Absence Verification Process

When a Fayetteville State University student misses class, due to examples of the following circumstances, the students’ instructor is the direct communication point of contact: 

  • Medical emergencies 
  • Doctor’s appointments 
  • Death in the family (covers the date of death and the date of the funeral) 
  • Court dates 
  • Military-related obligations 

Examples of Accepted Documentation 

  • Doctor’s note on official letterhead with an appropriate signature and credentials 
  • Hospital discharge paperwork that includes the student’s name, relevant date(s), and an official signature. Diagnosis and/or medical details are not required. 
  • Obituary which corresponds to relevant date(s) 
  • Court documentation focusing only on required attendance date(s) 
  • Military-related documentation verifying obligation date(s) 

 Example elements Faculty may consider when reviewing Absence Documentation: 

  • Legitimacy of the Source 
    Documentation should appear to come from a legitimate and appropriate source (e.g., healthcare provider, hospital, court, funeral home, or military authority). Specific medical details or diagnoses should not be requested. 

  • Completeness of the document   
    The document should include general information necessary to confirm the absence, such as the relevant date(s) of absence and an official signature, credentials, official letterhead, stamp, or identifying information from the issuing office. Only information needed to verify the date(s) of impact should be reviewed. 

  • Date Consistency 
    The dates listed on the documentation should reasonably correspond with the dates the student was absent. 

  • Clarity and Authenticity 
    The document should be readable, complete, and free from visible alterations. 

Disclaimer: Faculty should not request detailed medical records, diagnoses, treatment plans, or other protected health information. Documentation review should be limited to confirming the occurrence and relevant dates of the circumstance impacting attendance. 

 

If submitted documentation is insufficient: 

  • Faculty will notify the student of the decision. 
  • Faculty may provide details outlining what is missing. 
  • Faculty may request additional documentation or clarification needed to support the absence request. 
  • Depending on the validity or authenticity of the documentation, the matter may be referred to the Office of Student Conduct. 

Additional Resourceful Information and Support:  

  • Faculty may approve absence requests or not without verifying documents externally. 
  • If a submitted document looks suspicious, faculty can request additional documentation be provided by the student. 
  • Ultimately, it is the faculty members' responsibility to make the final decision regarding course absences. 
  • Students have the right to appeal class absence decisions through normal policy channels. 
  • If at any time additional collaboration or guidance is needed, Faculty should refer to their respective Dean’s Office.