Excused absences and extensions for coursework
In cases of verifiable personal illness, emergency, or other related matters, a graduate student may work with GradSupport to request course-related excused absences and/or extensions for:
- Classroom attendance, including recitations
- Assignments, including problem sets, projects, and papers
- Exams, including midterms and finals
Student process for requesting excused absences and extensions
Students: Please read through the steps and important notes outlined below before submitting your request.
- Seek immediate medical attention for illness-related requests
- Notify your course instructor(s) and/or course staff of your anticipated absence and/or extension request(s), and note that a formal request from GradSupport is forthcoming (NOTE: Do not share medical information or documentation directly with course instructors and staff)
- Request your excused absence(s) and/or extension(s) via the GradSupport intake form, and attach documentation as appropriate
- GradSupport will validate your request via an email to your course instructor(s) and/or course staff within two business days, and will Cc you for confirmation
Important notes for students, faculty, and administrators
- Sloan Courses: Students must route absence and extension requests for Sloan courses through their respective program advisors
- Studio Courses: GradSupport considers absence and extension requests for studio courses [JL1] based on course policy and, under certain circumstances, in consultation with the instructor
- TA/RA Attendance:
- Students must record their absence from paid research and teaching responsibilities in Atlas[JL2]
- Students are encouraged to communicate directly with their supervisor regarding sudden or anticipated time off from work
- Student may involve GradSupport to assist with advisor and department communication as needed
- Academic Requirements (Non-Coursework):
- Students are encouraged to communicate directly with their advisor and department regarding sudden or anticipated extensions for non-coursework related academic requirements (e.g., general/qualifying exams, committee meetings, thesis or journal submissions, etc.)
- Students may involve GradSupport to assist with advisor and department communication as needed
Receiving a grade of O
A student who was progressing satisfactorily during the term but was absent from the final examination, did not turn in the final paper or project, and/or was absent during the last two weeks of the term will receive a grade of “O” in that subject. Like an F grade, an O grade carries no credit for the subject, but the O grade may be converted to a grade of OX if the absence has been excused by the Office of Graduate Education (OGE). An OX also carries no credit for the subject. However, the faculty member in charge must provide the student the opportunity to receive a credit-carrying grade.
Changing a grade of O to OX
A student who wishes to convert a grade of O to OX must complete a O to OX petition, noting any consultation with GradSupport about the missed coursework or exam, and submit to the OGE at oge-petitions@mit.edu.
The O to OX petition will require you to:
- state the reason for the O to OX request (e.g. illness, family emergency, emergency travel, etc.)
- You do not have to disclose personal information on the petition form itself. You may share these additional details with GradSupport staff directly.
- provide a detailed description of the plan to make up the missing work
- This plan should be discussed with and confirmed by your instructor prior to submitting the O to OX petition. In your plan, please identify what coursework still needs to be completed and the agreed upon deadlines
- obtain signatures from your class instructor, your grad admin, and OGE in order to be approved.
The student and the department academic administrator will be notified when an O is changed to an OX.
Changing a grade of OX to a letter grade
The faculty member in charge must provide the student the opportunity to receive a credit-carrying grade. This may be done with or without the instructor requiring a makeup final examination or other additional evaluation procedure.
The work is to be completed before Add Date of the succeeding term of the regular academic year; however, the faculty member in charge, in negotiation with the student, has the right to set an earlier or later date for pedagogical reasons or extenuating circumstances.
