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How to Get an Institute-Approved Absence

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By Aditya and Eve

Introduction

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. This guide provides 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.

Follow the steps below to avoid costly mistakes and confidently manage absences while remaining compliant with Institute policies.

Contents

Introduction

Instructions

Step 1. Identify the Reason for Your Absence

Step 2. Gather Supporting Documentation

Step 3. Submit Your Absence Request

a. Office of the Dean of Students (Medical Absences)

b. Office of the Registrar (Institute-Approved Activities)

Step 4. Obtain Official Approval and Follow Up

Step 5. Notify Your Instructors

Step 6. Complete Missed Coursework

Step 7. Follow-Up

Resources

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: some deadlines are as tight as 48 hours before the absence.

Medical Emergency or Illness: This category covers sudden illness, injury, hospitalization, or a serious medical event. You will work primarily with the Office of the Dean of Students.

Institute-Approved Activity: This category covers pre-planned, Institute-sponsored events such as athletic competitions, academic conferences, field trips, or performances. You will work primarily with the Institute Approved Absence (IAA) system and the Office of the Registrar.

The infographic below summarizes the key differences between these two absence types to help you identify which path applies to your situation.

Chart comparing medical emergencies (Dean of Students, doctor's note) vs. Institute-approved activities (Registrar, sponsor letter).
Comparison of documentation and office requirements for medical emergencies versus Institute-approved activities.

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. Gather your materials as soon as you know an absence is likely.

For Medical Emergencies or Illness:

  • A signed doctor’s note, urgent care visit summary, or hospital discharge paperwork on official letterhead.
  • Documentation should include the date(s) you were unable to attend class. Your name, the provider’s name and contact information, and a statement that you were unable to attend class on the relevant date(s).
  • If you were hospitalized, bring your discharge summary. Student medical records from Stamps Health Services can be requested directly through the patient portal.

For Institute-Approved Activities:

  • An official letter or digital confirmation from your event sponsor (coach, faculty advisor, or department representative) stating the event name, dates, and your participation.
  • If the event sponsor uses the IAA system, they may initiate the request on your behalf. Confirm this with your sponsor before the deadline.
  • Keep a digital copy of all documentation. You may need to share it with each instructor individually.

Step 3: Submit Your Absence Request

Once your documentation is ready, submit your request to the appropriate office. Submitting through the correct channel ensures your absence is officially recorded in Georgia Tech’s systems and that your instructors receive proper notification.

Office of the Dean of Students (Medical Absences)

For medical absences, contact the Office of the Dean of Students by submitting a Request for Assistance form online or visiting their office in the Student Center. Attach your medical documentation when prompted. Staff will review your request and coordinate with your instructors on your behalf.

The screenshot below shows how to access the Class Absence Verification Form used for medical absence requests. Click on the arrows on the right to see each section of the application.

  • The Institute Approved Absence web app home screen at new.iaa.gatech.edu.
    Office of the Dean’s request assistance website.
  • Class absence verification form with the Georgia Tech logo and input fields.
    This is the class Absence Verification form. If another person is submitting the form, their info will be added in the Background Info section (if you are filling it out yourself, your info goes here).
  • Class Absence Verification blank form with empty input fields.
    Fill in here the student information and the absence information.
  • Class Absence Verification blank form with empty input fields.
    Make sure to fill everything with as much detail as possible.
  • Class Absence Verification blank form with empty input fields.
    Upon reviewing all your information and uploading the supporting documentation, you can submit the form.

Office of the Registrar (Institute-Approved Activities)

For Institute-approved activities, log in to the IAA web portal using your Georgia Tech credentials. Complete the absence request form, select the relevant courses, and attach your sponsor’s documentation. The system automatically notifies your instructors once the request is approved. Submit at least two weeks before the event whenever possible.

The screenshot below shows the Institute Approved Absence (IAA) web portal used for Institute-approved activity requests. Click on the arrows on the right to see each section of the application.

  • Shows the Institute Approved Absence web app home screen at new.iaa.gatech.edu.
    Institute Approved Absence web app home screen. Click on the arrow to the right to see what the application looks like.
  • Institute Approved Absence blank form with empty input fields.
    Application section where you input your personal information
  • Institute Approved Absence blank form with empty input fields.
    This part of the application is used to add the participant attending the event (add your info).
  • Institute Approved Absence blank form with empty input fields.
    In this part of the application, add the event name and location (make sure to use the correct time zone).
  • Institute Approved Absence blank form with empty input fields.
    In this part of the application, add the academic category (i.e., athletic, professional conference, etc.) and the event start and end dates.
  • Institute Approved Absence blank form with empty input fields.
    The application requires an emergency contact, in this section of the application, you can add it (each emergency contact will receive a link to submit their information).
  • Institute Approved Absence blank form with empty input fields.
    This is the last part of the application in which you upload the required documentation (i.e., event agenda, class schedule, etc.).
  • Institute Approved Absence blank form with empty input fields.
    This is a summary of your application, if everything looks good, you can click the submission button.

Step 4: Obtain Official Approval and Follow Up

After submitting your request, wait for official written confirmation before contacting your instructors. This is important: approaching instructors without official approval first can create confusion and may not obligate them to grant accommodations.

What to expect:

  • For medical absences processed through the Dean of Students office, you will receive an email confirmation, typically within 1–3 business days. Save this email.
  • For IAA requests, you will receive an automated notification when the Office of the Registrar approves your request. Your instructors are notified at the same time.
  • If you do not receive confirmation within 48 hours of your deadline, follow up directly with the office to check on your request status.

Step 5: Notify Your Instructors

Once you have official approval, contact each instructor whose class you will miss. Even if the system notifies instructors automatically (as with IAA requests), a personal email from you shows initiative and professionalism.

In your email or conversation, be sure to:

  • Reference the official approval email or IAA confirmation number.
  • Ask about any assignments, quizzes, labs, or exams that fall on the missed date(s).
  • Confirm make-up deadlines and the format for submitting late work.
  • Ask whether lecture notes, recordings, or slides will be available for missed sessions.

Keep a written record of all correspondence with your instructors in case questions arise about accommodations later.

Step 6: Complete Missed Coursework

An approved absence does not automatically excuse you from missed work; it gives you the right to make it up. You are responsible for completing all missed assignments, quizzes, labs, and exams by the deadlines agreed upon with each instructor.

Tips for staying on track:

  • Add all make-up deadlines to your calendar immediately after confirming them with your instructors.
  • Review Canvas or the course syllabus for assignment details before reaching out to instructors with questions already answered in the materials.
  • If you are unsure what was covered in a missed lecture, check with a classmate or review any posted recordings before the make-up exam or assignment.
  • If an instructor does not respond within 48 hours of your initial message, follow up once more. If you still receive no response, contact your academic advisor or the Dean of Students office for guidance.

Step 7: Follow-Up

After your absence and make-up work are complete, take a few final steps to ensure everything was processed correctly.

  • Check Canvas or OSCAR within one week of submitting make-up work to verify your grades were recorded correctly.
  • If a grade appears incorrect or is missing, email your instructor promptly and include copies of your submitted work.
  • If a dispute cannot be resolved directly with your instructor, contact your academic advisor or the Dean of Students office for additional support.

The flowchart below summarizes the full process from identifying your absence type to following up after your make-up work is complete.

Flowchart summarizing the 7 steps to get an Institute-approved absence at Georgia Tech.
A decision-tree flowchart summarizing all seven steps for obtaining an Institute-approved absence at Georgia Tech.

Conclusion

Navigating Georgia Tech’s absence policies can feel overwhelming, especially when you are dealing with a medical emergency or a time-sensitive opportunity. By following the seven steps in this guide: identifying your absence type, gathering documentation, submitting through the correct office, obtaining official approval, notifying your instructors, completing make-up work, and following up, you can manage absences confidently and protect your academic standing.

The key takeaway is to act early. Deadlines are strict, and submitting requests well in advance gives you the best chance of a smooth process. If you are ever unsure of next steps, the Office of the Dean of Students and your academic advisor are your best resources.

Resources

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