Purpose
This guide provides a clear, step-by-step process for submitting an absence or tardy request in Archivum, including what information you must provide, how requests are routed, and how to track decisions.
Use this process for course, clerkship, mandatory activities, exams, and medical-related absences. Fourth-year students: review the in-form guidance called out in Step 3 before submitting.
Quick Start
Time to complete: 3–5 minutes (longer if uploading documentation)
Where: Archivum > Absence Request
Outcome: Request routed to the appropriate reviewers with status tracking on your dashboard
Step-by-Step Instructions
Step 1 — Access the Absence Request Tool
Log in to Archivum.
On the homepage, select the Absence Request icon to open the Absence Request Dashboard.
Step 2 — Open a New Request
On the dashboard, review your past requests (In Progress, Completed, or Cancelled) as needed.
Select Submit Absence Request to start a new form.
Step 3 — Review Form Instructions
At the top of the Absence/Tardy Request Submission form, read the instructions. They explain:
When to submit with advance notice versus no advance notice
Differences among course, mandatory session, exam, and medical absences
Special guidance for fourth-year students
Reading this section helps you choose the correct options and speeds review.
Step 4 — Confirm Student Information
Verify the pre-populated Student Info section:
Name and email
Academic year
U-number
If any information appears incorrect, pause and contact support before submitting.
Step 5 — Complete Absence Request Details
Fill all required fields accurately:
Class Year (MS1–MS4)
Start Date and End Date (use the same date for a single-day absence)
Is this request in advance? (Yes/No)
If Yes, enter the conference URL.
I am submitting this because I am/will be: Tardy or Absent
Double-check your dates. Mismatched date ranges cause delays.
Step 6 — Indicate What the Absence Affects
The form expands based on your selections. Provide details for each applicable area:
Affected Course(s) or Clerkship(s)
Select all courses/clerkships impacted. These route to course/clerkship directors.
Scholarly Concentration (if applicable)
Select Yes and choose the concentration if affected. The request routes to the appropriate concentration stakeholders.
Mandatory Sessions
Includes non-course required activities (e.g., required class meetings, Student Affairs-led sessions). Select any impacted events. These route to administrative stakeholders.
Exams
If an exam is affected, select Yes and choose the specific exam(s). These route to the Assessment team.
Step 7 — Provide a Brief Explanation
In the Brief explanation of the absence/request field (max 2,000 characters):
State the reason succinctly.
Include relevant context reviewers need (e.g., travel dates if conference-related).
Example: “Illness beginning 09/14; seeking excused absence for MS2 Cardiology session on 09/15. Will review recorded material and contact course director regarding make-up work.”
Step 8 — Medical Absences (If Applicable)
Select Yes for medical-related absences.
Upload a doctor’s note.
If you cannot upload at submission, you have 24 hours to upload documentation and will receive a reminder notification. Medical notes from family members or out-of-state providers are not accepted.
Step 9 — Submit Your Request
Review all entries for accuracy and completeness.
Select Submit.
After submission, your request status shows In Progress. Use More Info on the dashboard to view details.
Step 10 — Track Your Request
Your request routes automatically to the relevant stakeholders (course/clerkship directors, Student Affairs, Assessment, etc.).
Stakeholders may comment, approve (excuse), or return for clarification.
All updates and decisions are sent to your USF email.
Return to the Absence Request Dashboard anytime to monitor status and respond promptly to clarification requests.
Best Practices and Common Pitfalls
Submit as early as possible for planned events (e.g., conferences).
For single-day absences, ensure Start Date and End Date match.
Select every impacted course/session/exam to avoid incomplete routing.
Keep explanations factual and concise; avoid sensitive medical details beyond what’s required.
Upload documentation within 24 hours when prompted.
Troubleshooting
Reference Flow
Submit request → Auto-routing to appropriate reviewers → Reviewer action (comment/approve/return) → Decision emailed to you → Status visible on your dashboard