Trinity College of Arts & SciencesIf you’re unable to attend class or submit work because of unusual circumstances, including illness, you can handle this with either an Incapacitation Form or a Dean’s Excuse.
Absences from class and missed work may be excused by your Academic Dean due to the following:
- Significant illness
- Bereavement
- Personal Instances of Distress or Emergency
- Required court or legal appearances.
A Dean’s Excuse always falls into the category of an official excused absence and is due to an issue or circumstance that is involuntary and beyond a student's control:
- If approved, a copy of the dean’s excuse will be sent to your professors, along with an anticipated time frame for your return to class.
- In the case of illness and distress, you and your dean will discuss how much to disclose of your situation to faculty.
- The excuse may be extended beyond the original time frame if your circumstances warrant it.
- Students are bound by the Duke Student Code of Conduct when making a request for a Dean’s Excuse.
A Dean’s Excuse does not relieve students from their responsibility for completing any course work assigned during their absence.
- Students are responsible for any material covered in the class. For missed graded assignments or exams, instructors may provide an alternative assignment or waive the assigned as outlined in the course syllabus.
Students are also encouraged to discuss any absence (planned or unexpected) with their instructor to determine whether accommodation is possible.
- Students who miss or think they need to miss a final exam in a course must consult with their Academic Dean as soon as possible, but in no case more than 48 hours after a final exam is missed.
If your situation doesn’t meet the criteria for a Dean’s Excuse, you should use the Incapacitation Form to communicate with your instructors.
- By completing this form, you agree to communicate with your professor within 48 hours about any work you’ve missed.
*IMPORTANT* This form does not supersede class policies regarding absences. An Incapacitation Form is not a guaranteed approval of absence or missed assignments.
- When you submit an Incapacitation Form, the instructor has discretion on whether to treat this as an excused absence. If course policies allow for a certain number of excused absences per term, then the days that you miss due to incapacitation may be counted towards this number (even if you’ve filled out the form and communicated with the professor appropriately).
- Therefore, you should only use it if you’re feeling truly unable to attend class.
- Your Dean may want to meet with you before resetting your Incapacitation Forms, to address any medical or personal issues that are impacting your attendance.
- Absence from Final Exams: Attendance at final exams is required, and students whose absence is not excused by their academic dean will be given a failing grade.
- Students who miss or think they need to miss a final exam in a course must consult with their Academic Dean as soon as possible, but within 48 hours after a final exam is missed.
- Court or Legal Appointments: Students required to appear for court dates, citizenship hearings, jury duty, etc., should provide documentation to their academic dean and their dean will excuse absences.
- Notification of Varsity Athletic Participation: Athletes must notify instructors when competitions will take them away from classes and exams and cause them to miss work.
- Religious Observance & Holidays: Students are permitted by university policy to be absent from class to observe a religious holiday.
Sometimes you’ll need to miss class for situations that don’t meet the criteria for a Dean’s Excuse and aren’t incapacitating. Here are some FAQs:
Can I use an Incap Form or get a Dean's Excuse if I am going to conferences, interviews or other educational meetings or events?
- No, this does not qualify for either option. Instead, reach out to your professor in advance to let them know when and why you’ll be absent, and to discuss making up missed instructional time in a way that’s consistent with the attendance policies for the course.
Can I use an Incap Form if I am attending a non-varsity athletic competition?
- No, this does not qualify for an Incapacitation Form. In courses where a defined number of absences is permitted, students should make judicious use of these and save them for unavoidable circumstances. You can also reach out to your professor in advance to let them know when and why you’ll be absent, and to discuss making up missed instructional time in a way that’s consistent with the attendance policies for the course.
Can I get a Dean's Excuse for a planned family event (e.g. a siblings graduation or a family wedding)?
- No, a Dean's Excuse is only valid for unplanned and involuntary issues and/or events beyond a students control (see description under Dean's Excuse above). In courses where a defined number of absences is permitted, students should make judicious use of these and save them for unavoidable circumstances. You can also reach out to your professor in advance to let them know when and why you’ll be absent, and to discuss making up missed instructional time in a way that’s consistent with the attendance policies for the course.
I'm in the Marching Band or Cheerleading Squad, etc. and am traveling with a Duke athletics team(s) for tournaments, etc. Can I get a Dean's Excuse or use a NOVAP Form?
- No, a Dean's Excuse is only valid for unplanned issues and/or events beyond a students control and NOVAP Forms are solely for Varsity Athletes. In courses where a defined number of absences is permitted, students should make judicious use of these and save them for unavoidable circumstances. You can also reach out to your professor in advance to let them know when and why you’ll be absent, and to discuss making up missed instructional time in a way that’s consistent with the attendance policies for the course.