As a student, you may encounter situations such as 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.
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How to declare an absence:
Students have the following three options for declaring an absence during the Spring 2023 term. 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, with some limitations (below).
- Covid-19-related Absence - an absence of 10 days or less due to Covid-10 related illness, with some limitations (below).
- For absences that do not meet the short-term absence or Covid-19 criteria, for self-declared absences that exceed the maximum number permitted per term, or for (retroactive) reports of illness, submit the "Verification of Illness" form below
- If your absence is due to Extenuating Circumstances, use the Verification of Illness or Extenuating Circumstances web form to submit supporting documents
Who should use this VIF submission process?
- Undergraduate students from the Faculty of Science who are taking courses
If you are an undergraduate student from the Faculty of Arts, 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 web 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 firstname.lastname@example.org.
After obtaining and submitting your VIF, the Science 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 SUO 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 Science Student Success Officer to discuss and resolve barriers to academic success.
Self Declaration on Quest
You can self-declare an absence on Quest for short-term reasons or Covid-19-related reasons.
A self-declaration on Quest is its own absence category, neither moderate nor severe, as described below. Options are:
- Short-term Absence: students can self-declare, through Quest, an absence for 2 calendar days or less, during the Formal Lecture Period; a short-term absence can be 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); students are permitted only one self-declared short-term absence accommodation per academic term; no documentation is required.
- Covid-19-related Absence: students can self-declare, through Quest, an absence for 10 days or less due to Covid-19 related illness (including vaccination side effects) or a requirement to self-isolate; participation in online course elements may be reasonable, and any participation needs to be consistent across all courses; students are permitted only one self-declared Covid-19 related absence accommodation per academic term; no documentation is required.
False claims constitute an academic offence that will result in disciplinary action under Policy 71 (Student Discipline).
Completing the Verification of Illness Form
In order to receive accommodation for a missed assessment, you must obtain a Verification of Illness Form that has been filled out by a physician. The Verification of Illness Form is used by instructors to make accommodation decisions for missed mandatory assessments (labs, quizzes, midterms, final exams, etc.). Instructors will consider VIFs filled out and issued by the University of Waterloo's Campus Wellness Services (Health Services and Counselling Services), when this service is open.
If a VIF from Campus Wellness is not possible, then request your primary health care provider or practitioner to fill out a VIF for you.
Ideally, the following information will be included:
- date of practitioner assessment
- dates 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
The above information is important to instructors who need clear guidance on making accommodation decisions. If any information is missing, accommodation decisions will usually be delayed because the student will need to have physician complete missing information.
The University of Waterloo Verification of Illness Form should be used where possible. To speed the submission authentication process, please have your primary health care provider puts their stamp/embossment on the document which includes their address and phone number.
Degree of Incapacitation
The VIF indicates the determination by a care provider (normally a physician) of the degree of incapacitation for a given period of time. Instructors will determine what accommodation, if any, they will provide. When making these decisions, instructors may consider VIF information (i.e., date; incapacitation severity and period) or the circumstances; and the student’s actions (i.e., when the student notified the instructor and submitted the VIF/other supporting documents to the Science Undergraduate Office). The course outline should provide guidance regarding how missed course elements are normally addressed.
Students must discuss the VIF-specified degree of incapacitation with their instructors so that their actions are not misinterpreted or viewed with suspicion. For example:
- A ‘severe’ incapacitation indicates students are unable to attend class and engage in most academic studies during the period indicated. If they attend classes/labs, submit assignments/reports or write tests/exams during this period, they are at risk of being accused of “misrepresentation”; a Policy 71 academic offence.
Instructors have the authority to determine whether a VIF indicating "moderate" incapacitation will be accommodated. Students should review their course outline to see if any guidance is provided. In the absence of stated course rules, students should consider the following:
- Tests and exams are not to be written during the incapacitation period of a "moderate" VIF
- Misconduct/misrepresentation will not normally be alleged if a student inconsistently participates in other course elements such as assignments, quizzes, labs, and lecture attendance/participation during the VIF "moderate" incapacitation period.
Submitting VIF for Illness
- Contact the course instructor (e.g. by email) before or within 24 hours of a test, exam or due date, AND
- Submit the completed Verification of Illness Form within 48 hours of the missed course element, if they are well enough to do so. VIFs are not accepted in person or by email.
- Upload a PDF or high quality photo of documentation to the Verification of Illness or Extenuating Circumstances web form. You will need to be logged in to your UWaterloo account. Include your ID number and graded course work you have missed.
- Once the VIF has been registered with the SUO, students must email their instructor(s) to discuss their situation.
- Students whose illness delays them submitting a VIF should communicate via email or phone to avoid delays or difficulties with accommodation decisions. Students should also refer to course outlines for course-specific information or requirements and review the Incomplete (INC) grade process below for more information.
- Students should be aware that when a VIF is registered in the SUO, all of their instructors will be notified.
Submitting documentation for other extenuating circumstances
- Gather supporting documentation. The supporting documentation will be considered in a similar manner to a VIF. Official documentation is necessary before any action can be taken.
- Supporting documentation should provide a reason for the absence and the impacted dates
- Examples of documentation are:
- plane/train/bus tickets for emergency travel
- court documents
- police reports
- death certificates/obituaries/letters from funeral directors
- counsellor letters.
- Contact their instructor(s) notifying them of the situation, AND
- Submit a PDF or high-quality photo of supporting documents to the Verification of Illness or Extenuating Circumstances web form, when able to do so. You will need to be logged in to your UWaterloo account to access the form. Include your full name and ID number.
- The submission must include the dates during which you've been experiencing these extenuating circumstances and graded course work you have missed during those days.
- Come to an agreement with their instructor regarding how any missed mandatory class, lab, assignment, test or exam will be addressed.
Authentication of Documentation
Authentication of documentation
Authentication of documentation is part of this process. If evidence of misrepresentation or fraudulent or falsified documentation is found, it will be reported per Policy 71 (Student Discipline) to the associate dean of your faculty or designate. Documents will be sent to the associate dean for further investigation.
If any information is missing, accommodation decisions will usually be delayed because the student will need to have their health care provider complete the missing information.
Students who have been absent from classes for two weeks or longer, whether by illness or extenuating circumstances, should follow-up with their individual instructors and their academic advisor to assess whether their schedule of lectures or labs is still viable. For example, some students cannot complete a lab course, no matter the circumstances, if multiple labs have been missed.
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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 submissions 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.
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Make-up exams are considered formally scheduled events and must occur within one year of the official grade date for that course. If students experience a situation that caused them to miss a make-up exam, they must meet with the Student Success Officer or Associate Dean, Undergraduate Studies, who will review the documentation. An alternate make-up exam may not be approved.
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