Sample Letter for Absences Occurring Before the Drop Deadline

[Date]
 

Dear [first and last name]:

I am writing to remind you of the French Department's attendance policy, printed on the course syllabus and posted on our website. You and I discussed the topic of your attendance on [date]. My records indicate that you were absent on the following days: [list days]. Please understand that these absences have a negative effect upon your final grade and upon your ability to complete this course. If there is some serious reason for your most recent absences, you should contact me immediately.

Please note that once a student misses [number] classes, departmental policy requires that the French instructor remove the student's name from the class roster. The student must then drop the course through ISIS before [date], the "drop" deadline for this semester.

If you remain in the course and exceed the limit of acceptable absences after the drop date has passed, you will have to obtain a WITHDRAWAL form from Garrett Hall, which I will sign and you must file at Garrett Hall by [date], the withdrawal deadline. The course will stay on your  record with the grade of "W". After the "withdrawal" deadline, a student may not withdraw but must remain in the class and receive the grade s/he has earned--usually an "F" if the case of excessive absences.

If you plan to stay in the course, please let me know as soon as possible. I will be happy to discuss strategies for success in this course, including ways in which you might avoid absences for the rest of the semester.

Sincerely,

[Instructor's name]
[Fren ____, Section ____]
 

CC:    [name of Associate Dean], Associate Dean
           Cheryl Krueger, Language Program Director