- Policy #:
- AA21
- Responsible Authority:
- Dean, Academic Development
- Approval Authority:
- President's Executive Committee
- Executive Sponsor:
- Vice President, Academic
- Approval Date:
- 1988/11/02
- Last Reviewed:
- 2010/10/27
- Mandatory Revision Date:
- 2015/10/27
- Downloadable Version:
- Deferred Evaluation
PURPOSE
To provide a mechanism to address evaluations missed by students due to exceptional circumstances.
SCOPE
All students
DEFINITIONS
Word/Term | Definition |
Academic Administrator | Refers to the Program Chair, Course Chair or Academic Manager |
Evaluation | A formal measurement of student learning that may include, but is not limited to, an examination, a test, an assignment or a project |
Exceptional circumstances | Serious illness, personal or family tragedy, religious observance, legal obligations (e.g. jury duty, witness, defendant) |
Student in good academic standing | Unless the program has stipulated otherwise, a student who achieves a term grade point average at or above 1.7, as well as any minimum grade requirements in particular course(s) within a program |
POLICY
Students demonstrate their mastery of the program learning outcomes by participating in evaluation mechanisms scheduled throughout the semester. The College has the responsibility to ensure that all students are evaluated in an equitable manner by scheduling evaluation sessions throughout the semester.
The College recognizes that students may face exceptional circumstances during the semester which can prevent them from completing an evaluation(s) as scheduled. In those circumstances, students in good academic standing can request an extension to complete the missed evaluation(s)
1. Professors shall indicate expectations about appropriate notice for absences due to illness or other exceptional reasons on course outlines.
2. Students are expected to make every effort to meet the originally scheduled course requirements by writing tests and examinations as scheduled and submitting assignments by the due date.
3. Students can request to have an evaluation rescheduled if one of the following eligibility criteria is met:
3.1 Suffer from a serious illness resulting in the inability to be present for a scheduled evaluation;
3.2 Have legal obligations such as jury duty or court appearances;
3.3 Face significant personal circumstances such as family bereavement or family crisis;
3.4 Have a conflict with religious observance.
4. Students are to notify their professor of their absence in writing and of the need for a rescheduled evaluation as soon as possible, before or, in extenuating circumstances, immediately after the evaluation is missed, normally within three (3) working days.
5. Documentation to support any of the eligibility criteria may be required of students. Professors are to exercise discretion when requiring documentation, particularly when the assessment in question constitutes a small proportion of the course grade, or when alternative means for carrying out the assessment are available.
6. When the absence of a student affects a number of courses, the request to reschedule the evaluations will be submitted to the Program Coordinator, who will discuss the exceptional circumstance with the Academic Administrator. Should the deferral of evaluations be granted, the Academic Administrator will notify the professors concerned of the student’s absence and the need to reschedule the evaluations. Supporting documents may be required.
In the event a student has missed a final examination and/or final assignment, the professor will instruct the student to consult with the Academic Administrator.
7. If a professor agrees, or has been notified by the Academic Administrator that the student has grounds to have one or more evaluations rescheduled, the professor may:
7.1 Make arrangements with the student to have missed course work, test(s) or assignment(s) completed beyond the regularly scheduled deadline;
7.2 Give alternate assignments or evaluations;
7.3 In extenuating circumstances, apply the weighting of a missed assignment or term test to the weighting of the final grade if agreed to by the student.
8. If the student believes the accommodation is unfair, the decision can be appealed to the Academic Administrator or to the Dean of the School.
PROCEDURE
| Action |
| Responsibility |
1. | Submit a written request to the professor to defer an evaluation before the scheduled date. Should extenuating circumstances prevent prior notification, the request must be submitted no later than three (3) working days after having missed the evaluation or due date. For a deferral request related to religious observance, a minimum of 10 working days prior notification must be provided to the professor. |
| Student |
2. | When more than one evaluation will be missed due to the absence, submit to the Academic Administrator a written request for a deferral of the evaluations before the evaluation(s) or due date(s). Should extenuating circumstances prevent prior notification, the request must be submitted no later than three (3) working days after having missed the evaluation(s). For deferral requests related to religious observance, a minimum of 10 working days prior notification must be provided to the Academic Administrator. At the discretion of the Academic Administrator, the time line for submission can be extended. |
| Student |
3. | If necessary, request that the student submit supporting documents or other evidence to corroborate the reason for the absence. |
| Professor or Academic Administrator |
4. | Within five (5) working days, notify the student that the request for a rescheduled evaluation(s) has been granted or denied and to contact the professor(s). |
| Professor or Academic Administrator |
5. | Make arrangements with the professor(s) for the completion of the evaluation(s). |
| Student |
6. | If the arrangements for the completion of the evaluation(s) are not acceptable to the student, consult with the Academic Administrator or Dean of the School. |
| Student |
SUPPORTING DOCUMENTATION
Appendix 1: List of religious holidays
RELATED POLICIES
AA 13 Evaluation of Student Learning
AA19 Academic Appeal
RELATED MATERIALS
None