Queen's University

Academic Consideration for Extenuating Circumstances for Students

 

For COVID information, see our Student FAQ section.

This page aims to inform students and instructors/staff about the Academic Consideration process and how it can assist students in completing academic requirements when experiencing extenuating circumstances in the Faculty of Arts and Science.

If this does not apply to you, please see the “Who qualifies for Academic Consideration in the Faculty of Arts and Science?” question below for information on where to access resources for your specific Faculty.

Instructors, make sure you check out our Instructor FAQs below and the Academic Consideration Instructor Handbook for great information.

Submit a Request for Academic Consideration for Extenuating Circumstances

What is Academic Consideration?

Academic Consideration is a process for the university community to provide a compassionate response to assist students experiencing a short-term extenuating circumstance.

Consideration is based on the principle of good faith, wherein the university and instructors understand that student circumstances and documented requests are legitimate.

Similarly, students are requested to understand that the university and instructors will provide academic considerations that are deemed to be in the best interest of the student while meeting essential academic requirements and standards.

Consideration options are at the discretion of the Professor and may include:

  • 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 options at the discretion of the Professor

Academic Consideration is governed by the University Senate Academic Consideration for Students in Extenuating Circumstances Policy.

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Which circumstances qualify for Academic Consideration?

Unforeseen extenuating circumstances that may impact or impede a student’s ability to complete their academics. Some examples are:

Health Condition or Injury 

  • Short-term physical or mental illness (e.g., stomach flu, mononucleosis, pneumonia, short-term anxiety or depression) 
  • Serious injury (e.g., concussion or broken bones) 
  • Treatment (e.g., surgery, medication, vaccination) 
    • Please note that Academic Consideration is only eligible for the day of the vaccination. If you are having a reaction to a vaccine, you will be required to submit additional supporting documentation (Please see the “Supporting Documentation” section for more information.).  

Traumatic Event/Confidential 

  • Bereavement (e.g., death of family member or close friend)  
  • Serious injury or illness of significant other/family member (e.g., car accident, palliative care) 
  • Required treatment of a significant other/family member (e.g., surgery) 
  • Traumatic event (e.g., divorce, sexual assault, social injustice) 

Technological (for Remote students ONLY)

  • Unforeseen technological challenges (e.g., computer malfunction, intermittent internet access, reduced access due to firewalls in some countries)  

Requirements by Law or Public Health Authorities 

  • Court Dates (e.g. jury duty, summons)
  • Isolation due to COVID exposure

Significant Event

  • Varsity Athletic Event
  • Non-Varsity Athletic Event
  • Serving in the Reserve Forces
  • Other (i.e: distinguished guest, etc.)

Other

  • If you are experiencing an unforeseen extenuating circumstance not listed above and are unsure if it would qualify, please contact the Academic Consideration Team at asc.consideration@queensu.ca.
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Which circumstances do not qualify for Academic Consideration?

The following circumstances are not covered by the Academic Consideration policy. Please contact your instructor(s) directly to discuss requests that do not qualify for Academic Consideration. Your instructor(s) have the discretion to approve or deny your request. 

  • Academic Accommodations:Students seeking Academic Accommodations for a chronic or ongoing health/mental conditions, learning disability, or an existing disability should register with Queen's Student Accessibility Services (QSAS). For further information, please contact the QSAS Intake Coordinator at: qsas.intake@queensu.ca. See Academic Accommodation VS Academic Consideration section below for more information. 
  • Academic/Exam Related Stress: Students who are not able to meet academic requirements due to experiencing high levels of academic or exam-related stress should seek out support by contacting the following:
  • Personal: Family events (e.g., wedding, vacation, etc.) or competing commitments (e.g., work, volunteering, extra-curricular activities, etc.) are not covered by this policy as they are planned, foreseeable commitments. If you are a reservist, please see the Significant Event section for more information.
  • Religious observances: These are covered by the university policy on religious holidays. The process for these requests is outlined on the Religious Accommodation page on Queen’s Faith and Spiritual Life website. If you require assistance or academic support, please contact the University Chaplain at: 613-533-2186 or chaplain@queensu.ca.
  • Chronic technological difficulties: Regardless of study location (ie: on campus, online or remote), long-term or ongoing technological challenges (e.g., persistent hardware/software failure, prolonged poor internet coverage, lack of planning or knowledge of program software/OnQ, missing notifications/reminders, use of unsupported/out-of-date software) are not covered as it is the student’s responsibility to ensure they have access to the tools they require for their studies.
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Who qualifies for Academic Consideration in the Faculty of Arts and Science?

Undergraduate Arts and Science students, including those studying on-campus, online or at the Bader International Study Centre (BISC), are eligible to use the Academic Consideration Request Portal when experiencing an extenuating circumstance (please see “Definitions” section for more information).

 

If you are not an Arts & Science student, please see the Academic Consideration departments across campus list under the “Info for Faculty and Staff” section and “Faculty/School Office Contacts for the Academic Considerations” drop down to find the appropriate contact for your Faculty.

If you are a graduate student studying within the Faculty of Arts and Science, please speak with the School of Graduate Studies.


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Applying for Academic Consideration

General Process

All requests for Consideration must be submitted through the Academic Consideration Request Portal . 

Requests submitted to the portal will be reviewed by the Faculty Office’s Academic Consideration Team.  The team will verify the timeline and severity of impact of the extenuating circumstances based upon the supporting documentation provided by the student (please see “Supporting Documentation” section for more information). All documentation submitted through the portal is confidential and will not be shared directly with professors.  Once the request has been reviewed, a confirmation email stating the verified dates and severity will be sent to the student and instructors.  It is the student’s responsibility to contact their Professor(s) to arrange for Academic Consideration once their circumstance has been verified by our staff.

Types of Academic Consideration Requests

3-Day Requests

Requests for Academic Consideration under 3 days must be submitted within 4 days of the beginning of the extenuating circumstance (eg. if you are requesting Consideration for September 1, you must have your request submitted into this system by September 4 at the latest).

A reminder that our office validates that you are experiencing an extenuating circumstance over a certain period of time. Requests should therefore include the due date of a deliverable as, if you were not experiencing an extenuating circumstance on this date, the deliverable should be handed in on time.

Courses that have flexible deadlines, universal design, or Academic Consideration built into the course already may not be eligible for 3-day requests. Please check your course syllabus to verify 3-day requests for Academic Consideration apply to your course.

Without Documentation

Each student can make one request for Academic Consideration for up to 3 days without supporting documentation per academic term (i.e., Fall, Winter, Summer). These types of requests cannot be used during the exam period, nor can they be withdrawn once used. After you have used this request, all subsequent requests for the remainder of the term will require documentation.

For additional guidance on submitting this type of request, please see the “Academic Consideration Resource Guide – 3-Day, No Doc.” 

With Documentation

Once students have used their 3-day request without documentation, all additional requests for Academic Consideration for the remainder of the term will require supporting documentation.

For additional guidance on submitting this type of request, please see the “Academic Consideration Resource Guide – 3-Day with Supporting Doc.” 

4-Day to 3-Month Requests

Requests for Academic Consideration between 4 days and 3 months should be made as soon as the student’s need is apparent. Delays may limit the Consideration options available to you. 

This type of request requires supporting documentation, which needs to be submitted within 5 business days of submitting the request. If supporting documentation is not submitted, your request may be withdrawn.

All requests between 4 days and 3 months must be submitted before the end of term. For full-year courses, requests must be received during the semester for which you are requesting Academic Consideration. Case-by-case exceptions can be made in extreme cases (ie: the student is in a coma or otherwise incapacitated). Please contact our team at asc.consideration@queensu.ca if you have questions. 

For additional guidance on submitting this type of request, please see the “Academic Consideration Resource Guide – 4-Day to 3-Month.”

Significant Event Requests

Students who are participating in a Queen’s Varsity Athletics event, an event to which you are invited as a distinguished guest or participating as a student reservist in military sanctioned event can submit a Significant Events request. These events can be at the provincial, national, or international level. 

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 (see Extenuating Circumstances – Info for Students – Forms). You will also need to provide 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 (i.e., tournament information, schedules, team details, who is participating)

Please submit your completed application based upon the information listed below:

  • Varsity Athletic Events:
    • Senior Member of Athletics and Recreation Staff as directed by your team or clubs coach or coordinator.
  • Non-Varsity Athletic Events, Student Reserve Forces or other Significant Events:
  • BISC Students:
    • Student Services office in Garden Cottage at the Bader International Student Centre (BISC), or email Sam Edgars, Assistant Manager s_edgars@bisc.queensu.ac.uk.
  • If you have questions or need support:

Once you have received a completed “Request for Excused Absence for Significant Event/Activity” form, please submit a request in the Academic Consideration Request Portal.  

For additional guidance on submitting this type of request, please see the “Academic Consideration Resource Guide – Significant Events.” 

Application Tips 

  • Consideration is granted by the extenuating circumstance, not by the course, so only one request per circumstance is required. You can add as many courses as you need to your request.
  • Before submitting your request through the portal, you will need to gather the following information: 
    • The course name and number (e.g., PSYC 100) of all courses for which you are requesting academic consideration
    • The Instructor or Course Coordinator's name and their Queen's email address for each course in your request (you can find this information in the course syllabus or OnQ)
    • Information regarding the missed deliverable (missing a test, assignment, tutorial, etc.)
    • Supporting documentation (please see Supporting Documentation section)
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Supporting Documentation

Students can provide a variety of documents to support their request for Academic Consideration:

Health Condition or Injury 

  • Verification of Personal Health Condition Form (see supporting documentation on Forms | Student Wellness- Fillable form)
  • A medical report, or medical prescription
  • A note from a health care professional or other professional (i.e., doctor, nurse practitioner, social worker, counsellor, occupational therapist)  

Traumatic Event/Confidential 

  • Verification of Confidential Extenuating Circumstances Form (see supporting documentation on Forms | Student Wellness - Fillable form)
  • An obituary or death certificate
  • An accident report or police report
  • A court order
  • News article of social injustice (3-Day requests only)

Technological (for Remote students ONLY)

  • Dated receipt of repair (e.g., to demonstrate hardware/software repair)

Attestation Form (For 3-Day Requests ONLY)

Note: Attestation forms cannot be used as supporting documentation for requests that are longer than 3 days.

  • If you are unable to obtain supporting documentation and have already used your 3-Day request without documentation, you may be eligible for an Attestation Form. 
    • An Attestation Form is a document that you fill out and sign if you are requesting Academic Consideration but do not have supporting documentation to support your request for up to 3 days. By filling out and signing the form, you agree that your request is made in good faith and that any false or misleading information provided constitutes a breach of academic integrity, which could result in you being subject to the University’s Academic Integrity procedures.
    • To obtain an attestation form, please email asc.registration@queensu.ca.  Please title your email "Attestation Request".  Please include your name, student number and the dates of your request in the body of the email.  If you fail to include this information, there may be a delay in processing your request.

Translated Documents

As an English language school, Queen’s does not have the capacity to translate supporting documentation from other languages. To be able to assess the severity and timeframe of an extenuating circumstance, we require documentation in English.  Here are some options you can explore to provide our office with the information we require: 

  1. Visit Forms | Student Wellness to download the Verification of Personal Health Condition or Verification of Confidential Extenuating Circumstances forms. These forms can be completed by a Provider and attached to your request.  
  2. If you are unable to obtain documentation in English, our office requires a verifiable translation. Please use one of the following two options below to translate your document:
  • Translation by Person: The translation must be provided by someone other than yourself and preferably by someone other than a family member. To accept this translation as valid, the translator must submit:
  • Translation by Computer-Generated Software: This translation can be completed on your own. To accept this translation as valid, you must submit: 
    • A completed Certificate of Translation
    • A copy of original document
    • Screenshots/photos/scans of a computer-based translation program (i.e: Google Translate) showing the translation of the information contained in your document to English

If you are having trouble gaining access to documentation in English, please contact asc.consideration@queensu.ca(link sends e-mail) for further assistance.

Other 

  • If you have access to other forms of supporting documentation, please upload it to your request in the Academic Consideration Request Portal. If our team has questions about your documentation, we will follow up with you.
  • If you need assistance in obtaining supporting documentation, please contact the Academic Consideration Team at asc.consideration@queensu.ca to discuss further.
  • For 4-day to 3-month requests: If you do not yet have access to your documentation, you will have 5 business days to provide it to our team. You may submit a request in the Portal and select “Documentation not yet available.” Once received, please attach documentation to your request in the Portal.
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What happens after my request has been confirmed?

Students are required to follow up with their instructors (as per the directions listed in their syllabus) as soon as possible to discuss Academic Consideration options available. Delays in contacting the course instructor may limit the consideration options available. 

Course instructors will determine what Academic Consideration is appropriate for your course based on the academic requirement(s) you may miss and the essential academic requirements learning outcomes of the course (please see Definition section). All students who receive 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.

Should Instructors and/or students have any questions or require further support, they are encouraged to contact the Academic Consideration Team directly at: asc.consideration@queensu.ca or 613-533-2470 (option 4).


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Academic Consideration Vs. Academic Accommodation

Academic consideration is a good faith process allowing for a compassionate response for students experiencing an extenuating circumstance. Academic consideration is a Queen’s University Policy, and does not fall under the Ontario Human Rights code, meaning there is no duty to accommodate requests made through this process. This means that Instructors have discretion how and whether Consideration can be granted. 

Academic accommodations are put in place to equalize learning opportunities for students with visible and non-visible disabilities. This involves removing barriers caused by unique student functional impacts, allowing students to fully access the academic environment. Under the Ontario Human Rights Code, Queen’s University, made up of all members of the Queen’s community have a responsibility to uphold the Duty to Accommodate students with disabilities.  

For both academic consideration and academic accommodation students must continue to meet all essential academic requirements and standards of the course. Receiving either an academic consideration or an academic accommodation does not guarantee success in a course. 

The following describes some of the academic accommodations that may be approved for a student as part of the academic accommodation process.  

  • Extra time when completing a quiz, test, or exam;  
  • A different location to write a quiz, test, or exam; 
  • Use of computer, adaptive technology, note-taking, alternate formats (e.g., receiving textbooks in audio and/or electronic format): 
  • Extensions on assignments, etc.  

Students seeking academic accommodation related to a chronic or ongoing physical or mental health condition, learning disability, or an existing disability are encouraged to review the Queen’s Student Accessibility Services (QSAS) website.  If you need assistance, or your question is not answered on the website, please contact the Intake Coordinator at qsas.intake@queensu.ca or by calling 613-533-6000, ext. 77628. 

For more information see the “Accommodation vs Consideration” section in the Academic Consideration Instructor Handbook OR review our handy “Consideration vs. Accommodation” Cheat Sheet for more information.

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Definitions

Academic Integrity

Academic integrity provides the foundation for learning, teaching, research and service at Queen’s University. Any behaviour that compromises the values of honesty, trust, fairness, respect, and responsibility is considered a departure from academic integrity and may be subject to remedies and sanctions as established by the Faculty of Arts and Science. Providing any false or misleading information, or using the forms contained in the Procedures for Academic Considerations for Students in Extenuating Circumstances to delay or avoid fulfilling academic requirements constitutes a departure from academic integrity and will be investigated. 

Essential Academic Requirements

Essential academic requirements and standards refer to the knowledge and/or skills that must be acquired and/or demonstrated, for a student to successfully meet the learning outcomes of a course or academic work.

Extenuating Circumstances

Extenuating circumstances refer to a personal circumstance beyond the student’s control that temporarily interferes with the student’s ability to complete academic requirements related to a course(s) for a short period of time, not to exceed three months.

For more information on extenuating circumstances, please see the “What circumstances qualify for Academic Consideration?” and “What circumstances do not qualify for Academic Consideration?” sections above.

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FAQs for Students

I am required to isolate due to exposure or experiencing COVID symptoms and need Academic Consideration. What should I do/what supporting documentation do I need? 

Students who feel unwell, are symptomatic, or have been asked to self-isolate should not come to campus for any in-person activities (classes, labs, exams etc). Please follow KFLA Public Health direction and submit a request through the Academic Consideration Request Portal.

If your symptoms/isolation will resolve in;

  • 3 days or less please submit a 3-day request (Resource Guide with directions)
  • Longer than 3 days, you should submit a 4 day – 3 month request (Resource Guide with directions)
  • During Exams:
    • Longer than 3 days but you are only missing one exam please submit a 3-day request (Resource Guide with directions)
    • Longer than 3 days and you are missing multiple exams, you should submit a 4 day – 3 month request (Resource Guide with directions)

All requests during the exam period require supporting documentation. Supporting documentation must clearly list the date(s) of impact and may include:

If you do not yet have documentation, you can submit a long-term request. You must provide documentation within 5 business days.

Questions? Please attend our virtual Zoom Office Hours on Tuesdays from 2-3:30pm and Thursdays from 10:30am – 12:00pm or email asc.consideration@queensu.ca. During peak periods it can take up to 3 business days to respond to emails.

The academic requirement I’m missing is in an Arts and Science class, but I am not an Arts and Science student (ie. Engineering, Commerce, Nursing, Health Sciences).  Should I submit a request using the Arts and Science Portal? 

No. If you are a student from another Faculty (i.e., Commerce, Engineering, Health Sciences or Nursing student, or a graduate student), please see the Academic Consideration departments across campus list under the “Info for Faculty and Staff” section and “Faculty/School Office Contacts for the Academic Considerations” drop down to find the appropriate contact for your Faculty.

Should I submit a request for Academic Consideration if I am not missing an academic requirement?

Generally, no. If you are not missing an assignment or other academic requirement and there are no marks for attending a class, tutorial or lab, you do not need to submit a request for Consideration.

If you are submitting a longer-term request (4-days to 3-months), you may want to include all your classes, even if you are not missing an assignment in that class. This allows for the possibility of extensions to cover future deliverables. 

I am experiencing high stress because of my studies or an upcoming exam.  Should I make a request for Academic Consideration?

No. It is common to experience some degree of stress related to academic deadlines and/or exams. Academic Consideration is not intended to be used for situations where you are experiencing academic or exam-related stress. For more information, please see the “What circumstances do not qualify for Academic Consideration” section above.

I have an ongoing disability. Can I submit a request?

If you have an ongoing disability, your needs are likely best served by Queen’s Student Accessibility Services (QSAS). However, please refer to the specific points below to see what best fits the circumstance you are experiencing: 

1. You have an ongoing disability, and you are not registered with QSAS: Please visit Queen’s Student Accessibility Services (QSAS) website to begin the process of registering using the steps below:  

  • Please upload your documentation and complete the Student Intake Form in the secure Online Intake Portal on the QSAS webpage.   
  • For more information on the intake process, please contact the Intake Coordinator at qsas.intake@queensu.ca, (or 613-533-6000 x77628 by phone).  

2. You have an ongoing disability, are registered with QSAS, and you are experiencing an exacerbation of your disability:  

  • Often extenuating circumstances can exacerbate symptoms of an ongoing disability. Students can receive support for exacerbations of their ongoing disability through Queen’s Student Accessibility Services (QSAS). Please send an e-mail to your instructor regarding your specific accommodation needs and CC your accommodation advisor. This is the best means for you to receive the accommodation you require. If you are not sure if you are registered, or do not know your QSAS Advisors contact information, please contact qsas.intake@queensu.ca.   

3. You have an ongoing disability, are registered with QSAS, and you are NOT experiencing an exacerbation of your disability:  

  • If your request is related to an extenuating circumstance (I.e., bereavement, illness, accident) that is not exacerbating your disability, please submit a request for Academic Consideration through the Academic Consideration Request Portal.

For more information, including a handy “Consideration vs. Accommodation” cheat sheet, please see the “Academic Consideration vs. Academic Accommodation” section above.

My computer malfunctioned and I am unable to complete an assignment.  Should I submit a request?

***For remote students during the 2021-22 school year ONLY***

Considerations are being provided to students with unforeseen technological challenges beyond a student’s control (e.g., computer malfunction, interrupted internet access, reduced access due to firewalls in some countries). Please submit a request for Consideration through the portal and ensure that you provide the valid documentation. Contact asc.consideration@queensu.ca if you need further support.

When should I use my one 3-day request without documentation per term?

If you have documentation that clearly states the duration and severity of the extenuating circumstance you are experiencing, it is always better to use this documentation to support your request. Please note that we can only validate dates that are clearly visible on supporting documentation.

If you do not have access to documentation, you should use your one 3-day request per term without documentation before requesting an Attestation form.

What kind of supporting documentation can I submit to support my request?

Supporting documentation should include information about the impact on your academics and how long the impact is expected to last. For more information on valid supporting documentation, please see the “Supporting Documentation” section above.

What kinds of Academic Consideration can my instructor grant?

  • Academic consideration includes 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)

Your instructor will determine which form of 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.

Can I submit supporting documentation in a different language?

As an English language school, Queen’s does not have the capacity to translate supporting documentation from other languages. To be able to assess the severity and timeframe of an extenuating circumstance, we require documentation in English. Please review the “Supporting Documentation” section for more information regarding our required translation process.

I have already received Academic Consideration but I’m still experiencing my extenuating circumstance. What should I do?

As the nature of your extenuating circumstance has not changed, you will not need to submit a new request in the Portal. To process an extension to your existing request for academic consideration, we require updated documentation.  Please forward this documentation to asc.consideration@queensu.ca and clearly indicate that the document is being submitted to extend your request.  

My need for Academic Consideration extends into next term. What should I do?

Students are expected to make decisions about their academics on a semesterly basis. This means that if you have an extenuating circumstance that spans two academic terms, the Faculty office expects you decide about your involvement in new course(s) based on your current abilities before the drop deadline. Any requests that extend into the new academic term will be granted for one week into the term to allow you time to make an informed decision. Any further requests for Academic Consideration for this circumstance will not be granted. 

Can I submit a request for Consideration after the course has ended?

The Faculty Office generally does not accept requests for Academic Consideration once a course has closed/ended. In most cases, an academic appeal is likely to be recommended; you can make an appointment with an Academic Advisor to discuss your options by calling 613-533-2470 or emailing asc.registration@queensu.ca to make an appointment.

Exceptional cases will be reviewed by our Academic Consideration Team on a case-by-case basis.  To be eligible to submit a request for Academic Consideration after the course has ended, you must meet the following criteria:

  1. Your extenuating circumstance has impeded your ability to submit your consideration request in a timely manner
  2. You have supporting documentation clearly outlining the severity, timeline and duration of your extenuating circumstance.
  3. Your professor is in support of your request for academic consideration and is willing to accept work late.
  • Exception: In cases where the student has disclosed sexual violence, the university has a legal obligation to provide consideration for the student.  In these cases, the student only has to meet criteria 1 and 2 to be able to proceed with a request.  
    • If you need assistance, please see the Sexual Violence Prevention and Response Services website to Get Help Now.

If you believe you meet all these criteria, please reach out to our Academic Considerations Team at asc.consideration@queensu.ca.  If you would like to speak to a team member about your situation, you can call us during our office hours:

  • Tuesdays: 2:00 – 3:30pm
  • Thursday: 10:30am – 12:00pm
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FAQs for Instructors

Can I ask students for information about their extenuating circumstance?

To maintain the student’s privacy, please do not ask the student for more information about their extenuating circumstance, for medical notes, or to upload correspondence to OnQ or another online platform which may include personal information. If you require verification of a student’s circumstance to be tracked in any way, the student is copied on the verification email you receive and may use this correspondence for this purpose.

How many requests for Consideration can a student make?

There is no set limit on the number of Academic Consideration requests a student can make.  The Faculty Office does audit how many Academic Consideration requests a student submits but the purpose of this is not to limit or cut-off further requests. At a certain point, the student will be required to meet with the Academic Consideration Manager in the Faculty Office to ensure that they have adequate support for their health and wellness needs before they are able to submit further requests.

Students receiving Academic Considerations must meet all essential academic requirements/learning outcomes and standards of the course. If Academic Consideration is not possible, the student should be referred to an Academic Advisor to discuss reducing course load and/or appeal options, etc. The student is informed that Academic Consideration does not guarantee academic achievement in a course/program.

What if a student from another Faculty is taking my FAS course?

Students in other Faculties and Schools who are enrolled in this course should refer to the Academic Consideration protocol for their home Faculty. This means you will receive requests from other Faculties' Consideration departments. Please honour these requests as you would those coming from the Arts & Science Academic Consideration Team.

I would like all requests sent to a specific email address. Can you direct students to do so?

As students input this information directly into the Portal which sends automated emails, we cannot control where requests are sent. We recommend including a statement in your syllabus or on OnQ to inform students of the email address you’d like them to use when submitting a Request for Academic Consideration.

I haven’t received confirmation of a student’s Consideration request.

The student likely incorrectly entered your email address when submitting their request. Please contact us at asc.consideration@queensu.ca and we can send along the confirmation email.

How long do requests take to be processed?

3-Day Requests

3-Day requests are deemed valid unless instructors are notified otherwise by our office.  Our office aims to review these requests within 1 business day of submission. When this is not possible (long weekends, peak periods) requests are always reviewed within 2 business days. If our team requires additional time to follow up with the student or if the request has not been verified, we will notify you by email.  

Updates and withdrawals of 3-day requests occur in less than 5% of all 3-day requests, so we ask that these requests are assumed valid until instructors are notified otherwise.

If you receive a 3-day withdrawal and you have already provided Academic Consideration in good faith, instructors have the right to withdraw/remove the academic consideration provided to date.

4-Day to 3-Month Requests

As students are given 5 business days to submit supporting documentation, long-term requests can take between 2 – 6 business days to be processed. If our office needs longer than 6 business days, we will contact you to advise of any processing delays.

The student’s request does not cover the date of a deliverable. How should I attend to this?

Our office verifies requests for Academic Consideration based on clearly defined dates listed on supporting documentation. If a student would like our office to verify a longer period of time to cover the date of an assignment, they will need to provide additional documentation. This can be provided to our office at asc.consideration@queensu.ca to extend the request.

Please note that in cases where the student needs an additional day or two beyond the verified timeline, instructors have discretion extend Academic Consideration beyond the verified timeline should they deem appropriate.

If I offer universal design in my course, do I need to grant further Academic Consideration?

If universal design is clearly listed in your course syllabus, you do not need to grant further 3-day requests for Academic Consideration as it has already been offered to the entire class.

However, we would encourage you to direct students experiencing a long-term extenuating circumstance to submit a 4-day to 3-month request via the Academic Consideration Request Portal for our office to review. Long-term requests require valid supporting documentation. We encourage Instructors to provide additional Consideration in these cases since the student may have been impacted for both the original and extended deadline offered through universal design.

What is a reasonable length of time to allow students to follow up with me to arrange for Consideration? What if they don’t contact me at all?

Students are notified that it is their responsibility to follow-up with you as soon as possible to discuss the Academic Consideration options available given the deliverable being missed.

There is no standard timeline for when this communication needs to occur; however, if a student delays following up with you, then there may be limits on the types of Consideration available to the student, if consideration can be offered at all.

There are many reasons for not having a set timeline. Perhaps the student is ill beyond the verified timeline or does not have regular access to the internet, etc. and leaving this open-ended allows for flexibility. We also recognize that courses are offered in many different formats - for example, accelerated summer courses may warrant quicker communication compared to those offered during the Fall/Winter terms. As such, the Professor is best positioned to determine a suitable timeline for communication for their specific courses.

If there is a standard timeline you wish to set, we would recommend adding information about your communication expectations to your course syllabus. If you were to do so, we would encourage you to leave room for flexibility in cases where students are unable to contact you within set guidelines.

If the student does not contact you at all, we would encourage you to grade their work accordingly.

Can I deny Consideration requests?

Academic Consideration is a good faith process. Although we encourage Instructors to honour requests where possible, there are cases where denying requests would be warranted (e.g. for 3-day requests where Universal Design has been employed, if a student has not completed a proportional amount of coursework, etc). In these cases, other academic remedies may be more beneficial for the student, and we recommend directing the student to speak to an Academic Advisor regarding appeal options (ie: late drop, aegrotat standing, etc). Please direct students to our advising webpage for up-to-date information regarding making appointments.

A student has provided me with an LOA – what is it and what do I do with it?

Letters of Accommodation (LOAs) are provided by Queen’s Student Accessibility Services (QSAS) to students with functional limitations or disabilities. If you receive an LOA from a student, you have a legal duty to accommodate the student in your course. If you have questions about the LOA or how it can be administered, please contact the issuing provider or see the Educator Rights and Responsibilities page on the Student Wellness Services website (under “Accessibility Services,” Faculty and Staff.)

For more information see the “Academic Consideration vs. Academic Accommodation” section above, or the “Accommodation vs. Consideration” section in the Academic Consideration Instructor Handbook.

When should Instructors provide an Incomplete (IN) grade?

As per Academic Regulation 10.3.4: In cases where a student will receive a failing grade if all outstanding work is not completed or the exam is not written, an IN grade will be submitted by the instructor. A grade of IN will not be included in the determination of a student’s GPA, and any course with an IN designation may not be counted for credit towards a degree program.

If the outstanding work is not submitted by the end of the subsequent term, the IN grade will lapse to an F (Failure) and will be included in the student’s GPA.

In cases where a student will pass the course even if the outstanding work is not completed or the exam is not written, the actual earned letter grade will be assigned. The letter grade shall be included in the student’s GPA and may be counted for credit towards a degree program. If the outstanding work is not submitted by the end of the subsequent term, the original letter grade shall stand.  

So, for example, if this student has a D grade, and would receive a D grade even if they did not complete the outstanding work, then an instructor would input a D rather than an IN. If the student is already failing the course, then the instructor would submit an IN – if the student does not complete the outstanding work then the grade would change from IN to F at the end of the subsequent term.

Anything beyond the subsequent term would require the student to submit an Academic Appeal to the Associate Dean (Studies) to allow an extension of the Incomplete.

When should Instructors advise students to contact the faculty regarding appeal options?

Depending on the timing and impact of the extenuating circumstances, the student may not be able to engage in academic tasks to the extent that dropping the course should be considered.

Instructors should refer students to speak with an Academic Advisor or the Academic Consideration Team in the Faculty Office to consider dropping a course before the academic deadline. Dropping a course after the academic deadline requires an Academic Appeal to the Associate Dean (Studies).

What is the difference between “re-weighting” and an Aegrotat Standing?

Re-weighting of marks: Allocation/shifting of marks associated with missed academic work to another academic requirement that assesses similar learning outcomes. This type of academic consideration should be used mainly when: 

  • A student has missed a small component of academic work; and/or
  • It is not possible to have the same assessment at a later time because the component has been compromised (i.e., answers posted or material covered in class); or
  • It is not possible to set an alternative assessment (with the same learning outcomes).
  • It is possible to redistribute marks on a mid-term to a final exam when the final exam assesses the same learning outcomes as the mid-term. However, it is not recommended if it puts the student in a Pass/Fail situation. It is not possible to retroactively redistribute marks from a missed final exam (or a comprehensive/end of term assignment) to a previous component of the course. If this final component of the course is missed, the preferred option will be to give the student an Incomplete (with a deferred exam or an extension of the assignment). The alternative option would require an appeal to the Associate Dean (Studies) for Aegrotat Standing, which is only possible when the student has completed at least 60% of the course and has demonstrated achievement of the course learning outcomes.

Aegrotat Standing (Academic Regulation 10.3.1): Aegrotat Estimated Standing in a course is reserved for situations in which a student, who has completed and passed at least 60 per cent of the work for a course, but because of illness or other extenuating circumstances beyond his or her  control, is unable to complete all the work of the course (see Academic Regulation 6). Aegrotat grades will be included in the student’s grade point average (GPA), can be used as credit earned towards a degree program, and can be used to qualify for entry to a degree Plan.

A student seeking Aegrotat Standing in a class must submit a formal appeal to the Associate Dean (Studies) (see Appeal of Academic Decisions, Section 3). As part of the appeal, the instructor must indicate whether the student has demonstrated an understanding of the class material and must provide an estimation of the student’s grade in the class based on the work completed. If the request is granted, this estimated letter grade will appear on the student’s transcript together with a note reading “Aegrotat Estimated Grade.”  Students may be granted Aegrotat and/or credit standing for a maximum of 36.0 units during their entire program.

What to do when an Instructor teaches one half of a full-year course?

It is the student’s responsibility to contact the instructor teaching the portion of the course to which academic consideration applies. Should the instructor no longer be available to contact, then students should be directed to contact the Department Head for support.

Instructors should also update their auto-e-mails to direct students to contact the Department Head after the portion of the course that they are teaching has ended.

What should departments do if the Instructor is on sabbatical or their contract has ended?

It is the responsibility of the Department Head to assign a new instructor to oversee any Incomplete (IN) grades for courses for which the instructor is on sabbatical or if their contract has ended. Instructors who are on sabbatical or have completed their contract should also update their auto-e-mails to direct students to contact the Department Head after the course has ended.

A student in my course needs to defer their exam. How is this arranged?

If the request for academic consideration pertains to a time period when a final examination is scheduled, please note that the decision to defer an exam is at the discretion of the Instructor. Deferred

examinations may be scheduled as early as the day after the student’s consideration period ends or up to maximum of the end of the subsequent term. 

On-Campus/Online: The central Exams Office will communicate pertinent deferral information and deadlines with Professors prior to each exam period. Although their office coordinates most deferrals, there are circumstances where the Professor may arrange for their own exams. Please refer to this semesterly correspondence for further details and contact exams@queensu.ca, should you have additional questions.

BISC: Professors offering exam deferrals for courses at the Bader International Study Centre (BISC) should notify Deputy Director, Dr. Anna Taylor at: deputyad@bisc.queensu.ac.uk.

A student in my course has been granted Academic Accommodation. How do I arrange an accommodated exam?

It is the student’s responsibility to contact the Professor 10 business days before the date of the exam. Students registered with QSAS before November 15th (Fall) and March 15th (Winter) will be guaranteed their exam accommodations for the upcoming exam session. If a student is granted Accommodation less than 10 days prior to an exam, they may be eligible for Consideration and an exam deferral instead.

On-Campus/Online: The central Exams Office will communicate pertinent accommodated exam information and deadlines with Professors prior to each exam period. Please refer to this semesterly correspondence for further details and contact exams@queensu.ca, should you have additional questions.

BISC: Students needing exam accommodations must advise Deputy Director, Dr. Anna Taylor:

DeputyAD@bisc.queensu.ac.uk, AND the Accommodations Officer, Dr. Isabelle Brent

i_brent@bisc.queensu.ac.uk immediately by email.

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Who do I contact if I have questions?

Please review the Frequently Asked Questions sections above, as they contain many common answers. You may be able to find an answer quicker than reaching out to us as emails can take between 2 – 5 business days to receive a response.

If you still have questions after reviewing the information listed on this page, please contact our team by email at asc.consideration@queensu.ca or by joining our Zoom Office Hours on:  :

  • Tuesdays: 2:00pm - 3:30pm
  • Thursdays: 10:30am – 12:00pm
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