Absence Policy and Forms

Responsibilities for faculty appointed on an academic year basis (AY) commence on August 16 and continue through the conclusion of the examination period in the Spring Semester. There is an expectation that all instructional staff will meet each of their regularly scheduled classes, rehearsals, and lessons on a regular basis each week of each 15-week semester.

Instructional staff are to be available for consultation, planning, and meetings prior to the first day of class. While it is expected that all instructional staff will be present (with approved exceptions) for all regularly scheduled instructional and College assignments, there are certain times of the semester that are especially crucial. These include the beginning of classes each semester, during regularly scheduled audition dates, toward the end of the semester including the examination and jury period, and audition days scheduled more than one year in advance by the College of Music Director of Admissions. Please note there is a separate form for admission day absences that must be provided to the Director of Admissions prior to October 1 of each year.

On occasion, other than for illness, faculty are absent from regularly scheduled classes and lessons. Members of the College of Music faculty have always been encouraged to accept occasional professional engagements, with or without compensation, provided regularly assigned duties are carried on satisfactorily.

Indeed, a reasonable amount of such activity is expected in accordance with the Criteria and Procedures for Reappointment, Promotion, and Tenure. Further activities of this type are annually valued and reported on the College of Music Faculty Information Form for merit pay consideration. Reasons for short-term travel with resulting absences include the following:

• to attend professional conferences
• to present papers
• to present master classes or clinics
• to present concerts
• to accept a prestigious invitation to participate in an event that benefits the career of the faculty member and the University
• to engage in other activities relating to approved outreach; creative, scholarly, and research efforts; and for recruiting purposes

The above are typically scheduled to avoid missing regularly scheduled instruction. On occasion, this is not possible.

Because it is the responsibility of each college dean to ensure that students are provided the instruction to which they are entitled and because it is helpful for the office in responding to inquiries, phone calls, etc. of individuals wishing to reach faculty, it is necessary for full-time faculty who are planning to be away from East Lansing to request for short-term travel with the approval of the respective area chair and the Dean.

The form College of Music Request Short-Term Travel must be submitted sufficiently in advance, for this purpose. If absences are known, prior to the beginning of the semester, it is desirable to include alternate plans in the course syllabus. This requirement is not intended to limit the freedom of the faculty member to participate in professional activities, nor is it intended to infringe on their personal rights or responsibilities. Permission will normally be granted automatically assuming there are no excessive absences and missed teaching responsibilities are covered adequately with area chair approval. Official notification of absences is needed in order to respond to inquiries that often arise while faculty are away and to facilitate the orderly administration of the College of Music. In accordance with MSU’s Outside Work for Pay, normally one day per week can be used for this purpose. Normally regularly scheduled rehearsals and classes will not be missed more than three times in a given semester. Per university and college policy, regularly scheduled classes (including rehearsals) may not be moved to a different time. These guidelines are intended to support student success by ensuring high quality and regular instruction to which they are entitled while supporting faculty in their research and creative endeavors.

(updated 12/18/2024)

An essential function of College of Music faculty is the identification and selection of students to be admitted to the College and to represent studios, degree programs, ensembles, faculty, the school and university in future years. It is probably the single most important component of the recruitment process, the launch of musical careers, and the identification/discovery of strong, talented music students. It is a quality check of the College of Music and a first impression of the College by many prospective music majors. Audition dates are developed by the Director of Admissions and Student Services a year
in advance, taking into account a great many in-state and out-of-state music events. These dates are then published online. It is an expectation that faculty involved will be present and participate in each published audition day. In situations where an individual faculty member might need to be absent from a specific audition day due to an extraordinary circumstance or opportunity (soloist with major orchestra, significant recruitment event, keynote speaker at international conference, etc.), that faculty must seek prior approval in writing from College of Music Administration in order that the audition day be planned
accordingly. A committee comprised of the Associate Dean for Graduate Studies, the Associate Dean for Undergraduate Studies, and the Director of Admissions and Scholarship in consultation with the Area Chair will review any request to be excused from this priority. Because promotional material is prepared during the summer of the preceding year, requests to be absent from an audition day must be submitted to the Director of Admissions and Student Services as early as possible, but not later than September 1.

Certain types of absences may require faculty to fill out an Outside Work for Pay form. The policy regarding this type of absence and arrangement, as determined by the College of Music Advisory Committee after consulting with the faculty on April 15, 1993 and reconfirmed by the Advisory Committee on September 27, 1995, is as follows:

“After having reviewed documents that explicate University policy on outside work for pay and having discussed this policy with members of the College of Music faculty and administration, the Advisory Committee recommends that:

• the Dean inform any College of Music faculty member of University policy concerning outside work for pay whenever that faculty member requests such information concerning his/her/their own activities or whenever the Dean deems this informational action to be appropriate;
• the College of Music maintain its current mode of adherence to University policy on outside work for pay, namely, that the Dean continue to use his/her/their good judgment in determining when and under what circumstances it is appropriate for a faculty member to apply in writing for administrative approval of outside work for pay;
• the Dean encourage faculty to participate in outside work for pay if in the Dean’s judgment such activity is beneficial to both the College of Music and to the faculty person doing the outside work; and,
• the Dean not approve any outside work and/or absence that the Dean determines to be in conflict with or detrimental to the faculty member’s responsibilities at Michigan State University.