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Information for Faculty/Lecturers

IMPORTANT: Guidelines for Absences and Verification Notices have changed for 2026-2027.  This includes changes in verification of one and two-day absences and deadlines for requests.

Overview - Partners for Student Success

Rutgers-New Brunswick has established student success as a priority, challenging us all to collaborate and create a welcoming, supportive, and equitable learning environment so all students can thrive, graduate on time with minimal debt, and have experiences that provide skills and competencies for post-graduate success. 

For many students, the size and complexity of the university, feelings of pride, or messages about expectations for personal strength and resilience can prevent students from seeking help or understanding the breadth of support services that are available at Rutgers.

The Office of the Dean of Students - Advocacy, Outreach, & Support (DOS-AOS) is a resource for students who find themselves dealing with unexpected health or life circumstances that create challenges affecting their academic success. The office often refers to these challenges as when “life and academics collide” – medical/mental health diagnosis, unsafe home environment, legal matters, or family emergency that impacts engagement in and out of the classroom. 

Instructors have critical observations as well as records regarding a student’s attendance, engagement, understanding of material, and performance. For this reason, we value the collaboration to ensure our advocacy fits within the overall context of the student’s responsibilities for fulfilling course requirements and with our collective commitment to student success.

This site is designed to create greater clarity about our expectations for students, our role, resources and referrals, and ways in which we can best collaborate. We welcome your outreach and questions.

Referrals - "See a Dean"

There are a number of staff roles with the title of “dean”. To help students get to the right place, especially with time sensitive matters or deadlines, it is helpful for students to be referred to the office, rather than the position, unless there is only one (e.g. department chair).

Referrals to the Dean of Students - Advocacy, Outreach & Support should be when academic performance is impacted by personal extenuating circumstances. 

Referrals to an academic dean are most often a referral to a school advising office. This should be when there are academic-specific questions (prerequisites, major/graduation requirement, special permission numbers, registration questions, or advisement about whether to drop a course, a withdrawal, etc.)   

New Guidelines for 2026-2027 - Absences / Missed Course Requirements for Undergraduate Students

All students are expected to attend class and meet the requirements of each course, as outlined in the course syllabus. It is up to each instructor to determine attendance expectations, notification process for absences, the number of absences permitted without penalty, and the number of absences that will prevent a student from fulfilling course requirements. This also pertains to the submission of late work.

Many of our students are balancing academic priorities while also navigating complex life challenges such as a chronic health or mental health condition – their own or a family members; responsibilities to care for a young sibling or grandparent; being unable to afford food or housing while working to pay for college; or sorting through evolving legal issues based on their citizenship status. As a result, students sometimes have unexpected absences or get behind with the completion of coursework.

Absence and Verification Notices (AVN)

If requested by an instructor, the Dean of Students - Advocacy, Outreach & Support will provide verification of absences or missed work that are due to documented matters that may 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.

Instructors should make determinations on how to handle 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 Absence and Verification Notice (AVN) for these matters. 

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.

Students must make requests 
for an Absence and Verification Notice (AVN) within two weeks 
of the last day of the absence. 

One and Two-Day Absences

If instructors request notification of a one or two-day absence, students should complete the University Self-Reporting Form. 

Students should not be referred to the Dean of Students - Advocacy, Outreach & Support for an Absence and Verification Notice (AVN) unless the student missed a substantial academic requirement that is 10% or more of the grade and the absence was due to a documented medical/mental health, legal, or complex family matter.

Instructors can find information on how to add or remove their notifications from the Self-Reporting Absence Application here https://sims.rutgers.edu/ssra/help.jsp.

Extended Absences - Up to Two Weeks 

The Dean of Students - Advocacy, Outreach, & Support can send an AVN to the instructor, if requested, to verify extended absences or when a major academic requirement has been missed due to a medical/personal matter.  For student's privacy, they should not be submitting medical, legal, or financial documents to instructors.  Our office provides verification of the absences, based on the documentation, without disclosing the details.

  • An AVN is a verification of circumstances. We do not track students’ overall absences and have no way of knowing their history or participation in each class. 
  • An AVN does not excuse a student from the course requirements or guarantee that special arrangements can be made. 
  • We defer decisions about absences and missed work to each instructor. 
  • Students are told to speak with instructors to discuss whether special arrangements are possible given course format, requirements, and the student’s overall participation or performance in the course.
  • AVNs are not provided for religious observances. University Policy identifies the religious holidays and dates in which students observing the holiday may be absent without penalty. The list of holidays and dates can be found here. For questions, please contact the Assistant Dean for Faith & Spirituality. 
  • Please note: it can take the office 3-5 business days to send out an AVN. 

Extended Absences - More than Two Weeks

It is the expectation that students are in attendance to learn, and engage with course material, classmates, and instructors. Absences beyond two weeks are considered excessive and have an impact on learning. 

Because each course is unique, it is not possible to know the implications of extended absences. Given this, students are expected to discuss their circumstances with their instructor(s) who will determine if and how the student may be able to complete course requirements. 

If the course design provides flexibility or options for the student to complete course work, our office can send verification of the documented circumstances, if requested by the instructor.

If the absences will prevent the student from successfully fulfilling the course requirements, the student should be referred to the Dean of Students-Advocacy, Outreach & Support or to an academic advisor to discuss options.

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 Office of the Dean of Students – Advocacy, Outreach & Support. 

Options for missed attendance/completion of work 

Where possible, we advocate for consideration of options that may allow a student to fulfill course requirements so they can make progress towards their degree. Below are some possible options for consideration* when working with a student who has been absent or missed course deadlines:

  • Allow the absences to be excused, with no penalty
  • Allow work to be submitted late, with or without a deduction
  • Allow for a make-up exam, with or without a deduction
  • Allow for the submission of an alternative assignment or course requirement.
  • Not allow for a make-up exam, but have a future exam weighted more heavily 
  • Provide a temporary grade when the absences have occurred at the end of the term

* Consideration of any option should reflect consistency with information on the course syllabi. Also, the academic department may have existing policies or recommended practices related to attendance and completion of missed work. 

IMPORTANT: If a student cannot pass the course due to their absences or incomplete work, please know that it is not always possible for the student to withdraw from the class. Deadlines to withdraw from a single course, or from all courses, are established by the University and posted on the Academic Calendar. If a student can’t successfully fulfill the course requirements, it is best that they be referred to an academic advisor at their school to discuss academic planning.

Absences and Verification Process (PDF)

Email Subject Lines (will also include student name and RUID)

Verification of Absences or Missed Work
The purpose of this communication is to verify the documentation of dates of absences and/or missed work and the circumstances. Instructors may use an AVN to approve extension requests and makeup assignments/exams, but final decisions about missing work are ultimately up to their discretion. 

Notice of Extended Absences
Students who have been, or expect to be, absent for more than two weeks, will be referred to each of their instructors to determine if there are options to successfully fulfill course requirements. Instructors will be notified that the student has been referred to them to discuss extended absences.

If the instructor provides written notification that the student can fulfill the course requirements and requests verification of circumstances, the office will provide this verification.

If the absences will prevent the student from successfully fulfilling the course requirements, the student should be referred to the Dean of Students-Advocacy, Outreach & Support or to an academic advisor to discuss their options.

Request for Support - Special Circumstances
For students navigating complex circumstances, staff members may write directly to instructors to verify that they have met with the student to discuss and document extenuating life circumstances. This outreach to instructors may include a request to help the student fulfill course requirements. Requests for special arrangements may include:

  • Allow work to be submitted late
  • Allow a make-up exam
  • Allow the submission of an alternative assignment 
  • Provide a temporary grade (only if absences affect the end of the term)

Because each course is unique, it is not possible to know the implications of absences or what options may be most reasonable. The suggestions for special arrangements are intended as examples of possible options. Instructors may develop their own options based on course design and departmental practices.

In addition, the office does not track students’ overall attendance, and we only have the students’ reported information about their participation or performance in class. Given this, if a request to allow the student to complete missed coursework is unreasonable given course or departmental policies or the student’s prior attendance/performance, we welcome a conversation. 

Temporary Condition Notice (TCN) (previously referred to as Letter of Temporary Condition)
This email will notify instructors of a student’s temporary condition, verify the circumstances, and offer recommended strategies for support so the student may continue their participation in the course. Recommend strategies may include:

  • Providing 50% extended time on exams and quizzes
  • Allowing student to take breaks as needed 
  • Allowing student to adjust position (alternate between sitting and standing) 
  • Circle answers on the exam instead of using the Scantron sheet 

Because each course is unique, it is not possible to know what options may be most reasonable. The academic strategies are recommended options. Instructors may develop their own options based on course design and departmental practices.

Online Courses and Special Consideration

Online courses may appeal to students for their perceived flexibility and they may underestimate that the time commitment is equivalent to an in-person class. The format may also provide students with unexpected challenges for completing assignments, engaging in class discussions, or communicating they are having difficulties.  Depending on the design and structure of the class, there may be less interaction with students and it can be challenging to identify students who are experiencing difficulties to help connect them to resources.

Students taking online course are often balancing extenuating circumstances outside the classroom, such as family responsibilities, working jobs to pay for education, or dealing with health/medical issues. In synchronous courses, a student's attendance may be impacted by these circumstances. The Dean of Students - Advocacy, Outreach & Support provides support to students in online courses, similar to in-person courses, and will send verification of extenuating circumstances that have impacted multiple assignments or course requirements. 

It is important to note that the Self-Reporting absence site may not be accessible to students who are only in asynchronous courses,  so instructors should consider having a policy for students to report 1-2 day absences or missed assignments. See the section on Absences for more information.

Concern for a Student's Well-Being

Instructors are often the first person to identify that a student may benefit from support services. These identifiers may present in various ways:

  • Absences from class without any notification from the student, Self-Reporting Form, or an Absence and Verification Notice (AVN).
  • AVN or outreach from the Dean of Students - Advocacy, Outreach & Support which references specific dates for absences, but not the entire pattern of absences, or with information that is not consistent with what has been shared by the student
  • Changes in engagement or performance in class
  • Changes in behavior or appearance
  • Disclosed information in an email, office hours, to the TA, or another student.

If you believe a student's safety is at risk or have a concern that requires immediate attention, contact RUPD (911 or 732-932-7211).

Mandated Reporter 
Instructors are required to report information to the Title IX Office regarding acts of sexual harassment, sexual violence, relationship violence, and stalking along with acts of discrimination on the basis of sex, sexual orientation, gender identity, pregnancy or related conditions.  For more information or to contact the Office of Title IX, check here.

Ways to Share or Report a Concern

  • Community Concern Reports can be submitted 24/7. The report is reviewed by multiple offices to determine the best plan for outreach. Reports are responded to within 24-72 hours. These are not to be used for urgent matters requiring immediate intervention.
  • Warning Notices help give feedback directly to students about their attendance and performance. Students may not be familiar with Warning Notices, so it is helpful for them to know when they will be available, how they will receive, and options to discuss strategies to improve performance. 
  • Outreach to Dean of Students-Advocacy, Outreach & Support for any concern about a student or interest in consulting about a student. Inquires can be sent by email deanofstudents@echo.rutgers.edu or phone 848-932-2300.
  • Direct referral to Campus Resources. Students are often unfamiliar with the resources available to help with academic or personal challenges. A direct referral from an instructor can be particularly helpful. Below are a few websites and offices for referrals:
    • Academic Calendar – university dates and deadlines for the semester, including add/drop, withdrawals, warning grade period, and exam periods.
    • CAPS and UWill – On-campus and virtual options for counseling services
    • Dean of Students – Advocacy, Outreach & Support – assistance for students navigating complex personal, financial, or health-related matters with strategies that support persistence and success 
    • Office of Disability Services (ODS) – assistance for students with a documented disability to find the tools, resources, and support to pursue academic and personal goals.
    • School Academic Advising Offices - Live chat and scheduled appointment options to address academic questions or concerns, major planning, degree requirements, etc.
    • Success.rutgers.edu – website with campus resources (academic, financial, health & wellness, and career) that support student success.
       
Students with a Temporary Condition

A temporary condition is an injury or illness that usually lasts less than 8 weeks and causes barriers that impact access or full engagement with academic pursuits and overall Rutgers experience.

Distinction from a Disability
A temporary condition is not considered a disability protected by the ADA, and therefore students are not registered with the Office of Disability Services to receive accommodations. Instead, students are encouraged to work with the DOS-AOS. 

Communication from Dean of Students - Advocacy, Outreach & Support (DOS-AOS) - Temporary Condition Notice
Because a temporary condition involves extended absences - more than two weeks - students are first encouraged to speak with their instructors to determine what options may be available for fulfilling course requirements. Instructors will be notified that the student has been referred to them via Notice of Extended Absences. If students are not medically able (i.e. hospitalized), DOS-AOS will contact instructors on the student's behalf.

After hearing from the instructor that there are options for the student to complete course requirements, DOS-AOS will send a Temporary Condition Notice (TCN) to verify the students’ limitations, estimated recovery time, and recommended academic support strategies that could aid in the student fully engaging in the class. The recommendations provided in a Temporary Condition Notice are suggestions and may not be feasible based on the structure of the course. Any special arrangements that are made are at the discretion of the instructor or academic department.

IMPORTANT: If a student can’t successfully fulfill the course requirements, it is best that they be referred to an academic advisor at their school to discuss academic planning. Deadlines to withdraw from a single course, or from all courses, are established by the University and posted on the Academic Calendar. 

Academic Support Strategies
Below are some examples of academic support strategies, based on different temporary conditions that might be included in a TCN for consideration.

Student’s condition impacting their ability to write:

  • Providing 50% extended time on exams and quizzes
  • No penalty for messy handwriting
  • Circle answers on the exam instead of using the Scantron sheet
  • Alternate format for exams 

Student’s condition impacting ability to walk:

  • Permission to arrive late to class and/or leave early 
  • Consideration of moving the classroom if in the inaccessible space. 
  • Allowing student to adjust position (alternate between sitting and standing)

Student who sustained a concussion:

  • Providing student with additional time on exams
  • Allowing student to take breaks as needed
  • Allowing student to wear sunglasses in class
  • Access to paper copies of notes or assignments, to avoid use of computer.
  • Providing lecture notes ahead of class

The staff member from DOS-AOS who sends the Temporary Condition Notice is available for consultation on questions, concerns, and strategies.

Parental Involvement

Parents, guardians, and family members can be helpful partners in supporting student success. While the college experience is designed for student learning, development and responsibility, sometimes family members become directly involved in a student’s academic journey. 

Academic performance and records are considered protected by FERPA (Federal Educational Rights and Privacy Act). Students who wish to waive parts of this policy can allow a parent/legal guardian to have access to some of their information via the myGuest Dashboard . This provides access to the student’s class schedule, financial aid awards, and term bill. Students may also grant permission for the Office of the Dean of Students-Advocacy, Outreach & Support to discuss information with the designated parent/guardian. 

Parents/guardians who are in contact with instructors can be referred to our website -Information for Parents/Family Members.

We are available for consultation with instructors regarding parental involvement or their concerns for a student

Resources for Undocumented Students

Rutgers Immigration Community Assistance Project

Support for Undocumented Students | Office of the Dean of Students—Advocacy, Outreach and Support 

Employment Based Visas for Dreamers: This guide is intended for leaders and administrators at institutions of higher education who are interested in learning how to support prospective and current employees who are not U.S. citizens, including Deferred Action for Childhood Arrivals (DACA) recipients, with employment-based immigration pathways.

10 Practices to Safeguard Undocumented Student Data in Higher Education: This resource focuses on practical steps institutions can take with and for undocumented students, to protect their data. These practices can help reduce harm to students and their families who may be concerned about their safety and future in higher education.

Top 10 Ways to Support Undocumented Students: concrete suggestions and specific resources educators can use to strengthen the support they provide for undocumented students.

A Guide To Building On-Campus Undocumented Student Programs: Benchmarks that campuses can strive for in developing in their programming and eventually advocate for a dedicated coordinator and physical space for the program.

News & General Resources

 

Available Workshops and Training Sessions

Title: Student of Concern Training  

This training is designed for faculty and staff to provide best practices for supporting students in distress. It will cover how to identify signs of distress, available resources, and the process for making referrals, including who to contact.

This training is best scheduled for one hour to maximize discussion; however, it can be modified for 30 minutes, if time is limited. 

For scheduling, please email knights_care@rutgers.edu

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Title: The Office of the Dean of Students- Advocacy, Outreach & Support

This session is designed for faculty and staff. It provides a general overview of our roles, services, and approach to student responsibility, accountability, and support for challenging life circumstances. 

For scheduling, please email deanofstudents@echo.rutgers.edu