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  4. Academic Consideration for Students in Extenuating Circumstances Procedure

Academic Consideration for Students in Extenuating Circumstances Procedure

Contact Officer: Executive Director, Student Wellness Services

Table of Contents

  1. Purpose
  2. Procedure - 3 days or less
  3. Procedure - More than 3 days
  4. Policy/Procedure-related Responsibilities

A. Purpose

This procedure accompanies the university’s Academic Consideration for Students in Extenuating Circumstances Policy (2017) and outlines the steps to be taken to promote consistent, fair and reasonable responses to requests for academic consideration by students for a range of extenuating circumstances.

Students requesting consideration are to complete a Request for Academic Consideration for Extenuating Circumstances form, indicating whether or not they have documentation, and whether or not their request is for a period of 3 days or less, or more than 3 days. The submission of the Request for Academic Consideration for Extenuating Circumstances form should be made as per the faculty/school process.

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.

Privacy and confidentiality will be protected and maintained throughout this process to the extent possible. Information may be shared among university personal (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.

Extenuating circumstances include a personal or family crisis, grief/loss, distressing event, injury, or a new onset or acute illness leads to physical or mental impairment of sufficient severity that the student is temporarily unable to meet any required academic obligations (e.g. participation marks, placement hours, assignment deadlines, exams); or where a student temporarily has a reduced ability to meet academic requirements and may be able to complete some requirements but not others.

Considerations include but are not limited to: an excused absence, a brief reprieve from coursework, an extended or deferred deadline, a modified schedule for assignments, labs, placements, projects, or comprehensive exams, a deferred exam or project, a medical leave of absence, an alternate assignment, a re-weighting of assigned marks, course withdrawal without penalty, or other consideration deemed appropriate by the Faculty or School office.

Students receiving academic considerations must meet all essential academic requirements and standards of the program.

Students are expected to request academic consideration as soon as extenuating circumstances are apparent. In cases where a student is unable to take action, a delegate may act on behalf of the student, with the student’s written consent.

Requests for retroactive consideration should be directed to the Faculty/School Office for assessment on a case-by-case basis.

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 confidential advice.

For extenuating circumstances relating to sexual violence or harassment and discrimination, students can contact the Sexual Violence Prevention and Response Coordinator, the Human Rights Office, or Student Wellness Services, for support and the facilitation of appropriate arrangements. The Policy on Sexual Violence Involving Queen’s University Students supersedes these procedures.

Students seeking academic accommodations related to a chronic physical or mental health condition or an existing disability should refer to the existing policy on Academic Accommodations for Students with Disabilities. Students with health conditions or disabilities that require complex or ongoing academic accommodation should seek support from Queen’s Student Accessibility Services (QSAS) in Student Wellness Services. Students registered with QSAS who have a Letter of Accommodation, and require accommodations related to that letter, should not access this procedure. Instead they should contact their instructor(s) per their instructions from QSAS.

In the event that a student with planned accommodated exams through QSAS will not be writing an exam due to an extenuating circumstance, the student must advise the Exams Office by email that they will not be writing a planned accommodated exam.

When this policy/procedure does not apply

  1. Students with personal or family events (e.g. vacations, weddings), transportation or technological difficulties, or other competing commitments should consult directly with their instructors or Faculty/School Office.
  2. Students who do not feel able to meet academic requirements due to high levels of academic stress, exam related anxiety, should seek out supports and services from Student Wellness Services or other campus or personal/professional supports.

B. Procedure - 3 days or less

Students (or delegate) who are requesting academic consideration for a period of 3 days or less

This applies to extenuating circumstances where a sudden distressing event, injury or acute illness leads to physical or mental impairment of sufficient severity that the student is temporarily unable to meet any required academic obligations (e.g. participation marks, placement hours, assignment deadlines, exams) for an anticipated time period of 3 days or less.

The university does not require verification documentation from a health care professional (on-campus or hospital or community-based) for requests of 3 days or less. If you do have verification documentation readily available, you can submit it. Please check your Faculty / School procedures, as some may require additional documentation.

  1. Complete and submit the Request for Academic Consideration for Extenuating Circumstances form to your Faculty/School, per their process, as soon as the need is apparent, and within 24 hours of your return to academics. For example, if you are unwell and requesting consideration for Monday to Wednesday, you should submit your form by Thursday at the latest. Note: If you are unable to write a planned accommodated exam through QSAS due to an extenuating circumstance, you must also advise the Exams Office by email as soon as possible.
  2. Contact your instructor(s) or supervisor(s) at the earliest possible time to advise them that you are experiencing an extenuating circumstance and are unable to fulfil specific academic requirements (e.g. deadline, test, exam etc.) Advise them that you have submitted a Request for Academic Consideration form.
  3. As soon as you return to academics, (and no later than one week from the start of your request), communicate with your instructor or supervisor regarding missed academic obligations and discuss considerations. In some cases, earlier communication can result in more options for consideration. For example, if you are requesting consideration for Wed – Fri, you should communicate with your instructors by the Tuesday of the following week.
  4. Complete and/or submit academic work per the consideration granted.
  5. Consult with your Faculty/School Office as needed.
  6. Students should be aware that Faculty / School Offices will maintain documentation of submitted forms.

Should you be unable to return to full academic functioning within 3 days, submit documentation to verify your extenuating circumstance (for guidance, see list on the Request Form), per your faculty/school process. Some Faculty / Schools may require you to submit a new Request for Academic Consideration for Extenuating Circumstances form. 

In cases of repeated requests for academic consideration for 3 days or less in the same academic term, the Faculty / School may have additional requirements. In addition, the Faculty/School Office, in consultation with instructors and supervisors, will assess the feasibility of any repeated requests on a case by case basis.

Faculty Members: Instructors or Supervisors or Faculty / School Offices who receive a Request for Academic Consideration for Extenuating Circumstances form

When contacted by the Faculty/School Office or by a student or delegate, per the Faculty/School-specific process, regarding a Request for Academic Consideration for Extenuating Circumstances for 3 days or less:

  1. Recognize the university’s ‘good-faith’ approach.
  2. Instruct TA or others who may receive emails/requests from students to bring requests to directly to Instructors. Ensure they are aware of policy, procedures and Faculty / School specific processes, and prepared to respond to students who contact them.
  3. Accept the Request for Academic Considerations for Extenuating Circumstances form as documentation; do not ask for any further documentation to verify the circumstances or details regarding a student's health or circumstance. Instructors can ask students if they are in need of supports and refer the student to support services on campus, as appropriate.
  4. Discuss missed academic obligations with the student and provide reasonable academic considerations, while maintaining essential academic requirements and standards. In some cases, considerations that have been built into the course may be sufficient; in other cases, additional flexibility may be required.
  5. If the situation appears complex, or if an instructor or supervisor receives repeated requests for academic consideration, or if a reasonable accommodation can not be negotiated, refer the student to the Faculty/School Office. Consult with the Faculty / School Office as necessary. 
  6. Keep a written record of interactions with the student, the outcome, and action taken to support the student. If the student shares information, include only personal details of the 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.
  7. Ensure the Faculty/ School Office has a record of submitted forms as per internal protocol.
  8. Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personnel (e.g. faculty offices, exams office) on a need to know basis for the purpose of arranging academic considerations.

C. Procedure - More than 3 days

Students who request academic consideration for extenuating circumstances that are anticipated to affect their ability to fulfill their academic obligations for more than 3 days. Additional documentation to verify the extenuating circumstances will be required in most cases.

This applies to extenuating circumstances where a distressing event, injury or illness leads to physical or mental impairment of sufficient severity that the student is temporarily unable to meet any required academic obligations (e.g. participation marks, placement hours, assignment deadlines, exams) for more than 3 days.

Students are advised to speak to an academic advisor in their Faculty / School if they are requesting consideration for an extenuating circumstance that:

  1. Will lead to an absence from class of two or more weeks; or
  2. Will lead to absences from placements or fieldwork; or
  3. Will make it difficult to complete all academic work by the end of the term; or
  4. Is anticipated to last beyond 12 weeks.

In some courses, class wide considerations have been built into the course (e.g. complete 3 out of 5 quizzes, or choose 2 of the following 4 assignments) and these may be sufficient for consideration in most cases. Occasionally, greater flexibility and more options for consideration may be necessary to ensure reasonable consideration for the circumstance. Students and instructors should consult with their Faculty / School Office regarding alternate considerations or with Student Wellness Services regarding the possibility of a need for accommodation.

Depending on the ability of the student to engage in academic tasks and the nature of the program the student is in and related academic requirements, extenuating circumstances may require withdrawing from a course (or courses) or may require a medical leave of absence. This is particularly important to note for students in pre-professional programs with required hours of attendance in course or placement sites, or with set pre-requisites for academic progress, or external regulatory body requirements.

Students should take reasonable measures to promote their academic success and their personal well-being by accessing available supports, including Faculty/School-based academic advising, Queen’s Student Accessibility Services, Health and/or Counselling Services, and other campus supports or personal /professional supports as appropriate.

Students who require academic consideration for more than 3 days

  1. Complete and submit the Request for Academic Consideration for Extenuating Circumstances form to your Faculty/School, per their process, as soon as the need is apparent.
  2. Contact your instructor(s) or supervisor(s) at the earliest possible time to advise them that you are experiencing an extenuating circumstance and are unable to fulfil specific academic requirements (e.g. deadline, test, exam etc.) or have a reduced capacity to complete all academic work. Advise them that you have submitted a Request for Academic Consideration form.
  3. Seek support and services from Student Wellness Services, the Sexual Violence Prevention and Response Coordinator, Human Rights Office, or other campus units or community-based services, as needed; on-campus units can help facilitate arrangements for academic consideration if necessary.
  4. If you require specific exam accommodations (e.g. assistive technology, additional time, private room, write every other day, ergonomic furniture etc.) contact Student Wellness Services to discuss short term academic accommodations as these requests are beyond the scope of consideration.
  5. As soon as you return to academics, communicate with your instructor or supervisor regarding missed academic obligations and discuss considerations. In some cases, earlier communication can result in more options for consideration.
  6. Complete and/or submit the academic work per the consideration granted.
  7. Consult with your Faculty / School Office as needed.
  8. Students should be aware that Faculty / School Offices will maintain documentation of submitted forms. 

 

Faculty Members: Instructors or Supervisors or Faculty / School Offices who receive a Request for Academic Consideration for Extenuating Circumstances

When contacted by the Faculty/School Office or by a student regarding a Request for Academic Consideration for Extenuating Circumstances

  1. Recognize the university’s ‘good-faith’ approach. Refer student to supports and services as appropriate.
  2. Instruct TAs or others who may receive emails from students to bring requests to directly to Instructors. Ensure they are aware of policy and prepared to respond to students who contact them.
  3. Accept the Request for Academic Consideration for Extenuating Circumstances form along with supporting documentation, and do not ask for any details. Instructors can ask students if they are in need of other supports and refer the student to support services on campus, as appropriate.
  4. Discuss missed academic obligations with the student and provide reasonable academic considerations, while maintaining essential academic requirements and standards. In some cases considerations that have been built into the course may be sufficient; in other cases, additional flexibility may be required.
  5. If the situation appears complex, or if an instructor or supervisor receives repeated requests for academic consideration, or if a reasonable accommodation can not be negotiated, refer the student to the Faculty/School Office or to Student Wellness Services. Consult with the Faculty / School Office as necessary.
  6. If the student requests specific exam accommodations as part of the academic consideration (e.g. assistive technology, additional time, quieter room, ergonomic furniture) direct the student to Student Wellness Services to discuss short term exam accommodation, as appropriate..
  7. Keep a written record of interactions with the student, the outcome, and action taken to support the student. If the student shares information, include 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.
  8. Ensure the Faculty/ School Office has a record of submitted forms as per internal protocol.
  9. Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personnel (e.g. faculty offices, exams office) on a need to know basis for the purpose of arranging academic considerations.

D. Policy/Procedure-related Responsibilities

Faculty /School Offices

Develop a Faculty/School-specific response protocol for supporting students in extenuating circumstances.

This protocol should be posted to the Faculty/School’s website and distributed to departments, faculty members, supervisors, course directors and instructors of record, TFs, TAs, staff and students.

 

Include in protocol, the approach to supporting students who are attending University-sanctioned athletic events or who are distinguished invited guests at a significant provincial, national or international event.

Student Wellness Services

  1. Provide appropriate documentation to students and to Faculty/School Offices, as needed and appropriate, to facilitate decision-making regarding the granting of academic consideration by educators or Faculty/School Offices for students in extenuating circumstances. This would not be necessary in circumstances lasting 3 days or less, with the Request form is all that is required.
  2. Communicate, as needed and as appropriate, with instructors and Faculty/School Offices about a student’s extenuating circumstances and the recommendation for academic consideration or the potential need for accommodations.
  3. 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.

School of Graduate Studies (SGS)

In the event that an instructor or supervisor does not assent to the request for academic consideration in extenuating circumstances 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.

Human Rights Office

  1. Provide appropriate documentation to students and to Faculty/School Offices, as needed and appropriate, to facilitate decision-making regarding the granting of academic consideration by educators or Faculty/School Offices for students with extenuating circumstances related to human rights.
  2. Assist or act as delegate with completion and submission of forms as requested, and with liaising with instructors and Faculty/ School Offices.
  3. Communicate, as needed and as appropriate, with instructors and Faculty/School Offices about a student’s extenuating circumstances and the recommendation for academic consideration.
  4. Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personnel (e.g. instructors or supervisors, exams office) on a need to know basis for the purpose of arranging academic considerations.

Sexual Violence Prevention and Response Coordinator

  1. Provide appropriate documentation to students and to Faculty/School Offices, as needed and appropriate, to facilitate decision-making regarding the granting of academic consideration by educators or Faculty/School Offices for students with extenuating circumstances related to sexual violence.
  2. Assist or act as delegate with completion and submission of forms as requested, and with liaising with instructors and Faculty/ School Offices.
  3. Communicate, as needed and as appropriate, with instructors and Faculty/School Offices about a student’s extenuating circumstances and the recommendation for academic consideration.
  4. Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personnel (e.g. instructors or supervisors, exams office) on a need to know basis for the purpose of arranging academic considerations.

Office of the Vice-Provost and Dean of Student Affairs

If contacted by a student or parent:

  1. Contact the appropriate Faculty/School Office, and any support unit, as appropriate, to facilitate the academic consideration process.
  2. Protect privacy and confidentiality throughout this process to the extent possible. Information may be shared among university personnel (e.g. instructors or supervisors, exams office) on a need to know basis for the purpose of arranging academic considerations.
  3. 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. 

Date Approved: April 18, 2017
Approval Authority: Advisory Committee on Academic Accommodations
Date of Commencement: 2017 April 18
Amendment Dates: October 2019
Date for Next Review: July 2020
Related Policies, Procedures and Guidelines: Academic Consideration for Students in Extenuating Circumstances Policy (2017)