McMaster Student Absence Form Policy [MSAF Policy] Resource Page

Important Information!

Questions about the MSAF? Contact your Faculty/Program Office.

Use the MSAF for Extenuating Circumstances

The MSAF is to be used for extenuating circumstances: when a student is unable to meet their academic obligations due to a situation that is outside of their control, such as an illness, medical event, or other situation.

Students who have Academic Accommodations Student Accessibility Services (SAS) webpage

If your absence is directly related to a matter for which you have academic accommodations, please contact Student Accessibility Services (SAS) to seek assistance, and you should not submit an MSAF.

The MSAF Policy cannot be used:

for the purpose of time-management;
for academic work such as online assessments (e.g., quizzes, tests, etc.), where the student has already completed the work, or has attempted to complete the work. This includes the viewing and/or partial completion of online assessments (e.g., quizzes, tests, etc.);
to apply for relief for any final examination or its equivalent (refer to Petitions for Special Consideration: Request for Deferred Examination, in the Undergraduate Calendar);
for absences in a student’s clinical placement, co-op placement, or internship; and
for McMaster Continuing Education (MCE) programs and courses. MCE students are directed to contact their course instructor.

Types of Absences Referred to Other Policies / Processes

Absences for Other Known Obligations

Students are directed to contact their Faculty/Program Office to seek guidance on absences for obligations that are known about in advance (“known obligations”).

Known obligations may include the following: mandatory legal obligations (e.g., jury duty, court dates); planned surgeries; and mandatory military obligations.

The granting of relief for known obligations is at the discretion of the Faculty/Program Office and are not appealable. These offices will use the MSAF tool for communications.

Policy on Academic Accommodation for Religious, Indigenous and Spiritual Observances (RISO) Link to the Policy Homepage

The Policy on Academic Accommodation for Religious, Indigenous and Spiritual Observances (RISO) is to be used by students requesting academic accommodation for religious, Indigenous and/or spiritual Observances.

This Policy does not apply to the following: general course or program requirements; co-op, clinical and other
experiential placements; residence; athletics; dietary restrictions; access to space; use of space; ablution;
and employment matters, including teaching assistantships.

Academic Accommodation of Students with Disabilities Link to the Policy Homepage

Students seeking accommodations related to a disability or retroactive accommodation are directed to use this policy.

Temporary Disability – a short-term injury or illness (e.g. broken limb or concussion) or an episodic condition where a functional limitation generally occurs within one academic term or less.

Permanent Disability – where a functional limitation will occur for more than one academic term.

Retroactive Accommodation – when the request is made after-the-fact (e.g. after a course has been completed), as the result of the discovery or diagnosis of an existing disability of which the student was previously unaware.

MSAF (Self-Report)

The MSAF (Self-Report) should be submitted when the student is ready and able to return to their academic studies/duties.

Questions about the MSAF?

All questions should be directed to your Faculty/Program Office.

Go to the “Faculty & Program Contacts” tab to find the contact information for your Faculty/Program Office.

Check the Course Outline!

Before submitting your MSAF you should review the course outline(s).

Some course outlines have instructions on how requests will be addressed. (e.g., how missed academic work will be accommodated) and further communication expectations.

Requirements

The MSAF (Self-Report) is a single request which covers all of the student’s courses and applies only to the work due within the time period of the request.

MSAF (Self-Report) requests for relief shall meet all three of the requirements below:

the piece of work is worth less than twenty-five percent (25%) of the final grade;

is resulting from extenuating circumstances (refer to the definitions in Section A); and

the absence (time period covered by the request) lasts up to three (3) calendar days.

Regulations

Students must submit their MSAF (Self-Report) within one (1) calendar day of the end of the three (3) calendar day period, and failure to do so may negate the opportunity for relief.

Students may only apply the MSAF Policy once to a single piece of work. A second MSAF submission for the same piece of work is not permitted.

The MSAF (Self-Report) may only be submitted once per Term, not per course.

Normally, relief for missed work will not be provided where the cumulative value of missed work within a course, prior to the exam period, is greater than thirty-five percent (35%).

Important Information!

Submitting an MSAF

Students shall use MOSAIC to make an MSAF (Self-Report) request, in compliance with the regulations listed above. Students shall not submit accompanying documentation with the MSAF (Self-Report) request.

Once submitted, if the request meets the criteria of the MSAF Policy, students should consider their request to be approved. An automated email will be sent to the course instructor(s) to inform them of the request.

Students are Required to Contact their Instructor

Students must contact their instructor(s) no later than one (1) calendar day after submitting the request unless the course outline states otherwise. Failure to do so may negate the opportunity for relief.

Students are advised that instructors teaching large classes may require more time to respond.

Instructors

Instructor(s) will determine the reasonable relief for the request, in accordance with this Policy.

In the absence of a statement in their course outline on how requests will be addressed and communication expectations (e.g., posting information on A2L), instructors are expected to inform students of the relief in a reasonable timeframe.

Absences Longer Than 3 Calendar Days

For absences that exceed three (3) calendar days, students are directed to the MSAF (Administrative Report).

Required Meeting with an Academic Advisor

Students must arrange a meeting with an academic advisor for absences that last more than two weeks or relief may not be provided.

Students must meet with an advisor to discuss their options when:

the cumulative value of missed work within a course is greater than thirty-five percent (35%); and/or
they have exhausted their one MSAF (Self Report) and two MSAF (Administrative Reports), and further work is missed.

MSAF (Administrative Report)

Check the Course Outline!

Before submitting your MSAF you should review the course outline(s).

Some course outlines have instructions on how requests will be addressed. (e.g., how missed academic work will be accommodated) and further communication expectations.

Questions about the MSAF?

All questions should be directed to your Faculty/Program Office.

Go to the “Faculty & Program Contacts” tab to find the contact information for your Faculty/Program Office.

Requirements

The MSAF (Administrative Report) is a single request which covers all of the student’s courses and applies only to the work due within the time period of the request.

MSAF (Administrative Report) requests for relief are for any of the three reasons below:

extenuating circumstances (refer to definitions in Section A) lasting more than three (3) calendar days; and/or
missed academic work worth twenty-five percent (25%) or more of the final grade; and/or
any request for relief in a term where the MSAF (Self-Report) has already been used once.

Regulations

Students may only apply the MSAF Policy once to a single piece of work. A second MSAF submission for the same piece of work is not permitted.

Documentation

Students should not send documentation unless it has been requested by the Faculty/Program Office.

Supporting documentation may be required for an MSAF (Administrative Report). When requested by the Faculty/Program Office, students shall submit the McMaster University Student Health Certificate (completed by the licensed/registered health practitioner).

Requests for information and/or supporting documentation will, where possible, be limited to the nature of the limitation or restriction, in order to assess needs and determine whether the request for relief is granted, or if the request should be referred for processing under another policy or procedure.

Supporting documentation does not require the disclosure of a medical diagnosis but must be sufficient to allow the University to determine reasonable relief and/or explore reasonable alternatives.

Restrictions

Normally, relief for missed work will not be provided:

where the cumulative value of missed work within a course, prior to the exam period, is greater than thirty-five percent (35%); or
for more than two (2) MSAF (Administrative Report) requests within a single term.

Procedures

Students must contact their Faculty/Program Office to report their absence within one (1) calendar day after returning to their academic activities. Failure to contact and report an absence promptly will negate the opportunity for relief.

Students may or may not require an appointment to process the request and will be contacted by the Faculty/Program Office within normal business hours.

In some circumstances, students may be advised to submit a Petition for Special Consideration.

Meeting with an Academic Advisor

Students must arrange a meeting with an academic advisor for absences that last more than two weeks or relief may not be provided.

Students must meet with an advisor to discuss their options when:

the cumulative value of missed work within a course is greater than thirty-five percent (35%); and/or
they have exhausted their one MSAF (Self Report) and two MSAF (Administrative Reports), and further work is missed.

If the Request is Granted

If the request is granted, the Faculty/Program Office will process the relief request and notify the instructor(s) and the student.

Students Required to Contact Instructor

Students must contact their instructor(s) no later than one (1) calendar day after being notified that their request has been processed unless the course outline states otherwise. Failure to do so may negate the opportunity for relief.

Students are advised that instructors teaching large classes may require more time to respond.

Instructors

Instructor(s) will determine the reasonable relief for the request, in accordance with this Policy.

MSAF Resource Page

McMaster Student Absence Form Policy [MSAF Policy] Resource Page

Important Information!

Questions about the MSAF? Contact your Faculty/Program Office.

Information Box Group

Use the MSAF for Extenuating Circumstances

Information Box Group

The MSAF Policy cannot be used:

Types of Absences Referred to Other Policies / Processes

Absences for Other Known Obligations

Questions about the MSAF?

Check the Course Outline!

Information Box Group

Requirements

Regulations

Important Information!

Submitting an MSAF

Students are Required to Contact their Instructor

Instructors

Absences Longer Than 3 Calendar Days

Required Meeting with an Academic Advisor

Check the Course Outline!

Questions about the MSAF?

Requirements

Regulations

Documentation

Restrictions

Procedures

Meeting with an Academic Advisor

If the Request is Granted

Students Required to Contact Instructor

Instructors

Faculties and Programs

Faculty of Health Sciences