Learn how to self-declare a short-term absence at the University of Waterloo, what it covers, how to submit it in Quest, and what to do if your absence is longer or during your final examination period. For more details about academic considerations and accommodations, view the Undergraduate Studies Academic Calendar.
What is a short-term absence?
A self‑declared short-term absence allows undergraduate students to be excused from academic obligations without documentation in specific circumstances. There are two types of self‑declared absences supported in Quest: short‑term absences and absences for religious or creed‑related observances.
Short-term absences
A short-term absence is a self-declared absence of up to two (2) consecutive calendar days available to undergraduate students who are unable to meet academic obligations for reasons such as illness or minor emergencies. During this period, you are excused from assessments due within the absence window.
This option does not apply to the following course or class types:
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Clinic (CLN)
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Field Studies (FLD)
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Laboratory (LAB)
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Studio (STU)
Only one short-term absence may be self-declared per academic term.
A self-declared short-term absence can be applied to any type of assessment that takes place only during the Formal Lecture Period, including midterms, quizzes, and assignments.
You may still choose to submit coursework or complete an assessment during your declared absence period. However, if you decide to participate in an assessment — for example, by submitting an assignment or attending a midterm or quiz — the short-term absence will not apply to that course on the day the work is submitted.
The short-term self-declared absence also applies to PD courses taken during a work term. However, this absence has no impact on work or job requirements during that period.
Absences for religious or creed‑related observances
Quest also supports self-declared absences for religious or creed-based observances. Unlike short-term absences, these declarations have no limit per term and do not require documentation. Declarations must be submitted within two weeks of the announcement of the due date or scheduled examination date for which the accommodation is being requested (e.g., within two weeks after the final examination schedule is released).
Absence period and limitations
In Quest, students indicate their first day absent and the day they return to studies. For example, if Monday is declared as the first day absent, Tuesday counts as the second day, and the student is expected to return to studies on Wednesday (two full days absent: Monday and Tuesday).
The short-term absence option excuses students only from assessments due during the two-day period declared in Quest. For longer absences, other options are available:
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Follow the Verification of Condition (VOC) process for illness-related absences that:
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Do not meet the short-term absence criteria
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Are in excess of the maximum number of permissible short-term absences in a given term
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Are for retroactive reports of absence
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Are for accommodation for an assessment outside the Formal Lecture Period (i.e., during the Final Examination Period)
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For absences as a result of a verified disability, contact AccessAbility Services.
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For non-illness-related absences, check with your instructor(s) for accommodation options.
The short-term absence form is not available during the Final Examination Period. If a student becomes ill during this time, they must obtain a Verification of Condition Form (VOC) and contact their instructor.
For more details about academic considerations and accommodations, view the Undergraduate Studies Academic Calendar.
How to self-declare your absence in Quest
Short-term absences are self-declared directly in Quest. No documentation is required or requested to submit a self-declaration. Once submitted, a self-declared absence cannot be changed or cancelled in Quest without the intervention of your Faculty's associate dean, undergraduate. See How do I self-declare an absence for step-by-step instructions.
Students may also use Quest to submit religious or creed-related absence declarations. These follow the same submission process and cannot be changed or cancelled without contacting the Faculty’s Associate Dean, Undergraduate.
The option to self-declare a short-term absence is available only when the absence meets specific criteria. You will receive an error message if you attempt to self-declare an absence that does not meet the required criteria:
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The absence occurs during the Final Examination Period.
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The absence is longer than two consecutive days.
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The start date of the absence is more than two days in the past.
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The absence is scheduled for a future term (i.e., not within the current academic term).
If your situation falls outside these criteria or you believe your short-term absence should still be added to your record, contact your faculty’s Associate Dean, Undergraduate, for assistance.
After you self-declare your absence
Once you have self-declared a short-term absence in Quest, you will receive an email confirming your submission. During your declared absence window, you are excused from all assessments that fall within the absence window. The course/class components of Clinic (CLN), Field Studies (FLD), Laboratory (LAB), and Studio (STU) do not qualify for accommodation as a result of a self-declared short-term absence.
Your instructors and academic advisors will be able to view your absence information in Quest. Instructors can access this information at any time to confirm your self-declaration, while academic advisors can view both current and past self-declared absences. During the two-day academic consideration period, the instructor cannot require completion of any academic responsibilities. As noted in Quest, you are required to reach out to your instructors within 24 hours after submitting your declaration to discuss possible academic considerations for missed due dates.
If you have already declared a short-term absence during the current term, you may still be eligible for accommodations depending on the reason and duration of your absence. If you need more time after the two days, contact your instructor. A Verification of Illness Form will be required for the remainder of the absence.