Exam Deferrals

Deadline to submit: 10 calendar days for situations known in advance; Within 5 calendar days after missing an exam.

Processing time: 30 calendar days.

*Please submit your completed form and supporting evidence to The Office of Student Rights and Responsibilities by email: srr@alexandercollege.ca

Midterm Exam Deferral Form [PDF]

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Final Exam Deferral Form [PDF]

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The Office of Student Rights and Responsibilities, as a type of Accommodation, provides support for students in the form of deferrals for exams – in other words, changing the time of the exam in extreme circumstances when the student cannot attend at the regularly scheduled time.

Students may submit a formal request to defer the date of a final or midterm examination when circumstances beyond their control prevent them from attending. The request must be in writing and must be approved by The Office of Student Rights and Responsibilities.

Any requests arising from poor planning or inconvenience, such as booking a flight before the exam schedule is published or conflict with another activity will not be approved. Please note, exam deferrals are subject to $150 deferral fee per exam. Once the request is approved, you will receive payment instructions by email.

In order to successfully defer an exam, students are encouraged to follow the steps outlined below:

• Check the Course Syllabus on Exam Deferrals/Make-up exams;
• Fill out an applicable exam deferral form;
• Attach evidence;
• Submit your completed form and supporting evidence to The Office of Student Rights and Responsibilities by email: srr@alexandercollege.ca.

Common reasons why deferrals 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:
  • Medical note validity period does not cover the exam date (i.e., note issued after the exam date);
  • Medical note does not show the date of the visit to the clinic;
  • Medical note cannot be verified (forfeited);
• A note issued by a complimentary medicine health care provider;
• For non-emergency situations: student could have dealt with the situation outside of class time;
• Work obligations.

Examples of acceptable evidence:

• Medical note; notes issued prior to the exam date must explicitly state a recover time that is inclusive of the missed exam date.
  • Medical notes issued outside of Canada will be considered on a case-by-case basis.
• Court order
• Police record
• Death Certificate (refer to Bereavement policy)
• Marriage Certificate (for absences resulting from attending a wedding for yourself or your immediate* family member, proof of relation required)
• Proof of exam conflict
• Proof of technical difficulty (screenshot or video) for virtual exams
• Any document issued by a person in authority. The note/letter must include date, name, contact information, reason.

Other evidence may also be considered

Circumstances Where the Exam Deferral Fee will be Waived:

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 exam – example: fainting, sudden severe allergic reaction, asthma attack;
4. Bereavement – death of an immediate* family member; must submit a death certificate and evidence that you are related to the deceased.
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)

*Examples of Immediate Family Members are Defined as:

A student’s spouse (including common-law), child, parent, guardian, sibling, grandparent, roommate (with evidence of relationship, or in-law)