Final Exam Deferral Due to Illness or Other Extenuating Circumstances

(Final exams only. Does not include missed mid-terms)

Students may on rare occasions be incapacitated and unable to write a scheduled final exam due to extenuating circumstances or illness.  In this scenario, students may use this form to request to defer a final exam. A final exam is defined as one that is scheduled during the University’s official examination period in December or April).

  • Students may only submit and receive one self-declaration for a final exam during their program of study (unless there are 2 exams scheduled on the same day of incapacitation/extenuating circumstances). 

  • Students must discuss with their Program Director/Chair/Graduate Coordinator consideration if requesting to defer multiple or subsequent exams.  

Is this process used only for final exams?

Yes, this process is related to final exams only. A final exam is defined as an examination that is scheduled during the University’s official examination period in December or April.  For other work such as mid-terms, or assignments etc., you may instead refer to the process for Missed or Late Academic Term Work.

What is covered?

Extenuating circumstances or incapacitating illnesses including but, not limited to:

  • Bereavement
  • Traumatic event/series personal or family crisis
  • Immigration related requirements
  • Legal obligations
  • Officially representing the university at a sanctioned varsity athletics event (provincial, national, international competitions)
  • Invitation to showcase achievement or share an exceptional talent or ability on a provincial, national or international stage as a distinguished guest
  • Compelling incapacitating illness

What is not covered?

The following are examples of events that are not covered by this regulation:

  • Employment.
  • Volunteering.
  • Personal or family events (e.g., vacation, weddings).
  • General feelings of nervousness relating to academics or exams.
  • Travelling.

What is the process? 

Student’s first time submitting a request:

  1. In the event of illness or other extenuating circumstances, the student should review the regulation for further details: “Final Exam Deferral due to Illness or other Extenuating Circumstances ”, and contact their instructor prior to the scheduled exam time.
  2. The student may compete this Self-Declaration form (exam deferral request) if they wish to request an exam deferral. A copy of the self-declaration request will be sent to the Program Advisor for a decision and they will approve the request, or decline it, if appropriate. A copy of the response will be sent automatically back to the student.
  3. For students who are granted an exam deferral, instructors will submit an Incomplete mark (INC). A final grade will then be submitted following the deferred exam, if applicable.
  4. It is the student’s responsibility to coordinate with the instructor the writing of the deferred exam on either the exam contingency date or during the next Special Exam period, normally the Special Exam period. In the event that the exam contingency date is exercised for final exams, the following business day will be used for the deferred exam. Students who write a deferred exam during the Special Exam period will not be permitted to write a Special Exam for the same course should they qualify. Default of a deferred exam will result in a failure for that exam.
  5. The student will be charged a $35 fee to their account if the deferred exam request is approved.
  6. Students who have exceed one (1) exam deferral during their program may no longer submit a self-declaration form. Students are then strongly encouraged to meet with their Program Advisor and seek support from a health care professional or counsellor, if appropriate.
  7. If the Director/Chair/Coordinator/Dean’s Office meets with the student and agrees to allow them to reschedule their final exam, they will email the instructor to advise of the decision.

Student’s second time (or more) submitting a request: 

  1. For students who are granted an exam deferral, instructors will submit an Incomplete mark (INC). A final grade will then be submitted following the deferred exam, if applicable.
  2. It is the student’s responsibility to coordinate with the instructor the writing of the deferred exam on either the exam contingency date or during the next Special Exam period, normally the Special Exam period. In the event that the exam contingency date is exercised for final exams, the following business day will be used for the deferred exam. Students who write a deferred exam during the Special Exam period will not be permitted to write a Special Exam for the same course should they qualify. Default of a deferred exam will result in a failure for that exam.
  3. The student will be charged a $35 fee to their account if the deferred exam request is approved.

Notes:

  • If the request to defer a final exam is approved, a $35 fee will be applied to the student's account. 
  • The student may submit 2 of these request forms only if they have 2 exams on the same date of incapacitation, this form will cover those exams but cover any before/after that date. If the student has multiple days of incapacitation, they must discuss solutions with the Chair of the Department. 

Where can I find the Regulation?

Learn more by reviewing the University Regulation: "Final Exam Deferral due to Illness or Other Extenuating Circumstances"