Absences Policy

We understand that life can feel overwhelming at times. As a student, you may face a variety of challenges, including relationship issues, physical or mental health concerns, academic demands, or financial stress. The resources in this section are designed to provide support and help you navigate your experience at Millikin with confidence. 

Absence Letters

Absence letters are issued to inform faculty about a student’s absence. Instructors may use this information to decide whether to excuse the absence or allow make-up work. Please note that an absence letter does not excuse you from class or guarantee permission to complete make-up work; those decisions are made solely by your instructor.

Important Information About Absence Letters

• Students should request an absence letter from the Student Success Center only if:
• One or more professors have requested the letter, and
• A student misses more than a week of consecutive classes.
• Absence letters are not issued before or during an absence. Requests must be submitted after you have returned to class.
• All requests must be made within five business days of returning to class. Requests submitted after this timeframe will not be processed.

If You Are Not Eligible

If you do not meet the criteria for an absence letter, you should inform your professors that you are not eligible, share the applicable policy, and discuss how your absence will be addressed in the course.

How to Request an Absence Letter

If you meet the eligibility requirements, you may submit a request and must provide supporting documentation at the time of submission to studentsuccesscenter@millikin.edu.

Your request will be reviewed:

• If approved, the Student Success Center will send a notice to your faculty.
• If denied, you will be notified of the decision.

Student Bereavement

These guidelines apply to all students requesting an absence letter due to grief-related circumstances.

The Student Success Center recognizes that grief affects each student differently. This policy is not intended to measure or define the impact of losing a loved one, nor does it attempt to address the complexity of the grieving process. Its purpose is to allow students time to attend bereavement services for family members. Students are encouraged to use their judgment when determining how much time they need and can reasonably take into consideration their academic responsibilities and goals. In some cases, students may wish to consider additional options such as a late course drop or withdrawal (for undergraduate or graduate students).

The Student Success Center also acknowledges that students may experience other forms of loss not specifically covered by this policy. In such situations, faculty are encouraged to respond with care and understanding. While these circumstances do not qualify for an absence letter under this policy, students may still need to make personal decisions about taking time away based on their emotional well-being.

Students may be eligible for an absence letter for the timeframes listed below if appropriate documentation (such as an obituary or funeral program) is provided. Final decisions regarding whether bereavement-related absences are excused remain at the discretion of individual instructors.

Length of Bereavement Leave

• Up to five days for the death of an immediate family member, including a parent, legal guardian, spouse/life partner, child, sibling, or grandparent.
• Up to two days for the death of an uncle, aunt, niece, nephew, or cousin.

This policy also applies to in-laws and step-relatives within the categories listed above.

Students who must travel outside of North America may be approved for up to three additional absence days by the Office of the Associate Dean of Student Success, based on a documented travel itinerary.

Students should notify their instructors of the death and anticipated absence before leaving campus, or as soon as reasonably possible. If an instructor requires an absence letter, students must submit documentation to the Student Success Center within five business days of returning to class. Requests submitted after this timeframe will not be processed. Letters are not issued before or during an absence. Requests must be submitted after you have returned to class.

* Please note that submitting falsified documentation or providing misleading information is a violation of the Student Handbook, including § 9.13.3 - Offenses Against Millikin.

Religious Observances

It is the policy of Millikin University to provide reasonable accommodation for students whose religious beliefs, observances, or practices conflict with class attendance, scheduled examinations, or other academic requirements, in accordance with state and federal law.

Students must submit requests for accommodation in advance of the anticipated conflict to allow adequate time for review and alternative arrangements to be made. Requests should be made to each course instructor.

Please note: If an instructor denies a request for reasonable accommodation related to religious belief, observance, or practice, the student may submit a written appeal to the dean (or the dean’s designee) of the academic unit offering the course.

Planning in advance is important for both students and faculty. To help identify potential scheduling conflicts, an interfaith calendar of major sacred times is available below.

Students with questions about this process are encouraged to contact the Student Success Center for assistance.

2026-2027 Observances

If a holiday begins the evening before, it is marked with an asterisk (*) below. The format is date, religion, and observance, followed by any notes if applicable.

Mid-Semester Withdrawals

Students considering withdrawal should contact their college office to discuss their options. The withdrawal process must be initiated through the Student Success Center.

The official withdrawal date is the date the student notifies the college of their intent to withdraw. Depending on this date, students may qualify for a prorated tuition refund. Students should review the University’s withdrawal and tuition refund schedule for specific deadlines and details.

Students receiving financial aid should be aware that withdrawing may affect future aid eligibility. Questions about financial aid implications should be directed to Student Financial Services.

Alternatives to Withdrawal

An Incomplete (“I”) grade may be an option near the end of the semester if circumstances prevent a student from finishing the final portion of coursework, including final exams. This option is typically available when the student:

• Has completed most of the course requirements,
• Is currently passing the course, and
• Has been meeting academic expectations prior to the request.

If approved, an “I” grade will be assigned until the remaining coursework is completed. The student must work with each instructor to establish a plan and timeline for finishing the course. Once completed, the “I” grade will be replaced with the earned letter grade.

Approval for an Incomplete requires authorization from the student’s course instructor. Students should contact their course instructor for more information about this process.