When a Student misses an Exam

In most courses there will be students who miss the exam and appeals to instructors to make up the exam or in some other way to complete the course. To help instructors deal with the missed exam, we are presenting this overview of the options available and some of the relevant factors to consider when selecting an appropriate course of action.  Also included is a list of scenarios that commonly occur, key considerations and implications of possible outcomes.

Relevant factors for instructors to consider:

Sometimes there will be advance notice, such as planned surgery that cannot be put off any longer or a family member’s serious illness reaching a critical stage, other times there will be no notice, such as when a student gets sick or is injured in a car accident the night before the exam.  The way to make up the missed exam may vary from student to student and instructor to instructor, and will depend on a number of factors.  For example, in the case of illness, when will the student be well enough to write?  Has the student had ongoing problems throughout the term, or is the student dealing with an isolated situation?  What proportion of the final grade does exam contribute?  Has all of the work of the course, except the final exam, been completed?  Is the student passing or failing on the basis of work completed? 

Considering the relevant factors, one or more of the options below may be an appropriate course of action. 

Numeric Grade reflecting work completed

If the student has not written the final exam and the instructor has not received a request from the student for alternate arrangements, the mark assigned should reflect the grades earned on the work completed in the course.  In most cases this would be a failing grade, but there are cases in which a student can pass the course without passing (or writing) the final exam. 

Deferred Exam – ED

ED is the transcript notation used when an instructor has given the student permission to write a deferred examination.  Permission may be granted to postpone an examination for up to one year (based on demonstrated extenuating circumstances), and should be given to the student in writing.  It is the instructor’s responsibility to notify the student of the alternate exam date and location and to administer the exam.  Please check the Registrar's website for more information.   

Aegrotat Standing –  AG

AG, preceded by a numeric grade, or AG preceded by CR, is the transcript notation used when both the instructor and the Associate Dean (Studies) has approved a student’s request for aegrotat standing.   Students who, because of documented  illness or other extenuating circumstances beyond their control, are unable to complete all the work of the course, particularly the final examination, must appeal in writing to the instructor and to the Office of the Associate Dean (Studies) for aegrotat standing. Normally at least 60 per cent of the work in the course must be completed.  If this request is granted, the instructors involved will be asked to provide an estimated final grade or, if that is not possible, to advise whether the student may be granted credit for the course without a grade.

Credit Standing – CR

CR is the transcript notation used when the Associate Dean (Studies) has approved a student’s request for credit standing.  Students who completed all of the work of the course, including the final examination, but due to documented illness or other extenuating circumstances beyond their control, earned a substantially lower passing grade than might have been expected, may appeal in writing to the instructor and to the Office of the Associate Dean (Studies) for credit standing. The Associate Dean (Studies) will consult with the instructor before reaching a decision on the appeal.  If the appeal is granted, the notation CR will be entered as the final grade in the course.