Contact Officer: Lindsay Winger, Assistant Dean, Support Services & Community Engagement (Office of the Vice-Provost and Dean of Student Affairs)
Date Approved: April 18, 2017; Administratively updated September 22, 2021
Approval Authority: Senate
Date for Next Review: September 22, 2024
Related Policies, Procedures and Guidelines: Related Policies, Procedures and Guidelines: Academic Consideration for Students in Extenuating Circumstances Policy (2017)
Table of Contents
- Purpose
- Scope
- Procedures
- Responsibilities
- Faculty members who receive a Request for Excused Absence
- Faculty / School Offices
- School of Graduate Studies (SGS)
- Athletics & Recreation
- Support Services & Community Engagement (Office of Vice-Provost and Dean of Student Affairs)
A. Purpose
On occasion a student may represent the university through participation in an official university sanctioned athletic event or as a distinguished invited guest at a non- university event. These events require students to be absent from campus for a short period of time and may limit their ability to meet academic obligations. Additionally, Queen’s recognizes the benefits and value for students who are members in the Student Reserve Forces. Queen’s will actively and in good faith consider requests from students who are seeking academic consideration for these activities as an excused absence for significant events/activities.
This Procedure outlines the steps a student must complete for these requests to be processed by the appropriate university departments and faculties.
B. Scope
This Procedure may be applied in the following circumstances:
a) Varsity Team or Club Athlete: meaning a varsity athletics team or club member participating in a sanctioned significant event (e.g. provincial, national, or international competitions) where student participation is essential to the success of the team or individual athletic achievement;
b) Non-Varsity Athlete: meaning a student who is engaged in sport or physical activity but who is not on a varsity team or club but who is participating in a significant event (e.g. provincial, national, or international competitions) where participation is essential to the success of the team or individual athletic achievement;
c) Distinguished or Invited Guest: meaning a student who is invited to showcase an exceptional achievement, talent, or ability on a provincial, national or international stage. Participation in these events would highlight the talent of Queen’s students;
d) Student Reserve Forces: meaning students who are active members in the Student Reserve Forces and who encounter a conflict between their duties as a Student Reservists and their academic obligations.
C. Procedure
1. General
1.1 This procedure accompanies the university’s Academic Consideration for Students in Extenuating Circumstances Policy (2017) and outlines the steps to take to promote consistent, fair, and reasonable response to requests for academic consideration to students for a range of circumstances.
1.2 Privacy and confidentiality will be protected and maintained throughout this process to the extent possible. Information may be shared among university personnel (e.g. faculty offices, instructors, exams office) on a need to know basis for the purpose of arranging academic considerations. Confidentiality cannot be maintained where there is reason to believe that an individual may be at risk of harming themselves or others.
1.3 Faculties/Schools have identified individuals in their offices whom students can contact to facilitate a request for academic consideration. This individual is usually located in the student services office or program office. Students should contact their Faculty/School Office for more information as all Faculties/Schools have varying protocols.
1.4 Appeals related to academic considerations should follow current Faculty / School appeal process. The Office of the University Ombudsperson is also a resource for independent, impartial and guidance with respect to university policies and procedures.
2. For Queen’s Sanctioned Varsity Athletic Events:
a. Complete the top half of the Request for Excused Absence for Significant Event Participation form (REASE Form).
b. Obtain a signature under event verification from the Executive Director, Athletics & Recreation or their delegate. Gather additional information that is required, such as travel itinerary and team travel list usually supplied by a Coach or Coordinator.
c. Provide signed REASE form and supporting documentation to the appropriate Faculty/School Office for approval.
3. For Distinguished or Invited Guest, Non-Varsity Athletic events, or Student Reserve Forces
a. Complete the top half of the Request for Excused Absence for Significant Event Participation form (REASE Form).
b. Gather all supplemental and supporting documentation such as an event/activity name, description, invitation to participate, or Reserve class, event/organization website, schedule, details on nominating/selection process).
c. Attach form and all supporting documentation and send to Support Services & Community Engagement (Office of Vice Provost and Dean of Student Affairs) at Gordon Hall or via studentaffairs@queensu.ca for verification.
d. If request is verified and supported, studentaffairs@queensu.ca will email REASE form and supporting documentation to appropriate Faculty/School contact and copy student so both parties can work together to facilitate process with instructors etc.
e. If request is then approved by instructor (s), complete and/or submit the academic work per the consideration granted. In some cases, considerations may require a student to complete course assignment prior to being absent for the event/activity.
D. Responsibilities
1. Faculty Members who receive a REASE form
When contacted by the Faculty/School Office or by a student regarding a verified and signed REASE form:
1.1 Consult with the Faculty/School Office to discuss event as needed.
1.2 Assess the circumstances and provide short-term arrangements, as appropriate, while maintaining essential academic requirements and standards.
2. Faculty/School Offices
Develop a protocol that informs faculty, staff and students regarding the process for students who submit a Request for Excused Absence for Significant Event. If a student contacts the Faculty/School Office directly related to a request to participate in a sanctioned athletic event or as an invited distinguished guest:
2.1 Recognize the university’s ‘good-faith’ approach.
2.2 Request the student complete the Request for Excused Absence for Significant Event form, include supporting documentation, have it signed by the appropriate party and then return it to the Faculty / School Office.
2.3 Respond as appropriate. This may include reviewing the documentation, determining any additional information needed, emailing all instructors involved, consulting with instructors and department program advisors, and providing academic advising to the student.
2.4 Keep a written record of interactions with the student, the outcome, and action taken to support the student, including only personal details of the student’s extenuating circumstances that are essential to the context. Paper and electronic records should be securely stored in a location to be determined by Faculty/School protocol and confidentially destroyed per the university’s records schedule. Documentation collected as part of this policy will not be part of a student’s permanent academic record.
2.5 Support the co-ordination of academic considerations across courses and instructors.
2.6 Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personal (e.g. instructors or supervisors, exams office) on a need to know basis for the purpose of arranging academic considerations.
3. School of Graduate Studies (SGS)
In the event that an instructor or supervisor does not assent to the request for academic consideration made by a graduate student, academic consideration may nonetheless be granted, unless the instructor or supervisor provides justifiable reasons for withholding his or her assent. The decision to grant or deny the academic consideration shall be made by the Associate Dean of the School of Graduate Studies.
4. Athletics & Recreation - Sanctioned Varsity Athletic Events
If a student, coach or athletics staff believes that academic consideration for a sanctioned varsity athletic event is warranted given the nature of the event:
4.1 After verifying the event, the student’s participation in the event, and that the nature of the event meets the policy guidelines, request the student athlete complete the Request for Excused Absence for Significant Event form. This should include supporting documentation usually supplied by the team or club’s coach or coordinator and bring it to the Executive Director, Athletics & Recreation or their delegate for review.
4.2 The Executive Director, Athletics & Recreation or their delegate will sign the form if request is supported and direct student to take the signed form to their Faculty/School office and/or instructors (depending on Faculty/School protocol)
4.4 Keep a written record of the request and decision made. Documentation collected as part of this policy will not be part of a student’s permanent academic record.
4.5 Support the co-ordination of academic considerations across courses and instructors as required, in collaboration with Faculty/School Offices or faculty and staff.
4.6 Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personal on a need-to-know basis for the purpose of arranging academic considerations.
5. Support Services & Community Engagement (Office of the Vice-Provost and Dean of Student Affairs)
If contacted by a student regarding a request for academic consideration due to participation in an event/activity as an invited participant or distinguished guest, or as an active member of the Student Reserve Forces:
5.1 Request the student complete the Request for Excused Absence for Significant Event form, gather and include the appropriate documentation and submit to Student Affairs for review and signature by the Assistant Dean Support Services & Community Engagement if approved.
5.2 Verify the activity/event, the student’s participation, documentation related to the activity, and that the nature of the activity meets the policy guidelines.
5.3 Consult with Faculty/School offices as needed to discuss excused absence as appropriate.
5.4 Sign the form if request is supported and email to the student and copy to their Faculty/School office.
5.5 Keep a written record of the request and decision made. Documentation collected as part of this policy will not be part of a student’s permanent academic record.
5.6 Support the co-ordination of academic considerations across courses and instructors as required, in collaboration with Faculty / School Offices or faculty and staff.
5.7 Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personal on a need-to-know basis for the purpose of arranging academic considerations.
5.8 Documentation collected as part of this policy will not be part of a student’s permanent academic record.