Absence Notification
At Westminster, we encourage students to communicate directly with their faculty about any class absences—before or after they occur, no matter how short or long. Each professor handles absences differently, so check your course syllabus and contact them with any questions or concerns.
The Student Affairs Office provides absence notifications only in limited situations and as a courtesy—not as an excuse. We’re here to support you, but it’s up to your instructors to determine how absences are handled in their courses, guided by the principles of the College Catalog attendance policy.
We will notify your professors only if:
If your situation meets one of these criteria, complete the Absence Notification Request Form and include documentation with exact dates of your absence.
Note: Class days are defined as any weekday when classes are in session. For example, if you are ill with something like mononucleosis and miss classes starting on a Tuesday and return the following Tuesday, you will have missed five consecutive class days:
Tuesday
Wednesday
Thursday
Friday
Monday
In cases where a student only has class on Tuesday and Thursday, missed class days are still defined as weekdays when classes are in session (Monday through Friday). Missing 5 Tuesday/Thursday class sessions is different than missing 5 consecutive class days.
For short absences (fewer than 5 consecutive class days), please contact your instructors directly. No notification from Student Affairs will be sent.
Need help starting the conversation? Visit our How to Talk to Faculty section for tips and email templates.
If you're out for 5 or more consecutive class days due to illness, injury, or another serious reason, you may request that Student Affairs send a notification. Please submit documentation that clearly lists each day you were absent.
Students must submit the request themselves—unless they are physically unable to do so (see Emergency Absences below).
Please note that Student Affairs does not contact internship sites, student teaching placement sites, UPMC faculty or preceptors, or other employers/partners about absences.
If you are hospitalized or otherwise unable to submit a request, a family member or other trusted contact can email or call Student Affairs on your behalf. We will follow up for documentation when you're able to provide it.
If you've had a concussion, submit documentation from your healthcare provider. It must include:
Student-athletes: Your concussion documentation will be provided through the Athletic Department.
If you miss a final exam due to a documented health emergency or crisis, submit an absence request with documentation. The Dean of Students will review your case and notify faculty as needed. In some cases, this may lead to an incomplete grade until your coursework is finished, if granted by the course instructor.
For short-term illness or injury, speak with your professor directly. Medical providers (including Westminster’s Wellness Center) may give you a visit summary, which you may choose to share with your instructors. Visit or call (724-946-7927) the Westminster College Wellness Center to request a printed version of your visit summary.
Examples include:
Documentation must list specific dates when you could not attend class, lab, performance, or other academic experience.
We can’t send a notification without it. Please talk with your professors directly and explain your situation.
Does the notification excuse my absence? No. Only your instructors can excuse an absence, based on their syllabus and department policies.
That depends on the course. Always work directly with your instructor to clarify what’s required.
If you'll be out for 2 weeks or more, contact Student Affairs and consider whether a leave of absence may be a better option.
Yes—but only in emergencies where you're unable to do so yourself. They can contact us at:
Connecting with your professors is one of the best ways to stay on track and feel confident in your classes. But we know it can sometimes feel intimidating—especially if you’re dealing with a challenge or need to ask for help.
Below are some helpful tips for reaching out, plus sample emails to help you get started.
Most professors appreciate face-to-face communication. Trying to speak with your professors at the beginning or end of class is not ideal, so it is better to visit them during their office hours. If you're emailing, consider including a note like: “I’d be glad to chat more during your office hours if that works for you.
Whenever possible, tell your professor ahead of time about any upcoming absences. If you’ve already missed class, it’s still important to check in and share what’s going on—see our sample emails below for ideas.
You don’t have to share every detail. Phrases like “for health reasons,” “due to a family emergency,” or “because of ongoing personal challenges” are often enough to give context. That said, professors are often more understanding when they have a clearer picture—share what you feel comfortable with.
If you’re falling behind or need to catch up, ask your professor if you can make a plan together. Try to set specific goals and deadlines, and be sure to follow through. If anything changes, let them know. Clear communication builds trust and shows you’re taking your learning seriously.
If you’re working through a longer-term issue, continue checking in—even if you’re still not feeling 100%. Don’t disappear. Regular updates help your professor understand your situation and offer support or adjustments as needed.
You don’t have to figure this out on your own. Starting the conversation is the hardest part—and we’re here to help. Use the sample emails below as a starting point, and don’t hesitate to reach out to the Student Success Center or Student Affairs if you need guidance.
Not sure how to start a conversation with a professor? You’re not alone. Below are sample emails for common situations—use them as a starting point and adjust as needed. Clear, respectful communication goes a long way, and your professors want to see you succeed.
Subject:Checking In About Class Progress
Hi Professor [Last Name],
I wanted to reach out and see if we could connect soon to talk about how I’m doing in your class and what I can be doing to stay on track. After the recent [test/assignment], I’ve been a bit concerned and want to make sure I’m using all of the resources available.
Would you have time to meet during office hours or after class? I’m happy to work around your schedule.
Thank you,
[Your Name]
Keep in mind: The Student Success Center offers excellent academic support, including tutoring and study strategies.
Subject: Missing Class on [Day]
Hi Professor [Last Name],
I wanted to let you know that I’ll be unable to attend [Course Name] on [Day] due to [“a personal health issue,” “a family situation,” etc.]. I’ve already made a plan to get notes from a classmate and stay caught up, but I wanted to check in with you in case there’s anything specific I’ll miss.
Please let me know if you'd prefer I stop by your office hours to go over anything. I appreciate your understanding.
Thank you,
[Your Name]
Subject: Missed Class on [Day]
I wanted to apologize for missing class on [Day]. I had hoped to email ahead of time but wasn’t able to. I’ll be back in our next class and plan to connect with a classmate to catch up on what I missed.
If there's anything important I should be aware of or any way I can check in with you directly, I’d be glad to do so.
Thanks again, and I appreciate your understanding.
[Your Name]
Keep in mind: It’s always best to let your instructor know ahead of time if you’ll miss class, but if that’s not possible, a quick follow-up like this helps maintain communication and trust.
Subject: Following Up on Missed Classes
Hi Professor [Last Name],
I want to sincerely apologize for missing several classes over the past [time frame]. I know class time is valuable, and I’ve missed out on a lot. I’ve been dealing with [“some ongoing health challenges,” “a difficult family situation,” etc.], which made it difficult to fully participate.
I plan to be back for our next class and would appreciate the chance to talk with you about the best path forward. If possible, I’d like to see if there’s a way to make up some of the missed work, though I understand that may not be an option in every case.
Would you be willing to meet briefly to talk about this?
Thank you,
[Your Name]