Final Exam Deferral due to Illness or Other Extenuating Circumstances

In the event of a compelling, incapacitating illness or other extenuating circumstances, students who miss a Final Exam (scheduled during the University's official examination period) may request a Deferral of a Final Exam as per the University's Regulation "Final Exam Deferral due to Illness or Extenuating Circumstances". 

Students must make every effort to write exams as scheduled and are encouraged to discuss the impact of a deferred exam with their Program Director/Chair/Coordinator/Dean’s Office. Deferred exams may impact a student’s ability to progress with their studies into the next term/academic year, prerequisite registration, meet graduation eligibility, and other academic matters.

The granting of a Deferral of a Final Exam will be determined by the Program Director/Chair/Coordinator/Dean's Office. Granting of a deferred exam will not lower the academic standards of the program or courses, and will not remove either the need for assessment or the need for the student to meet essential requirements.

Please review the University's Regulation "Final Exam Deferral due to Illness or Extenuating Circumstances" prior to submitting a Deferral of a Final Exam request. 


Steps to Request a Final Exam Deferral:  

Please carefully review the process required to request a Final Exam Deferral for either an incapacitating illness or extenuating circumstances. 

Incapacitating Illness:

In cases where a student will miss a final exam due to an incapacitating illness, students requesting a deferred exam must:

  • Contact their instructor(s) prior to the scheduled exam time.
  • For first occurrences of an incapacitating illness, a Self-Declaration of Illness/Extenuating Circumstances will suffice and must be sent to the Program Director/Chair/Coordinator/Dean’s Office within 2 business days of the missed exam and illness.
  • For second or subsequent occurrences, the student must meet with their Program Director/Chair/Coordinator/Dean’s Office. In such cases, the student may be asked to provide documentation to ensure the student is receiving support.

The Program Director/Chair/Coordinator/Dean’s Office will inform the instructor and student of the granting of the deferred exam. 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.

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.

 In cases where a crisis/emergency medical situation occurs during an exam that prevents the student who started writing the exam from continuing with the exam, the student must:

  • Report to the instructor and hand in the unfinished exam;
  • The student must arrange to meet with their Program Director/Chair/Coordinator/Dean’s Office. Supporting documentation must be provided within 2 business days. A Self-Declaration will not be accepted.

 

Extenuating Circumstances:

Students may experience personal circumstances beyond their control that directly and substantially impact their ability to write an exam. Extenuating circumstances include but are 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 distinguishes guest

Extenuating circumstances do not include employment or volunteering, personal or family events (e.g., vacation, weddings), general feelings of nervousness relating to academics or exams, or travelling.

Students requesting a deferred exam must:

  • Contact their instructor(s) prior to the scheduled exam and;
  • Provide supporting documentation to the Program Chair/Director/Coordinator/Dean’s Office within 2 business days of the missed exam. In trauma-related cases, a Self-Declaration may also suffice for the first incidence.

The Program Director/Chair/Coordinator/Dean’s Office will inform the instructor and student of the granting of the deferred exam. 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.

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.

Please Note: The Final Exam Deferral is not intended for any of the following reasons below.

  • Accommodations related to a permanent or temporary disability or a retroactive accommodation (see University Regulation: Examinations – Students Registered with Student Accessibility Services or Accommodations for Students with Disabilities or Medical Conditions Policy)
  • Relief related to members of the Canadian Reserve Force (see Policy on Dispensation for Canadian Military Reservists)
  • Students who have completed an exam (see above for retroactive accommodation)
  • Accommodations for religion/creed (see University Regulation: Examinations – Students Requesting Creed and Religious Accommodations) or other human rights grounds (see Human Rights Policy)
  • Accommodations for sexual or gender-based violence (see Sexual and Gender-Based Violence Response Policy)