Absences (Academic Consideration) and Academic Accommodations

 

 

Academic Consideration

Academic Accommodation

Queen’s University Senate Policy

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 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.

 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

Extenuating circumstance beyond the student’s control, not to exceed 3-months)

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

Self-Declaration for Brief Absence (up to 48 hours)*

  • Short-term physical or (e.g., stomach flu)
  • Minor injury (e.g. sprained ankle)
  • Distressing event or other physical or psychological impairment
  • Officially representing the University in a
    sanctioned event (e.g. Varsity)

Extenuating circumstances (48 hours to 3 months)*

  • Extended illness (e.g. mononucleosis, pneumonia)
  •  Serious injury
    (e.g., concussion or broken bones)
  • Required treatment (e.g., surgery or
    medication side effects)
  • Bereavement (e.g. loss of close family member)
  • Traumatic event (e.g., divorce) or other significant personal crisis

Letter of Accommodation (LOA)

  • 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.)

Short Term Academic Accommodation (STAA)

 

  • New unexpected onset of physical or mental illness lasting more than 48 hours, unexpected surgery/injury (concussion), serious extenuating circumstances

 

 

Responsibility for Authorizing Arrangements

The Faculty 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 and Short Term Academic Acommodation for instructors to implement.

 

*Exclusions that are not covered by this protocol:

Students that are unable to meet academic requirements due to experiencing high levels of academic or exam-related stress should seek out supports and services from Student Wellness Services and contact Tess Grant, Occupational Therapist: 613-533-6000, ext. 75842 or tess.grant@queensu.ca


  • Absences (Academic Consideration)

    Students are required to submit documentation to the Academic Accommodation Coordinator, Catherine Gurnsey, for all absences that result in a student missing deliverables (tests, quizzes, labs, midterms, final exams), Beamish-Munro hall, Room 300. There are different forms so please read the categories carefully. DO NOT SUBMIT FORMS TO YOUR INSTRUCTORS.

    • Self Declaration of Brief Absence form
    • Request for Academic Consideration for Extenuating Circumstance form*/Verification of Personal Health Condition form (2 forms required)
    • Time off - University Sanctioned Events

    *Use only the Request for Academic Consideration for Extenuating Circumstance form when bereavement absence is being requested. In addition to the form we do require either the obituary or a copy of the death certificate provided.

    Self Declaration of Brief Absence form

    This form is to be used if your absence is less than 48 hours (two business days). It would be used if you are experiencing an unexpected acute illness (e.g. stomach flu) or are experiencing extenuating circumstances that has led to physical or psychological impairment of sufficient severity that you feel you are temporarily unable to meet required academic requirements. This is for brief absences where you expect to return to full academic functioning within 48 hours. Form click here. 

    • This form must be delivered in person, BHM room 300 Faculty office, within 1-2 days of the onset of illness. Please do not come when actively sick. If you are too ill to deliver the form please see the Delegate portion on the form or if you have other circumstances please call Catherine at 613-533-6000 x78013 to be advised. Emailed forms will not be accepted.
    • Once your form is submitted and verified an email will be sent to your instructor(s) notifying them that the Faculty office has received appropriate documentation for your absence.  The student is copied on this email notification and it is the responsibility of the student to then contact the instructor to make up missed course work. Failure to do this may result in a zero for missed work. Note that all essential course requirements must be fulfilled.
    • The Faculty office will place all forms in your student file and make note of previous requests. In cases of repeated requests the Faculty office will contact you to speak with a student advisor or other as appropriate. If at anytime you require information regarding on campus resources (medical, personal or other) please contact Catherine for more information.

    MISSED final exams in FEAS for 1st year students should refer to the rewrite page

    MISSED final exams in FEAS for 2nd, 3rd and 4th year students are normally offered during the Supplemental Exam period (Orientation week in September) for both Fall and Winter courses.

    If your absence means that you missed a final exam, you may be eligible for an Incomplete Grade (IN).  Please contact your Undergraduate Program Assistant to discuss the potential initiation of an Incomplete Grade Request Form. Submission of the IN request does not guarantee approval of an IN grade and the opportunity to write during the supplemental period. Incomplete Grade form click here

    MISSED midterms, typically result in redistribution of the mark to the rest of the written components (other midterms/quizzes and/or final exams).  Typically no make-up midterms are provided. Make sure to consult the course syllabus and/or department policies.

    NOTE: For Engineering students who are registered with QSAS and have accommodated final exams arranged for them, it is the responsibility of the student (or delegate) to advise the Exam Office by email that they will not be writing the arranged accommodated exam, exams@queensu.ca

    Request for Academic Consideration of Extenuating Circumstances form

    This form is to be used if a student is experiencing an extenuating cirumstance lasting more than 48 hours (two business days). If you (a student) are experiencing extenuating circumstances that have led to a reduced ability to meet acadmic requirements and you anticipate being able to return to full academic functioning within 3 months. This could include an extended unanticipated illness (e.g. pneumonia, mononucleosis), a serious injury (e.g., concussion, broken bones), a required treatment (e.g., surgical procedure, significant side effects from new medication), serious injury or illness to a significant other, bereavement*, traumatic event, or other significant personal crisis. The degree of your impairment related to the cirucmstances may mean that you are able to complete some academic requirements but not others. FORM click here

    • When applying for a Request for Academic Consideration of Extenuating Circumstances there are 2 forms needing completion.
    • The Student completes the "Request for Academic Consideration of Extenuating Circumstances" form
    • A health care professional (physician, RN, RPN, NP, Counsellor) complete the "Verification of Personal Health Condition" form, click here
      Both of these forms must be submitted together and be delivered in person, BMH room 300 Faculty office as soon as possible. Please do not come when actively sickBereavement requests  only require the Request for Academic Consideration of Extenuating Circumstances form and either the obituary or death certificate. If you are too ill to deliver the form please see the Delegate portion on the form or if you have other circumstances please call Catherine at 613-533-6000 x78013 to be advised. Emailed forms will not be accepted.
    • Once your form is submitted and verified an email containing a memorandum will be sent to your instructor(s) notifying them that the Faculty office has received appropriate documentation for your absence.  Generic information about the duration of your absence and/or accommodation(s) will be included in the email. The student is copied on this email notification and it is the responsibility of the student to then contact the instructor to make up missed course work. Failure to do this may result in a zero for missed work. Note that all essential course requirements must be fulfilled.
    • The Faculty office will place all forms in your student file. If at anytime you require information regarding on campus resources (medical, personal or other) please contact Catherine for more information.

    This form should not be used if you are unable to meet academic requirements due to functional limitations related to an underlying disability or diagnosed health condition you should register with Queen's Student Accessibility Services (QSAS) to discuss academic accommodations. This would include experiencing an exacerbathing of an existing condition that had not previously required accommodation (e.g., Crohn's disease, diabetes. anxiety) or the new onset of a physical or mental illness (e.g.,depression) or a recovery that is slower than anticipated (e.g., complicated grief, post-concussion syndrome, medical complications, post-traumatic stress).

    MISSED final exams in FEAS for 1st year students should refer to the rewrite page

    MISSED final exams in FEAS for 2nd, 3rd and 4th year students are normally offered during the Supplemental Exam period (Orientation week in September) for both Fall and Winter courses. If your absence means that you missed a final exam, you will be required to submit a request for Incomplete Grade (IN), through the FEAS Faculty Office.  Submission of the IN request does not guarantee approval of an IN grade and the opportunity to write during the supplemental period. Incomplete grade form click here

    MISSED midterms, typically result in redistribution of the mark to the rest of the written components and (other midterms/quizzes and/or final exams). Typically no make-up midterms are provided. Make sure to consult the course and/or syllabus and/or department policies.

    NOTE: For Engineering students who are registered with QSAS and have accommodated final exams arranged for them, it is the responsibility of the student (or delegate) to advise the Exam Office by email that they will not be writing the arranged accommodated exam, exams@queensu.ca

    Time Off - University Sanctioned Events

    The Engineering Faculty does not, in general, support time off for periods exceeding 48 hours. If you wish to request time off for an exceptional event, you must do so by directing your request to the Associate Dean (Academic) engineering.academic@queensu.ca This must be requested at least 2 week PRIOR to the event and submission of a request does not guarentee approval for the event. Click on the form below.

    Request for Excused Absence for Significant Event

    Academic Consideration for Students participating in Sanctioned Events or as Distinguished Guests

  • Academic Accomodations

    Letter of Accommodation

    The process for submitting Letter of Accommodation within the Engineering Faculty has changed. 
    DO NOT SUBMIT YOUR LETTER TO INSTRUCTORS.

    • Students will submit their letter of accommodation, in person, to Catherine Gurnsey, Academic Accommodation Coordinator in the Faculty Office (BMH room 300) within the first 2 weeks of each term. This tells the Faculty office that you wish to use your accommodations for that term. If you do not submit your letter to Catherine you will not appear on the accommodated class list for your instructor which may affect you receiving your accommodation(s). If you are awaiting your QSAS evaluation please contact send an email to engineering.aac@queensu.ca and provide the date of your appointment. Your instructors will be emailed and notified that documentation will be distributed to them shortly.

    • Once your letter is recieved in our office it will be scanned and emailed to your instructors for that term (this includes both Engineering instructors and those in other faculities). Students are copied on this email.  

    • Should you have any concerns, questions or require information I am available to assist you in BMH room 300, Monday to Friday 8:30 am-4:30 pm September to April, engineering.aac@queensu.ca or 613-533-6000 x78013.

    NOTE: documentation must be dropped off in person during regular business hours, noted above.

    Short-Term Academic Accommodations

    The process for submitting a Short-term Academic Accommodation within the Engineering Faculty has changed. DO NOT SUBMIT YOUR FORM TO INSTRUCTORS.

    • Students will submit their Short-term Academic Accommodation, in person, to Catherine Gurnsey, Academic Accomodation Coordinator in the Faculty Office (BMH room 300) as soon as it is issued to them. This allows us time to distribute the new accommodations to your instructors as quickly as possible. If you do not submit your form to Catherine you will not appear on the accommodated class list for your instructor which may affect you receiving your accommodation(s). 
    • Once your form is recieved in our office it will be scanned and emailed to your instructors (this includes both Engineering instructors and those in other faculities). Students are copied on the email.
    • Should you have any concerns, questions or require information I am available to assist you in BMH room 300, Monday to Friday 8:30 am-4:30 pm September to April, engineering.aac@queensu.ca or 613-533-6000 x78013.