UofC

Extenuating Circumstance Withdrawals (EW) are defined as special circumstances, beyond a student’s control that make it impossible for a student to complete the term or a course. EW are only awarded in exceptional circumstances and consider situations such as medical emergencies, unforeseen conditions that arise after the start of term or compassionate grounds. Short term illnesses or pre-existing, unmanaged conditions are not typically considered for an EW. Students who attempt the final exam are not normally considered for an EW.

EWs are considered when a student is withdrawing from all courses in a given term; however, individual course requests will be considered on a case-by-case basis.

EWs are not included in the withdrawal limit noted in section B.14.1 (Withdrawal from a Course). The impact of EWs on the program completion time will vary by faculty or program. Decisions around extensions to program completion times will be reviewed on a case-by-case basis by the Faculty. Students must submit a letter requesting an extenuating circumstance withdrawal to the Office of the Registrar (undergraduate students) or the Faculty of Graduate Studies (graduate students) along with applicable supporting documentation.

Normally requests must be submitted within 30 calendar days of the last day of the term. The Office of the Registrar/Faculty of Graduate Studies will review the request in consultation with the faculty.

When an EW application is being considered, students are advised to withdraw by the withdraw deadline. Approved applications will be changed to the EW notation.

In cases where an EW request is denied, students may file an appeal in writing to the Office of the Vice-Provost (Student Experience) who will coordinate the Appeal Board. Students must provide: a) a copy of the decision; b) a statement of the basis for appeal; c) a statement of facts relevant to the basis of appeal; d) a statement of the outcome sought; and e) any supporting documentation that the student intends to refer to at the appeal hearing.