Temporary Absence Request
Tarleton State recognizes that students have situations that result in disruption to a student’s campus routine, which includes, but not limited to, serious illness or hospitalization of your immediate family, death, car accident, unexpected injuries, or even anticipated surgeries, illness, short-term medical conditions, etc. can cause confusion about what to do next.
All documentation is subject to verification by the Dean of Students Administrative Office.
If you do not have documentation at the time of request submission, you may email it at a later date to deanofstudentsoffice@tarleton.edu. Please call or email to inform our office that you will be providing documentation at a later date to avoid any confusion.
Once all appropriate documentation has been received, the Dean of Students Administrative Office will email the student and applicable professors. Submission of this form does not guarantee approval. Additional information may be requested.
Absence Request
Absence requests include illnesses lasting one week or more, deaths of an immediate family member (ex: spouse, child, sibling, grandparent, mother, father, mother-in-law, father-in-law, step-brother or sister, and step-grandparents), or primary caregiver.
The temporary absence request serves as a way for Tarleton State to recognize that students have situations that might disrupt a student’s campus routine. These situations include:
- Serious illness lasting one week or more
- Hospitalization (physical or mental health)
- Death of an immediate family member
- Family emergency (hospitalization, serious illness or injury, emergency surgery, urgent caregiving of immediate family member)
- Legal obligations
- Military obligations
- Religious observance
*Please note that absence letters will no longer be issued for university events. Any absence verification for university events must be issued by a faculty advisor or event host*
Acceptable Documentation for Absences
- Medical/Illness (Self, dependent, or immediate family member): A note from a medical provider that lists the dates a student was absent, their expected return date, and a medical provider’s signature. An image of a hospital band is also acceptable.
- Death in the Family: An obituary, funeral/memorial program, or a death certificate.
- Legal/Jury Duty: A copy of the subpoena or jury summons.
- Military Duty: Official orders or memos.
- Religious Observances: A note from religious leadership or an image of the religious organization website posting/calendar with the time and date of the observance
Non-acceptable Forms of Documentation
- Notes from a medical provider in Word Document (.docx) format
- Image of a thermometer or at-home illness test.
- Images of self or family members
- Graphic images or videos of injuries or surgeries
- Screenshots of flight information
- Screenshots of text messages
Steps for Requesting an Absence
- Check Course Syllabi: Review the specific attendance policy for each class, as some professors do not require submission of an absence request through the Dean of Students Administrative Office.
- Contact Instructors: Email instructors immediately to inform them of the absence and discuss making missed work.
- Submit Formal Notification (if necessary): Use the Temporary Absence Request form to officially report the emergency or planned absence if required by course attendance policy.
- Keep Records: Retain copies of all documentation (doctors’ notes, emails) for personal reference.
Key Considerations
- Professor Discretion: Submission of an absence request does not require a professor to grant excused absences or make-up assignments. The absence request is simply a way to inform professors of certain situations.
- Length of Absence: Absences longer than a certain period (14 days) may require formal academic accommodation, which requires more in-depth documentation and approval from Student Accessibility Services.
- Consistency: Supporting documentation is required to approve all absence requests. Submission of the form does not guarantee approval. Additional information may be required.