You are expected to attend class and follow all requirements outlined in each course syllabus. Class attendance, engagement, and participation are often integral to the course format, intended learning outcomes, and grading policies. Absences, even for verified reasons, can impact grades and successful completion of course requirements.
The Dean of Students - Advocacy, Outreach & Support will provide verification of absences or missed work that are due to documented matters that require protection of private information such as medical/mental health diagnosis, unsafe home environment, legal matters, or family emergency. Documentation is maintained in a file separate from other academic records.
It is up to each instructor to decide on how to handle all other matters that impact attendance or completion of coursework such as: Canvas issues, access to technology, a flat tire, minor car accident, weather incident, vacation travel, loss of internet access, etc. The Dean of Students - Advocacy, Outreach & Support does not provide an AVN for these matters.
Regardless of circumstances, the Dean of Students – Advocacy, Outreach & Support does not:
- make decisions about attendance, coursework, or grades. These are determined by each instructor.
- switch an in-person course to online or asynchronous formats.
IMPORTANT UPDATES – NEW 2026-2027
Before completing a request for an Absence and Verification Notice (AVN), be sure to read all guidelines and requirements.
- New - Deadlines for Requests for Absences and Verification Notices (AVNs)
Requests for verification of absences or missed work must be submitted within two weeks of the last absence. Requests for AVNs after two weeks will only be considered for extreme extenuating circumstances (hospitalization, loss of a parent, fire at family home, etc.).
Once grades are posted on the transcript, the office will only process a request for an AVN with written confirmation from the instructor that they will accept verification for an absence.
- New - One or Two Day Absences
If instructors request notification of a one or two-day absence, you should complete the University Self-Reporting Form.
Our office does not have access to the Self Reporting system, and we do not receive notification that you have self-reported. If an instructor indicates they did not receive a self-reported absence, they can find information on how to add their notifications from the Self-Reporting Absence Application here https://sims.rutgers.edu/ssra/help.jsp.
Reporting an absence does not "excuse" missed work. It is up to the instructor to determine if there are options for allowing the submission of missing or late work.
An AVN will only be provided if the one or two-day absence resulted in missing a substantial academic requirement that is 10% or more of the grade. A copy of the course syllabus grading rubric must be submitted as supplemental documentation.
- Extended Absences - Up to Two Weeks
For documented absences up to two weeks, our office can issue an Absence & Verification Notice (AVN). AVNs are primarily for medical and personal extenuating circumstances that require protection of private information. They will not be provided for other general matters that impact attendance or completion of course-work.
Students must make requests for an Absence and Verification Notice (AVN) within two weeks of the last day of the absence. An AVN will only be provided with the dates included in the documentation.
If you do not have documentation, see Requesting Assistance for information about Virtual Drop-In Hours or scheduling an appointment.
Remember: Absences can be consecutive or intermittent throughout the semester and may affect your ability to meet course requirements.
Repetitive requests for an AVN can be considered Extended Absences – More than Two Weeks. These may be denied or require a meeting with a staff member. See the guidelines for Extended Absences – More than Two Weeks.
- Extended Absences - More than Two Weeks
Regardless of the circumstances, absences beyond two weeks are considered excessive and have an impact on learning.
If you have been, or expect to be, absent for more than two weeks, for documented circumstances, you must discuss this with your instructor(s) and inquire about options to successfully fulfill course requirements. Decisions by the instructor will often be determined by the time in the semester, number of anticipated absences, the course design, and requirements missed.
If the course design has flexibility to allow for the completion of course work, the Dean of Students-Advocacy, Outreach & Support (DOS-AOS) can provide verification of the documented circumstances to instructors, if they request it. If a student is not medically able to communicate with their instructor(s) (e.g., hospitalization), DOS‑AOS will contact instructors on their behalf.
If the extended absences will prevent you from successfully fulfilling course requirements, please schedule an appointment, see Requesting Assistance, or meet with an academic advisor to discuss options. Regularly check the Academic Calendar, and the Tuition Refund Calendar for deadlines regarding dropping a course or withdrawing from all classes and refund policies.
Students who make repeated requests for AVNs, totaling more than two weeks of classes, will be expected to meet with a staff member in the Dean of Students – Advocacy, Outreach & Support.
- New - Documentation and Absence and Verification Notice (AVN) Form
Documentation of the circumstances impacting attendance or completion of coursework is required for an AVN to be sent to an instructor. Examples of required documentation:
Medical
- Doctor’s Appointment
- On letterhead from the doctor’s office with name of the doctor, contact information, and phone number
- Date of appointment(s) and dates in which illness/injury began and is expected to end
- Diagnosis, treatment, and/or recovery plan. Note: the health summary in a portal or from Rutgers Health Services can be used. Appointment notes, without a diagnosis, treatment plan or health summary, are not accepted.
- Hospital admission and discharge documents with dates
- Lab test and test results with date(s) in which tests were administered or reported
- Note: Doctor's notes do not "excuse" a student from attendance or course requirements. Instructors determine options for absences and missed course work.
- Note: At home medical tests are not accepted for AVNs.
Passing of Family Member/Friend
- Obituary, death certificate, or prayer card with date of service
- Reminder, for one and two-day absences, students should use the Rutgers Self-Reporting Absence website
Legal Matter
- police report with name and date(s)
- court date with name and date(s)
- Reminder, for one and two-day absences, students should use the Rutgers Self-Reporting Absence website
Documentation for an AVN is maintained privately on file and the details are not disclosed in the verification notice.
Examples of insufficient documentation:
- Images/videos of a thermometer reading, rapid/ at home covid tests, flat tires/accidents, prescriptions bottles, plane tickets, text messages, or letters from a relative.
- Dates of absences without a diagnosis, treatment, or recovery plan.
When submitting information for an AVN, you are expected to disclose all details fully and honestly. Documentation is frequently reviewed for accuracy. This process includes contacting medical providers to verify dates of appointments. Providing false documentation or information may be referred to the Office of Student Conduct for a review as a violation of the Code of Student Conduct.
An AVN from Dean of Students – Advocacy, Outreach, & Support does not absolve your responsibilities within a class. It does not guarantee the option to retake a missed exam, submit a paper after the deadline, or have extended absences excused. The instructor will often determine options for consideration within the context of your performance - past attendance, participation in class, utilization of office hours or other instructional resources, work completed to date, etc.
Mandatory Reporters: Staff working within the Office of Dean of Students-Advocacy, Outreach, & Support are required to report incidents of sexual violence to the Title IX Coordinator. Before disclosing this information, you may discuss what this entails, options, and the resources for confidential reporting.To begin the process, please complete an Absence and Verification Notice Request Form.
- Doctor’s Appointment
Important: AVN requests are processed Monday through Friday, 8:30a.m-5:00p.m. and it can take 3-5 business days for AVNs to be sent to instructors. Students are responsible for being in contact with their instructors about absences and to discuss any options to complete missed work.
