Extenuating Circumstances Policy

During your studies, you may experience circumstances outside your control that may impact your ability to fulfill the requirements of your courses or program. These guidelines are in place to ensure equity for all students. 

Extenuating Circumstances are defined as situations that meet the following criteria:

• They are different from your usual day-to-day life; 
• They are unforeseen and/or outside of your control (i.e., you could not have prevented them); and, 
• They substantially impact your ability to comply with the policies of the academic unit. 

The following are considered extenuating circumstances with appropriate documentation: 

• Military service
• Jury duty
• Formal written accommodations as permitted under the Disability Services and Accommodations Policy (ADA/Section 504 Compliance)

If the extenuating circumstances reported fall under a Title IX offense and/or pregnancy-related conditions, this should be reported to the Title IX Coordinator at titleix@rasmussen.edu for support and consideration. Title IX Offenses include incidents of sexual misconduct such as sex-based harassment, sexual violence, dating violence, and domestic violence. 

The following situations may be considered extenuating circumstances with appropriate documentation; this list is not all-inclusive: 

• Serious illness or caregiving of self or an immediate family member 
• Personal accident or injury of a significant nature
• Bereavement circumstances outside of the Bereavement Policy 
• Victim of a crime
• Short-term incarceration
• Court Appearance when mandated as third-party or witness
• Transportation emergencies such as a car accident 
• Conflicts with childcare 
• Housing displacement
• Medical complications 
• Natural disasters or other emergencies declared by a state or federal agency

Standards of acceptable evidence include, but are not limited to, the following: 

• Health provider’s letter or certificate that confirms your illness and clearly identifies the time of the illness
• Hospital admission and discharge letter, to confirm time spent in the hospital
• Death certificate, order of service, or funeral director’s letter
• Police Report
• Eviction notice or similar evidence of housing displacement
• Military orders
• Stamped jury duty summons form from the court
• Emergency declaration
• Intake and/or release paperwork
• Accommodations plan on file

All documentation may be subject to verification of authenticity.

The following situations are generally not considered extenuating circumstances; this list is not all-inclusive:

• Poor Time Management: Failure to manage time effectively or procrastination
• Work Commitments: Not planning appropriately for work commitments or volunteer work
• Holidays or Travel Plans: Lack of prioritization for academic expectations related to vacations or trips
• Lack of Preparation: Not completing work related to exams or assignments, misreading of schedule or tardiness
• Transportation Issues: Not planning for routine/expected traffic delays
• Non-Urgent Appointments: Routine appointments that can be scheduled at alternative times
• Minor Illnesses that do not significantly impact academic performance

Extenuating Circumstances Review Request Procedure

Students who experience extenuating circumstances as outlined above may submit a review request for consideration when those circumstances have prevented compliance with academic unit policies. Review requests must be based on documented circumstances beyond the student’s control and submitted within the timelines described below. All personal and sensitive information submitted as part of this process will be handled in accordance with applicable privacy laws and academic unit policies. Data will be securely stored and accessible to those with legitimate educational interest.

No retaliatory action may be made by the academic unit or any of its representatives against those who file a review request/appeal, participate in the resolution process, or are the subject of the matter. The academic unit will investigate and attempt to resolve each review request/appeal made under this policy, and associated allegations of retaliation.

Note: Review requests related to Final Grades, Academic Integrity, Satisfactory Academic Progress (SAP), Transfer Credit, Program Change, or any other policy which has a defined appeal procedure must follow their respective appeal procedures and will not be reviewed under this process.

1. Submission of an Extenuating Circumstances Review Request
• Students must initiate the review request through their Academic Advisor. A completed Extenuating Circumstances Review Request Form and supporting documentation should be submitted immediately following the occurrence necessitating an exception due to an extenuating circumstance, but no later than 11:59 p.m. CT on the Thursday prior to the start of the subsequent term or quarter.
• The review request and supporting documentation will be reviewed by the Academic Leader, who will render a decision.
• A written decision will be communicated to the student via email within five (5) business days, but no later than the end of day Friday of Week 1 of the following term or quarter.
• Approved review requests are valid for the next immediate quarter or the next term in which the course is offered, whichever occurs first, unless stated otherwise in an approval.
• Non-Active Status: Students seeking re-enrollment who require an approved review request (excluding clinical courses) must submit their materials no later than five (5) business days prior to the start of the term in which they intend to return. Students re-enrolling in a clinical course must submit their materials no later than fifteen (15) business days prior to the start of the quarter or term in which they intend to return.
2. Submission of a Committee-Level Procedural Appeal

If an Extenuating Circumstances Review Request is denied, a student may request a Committee-Level Procedural Appeal only on one or more of the following grounds:

• Extenuating Circumstances Review Request process or procedural error that affected the outcome of the appeal
• New evidence that was not reasonably available at the time of the decision
• Evidence that the Academic Leader had a conflict of interest, bias, or retaliatory behavior that affected the outcome

Students must submit the Committee-Level Procedural Appeal Form within ten (10) business days of receiving the decision from the Academic Leader. This appeal is not a re-evaluation of the initial review request but a review of whether the process was conducted fairly and appropriately. The Academic Appeals Committee will have fifteen (15) business days from receipt of the appeal to either grant or deny the appeal. The decision of the Academic Appeals Committee is final.