Brief and Long-Term Medical Forms

All Engineering students who need to submit a Self-Declaration of Brief Absence form or a Request for Academic Consideration for Extenuating Circumstances form must deliver it in person, BMH Room 300, Faculty Office, within 1-2 days of the onset of illness. If you are too ill to deliver it please see the portion on the form where you appoint a delegate to drop your forms to us or call Catherine Gurnsey at 613-533-6000 x78013. We will not accept emailed copies.

YOUR ENGINEERING INSTRUCTORS WILL NOT BE ACCEPTING ANY FORMS

Once the form is submitted to the Faculty Office, we will notify your instructor(s) by email and copy you.

NOTE THAT: It is then the responsibility of the student to contact the instructor to follow up and make arrangements to make up missed work.

Below are step-by-step processes for students to follow:

(due to acute illness or critically distressing situation, under 48 hours duration)

The university does not require verification documentation from a health care professional (on-campus or hospital or community-based) when the duration of an acute illness or critically distressing situation is under 48 hours.

What you need to do:

  1. Complete the Self-Declaration of Brief Absence form my.engineering.queensu.ca/Current-Students/forms-online.html
  2. Submit this form, in person*, to Catherine Gurnsey, Academic Accommodation Coordinator in the FEAS Faculty Office BMH room 300. If it is after normal business hours, submit it in person as soon as the office reopens next. DO NOT SUBMIT THIS TO YOUR INSTRUCTOR.
  3. The FEAS Office will email your instructor and copy you on the email.
  4. Once you have received this email, contact your instructor(s) by email or in person, ASAP, to discuss how to make up your missed academic obligations. Failure to do this may result in a zero for missed work.
  5. Complete and/or submit academic work as agreed upon with your instructor(s). Note that all essential course requirements must be fulfilled.
  6. If your illness/situation extends beyond 48 hours you are required to obtain and submit additional documentation (e.g., from a health care professional, see Academic Considerations for Extenuating Circumstances forms.)

The Faculty Office will place all forms in your student file and make note of previous similar requests. In cases of repeated requests for academic consideration, the Faculty Office will contact you to speak with a student advisor.

Deferred final exams in FEAS are normally offered during the Supplemental Exam Period (Orientation week in September) for both fall and winter courses. If your absence means that you miss a final exam, you will be required also to submit a request for an Incomplete Grade mark (IN), through the FEAS Faculty Office.

NOTE: FOR STUDENTS REGISTERED WITH QSAS - If a student who received academic considerations for extenuating circumstances is registered with Queen’s Student Accessibility Services, and will not be writing a final exam, it is the responsibility of the student (or delegate) to advise the Exam Office by email that they will not be writing a planned accommodated exam.

*If you are unable to submit the form yourself in person, you may assign a delegate to do so on your behalf. Please have your delegate sign at the bottom of your Self-Declaration of Brief Absence form (see form). If you cannot find a delegate, and are not able to submit the form in person, then phone Catherine Gurnsey at 613-533-6000 x 78013 as soon as the office opens (8:30 am to 4:30 pm Monday-Friday).

(short period of time more than 48 hours, less than 3 months)

A student who is experiencing an extenuating circumstance lasting more than 48 hours should:

  1. Complete the Request for Academic Considerations for Extenuating Circumstances form my.engineering.queensu.ca/Current-Students/forms-online.html
  2. Obtain verifying documentation (typically provided by a third party – medical doctor, licensed counsellor, police, etc). This may be the Verification of Personal Health Condition form, or a Confidential Verification of Extenuating Circumstances form, or other documentation (e.g. death certification, police report of an accident). Students are not required to disclose specific details of their personal circumstances to their instructors, but the FEAS Faculty Office may require documentation that verifies the extenuating circumstance and the inability or reduced capacity to complete academic work.
  3. Submit form and supporting documents to the FEAS Faculty Office BMH Room 300, c/o Academic Accommodations Coordinator, Catherine Gurnsey. DO NOT SUBMIT THIS TO YOUR INSTRUCTOR(S).
  4. The FEAS Office will email your instructor and copy you on the email.
  5. Once you have received this email, contact your instructor(s) by email or in person, asap, to discuss the fulfillment of your academic requirements. Failure to do this may result in a zero for missed work. The plan for academic accommodation may extend beyond the end of the term. If this is the case the student must submit a request for an Incomplete Grade mark (IN), through the FEAS Faculty Office.
  6. Complete and/or submit the academic work as agreed upon with instructor.
  7. Communicate and update the FEAS Faculty Office regarding recovery and academic progress as appropriate.
  8. Students should be aware that some information may be shared among university personnel on a need to know basis, while respecting student’s privacy and confidentiality to the degree possible.

If it becomes apparent that a full recovery will not take place within 3 months and that ongoing academic support may be required, the student should contact Queen’s Student Accessibility Services to register and request academic accommodations. Deferred final exams in FEAS are normally offered during the Supplemental Exam Period (Orientation week in September) for both fall and winter courses. If your absence means that you miss a final exam, you also will be required to submit a request for an Incomplete mark (IN), through the FEAS Faculty Office.

If the Extenuating Circumstances occurs just prior to or during the final exam period and it is warranted that the student requires specific exam accommodations (e.g. additional time, private room, write every other day) as part of their academic considerations, the student must be evaluated at Queen’s Student Wellness Services to request short-term exam accommodations. The student should then submit a hard copy of the accommodation to the Faculty Office (BMH room 300) and the Exam’s Office, Gordon Hall.

NOTE: FOR STUDENTS REGISTERED WITH QSAS – If a student who received academic considerations for extenuating circumstances is registered with Queen’s Student Accessibility Services, and will not be writing a final exam, it is the responsibility of the student (or delegate) to advise the Exam Office by email that they will not be writing a planned accommodated exam.