Absence Verification

Changes to the SASS Absence Verification Process Starting Fall 2025

As of August 18, 2025, SASS will no longer provide absence verification for single-day medical absences, court orders, or personal/family absences. Students should send these requests directly to faculty in a timely manner for their review and consideration. Students are encouraged to provide official supporting documentation of such absences to their professor(s).

SASS will provide absence verification for students who miss five or more consecutive days due to a medical emergency, family medical emergency, or jury duty. Students must submit their request form and supporting documentation to SASS no later than 7 business days following the last documented date of absence.

SASS will continue to verify absences due to military orders of any length and death of immediate family members.

University Policy Information on Class Attendance & Participation

University policy does not require that students verify class absences through the SASS office. 

UNC Charlotte has an established academic policy on “Course Attendance and Participation”, wherein student and instructor responsibilities are outlined. Ultimately, faculty have full authority to determine their classroom attendance and participation policies. Students should communicate with faculty in a timely manner regarding any planned or unplanned absences as soon as possible and preferably prior to planned absences and immediately following unplanned absences. This policy also provides information on University-sponsored athletic and academic activities, as well as reference to University Policy 409: Religious Accommodation for Students. 

The Office of Legal Affairs has provided additional information for faculty to clearly state a policy on absences. The Office of Student Assistance and Support Services (SASS), provides notification to faculty of student emergency situations, when a student is unable to do so and when we are notified of such. 

What types of absences will sass verify?

personal Illness, hospitalization, surgery/procedure, or other physical- or mental-health emergency lasting five or more consecutive days
Documentation Criteria

Doctor’s note or other official medical documentation that includes the following information: 

  • Name of the student
  • Specific start and end dates of absence (including post-surgery/procedure recovery time, if applicable)
  • Contact information of the provider/practice

Documentation does not need to include the patient’s diagnosis or personal health information. SASS will not share information about a patient’s diagnosis or symptoms with professors beyond the specific verifiable dates of impact.

Additional Considerations for Students and Faculty

SASS Absence Verification is not intended to be a method for students to notify their professors of upcoming medical appointments/procedures/surgeries.

SASS will not provide verification until after the student has provided documentation that they have already attended their surgery/procedure. 

Students should notify their professor in advance of planned absences, and then submit their Absence Verification request to SASS upon their return to class.

Students experiencing health impacts of a temporary or chronic condition should reach out to the Office of Disability Services for further resources and support. 

Students experiencing health impacts of a pregnancy should review information from the Office of Civil Rights and Title IX regarding the rights of Pregnant and Parenting Students.

Death of an immediate family member

The SASS Office defines immediate family members as: grandparents, parents, siblings, children, and spouses. Aunts/uncles, nieces/nephews, cousins, friends, and pets are not considered immediate family members. SASS is unable to verify absences due to the passing of non-immediate family members or friends.

Documentation Criteria

Any combination of official documentation including obituaries, memorial/funeral service pamphlets, funeral home certifications, official written statements from religious leaders, death certificates, birth certificates, etc., that includes the following information: 

  • Name of the student
  • Relation of the student to the decedent (grandchild, child, sibling, parent, spouse)
  • Date of death

SASS will also verify the date(s) and location of funeral/memorial services, if the official documentation includes such information.

Additional Considerations for Students and Faculty

SASS will only verify specific dates of death and/or services. Students should communicate directly with their faculty to discuss the total impact of their family member’s death on their class attendance, including any periods of travel or visits with family.

Family medical emergency (immediate family members only) lasting five or more consecutive days

The SASS Office defines immediate family members as: grandparents, parents, siblings, children, and spouses. Aunts/uncles, nieces/nephews, cousins, friends, and pets are not considered immediate family members. SASS is not able to verify absences due to the care of non-immediate family members.

Documentation Criteria

Doctor’s note or other official medical documentation from the family member’s medical provider, administrative office of the medical practice, or hospital social worker that includes the following information: 

  • Name of the student
  • Relation of the student to the patient (grandchild, child, sibling, parent, spouse)
  • Specific start and end dates of absence
  • Contact information of the provider/practice

Documentation does not need to include the patient’s diagnosis or personal health information.

Additional Considerations for Students and Faculty

SASS Absence Verification is not intended to be a method for students to notify their professors of upcoming visits to care for family.

SASS will not provide verification until after the student has provided documentation that they have already visited or provided care for a family member. 

Students should notify their professor in advance of planned absences, and then submit their Absence Verification request to SASS upon their return to class.

SASS will not share information about a patient’s diagnosis or symptoms with professors beyond the specific dates of absence.

Military orders of any length of time
Documentation Criteria

Military orders or other official communication signed and dated by a commanding officer/designee that includes the following information:

  • Name of the student
  • Dates of departure and return
Additional Considerations for Students and Faculty

SASS only verifies absences for the current term. If a student receives military orders for dates in future terms, they should reach out to their professor(s) for that future term to discuss the implications of their absence in the course.

SASS encourages students to reach out to the Military and Veterans Services office for additional resources and support.

Jury Duty lasting five or more consecutive days
Documentation Criteria

Documentation on official legal letterhead that includes:

  • Name of the student
  • Student’s involvement as a juror
  • Start and end date of court appearance(s)
Additional Considerations for Students and Faculty

SASS Absence Verification is not intended to be a method for students to notify their professors of upcoming court appearances.

SASS will not provide verification until after the student has provided documentation that they have already appeared in court (SASS will not accept jury summons as documentation).

Students should notify their professor(s) in advance of planned absences, and then submit their Absence Verification request to SASS upon their return to class.

Any circumstances outside of the specific types of absences noted above are unable to be verified by SASS, however, inability of the SASS office to verify an absence does not necessarily indicate that the student’s absence was unreasonable. If the student’s absence does not fall under a verifiable circumstance and/or the student is unable to provide appropriate documentation, the professor is responsible for determining how they will address the student’s absence without verification from the SASS office.

Examples of Circumstances that SASS is Unable to Verify:

  • Lack of transportation
  • Work obligations
  • Vacations or general travel
  • Weddings
  • Inclement Weather
  • Speeding tickets
  • Technology issues/power outages/network connectivity issues

Examples of Documentation that SASS is Unable to Verify:

  • Photos/videos of illness symptoms, injuries, thermometers, at-home COVID/flu tests, etc.
  • Photos/videos of the student or family member in a hospital/medical office
  • Photos/videos of funeral or memorial services
  • Photos/videos of car, home, or other property damage
  • Screenshots of text messages
  • Screenshots of bank account balances
  • Travel information such as airplane tickets, train tickets, hotel bookings, etc.

All documentation must be in English. If your documents are in another language, please include a certified English translation. Without English documentation, SASS may be unable to verify your absence.

Students suspected of submitting falsified documentation will be referred to Student Accountability & Conflict Resolution for review.

Limitations of SASS Absence Verification

SASS Absence Verification does not guarantee an ‘excused’ absence. The decision to ‘excuse’ an absence, provide accommodations, or allow opportunities for make-up work is entirely at the discretion of the professor, with or without verification by SASS.

SASS Absence Verification is not intended to be a method for students to request accommodations. The official verification notice sent to faculty does not specifically request make-up work, exam rescheduling, or remote participation for the student. Students are responsible for communicating their specific requests to their professor(s).

SASS does not verify absences in advance. Students are responsible for notifying their professors of planned/expected absences, or following through with the Absence Verification process after they have acquired appropriate documentation that the absence has already occurred.

How to submit An Absence Verification Request

Please review all information outlined on this page regarding deadlines, types of absences our office can verify, and other important information about the process, before submitting your request for absence verification.

  1. Contact your faculty members as a first step. Most absences can be addressed directly with faculty, who have full authority to work with students with or without verification by the SASS office.
  2. Review relevant attendance policies to understand both student and faculty responsibilities. 
  3. Determine if your request falls under SASS’s verification process. Single day absences are NOT verified by SASS (except in cases of military duty or death in immediate family) and should be sent directly to faculty. SASS can assist with personal medical emergencies, family medical emergencies, or jury duty lasting 5 or more consecutive days. 
  4. Collect your documentation. Official supporting documentation is required for SASS to verify your absence. Gather your supporting documentation prior to moving to Step 5. Review supporting documentation requirements. 
  5. Submit your request using our Absence Verification Online Request Form. The deadline to submit your request AND documentation is seven (7) business days following the last documented date of absence. Students who do not meet this deadline should communicate with their faculty as soon as possible.
Absence verification ONline Request Form

Original documentation must be provided for formal verification and can be submitted in the following ways:

  • Attached to your Absence Verification Request Form as a PDF (preferred method)
  • Email: studentsupport@charlotte.edu
  • Fax: 704-687-1969
  • Mail/Hand Deliver:  
    Office of Student Assistance and Support Services
    349 Cone University Center
    9201 University City Blvd.
    Charlotte, NC 28223