Eligibility Requirements

To be eligible to report an absence:

1. Enrollment Status:
   • You must be currently enrolled in at least one course for the current academic term
   • Only undergrad students are eligible to use the Absence Reporting system
   • Osgoode JD students are not eligible to use the Absence Reporting system.
2. Absence Report Timing:
   • Absence Reporting must be submitted during the current academic term
   • Absences cannot be reported for past terms or future terms
   • Both the start and end dates of your absence must fall within the current term
      

Reporting an Absence

To report an absence:

1. Access the Absence Reporting Form:
   • Log in to eClass using your Passport York ID
   • Navigate into a current course
   • Click on "Absence Reporting" in the navigation menu
2. Complete the Report Form:
   • Type of Circumstance: Select the appropriate reason for your absence: 
     • Short-term health conditions (illness, physical injury, scheduled surgery)
     • Bereavement of an immediate family member
     • Unforeseen or unavoidable incidents beyond your control
   • Absence Start Date: Select the date when your absence begins
   • Absence End Date: Select the date when your absence ends
3. Form Validation:
   • The system will automatically validate your report against the following criteria: 
     • The end date cannot be before the start date
     • The absence duration cannot exceed 7 days
     • The dates must fall within the current academic term
     • You cannot submit duplicate requests for the same date range
     • You can only report two absences per term
4. Report the Absence:
   • Review your information for accuracy
   • Click the "Report Absence" button
   • You will receive a confirmation message upon successful submission
      

Understanding Report Limits

The Absence Reporting system has specific limitations:

1. Reports Per Term:
   • You can report a maximum of two (2) absences per academic term
   • The system will prevent submission of additional reports once you reach this limit
   • This limit is outlined in the Policy on Academic Consideration for Missed Course Work and cannot be overridden
2. Duration Limits:
   • Each absence report cannot exceed 7 consecutive days
   • For absences longer than 7 days, please contact your academic advisor for guidance
3. Academic Year Boundaries:
   • Reports cannot span across different academic terms
   • Both the start and end dates must be within the same term period

After Submission

Once you've submitted your absence report:

1.  Automatic Notifications:
   • You will receive an email confirmation of your submission
   • An eClass alert will be generated in your notifications area (Alert icon in the top right corner)
   • All course directors for courses you are enrolled in during the specified absence period will be automatically notified of your report
2. Course Accommodations:
   • Course directors will review your absence notification
   • Follow up with individual course directors regarding specific missed assignments or assessments
   • Be prepared to discuss make-up work or alternative arrangements upon your return
      

Best Practices for Students

To effectively use the Absence Reporting system:

1. Submit Promptly: Report your absence as soon as you know you'll be absent
2. Be Accurate: Ensure your absence dates are accurate and include all affected days
3. Follow Up: Contact course directors directly about specific missed work after they receive the notification
4. Documentation: Although not required for reporting an absence, keep any supporting documentation (medical notes, etc.) for your records
5. Plan Ahead: Be mindful of the two self-report limit per term
6. Communication: Use the absence reporting system in conjunction with direct communication with your course directors
7. Policy Awareness: Familiarize yourself with the Policy on Academic Considerations for Missed Course Work to understand the parameters and responsibilities.