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.

Please note that the following information and forms are for KIN students requesting Academic Concession for a course (KIN or non-KIN). If you are not a KIN student, please consult your home faculty’s advising.

If you are a KIN student who is registered with the Centre for Accessibility and requesting disability-related accommodations, you should first contact the Centre for Accessibility. The Centre for Accessibility recommends accommodations to KIN Advising for students with a disability or ongoing medical condition who are registered with the Centre.

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:

If you are unsure if your situation falls under one of the above categories or if Academic Concession would be a possibility, you can send an email about your situation to kin.advising@ubc.ca. 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.

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: Submit a Form

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.
NOTE: If you are requesting Academic Concession for multiple courses, you will need to fill out an appropriate form for each course that is affected.

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.

Steps After Submitting Your Request

Once you submit your form, your instructor will be notified of your request. 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. If your concession options for in-term work has not been made clear by information present on your course syllabus, you are responsible for contacting your instructor directly as soon as possible to determine how to proceed.

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.

Which Courses to Use This Form For

This form is used by BKIN students for KIN or non-KIN courses (e.g., KIN, BIOL, ENGL, etc.). If you are requesting a deferred final exam for multiple courses, you will need to fill out a form for each course that is affected. Standing Deferred (SD) status will be granted only for courses which you did not write the final exam for.

Steps After Submitting Your Request

Once you submit your form, your instructor will be notified of your request. You will need to contact your instructor directly as soon as possible to confirm when and how you will go about writing your deferred exam. While some instructors or departments may arrange alternate writing dates than the university's Standing Deferred exam period, they are under no obligation to do so.

Please note that you will often see a "grade-to-date" on your SSC while we await the results of your deferred exam and your final grade for the course.

If the instructor/department has made alternate writing arrangements:

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

If you have confirmed with your instructor that you will write in the university's deferral period:

Unless otherwise arranged or stated on the UBC SD exam website, most 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). If you have confirmed with your instructor that you will be writing your deferred exam during the official Standing Deferred exam period, make sure to take note of the application date deadlines and steps to apply as outlined on the Student Services website.

NOTE: Be sure to contact kin.advising@ubc.ca if you do not see an "SD" standing status designated beside your "grade-to-date" for the course when the application date opens, as you will need this designation in order to apply for your deferred exam on your SSC.

IMPORTANT: Remember, it is your responsibility to insure that you follow-up and be sure to write your deferred exam in a timely manner. Failure to do so can jeopardize your final grade for the course and ultimately your transcript.

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.