Request for Extended Class Absence Notification

An Extended Absence Notification (EAN) is an official notification sent to your instructors by the ODUGlobal Student Advocacy and Care Team (ACT) when documented circumstances prevent you from participating in your courses for at least one consecutive week.

The notification verifies the circumstances and dates of your absence and helps communicate your situation to your instructors.

Important: An Extended Absence Notification does not automatically excuse your absence or guarantee extensions, make-up work, or other academic arrangements. These decisions are made at the discretion of each course instructor. You are responsible for communicating directly with your instructors about missed coursework and any arrangements needed.

ODUGlobal students may request an Extended Absence Notification when they are unable to participate in their courses for at least one consecutive week due to one of the following circumstances:

• Personal illness: Physical or mental illness that prevents you from participating in your courses.
• Family illness: Physical or mental illness of an immediate family member that requires your care or support.
• Death of an immediate family member: Bereavement circumstances that prevent you from participating in your courses.
• Employment or military obligations: Involuntary changes in your employment schedule or military orders that interfere with your ability to participate in your courses.

Definition of Immediate Family Member: Parents, spouses, children, siblings, grandparents, stepparents, stepchildren, step-siblings, and any relative residing in your household.

Extended Absence Notifications are not issued for absences lasting less than one consecutive week.

For shorter absences, including brief illnesses, you should contact your instructors directly to explain your situation and discuss arrangements for missed coursework.

However, if an instructor requires official verification of circumstances for an absence lasting less than one week, you may submit a Request for Extended Absence Notification for consideration.

To request a notification, follow these steps:

Step 1: Complete the Request Form

Submit the Extended Class Absence Notification Request Form within five business days following the return from your absence.

Please note: Requests will not be accepted after the last day of classes for the applicable academic term, even if the five-business-day period has not ended.

Step 2: Provide Supporting Documentation

You must submit documentation verifying the circumstances and dates of your absence. The documentation required depends on the reason for your request. 

Step 3: Monitor Your ODU Email

The ODUGlobal Student Advocacy and Care Team will review your request and documentation. If additional information is needed, our team will contact you through your ODU email.

Required Supporting Documentation

Supporting documentation must verify the circumstances associated with your absence. Depending on the reason for your request, the following documentation may be required:

Personal Physical or Mental Illness

A letter or note from your healthcare provider, doctor's office, urgent care facility, or hospital that confirms the dates you were unable to participate in classes and, when applicable, your anticipated return date. The letter must be on official letterhead, dated, and signed by the healthcare provider.

Please do not submit medical records or detailed medical information.

Physical or Mental Illness of an Immediate Family Member

A letter from your family member’s healthcare provider verifying their medical circumstances, your role in providing care or support, and the relevant dates. The letter must be on official letterhead, dated, and signed by the healthcare provider.

Death of an Immediate Family Member

Documentation such as an obituary, funeral program, or death certificate verifying the death of your immediate family member and your relationship to the individual.

Involuntary Employment Changes or Military Obligations

An official letter from your employer or commanding officer that:

• Is typed, dated, signed, and on official letterhead.
• Describes the involuntary change in employment or military obligations, such as a schedule change, relocation, or increased workload.
• Identifies the dates and explains how the change affected your ability to participate in your courses.

Letters must be typed, dated, signed by the employer or commanding officer, and provided on official letterhead.

1. ACT Reviews Your Request

The ODUGlobal Student Advocacy and Care Team (ACT) will review your request and supporting documentation to determine whether an Extended Absence Notification can be issued.

If your request or documentation is incomplete or insufficient, ACT will contact you for additional information. If a notification cannot be issued, our team may discuss other available support options with you.

2. Your Instructors Are Notified

If your request is approved, ACT will send an official notification to your course instructors verifying the circumstances and dates of your absence. You will be copied on the notification.

3. Follow Up With Your Instructors

After the notification is sent, you are responsible for following up with each instructor to discuss missed assignments, attendance requirements, potential extensions, or make-up work.

Remember: ACT provides verification of your circumstances, but your instructors determine whether missed coursework can be completed or other academic arrangements can be made.

If you have questions about requesting an Extended Absence Notification or need additional support, contact the ODUGlobal Student Advocacy and Care Team at GlobalAdvocacy@odu.edu.