Exam Deferrals

If you are unable to attend an exam due to serious and unavoidable circumstances, you may request an exam deferral. Deferrals are granted only when supported by acceptable evidence.

Submission Deadlines

You must submit your request in writing to the Office of Student Rights and Responsibilities (srr@alexandercollege.ca)

• At least 10 calendar days for situations known in advance
• Within 5 calendar days after missing an exam
• Late submissions are normally not accepted

Processing Time

• Standard processing time: 10 business days
• Complex cases may require additional time.

You will be notified of the decision by email. If approved, payment instructions will be sent to your AC email.

Exam Deferral Process

1. Check your course syllabus. Review the exam deferral or make-up exam policies for your course.
2. Download the appropriate form

Midterm Exam Deferral Form [PDF]

Download

Final Exam Deferral Form [PDF]

Download

3. Prepare your supporting documents (e.g. medical notes, hospital documents, police reports, proof of travel for weddings, etc.)
4. Submit your request using the appropriate form for either the midterm or the final exam. Email your completed form and all evidence to: srr@alexandercollege.ca
5. SRR will review your request based on the information and documentation you provide and will notify you of the decision by email. Incomplete requests will take longer to resolve.
6. Make-up exams are scheduled by the SRR unit and must be written on the assigned date and time.

Fee

• $150 per exam (The fee applies to approved deferrals unless eligible for a fee waiver.)

Examples of Acceptable Deferral Circumstances

Examples of circumstances that will most likely result in an approved deferral request. The list is not exhaustive. Acceptable evidence is listed below each category.

1. Short-term illness or sudden short notice change in health prior to the exam (for long term illness consider applying for Accommodations).
   • Required evidence: Medical note issued prior to the exam and include a recovery period covering the exam date OR same-day appointment booking.
   • Out-of-country medical notes considered case-by-case.
2. Sudden change in health during the exam (e.g. fainting, panic attack).
   • Required evidence: Incident report filed with college staff if the episode occurred on campus or instructor’s statement.
3. Court appearance
   • Required evidence: Court order or police record.
4. Death in the family
   • Required evidence: Death certificate (refer to Bereavement policy)
5. Attendance of a wedding for yourself or an **immediate family member
   • Required evidence: Marriage certificate, proof of relation required
6. Exam conflict at AC or another institution
   • Required evidence: Proof of exam conflict
7. Technical difficulty during virtual exams
   • Required evidence: Screenshot or video evidence.

**Examples of immediate family members are defined as: Spouse (including common-law), child, parent, guardian, sibling, grandparent, roommate (with evidence of relationship), or in-law.

Circumstances Eligible for a Fee Waiver

1. Unforeseen life altering circumstances – victim of a traffic accident, victim of crime (attach police report).
2. Serious illness – hospital admittance for own sudden serious illness or serious injury (attach hospital document).
3. Sudden change in health during the exam – example: fainting, sudden severe allergic reaction, asthma attack.
4. Bereavement – death of an immediate family member; must submit a death certificate and evidence of relationship.
5. Course policy on make-up exams – that is, when the weight of a missed exam is moved to the rest of the exams (as per the course syllabus)

Common Reasons Deferral Requests Are Denied

• Request submitted past the deadline.
• Request submitted without evidence.
• Student did not notify the instructor of inability to take scheduled exam.
• Issues with a medical note:
  • Note validity period does not cover the exam date (i.e., note issued after the exam date).
  • Note does not show the date of the clinic visit.
  • Note cannot be verified (forfeited).
• Note issued by a complementary medicine health care provider.
• For non-emergency situations: student could have dealt with the situation outside of class time.
• Work obligations.
• Self-reported sudden illness with no supporting evidence (no medical visit, no same-day appointment).
• Poor planning.