Student Academic & Financial Affairs Committee
March 27, 2008
Minutes of Meeting
Present: Augustine Esogbue (ISYE), Greg Corso (Psych), Patty Sobecky (Biol), Ed Omiecinski (CoC)
Absent: Mo Li (MSE), Reta Pikowsky (Registrar), Ruperto Perez (Counseling)
The meeting was called to order by Ed Omiecinski at 2:05PM, in the J.S. Coon building, room 215.
The minutes from January’s meeting were distributed and approved. There was no meeting in the month of February. There were two issues that were discussed at today’s meeting:
· The rewording of paragraph 3 under section IV. Attendance, subsection B. Class Attendance in the Rules and Regulations for Georgia Tech. The following change was approved:
“Students who are absent because of participation in approved Institute
activities (such as field trips and athletic events) will be permitted to
make up the work missed during their absences or to perform alternative
work, as determined by the class instructor. Approval of absences
for such activities will be determined by the Student Academic and
Financial Affairs Committee of the Academic Senate, and statements
of the approved absence may be obtained from the Office of the Registrar.”
Ed Omiecinski said that he would forward the finalized changes for the excused absence procedure to Jeffrey Streator, Chair of the Rules and Regulations Committee, for that committee’s approval. The procedure is included as an addendum to this month’s minutes. Changes are highlighted in yellow with three new sections.
The meeting was adjourned at 2:40PM.
Georgia Institute of Technology
Office of the Registrar
Procedures for Excused Absences
Student Academic and Financial Affairs Committee
March 27, 2008
The following regulations apply in determining whether a request for an excused absence from class may be approved.
Reasons for Excused Absences
Students may request an excused absence for the following types of events:
Timeframe and Related Issues for Making a Request
The request is to be submitted to the Registrar in the prior semester, if possible. Some organizations know well in advance when the events will occur. It is expected that the request for excused absences will occur as soon as the event date is known and as soon as the names of the student participants is known, preferably in the prior term.
A minimum of 14 days notice is required for approval of the request assuming that the prior term approval is not possible. The instructors will be notified when the request is approved by the Registrar’s Office.
It is recommended that a Special Topics course be offered during those terms, especially in Summer, when the event, project, field trip, or activity requires the student to be away from class for more than 10 days. It would be advisable in this situation for the student to register for the Special Topics course offered by the department sponsoring the event as his/her only class for that term or as one of the classes which could accommodate such a long absence.
Any request for an excused absence of more than 10 class sessions will be referred to the Student Academic and Financial Affairs Committee. No more than five consecutive absences are allowed.
Effective July 1, 2008, students requesting excused absences from class will submit the request to the Registrar’s Office via the web site currently located at http://www.deanofstudents.gatech.edu/# . This link will be relocated prior to July 1 to the Registrar’s web site. The Registrar’s Office will review the student’s record and, if eligible, will prepare the excused absence letter for the student. Links to the web site will also be added to T-Square and Buzzport.
The Registrar’s Office will review the list of approved student organizations on the web site at http://cyberbuzz.gatech.edu/main/organizations/ and approve excused absences only for groups that have been recognized.
At the end of each year, the Registrar’s Office will prepare a report for the Student Academic and Financial Affairs Committee outlining the number of excused absences and the reasons for them.