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

 

Applicable Regulations

 

The following regulations apply in determining whether a request for an excused absence from class may be approved.

IV. Attendance

B. Class Attendance

  1. There are no formal institutional regulations regarding class attendance at the Georgia Institute of Technology. The resources of the Institute are provided for the intellectual growth and development of the students who attend. A schedule of courses is provided for the students and faculty to facilitate an orderly arrangement of the program of instruction. The fact that classes are scheduled is evidence that attendance is important; students should, therefore, maintain regular attendance if they are to attain maximum success in the pursuit of their studies.
  2. All students are responsible for obtaining an understanding of each instructor's policy regarding absences; all students are expected to attend announced quizzes, laboratory periods, and final examinations. Although it is recognized that occasionally it may be necessary for students to be absent from scheduled classes or laboratories for personal reasons, including major religious observances, students are responsible for all material covered in their absences, and they are responsible for the academic consequences of their absences. Students should discuss planned absences with their instructors as soon as possible after the beginning of an academic term. Work missed may be made up at the discretion of the instructors.
  3. 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.

 

 

 

XVII. Extracurricular Activities

A. Participation

  1. In order to be eligible for participation in extracurricular activities, a student must satisfy the following requirements:
    1. be enrolled in a degree program
    2. maintain a schedule with at least six credit hours on a credit basis or be a student in the Division of Professional Practice on work term.
    3. all student organization officers must be enrolled in Georgia Tech classes with at least six credit hours on a credit basis or be a student in the Division of Professional Practice on work term in Atlanta
  2. Changes in academic standing that affect eligibility become effective when determined by the Institute at the end of each term (normally the Tuesday following final examination week), except that a student whose academic standing changes from good to probation shall remain eligible through the day preceding the first day of instruction of the following academic term.
  3. Any student placed on academic drop/dismissal, review, suspension, or expulsion is immediately ineligible for participation.
  4. Changes in disciplinary standing that affect eligibility become effective immediately.
  5. Participation also requires satisfaction of any additional requirements established by the Student Activities Committee of the Academic Senate.

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.

 

Procedure

 

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.