This policy provides clear guidelines for faculty members and program chairs on how to handle faculty members’ unexpected absences from teaching, including emergencies, illness, or other unforeseen circumstances, ensuring minimal disruption to students and the overall educational experience. For planned absences, faculty members make arrangements with their chair in advance to ensure continuity of instruction.
Notification of Absence
All communication regarding unexpected absences must be documented. In the event of an unexpected absence, faculty members must notify their chair as soon as possible and provide the reason, expected duration of the absence, and the impact on class schedules, course assignments, and, if applicable, service and research obligations. The faculty member should notify the chair and provide planned follow-up actions (i.e., class was dismissed early but a supplemental assignment was given, the material will be covered during the next class meeting, the missed material will be sent digitally, etc.).
Notification should be sent via email or phone to:
- Architecture – Antje Steinmuller at 734-647-8529 or astnmlr@umich.edu
- Urban Planning/Urban Technology – Robert Goodspeed at 734-615-7254 or rgoodspe@umich.edu
- Copy taubmancollegehr@umich.edu on email notifications
Arranging for a Substitute Instructor
The chair and Taubman College HR may decide a substitute instructor is necessary. Faculty members may make a recommendation about a substitute to the chair, but they should not arrange for a substitute instructor on their own. All substitute faculty arrangements will be decided by the chair (in consultation with the faculty member, when possible), and the chair will coordinate all substitution arrangements based on faculty availability and program needs. Faculty members are encouraged to work with the chair to confirm or create a plan for any missed class sessions.
Teaching Remotely in Emergency Situations
In the event that a faculty member is unable to be physically present due to an emergency or unforeseen circumstance, teaching remotely may be an option, with prior approval from the chair, and when feasible and based on course pedagogy (i.e., a lab class is unlikely to lend itself to remote instruction) and without compromise to the learning experience. Remote teaching can only occur under the following conditions:
- The chair agrees that remote teaching is a viable alternative.
- The absence is due to an emergency or situation beyond the faculty’s control.
- The faculty member has the technical resources and support to conduct the class remotely.
- The format allows for full class participation and interaction, as per the course requirements.
Faculty members should submit a request for remote teaching at least 24 hours before the class, if possible. If the entire university is subject to closure (e.g., inclement weather), remote teaching may be considered as an option without prior approval.
Student Notification
If a faculty member is unable to attend a class or lecture, the faculty member (or the chair, if needed) will promptly inform students of the absence. If a substitute or remote session is arranged, students will be notified about the change in teaching format or instructor.
FAQ
I am unable to teach today. What should I do?
Follow the “Notification of Absence” section above.
I am unable to teach today due to an emergency, and communication is limited. What should I do?
In cases of emergency, follow the above steps only when it is safe to do so.
I can’t travel to campus today (car trouble, bad weather, family care, etc.), but could teach my classes online. Is that allowed?
Potentially, and with prior approval from the chair. Teaching an occasional class session by Zoom is allowed when unexpected circumstances prevent an instructor from traveling to campus to conduct in-person classes, and provided remote teaching does not compromise the learning experience.
I must miss multiple teaching days due to illness, family care needs, or other circumstances. What should I do?
Notify the respective chair by phone or email. The chair will work with you to identify a plan, in collaboration with human resources, to ensure instructional continuity in your absence and advise you as needed on available paid time off and related benefits.
What if I need to be out for a longer period of time?
Events of short-term and extended absence are addressed in the Sick Leave Plan – Academic Appointments policy (SPG 201.11-1) and in the U-M Leo Lecturers Collective Bargaining Agreement. Work Connections facilitates work-related and non-work-related illnesses or injuries exceeding 10 days. Faculty should consult with the chair and HR at taubmancollegehr@umich.edu for further information.
Can I hire a substitute to cover my class if I’m absent?
No. If the college determines that a substitute is the best way to ensure instructional continuity, the school will engage and pay for substitute instructors. Instructors may be asked to recommend individuals who might be good substitutes and provide the information needed to enable a smooth transition.
Do I get paid when I am sick, have family care needs, etc.?
Yes. Instructors are allowed paid time off in eligible circumstances. Contact taubmancollegehr@umich.edu for more information and to discuss your specific situation. You can also review the university policy details below:
- U-M Faculty Handbook, 16.C Leaves/Absences Related to Personal Circumstances
- Standard Practice Guide, 201.11-1 Sick Leave Plan – Academic Appointments
- UM|LEO Collective Bargaining Agreement
What if my absence is due to a professional obligation?
We understand that professional activities (e.g., conferences) sometimes impact instructional obligations. This is allowable as long as instructional continuity is maintained. An instructional plan must be approved in advance by the respective chair in cases of absence due to work-related travel. Email your chair and include brief details on the reason for the absence, the class(es) impacted by the absence, and the plans you have made to ensure instructional continuity. Planned time away from the college should be reported at least two weeks in advance. Instructors are strongly encouraged to avoid scheduling time away during the first and last two weeks of a semester to meet student needs.