We understand that life does not stop for students. You may need to be absent from your courses for a variety of reasons, and it can be stressful to navigate life while also missing class. The Student Care and Resource Center and Dean of Students Office is here to support students during and after their absences. If you have a concern about the need to miss class or an assignment, you should discuss this with your instructor as soon as possible.
Absences and missed exams
Student Care and Resource Center
Indiana Memorial Union, L010900 E 7th St.
Bloomington, IN 47405
Office hours: Monday through Friday, 9 a.m.–5 p.m.
- Phone: 812-856-CARE (2273)
- Fax: 812-855-5381
- Email: iucare@iu.edu
What is an attendance memo?
- An attendance memo is a notice sent by the Student Care and Resource Center on behalf of the Dean of Students office to instructors to alert them of an absence during an emergency. We require documentation to verify your absence and will not share the reason for the absence with your instructors.
- The situations that qualify for an attendance memo are student hospitalizations, the death of an immediate family member, or similar crisis moments that prevent the student from contacting their professors directly. If your situation does not qualify for an attendance memo, please reference the student responsibility information below and contact the Student Care and Resource Center at 812.856.CARE or email iucare@iu.edu.
- An attendance memo cannot be made for absences that occurred in the past but are meant to communicate in the present moment.
- Attendance memos are not necessarily required by all instructors. You may find that you can communicate with your instructors without the assistance of an attendance memo.
What should I do after an attendance memo is sent?
- An attendance memo does not excuse a student’s absence or coursework. It is up to each instructor to decide whether to excuse an absence and if alternative arrangements will be required.
- As soon as students are able, they are responsible for being in contact with their instructors to determine the next steps for addressing missed class time and coursework.
- The Student Care and Resource Center supports students by ensuring they have all the appropriate campus and community resources to be safe, healthy and successful. To get connected, please submit a Care Referral.
Attendance memo FAQs
An emergency notification to your instructor that you may not be able to communicate on your own behalf due to a documented reason.
Attendance memos are issued in cases where a student has an immediate family member who has died, or when a student is actively admitted to the hospital.
A student’s parent, guardian, sibling, spouse, or child.
A student who is admitted for ongoing care by medical staff and would need to be discharged in order to leave. This is different than a regular medical appointment, urgent care visit, or ER visit. This is also referred to as “inpatient” care.
Typically, if a student is admitted to a hospital and would like us to notify their instructors, they will speak to a social worker/case manager/discharge planner in their unit and sign an release of information form (ROI) for the facility to fax the Dean of Students office/Student Care and Resource Center with a confirmation of admission. Documentation should include the name of the facility and date of admission. Our office will notify instructors via email and copy the student. The fax number is 812-855-5381.
No. Attendance memos are meant to communicate on behalf of students when they are unable to do so. If you have already been discharged, then the expectation is that you can email your instructors, and the situation no longer warrants emergency notification.
No. If you expect an upcoming medical visit, you can likely email your instructors, and it does not warrant emergency notification.
No. The memo notifies your instructors that you may be missing class due to a verified reason. Deciding whether to excuse an absence or allow make-up work is at the instructor's discretion.
Students should consider emailing their instructors to make alternative arrangements. Below is a sample email that can be customized to each situation.
Dear Professor [NAME],
I am writing to let you know that I (was/will) be absent from class from (dates) due to (a medical event/the passing of my family member/other). I appreciate your patience and understanding. As such, I greatly appreciate your class and time, so I would like to figure out a way to make up any work I am missing. I would also like to set up a meeting with you during your office hours upon my return to go over the material that I have missed and to help me succeed in your course.
Thank you,
[NAME]
Instructors can excuse absences at their own discretion, and there is no University policy that says they must require notification from us or excuse your absence unless it falls within the religious observances policy.
If you have a diagnosed medical condition that will have an ongoing impact on your academic performance, we recommend students contact Accessible Educational Services to discuss academic accommodations for which you may qualify. If you have a short-term illness such as the flu, COVID-19, or Mononucleosis, we encourage you to contact your instructors and work directly with them on make-up assignments, etc.
The Student Health Center has a process for assisting students with concussions. Please schedule an appointment for a “head injury” and they will direct you on how to proceed.
The Student Advocates Office can help students explore options including withdrawing from all classes or petitioning instructors for Incompletes.
Here are additional campus resources that students seeking an attendance memo may find helpful:
- Counseling and Psychological Services. Please visit the CAPS website to find information about the many services they offer in support of student mental health and well-being.
- Counseling and Wellness Clinic provides support for mild to moderate mental health concerns and services are provided by counselors in training at an affordable rate.
- TimelyCare offers free, 24/7 virtual mental health support including on-demand support, health coaching, peer support and topical resources.
- Be sure to be in contact with your academic advisor.
A student's responsibility
- All students are expected to attend their classes and complete coursework according to the syllabus provided at the beginning of each course.
- If students find themselves needing to miss class for reasons that are not related to a hospitalization or the passing of an immediate family member, they should discuss this with their professors as soon as possible to make the appropriate preparations.
- The Dean of Students Office may choose to not grant an attendance memo request based on information received or timing of information received and may instead refer to additional resources of support.
Special consideration absences
If you have a chronic medical condition that may affect your attendance, contact Accessible Educational Services to determine if any academic accessibility measures (accommodations) would be of assistance.
Instructors must reasonably accommodate students who want to observe their religious holidays at times when academic requirements conflict with those observances.
As a student, you must notify your instructor as early in the semester as possible of any conflicts with the course and your religious and civic observances.
If your absence is the result of threats to your personal safety or security, please contact our Confidential Victim Advocate at 812-856-2469. Remember, if you are in immediate danger, contact the police by dialing 911.
Each academic year, the Vice Provost for Student Life and Dean of Students provides faculty with a recommendation to allow students who miss class time due to “university-sanctioned curricular and extracurricular activities” a reasonable opportunity to submit missed assignments and take missed exams at another time without penalty.
University-sanctioned curricular and extracurricular activities are considered to be travel to and performance in:
- Concerts
- Artistic presentation
- Athletics events
- Academic competition
- Participation in workshops and conferences
Prolonged absences
If you miss more than 20% of the semester (approximately 3 weeks) for medical or personal reasons, it may be best to consider withdrawing from all courses until you are able to return and focus on your academic goals.
Withdrawing from all courses
Withdrawing from all courses will terminate your current enrollment at Indiana University. For this reason, Indiana University requires you to meet with an appropriate advisor to initiate the withdrawal process:
- If you are an international student, you should contact the Office of International Students.
- If you are a law student, you should see the Maurer School of Law, Office of Student Life.
- All other students, please see a Student Advocate.