Instructors and Faculties are not required to grant excused absences for unacceptable reasons that include, but are not limited to personal events such as vacations, weddings, or travel arrangements. When a student is absent from a term or final exam without acceptable excuse, a final grade will be computed using a raw score of zero for the exam missed. Any student who applies for or obtains an excused absence by making false statements will be liable under the Code of Student Behaviour.

Any student who is incapacitated because of illness, is suffering from severe domestic affliction or has other compelling reasons (including religious conviction) is advised not to sit for an exam. In such cases a student may apply for an excused absence for the missed exam. Students should consult their Faculty for detailed information on requirements.

(1) Missed Term Exams: To apply for an excused absence, a student must present supporting documentation pertaining to the absence to the instructor within two working days following the missed term exam or as soon as the student is able, having regard to the circumstances underlying the absence.

a. Where the cause is incapacitating illness:

1) a medical note cannot be required

2) If a student chooses to provide a medical note, the University of Alberta Medical Statement Form may be downloaded from the Online Services section of www.registrar.ualberta.ca.

3) Instructors may request other adequate documentation at their discretion such as a form from the student’s Faculty or a statutory declaration.

b. In other cases, including domestic affliction or religious conviction, adequate documentation must be provided to substantiate the reason for an absence.

The instructor has the discretion either to waive the term exam, or require the student to write a make-up exam. If a waiver is granted, the percentage weight allotted to the term exam missed is added to the percentage weight allotted to the final exam. For a make-up exam, the student is required to write an equivalent exam at a time set by the instructor. If the student does not write the assigned make-up exam at the prescribed time, a raw score of zero will be assigned for the missed term exam.

(2) Missed Final Exams: A student who has missed a final exam because of incapacitating illness, severe domestic affliction or other compelling reason (including religious conviction) may apply for a deferred exam.

Students needing to apply for a deferred exam must present themselves at their Faculty Office. The application and supporting documentation pertaining to the absence must be presented to the Faculty within two working days following the scheduled date of the exam missed or as soon as the student is able, having regard to the circumstances underlying the absence.

a. Where the cause is incapacitating illness:

1) a medical note cannot be required.

2) If a student chooses to provide a medical note, the University of Alberta Medical Statement Form may be downloaded from the Online Services section of www.registrar.ualberta.ca

3) Faculties may request other adequate documentation such as a form from the student’s Faculty or a statutory declaration.

b. In other cases, including domestic affliction or religious conviction, adequate documentation must be provided to substantiate the reason for an absence.

c. A deferred exam will not be approved if a student

1) has not been in regular attendance where attendance and/or participation are required, and/or,

2)excluding the final exam, has completed less than half of the assigned work.

d. Students with two or more deferred exams outstanding from a previous term may be required to reduce the number of courses in which they are registered.

e. The student must seek the approval of the dean or designate of the student’s Faculty on the application for a deferred final exam;

f. In the case of an approved application for deferred final exam, the student’s Faculty will inform the Department responsible for the course of the approved deferred exam. The Department will then notify the instructor;

g. Payment of the required fee will normally be made at the time of approval of the application for deferral but must be made no later than two weeks after approval. Refer to Sec. 22.2.8 for details on where to pay fees and to Sec. 22.2.12 for fees for special services.

(3) Fall/Winter Deferred Final Exams: Within the timelines described below, the time and place of the deferred final exam will be determined by the instructor. Instructors are encouraged to include the date, time and place of a deferred exam in the course outline should one be required.

a. Fall Term Deferred Final Exams: Fall Term deferred final exams must be held by the end of Reading Week in accordance with the following provisions:

1) If the date and time of the deferred exam are included in the course outline given to students, the exam may be scheduled at any time prior to the end of Reading Week.

2) Otherwise, mutually agreeable arrangements must be made with all students eligible for the deferred exam if it is to be held prior to January 19.

3) In the absence of either of the above two arrangements the instructor will submit the time and place of the exam to the department office as early as possible and no later than January 12. It is important that students come to the department to obtain this information on January 15 or as soon as possible thereafter. The exam must be scheduled between January 19 and the end of Reading Week.