There are many methods that can be used to declare an expected absence so knowing the best pathway to use in order to move forward is crucial in ensuring that you will be accommodated.
Why do you need to declare an absence?
Short-term absence declaration
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. Note: Short-term absences cannot be used to miss clinics, labs, or final examinations.
To self-declare an absence, you must log into Quest and follow these steps to complete the process.
See the registrar's office short-term absences page for more in depth information.
COVID-19 absence declaration
Quest has a feature to declare an absence due to COVID-19. This declaration allows you up to 10 days of absence if you believe you have a COVID-19 related illness and would like to isolate.
To declare an absence due to COVID-19 follow these steps to complete the process.
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 (VIF) or appropriate medical documentation to the absence database within 48 hours of the missed course element, if you are well enough to do so. 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 absence database 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 academic advisor and if you believe you may be ill or injured for more than two weeks consider contacting AccessAbility services as well, to determine your 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 will authenticate all documentation provided. If evidence of misrepresentation, fraudulent or falsified documentation is found then it will be reported as per Policy 71 - Student Discipline to the Associate Dean, Undergraduate Studies.
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 absence database. Please submit documentation related to your absence within 48 hours of the missed course element, if you are well enough to do so. 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 absence database 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. You can also 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, fraudulent or falsified documentation is found then it will be reported as per Policy 71 - Student Discipline to the Associate Dean, Undergraduate Studies.
Religious observances
You can complete the Religious Observance Self-Declaration Form in Quest, which will inform your instructors of the potential conflict for certain dates. You must consult with your instructor(s) within two weeks of the announcement of the due date or examination date for which you are requesting an accommodation. You can also consider using the self-declaration form for short-term absences if you require an absence of two days or less during the Formal Lecture Period.
Please refer to the Academic Considerations and Accommodations section of the Undergraduate Calendar for more specific information.