Graduate student accommodations

Student in wheelchair and student walking on Main Path

During your academic career, you may require support through accommodations.

On this page, you will find information on specific accommodations available to graduate students.

Some accommodations may be for short-term absences, while others may extend over several terms.  Given your specific circumstances, review the information below to determine the best option for you.  

Jump to: Verification of illness | Non-illness absence | Leave of absence | Accessibility supports

Verification of illness: Academic considerations due to illness for missed course obligations

If you experience a short-term illness impacting a course requirement and need academic consideration or accommodation within a course, you must provide a University of Waterloo Verification of Illness Form (VIF). A VIF can be submitted via the Campus Wellness (main campus) process or the Off-campus practitioner process.

You should seek medical treatment for missing an academic obligation, such as an assignment or assessment (e.g., test or exam), to support your request for academic consideration due to illness. If you present acceptable medical documentation, it does not automatically result in adjustments to due dates or deferrals of tests or exams. The documentation, along with any other relevant information, will be reviewed to determine if academic consideration is warranted. 

Submitting false claims of illness or falsifying supporting documentation is considered an academic offence and could lead to disciplinary action under Policy 71 (Student Discipline). 

You are responsible for contacting your instructor(s) promptly after your illness to discuss accommodations for missed work, as the final decision is theirs.  

Campus Wellness (main campus) process

  1. Visit the University of Waterloo Student Medical Clinic during your illness to receive appropriate medical care, and an accurate diagnosis. 

  1. The Student Medical Clinic health practitioner will complete and submit the VIF on your behalf to the University of Waterloo absence database.  

    • Note: There is a fee for completing the VIF, which OHIP/UHIP does not cover. You are responsible for any fees charged by the Student Medical Clinic or off-campus practitioners. 

  2. You will receive an email from the absence database notifying you of the VIF form submission.   

  3. You are responsible for contacting your instructors promptly after your illness to discuss accommodations for missed work, as the final decision for approving the accommodation is the instructor’s. 

Health Services building

Off-campus practitioner process

  1. Visit your off-campus healthcare practitioner during your illness to receive appropriate medical care and an accurate diagnosis. 

    • Bring the University of Waterloo Verification of Illness Form (PDF) with you to be completed by your healthcare practitioner.  

    • The VIF is typically the only medical documentation accepted for this purpose. If you see a physician or nurse practitioner or visit an off-campus walk-in clinic, you must give this form to the healthcare provider for completion. 

      • Notes or forms from the physician or clinic are generally not acceptable unless they contain the same information as the VIF. 

      • The University may accept other medical documentation with the same details, but it is not required to do so. 

    • You do not need to have your VIF verified by a health practitioner at the University of Waterloo Student Medical Clinic as an additional step.  

  2. Submit your completed VIF to the Absence Database. No additional emails will be sent to you from the Absence Database once you complete the form.

  3. Submitted documents will be validated by administrative staff within the GSPA. Upon approval, denial, or request for additional supporting documents you will receive an email.   

  4. Once your submission is approved, your instructor will receive the VIF details via the Absence Database automatically – you do not need to send any materials to your instructor(s).  

  5. You are responsible for contacting your instructor(s) promptly after your illness to discuss accommodations for missed work, as the final decision is theirs.  

Non-illness absence, including bereavement

If you are away for a short period due to a non-illness absence, including bereavement or a natural disaster and require academic consideration or accommodation within a course, you can submit a request through the University of Waterloo Absence Database using the process below: 

  1. Complete the verification of illness form within the absence database – selecting the non-illness absence option. 
    • As part of the completion process, you will be required to upload documentation that indicates the reason and period of absence; examples:  
      • Death certificate/obituary
      • Flight itinerary  
      • Court documents  
      • Counsellor letters 

  2. Submit your completed form, with documentation, to the Absence Database. No additional emails will be sent to you from the Absence Database once you complete the form. 

  3. Submitted documents will be validated by the administrative staff within GSPA. Upon approval, denial, or request for additional supporting documents, you will receive an email.    

  4. Once your submission is approved, your instructor will receive the absence details via the Absence Database automatically – you do not need to send any materials to your instructor(s).   

Submitting false claims of illness or falsifying supporting documentation is considered an academic offence and could lead to disciplinary action under Policy 71 (Student Discipline).  

Leave of absence

If you are seeking a leave of absence from your studies that is outside the scope of a short-term leave, you have several options available to you. The Graduate Studies Academic Calendar includes details of the conditions under which your absence may occur, including:  

Additionally, if you are experiencing illnesses or injuries that impact your ability to access and participate in your academics, you are encouraged to review AccessAbility Services student support, which also includes specific process details about the graduate student medical leave. 

Student accessibility supports  

The university is committed to providing the appropriate level of accessibility support. The Graduate Studies Academic Calendar provides additional information about these support types:

Questions about the type of accommodation most appropriate for you, given your specific needs?  

For graduate students in research-based programs 

Supervisor → Graduate Officer/Chair → Associate Dean, Graduate Studies → Graduate Studies and Postdoctoral Affairs 

For students in course-based programs 

Graduate Officer/Chair → Associate Dean, Graduate Studies → Graduate Studies and Postdoctoral Affairs