The University Approved Absence Office and Dean of Students office DO NOT issue University Approved Absences for final exams.

DO NOT SUBMIT A REQUEST FOR UNIVERSITY APPROVED ABSENCES FOR FINAL EXAMS. 

If you will miss a final exam due to a medical or mental health concern, family or personal emergency, religious observance, or exam schedule conflict, please follow the instructions on the page linked below and communicate directly with your instructor to schedule a make-up.  https://dos.unc.edu/student-support/class-absences-final-exam-rescheduling/

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FAQs for Students

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The Class Attendance Policy and UAAs 

Does the Class Attendance Policy apply to every class absence? 

No. The policy does not apply to every class absence, but only three specific categories of absences intended for use only in very limited circumstances as outlined below from the Class Attendance Policy: 

  1. Authorized university activities
  2. Disability/religious observance/pregnancy, as required by law and approved by Accessibility the Equal Opportunity and Compliance Office (EOC) 
  3. Significant health conditions and/or personal family emergencies as approved by the Dean of Students, Gender Violence Service Coordinators, and/or the Equal Opportunity and Compliance Office. 

Do I need a University Approved Absence every time I miss a class? 

No. It is not required for professors to receive a University Approved Absence notification before they approve an absence. You are encouraged to first communicate directly with professors to make up assignments before you approach the UAAO. For example, if you tell an instructor that you will be absent for religious observance, your instructor has the authority to work with you on an accommodation or academic adjustment for the absence without an official notice from the UAAO. 

Note: Requests for academic accommodations other than class absence are considered by the EOC by their process. 

What must the professor do if you have a UAA? 

As described in the policy, if a student has a University Approved Absence, the instructor is required to provide reasonable adjustments, including the opportunity to obtain missed class notes and materials, to submit late assignments, and to make up quizzes and tests or an equivalent learning assessment.  However, with some course learning methodologies, the instructor may specify a maximum total number of allowable UAAs. This must be clearly stated on the syllabus provided to students on the first day of class.  

What if I need to miss employment obligations? 

UAAs apply only to class absences, not to your employment.  We encourage you to communicate with your employer as soon as possible to let them know that you will be unable to work. 

Submitting a UAA Request 

Who issues University Approved Absences? 

All University Approved Absences come from the University Approved Absence Office. 

How long do I have to submit an absence request? 

You should submit your absence requests as soon as possible prior to the absence date. UAA requests for unplanned absences must be submitted to the UAAO within 5 business days following the last date of absence and include appropriate documentation from an official source that supports the reason for the absence. In general, UAAs are not issued retroactively after the 5-day period, and requests submitted after this window will be denied. 

NOTE: Incomplete requests are not considered “submitted”. You will receive an automated email notification confirming you have successfully submitted your UAA request. 

How long does it take to process a UAA Request? 

The University Approved Absence Office reviews requests as promptly as possible. While it usually does not take more than 3 business days to review requests, request reviews may take up to 10 business days for review of requests and consultation with other departments as appropriate. If a request is approved, in general it is your responsibility to send professor notifications to your instructor(s) via the UAAO Hub portal. 

Will my instructors be informed why I have a University Approved Absence? 

No. When an instructor receives a University Approved Absence notification, the reason for the absence is not provided. When you have a University Approved Absence, the instructor should not ask you for additional documentation or further explanation beyond the official notice from the University Approved Absence Office. This does not prevent you from sharing further details if you choose. 

What documentation should I submit with a request?

You must submit documentation that supports your request and provide enough information for the UAAO to determine if the request meets the qualifications of a University Approved Absence. In general, documentation should come from an official source using their letterhead. Documentation is reviewed on a case-by-case basis.

Some examples of documentation that is not sufficient and will not be accepted:

  • Travel receipts or transit tickets
  • Letters from parents or relatives
  • General notes or letters that do not clearly define absence dates

Requiring documentation ensures that absence requests meet the high bar that is intended by the policy and ensures that students are connected with ongoing support for these significant situations. More information on documentation for different absence types can be found below.

Authorized University Activities 

Who determines what an authorized university activity is? 

The Educational Policy Committee (EPC) determines what is an authorized university activity. The Educational Policy Committee is comprised of elected faculty. For more information regarding the EPC, please visit the Office of Faculty Governance website. 

What are examples of authorized university activities? 

Students acting as official representatives of the University who are participating in University-sanctioned activities will be granted a University Approved Absence. An absence is an Authorized University Activity if the absence serves a purpose for the whole university as the university, as a collective entity. An absence is not university-authorized if it is for an activity affiliated with one class, one major, one professor, or one student organization. 

For the purpose of UAAs, “authorized university activity” means that the university is contracted/required to send (a) student representative(s). For example, the student body president must attend a national conference of student body presidents, sponsored by the Dean of Students. A second example would be required participation in and support for NCAA varsity sports.

Do all athletic competitions qualify for a UAA? 

Athletic competitions may qualify for University Approved Absences if they are for an NCAA sports team. Competitions for teams or events that do not fall under the NCAA do not qualify for UAAs.

Examples of activities that are not considered University Approved Absences:

  • Presentations at local and regional conferences that are not invited
  • Conferences or networking events
  • Graduate school interviews
  • Olympic trials
  • Travel by an entire class to visit a research site, conference, etc.

Significant Health Conditions 

What are examples of significant health conditions? 

Examples of significant health conditions may include (but are not limited to): 

  • Emergency surgery
  • Hospitalization
  • Severe communicable diseases that require isolation (i.e. measles, mumps, tuberculosis, varicella)
  • A severe injury/condition that affects mobility and/or cognition
  • Acute exacerbation of a chronic mental health issue 

Note: UAAs are not intended for absences due to ongoing conditions. Students with a chronic condition should submit an Accommodation Request Form to the Equal Opportunity and Compliance office for ongoing support. 

What about common illnesses? 

The UAAO issues University Approved Absences due to significant health conditions that require the student to be absent for a period of time (generally 5 or more consecutive class days). The University Approved Absence Office does not approve absences for commonly occurring illnesses such as colds, viruses, flu, ear infections, migraines, upper respiratory infections, strep throat, stomach bugs, pink eye, sprained ankles, mild to moderate COVID-19, etc. If you are ill and need to be absent from class for a commonly occurring illness, you will need to work directly with your professors on these absences as noted in the course’s attendance policy. 

What if I have a concussion? 

You should visit Campus Health to be evaluated for a concussion. Campus Health will notify the UAAO on your behalf if they determine that UAAs are necessary. 

If you are evaluated and diagnosed with a concussion by a provider other than Campus Health, you will need to submit a request for a University Approved Absence using the link provided on this site and provide sufficient documentation to support the request. The UAAO may issue up to 14 absence days for concussions, if necessary. Additional accommodations are issued by the EOC Office (Accommodation Request Form).

What if I have been told by a medical professional I need to isolate, does this qualify for UAAs? 

Positive tests for severe communicable diseases such as measles, mumps, tuberculosis, varicella are eligible documentation for a University Approved Absence for any classes missed during their isolation period. In general, you are only eligible for UAAs for the isolation period if you test positive for a severe communicable disease as listed above. Routine testing does not qualify for a University Approved Absence. 

Appropriate documentation examples 

Documentation for medical requests must be from the provider and indicate the absence is due to a significant/severe/emergent condition and must clearly specify necessary absence dates.  

Note: Appointments and non-emergency/scheduled surgeries do not qualify for UAAs. You are expected to make appointments that do not occur during your scheduled class times whenever possible. Although it won’t be a UAA, you can still work directly with your professors for classes missed for these reasons. 

Personal or Family Emergencies 

What are examples of personal or family emergencies? 

Examples of a personal emergency/family emergency may include (but are not limited to): 

  • The death or acute onset of a life-threatening illness of an immediate family member 
  • Direct exposure to or involvement in a current or recently occurring personal traumatic event 
  • A dramatic and sudden change to life circumstances beyond the student’s control 

Note: Celebratory events (graduations, weddings, etc.) do not qualify for UAAs. Please work directly with your instructor to navigate absences for these reasons. 

What about court orders? 

In the case of court orders as to appear as a witness, victim, or serve on jury duty, the student must provide sufficient documentation that their in-person presence is required and that request to appear remotely or be excused was denied. 

Note: Court appearances where the student is the defendant may not qualify for University Approved Absences.

Appropriate documentation examples 

Documentation for these types of absences could be a published and public source, hospital paperwork, a funeral program, official court summons, etc. and should include supporting dates. 

What do I do if my University Approved Absence request is denied? 

Due to the strict criteria outlined in the policy, there is no appeal process for denied UAAs. If the UAAO denies your request, your remaining option is to ask your instructor to accommodate your absence. 

What do I do if I was granted a University Approved Absence, but my professor is not reasonably accommodating me? 

Given the swift and cumulative nature of a semester, a plan for the adjustment should be made no later than five business days of the last absence. For planned or pre-approved university approved absences, the plan for adjustments will be determined prior to the absence dates. After receiving the final adjustment plan from the instructor, if the student feels that a reasonable adjustment plan was not provided, they may submit a review request about the academic adjustment only within three business days of receiving the adjustment plan from the instructor as described on the University Approved Absence Office Website. The review will be completed within three business days of submission of the review and be a true evaluation of the circumstances by the chair or chair designate, except in the case of the Departments of Psychology and Neuroscience*, Applied Physical Sciences**.

*If you are an undergraduate, please contact Jeannie Loeb (loeb@unc.edu). If you are a graduate/professional student, please contact Keith Payne (bkpayne@email.unc.edu).

**If you are an undergraduate, please contact Richard Goldberg (r.goldberg@unc.edu). If you are a graduate/professional student, please contact Rene Lopez (rln@unc.edu).

Additionally, at any time a student may file a report alleging that the University has failed to provide reasonable accommodations for the student’s religious beliefs, disability, pregnancy, or related medical condition pursuant to the University’s Policy on Prohibited Discrimination, Harassment and Related Misconduct (PPDHRM).