Faculty/Staff Guidelines

Flexibility with Attendance Modification

Students are expected to follow the Montgomery College Attendance Policy (Academic Regulation 9.823), complete all assignments, and complete all exams as indicated on the instructor's course syllabus.  Instructors have the right to establish attendance and late work policies.  However, if a student has a disability with random or cyclical acute episodes that may occasionally impact their ability to attend class and complete tests or assignments at the scheduled time, flexibility in attendance/assignment deadlines may be considered as an appropriate accommodation.  The number of absences and length of assignment deadline extensions depends on the interactive or participatory nature of a course along with the consideration of department, college, or accrediting agency guidelines.  Disability Support Services (DSS) has created guidelines for Montgomery College students and instructors to assist in navigating these accommodations.  These accommodations should be provided to eligible students unless the accommodation would fundamentally alter the essential requirements of the course.

flexibility in attendance policy and guidelines

The Montgomery College Attendance Policy states that students are expected to attend all class sessions.  In cases involving excessive absences from class, the instructor may drop the student from the class, resulting in a grade determined in accordance with Academic Regulation 9.645.  "Excessive absence" is defined as one more absence than the number of class sessions per week during a fall or spring semester (with the number of absences to be prorated for accelerated sessions).

Within the framework of this College policy, the individual instructor designs their own student absence policy.  In particular, they define how to adjudicate the issue of excused absences since Montgomery College policy is that students are expected to attend all class sessions with no formal regulatory provision for "excused absences."

What Does Flexibility with Attendance Mean?

Students who may not adhere to an attendance policy or may miss an assignment deadline or test due to circumstances directly related to a disability may request this accommodation.  Some disabilities are episodic in nature with random or cyclical acute episodes and as a result the disability may occasionally impact the student's ability to attend class, complete an assignment, or take an exam at the scheduled time.

How is Flexibility with Attendance Determined?

The process for requesting this accommodation is made through DSS.  All requests are considered through an interactive process on a case-by-case basis and may require additional documentation.  Some students may identify to DSS after the term begins.  In such cases, instructors are not expected to provide accommodations retroactively.  DSS determines whether the student is eligible for this accommodation;  however, instructors deliberately consider to what degree attendance is essential to their course in order to determine the number of absences that would not fundamentally alter the requirements of the course.  Instructors can use the following questions to make this determination:

1.   What is the nature of the classroom interactions between the instructor and students?
2.   Do student contributions constitute a significant component of the learning process?
3.   How could student in-class contributions be provided in alternate ways, when needed?
4.   Does the fundamental nature of the course rely on student participation as an essential method for learning?
5.   To what degree does a student's failure to attend constitute a significant loss to the educational experience of the student as well as other students in the class?
6.   What does that course description and syllabus say about the attendance policy and late work?
7.   What method is used to calculate the final grade?
8.   What are the classroom practices and policies regarding attendance?
9.   Is there instructional content only offered in class?  Could course content be supplemented in other ways for students who must miss class?

If the accommodation is determined to be reasonable in consultation with DSS, the instructor will clearly specify:

• How the student will make up missed assignments and/or exams for in person or online classes.
• How and when the student should inform the instructor that they will miss class or an online discussion.
• The number of absences within reason and when to consider alternatives such as a drop, withdraw, or incomplete.

What is the process?

1.   Students must self-identify to DSS and provide relevant documentation related to their disability and its impact on attendance.
2.   DSS determines that the accommodation is reasonable and reviews students' responsibilities.
3.   The student will provide the accommodation letter and Flexibility with Attendance Form to each of their instructors.
4.   Instructors will assess the impact of attendance on course requirements for their course and determine reasonable modifications.  If the instructor determines modifying attendance requirements would fundamentally alter the nature of the course, DSS must be contacted to discuss further.  The form is completed by the instructor.
5. The instructor will send the form to the designated DSS counselor.  DSS will review the plan and consult with the instructor and student as needed.
6.   Once the form is finalized, the DSS counselor will distribute the completed Attendance Form to all parties.

Tip:  A general rule to consider for determining a reasonable time frame for a makeup or postponement of an assignment, paper, exam, or quiz is typically a minimum of 48 hours.  In certain courses, it may be appropriate to consider an alternative assignment, reading, or project to make up for missed class discussions or projects.  Other examples of how disability absences might be accommodated may include the ability to turn in assignments/papers late without a grade penalty or the ability to make up any assignments, quizzes, or exams that have been missed without a grade penalty.

Key Points:

• This accommodation is not a blanket reason to miss class, nor does it mean unlimited absences.
• This does not cover seasonal illness, health conditions that are not on record with DSS, or non-disability related absences (car trouble).
• Students should not assume that their absence will be excused just because they are registered with DSS.  Absences must be related to the documented disability.
• Instructors are not expected to provide retroactive accommodation.
• Students are not required to present the instructor with medical documentation verifying his/her disability related absence for this accommodation.  However, if there is a question about the absence, contact the DSS counselor.
• If/when the number of absences approaches the number agreed upon in the Flexibility with Attendance Form, DSS should be informed.  This will allow DSS to provide assistance in answering questions about the accommodations from both the student and the instructor.
• Instructors are not obligated to re-teach material missed due to not attending class.  Students are encouraged to use tutoring supports as appropriate.
• Not every course component can be provided an extension.
• Students have the responsibility for completing all class work and should be held to the same standard as all other students.
• An accommodation in attendance is not reasonable if regular attendance is essential to the course and/or curriculum.

Student Responsibilities

1.   Complete the Request for Services Form at the beginning of each term (2 weeks prior) to request the Accommodation Letter.
2.   Provide a copy of the Accommodation Letter and Attendance Form to each instructor.
3.   Request to meet with the instructor early in the term to discuss flexibility with attendance.
4.   Meet all core-learning objectives for each course, including course material covered or work done during your absence.  The student is still responsible to keep up with the class and complete all coursework.  The accommodation of flexibility with attendance does not mean that students will automatically get an extension for work that is due on a day that they are absent.
5.   When able, notify instructors immediately if they will or do miss a class.  If a student will not be able to turn in a homework assignment or will miss a quiz/exam, it will be the student's responsibility to contact the professor to arrange how the work can be made up.
6.   If not able to contact instructors, students or a designated individual should contact DSS and we will contact instructors on the student's behalf.
7.   Contact the DSS counselor immediately if there are issues implementing this accommodation.

Instructor Responsibilities

1.   Inform students of your class attendance policy.
2.   Meet privately with students who have the flexibility with attendance accommodation as soon as instructors receive the accommodation letter.
3.   Deliberately consider to what degree class attendance is essential to your course by using the previously noted guided questions.
4.   Determine clear expectations of how classroom attendance, missed quizzes/exams, assignment deadlines, and instructor notification will be handled in case of disability-necessitated absences.
5.   Engage in the interactive process with DSS and the student and complete the attendance form.
6.   Contact the DSS counselor immediately if you have questions or issues with implementing this accommodation request.

DSS Responsibilities

1.   Provide the Accommodation Letter to the student when it is requested.
2.   Review the guidelines for the flexibility with attendance/assignments accommodation.
3.   Provide a copy of the Flexibility with Attendance Form.
4.   Engage in the interactive process with the instructor and student to assist in determining whether attendance is essential and the number of absences that may be reasonable.
5.   Maintain a copy of the Flexibility with Attendance Form.
6.   Encourage students to contact the DSS counselor immediately if there are issues in implementing this accommodation.
7.   Respond to student and instructor questions and assist with the implementation of this accommodation.