S
Sultan
Qaboos
Q
U
Universit
ty
College
e Of Engin
neering
Co
ollege of Engineerring Stud
dent Abse
ence Poliicy
I.
PU
URPOSE
Although stu
udent attend
dance requ
uirements are
a
covered
d in the University
U
A
Academic
t internal policy complements it to provide rules
r
and gu
uidelines to students
Reegulations, this
(enrolled in engineering courses)
c
and
d instructorrs on excuseed absences.
II.
GU
UIDELINES FOR EXCUS
SING STUDE
ENT ABSEN
NCE
In
n this policy, excuse of ab
bsence is grranted to a student
s
due to:
(a) Illness
(b
b) Bereavem
ment of a first-degree
f
relative (n
namely: parrent, brotheer, sister, sp
pouse or
child)
(c)) Involvem
ment in extraa-curricular activity
(d
d) Any otheer special cirrcumstance
In
n implementting this poliicy, the follo
owing general guidelinees shall be ob
bserved:
1. Any excussed studentt absence will not be co
ounted towaards the perrcentage forr issuing
the warn
ning and absence-failure (FW) notices (see
(
Underg
graduate Academic
A
Regulation
ns). Howeveer, the instru
uctor shall record such absences.
2. If an asseessment com
mponent su
uch as a tesst or a quizz or an assignment sub
bmission
coincides with an exccused student absence period, then
n the instructor has thee right to
find any suitable
s
meaans to comp
pensate for the
t missed components
c
s but not neccessarily
repeating them for th
he student.
3. It is the student’s responsibilit
r
ty for any missed cou
urse(s) conttent during his/her
absence.
4. It is the sttudent’s responsibility to
t present any
a required
d official document(s) to
t decide
on being granted
g
an excuse
e
for ab
bsence.
III.
PR
ROCEDURE
(a
a) Absence due to illne
ess
bsence due to illness to
o be excused, the origin
nal sick leav
ve documen
nt issued
1. For ab
from a governmeental health center musst be presen
nted to the instructor(ss) within
two working
w
dayss from the end of the leaave period.
2. Sick leeaves issued
d by private hospitals or clinics aree only acceptted after rattification
by a governmenta
g
al entity affiliated to thee Ministry off Health.
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3. In case of hospitalization for a period of less than two weeks, the sick leave
document must be presented to the instructor(s) within two working days from
the date of discharge from the hospital.
4. In case of hospitalization for a period of two weeks or more, the sick leave
document must be presented to the instructor(s) within two weeks from the date
of admission to the hospital.
5. A document that simply states that a medical doctor had seen a student is not
considered for granting an excuse for absence.
6. For medical appointments issued by government healthcare facilities, the student
must inform the instructor(s) in advance by presenting the official appointment
slip. The student must also provide a proof of attendance of the appointment
within two working days from the appointment data.
7. In case of repeated absence (more than two per semester) for compelling health
reasons, the student must submit a medical report on his/her health condition
justifying this repeated absence. Failing to do so will result in considering such
frequent absences as unexcused.
8. If the period of absence due to illness and/or hospitalization exceeds a month
(continuous or intermittent) in the fall or spring semester, or two weeks in the
summer semester, the student must postpone the semester for health reasons.
(b) Absence due to bereavement of first-degree relative
1. Absence due to bereavement of a first-degree relative is excused when an official
document to that effect is submitted to the College Assistant Dean for
Undergraduate Studies within 4 working days from the bereavement.
2. The Assistant Dean for Undergraduate Studies shall validate the document and
notify the relevant course instructors.
(c) Absence for extra-curricular activity
1. Absence due to extra-curricular activity is excused for a student who is nominated
by a unit within the University to participate provided the student submits in
advance to the Assistant Dean for Undergraduate Studies for approval an official
letter from the nominating unit specifying the type of activity and its duration. If
the participation of the student is approved, the Assistant Dean shall notify the
relevant course instructors.
2. For nomination that comes from units outside the University, the student is
required to present an official document stating the approval of Deanship of
Students Affairs to participate in such activity to the Assistant Dean for
Undergraduate Studies prior to his/her absence. If the participation of the student
is approved, the Assistant Dean shall notify the relevant course instructors.
3. The Assistant Dean for Undergraduate Studies, in consultation with the student’s
academic advisor and/or course instructors, has the right not to approve the
student’s nomination to participate in any activity inside or outside the Sultanate
due to poor academic record or per the discretion of the college for the given
activity.
4. The Assistant Dean for Undergraduate Studies, in consultation with the student’s
academic advisor and/or course instructors, has the right not to approve the
student’s participation in any activity that exceeds 7 working days.
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5. Approval for absence in one semester can be granted for participation in one
international and one national activity or two national activities only.
6. No approval for absence due to extra-curricular activities during the summer
semester shall be granted.
7. No approval for absence due to extra-curricular activities during the final
examination shall be granted.
(d) Absence due to any other special circumstance
These are to be considered treated on a case-by-case basis and left to the discretion
of the instructor in consultation with the Assistant Dean for Undergraduate Studies
to grant an excuse of absence.
IV.
ABSENCE IN A FINAL EXAMINATION
1. Students are required to attend scheduled final examinations and absenteeism for
health or family matters is not normally excused. Presentations of a sick note
cannot be accepted as a reason for absenteeism from an examination unless there
was hospitalization or other evidence of extreme illness. Such evidences are to be
submitted to the Assistant Dean for Undergraduate Studies within two working
days from admission to hospital.
2. Bereavement of a first-degree relative are accepted as a reason for absenteeism
subject to submission of verified official documents to the Assistant Dean for
Undergraduate Studies and provided that the bereavement took place not more
than 4 working days before the examination.
3. Decision in cases of approved absenteeism are made by the instructor responsible
for the course, including the awarding of grades of “Incomplete” or “Failed
Supplementary Privilege” as defined in the undergraduate Academic Regulations of
the University.
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