Faculty of Education and Professional Studies Attendance
FACULTY OF EDUCATION AND PROFESSIONAL STUDIES ATTENDANCE POLICY
Policy Statement
The Faculty of Education and Professional Studies (FEPS) is a professional learning community. Regular, engaged attendance helps students get the full value of participatory and experiential learning and supports the competencies required by professional accrediting and regulatory bodies.
Reason for Policy
This Policy exists to support student success, uphold professional standards, prepare work-ready students for their future professions, and ensure that graduates meet the competencies required by their respective professional certifying/regulatory bodies. This Policy recognizes that regular and engaged attendance is essential for the participatory, experiential learning that characterizes professional education. The Policy also affirms the instructor’s authority to set attendance rules for their courses (consistent with this policy) and outlines the consequences for failing to meet attendance requirements.
Scope
This Policy applies to all undergraduate and graduate degree programs housed in FEPS, as well as associated diploma programs offered by FEPS. This Policy covers attendance in all curricular components: classes, lectures, seminars, labs, workshops, tutorials, simulations, placements, field experiences, and any other scheduled learning activities (in-person or online) that are part of course or program requirements.
This Policy applies to all students registered in a course offered by a FEPS program, regardless if the student is a program major in another faculty.
Notwithstanding the above, this Policy does not apply to courses or course components offered online in an asynchronous format (i.e. where there is no officially scheduled class/course component).
Who Should Read This Policy
- All members of the Faculty of Education and Professional Studies, Associate Deans, Chairs/Directors, administrative staff, placement coordinators, and students.
- All members of university non-academic departments, especially the Office of the Registrar, Academic Advising, and Student Development Services.
Contacts
Dean FEPS deaneps@nipissingu.ca
Definitions
- Student: A learner enrolled in any course offered by a FEPS program.
- Placement: Any supervised practice experience (practicum/field/clinical) with a partner organization, including student research activities with external partner organizations.
The Policy
- Attendance as a Professional Requirement
1.1. Students are expected to attend and actively participate in scheduled learning activities (in person or online) because many professional learning experiences are hands-on or collaborative and cannot be fully replicated later.
1.2. Occasionally, professional programs may schedule mandatory workshops or training sessions outside regular class time (for example, certification trainings, professional regulator seminars, etc.). These events are considered part of the program and are subject to the attendance expectations under this policy. Such requirements will be communicated in advance by the program Coordinator/Chair/Director/Associate Dean or designate.
1.3. Attendance expectations begin with the first scheduled date of a course/learning opportunity.
- Instructor Authority and Responsibility
2.1. Instructors will set course-specific attendance expectations, communicate them clearly in the syllabus at the start of term, and apply them consistently and equitably.
2.2. Instructors can use their judgment in addressing attendance issues but must apply their attendance rules consistently and equitably to all students .
2.3. Instructors will be aware that students are able to register into a course after it has officially started, through usual processes and timelines that occasionally delay student registration. Instructors will therefore set attendance expectations during the period of time at the start of a course while registration is open that are appropriate to the learning activities. When possible, consideration for absences should be extended to students who register within the allowed period.
- Absences
3.1. An absence includes missing a scheduled learning opportunity in whole or in part, which therefore means significant late arrival or significant early departure are considered in a similar manner to a complete absence under this Policy.
3.2. Instructors will exercise judgement in a fair and supportive manner and will outline make-up options, if any, for absences due to illness/injury, serious personal or family emergencies, religious or cultural observances, university approved activities, legal obligations, or disability accommodations. Instructors shall not impose academic penalties for these types of absences per se. However, students remain responsible for any material or assignments missed and must complete any make-up work or alternate assignments as required to demonstrate the learning they missed.
3.3. Short term illness may be self-declared; longer disruptions or missed major assessments may require documentation.
3.4. Instructors have the authority to impose immediate academic consequences for any other types of absence, such as a zero on an in-class activity or quiz missed, a reduction in participation marks, or additional assignments at their discretion and as specified in the syllabus.
- Excessive Absenteeism
4.1. In a professional program, missing a significant portion of a course’s learning experiences, regardless of the reason, is incompatible with success and may disqualify a student from receiving credit for the course.
4.2. If a student’s total absences in a course exceed 20% of the scheduled class/contact hours for that course (for example, missing 3 classes in a course that meets weekly for 12 weeks; missing 4 classes in a course that meets twice a week for 9 weeks), the instructor may review the situation with the student. Following such a review, the instructor may formally warn the student in writing that they are at risk of being disqualified from receiving credit in the course.
4.3. Following a formal warning, any further absences in the course may result in the instructor recommending to the Dean a failing grade (0 or Unsatisfactory) in the course. If the reasons for the absences were due to circumstances largely beyond the student’s control, the recommendation to the Dean will be for the student to withdraw without academic penalty (WDR grade). The recommendation to the Dean must be in writing and the student must be notified.
4.4. A lower threshold than 20% may be used to define excessive absenteeism if required by an external accreditation or regulatory standard. For example, placement courses in Professional programs may mandate a 100% attendance requirement. These specifics will be outlined in the course syllabus or program handbook.
- Communication and Notification of Absences
5.1. Students who must miss a class or day of placement are responsible for notifying the appropriate instructor or placement coordinator as soon as possible, preferably in advance of the absence.
5.2. In cases of sudden illness or emergency where advance notice is not possible, the student (or someone on their behalf) should inform the instructor and/or placement office at the earliest reasonable opportunity, and submit any supporting documentation (when required) as soon as it becomes available.
- Appeals
6.1. Students may appeal a decision or grade assigned by an instructor to the Dean by following the process outlined under the University’s Academic Appeals and Petitions policy.
6.1.1. Before writing to the Dean, the student should attempt to discuss the decision or grade assigned with the instructor.
6.1.2. Students may seek guidance from their program Coordinator/Chair/Director/Associate Dean when initiating the appeal process.
- Interaction with Other Policies
7.1. Nothing in this Policy limits actions under Nipissing University policies (e.g. Student Code of Rights and Responsibilities, Respectful Workplace and Learning Environments Policy, Sexual Violence Response Policy for Students, Academic Integrity Policy).
Appendix A: Attendance Procedures and Implementation Guidelines
A1. Communication of Attendance Expectations: At the start of each course, instructors will communicate the attendance requirements clearly in the syllabus. Instructors should review these expectations regularly to ensure students understand them. Instructors are responsible for ensuring that their attendance expectations are compliant with the Faculty policy.
A2. Reporting an Absence (Student Responsibility): If a student will be absent from a class, lab, placement, etc, the student must notify the appropriate individuals as soon as possible:
- For a lecture/seminar/tutorial, etc: Notify the course instructor (via email using their Nipissing email address or via Blackboard, as specified by the Instructor) before the class begins. If advance notice is not feasible (e.g., sudden illness the morning of), email as soon as you are able. The notification should include: student name, student ID, course and section, date of absence, and a brief reason.
- For a placement: In addition to notifying the faculty advisor, clinical instructor, field liaison, associate teacher, placement supervisor, etc, the student must also follow any site-specific protocol communicated to the student in advance. This should be done according to the placement/practicum handbook guidelines. The student must also immediately inform the program Placement office at the university.
- Students should understand that notifying an instructor of an upcoming absence does not excuse the absence.
A3. Formal Written Warning and Support/Intervention: When the instructor sends a formal written warning (email) to the student, this message should: (a) reference the dates of absences, (b) refer to the Policy that these absences jeopardize the ability of the student to meet course learning outcomes and that a course withdrawal or a failing grade in the course may result from further absences, and (c) invite the student to discuss any underlying problems or clarify any misunderstanding. The instructor will copy the Dean and the Program Coordinator, Chair, Director Associate Dean on this communication.
The instructor will determine if either the circumstances surrounding the absences or the student’s response (or lack of response) to the formal warning indicates that the offering of supports from Student Development Services to the student would be beneficial. For example, if the student discloses they are struggling with health or other issues, the attendance issue may be resolved with the provision of specific supports. In these cases, the instructor is recommended to submit a “Student Support Request” form (found in WebAdvisor) which will flag the student for Student Development Services to follow up with. The instructor should inform the student and obtain consent if they are planning to submit a Student Support Request on the student’s behalf. When an instructor’s concern is that there is a strong risk that the student’s success and/or wellbeing are in jeopardy, a Student Support Request may be submitted without the student’s explicit consent.
A4. Recommendation for Failure or Withdrawal
In the case of excessive absenteeism and when the instructor is recommending to the Dean a failing grade (0 or Unsatisfactory) in the course or to withdraw without academic penalty (WDR grade), the recommendation to the Dean must be in writing , reference the dates of absences, and the student must be notified. The Program Coordinator, Chair, Director Associate Dean should be copied on this communication.