Academic consideration may be available where a student is experiencing extenuating circumstances, defined as personal circumstances beyond the student’s control that have a direct and substantial impact on the student’s ability to meet essential academic requirements or standards.

Consideration is based on the principle of good faith, wherein the university and instructors understand that student circumstances and documented requests are legitimate. This process is governed by the University Senate Policy on Academic Consideration for Students in Extenuating Circumstances.

Academic Consideration is governed by the University Senate Academic Consideration for Students in Extenuating Circumstances policy. 

Depending on the nature of the request, academic consideration may be determined by the Law Accommodations Office, in consultation with the course instructor, the Academic Standing and Policies Committee (ASPC), and/or the Assistant Dean, JD Studies.

Possible forms of academic consideration include:

• excused absence;
• extension;
• deferral;
• course withdrawal, with or without academic penalty (requires an application to the ASPC); and
• other options at the discretion of the instructor.

Eligible Circumstances

Circumstances that may qualify for academic consideration for extenuating circumstances include, but are not limited to, the following:

Health Condition or Injury

• short-term physical illness;
• short-term mental illness;
• serious injury to the student; or
• serious injury to a significant other.

Traumatic Event

• bereavement;
• serious illness or injury affecting a family member or significant other; or
• a traumatic event, including sexual assault or being the victim of a crime.

Significant Event

• varsity athletic events;
• distinguished events; or
• court-related obligations, including jury duty or a summons.

Requests related to varsity athletics or other significant events must be submitted using the Request for Excused Absence for Significant Events Form.

Other Unforeseen Circumstances

Students experiencing an unforeseen short-term circumstance not listed above are encouraged to contact the Law Accommodations Office for guidance.

Ineligible Circumstances

The following circumstances are not addressed through the Academic Consideration Policy:

• Long-term or chronic conditions, disabilities, or impairments - These should be addressed through Queen’s Student Accessibility Services (QSAS). Students may book an appointment through the Ventus Support Portal or contact qsas.intake@queensu.ca.
• Academic or examination-related stress - Students are encouraged to seek support through Student Wellness Services.
• Personal events or competing commitments - This includes, for example, weddings, vacations, employment obligations, and volunteer commitments.
• Technological difficulties - This includes, for example, computer malfunction, internet disruption, or hardware and software issues. Students are responsible for maintaining access to the resources required for their studies.
• Religious observances - These are addressed under the university’s Religious Accommodation Policy.
• Transportation issues - This includes delays or missed transportation.

Students should not submit a request where no academic consideration is required, including where there is no academic penalty or no marks associated with the missed obligation.

All requests for academic consideration in the JD program must be submitted by email to:law.accommodations@queensu.ca

Requests must include:

• the Request for Academic Consideration for Extenuating Circumstances Form;
• the relevant course code;
• the name of the instructor; and
• details of the affected academic requirement or deliverable.

Requests are reviewed by the Academic Accommodations and Consideration Coordinator to ensure that the form has been completed and that required supporting documentation has been provided.

In assessing a request, the Coordinator considers the timing, duration, and severity of the extenuating circumstances, based on the documentation submitted. Documentation remains confidential and is not shared with instructors. Where necessary, documentation may also be reviewed by the ASPC.

Once the circumstances have been verified, the Coordinator will contact the relevant instructor(s) to facilitate appropriate academic consideration.

Students are strongly encouraged to submit requests as early as possible, and whenever feasible, in advance of the relevant deadline, test, or examination.

Short-Term Requests

Short-term academic consideration may be requested for a period of up to three (3) days.

Such requests must be submitted within three (3) days of the onset of the extenuating circumstance.

Each student may submit one short-term request per academic term without supporting documentation. After this has been used, any additional short-term requests within the same term must be supported by appropriate documentation.

Long-Term Requests

Long-term academic consideration may be requested for a period of four (4) days up to a maximum of three (3) months.
Students should submit long-term requests as soon as they become aware of the need for consideration. Delays in submission may affect the forms of consideration available.

Supporting documentation is required for all long-term requests. Requests submitted without documentation will not be considered.

Requests must be submitted before the end of the term. For full-year courses, requests must be submitted during the term in which the academic consideration is being sought.

Significant Event Requests

Students seeking academic consideration for varsity athletic events or other approved significant events must submit a Request for Excused Absence for Significant Events Form. These requests should be submitted at least two weeks in advance of the event. Submissions must include:

• a completed Request for Excused Absence for Significant Events Form;
• supporting documentation confirming participation, such as an invitation or event details; and
• an outline of the affected academic obligations, including course code, instructor name, due date, and type of deliverable.

Supporting Documentation

Acceptable documentation may include:

• a Verification of Extenuating Circumstances Form;
• a medical report or prescription, provided the student’s name, date, and relevant details are visible;
• a note from a regulated health-care professional (e.g. physician, nurse practitioner, counsellor, social worker);
• an accident report or police report; or
• a court summons.

All supporting documentation is treated as confidential and is not shared with instructors. Documentation is retained only within the Law Accommodations Office and, where required, the ASPC.

Students experiencing barriers due to a disability or impairments, whether documented or undocumented, can access either permanent or interim support from QSAS.

Students seeking academic accommodation for a chronic or ongoing physical or mental health condition, disability, or impairment are encouraged to consult the QSAS website or contact: qsas.intake@queensu.ca. 

Students receiving accommodation must continue to meet the essential academic requirements and standards of their courses and program. Academic accommodation does not guarantee academic success.

Classroom accommodations do not apply to clinical courses. Clinics are considered a workplace, and students should discuss practicum accommodations for any clinic-based courses with their clinical supervisor. 

Academic accommodations are individually determined and may include:

• Classroom accommodations (e.g. notetaking, use of a computer, access to adaptive technology, strategic seating etc.);
• Assessment and evaluation accommodations (e.g. private space to write exams, extra time to write exams, etc.); or
• Practicum accommodations – applicable to clinic-based courses. Students seeking this type of accommodation must work with their clinic supervisor.

Duration of Accommodation

Depending on the nature of the functional limitation, accommodations may be granted on a:

• permanent basis;
• interim basis;
• temporary basis; or
• retroactive basis, with supporting documentation.

Note: Instructors in the Faculty of Law do not currently have access to Ventus to view accommodations. 

Classroom Accommodations

Classroom accommodations are first applied in Ventus and are then communicated, where appropriate, to instructors by the Academic Accommodations and Consideration Coordinator.

Accommodations that are not reflected in Ventus cannot be implemented for a course.

Examination Accommodations

Students with approved assessment accommodations will write in-person examinations through the Central Exams Office. Examination details will be available in Ventus in advance of the examination period.

Approved exam accommodations are applied automatically by the Central Exams Office and are not disclosed to instructors.

In-Class Tests and Quizzes

For in-class tests and quizzes, students must contact the Law Accommodations Office at law.accommodations@queensu.ca at least seven (7) days in advance of the assessment date. This allows sufficient time for approved accommodations, including additional time, to be arranged in onQ.

No separate request is required for the December and April examination periods, as approved exam accommodations will be applied automatically.

Law Accommodations and Academic Support Services

• Email: law.accommodations@queensu.ca 
• Location: Room 200, Law Building
• Office Hours: Monday to Friday, 7:00 a.m. to 3:00 p.m., unless otherwise indicated in an out-of-office notice

Please note that email is not monitored in the evenings or on weekends.

Student Wellness and Crisis Support

Students experiencing distress are encouraged to contact:

• Student Wellness Services: 613-533-2506
• Empower Me (24/7 crisis support): 1-833-628-5589