How to Get an Institute-Approved Absence

Imagine waking up sick on the morning of an exam or receiving an opportunity to represent Georgia Tech at a professional conference, only to realize you may miss important class activities. Many students assume that notifying their instructor is enough, but Georgia Tech’s attendance and Institute-approved absence policies involve specific procedures, documentation requirements, and responsibilities for students, instructors, and event sponsors. Missing a step can lead to confusion, missed assignments, or denied accommodations. Our guide will provide a clear, step-by-step resource for students facing two common situations: medical emergencies and Institute-sponsored activities such as conferences, competitions, field trips, and athletic events. This resource will help students avoid costly mistakes and confidently manage absences while remaining compliant with Institute policies.

Contents

Instructions

Step 1: Identify the Reason for Your Absence

The first step is determining what kind of absence you are dealing with. Georgia Tech recognizes two main categories: a medical emergency or illness, and an Institute-approved activity. Your answer determines which office you will contact and what documentation you will need. Acting as early as possible is critical.

Step 2: Gather Supporting Documentation

Before submitting any request, collect all required documentation based on your absence type. Missing or incomplete documentation is the most common reason requests are delayed or denied.

Step 3: Submit Your Absence Request

Once your documentation is ready, submit your request to the appropriate office:

Office of the Dean of Students or Office of the Registrar

Step 4: Obtain Official Approval

Wait for official written confirmation before notifying instructors. Save a copy of your approval email or letter. Requirements and deadlines may vary by situation, so plan ahead and submit as early as possible.

Step 5: Notify Your Instructors

Contact each affected instructor. Share your approval documentation, discuss missed work and make-up options, and confirm all deadlines and expectations. Communicate early and professionally.

Step 6: Complete Missed Coursework

Complete all missed assignments, quizzes, labs, and exams by the agreed-upon deadlines. Even with approval, you are responsible for making up all missed work.

Step 7: Follow-Up

Follow up with instructors to confirm work was received and graded correctly. Check your grades in Canvas or OSCAR and address any discrepancies promptly.

Resources

• https://catalog.gatech.edu/rules/4/
• https://new.iaa.gatech.edu/request/login
• https://studentlife.gatech.edu/request-assistance