Overview
This provides guidelines for students to receive excused absences from instructors when students are unable to attend classes because they are involved in Texas State University official university-sanctioned activities.
For more information, visit for the related policy or procedure, visit:
UPPS 02.06.03 - Excused Absence Policy Related to University-Sponsored Event
Excused Absence
An excused absence is determined and granted by a student's course instructor.
Excused absence is an absence for which a student is not penalized by the instructor for being absent from class and is allowed to make up any missed class work or examinations assigned or scheduled during the specified time period requested or approved.
Contact
Operations & Assessment
Student Involvement and Engagement
campusaccess@txstate.edu
(512) 245-3219
LBJ Student Center, Suite 425
Definition University-Sanctioned Activities
A university-sanctioned activity is initiated, planned, and arranged by a university employee as part of their official capacity as a full-time university employee (i.e., faculty or staff), approved by an appropriate administrator, and when any of the following applies:
- a student is participating in an activity under the supervision of a college, class, living learning community, or university department or office;
- a university employee is accompanying a student;
- institutional or departmental resources including, but not limited to, funds are used to support the activity or travel to the activity;
- and/or a student is officially representing the University in an activity that enhances the image of the university including the participation in a performance group that is officially representing university by performing for entertainment, educational, or sporting purposes.
Performance Groups
Academic
The following performance groups are supported by the College of Fine Arts and Communications:
- Choral groups and vocal ensembles
- Dance groups
- Debate team
- Music instrumental ensembles
- Theatre productions.
Athletic
The following performance groups are supported by TXST Athletics:
- Cheerleaders
- Strutters
- Student-athletes
Process
Written Notice
Students participating in university-sanctioned activities must provide written notice to the course instructor upon receipt of the course syllabus or at least two weeks in advance of the anticipated date of absence.
Appropriate Documentation
Student must provide the either of the appropriate documentation:
- A copy of the approved University-sanctioned Activity form for activities without travel.
- A copy of the approved Student Travel Authorization form for the activities with travel.
See below for links to the appropriate forms.
Verification - Calendar
Student Involvement and Engagement will provide a list of official university-sanctioned activities. A list of students attending the event should be kept by the director or organizer of the event.
Forms
Activities without Travel
The University-sanctioned Activity form is completed by the university department sponsoring an activity that does not involve traveling and at least 10 university business days prior to start of activity.
The form is housed in the Bobcat Organization Hub.
Activities With Travel
Student Travel Authorization Form is required for student travel 25 miles or more away from campus and completed by either a sponsoring university department or registered student organization including sports clubs at least 10 business days in advance of start of travel activity.
Student travel forms include:
Student Travel Form #1: Request for Student Travel Authorization
Student Travel Form #2: Student Travel Activity Release, Indemnity Agreement, and Emergency Contact Information
Student Travel Form #3: Authorization for Medical Treatment for Minors, Student Travel Activity Release, and Indemnity Agreement (if applicable)