Faculty Notification Request

Faculty Notification Requests (FNRs) are used to notify a student’s faculty about an extenuating circumstance that prevents them from attending class for one week or less (unless the absence is due to a call to active military duty). To the best of our ability, Case Managers will work with a student to verify the circumstances referenced in their request by reviewing their documentation. Students who do not have access to corresponding documentation should contact Case Management for assistance.

Faculty notifications may take place outside of the FNR process in emergency situations.

Some key things to note (some exceptions may exist - see Special Circumstances below for additional information):

• Students are not required to take advantage of this optional service. 
• If your Faculty Notification Request (FNR) is approved, Case Management staff will send a letter to your professors and will copy (cc:) you on the email to validate the dates impacted. This does NOT mean that your absences are excused. Approval of a Faculty Notification Request in no way implies or guarantees any action on the part of the instructor. 
• It is up to the instructor to determine if absences will be excused or if the student will be allowed to make up missed work.
• It is vital that students follow up with their professors as soon as possible to discuss makeup work, extensions, etc.
• This service does not apply to University club/org travel, athletic trips, internships, practicum or student teaching placements.
• Faculty Notifications will not exceed a period longer than 1 week, per request. Students can reach out to their faculty or to Case Management for help navigating alternative options.

Special Circumstances:

• If an absence is related to active military orders, students will be afforded accommodations in accordance with RCW 28B.10.270
• If an absence meets criteria described in the Student Bereavement Leave Policy students will be provided accommodations in accordance with the policy.
• If your absence is related to a permanent or temporary disability, you may wish to connect with Disability Services.
• If your absence is related to pregnancy or childbirth, contact Disability Services about supports available through the CWU Office of Civil Rights Compliance.

FNRs may be granted to students in the event of the following circumstances:

• Call to Active Military Duty
  Students called to active military duty will be afforded accommodations in accordance with RCW 28B.10.270
  Examples of acceptable documentation: Call to active duty orders or memorandum from a commanding officer indicating the anticipated dates of service.
  
  
• Concussion
  Examples of acceptable documentation: Note from a medical provider or trainer indicating the student’s required restrictions related to concussive symptoms.
  
  
• Death in the Immediate Family 
  Under the CWU Student Bereavement Leave Policy, the following are considered immediate family: Parent, Grandparent, Spouse/Partner, Child, Grandchild, and Siblings. If you are seeking an FNR for someone with a relationship not listed, please reach out to our office directly to discuss your options.
  Examples of acceptable Documentation: Obituary, funeral/memorial bulletin, or death certificate.
  
  
• Illness
  Examples of acceptable documentation: Note from a medical provider that states the date of your positive test result and recommended dates of isolation/quarantine.
  
  
• Inpatient Hospital Stays and Surgeries
  Examples of acceptable Documentation: Discharge papers specifying admittance, discharge, and any restrictions.
  
  
• Significant Acute Injury
  Examples of acceptable documentation: Letter from a medical provider indicating the nature of the injury and the length of time recommended for restricted activity. The injury must directly impact a student’s ability to participate in coursework.
  
  
• Significant Personal Event
  What is a significant personal event? Examples of significant personal events might include family crises, involvement in Sexual Misconduct/Title IX case or situation, and/or subpoenaed court appearances. If you are seeking an FNR for a personal event not listed, please reach out to our office directly to discuss your options.
  Acceptable Documentation: Police report, order of protection, statement of support from a CWU Office, court orders/subpoenas, medical documentation, etc.
  
  
• Other
  Extenuating circumstances that dont fit into any of the above categories. Documentation will be dependent on the specific situation.

The following is a non-exhaustive list of examples of life events that are not eligible for an FNR:

• Foreseeable or preventable situations (such as planned trips or vacations)
• Intoxication
• Weather
• Dates of incarceration
• Traffic jams, car trouble, or inability to find parking
• University club/org travel, athletic trips, internships, practicum or student teaching placements

Contact the Office of Case Management and let us know what’s happening that’s preventing your student from attending classes and/or completing the Request Form. We may be able to send faculty notifications without a Request Form if there is an emergency or if your student is incapacitated.

You can still complete a Request Form! Let us know what you’re going through and we will use that information to determine if we can provide you with a faculty notification. If you would prefer to discuss your situation with someone in more detail, contact the Office of Case Management to make an appointment with a Case Manager.

While we request that students provide us with documentation about their circumstances, we understand that some situations may be more difficult to document than others. We recommend that you complete a Request Form with information about your situation and why you can’t provide documentation. For help brainstorming what forms of documentation might be available to you, contact the Office of Case Management.

You should have received your FNR letter at the time you were notified of your approved request. We recommend the following steps:

• Review the letter for accuracy.
• Although we send it to your faculty, feel free to share this letter with your employer, on-campus supervisor, club advisors, etc.. This information should only be sent to the people you want to have this information. Letters are sent electronically to your professors directly with you receiving a copy(cc:) on the email.
• Communicate to your faculty (and/or other parties) about your absence, including when you plan to return and how you plan to get caught up. For more information about communicating with Faculty, see our help guide.

If additional information (such as new documentation) about your circumstances is available, submit another FNR online. You are also welcome to contact our office to discuss your request in more detail. We also recommend that you connect with your faculty about your concerns. Refer to the help guide for talking to faculty about absences.

Yes, however you will need to complete a Request Form and provide documentation (if applicable) each time. If the situation is ongoing, please provide details about what has changed since your first FNR. Multiple requests for the same issue without additional information may not be approved.

Unless your absence is related to a Call to Active Military Duty, students needing more than a week away from classes should contact Student Engagement & Success and ask to speak with a Case Manager about your situation. A week of classes is about 10% of the entire academic quarter (or more in Summer Quarter) and it can be difficult to catch up in classes after being gone longer than that. Your Case Manager will help you understand your options.
If your absence request is related to a temporary or permanent disability, we recommend contacting Disability Services for information on accommodations.

The FNR is an optional process designed to protect the privacy of students while also validating a concern or unforeseen situation that impacts a students academics.  This process validates a concern but also works as a bridge to help communicate with your faculty about an unexpected academic disruption.

Notices of approved academic accommodations are sent by Disability Services. Students can learn more about the Accommodation process on the Disability Services website.

In most cases, no. In most cases, a faculty notification is a way of letting your professors (or a supervisor, club advisor, etc.) know that you have a legitimate need to be absent however, it is not an excused absence. Your faculty (or other person) will determine if your absence is excused. If approved, your faculty notification letter can be used as a starting point for the conversation you have with your professor (or others) and can even be used to verify the reason you were absent.

The exception to this rule exists for students submitting a FNR due to a call to active military duty or a situation that meets criteria for the Student Bereavement Leave Policy. In those situations, the student's absences are accommodated in accordance with RCW 28B.10.270 or the Student Bereavement Leave Policy, respectively. 

Yes. Please contact Student Engagement & Success and ask to meet with a Case Manager or complete a Concern & Support Form letting us know that you’d like to speak with someone. Case Managers talk with students one-on-one about their circumstances and can help you come up with ideas and resources for addressing those unique challenges. Case Managers can also provide documentation for your FNR in certain situations.

No. CWU does not require instructors to use the Faculty Notification Request process. Your chair, dean, or applicable supervisor may set individual expectations. Most students work out absences directly with faculty without involving the Faculty Notification Process.

Many compelling situations do not fit neatly into the approvable Faculty Notification guidelines. If there is an extraordinary situation, certain CWU staff members, including (but not limited to) counselors, case managers, and/or the campus PATH advocate may decide to write a letter of support. 

This means that your student has been approved through our FNR process and that we have verified their circumstances. We ask that you consider providing this student with assistance related to their personal and/or academic obligations (depending on your role).With that said, we respect the role of faculty in the classroom and defer to each professor to determine whether academic flexibility is reasonable in your course (and to what extent).

The exception to this rule exists for students submitting a FNR due to a call to active military duty or a situation that meets criteria for the Student Bereavement Leave Policy. In those situations, the student's absences are accommodated in accordance with RCW 28B.10.270 or the Student Bereavement Leave Policy, respectively. 

Yes! We encourage all instructors to work individually with students to decide what modifications are appropriate for the student’s situation and for your course.

The Office of Case Management Services reviews the documentation submitted to our office. If the documentation meets the Faculty Notification Request Guidelines, then the FNR is approved. If there is question to the legitimacy of documentation, Case Managers may attempt to verify the authenticity of the documentation with the provider.

There are many things you can do to help! Here are just a few ideas:

• Set some time aside to listen and understand what they’re going through and let them know you care
• Consider granting flexibility related to their academic or work schedule
• Check in with them every now and again to see how they’re doing
• Refer the student to an appropriate resource
• Submit a Concern & Support Form so that someone can reach out to the student.  Note: It’s helpful to let the student know that you’re going to do this.

The FNR is an optional process designed to protect the privacy of students while also validating a concern or unforeseen situation that impacts a students academics.  This process validates a concern but also works as a bridge to help communicate with your faculty about an unexpected academic disruption.

Notices of approved academic accommodations are sent by Disability Services. Faculty can learn more about the Accommodation process on the Disability Services website.

Not usually. A Faculty Notification is typically limited in scope to cover no more than a 1-week period, except in cases involving a student being called to active military duty. Faculty are empowered to work with their students and/or recommend withdrawal options should extenuating circumstances impact the student beyond this time. If the situation is related to a documented disability, students can explore long-term accommodations through Disability Services.