Academic Consideration for Extenuating Circumstances for Students

The Request for Academic Consideration for Extenuating Circumstances and Self-Declaration of Brief Absence process has changed as of September 1, 2019. The Faculty of Arts and Science no longer accepts the "Self-Declaration of Brief Absence (up to 48 hours)" Form.

You must be an on-campus, online or Bader International Study Centre (BISC) Arts & Science student to submit a request through the online portal (i.e., Arts, Science, Computing, Fine Art, Music, or Kinesiology student, including Concurrent Education). If you are a student from another Faculty (i.e., Commerce, Engineering, Health Sciences or Nursing student, or a graduate student), please contact your Faculty to submit your request, even if you are asking for academic considerations for an Arts & Science course (e.g., an elective course).

Academic Considerations for Extenuating Circumstances

Academic consideration is meant to help you manage a short-term extenuating circumstance that is beyond your control and could affect your academics. This might be a sudden physical or mental illness, a serious injury or required treatment for yourself or a significant other, bereavement (e.g., death of a family member or close friend), or a traumatic event (e.g., sexual assault, divorce). Another example is an absence due to a significant event, such as participating in a varsity championship or performing at a national or international event.

Academic consideration for an extenuating circumstance may include but is not limited to:

  • an excused absence
  • a deferral
  • an extension
  • a modified schedule for assignments, projects, labs, or placements
  • an alternative assignment
  • a re-weighting of term marks
  • permission for an incomplete grade
  • course withdrawal without penalty (this requires an appeal to the Associate Dean of Studies)
  • other consideration deemed appropriate by the Faculty Office.

Your instructor will determine what academic consideration is appropriate for your course based on the academic requirement(s) you may miss and the essential requirements/learning outcomes of the course. All students who receive academic consideration must meet all essential academic requirements/learning outcomes and standards of the course. Academic consideration does not guarantee academic achievement in a course/program.

Extenuating Circumstances are NOT:

  • For students seeking ongoing academic accommodations for a chronic or ongoing health/mental condition, learning disability, or an existing disability. Students seeking ongoing academic accommodations should register with Queen's Student Accessibility Services (QSAS). For further information, please contact the QSAS Intake Coordinator at: qsas.intake@queensu.ca or 613-533-6000, ext. 77628.
  • For students who are experiencing high levels of academic or exam-related stress. Students who do not feel they can meet academic requirements due to experiencing high levels of academic or exam-related stress should seek out support from by contacting the following:
  • For students with a personal or family event (e.g., wedding, vacation, etc.), transportation difficulties, technical issues (e.g., computer breakdown) or competing commitments (e.g., work, volunteering, extra-curricular activities, etc.). Please contact your instructor(s) directly to request academic consideration for these circumstances; please note that your instructor has the discretion to approve or deny your request.
  • For requests related to religious observances. For more information about the university policy on religious holidays, please visit the Faith and Spiritual Life website.

Important:

Requests for academic consideration up to 3 days:

  • You can make one request for academic consideration for up to 3 days without supporting documentation per academic term (i.e., Fall, Winter, Summer). Any additional requests for academic consideration for up to 3 days will require supporting documentation.
  • Requests for academic consideration under 3 days must be submitted as soon as you require academic consideration, and no later than 24 hours after your brief absence  (e.g., if you are requesting academic consideration from September 10-12, you must have your request submitted into this system by September 13 at the latest).
  • Delegates submitting a Request for Academic Consideration for Extenuating Circumstances form and Verification Documentation on behalf of a student should contact the Faculty Office at asc.consideration@queensu.ca or 613-533-6000, ext. 75413 to arrange to complete the proper forms.

Requests for academic consideration between 4 days and 3 months:

  • Requests for academic consideration between 4 days and 3 months should be made as soon as you require academic consideration.
  • All requests for academic consideration between 4 days and 3 months require supporting documentation, which should be submitted within 5 business days of submitting the request or it will be withdrawn.
  • All requests for academic consideration for extenuating circumstances between 4 days and 3 months must be submitted before the course has closed/ended. Generally, requests are not accepted after a term has ended.
  • Delegates submitting a Request for Academic Consideration for Extenuating Circumstances form and Verification Documentation on behalf of a student should contact the Faculty Office to arrange to complete the proper forms.
  • If you have questions, please contact the Academic Consideration Counsellor in the Faculty Office at: asc.consideration@queensu.ca or 613-533-6000, ext. 75413.

Requests for academic consideration during final exam periods:

  • All requests (up to 3 days and between 4 days and 3 months) for academic consideration made during exam periods require supporting documentation.

Request for Excused Absence for Significant Event:

Students who are making a request for academic consideration related to a significant event (e.g., major varsity event or performance) must follow these steps:

1. A minimum of two weeks before the sanctioned event, or as soon as the event is scheduled, complete and submit a Request for Excused Absence for Significant Event Form to the Faculty Office. Before you do, you will need to have this form signed and verified by either:

  • Queen's varsity athletic events require verification from a member of the Queen's Athletics and Recreation senior managment team/Athletics Services Coordinator-Retention (Athletics and Recreation Centre, 284 Earl Street).
  • Other significant events require verificiation from the Vice-Provost and Dean of Student Affairs (Gordon Hall, Room 300, 74 Union Street) or the Student Services office at the Bader International Student Centre (BISC).
You will need to provide the Vice-Provost and Dean of Student Affairs, Queen's Athletics, or the Student Services (BISC) with the following information:
  • A personal statement about why participation in the event is significant to you/Queen's
  • Specific details about what is being missed (i.e., exactly what courses, what tests, what assignments, etc.)
  • A copy of the invitation to participate/details about the competitions that determine who is invited
  • Any other relevant details about the event (e.g., tournament information, schedules, team details, who is participating, etc.)

2. Once your form is signed, please email your form to asc.consideration@queensu.ca. Note: Your request should NOT be submitted in the online portal.

3. As soon as possible, follow-up with your instructor(s) either by email or in-person to discuss how you will be making up the missed academic requirements. This may require you to complete academic requirements prior to being absent for the event.

 

For more information, read the university policy on Academic Consideration for Students in Extenuating Circumstances 

Visit our Definitions page to learn more about the terms we use

See Frequently Asked Questions (FAQs)

Related Resources

Academic Consideration vs. Short-Term Academic Accommodation (STAA) vs. Letter of Accommodation (LOA) – know the difference

 

Submit a Request for Academic Consideration for Extenuating Circumstances