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Brief Absences and Academic Considerations

The Bachelor of Health Sciences Protocol for Self-Declaration of Brief Absences and Short-Term Academic Consideration is intended to guide students admitted to the Bachelor of Health Sciences, instructors, and program office staff in situations where extenuating circumstances are interfering with a student's ability to complete academic requirements related to a course(s) for a short period of time. This protocol was developed in response to the approved Senate Policy on Academic Consideration for Students in Extenuating Circumstances.

Do You Require an Academic Consideration or an Academic Accommodation?

The wording surrounding extenuating circumstances and need for consideration or accommodation can be confusing, including what type of documentation is needing to be submitted. Refer to the chart to determine which form is best suited to your situation.

  Self Declaration for Brief Absence (less than 72 hours)

Academic Consideration

(over 72 hours)
Academic Accommodation
Queen's University Senate Policy Academic Considerations for Students in Extenuating Circumstances (April 2017) Academic Considerations for Students in Extenuating Circumstances (April 2017) Academic Accommodations for Students with Disabilities(November 2016)
Objective To provide consistent and fair academic considerations to students for a range of brief extenuating personal circumstances. To provide consistent and fair academic considerations to students for a range of extenuating personal circumstances. To provide appropriate academic accommodations for students with disabilities as part of the University’s commitment to accessibility and equity.
Definition

An action or actions taken by an instructor or Faculty Office in response to a student with an extenuating circumstance.

Examples of academic consideration include:

  • Excused absence, deferral, extension, modified schedule for assignments, projects, labs, or placements, alternate assignment, re-weighting of term marks, permission for an incomplete grade, or course withdrawal without penalty.

An action or actions taken by an instructor or Faculty Office in response to a student with an extenuating circumstance.

Examples of academic consideration include:

  • Excused absence, deferral, extension, modified schedule for assignments, projects, labs, or placements, alternate assignment, re-weighting of term marks, permission for an incomplete grade, or course withdrawal without penalty.

Any adaptation that reduces or eliminates barriers to participation, which arise when a student with a disability interacts with the academic environment.

Examples of academic accommodation include:

  • Extra time, different location, use of computer, adaptive technology, note-taking, alternate format (e.g., receiving textbooks in audio and/or electronic format), extensions.
Conditions

Brief absence for circumstances beyond the student’s control, not to exceed 72 hours. Examples of conditions include:

  • Unexpected illness such as stomach flu
  • Serious personal injury (e.g. broken bones)
  • Unexpected distressing family event, such as a car accident

Extenuating circumstance beyond the student’s control, where the student requires more than 72 hours.

Examples of conditions include:

  • Short-term physical or mental illness (e.g. stomach flu, mononucleosis, pneumonia, short-term anxiety or depression)
  • Serious injury (e.g. concussion or broken bones)
  • Required treatment (e.g., surgery or medication side effects)
  • Serious injury or illness of significant other (e.g., car accident)
  • Bereavement
  • Traumatic event (e.g., divorce)
  • Officially representing the University in a sanctioned event

Chronic or ongoing physical health or mental health condition, or a learning disability.

Examples of conditions include:

  • Long-term physical or mental illness (e.g. hearing, visual, or mobility impairments, diabetes, cancer, autism spectrum disorder, ADHD/ADD, OCD, schizophrenia, eating disorders, anxiety, depression, etc.)
  • Learning disability (e.g., dyslexia, dyscalculia, dysgraphia, dyspraxia, auditory or visual processing disorders, etc.)
What Documentation Needs to be Submitted? Submit the Request for Academic Consideration for Extenuating Circumstances Form to the Program Office. No documentation in addition to this form is required for the first submission of the form. Subsequent submissions will require documentation or a Formal Attestation form to be filled out in the BHSc Program Office. Forms submitted for final exam periods will require documentation to be submitted. Submit the Request for Academic Consideration for Extenuating Circumstances Form to the Program Office. Provide the appropriate (as defined on the form) supporting documentation to the Program Office. Register with Queen’s Student Accessibility Services and submit the Disability Documentation Form to them.
Responsibility for Authorizing Arrangements The Program Office verifies documentation. Instructor works with student to determine and implement reasonable academic consideration. The Program Office verifies documentation. Instructor works with student to determine and implement reasonable academic consideration. Queen’s Student Accessibility Services (QSAS) determines accommodation and provides Letter of Accommodation for instructors to implement.

 

The use of this policy and procedures to provide false or misleading information or to delay or avoid fulfilling academic requirements constitutes academic dishonesty, and students will be subject to the university’s Academic Integrity Procedures. The institutional response to requests for academic consideration due to extenuating circumstances is based on the principle of good faith, meaning the university and instructors will assume that student circumstances and documented requests are legitimate unless there is compelling evidence to suggest otherwise. Similarly, students can assume that the university and instructors will provide academic considerations that are deemed to be in the best interest of the student, taking into account academic progress and essential academic requirements and standards.

For students who use the Self Declaration of Brief Absence Form for midterm exams or other tests in a course, will have the weighting of that midterm exam or test added to the weighting of their final exam. Should the course not have a final exam, the redistribution of the grades or the potential of a makeup midterm exam or test will be at the discretion of the course coordinator.

For students who use the Self Declaration of Brief Absence Form for final exams, the student will be required to write the final exam during the deferred exam period for that term or during the final exam period of the next academic term. This timing is at the discretion of the course coordinator.

Students, delegates, instructors, and administrators who are unsure if the situation requires an academic consideration or an academic accommodation may contact Tess Grant, Occupational Therapist at Student Wellness Services (613-533-6000, ext. 75842 or tess.grant@queensu.ca).

Feel free to contact an academic advisor with the BHSc Program if you would like to chat about your options (bhscadvisor@queensu.ca).