# Accommodation for illness or extenuating circumstances

As a student, you may encounter situations such as significant 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, while the process below addresses the specifics for students taking Faculty of Science courses.

## Illness/Isolation Self-Declaration on Quest

You can Self-declare an absence on Quest for influenza-like illness (e.g. including vaccination side effects) or isolation. Obtain a verification of illness form (VIF) for other conditions and follow the instructions below for submission of a VIF and/or supporting documentation.

A self-declaration on Quest is its own absence category, neither moderate nor severe, as described below. By submitting a self-declaration (for illness or isolation), no in-person course activity is permitted. A self-declaration for isolation allows for participation in online course elements, and any participation needs to be consistent across all courses.

Self-declarations should be for illness or isolation, not both. Should conditions change, e.g. isolation to illness, a new self-declaration should be submitted.

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## Verification of Illness Form

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 student cannot access Campus Wellness Services, whether it is open or closed, these are their options:

The above information is important to instructors who need clear guidance on making accommodation decisions.

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## Degree of incapacitation (severe or moderate)

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 engage in any 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”; an academic offence, which carries a severe penalty that normally includes suspension.

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.
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## 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 Process. You will need to be logged in to your UWaterloo Microsoft 365 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 science.advisor@uwaterloo.ca.

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.

### Who should use this VIF submission process?

• Undergraduate students from the Faculty of Science who are taking Science or Math courses
• Undergraduate students from the Faculty of Arts, Engineering, Environment, or Health who are taking Science courses

If you are an undergraduate student from the Faculty of Math, please use the Math VIF submission process.

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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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

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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