If something affects your ability to attend class, complete coursework, or participate in an assessment, support is available. Students may need to be absent for many reasons, including short-term illness, religious or creed-related observances, or other extenuating circumstances that affect their ability to meet academic requirements.
The University of Waterloo provides processes to support students who are unable to participate in academic activities. Depending on the reason for your absence, you may be able to self-declare your absence through the Student Absence Database, or you may need to follow your home faculty’s process for academic consideration.
Can I self-declare my absence?
Some absences can be self-declared through the Student Absence Database. Self-declaration allows eligible students to notify the University of their absence without providing documentation.
You may be able to self-declare the following types of absences:
Short term absence
A short-term absence is available to undergraduate students who are unable to complete academic work because of a short-term illness or another eligible short-term circumstance.
You may self-declare a short term absence if:
- you are an undergraduate student
- your absence is for up to two consecutive calendar days
- your absence occurs during the Formal Lecture Period
- you have not already used your one self-declared short-term absence for the term
A short-term absence:
- does not require a doctor's note or medical documentation
- can be used once per academic term
- applies to assessments that fall within your declared absence period during the Formal Lecture Period
A short-term absence does not apply to:
- clinic (CLN) components
- field studies (FLD)
- laboratory (LAB) components
- studio (STU) components
- deferred or rescheduled final examinations
- final examinations
- supplemental final examinations
- specific instances described in course outlines, such as:
- writing a summative test for courses shorter than the standard 12-week length
- participating in scheduled presentations and symposia
- submitting group project deliverables
Religious or creed-related observances
A religious or creed-related absence allows students to self-declare an absence when they need to miss academic activities because of a religious or creed-related observance.
For these absences:
- documentation is not required
- there is no limit to the number of declarations you can submit
- requests should be submitted as early as possible so your instructor(s) have time to make arrangements.
What happens if I self-declare?
After submitting your short-term or religious/creed-based absence through the Student Absence Database:
- Your absence is recorded and immediately approved.
- Administrative staff in your faculty will review your submission.
- Your instructors are notified.
- You must contact your instructor(s) within 24 hours to discuss missed academic work and next steps.
- Your instructor will determine the appropriate academic consideration for your situation.
Academic consideration may include:
- an extension
- a make-up assessment
- reweighting of an assessment
- another reasonable arrangement
When do I need to follow my faculty’s process?
Not all absences can be self-declared.
You must follow your home faculty's academic consideration process if:
- your illness is longer than the short-term absence period
- you have already used your self-declared short-term absence for the term
- you are reporting an illness after the absence occurred
- you need consideration for an assessment outside the Formal Lecture Period
- your circumstances require faculty review
Depending on your situation, your faculty may require a Verification of Condition (VOC) Form or other supporting documentation.