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Access and Disability Resources

Absence Policy

Occasional Absence Policy-Disability Related

The Americans with Disabilities Act specifies that case-by-case exceptions will be made to established policy in order to avoid discrimination on the basis of disability. To address this, the Disability Services Office has developed a Disability Related Absence Policy and Procedure.

Verification of Disability

Based on documentation provided by the student from a qualified professional, the DS Office will verify that the student's disability may cause the student to miss classes. When a student qualifies for this accommodation, a statement will be included on the Instructor Notification of Accommodation Letter.

Note: Students who present documentation after absences occur will not be eligible for retroactive accommodations.

Instructor Notification

The student should meet with the instructor at the beginning of the semester to address the Instructor Notification of Accommodation Letter and to discuss how absences may affect the completion of coursework should the student need to use this accommodation. DS staff can attend this meeting upon request. The student is not asked to disclose specifics related to their disability.


Some examples of allowances that can be made by instructors as accommodations for disability related absences are:

  • If a certain number of absences would result in a lowering of student's grade, the student may not be penalized.
  • If there were a policy that allows no make-up of missed exams, the student may be allowed to make-up the exam.
  • Arrangements may be made for recording of lectures.
  • Arrangements may be made for provision of notes.


When a disability-related absence occurs, the following procedures should be followed:

  • The student should notify Instructors and the DS Office within 48 hours of absence. If a designated representative notifies the DS Office because the student is too ill to communicate, the DS office will notify the instructors. (The student should have indicated a designated representative on the DS Office Release form.)
  • When the accommodation is questioned, the instructor, student, and DS Office staff should discuss whether the disability related absence accommodation is reasonable.
  • The College reserves the right to request documentation of the disability-related absence from a qualified professional.


The decision in determining whether this accommodation can be provided should be based on the following considerations:

  • Is the absence truly related to the disability? Routine medical appointments, transportation difficulties, work-related activities, etc., are not reasons to warrant the disability-related absence accommodation because they are not disability related.
  • Will the absences cause the student to miss essential components of the class? (For example, missing group work in an oral communication class, lab work in a science course, a performance in a theatre or music course.)
  • Can the activities missed by the student be made up? (For example, making up a missed nursing rotation may cause an administrative burden.)

Withdrawal and SAP Appeal

In cases where absences will affect the ability of the student to demonstrate skills required to pass the course, the student and Disability Services Office will consult with the instructor to determine if a withdrawal from the course is the most reasonable option.

In the event of a withdrawal, the student must follow the College's withdrawal procedures, which can be obtained from the Rogue Central. Upon student request, the DS Office will guide the student in applying for a Satisfactory Academic Progress Appeal (SAP). The student will complete the SAP appeal by working with Rogue Central to insure to proper documentation is provided and paperwork complete.