Declaring absences due to illness or extenuating circumstances

Short-term absence declaration

As stated by the registrar's office, short-term absences are to be no more than 2 days in length (i.e., Tuesday, February 8 and Wednesday, February 9) and can only be self-declared once per academic term. To self-declare an absence you must log into the Quest Student Information System and follow these steps to complete the process. See the registrar's office short-term absences page for more information.

Note: Short-term absences cannot be used to miss clinics or labs.

COVID-19 absence declaration

The Quest Student Information System also has a feature to declare absence due to COVID-19. This declaration allows you up to 10 days of absence if you believe you have contracted COVID and would like to isolate. To declare an absence due to COVID-19 follow these steps to complete the process. For more information on what to do if you believe you have contracted COVID-19 or you believe you are dealing with symptoms, please see the COVID-19 information page. 

Serious illness or injury

If you are in a situation where you have an illness or injury that would require more time off than the previously stated methods would provide follow these steps to have a verification of illness form filled out. Please submit your verification of illness form no more than 2 business days from the end date on the form.

The following information should be included on your VIF:

• date of practitioner assessment
• date range of illness
• degree of incapacitation
• whether the diagnosis was made by practitioner or based on a description by student
• practitioner information (including registration number) and/or official or verified clinic/specialist information

Once the healthcare practitioner has filled out all necessary information on the form you will need to submit a PDF or high quality image of supporting documents to the Verification of Illness or Extenuating Circumstances web form (you will log into the system using your WatIAM credentials) as well as contact your instructor(s) notifying them of the situation Please ensure your verification of illness form includes your full name and student ID number.

If you believe you may be ill or injured for more than a week you should consider contacting your advisor and if you believe you may be ill or injured for more than two weeks consider contacting your academic advisor as well as AccessAbility services to determine next steps.

Note: if your form has missing or incorrect information, you will be contacted to provide further evidence. As part of this process we authenticate the documentation provided. If evidence of misrepresentation or fraudulent or falsified documentation is found then it will be reported as per Policy 71 - Student Discipline to the associate dean of your faculty.

Extenuating Circumstances

If you are experiencing a circumstance that has been detrimental to your ability to complete academic requirements but is not related to illness or injury then an extenuating circumstance can be declared on the verification of illness database. Please submit documentation related to your absence no later than 2 days following the due date of your assessment. Context and documentation are needed to provide academic considerations with examples being:

• plane/train/bus tickets for emergency travel
• court documents
• police reports
• death certificates/obituaries/letters from funeral directors
• counsellor letters
• news articles

Please provide as much context and documentation on the issue you are facing to increase your chances of an academic consideration. Submit a PDF or high quality image of supporting documents to the Verification of Illness or Extenuating Circumstances web form (you will need to log into the system using your WatIAM credentials) and you will need to contact your instructor(s) notifying them of the situation.

If you believe your circumstance may affect you for more than a week you should consider contacting your academic advisor.

See campus wellness counselling services for support.

Note: if your form has missing or incorrect information, you will be contacted to provide further evidence. As part of this process we authenticate the documentation provided. If evidence of misrepresentation or fraudulent or falsified documentation is found then it will be reported as per Policy 71 - Student Discipline to the associate dean of your faculty.

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 required.

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.

If you are mildly or moderately ill then you may not be provided academic accommodation. The decision to provide accommodation rests with the instructor. If you are seriously ill or experiencing extenuating circumstances, submit a verification of illness form or other documentation, and you may be granted a deferral of exams, assignments, or other assessments. If you are ill and cannot attend an exam or assessment, notify your instructor or proctor as soon as possible before the expected start time of the deliverable. If you are ill during an exam notify your instructor or proctor immediately during the exam. Accommodations made will depend on the severity of your circumstances as well as the decisions made by individual instructors.

If you choose to complete a deliverable while ill, your grades will normally not be changed.

Students who submit their Verification of Illness form after completing an exam, quiz, assignment or etc. are not considered eligible to re-do the deliverable. Contact your academic advisor to discuss further.

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. Note that incomplete grades are not provided automatically and instructors will usually need an opportunity to consult with advisors.

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.

• AccessAbility Services for assistance with gathering medical documentation - apply online, choose petition appointment.
• Campus Wellness (Health Services and Counselling Services) for confirmation of appointments, VIF, documentation.

• Centre for Career Action for the impact of record changes on further education applications.
• Immigration Consulting for the effect of petition results on Post-Grad Work Permits.
• Sexual Violence Prevention and Response Office for survivors looking for support.
• Student Financial Services for fee holds on the student account.
• Student Awards and Financial Aid for OSAP implications, emergency bursaries, etc.
• KW Multicultural Centre for document translation. Note: There is no guarantee that unofficial translations will be accepted by the committee.
• Centre for Academic Policy Support - a confidential student support service run by students, for students (WUSA).
• Human Rights, Equity and Inclusion for accommodations for racial trauma.