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Academic Consideration and Academic Accommodations

If you feel that something may be affecting your ability to complete your academic requirement for a course or courses, you may want to consider requesting an academic consideration or being assessed for an academic accommodation.

What is the difference?

Academic Consideration – Request an academic consideration in situations where extenuating circumstances arise and are interfering with your ability to complete academic requirements related to a course(s) for a short period of time. There are two lengths of academic considerations: one that lasts up to 3 days (72 hours) and one that lasts from 4 days to 3 months. During academic considerations, while there may be an acute period of time where working on course work will be difficult, overall, you are committed to and anticipate being able to resume your studies without this support. BHSc students must submit their request through the Academic Consideration Portal.

For academic consideration related to COVID, the COVID-19 Impact Form and/or Rapid Antigen Test results are no longer being accepted as documentation. Please review the Frequently Asked Questions at the bottom of this page for more information.

Academic Consideration Portal

Academic Accommodation – Request an assessment for an academic accommodation if you have a known condition for which academic supports may help remove some of the barriers caused by a functional impairment causing disability-related impacts. QSAS provides academic accommodations for a range of conditions and disabilities, including chronic or ongoing physical health or mental health condition, or a learning disability. You should be assessed by QSAS for academic accommodations for a longer term, non-extenuating circumstance related condition or disability.

Before filling out your Request for Academic Consideration, please read the following information and frequently asked questions.

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 Request an Academic Consideration due to Extenuating Circumstances for midterm exams or other tests in a course, how the weighting of that midterm exam or test is handled will be at the discretion of the course coordinator, typically in conversation with the student.

For students who Request an Academic Consideration due to Extenuating Circumstances 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 and the length of the academic consideration.

Students, delegates, instructors, and administrators who are unsure if the situation requires an academic consideration or an academic accommodation may contact Accessibility Services (accessibility.services@queensu.ca).

If the outlined options do not feel like sufficient support for you in your current circumstance, reach out to bhscadvisor@queensu.ca to discuss your circumstance.

Academic Consideration for less than 3 days

Queen's University Senate Policy

Academic Considerations for Students in Extenuating Circumstances (April 2017)

Objective

To provide consistent and fair academic considerations to students for a range of brief extenuating personal circumstances.

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.

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

What Documentation Needs to be Submitted?

Submit a Request for Academic Consideration for Extenuating Circumstances through the Academic Consideration Portal. No documentation in addition to this form is required for the first submission of the form. 

Supporting documentation can include the following:

  • For COVID-19: An image of a RAT, an image of a filled out SeQure app, and PCR tests will not be accepted as documentation to support a Request for Academic Consideration. The Bachelor of Health Sciences Program Office will accept medical documentation (i.e. a doctor’s note) to support a Request for Academic Consideration for situations where symptoms persist.
  • Health Condition/Injury/Compassionate/Personal: Verification of Extenuating Circumstance Form, a letter from a health care provider (i.e., doctor, nurse practitioner, social worker, counsellor, occupational therapist) or another professional who is familiar with the circumstance (e.g., Human Rights Advisor, Chaplain, etc.) *The medical note must outline the length of time (specific dates)  you are required to be away from your academic studies.
  • Bereavement related circumstance: Obituary, death certificate
  • An accident report or police report
  • A court order

Please review the FAQs below for information specific to COVID-19.

Responsibility for Authorizing Arrangements

The Program Office verifies documentation. Instructor works with student to determine and implement reasonable academic consideration.

Academic Consideration (more than 3 days)

Queen's University Senate Policy

Academic Considerations for Students in Extenuating Circumstances (April 2017)

Objective

To provide consistent and fair academic considerations to students for a range of extenuating personal circumstances.

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.

Conditions

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

What Documentation Needs to be Submitted?

Submit a Request for Academic Consideration for Extenuating Circumstances to through the Academic Consideration Portal. Provide the appropriate (as defined on the form) supporting documentation through the Portal.

Supporting documentation can include the following:

  • For COVID-19: An image of a RAT, an image of a filled out SeQure app, and PCR tests will not be accepted as documentation to support a Request for Academic Consideration. The Bachelor of Health Sciences Program Office will accept medical documentation (i.e. a doctor’s note) to support a Request for Academic Consideration for situations where symptoms persist.
  • Health Condition/Injury/Compassionate/Personal: Verification of Extenuating Circumstance Form, a letter from a health care provider (i.e., doctor, nurse practitioner, social worker, counsellor, occupational therapist) or another professional who is familiar with the circumstance (e.g., Human Rights Advisor, Chaplain, etc.) *The medical note must outline the length of time (specific dates)  you are required to be away from your academic studies.
  • Bereavement related circumstance: Obituary, death certificate
  • An accident report or police report
  • A court order

Responsibility for Authorizing Arrangements

The Program Office verifies documentation. Instructor works with student to determine and implement reasonable academic consideration.

Academic Accommodation

Queen's University Senate Policy

Academic Accommodations for Students with Disabilities(November 2016)

Objective

To provide appropriate academic accommodations for students with disabilities as part of the University’s commitment to accessibility and equity.

Definition

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

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?

Register with Queen’s Student Accessibility Services and submit the Disability Documentation Form to them.

Responsibility for Authorizing Arrangements

Queen’s Student Accessibility Services (QSAS) determines accommodation and provides Letter of Accommodation for instructors to implement.

Academic Consideration and Accommodation Frequently Asked Questions

Through our Academic Consideration Portal, all requests should be made by a student experiencing extenuating circumstances. There are three types of requests:

  • A short-term Request for Academic Consideration for up to 3 days without documentation (this may only be used once in an academic term)
  • A short-term Request for Academic Consideration for up to 3 days with an Attestation Form (can only be used after the request for up to 3 days without documentation has been made; can only be used once in an academic term)
  • A short-term (up to 3 days) or long-term (3 days for 4 months) Request for Academic Consideration with appropriate documentation.

Go to the Academic Consideration’s Portal and work your way through the form. You should first use your Request for Academic Consideration for up to 3 days, without documentation. you have already used that, you can submit a Request for Academic Consideration for up to 3 days using an Attestation Form or can submit a Request for Academic Consideration for a longer period of time with documentation.

Supporting documentation can include the following:

  • For COVID-19: An image of a RAT, an image of a filled out SeQure app, and PCR tests will not be accepted as documentation to support a Request for Academic Consideration. The Bachelor of Health Sciences Program Office will accept medical documentation (i.e. a doctor’s note) to support a Request for Academic Consideration for situations where symptoms persist.
  • Health Condition/Injury/Compassionate/Personal: Verification of Extenuating Circumstance Form, a letter from a health care provider (i.e., doctor, nurse practitioner, social worker, counsellor, occupational therapist) or another professional who is familiar with the circumstance (e.g., Human Rights Advisor, Chaplain, etc.) *The medical note must outline the length of time (specific dates)  you are required to be away from your academic studies.
  • Bereavement related circumstance: Obituary, death certificate
  • An accident report or police report
  • A court order

Each academic term, a student is permitted to submit a Request for Academic Consideration for Extenuating Circumstances for up to 3 days without documentation once in an academic term. A request for Academic Consideration for up to 3 days using an Attestation Form as documentation can only be used once by a student in an academic term. There is no limit to the number of Requests for Academic Consideration that use appropriate supporting documentation in an academic term.

You can submit a Request for Academic Consideration for up to 3 days using an Attestation Form as supporting documentation, or can submit a Request for Academic Consideration for a longer period of time (up to 3 months) with documentation.

Go to the Academic Consideration’s Portal and work your way through the form. You should first use your Request for Academic Consideration for up to 3 days, without documentation. If you have already used that, you can submit a Request for Academic Consideration for up to 3 days using an Attestation Form for supporting documentation.

No – this should only be used in cases where a student is experiencing extenuating circumstances that will impact their ability to attend mandatory classes or complete mandatory course work. This might include situations such as:

  • Short-term physical or mental illness (e.g., stomach flu, COVID, 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 (e.g., death of family member or close friend)
  • Traumatic event (e.g., divorce, sexual assault)

This Request for Academic Consideration should be reserved for extenuating circumstances such as these, rather than being used erroneously for another reason.

No, an image of a RAT, an image of a filled out SeQure app, and PCR tests will not be accepted as documentation to support a Request for Academic Consideration. The Bachelor of Health Sciences Program Office will accept medical documentation (i.e. a doctor’s note) to support a Request for Academic Consideration for situations where symptoms persist.

Yes, if your extenuating circumstance is unrelated to, and not exacerbated by, your condition for which you have an Academic Accommodation, you should fill out the Request for Academic Consideration.

No, this form has been discontinued at the University and will not be accepted as supporting documentation for any Requests for Academic Consideration.

Most instructors will require an approved Request for Academic Consideration to grant a request for an extension or deferral, however, some instructors may choose to grant extensions/deferrals without. Read course syllabi/onQ pages for each course to better understand any additional processes that an instructor might adhere to.

If you feel that it is in your best interest to take a step back from your studies entirely, we always recommend reaching out to an academic advisor (bhscadvisor@queensu.ca) to discuss your options and the length of time that you anticipate needing time away. While we do have the Request for Academic Consideration for Extenuating Circumstances for up to three months (with documentation), this may not be the best option for you, given your circumstance and the nature of the course(s) you are registered in. Dropping one or more courses or taking a term off may be an option to consider.