Academic Concession

If you have recently been affected by an illness, accident, or family tragedy that interferes with your ability to carry out academic coursework, please consult with KIN Advising to see if you are eligible for Academic Concession.

If you are unsure of whether or not your situation would make you eligible for Academic Concession, please send an email to the KIN Advising Office at kin.advising@ubc.ca before filling out any forms below.

Grounds for Academic Concession

Academic Concessions may be granted when students are facing an unanticipated situation or circumstance that prevents them from completing graded work or exams. You may be eligible for Academic Concession when one or more of the conditions listed below unexpectedly hinders your ability to complete an assignment or participate in classes or an examination:

In all cases, your request for Academic Concession should be made in a timely manner and as early as possible to your instructor or KIN Advising. If you are not a KIN student, please consult with your home Faculty for Academic Concession.

Disability Related Grounds

UBC’s Centre for Accessibility facilitates disability-related accommodations and programming initiatives designed to remove barriers for students with disabilities and ongoing medical conditions. Students must register with the Centre to access their services.

The Centre for Accessibility recommends accommodations to KIN Advising for students with a disability who are registered with the Centre. Students requesting Academic Concessions related to their disability should first contact the Centre for Accessibility.

Types of Academic Concession

The most appropriate type of concession (deferred standing, in-term concession, late withdrawal, etc.) will be determined by your unique situation and the academic requirements for your course.

View types of Academic Concessions

 
Academic Concessions may include:

Learn more on the Student Services website: Academic Concessions, or review the complete regulations on Academic Concessions in the Academic Calendar.

Potential Complications of Academic Concessions

Students should be aware that receiving Academic Concession may result in a delay of year standing promotion or issuance of your Academic Standing. Registration for the upcoming winter session may also be affected as result. Students whose registration status is “blocked” or who would like to inquire about their year standing promotion due to a Standing Deferred (SD) status should follow up with KIN Advising as soon as their final grade for the deferred course(s) has been posted on their SSC.

Requesting Academic Concession

Academic Concession can be requested for in-term work and final exams. In-term work refers to all graded assignments, quizzes, and midterms during the UBC term dates. Final exam refers to exams scheduled during the UBC exam period.

You may be eligible for an in-term concession if you meet the following criteria:

  • You missed a graded requirement in a course
  • The course is still in progress
  • You have been attending regularly and are up-to-date in the course
  • Your studies were impacted for a short time
  • You have grounds for academic concession

If you believe that you are eligible for in-term concession, immediately consult your course syllabus to understand your options or speak with your instructor. You must submit the Request for Academic Concession (In-Term Work) Form within 48 hours of your absence. Late submissions may be considered under extenuating circumstances.

If your absence is due to a professional development or leadership opportunity, we strongly recommend that you submit your request well in advance of the in-term work due date for consideration.

A copy of your request will be automatically forwarded to your instructor. You will need to contact your instructor directly to determine if your request for Academic Concession has been approved or declined. Instructors can provide one or more options to students who miss a marked assignment, test, or deadline. The options for your course should be identified in the syllabus or clarified by your instructor.

 
Can my Request be Refused?

Academic Concessions are considered a privilege, not a right. Your request may be refused on the following grounds:

  • you have made repeated requests for Academic Concession
  • you did not make the request in a timely manner
  • if required, you have not provided supporting documentation to substantiate the request

All requests are considered on a case-by-case basis and the school reserves the right to deny a request.

If you are requesting Academic Concession for multiple courses, you will be required to make a separate submission for each course. There is no limit to the number of times that you can submit the form.

 

Submit a Request for Academic Concession (In-Term Work) Form

If you have or will be missing a Final Exam, you can request Academic Concession in the form of a standing deferred (SD) exam by submitting the Request for Academic Concession (Final Exam) Form within 48 hours of your absence. Late submissions may be considered under extenuating circumstances.

If your absence is due to a professional development or leadership opportunity, we strongly recommend that you submit your request well in advance of the final exam period for consideration.

This form is used by BKIN students for all courses (e.g., KIN, BIOL, ENGL, etc.). Standing Deferred (SD) status will be granted only for courses which you did not write the final exam.

A copy of your request will be automatically forwarded to your instructor. You will need to contact your instructor directly to determine if your request for Academic Concession has been approved or declined. You will need to confirm with your instructor when you will be writing your standing deferred exam.

Unless otherwise arranged or stated on the UBC SD exam website, all standing deferred exams are coordinated centrally by Enrolment Services and are written during the Standing Deferred exam period (late July/early August for courses deferred from the winter session, and November for courses deferred from the summer session).

Note: an alternate writing date can be earlier but not later than the official SD exam period offered by Enrolment Services. The alternate writing date cannot be earlier than the original final exam date.

Dates for SD exam periods are found on the Student Services website.

 
When Will I Hear About the Status of my Request?

You will receive a response to your request no later than:

  • Winter Term 1 (Sept - Dec): January 30
  • Winter Term 2 (Jan - Apr): May 30
  • Summer Term 1 (May - Jun): July 30
  • Summer Term 2 (Jul - Aug): September 30

 
Can my Request be Refused?

Academic Concessions are considered a privilege, not a right. Your request may be refused on the following grounds:

  • you have made repeated requests for Academic Concession
  • you have already written the final exam
  • you did not make the request in a timely manner
  • if required, you have not provided supporting documentation to substantiate the request

All requests are considered on a case-by-case basis and the faculty reserves the right to deny a request.

If you are requesting Academic Concession for multiple courses, you will be required to make a separate submission for each course. There is no limit to the number of times that you can submit the form.

 
Incomplete Standing Deferred Exams

If you are unable to complete your standing deferred exam due to extenuating circumstances, you may appeal for additional Academic Concession. You must submit current documentation of your extenuating circumstances to support your appeal. In rare instances, you may be permitted to write a missed deferred exam, however, the instructor is under no obligation to offer another opportunity to write the incomplete exam and some are unable to offer this option due to departmental regulations. To submit an appeal for additional Academic Concession, please contact KIN Advising.

If your standing deferred exam is not completed by the end of the SD period, the SD will be removed from your record and your sessional average will be calculated using all posted grades and a grade of 0 for any courses without a grade. Your sessional average will be recalculated if the course is later withdrawn or a change of grade is submitted.

 

Submit a Request for Academic Concession (Final Exam) Form

Requesting a Late Withdrawal

If you are requesting a late withdrawal, you will be required to meet with KIN Advising. Please contact the KIN Advising office at 604.822.4512 or by filling out an Advising Request Form.