Accommodation for illness or other extenuating circumstances

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).

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.

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.

1. Contact the course instructor (e.g. by email) before or within 24 hours of a test, exam or due date, AND
2. 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 intake form. You will need to be logged in to your UWaterloo account. Include your ID number and graded course work you have missed.
3. 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.

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.