Dropping a Course After the Last Official Date
Students wishing to drop a course(s) after the last official published date for dropping course(s) may appeal to the Associate Dean (Studies) to be granted permission to drop the course(s). Note that courses in which a student has received a passing grade may not be dropped. Instead students should consider an appeal for CR standing (see Academic Regulation 10.2.2). For more information about Absence and Missed Course Work, see Academic Regulation 6.3).
A Note on Extenuating Circumstances and Late Course Drops:
The Associate Dean (Studies) will grant appeals where extenuating circumstances beyond the student’s control have prevented a student from dropping a course within the published deadline. The following examples illustrate what is or is not considered an extenuating circumstance for dropping a course or courses:
Circumstances not beyond a student's control include the following:
NO = You are an upper-year student and you have not received any type of verbal or written feedback concerning your performance in the course prior to the drop deadline.
NO = You have over-committed yourself by taking on additional work shifts, running for election, serving on student government or other committees, etc.
NO = You are ill earlier in the term (but not in the week or so preceding the deadline).
Extenuating circumstances beyond a student's control include the following:
YES = You or a family member suddenly became quite ill (near the deadline date), or have (has) been ill over a lengthy period of time making it impossible to continue your studies.
YES = You are in university for the first time and have not received any type of verbal or written feedback concerning your performance in the course prior to the drop deadline.
YES = You have suddenly developed a serious personal problem which is consuming much of your time and energy making it impossible to continue your studies.
The following material must be included as a part of the appeal:
- Associate Dean (Studies) Appeal Form [PDF]
- A non-refundable administrative fee (payable by debit, Master Card or Visa). Students may fax credit card information to the Faculty of Arts and Science office at Fax: 613-533-2467 using the Payment Form for Arts and Science Administrative Services [PDF].
- A letter of explanation clearly demonstrating the significantly extenuating circumstances, beyond the student’s control, which prevented him or her from dropping the course(s) by the published deadlines. In cases where students are requesting to drop one or more specific courses (from a larger total, e.g., 12.0 of 30.0 units), students should provide a detailed explanation for the need to drop these specific courses and not others. See also Tips for Writing a Good Appeal Letter.
- A medical certificate or other
documentation that outlines how the personal extenuating circumstances hindered
the student’s ability to drop the course(s) during the published deadlines OR
outlining how the personal extenuating circumstances affected the student’s
academic performance should be provided with the letter. Extenuating circumstances must be supported by official documentation from an appropriate professional.
Students are advised to submit an Off-campus Physician's Note [PDF] if requesting support from a medical professional outside of Health, Counselling and Disability Services.
TIME LIMIT: An appeal to drop a course must be submitted to the Arts and Science Faculty Office within 21 calendar days of the end of the examination period in which the course was offered.
