Short Term Absence Policy

Purpose/Rationale

Hope College recognizes that life events may unexpectedly interrupt an academic semester, including needing time away from campus. Thus, the purpose of a formal process for short-term, temporary absence is to improve the student experience so that they may continue progress in a course of study if unable to attend and participate in person while seeking treatment and/or recovering from a medical or mental health event, a family emergency/crisis, or other extraordinary circumstance. The expectation of the short duration of necessary absence not only facilitates student access to their education, but also minimizes the impact and disruption to the educational process, and preserves the integrity of the delivery of the academic course(s).

Absences related to Disability and Accessibility Resources (DAR) accommodations follow different policies and procedures than those listed here. Visit the DAR site to learn more about accommodations. Students who need ongoing academic accommodations for chronic conditions should meet with Disability and Accessibility Resources.

Students may request a short-term absence from campus for:

Medical Treatment (planned and unplanned)
Individual or family tragedy/emergency
Death of an immediate family member
- Parents, siblings, or family members currently living in their home

*Note: Pregnant students with a need for a short-term absence should contact Cara Maat, the Associate Dean for Community Belonging/Title IX Coordinator for assistance at maatc@hope.edu.

Reasons that don’t qualify for an approved short-term absence:

Arrest
Holiday/vacation
Choosing to not go to class
Wanting to take a break without a recommendation from a medical professional

This process defines and guides an institutional position regarding how long a student may be absent from classes and instruction before the integrity of a course(s) may be impacted. The short-term, temporary absence process potentially provides relief from requirements for physical attendance in classes. The student is responsible for any material covered or work done during such a short-term, temporary absence.

This process may apply to courses in which the course length is presented in traditional semester format. This process does not apply to courses that are delivered in a compressed or accelerated design, including summer courses and half-semester courses.

Duration of Short-Term Absence

These guidelines are for short-term absences of an anticipated duration of more than three class days in a row but not more than two full weeks of class during the traditional 16-week semester. For absences longer than two weeks in duration, options include course(s) withdrawal or a full semester withdrawal. The short-term, temporary absence is consecutive weeks in duration. The student may not take more than one short-term, temporary absence per semester. The student must leave campus during the short-term, temporary absence.

The approval of a Short-Term Leave of Absence is based on the expectation that the student will resume their studies at the end of the absence. If the period of approved absence expires and the student does not return to campus and resume study, the student is in danger of being administratively withdrawn from the term, per the Excessive Absence Policy.

In consideration of requesting the short-term absence from campus, the student should understand the following:

The request and approval for Short-Term, Temporary Absence must be completed before leave begins for a known or scheduled event. In the case of an unexpected or emergency event, the student must submit the form within the timeframe of the requested leave. Short-Term, Temporary Absence will not be retroactively approved.
Virtual instruction (synchronous remote class participation) is not offered/provided unless it is already a part of the course design.
A student is not allowed to submit make-up work to improve a grade once the final grade has been submitted. If an incomplete has been offered, this applies when the final grade is submitted after the specified time for the incomplete has expired.
The short-term absence from campus will not impact a student’s semester charges or alter the refund policy.
The short-term absence from campus may be applied only once a semester.
The student may not participate in athletics or other College activities during the absence.
This policy does not apply to any experience outside the classroom that the student may be involved with, such as internships or student teaching. The student must communicate with that organization to arrange their absence in accordance with the organization’s policies.

Responsibilities

Student

Timely initiation of the request process including completion of the Short-Term, Temporary Absence Request Form and submission of relevant documentation.
Maintain ongoing communication with designated CARE Team or other staff member about their personal situation causing the short-term absence including a plan for return.
Maintain ongoing communication with faculty about progress with coursework when situationally possible.
The student is responsible for contacting faculty within two full school days after returning to campus to discuss a timeline (prescribed by the instructor) for any material covered or missed coursework during the short-term, temporary absence.
Some course activities missed during a short-term absence from campus may not be possible to make up (e.g. assignments that are sequential in nature or are a significant component of the educational experience of students in class, field trips, etc.). In these cases, students should ask if alternate assignments are available. However, it is not guaranteed.

Faculty

Submit a CARE Form if a faculty member becomes aware of a student who has already left campus for more than three days in a row.

If a student requests to take time away from campus for one of the above reasons, or an extended period of time due to a unique reason, the faculty must have the student fill out Short-Term Temporary Leave Request Form, which will then be processed by the CARE Team.

Respond to student communication by clarifying expectations during the short-term absence regarding:
- Current course assignments
- Student participation
- Academic progress and completion of assignments during the absence and in the transition period after return
Communicate with the designated CARE Team member or other staff any concerns about the student’s progress
Determine the point of no return in your course. Use the following DAR resources for guidance in determining how much flexibility may be granted while maintaining the integrity of your course:
- How to identify essential components and determine if a short term, temporary absence is a fundamental alteration to the course.
- Resources
  - Encouraging attendance while maintaining flexibility
  - Supporting learning when students can’t make it to class
- These requests may not be reasonable:
  - Exemption from assignment deadlines and/or exams
  - Finishing a semester virtually
  - More than 2 weeks away from the classroom
  - Self-selecting to step away from campus to address medical symptoms when not under the care of a treating provider
- Be available to meet with the student upon their return to campus to determine a timeline for the completion of missed coursework

Process

Student submits Short-Term Temporary Leave request form.
CARE Team reviews the request and relevant documentation.
CARE Team approves or denies the request based on whether it is within the bounds of the policy.
CARE Team member (usually the Student Support Manager) sends an email to faculty and the student informing them of the time away from campus, attaching the approved request. This email will state that students must connect with each faculty member before the start of the leave of absence to discuss expectations and responsibilities while away. Email will clearly state that approval of the request does not absolve the student of academic responsibilities that occur during the absence.

Approved by Academic Affairs Board on December 2, 2025