When students are absent due to a crisis situation or unexpected illness and are unable to contact individual instructors directly, the Dean of Students Office can send an Emergency Notification.
What is an Emergency Notification?
- An email notification from Student Assistance to a student's instructor(s). A copy of this message is also sent to the student.
- An announcement that an emergency prevents a student from contacting their instructor directly and may also prevent the student from fulfilling academic responsibilities.
- A source of information so faculty can anticipate a student's absence and (sometimes) know when to expect the student to return to class.
- A written reminder that students should work directly with instructors to determine how to complete any missed coursework during an absence.
An Emergency Notification is NOT?
- Appropriate for non-emergency situations such as car problems, minor illnesses, or a past absence
- A request or mandate to excuse an absence; this decision belongs to the instructor.
- A requirement for students. If a student contacts instructors about an emergency directly, it is not necessary to involve the Dean of Students Office. Instructors are always welcome to share any concern about a student with the Dean of Students staff.
Verification that the information the student has provided is true. Upon request, the student should provide necessary documentation.
Important Note: Each instructor has the authority to make decisions about student absences and how an absence will affect students' grades. The Dean of Students Office is unable to require faculty to excuse absences or grant make-up work. However, the Dean of Students Office staff encourage faculty to keep in mind that students who utilize the emergency notification service are typically recovering from a crisis and benefit from appropriate consideration.
When the Student Returns to the University
- The staff in Student Assistance will contact the student to offer support and assistance as the student resumes their academic responsibilities. Knowing each student's situation helps us provide help and to be better prepared when the student is able to return to class.
- Instructors may also contact the student directly to discuss the student's responsibility for completing missed course work, as well as any documentation required when the student returns.
Frequently Asked Questions
Remember Emergency Notification Letters are only sent out when there is an emergency.
Students, community members, or people who become aware of the student's emergency should contact our office by either calling us or emailing DOSfirstname.lastname@example.org. It is also highly encouraged you first submit a CARE REPORT on behalf of the student. Be prepared to provide a detailed description of the emergency circumstances, as well as a reasonable explanation as to why the student is unable to contact their instructors directly. If possible, please include the length of time the student is expected to be absent from class.
The sole purpose of the emergency notification letter is to advise faculty members of the student's emergency.
Our department is unable to grant assignment extensions or excuse absences. Instructors are encouraged to work with the student and make accommodations; faculty ultimately have the final say as to whether they want to excuse assignments or absences.
Faculty should only refer students to our department if the student has been absent for more than 7 days.
Students can contact our department if they have been absent more than 7 days due to sickness. The best way to contact us and submit documentation would be by filling out a CARE Report. Professors are highly encouraged to work with students and provide flexibility with their assignments.
If the absence is less than 7 days, it is not necessary to contact our department.
Faculty are encouraged to work with students and be flexible with their attendance and assignments.
If you become aware of a student's emergency, it is recommended you fill out our CARE Report to the best of your knowledge. For all other absences, we encourage you to work with the student regarding their missing assignments or attendance. You can also refer students to the following resources!
Attendance Policies & Practices: https://deanofstudents.arizona.edu/policies/attendance-policies-and-practices
Campus Health - COVID-19 Site: https://health.arizona.edu/covidpositive
Student Assistance/Consultations: https://deanofstudents.arizona.edu/support/consultation