3.11.1 Student Leave for College-Related Activities

Responsible Position

Vice President of Academic and Student Affairs


Students enrolled at Alexandria Technical and Community College and who participate in college-sponsored activities and approved instructor-generated field trips shall be excused from missed classes without penalty. This also applies to Post-Secondary Enrollment Options (PSEO) students participating in state tournaments.


The club advisor, coach, or instructor will submit a list of students to be excused from classes along with the name of the event or activity, dates, and times of absence to the Academic Affairs Office for approval. The Academic Affairs Office will notify campus faculty at least one week prior to the scheduled college-sponsored activity or event date.  

Students Responsibility: 

At least one week prior to the absence(s), it is the student's responsibility to contact each of their instructors and submit Part A of the Student Leave for College-Related Activity form. The plan for making up the missed work will be completed in collaboration with the instructor(s). Instructors may require make-up work to be completed prior to the absence. The student is responsible for all work missed during the approved absence period, and bear responsibility for engaging with material and mastering material outside of class, sometimes on their own. If this form is not completed one week in advance, the student is not guaranteed the opportunity to make up missed work. The student must keep the form for documentation purposes once it is returned by the faculty. 

Instructors Responsibility: 
Once the student has notified the instructor by submitting this form one week prior to the absence, the instructor will sign the form and make the appropriate arrangements for missed work to be completed, to the extent possible. It is understood that classroom experiences cannot be replicated and that alternative learning assignments will be provided. It is at the discretion of the faculty to allow arrangements to be made for missed work if this form is not submitted one week prior to the excused absence(s). The faculty will complete Part B of the form and return it to the student.  

Related ATCC Documents:


Approved by: Leadership Council

Effective Date: 7/24/2023

Next Review Date: July 2026