Absences & Leaves

The Academy places great emphasis on class attendance. It is assumed that students who come to Deerfield have a serious purpose and will be conscientious in meeting all obligations.

All teachers submit daily reports on student absences, class or otherwise, to the Dean of Students Office. The Deans Office will then determine what absences are excused.

If a teacher is detained or not in class, a student from that class should contact the Dean of Faculty or the Academic Dean, who will decide whether the class will meet as scheduled. Students may not leave class without permission; it will be considered an unexcused absence.

Above all, students must understand that attendance is not merely a routine obligation. Class time in particular is integral to a Deerfield education. When, for any reason, a student has missed 20% or more of the course meetings during a given term, Deerfield may withhold credit for the course for that term. Such cases will be heard before the Academic Standing Committee and a recommendation will be made to the Head of School.

Absences and Illness

Medical Excuses for Classes, Sit-down Meals or Other Required Events

If a student is too sick to go to class, sit-down meal or another activity where attendance is required, he/she needs to be in the Health Center at Dewey House in order to be excused for medical reasons. The Dean of Students Office and the student’s advisor will be automatically notified and Accountability Points will not be given. If a class is missed, the student should inform the teacher that he/she was in Dewey House. If unable to complete or to hand in any graded assignment when medically excused from class, the student should call the teacher as soon as possible to acknowledge that the assignment will be late and to clarify when the assignment can be completed.

Medical Excuses for Co-Curricular Activities (Sports, Community Service, etc.)

A sick or injured student who is not confined to the Health Center at Dewey House may, as the student’s health condition demands, be excused from a co-curricular activity by a nurse or the school physician. In such a case, a student is issued an excuse slip to be taken to the office of the coach or the adult in charge of that co-curricular activity. In certain co-curricular activities where the unexpected absence of the student may create a hardship for the group, it is very important that the student inform the appropriate adult in a timely fashion. For example, if a community service project involves traveling off campus, an entire group may be kept waiting if the sick student does not arrive at the appropriate time. Failure to notify the adult before the beginning of the co-curricular time period may result in invalidation of the medical excuse and the student may receive accountability points.

Extended Leaves of Absence

The Academy recognizes that there are occasions during the years of adolescent growth and maturation when a student may benefit from a period of time away from school to address a problem while still remaining in good standing with the school. The Head of School, the Dean of Students or a designated representative may, for appropriate reasons, require a leave. These periods may vary in length, although it should be understood that longer periods become difficult to accommodate because of practical issues relating to academics and the school calendar. In the cases of extended leave, it may make more sense to repeat all or part of a year. In the case of a leave beyond a few days, voluntary or required, return would not be automatic and would be subject to review based on criteria specified at the outset. Finally, it is not appropriate to use a leave of absence to postpone or otherwise interfere with any pending disciplinary proceedings. The following descriptions outline typical forms of leave, although individual circumstances may require other responses.

Medical Leave

Occasionally a leave of absence from the Academy is helpful or necessary to provide the time and/or appropriate setting to recover from a medical problem. Examples of recent Medical Leaves include illnesses such as mononucleosis or pneumonia, significant injuries, especially those requiring major surgery, and psychological problems, including depression or eating disorders. A Medical Leave may be voluntary or required.

In the case of a voluntary Medical Leave, the school physician or school psychologist works with the family and, when appropriate, the attending physician or psychologist at home. A recommendation is made to the Head of School who will determine whether a voluntary Medical Leave is indicated. The Head of School, again in consultation with the school physician or psychologist, will also determine the timing of the student’s return to school.

In the case of a required Medical Leave, the Head of School, in consultation with the school physician, the school psychologist, the Dean of Students and/or other appropriate faculty or professionals, requires a student to take a leave from school so that evaluation and treatment of, as well as recovery from a medical condition may occur. The Head of School with appropriate consultation with her advisors will determine the criteria for and timing of a student’s return from the leave. As with the voluntary Medical Leave, the school physician and/or the school psychologist will work with the student, the family and the physician and/or psychologist at home to coordinate care and facilitate the transition back to school.

The degree of impact of a Medical Leave on a student’s academic situation varies with the amount of class time missed, the timing in the academic calendar and the point in the student’s Deerfield career. The Academy takes steps to help the student make up missed work and, when appropriate, to adjust expectations about the work necessary to complete a given course. Occasionally, a student may return to school the following September because of a prolonged Medical Leave.

Personal Leave

A Personal Leave may be granted at the request of the student and family, or may be required by the Academy. The decision to allow or require a leave is made by the Head of School (or the Dean of Students in her absence). Input from the Academic Dean, advisor, teachers, and the school doctor may also be appropriate. At the start of the leave, depending on the particular circumstances, certain criteria for return will generally be specified. The decision to allow a student to return is made by the Head of School based on how well the student meets the criteria for return and on the progress made by the student.