Requests for Academic Accommodation

We understand that there may be times when you are unable to complete your academic responsibilities. School of Health Studies students who will be unable to complete their academic responsibilities for medical, religious, compassionate, or varsity reasons must receive academic accommodation. Please read the instructions below to understand the process you need to follow based on your individual circumstances.

Self-Reported Absences

As of September 1, 2019, the process for academic consideration has changed.

Western students are now entitled to two self-reported absences per academic year (September to April), and one self-reported absence per summer (May to August).

You should submit a self-reported absence if you are:

  • Missing a class, lab or tutorial with mandatory attendance,
  • Unable to write a test/midterm
  • Unable to hand in an assignment, or complete any other marked assessment

To be eligible for a self-reported absence, your situation must meet all the following criteria:

  • Absence is for 48 hours or less
  • Missed assessment is worth 30% or less (per assessment, per course)
  • Missed assessment is not an exam scheduled during the December/April final examination periods
  • You have not already used both self-declared absences available to you during the September to April academic year (or one self-declared absence in the case of the summer term)

If your situation meets the above criteria, please complete the self-declared absence form through Student Center. See the official policy: Request for Academic Consideration Using the Self-Reported Absence Form

Using the Self-Reported Absence Form

  • Log in to Student Center
  • Click on the Self-Reported Absence link located at the bottom on the right-hand side under Student Services Links
  • Carefully read the instructions and complete the form, indicating each of the courses you will miss during your absence
  • Email your instructor(s) within 24 hours after the end of the period covered by your Self-Reported Absence form to clarify how you will fulfill your missed academic responsibilities
  • Please note, once entered, the absence cannot be removed or edited by students, faculty or Academic Counselling staff

Procedures for Accommodations That Do Not Meet the Self-Reported Absence Criteria

If your absence will be longer than 48 hours, worth more than 30%, and/or is for a final exam, you will need to submit Request for Academic Consideration Form and supporting documentation to the staff at the front desk of the SHS Academic Counselling Office, located in HSB 222. Regular business hours are Monday to Friday from 8:30-4:00 p.m.

The Process

The Request for Academic Consideration Form and supporting documents will be assessed by a member of the Academic Counselling team, following which your accommodation needs will be communicated to your instructor. The form of academic accommodation you receive will then be determined by your instructor(s).

NOTE: Supplemental documentation submitted to our office will be retained in the student's file, and will be held in confidence in accordance with the Western's Official Student Record Information Privacy Policy

Academic accommodation may include:

  • Extension of deadlines
  • Waiver of attendance requirements for classes/labs/tutorials
  • Arranging special exams or incompletes
  • Re-weighting course requirements
  • Granting late withdrawals without academic penalty
  • Requests for academic accommodation for the purpose of travel/vacations during the academic term and/or final exam period will not be accepted

Further instructions for accommodation procedures, as well as information on required supporting documentation is outlined by accommodation type below.

Please Note:

  • Academic accommodation is not automatically approved and shall be granted only where the documentation indicates that the onset, duration and severity of the illness are such that the student could not reasonably be expected to complete his/her academic responsibilities
  • It will not be sufficient to provide documentation indicating simply that the student “was seen for a medical reason” or “was ill.”
  • Medical accommodation may NOT be approved for minor illness like colds, non-acute vomiting or diarrhea, menstrual cramps, insomnia, or for past illnesses
    • There is no expectation that a student must be in optimum physical or mental condition to carry out their academic responsibilities
  • Whenever possible, students requiring academic accommodation should provide notification and documentation in advance of due dates, examinations, etc. Students must follow up with their instructors(s) directly in a timely manner once accommodation has been approved by the academic counsellor
  • Students wishing to speak to an academic counsellor regarding their request for academic consideration can make a Quick Question Appointment