Flex Plan

Guidelines for Attendance Adjustment and Deadline Extensions Accommodations

Attendance Adjustment and Deadline Extensions  

This page provides guidance on the definitions and purpose of Attendance Adjustment and Deadline Extensions accommodations. While these are two distinct accommodations, they often go hand in hand due to their shared purpose and characteristics. For simplicity, they are discussed together here. 

Before either accommodation is implemented in a course, the specific accommodation must appear on the student’s official Notification of Accommodation Letter. If it is not listed, contact the Disability Access Office so we can follow up and verify. 

Please note: Retroactive accommodations are typically not provided but may be considered on a case-by-case basis. 

Purpose of the Accommodations 

These accommodations are intended for students whose disabilities are episodic and unpredictable. Such conditions may include (but are not limited to) migraines, epilepsy, Multiple Sclerosis, cancer, panic disorder, major depressive disorder, and Celiac Disease. 

When symptoms flare up suddenly, students may need to miss class or may be unable to complete assignments on time. These accommodations provide reasonable flexibility with attendance and assignment deadlines. This is to help students demonstrate their learning based on provided considerations and criteria related to course structure/content/delivery without being penalized for disability-related challenges. 

The Attendance and Flex Deadline Extension Accommodations are to address disability-related flare-ups in which a student can resume their academic work within 2 days or up to a week calendar. Therefore, flexibility is not automatically applicable to asynchronous participation assignments which are open for a week or more, such as discussion board posts or short quizzes. Students are expected to complete these exams/assignments within their standard time limits. 

These accommodations are not intended as a blanket waiver for all attendance requirements or assignment deadlines. As outlined in university policy, consistent attendance and timely completion of assignments remain essential components of academic success. 

The Attendance Adjustment and Flex Deadline Extension Accommodation are not intended to be used every week, for every assignment, or every exam. This accommodation does not mean that the student is able to miss as many classes as they want. The student is still responsible for completing all coursework. 

Important Note: 
This accommodation is not a waiver of attendance expectations. Students are still required to attend class regularly, in accordance with the NMSU Attendance and Student Performance Policy. As stated in the NMSU System Academic Regulations, academic success is closely linked to active participation and consistent attendance. 

Medical Documentation 

Students with these accommodations do not need to provide additional medical verification to instructors as their documented need for accommodations is verified through Disability Services. The Accommodation Letter should be sufficient documentation for instructors. Students are expected to communicate with instructors prior to needing the accommodation, and as symptoms arise throughout the semester. 

Considerations for Online Courses 

Although Attendance Adjustment may not apply in the same way to online courses, flexibility may still be needed. For example, if a student cannot complete an exam due to a flare-up, they should contact the instructor to arrange for an alternate time to complete it. As stated above, flexibility may not be automatically applicable to asynchronous participation assignments which are open for a week or more, such as discussion board posts or short quizzes. Students are expected to complete these exams/assignments within their standard time limits. 

Applying the Accommodations in a Specific Course 

As course formats and expectations vary, it is important for the student and instructor (with DAS support if needed) to discuss early in the semester how this accommodation will be applied. DAS staff are available to support this conversation and help determine reasonable adjustments. 

When determining flexibility, DAS and the instructor must consider the following questions and learning outcomes. Accommodations must be reasonable and should not fundamentally alter the course (U.S. Department of Education, 2008).  

Instructors should consider the degree of failure to attend class and whether it constitutes a significant loss of the educational experience for the student, and other students in the class.  

General Guidelines 

Attendance Adjustment 
In general, reasonable flexibility may include 50–100% more absences than the syllabus allows. Ex: If a class allows two absences, a student with this accommodation may be allowed 1 to 2 additional absences to equal a total of 3 to 4 absences and represent the 50-100% accommodation allowance. Students are required to attend at least 80% for didactic lecture-based courses and 85% for interactive courses.  
 
Less flexibility may be appropriate in experiential or clinical-based courses where attendance is essential according to clinical/licensure/or state organizational entities. 

Here are ordinary questions to consider when applying for flexible attendance accommodation as a student: 

  • What is the course format? (Lecture-based, online, hybrid, Lab) 
  • What is the frequency and duration of class time? 
  • What are the stated course policies about attendance and deadlines in the syllabus? 
  • How many absences are allowed per course for all students? 
  • Are attendance and participation graded? If so, how? 
  • What is the current allotted timeframe for make-up on quizzes/exams? 
  • What is the current allotted timeframe for make-up on assignments and projects? 
  • Is there a written late assignment policy in the course syllabus? 
  • Are points deducted for late assignments? If so, how many points or how many days late? 
  • Does in-class learning build on previous sessions? 
  • Is class participation and classroom interaction an essential component of the course standards and requirements? 
  • Are there alternate ways to make up class participation when students are absent? 
  • Does the fundamental nature of the course rely on student participation as an essential method of learning? 
  • How would absences or extensions affect the learning of other students? 
  • Are there other exceptions made for extenuating circumstances aside from disability related reasons? 

Deadline Extensions 

Deadline Extensions are intended to provide reasonable flexibility in deadline policies, as outlined in the syllabus. 

Deadline extensions are not intended to be used more than twice in a semester without the knowledge of DAS. 

This accommodation aims to reduce the impact of disability on the student’s academic performance, while still supporting the integrity and learning objectives of the course. They are meant to give students an equitable opportunity to demonstrate their knowledge and mastery of the subject. Eligibility and determination of this accommodation is determined at the discretion of the disability office based on the interactive process. 

Typical extensions range from: 

  • 24–48 hours past the due date for weekly assignments 
  • 5 days to one calendar week for larger projects or papers 

Greater flexibility may be possible if deadline changes do not interfere with the course's structure. For example: 

  • A research paper due near the end of the term may be turned in late without disrupting the course but must be submitted by the last day of the course. 
  • An assignment or requirements tied to a time-sensitive event (like a journal publication deadline) or practicum, clinical, residency, internship, thesis, group project, dissertation, departmental or state licensure test may not allow for due date flexibility. 

 

How These Accommodations Apply to Common Course Components Under Absences Approved Under Flexibility Policy and Agreement 

In-Class Participation Points 
If a student misses class due to disability and notifies the instructor in accordance with the approved attendance or due date flexibility agreement, the instructor should provide a way to make up the missed participation or offer an alternative solution within a reasonable time frame in writing. 

Make-Up Quizzes and Exams 
Students should be allowed to make up quizzes or exams missed due to flare-ups associated with their document disability. Disability Services is available to help ensure academic integrity and fairness in these situations. 

Assignments with Extended Availability 
Even for assignments that are open for a longer time (e.g., projects or weekly homework), students with unpredictable disabilities may still need a brief extension. A 24–48-hour extension (or up to one calendar week for larger projects) is usually appropriate. The longer it takes to complete coursework the further behind a student may get. This could result in other measures such as the administrative or student decision for course withdrawal, or a failed course due to a student being too far behind in coursework to catch up and complete course requirements. 

Discussion Posts and Replies 
Short extensions are typically reasonable for both initial posts and replies. In time-sensitive situations where other students rely on timely feedback, the amount of flexibility may be more limited or not available. 

Real-World Examples 
Attendance Adjustment and Deadline Extension Agreements, including situations where an extension was not appropriate, are available on our Examples Page. 

Setting Up Course-Specific Agreements 

It is important to clarify early how the accommodation will apply for each course. This occurs when the instructor completes the Flex Plan Questionnaire for each course in the AIM Portal when receiving notification. Instructors and students should follow these steps: 

  1. Review this guidance from Disability Services to understand the accommodation’s purpose and reasonable flexibility for the course. 
  2. Within a few days of receiving the accommodation letter, the instructor and student should communicate regarding the email and follow up with the requested steps in the AIM Portal. If they do not, students are encouraged to reach out to DAS for support and guidance. 
  3. Instructors should complete the Faculty Questionnaire within the AIM Portal within 10 days of receiving the initial notice so that disability services can review the proposed flex plan and send it to students for review. If needed, contact DAS for assistance. 
  4. Once students receive the proposed flex plan through the AIM Portal, they should review it and accept it in a timely manner so that it can be implemented. 
  5. Once an agreement is reached, both instructor and student will receive notification through the AIM Portal stating the parameters of the flex plan. All correspondence related to flex plan accommodations between instructor and student is encouraged to take place through the AIM Portal for appropriate record keeping. 

Note: Separate agreements may be needed for unusual parts of a course, such as lab vs. lecture or practicum/internship. 

If a student cannot meet the agreed-upon terms and no reasonable adjustment can be made, then standard syllabus policies apply. 

Student Responsibilities 

Students must initiate use of these accommodations by using the Implementation feature in the AIM Portal. That includes notifying professors promptly via the AIM system when: 

  • A disability-related absence occurs and extension of assignment is needed (if student has an approved accommodation) 
  • The need for an extension on an assignment is related to a disability (if student has an approved accommodation) 

Whenever possible, students should request extensions before the deadline based on the parameters of the provided flex plan. If that is not possible, they should do so as soon as they are able. 

If a student’s academic or medical needs significantly change, such as missing more classes than expected, they should contact the instructor or Disability Services to discuss adjustments or other options. 

Questions or Concerns 

If you have questions or need support implementing these accommodations, please contact the Disability Access Services Office. We are here to help. 
Email: das@nmsu.edu