As a student, you may encounter situations such as significant illnesses, ongoing medical conditions, or other circumstances that prevent you from meeting academic obligations.
The Accommodations section of the Undergraduate Calendar will provide an overview for accommodation. Stay informed regarding current information and guidance on COVID-19.
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How to declare an absence:
Students have the following three options for declaring an absence. Students are expected to notify their instructor(s) before or within 24 hours of the missed course element.
- Short-term Absence - an absence of 2 calendar days or less during the Formal Lecture Period self-declared for any reason that prevents a student from meeting their academic obligations, with the exception of Laboratory (LAB) and Clinic (CLN) courses/class components (LAB and CLN courses/class components do not qualify for accommodation as a result of a self-declared short-term absence)
- Covid-19-related Absence - an absence of 10 days or less due to Covid-10 related illness, with some limitations (below).
- Submitting a Verification of Illness form.
False claims constitute an academic offence that will result in disciplinary action under Policy 71 (Student Discipline).
For absences that are not COVID 19-related, or which do not otherwise fall in the categories above, obtain a Verification of Illness Form (VIF) for other conditions and follow the instructions below for submission of a VIF and/or supporting documentation.
Who should use this VIF submission process?
- Undergraduate students from the Faculty of Arts who are taking courses
If you are an undergraduate student from the Faculty of Science, Engineering, Environment, Health or Math, please refer to your home Faculty's process for VIF submissions.
Submitting a Verification of Illness Form (VIF) and/or other supporting documentation
Documentation must be uploaded and submitted by the student to the Verification of Illness or Extenuating Circumstances intake form. Documents cannot be emailed or delivered in person. You will need to be logged in to your UWaterloo account to access the form.
If a meeting is needed to discuss the situation, it must be held virtually via Microsoft Teams. If you have any questions, concerns, or issues with this online process, please email artsadvisor@uwaterloo.ca.
After obtaining and submitting your VIF, the Arts Undergraduate Office will review your submission. We will contact you to confirm whether or not we have processed your VIF, so please check your email often. In the event that we need to ask you for clarification on the details of your VIF, it is important that you respond promptly to avoid delays in your accommodation.
Following Policy 46, advisors in the AUO cannot engage in the detailed discussions that are required with anyone but the student.
Multiple VIFs submitted for a term could result in a meeting with the Manager of Advising to discuss and resolve barriers to academic success.
If you have been absent from classes for two weeks or longer, whether by illness or extenuating circumstances, you should follow-up with your individual instructors and your academic advisor to assess whether completing your classes is still viable.
If you have a known (or suspected) disability, medical condition, injury, or have experienced trauma, you can explore what academic accommodations may be available to support you through AccessAbility Services.
If you have experienced extenuating circumstances during the term, you may consider filing a petition, and can further discuss your petition options with your academic advisor.
Religious observances
Students should refer to the Accommodations sections of the Undergraduate Calendar and note that they must consult their instructor(s) within two weeks of the announcement of the due date. There is no submission of documentation.
Instructors should refer to available resources on this topic, which includes dates of major religious observances. The Equity Office is available to instructors if they have any questions about an accommodation request.
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Incomplete (INC) grade process
The Incomplete (INC) grade process begins when students contact their course instructors to discuss an INC grade as a possibility. This discussion with the instructor addresses the student’s circumstances, supporting documentation, missed or unfinished course elements, and the student’s engagement in the course up to that point in the term.
Failure to write scheduled make-up tests or submit outstanding course work by the end of the instructor-specified lapse period will result in a final course grade being posted to Quest that is the earned grade, based on all completed course element(s). If the course outline specifies that the missing coursework is required to pass the course, the lesser of the earned grade or 4% less than the passing grade will be posted to Quest.