Students 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. In‑person courses cannot be switched to online or asynchronous formats.
The Office of the Dean of Students - Advocacy, Outreach & Support (DOS-AOS) does not make decisions about attendance, coursework, or grades. These are determined by each instructor.
Before completing a request for an Absence and Verification Notice (AVN), be sure to read the guidelines and requirements for documentation.
- One or Two Day Absences
If you miss an occasional class, you do not need to obtain verification from the Rutgers - New Brunswick Office of the Dean of Students - Advocacy, Outreach & Support. In these circumstances, it is your responsibility to notify your instructor directly or submit the absence through the Rutgers Self-Reporting Absence website, which also generates an email notification to the instructor. Our office does not have access to this system, and we do not receive notification that you have self-reported. This university resource is intended to be a communication between the student and instructor. If a instructor indicates they did not receive a student's self-reported absences, 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.
- Extended Absences - Up to Two Weeks
For documented absences up to two weeks, DOS‑AOS can issue an Absence & Verification Notice (AVN). Absence and Verification Notices (AVN) are primarily for medical and personal extenuating circumstances. They will not be provided for weddings, travel, family holidays or celebrations, or work responsibilities.
An AVN will only be provided with the dates included in the documentation.
The Office of the Dean of Students - Advocacy, Outreach & Support (DOS-AOS) does not make decisions about attendance, coursework, or grades. These are determined by each instructor. You must coordinate directly with instructors to make arrangements to compete missed work.
If you do not have documentation, of if your absences are more than two weeks, see Requesting Assistance for Information about Virtual Drop-In Hours or scheduling an appointment.
- Extended Absences - More than Two Weeks
Absences longer than two weeks will often affect a student’s ability to meet course requirements.
If you anticipate being absent for more than two weeks, for documented circumstances, please communicate directly with your instructor(s) and inquire about options to successfully fulfill course requirements given the number of anticipated absences. If the course design has flexibility to allow for the completion of course work, DOS‑AOS can provide verification of the documented circumstances.
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.
Students should regularly check the Academic Calendar, and the Tuition Refund Calendar for deadlines regarding dropping a course or withdrawing from all classes and refund policies.
- Documentation and Absence and Verification Notice Form
Documentation of the circumstances impacting attendance or completion of coursework is required for an AVN to be sent to an instructor.
Examples of documentation include:- a doctor’s note, on letterhead with contact information, must include patient's name, diagnosis, date(s) for treatment, recuperation, or recovery.
- The start date and end date of any absences included in an AVN will be determined by the documentation.
- Note: Doctor's notes do not "excuse" a student from attendance or course requirements. Instructors determine options for absences and missed course work.
- Note: as of June 1, 2024 at home covid tests will no longer be accepted. Test results, similar to flu tests, will be required.
- Rutgers Health Services summary, or hospital admission and discharge paperwork - including name, diagnosis, and date(s).
- Obituary, death certificate, or prayer card with date of service, religious service program with date
- police report with date(s)
- test results with date test was administered.
Documentation 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. You will be notified once the request is complete (typically two or three business days).
- a doctor’s note, on letterhead with contact information, must include patient's name, diagnosis, date(s) for treatment, recuperation, or recovery.
Important: AVN requests are processed Monday through Friday, 8:30a.m-5:00p.m. and it can take 3-7 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.
