Department Policy

Effective 8/1/2025

Student Health Services provides medical documentation for students whose illness or injury significantly affects their ability to participate in academic activities. Documentation is based on clinical evaluation and functional impairment and is not automatically provided simply because a student is seen in the clinic.

Same-Day Evaluation Required

Students must be evaluated by Student Health Services on the date of the illness or injury to be considered for academic absence documentation.

• Calling or emailing Student Health Services does not qualify as an evaluation.
• Documentation will not be provided for dates when the student was not evaluated.
• Student Health Services does not issue retroactive documentation for previously missed classes.

Being evaluated does not guarantee that absence documentation will be issued. Students who are medically stable and able to safely participate in academic activities may be advised to attend class.

When Absence Documentation May Be Appropriate

Academic absence documentation may be considered when symptoms significantly impair a student's ability to safely and meaningfully participate in class. Examples may include:

• Fever of 100.4°F or higher
• Active vomiting or diarrhea
• Significant pain affecting concentration or participation
• Acute injury limiting safe mobility
• Significant fatigue or weakness
• Symptoms requiring temporary isolation
• Other clinically significant functional impairment

Mild upper respiratory symptoms without fever, minor soreness, mild headache, stable chronic conditions, or similar mild symptoms generally do not require missing class.

Performing Arts & Physically Demanding Courses

For dance, theatre, athletics, and other physically demanding coursework, a student may be restricted from physical participation without requiring a full class absence.

When clinically appropriate, documentation may specify activity restrictions such as no dance, choreography, lifting, stage combat, athletic conditioning, or other physical activity. Students who are medically stable may still be expected to attend class in an observational or modified capacity.

Three-Absence Limit

Students may receive documentation for up to three (3) clinician-approved health-related academic absences per semester from Student Health Services. After reaching this limit, documentation for additional absences must be obtained from an outside licensed healthcare provider.

Activity restrictions and athletic clearance documentation do not count toward the three-absence limit unless a full class absence is medically warranted.

How Documentation Is Submitted

All academic absence documentation from Student Health Services is submitted electronically through the University's internal systems.

Student Health Services does not provide paper excuse notes for students to deliver to professors.

Student Health Services provides medical documentation, not academic excuses. Documentation confirms that a student was evaluated and reflects the clinical findings at the time of assessment. Faculty determine whether an absence is considered excused according to individual course policies. Submission of medical documentation does not guarantee that an absence will be excused.

Work Notes

Student Health Services does not provide documentation excusing students from employment responsibilities. Students should follow their employer's policies regarding absences and medical documentation.

Athletic Clearance

Student Health Services may provide medical clearance for student-athletes returning to practice or competition following an illness or injury, as required by Athletic Department policies. Athletic clearance does not count toward the three-per-semester academic absence limit.

Extended Illness or Medical Leave

Students experiencing a prolonged illness, hospitalization, or ongoing medical condition may be referred to Academic Affairs, Disability Support Services, or an outside healthcare provider for additional support.

Medical Documentation Is at the Discretion of Student Health Services

Medical documentation is issued at the discretion of Student Health Services based on clinical evaluation, professional judgment, and the degree to which an illness or injury affects a student's ability to participate in academic activities.

Being evaluated by Student Health Services does not guarantee that academic absence documentation will be provided. If the evaluating clinician determines that a student is medically stable and able to safely participate in class, absence documentation may not be issued.

Student Health Services is committed to protecting the privacy, confidentiality, and security of student health information. Health information maintained by Student Health Services is treated as confidential medical information, with access limited to authorized personnel based on their role and operational need.

Your Health Information Is Confidential

Student Health Services does not release your health information to faculty, University staff, parents or guardians, employers, or other third parties without your authorization, except when disclosure is permitted or required by law. Situations in which information may be disclosed without authorization may include:

• Medical emergencies when information is necessary for treatment
• Required public health reporting
• Situations involving a threat to the safety of the student or others
• Court orders, subpoenas, or other legal requirements
• Continuity of care with other healthcare providers when appropriate

Access to Your Medical Records

Students may request access to or copies of their own medical records and may request correction of inaccurate information as permitted by law. Medical record requests must be submitted in writing and may take up to five (5) business days to process. Students are responsible for providing their medical documentation to faculty, employers, or other individuals when needed. Student Health Services does not serve as a repository for distributing academic or disability documentation.

Electronic & Paper Records

Active student health records are maintained securely in Practice Fusion, and secure patient communication is available through the FollowMyHealth Patient Portal. Records created before implementation of the electronic health record are maintained in secure, locked storage with access limited to authorized personnel.

Parents & Guardians

For students age 18 and older, Student Health Services does not release health information to parents or guardians without the student's written authorization except when disclosure is legally permitted, including certain emergency situations.

For students under age 18, information may be disclosed in accordance with applicable law and University policy.

Privacy in the Health Center

Student Health Services takes reasonable measures to protect student privacy during care, including using private examination rooms, limiting conversations in shared areas, and maintaining discretion at the front desk. Students may request additional privacy accommodations when needed.

Communicating About Your Health

The FollowMyHealth Patient Portal is the preferred method for secure health-related communication.

Standard email is not considered a secure method for communicating confidential health information. Students should avoid sending detailed or sensitive medical information by email. If sensitive health information is received by email, Health Center staff may provide limited general guidance and redirect the conversation to the patient portal, telephone, or an in-person visit.

Email should never be used for urgent or emergency medical concerns.

Student Health Services is committed to maintaining a safe, respectful, and functional healthcare environment for students, staff, and visitors. Everyone accessing or present within the Health Center is expected to follow these standards.

Respectful & Safe Behavior

Students and visitors must treat Health Center staff and others with respect and professionalism. Verbal abuse, threats, intimidation, physical aggression, disruptive behavior, and unsafe behavior are not permitted. Individuals engaging in disruptive or unsafe behavior may be asked to leave the Health Center and may be referred to Campus Police or Student Conduct when appropriate.

Privacy of Others

Everyone within the Health Center must respect the privacy and confidentiality of others. Sharing or attempting to access another person's health information is prohibited. Photography, video recording, or use of personal devices to capture information within the clinical area is not permitted.

Appointment Expectations

Students are expected to arrive on time for appointments and cancel or reschedule appointments according to Student Health Services appointment procedures. Late arrivals or repeated missed appointments may result in rescheduling or restrictions on future scheduling access.

Substance Use & Impairment

Alcohol and illegal substances are not permitted within the Health Center. Students who present under the influence of alcohol or other substances will be assessed for safety and managed or referred based on their clinical needs. Disruptive or unsafe behavior associated with substance use will not be tolerated.

Safety & Staff Instructions

Students and visitors are expected to follow instructions provided by Health Center staff when necessary for safe and appropriate care. During an emergency, compliance with staff direction is required to protect the safety of everyone involved.

Health Center Property & Resources

Health Center property, medical equipment, supplies, and wellness resources must be used appropriately. Theft, intentional misuse, or damage of Health Center property or program resources may result in restricted access or referral to Student Conduct.

Harassment & Discrimination

Harassment, discrimination, and intimidation are prohibited. Student Health Services is committed to providing an environment that is respectful and inclusive of all students. Violations will be addressed in accordance with applicable University policies.

Student Responsibilities

Students are responsible for providing accurate and complete health information and for following clinical care instructions and referrals. Incomplete or inaccurate information may affect our ability to provide appropriate care.

Violations

Failure to comply with the Health Center Code of Conduct may result in dismissal from the Health Center, restricted access to services, or referral to Campus Police or Student Conduct. Student Health Services reserves the right to take actions necessary to maintain a safe healthcare environment.

Student Health Services uses several methods to communicate with students. The appropriate method depends on the type of information being discussed.

FollowMyHealth Patient Portal

The FollowMyHealth Patient Portal is the primary and preferred method for secure communication with Student Health Services.

Students should use the patient portal for:

• Secure messages
• Clinical questions
• Test results and follow-up
• Appointment-related concerns
• Appointment scheduling and management

Students are responsible for regularly checking their patient portal and maintaining accurate contact information.

University Email

University email may be used for:

• General and non-confidential information
• Appointment reminders
• Health Center announcements and operational updates

All email communication intended for Student Health Services should be sent to studenthealth@pointpark.edu. Students should not send Health Center requests, medical documentation, appointment requests, or health-related questions to the individual University email addresses of Health Center staff. Messages sent to individual staff accounts may not be monitored when that staff member is unavailable and may not receive a timely response. Using the Student Health Services email account ensures that your message can be appropriately received and addressed by Health Center staff.

Because standard email is not a secure method of communication, students should not send detailed or sensitive health information by email. If confidential health information is sent by email, Health Center staff may limit the response to general guidance and redirect the student to the patient portal, telephone communication with identity verification, or an in-person visit.

Phone

Students may call the Health Center for general questions, scheduling assistance, and other situations when portal communication is not appropriate or feasible. Identity verification may be required before health information can be discussed by phone.

Social Media

Student Health Services social media accounts are used for health promotion, education, events, and program information. Social media direct messages are not monitored for individual healthcare communication and should not be used for medical questions, appointment requests, or urgent concerns.

When We Monitor Messages

Student Health Services monitors communication during normal business hours:

Monday-Friday, 9:00 a.m.-5:00 p.m.
Closed daily from 12:00-1:00 p.m.
Summer hours may vary.

Messages sent outside of normal business hours are not monitored in real time. Portal messages, emails, and voicemails will be addressed during the next business day.

Emergencies & After-Hours Medical Concerns

Student Health Services does not provide after-hours medical care or advice and does not provide emergency services.

Do not use email, voicemail, the patient portal, or social media for an urgent or life-threatening medical concern.

For a medical emergency, call 911 or go to the nearest emergency department.

Respectful Communication

Communication with Student Health Services must remain respectful and appropriate. Disruptive, abusive, threatening, or inappropriate communication may be terminated and may result in referral to Student Conduct.