Request for academic concession

Law students: check with the Office of the Associate Dean, Academic and Student Relations before proceding.

Learn more about your options when your academic performance is affected by injury, affliction or illness.

A student who is affected by illness, accident or family affliction should immediately consult with a health professional. In such cases, the student may apply for an academic concession.

The ombudsperson, , has created a great explanation of the UVic policies and procedures through real student examples. 

The steps taken to request academic concession depend on:

  • Whether or not the student is able to complete the coursework
  • Date in the term
  • Circumstances for the request

If the request is submitted after 10 working days, additional documentation may be required to support the delayed request.


Able to complete the coursework ...

Before the instructor submits the course grades

If your academics are affected but you will complete the coursework before the instructor submits the course grades at the end of the term:

Make arrangements with the intructor to complete the course requirements before the instructor submits your course grade at the end of the term.

You may request a deferral or substitution of a mid-term test/examination or of other work which is due during the term directly from the course instructor.

After the end of term

If your academics are affected but you are able to complete the coursework after the end of the term:

Not able to complete the coursework ...

Before academic drop deadline

If you cannot complete the coursework and it is before the academic drop deadline, the last day for dropping courses without penalty of failure (see academic calendar important dates):

  • A request for academic concession is not required
  • Drop the course online in My page
  • If seeking a fee reduction/refund see fee reduction appeal (FRAC) information

After academic drop deadline

If you are unable to complete the coursework after the academic drop deadline, the last day for dropping courses without penalty of failure (see academic calendar important dates):

Additional information

If you are on student loans, receiving scholarships or bursaries

Please conact Student Awards and Financial Aid before:

Dropping a course(s) Changes in course load could negatively impact your eligibility for funding

Deferring a course and are receiving government issued student loans.  Some government aid programs have strict timelines regarding the completion of deferred coursework.  Not meeting these deadlines could negatively impact your eligibility for funding.

Withdrawing from studies could negatively impact your eligibility for funding.  If you are withdrawing due to extenuating circumstances there are opportunities for appeal related to your student loans, scholarships and bursaries.

Deadline for completing deferred coursework or exams

If deferred status is granted, any required course work (including exams) must be completed by the date specified by the instructor. If no date is specified, any required course work (including exams) must be completed no later than the end of the following term.

  • Courses ending in December must be completed by April 30
  • Courses ending in April must be completed by August 31
  • Summer Studies courses must be completed by December 31

Please note students are responsible for checking for deferred approval on My Page and making arrangements with instructors for course completion.

Approved deferred status may be extended beyond the above deadlines only in exceptional circumstances and only with the written permission of the Dean (or designate) of the student’s faculty.

To apply for an extended deferral, a student must submit a new Request for Academic Concession form with updated documentation to Undergraduate Records.

 


RAC options

Acceptable forms of documentation include: medical note from health care provider that includes the dates and nature of the illness, a letter/referral from a counseling professional supporting the request or in the case of compassionate requests, an obituary, death certificate or other official documentation of the situation.

If submitting a Request for Academic concession, the “Professional Statement in Support of Request for Academic Concession” (pages 3 and 4 of the request) is considered supporting documentation.

If the request is submitted after 10 working days, additional documentation may be required to support the delayed request.

Description

Provides additional time to complete course requirements by a deadline that was agreed to by you and the instructor.

Timeframe for submission

Complete the Request for Academic Concession (RAC) normally within 10 working days of the end of the examination period for the term in which the course is taken.

Grade on transcipt

DEF on both official and administrative transcript.

Decision maker

Instructor & chair of the department offering the course.

Refund available?

No

Description

Provides additional time in exceptional circumstances to extend beyond the initial DEF completion deadline.

Timeframe for submission

Complete the Request for Academic Concession (RAC) before the initial deferral deadline.

Grade on transcipt

DEF on both official and administrative transcript.
DEF is replaced by final grade after the deferred deadline. A failing grade will be assigned if course work is not complete.

Decision maker

Associate Dean of the faculty for student’s program.

Refund available?

No


Description

Official note assigned when documented illness or similar affliction affected academic performance or prevented completion of course work.

Timeframe for submission

Complete the Request for Academic Concession (RAC) noramlly within 10 working days of the end of the examination period for the term in which the course is taken.

Grade on transcipt

AEG on both official and administrative transcript.

Decision maker

Instructor & chair for current session.
Associate Dean of the faculty for student’s program for past sessions.

Refund available?

No

Description

Registration inactivated when a DEF or AEG cannot be approved.
Courses with this status are excluded from the calculation of all grade point averages.

Timeframe for submission

Complete the Request for Academic Concession (RAC) normally within 10 working days of the end of the examination period for the term in which the course is taken.

Grade on transcipt

WE on both official and administrative transcript. This is defined on the official transcript legend as “Withdrawn Extenuating Circumstances”

Decision maker

Associate Dean of the faculty for student’s program.

Refund available?

Yes.
Can appeal to Fee Reduction Appeals Committee (FRAC) if refund not approved by Associate Dean.

In conjunction with a Request for Academic Concession (RAC), as opposed to an online drop before the academic drop deadline.

Description

Removal of Registration Status when DEF, WE or AEG are not viable options.
Courses with this status are excluded from the calculation of all grade point averages.

Timeframe for submission

Complete the Request for Academic Concession (RAC) normally within 10 working days of the end of the examination period for the term in which the course is taken.

Grade on transcipt

In some cases, will display on the administrative transcript (depending on drop date).
No record of this course drop will appear on the official transcript.

Decision maker

Associate Dean of the faculty for student’s program.

Refund available?

Yes.
Can appeal to Fee Reduction Appeals Committee (FRAC) if refund not approved by Associate Dean.