If you miss an exam or other coursework due to extenuating circumstances, a special allowance known as an academic concession may be considered.
Extenuating circumstances may be due to one of the following reasons:
An academic advisor can help you to determine your best course of action and refer you to the appropriate support services so that you can successfully complete your studies. Please be prepared to provide supporting documentation as outlined below.
Learn more about:
Requesting an academic concession
If you miss an exam or other coursework for one of the reasons listed above:
- Submit an online Academic Concession Request to the Undergraduate Office (UGO) within 48 hours of your absence to request an academic concession. You should also notify your instructor as soon as you know that you will be missing an exam or other coursework. Be prepared to submit supporting documentation as outlined below.
- The UGO will assess your documentation and contact your instructor to confirm that you are in 'good standing' in the course. To be in 'good standing' you must have regularly attended classes, completed all assignments and completed all midterm exams. Note: only students who are considered to be in "good academic standing" can be granted concessions.
- You must discuss your request with an academic advisor at the UGO, by phone or in-person, within 72 hours of submitting the online form for your request to be considered. You may contact the UGO at email@example.com or by telephone at 604.822.8333 to book an appointment.
Submitting supporting documentation
Print the Verification of Student Illness/Injury form for your doctor to complete. Upload the completed form with the online Academic Concession Request. If you have not obtained documentation when you complete the online request, submit official documentation to the UGO within 48 hours thereafter. Please be aware that requests with insufficient or backdated (i.e., obtained after the time of the illness or injury) documentation may not be approved.
If you have any concerns about your documentation, please discuss this with an academic advisor in the UGO. Official documentation from UBC resources (Access & Diversity, Student Health Service, Counselling Services) or the UBC Village Medical and Dental Clinic are acceptable alternatives to the Verification of Illness form, as is a medical letter on official letterhead from your doctor’s office, dental clinic, or hospital.
Please note that all medical documentation must include the following information:
- Your full name.
- The date that the healthcare provider saw you.
- The duration of your illness or impairment.
- The signature of the healthcare professional.
In the case of an on-going disability/impairment, please consult the information provided by Access and Diversity (A & D).
If you have any questions about registering with A & D, or what their documentation requirements are, you are also welcome to visit them in Brock Hall - 1874 East Mall Room 1203.
You can also talk to an academic advisor at the UGO to determine if you should consider registering with A & D.
An obituary, death certificate, or other appropriate documentation is required.
Considerations for other types of supporting documentation will be at the discretion of the academic advisor in the UGO. Note that advisors are not obligated to approve all concession requests, even if some form of supporting documentation is provided. If your request falls into this particular category, carefully consider whether the nature of your circumstances are indeed ‘unforeseen.’ If you are unsure, please be sure to meet with an academic advisor. We are happy to go over the details of your request with you.
Once you have started an exam, the grade you earn will stand
If you are sick or experiencing other problems that could affect your performance, you are strongly urged to see a doctor and consult with an academic advisor before your exam. You will not be given another opportunity to increase your mark if you have already started an exam.
Deferred Standing for missed final exams
A Deferred Standing may be granted for not completing course requirements as scheduled. Once you are approved for an academic concession, a Deferred Standing (also referred to as Standing Deferred or 'SD') will be granted for your course, meaning that your course grade will stay incomplete until you have taken the exam or finished outstanding coursework. If you have been granted a Deferred Standing in a course requiring a final exam, you will write it during the official deferred exam period set by Enrolment Services unless alternate arrangements have been made.
It is your responsibility to ensure that you download materials needed to complete the course and prepare for the exam. All course materials on Connect may not be accessible after the end of the term.
Completing requirements for courses with Deferred Standing
If you receive Deferred Standing (an 'SD') in the winter session, you must complete all outstanding course requirements by the following August 23. If you receive Deferred Standing in the summer session, you must complete all outstanding course requirements by the following December 25.
Deferred Standing may postpone your registration for the next winter session
If you have been granted Deferred Standing in any winter session courses, we may not be able to determine your eligibility to continue or to be promoted to the next year level until you have completed all coursework and a final grade(s) has been posted. Where possible, we will use interim grades (grades achieved to-date in Deferred Standing courses, assuming zeroes for uncompleted coursework) to calculate your average. If you do not meet continuation/promotion requirements based on interim grades, your overall sessional average will be reassessed once your final grade(s) is posted; this may delay your registration for the next winter session.
Do not make travel plans until you know your exam schedule
Do not make travel arrangements or personal commitments until the exam schedule has been published or you have confirmed your final exam date with your instructor. Resulting conflicts will not merit any exam accommodations.