Academic Notification


Students who miss classes due to crises or extenuating circumstances may need notification sent to their professors.  While it is completely at the professor's discretion whether they allow for making up work or excused absences, Student Advocacy & Support offers outreach to professors and additional support to students dealing with these situations.  Please see below for the steps for requesting academic notification.

Please Note:  If your absences involve an incident of sexual assault, rape, relationship violence, stalking, or are due to pregnancy or parenting, please contact Survivor Advocacy Services by calling (423) 425-5648 or by emailing the primary victim advocate at Sara-Peters@utc.edu


 Student Contact with Professors

How to Talk to Professors About Class Absences

Students must first talk to their professors to help bridge the gap between a crisis situation, illness or injury, or any challenges that may impact their ability to attend classes, focus on class work, and/or meet academic deadlines.

Before contacting Student Advocacy & Support for academic notification, students should first:

  • Email their professors to inform them of the situation.

  • Students may use discrete language such as: medical reasons, unexpected non-academic related concern, personal situation, on-going health needs, family situation/emergency, etc.

  • Utilize their professor's office hours or ask to schedule an appointment to follow-up about missed coursework.

  • Share relevant documentation to verify dates and situations, such as a letter from a doctor or an obituary.

  • Plan ahead to discuss missed work such as quizzes, assignments, exams, and class participation.

  • Work to create an action plan for completing necessary work with their professor after meeting/talking.

  • Continue to follow-up with their professors should there be any additional missed classes

 

Sample Email to Professors

Dear Professor Smith,

I am writing to share with you that I have not been able to attend your class (Course name/UTCID) on the following dates (Insert dates here) due to (insert situation here; i.e. illness/flu). I am sorry that I have not been able to attend class, however the situation was unexpected.  I have been trying to catch-up on course work as best as possible and am able to provide documentation to verify my situation, if needed.

Can we set up a time to meet and discuss missed work and possible next steps?

Thank you in advance for your time and consideration. I look forward to talking to you soon, when you are next available.

Sincerely,

Your name 
UTCID


Request for Academic Notification

If a student is unable to resolve the issue after speaking to their professors, or their professors require further documentation from the Office of the Dean of Students, then they may submit a formal request for academic notification to Student Advocacy & Support.  The notifications sent will include generic and discrete language to describe the reason for the absence(s).  

It will be at the professor's discretion to excuse absences or class work, even with an absence notification from our office. It is also vital for students to follow up with their professors after our academic notification is sent in order to arrange making up class work and assignments.

Academic Notification Request Form

Please do not submit requests for non-emergency situations.  These situations should be addressed between the student and the professor directly.  See below for a list of examples of the types of situations that are critical versus non-emergencies.

If a student is struggling with a chronic or ongoing medical issue, they should contact the Disability Resource Center for further accommodations. 

Please Note: Our office responds to online requests within 2 business days. To address immediate needs, contact your professors as possible. It may take one or two days after submitting this form before you receive a response.

 

Examples of Crises/Extenuating Circumstances

  • Hospitalization

  • Sick (flu, cold, mono, strep throat, etc.)

  • Family health or safety related concerns

  • Death in the family

  • Fire or natural disaster

  • Crime victimizations

  • Jury duty

  • Court hearing

  • Sexual assault, rape, relationship violence, or stalking (please refer to the "Title IX Accommodations" page)

  • Pregnancy or parenting (please refer to the "Title IX Accommodations" page)

Examples of Non-Emergency Situations

  • Doctor's appointments

  • Family celebrations (birthdays, reunions, graduations, etc.)

  • Weddings

  • Job interviews

  • Roommate conflicts