Occasional Absences

Students with the accommodation of “Occasional Absences” have disabilities that are episodic in nature and/or conditions that periodically worsen and can lead to unexpected flare ups. Such conditions may include, but are not limited to, diabetes, cancer, epilepsy, neurological conditions, mental health conditions, on-going specialized medical treatment and hospitalization, and others. The experience of such conditions can create barriers to class attendance and necessitate occasional exceptions to the established class attendance policy.

This accommodation is always rendered in consultation with faculty, and it is the student’s responsibility to communicate with professors regarding an absence within a reasonable timeframe and establish deadlines for any missed work when applicable. Please note that, given the nature of some of these conditions, students may not be able to give advanced notice of an absence related to their disability. In these situations, students should inform faculty as soon as possible and discuss options to make up their absence.

If a student is anticipating that they will be absent and miss an exam for any reason, including illness, issues with a condition, etc., the student is responsible to notify both the instructor if they will miss an exam. OALA will defer to the professor and the parameters and nature of the course regarding the reasonableness of the ability to make up an exam. Please note that missing an exam, even when a condition or a disability is cited, does not automatically excuse an absence or ensure make up of an exam. Needs and accommodations related to this possibility, must be discussed with faculty and OALA once accommodations are rendered at the start of the academic term to establish a plan and understanding. When a situation necessitates making up an exam, an approval for this must be done in consultation with faculty. OALA does NOT make this determination as the parameters and logistics around the exam are unknown to us and, as such, we defer to our faculty in determining what may be reasonable as far as options.

The Office of Access and Learning Accommodation (OALA), when approving this accommodation, informs and emphasizes to students that, even when excused via our ADA process, absences may negatively impact their academic performance because of the benefit that may be missed from the full classroom environment and interaction. Baylor University and OALA understand class attendance as an individual student responsibility and, thus, students who have access to this accommodation, are expected to keep up with their coursework. This includes any course content, information, notes, and assignments presented or done during classes they were absent for. As with any student, it is their responsibility to make arrangements and plan with their instructor or peers as it relates to obtaining notes, information, and making up coursework from any missed classes.

OALA does not provide a specific number of absences that a student is allowed to miss through the use of this accommodation. Courses at Baylor can meet once to multiple times a week, have varying class structures, and diverse parameters and pedagogical approaches from faculty. As such, OALA defers to the class rubric, syllabi, and faculty member regarding these specifics. Students with this accommodation are expected to understand and follow the attendance and participation policy established by the instructor in each of their courses that will determine their final grade.

At times, faculty members at Baylor do not have a policy related to attendance in their syllabi and, as such, attendance does not have a bearing on factors like participation or the final grade of the course. Instead, these professors adhere to the Baylor Attendance Policy that states the following:

To earn course credit, a student must attend at least 75 percent of all scheduled class meetings. Any student who does not meet this minimal standard will automatically receive a grade of "F" in the course.

In these cases, since students are given the flexibility to miss up to 25% of scheduled class meetings without an impact to their grade, we understand this to be a universal design approach and, thus, this accommodation would not apply or be reasonable for these specific courses. OALA would not deem an accommodation as reasonable if it would lead to a student missing over 25% of their scheduled class meetings and in conflict with the Baylor Attendance Policy.

This accommodation does not mean that a student is given an indefinite number of occasional absences related to their condition or disability. Students with extended absences or who have missed too many class meetings may find that a make-up plan may not be feasible. Faculty are not responsible to provide individual instruction or re-teach any missed course material. If absences become excessive, for any reason, it may be necessary for a student to seek a leave of absence, course withdrawal, or incomplete to prioritize their wellness or manage the personal circumstances that may be impacting their academics.

This accommodation may not be reasonable in some cases. Any accommodations rendered by OALA, including this one, are always balanced with the academic integrity of each course as well as the educational experience of other students in the class. As such, this accommodation may not be reasonable in the following cases:

A course that involves substantial in-class participation as a method of instruction or assessment where all students are expected to attend most classes as a measure of their performance and final grade. Examples may include, but are not limited to: A) project-based or group focused courses where students spend substantial class time working and learning together, B) lab courses where student participation is critical and the functional nature of the course depends on physical presence for essential learning C) field education or field experience courses that require a specific number of hours of participation, practicum, or within an internship setting over an academic term D) studio art classes or other courses where the primary purpose of attendance is to receive ongoing professor and peer feedback to progress in academic work.

For more information, please refer to OALA’s Occasional Absences Policy that students are informed of and agree to during our intake process.