When is flexibility appropriate? Some factors for faculty to consider:
Generally, students are expected to follow established classroom attendance policies. However, some disabilities are episodic in nature and, as a result, a student may have to miss class for medical concerns. While we encourage faculty to be flexible with their attendance policy, faculty are not required to alter any essential functions of the course.
Faculty may find it helpful to consider the following when determining whether attendance is an essential function of a course:
- Is there classroom interaction between the faculty member and students and among students?
- Do student contributions in class constitute a significant component of the learning process?
- Does the fundamental nature of the course rely on student participation as an essential method for learning?
- To what degree does a student’s failure to attend constitute a significant loss to the educational experience of other students in the class?
- What do the course description and syllabus say?
- What are the classroom practices and policies regarding attendance?
- What method is used to calculate the final grade?
- What reasonable alternatives to class attendance, if any, can be identified for this course? (ex. Can the student attend another section of the course, where the same learning experiences will be facilitated? Can alternative classwork be assigned to the student, as a means by which to adequately assess their learning/understanding of the course material that was missed due to their absence(s)?)
There are some classes in which this accommodation is not appropriate. These tend to be classes when student learning is being assessed in the classroom or when allowing an absence would place an undue burden on the faculty member. The faculty member and student can use the Accommodation Agreement Form to address all aspects of the course, including how attendance can be accommodated when the student misses homework and exams.
What is the process?
AR is available to provide support for faculty and students regarding this accommodation. Feel free to contact us at any point in the process below to ask questions or express concerns.
- AR determines that the accommodation is reasonable and discusses with the student and faculty member important aspects of this accommodation, such as limits in the number of days absent and the requirement to complete all coursework regardless of absences. AR staff also explain that it is the student’s responsibility to discuss this accommodation with their faculty.
- Each semester that a student with an approved modification to course attendance policy accommodation plans to use this accommodation, the student should complete the Accommodation Request Form. Students: Please be aware, your accommodation is not considered to be in effect if you do not complete the Accommodation Request Form each semester.
- Following the student’s completion of the Accommodation Request Form, AR staff will notify faculty via email with guidance on the implementation of the modification to course attendance policy and to complete Section A of the Accommodation Agreement Form. Faculty: Please be aware that the accommodation is considered to be in effect at the time notification is sent to the faculty member, even if the agreement is not completed. It is therefore imperative that the agreement be completed to avoid a lack of clarity around number of allowed absences and procedures regarding absences in the course.
- Following the student’s completion of the Accommodation Request Form, the student should meet in-person with their faculty members to discuss the implementation of the accommodation and to complete Section B of the Accommodation Agreement Form. The student is responsible for initiating the conversation about this accommodation with their faculty members as early as possible and one form should be completed for each course. Some students register with AR late in the semester and some wait to give their faculty accommodation letters. In these cases, faculty are not expected to provide any retroactive accommodations. Both the faculty member and student should sign the Accommodation Agreement Form at the time of this meeting unless there are questions or concerns about how this accommodation will be implemented in the course.
- Following their meetings with the faculty, the student should provide the completed and signed Accommodation Agreement Forms for each course to AR. Should the student have any concerns or questions about the content of these agreements or the implementation of this accommodation, they should schedule an appointment with AR staff to discuss the completed Accommodation Agreement Forms prior to submitting them to AR.
- If there are no questions or concerns communicated to AR staff prior to the submission of the signed Accommodation Agreement Forms, AR staff will review the signed agreements. If AR staff have no questions or concerns, AR staff will also sign the agreements and email the student and faculty members a finalized copy of the Accommodation Agreement Forms.
- Any questions or concerns that arise regarding this accommodation after the Accommodation Agreement Forms are finalized should be directed to AR staff as soon as possible.
Student Responsibilities:
- Initiate conversation early with faculty and provide their letter of accommodation. Do not just hand a faculty member the letter of accommodation and/or Accommodation Agreement Form. A conversation should occur between the student and faculty member about how this accommodation can be implemented in each course. Complete Section B of the Accommodation Agreement Form with each faculty member, sign each agreement, and return these agreement forms to AR. Understand that not all classes can offer flexible attendance. Contact AR staff if there are any questions or concerns about these agreements. The student can choose to speak with AR staff about any concerns or questions they have prior to signing each form.
- Complete all coursework. The modification to course attendance policy accommodation does not mean that the student will automatically get an extension for work that is due on a day that they are absent. The student should still make every attempt to turn their work in via email. If the student will not be able to turn in a homework assignment or if they miss a quiz or exam, it will be their responsibility to contact their faculty member and ask if they can make up the work. Follow the guidelines noted in each class’s Accommodation Agreement Form regarding making-up missed assignments and exams on days the student has a disability-related absence.
- Inform AR staff prior to their approved testing time if they are absent on a day they are scheduled to take an assessment in AR.
- Attend class regularly, arrive prepared for class, and be knowledgeable of the course material previously covered. Complete the essential components and objectives of the course as stated in the syllabus.
- Keep AR updated and informed if they are missing class and report any changes in their health that may impact their accommodation. If the faculty member contacts AR, it is helpful for staff to know about the student’s situation.
- Adhere to the finalized Accommodation Agreement Form for each course.
Faculty Responsibilities:
- Be available to discuss this accommodation with AR staff and assist in completing Section A of the Accommodation Agreement Form.
- Determine how essential attendance is to their course. If the faculty member determines, through deliberative consideration (using the bullet points listed under the section “When is flexibility appropriate?”), that attendance is an essential requirement, this accommodation may not be applicable.
- Be available to discuss the accommodation with the student. Be very clear in their expectations when they meet with the student and complete Section B of the class’s Accommodation Agreement Form. Sign the agreement once Section B is complete. Contact AR for assistance with this conversation or to discuss any questions or concerns prior to signing the agreement.
- Sometimes student absences become excessive. If the faculty member observes that the student is not adhering to the finalized Accommodation Agreement Form, the faculty member should address this issue with the student and contact AR.
- Adhere to the finalized Accommodation Agreement Form for their course.
AR Responsibilities:
- Approve this accommodation only when appropriate.
- Provide the student with letters of accommodation as requested, as well as guidelines and information about their responsibilities.
- Complete Section A of the Accommodation Agreement Form with each faculty member.
- Review the signed Accommodation Agreement Form and sign the form to finalize the agreement. Address any questions or concerns from the student or faculty member prior to signing the agreement.
- Email the student and faculty member a finalized copy of the Accommodation Agreement Form.
- Provide assistance to faculty members in determining how to implement this accommodation in their classes.
- Provide support to student and faculty when questions or difficulties arise due to this accommodation.
Scenarios:
- Faculty member allows 3 absences and then a student’s grade drops by a letter grade. A student with modification to course attendance may be allowed 6 absences and 24 hours to make up any work missed.
- In a foreign language course, a student is told at the start of the semester that the faculty member cannot allow much flexibility regarding attendance as much learning depends on classroom interactions. However, the student with modification to course attendance is given 72 hours to reschedule timed assessments, complete missed coursework, and turn in any assignments due on the day of each absence. The student is hospitalized for a week at the end of the semester and cannot complete a presentation. The faculty member allows the student to make the presentation up with only the faculty member as this does not essentially alter the course objectives.
- Faculty member gives clicker points for attendance. Faculty member allows student with modification to course attendance to respond to questions via email; however, student must contact the faculty member prior to class and answer questions within 24 hours of class.
- Student and faculty member agree that student can miss class more often than classmates if all of the work is completed. However, it is nearing the end of the semester and student has not complied with the finalized Accommodation Agreement Form. Specifically, the student has not turned in assignments, has not been in contact with the faculty member, and has not attended class. In this case, the faculty member would not be expected to extend deadlines as student has not adhered to the Accommodation Agreement Form, maintained communication with the faculty member, or completed the coursework.
