Attendance Modification

Amanda WeyantJulie Di Biasio

Overview

• Kent State’s process for revamping attendance modifications

• Recognizing legitimate requests for flexible attendance

• Evaluating the appropriateness of the request• OCR complaints/resolutions• Rationale for supporting or denying requests• Questions / Discussion

Disclaimer…

History

• Prior to our formalized process:– Started out with individual emails to faculty

• The emails didn’t say much• Seemed to put onus on student for negotiating

accommodations• Different processes at each of our regional

campuses – wording and expectations varied greatly

• One campus listed in the footnote of the accommodation letter that:

“Student should speak to faculty member regarding attendance”

History cont.

- Developed a recommendation that was included on the student’s accommodation letter, but found that it wasn’t consistently applied between campuses

• Lots of words, but again, it felt like the student had to negotiate their accommodations

History cont. (unpredictable nature of disability statement)

“Due to the nature of this student’s disability, he/she may experience an unpredictable exacerbation of their disability that may impact their ability to attend class. The student has been instructed to contact you, as close to the beginning of the semester as possible, to discuss this situation. SAS understands that accommodations cannot impinge upon the intrinsic nature of a course or course requirement, and if you believe this request does this please contact our office and we can discuss your concerns. This student has also been reminded that it is his/her responsibility to meet all course requirements for your class.”

History cont.

• 2012 OCR complaint – Alleging that instructor was not supporting

accommodations and denied her access to participate in a class field trip because she requested to use her wheelchair

• OCR reviewed student’s file and case notes from our office– OCR found a case note stating we didn’t

provide assistance with attendance modifications

Influencing factors for change

• Our process simply wasn’t working well• Time intensive• University policy required doctor’s note for

medically excused absence• OCR letter to Metropolitan State College of

Denver (negotiating accommodations)• OCR letter to Cabrillo Community College

(questions for determining essential course requirements when attendance is an issue)

Implementing change

• Researched best practices / other institutions (NAU, UCONN)

• Developed attendance modification procedure/process and had legal counsel review

• Committee for University class attendance and absence policy change– Included legal counsel, Student Ombuds, Dean of Students,

Director of Health Services, SAS (with support from division VP)– VP/Director to faculty senate approval– Approval with board of trustees

• Implemented accommodation policy across all campuses.

Current attendance modification process in a nutshell (5 easy steps )

1. Determine eligibility for attendance modification– Student intake, review of documentation,

disability-related impact on attendance

2. Meet with student each semester– Review how disability is currently impacting

student, review courses, review student responsibilities in utilizing the attendance modification

3. Accommodation letter sent by student and notification emails are sent by SAS

a) Student requests AL which is processed/emailed by SAS

b) SAS emails instructors individually to discuss the AM Refer to university policy 3-01.2 Review process for determining support of AM Review instructor responsibilities in implementing the AM

(remind them it’s an interactive process and we need their assistance)

Review student responsibilities Invite instructor to follow up with us if they feel that

attendance is intrinsic to the nature of the course

Current process cont.

4. Determine if attendance is essential element of course

– Requires working with instructor, department chair, etc. to learn about nature of the course

• Ask questions! We are not the experts of the course.– Requires reviewing course description, course syllabus,

and other relevant materials– Working together with student and instructor for possible

alternatives

5. Evaluate effectiveness and/or determine alternative accommodations

Step 1: Determine eligibility

• As always, evaluate documentation on a case-by-case basis through an interactive process.

• Some indicators attendance modification may be appropriate include: – Sudden changes in severity of symptoms – student

has good days and really bad days– Unpredictable causes of exacerbation – symptoms

change significantly based on factors beyond student’s control

– Frequency of symptoms – student experiences symptoms more often than a typical attendance policy in a syllabus (2-4 times/semester)

Step 1: Determine eligibility cont.

• Documentation for this request should be as current as possible; consultation with doctor is possible with release if documentation is unclear.

• Student should be able to communicate the frequency and severity of symptoms and how they prohibit regular attendance over the course of the semester and academic career.

Step 2: Meet with student each semester

• When the SAS office determines that the attendance modification is appropriate, student is required each semester to:– Request accommodation letter (sent by SAS)– Meet with SAS to review AM procedure, discuss

courses, determine which classes AM is needed (SAS sends AM notifications to instructor)

– Student also receives a copy of AM procedure that outlines responsibilities of the SAS office, the student, and the faculty member.

Step 2: Meet with student each semester cont.

• Student responsibilities include:– Discuss a plan for make-up work at the beginning

of the semester.– Alert instructor of all disability-related absences

before or as soon as possible after class.– Make up work within a timely manner.– Talk to SAS if accommodation is not being met.– Meet all academic requirements of the course.

Step 2: Meet with student each semester cont.

• Instructor responsibilities include: – Meeting with the student to discuss a plan for

make-up work or alternate assignments within a reasonable time frame.

– Removing attendance penalties for SAS-related absences.

– Consulting with SAS about reasonable accommodations.

Step 2: Meet with student each semester cont.

• SAS responsibilities include:– Determine eligibility– Evaluate semester requests– Work with instructors to determine

appropriateness of modifying the course attendance policy

– Notify instructor and student of determination– Evaluate and/or determine alternatives

**Communication with all parties is key!

Step 3: Accommodation letter and AM notification email

• Student requests accommodation letter• SAS emails accommodation letter and

attendance modification notice to instructor and student– Opens conversation with instructor for

determining if attendance is essential element of course

Step 4: Determining if attendance is essential

• The process for determining if attendance is essential to the course includes conversations or input from: – Faculty member teaching the course– Dean, Chair, or Program Director– Course Description in catalog– Course Syllabus and stated attendance

policies

Step 4: Determining if attendance is essential cont.

• SAS considers the following factors in making this determination: – Method of assessing students’ learning used in

the course – is participation used to measure learning?

– Potential duplication of material – is the only way to acquire this information through being in class?

– Alternate assignment options – while not preferable, is there another way the student can demonstrate knowledge?

Step 4: Determining if attendance is essential cont.

Questions suggested by OCR in Cabrillo case:1. What does the course description and syllabus

say about attendance?

2. Is the attendance policy consistently applied for all students?

3. Is attendance factored in as part of the final course grade?

4. Is there classroom interaction between the instructor and students? Among students?

Step 4: Determining if attendance is essential cont.

5. Do student contributions constitute a significant component of the learning process?

6. Does the course rely on student participation as an essential method for learning?

7. What is the impact of the education experience of other student in the class if (student) fails to attend?

Step 4: Determining if attendance is essential cont.

• As with all accommodations, it is important to reiterate that the accommodation cannot alter the intrinsic nature of the course.

• Be respectful of “sage on the stage” professors. Missing class or giving an alternate assignment is by no means ideal or preferable but students cannot be penalized for a disability. This is not special treatment or a reduction of standards.

• Faculty may need assistance with considering alternate assignments or make-up work, so they may need to consult with lab managers or other support staff.

Step 4: Determining if attendance is essential cont.

• After an interactive process, if attendance is determined to be intrinsic to the nature of the course: – The student is notified in writing that the

accommodation is not appropriate. – Grievance procedure is attached. – Student may be eligible for other

accommodations.

Step 4: Determining if attendance is essential cont.

• If the request can be substantiated, the accommodation is given.

• Factors SAS does not consider when evaluating accommodation requests: – Whether the student is responsible enough to

alert professors of absences– If student will take advantage of the

accommodation– If student will miss class too often to be

successful

Step 5: Evaluate effectiveness and/or determine alternatives

• If attendance modification is determine inappropriate for course, work with student and instructor to determine alternatives

• Evaluate effectiveness of attendance modification– Are absences becoming excessive?– Is the student missing essential material or

hours (e.g. student teaching, clinicals)?

What we have found…

• This is a fluid process (expect ups and downs)• Instructors have lots of questions and may

present with a great deal of resistance• Most instructors are very willing to work with the

student and implement the attendance modification

• Students feel much more comfortable not being the ones “negotiating” with the instructor

• Seamless transition between campuses

Questions?

Resources

• University Policy on Class Attendance and Class Absence:

http://www.kent.edu/policyreg/administrative-policy-regarding-class-attendance-and-class-absence• SAS attendance modification procedure:

http://www.kent.edu/sas/modification-class-attendance-policy

• Contact us: jdibiasi@kent.edu or aweyant1@kent.edu