Preamble :
Among the most important indicators of success for our institution are student progression rate and graduation rates. When studying those two indicators, we have identified a direct correlation between the number of absences that a student has accumulated in a class and her/his academic performance in that class. It also became obvious that our current attendance policy allows students to miss up to 1 month of class by combining “excused” and “unexcused” absences. Finally, AUI Health Center reports show that requests for excused absences coincide most heavily with exam periods in our academic calendar. Our physicians complain that they cannot give the necessary attention to students who are genuinely ill when the Health Center is flooded by those who are pretending to be sick and only looking for a way to receive an excused absence slip.
The time during which students interact with their professors in the classroom is when most of the learning happens. Students’ active participation in class discussions is also a major part of the learning experience that we promise our students. It is our common responsibility to create an environment that maximizes faculty-student interaction, and which pushes students to think twice before missing a class. It is also our responsibility as educators to report student absences when they occur, in a timely manner, as several student support departments’ roles are based on the accuracy of attendance records.
It is within the context described above that the following attendance policy has been proposed to and approved by the Academic Council and shall be generalized to all classes commencing with Spring 2025 Semester (which starts January 20, 2025). However, faculty who choose to implement this policy starting FALL 24 in their sections are encouraged to do so and include it in their syllabi.
Attendance Policy:
Regular attendance and active participation in all class meetings are expected from every enrolled student. Students are responsible for managing their absences effectively within the allowed limit. While attendance is important, it does not reflect the achievement of learning outcomes, and it will not directly impact the student’s grade as long as they are enrolled in the course. However, excessive absences may result in administrative withdrawal from the class.
Absence Allowance:
Each student is granted a maximum number of absences for the semester/session, based on the frequency of class meetings, course credits, and student’s seniority as follows*:
| Class Frequency | Course Level | Absence Ceiling |
| Once a week | Classes that meet once a week. | 3 |
| 4/5 times a week | English Language Courses at the LC | 8 |
3 times per week | Freshmen Level Courses (1xxx) | 6 |
| Sophomore/ Junior Level Courses (2xxx & 3xxx) | 7 | |
| Senior & Graduate Level Courses (4xxx&5xxx) | 8 | |
Twice per week | Freshmen Level Courses (1xxx) | 4 |
| Sophomore/ Junior Level Courses (2xxx & 3xxx) | 5 | |
| Senior & Graduate Level Courses (4xxx&5xxx) | 6 |
*Classes that follow a non-traditional format would have to set the absence limit in line with the above ceilings.
University-Sponsored or Authorized Events:
Students may request to attend/participate in university-led or authorized events without it affecting their attendance record in class. However, even in these cases, students cannot exceed a maximum number of 10 absences for the semester/class (all types of absences combined). Students need to start the pre-approval process using the Student Engagement Form that needs to be signed by the organizing University department/unit and approved by DSA Office. Only requests that are submitted before the event will be taken into consideration. Concerned Faculty members will then be informed accordingly.
Responsibility and Accountability:
Students are trusted to manage their absences responsibly and should recognize the impact of their absences on their learning and academic progress. All absences shall be considered within the absence allowance. Extreme cases, such as prolonged hospitalization, approved by the Heath Center Director, remain the only exception. Students with chronic diseases must self-identify with the health center as soon as they join AUI. Given that attendance does not justify reaching ILOs, Faculty members must not impose penalties for absences. The DSA Attendance Committee is open to reviewing other cases of exceptional circumstances.
Administrative Withdrawals (WF):
As soon as a student exceeds the maximum number of allowed absences for the course, the process of assigning a WF starts:
- First, the faculty member files a WF request.
- Second, DSA office confirms the request upon a review of the student record (e.g. cases of hospitalization, approved student engagement, etc.).
- Student is officially withdrawn from the course.
- Pending the DSA confirmation and Registrar implementation of the WF, the student can still attend the class.
This withdrawal will be indicated on the student’s academic record. Once withdrawn, the student will not be allowed to re-enroll in the course for that semester/session.
Make-Up Work:
It is the student’s responsibility to catch up on missed work due to absences. Faculty members may provide guidelines for making up missed assignments or exams, but it is ultimately the student’s responsibility to ensure they are up to date with all course materials and requirements.
Missed Exams and Quizzes:
In cases where a student has not exceeded the number of allowed absences in a class misses an exam or pop quiz, the following rules apply. If the exam or quiz is formally announced for a specific date and the student missed that class session, then they must provide evidence to the DSA that they were hospitalized, or that they experienced other extreme emergencies. Otherwise, they will not be eligible for a make-up exam or quiz. In the case of unannounced pop quizzes, if a student misses class on a date when an unannounced pop quiz is administered, then it will be exclusively at the discretion of the instructor whether to allow a make-up pop quiz.
Absence Records:
Faculty members are expected to take attendance regularly using the university LMS, Canvas, and may send reminders to students who approach the absence limit. This is critical because only when Faculty enter absences in the Canvas system is the Office of Academic Support and Progress (OASP) alerted of potential problems, allowing it to intervene directly with students at risk. Nevertheless, it remains the student’s responsibility to monitor their own attendance and manage their absences accordingly.
Appeals Process:
Students who believe their withdrawal from the course due to excessive absences was unjustified may appeal the decision through the office of the Dean of Student Affairs, copying the Dean or Director of the academic unit that the student majors in, no more than one week after the administration of the withdrawal.
During the appeal period, the student shall be allowed to attend the class. After consulting with the concerned stakeholders, the DSA (i.e. Attendance Committee) will decide whether to grant an exception to the withdrawal decision. The DSA’s decision on the appeal shall be made in no more than one week after the appeal is submitted.