Registration changes and exemption requests

You can make registration changes, including adding, dropping, and swapping courses, during the course change period at the beginning of each term, as specified in the Academic Schedule. After this period, if circumstances arise that require you to remove yourself from a course, you can withdraw anytime up to the last day of classes and will result in a "W" notation on your transcript. Most course withdrawals can be completed through myUCalgary; however, some faculties may require prior approval. For more details on course withdrawals, refer to the University Calendar.

Academic Schedule Withdrawing from Courses

Missed a registration deadline? We're here to help

We understand that sometimes life happens, and missing a registration deadline can feel frustrating. While the registration exemption process isn’t intended for every situation (like forgetting a deadline or not being aware of it) we’re here to help you navigate the next steps. If you’ve missed a deadline and want to better understand your options and the potential impacts, we encourage you to connect with an advisor in Enrolment Services. They can help you explore what happens when deadlines are missed and provide guidance and referrals for your next steps. We’re here to support you, even when things don’t go according to plan.

Connect with Enrolment Services

Registration Exemption

We recognize that sometimes, unforeseen circumstances beyond your control can have a profound impact your ability to meet registration deadlines. The Registration Exemption process is designed to support students who are facing such unexpected, unanticipated, and extenuating circumstances beyond your control that affected your ability to adhere to registration regulations and deadlines. Examples of such circumstances may include debilitating illness/medical, an unforeseen crisis or family emergency.

We encourage you to reach out to Enrolment Services or an academic advisor if you are unsure about the Registration Exemption process or if you need guidance in navigating this process. We are committed to supporting you and ensuring you have the resources and information you need.

If you are considering submitting a Registration Exemption petition or have questions about how your specific situation may be addressed, don’t hesitate to connect with us. You are not alone in this—we're here to help.

What you can petition through a Registration Exemption

The registration exemption process is outlined in the Academic Calendar and is intended to support the following requests:


•    Late Withdrawal (W) from a course
•    Late Add/Swap
•    Late Drop
•    Exceeding maximum units as an Open Studies student
 

Note: If you are unsure if this process is appropriate for your circumstances, you can connect with an advisor in Enrolment Services for guidance and support.  
 

How to submit a petition for a registration exemption

You can submit a petition for consideration through the "My Service Requests" section of your Student Centre:

  1. Log into your Student Centre and navigate to My Service Requests.  Select Service Request Type 'My Registration', and Subtype 'Request Registration Exemption'.
  2. Complete the Service Request form in full, providing as much detail as possible.
  3. Attach all relevant supporting documentation to substantiate your Registration Exemption petition.  Strong supporting documentation will be determined by your specific circumstances.
    • Examples can include:  a statement of non-attendance from the course instructor; proof of enrollment at another institution; travel documentation; a letter of employment; medical documentation (with specific dates); death certificates or other legal documents; police reports, etc.
  4. Submit your request.
  5. Check for status updates in your Student Centre.

If you do not have access to your Student Centre and need to request a registration exemption, you can recover your account.

 

Learn how to create a Service Request

About the Registration Exemption process

  • Registration deadlines, as outlined in the Academic Schedule, are in place to ensure fairness and consistency for all students. The Registration Exemption process aims to balance individual student circumstances with university regulations, while still upholding accountability. Registration Exemption petitions are considered only for situations that align with these principles.
  • Each petition is reviewed individually, based on the unique circumstances and supporting documentation provided. Approval is not guaranteed, as decisions are made following a careful review of your petition, documentation, and student record.
  • The committee takes a comprehensive approach when reviewing petitions, carefully considering the student’s statement, supporting documents, and relevant aspects of the student record, including advising notes to fully understand the situation.
  • If your petition is incomplete, lacks sufficient detail, does not include the necessary supporting documentation, or requires further clarification, the committee may close your request or ask for additional information at their discretion.
  • Once a ruling has been made on your petition, the outcome will be updated in your Registration Exemption Service Request.

About the Registration Exemption committee

  • All Registration Exemption petitions are reviewed by a committee with a diverse range of backgrounds and perspectives in student services. The committee meets semi-monthly to evaluate petitions.
  • Depending on the volume and complexity of the requests, you can generally expect a decision within 30 days of submitting a complete petition. Petitions are reviewed in the order they are received, on a first-come, first-served basis.
  • Please notes that requests related to circumstances dating back more than one academic year from the term in which the matter occurred will not be considered for review.
  • For graduate students, The University of Calgary Faculty of Graduate Studies (FGS) Exceptional Requests Review Committee (ERRC) supports graduate students, supervisors and programs by reviewing exceptional requests made by students and programs related to graduate student registration and enrolment.  The ERRC provides recommendations to help guide decisions and rulings.

Supporting documentation for Registration Exemption petitions

Supporting documentation to substantiate your Registration Exemption petition is required.  Petitions submitted without supporting documentation may be closed as incomplete.

You're encouraged to submit documentation that will support your situation. Supporting documentation will depend on the reason noted in your personal statement or the explanation outlining your situation. This could be medical documentation, references, police reports, an invitation letter, or a statutory declaration — to name a few. The decision to provide supporting documentation that best suits the situation is at your, the student's, discretion. An instructor or staff member at the University of Calgary who is requesting documentation cannot require that documentation to be a medical note.

Falsification of any supporting documentation will be taken very seriously and may result in disciplinary action through the Student Non-Academic Misconduct policy.

Find more information regarding academic regulations on supporting documentation.

Requesting an Extenuating Circumstance Withdrawal (EW)

Extenuating Circumstance Withdrawals (EW) are defined as unexpected and uncontrollable circumstances that make it impossible for a student to complete the term or a course. EWs typically consider situations such as medical emergencies, compassionate grounds, or unforeseen conditions/situations that arise after the start of term. Each situation or instance is considered on a case-by-case basis. Typically, short-term illnesses or pre-existing, unmanaged conditions are not considered for an EW. Detailed information on EWs is available in section B.14.3 of the University Calendar.

Grounds that are typically considered for an Extenuating Circumstance Withdrawal include:

  • Medical emergencies
  • Unforeseen conditions/situations, that occur after the start of the term
  • Compassionate grounds

Grounds that are not normally considered for an Extenuating Circumstance Withdrawal include:

  • Non-attendance in course
  • Incomplete exams or course work
  • Short-term illnesses or pre-existing, unmanaged conditions

How to apply for an Extenuating Circumstance Withdrawal:

NEW! Applications for an Extenuating Circumstance Withdrawal (EW) can now be made through the "My Service Requests" section of the Student Centre. To submit an application, follow these steps:

  1. Log into your Student Centre and navigate to My Service Requests.  Select Service Request Type 'My Registration', and Subtype 'Request Extenuating Circumstance Withdrawal'.
  2. Complete the application form in full.
  3. Attach your supporting documentation to the application.
  4. Submit your request.
  5. Check for status updates right in your Student Centre.

Please note that all information provided is confidential and will only be reviewed by the Registrar and the Associate Dean in your home Faculty. It is important that you withdraw from the term you are applying for by withdrawing from all course(s) before the withdrawal deadline. If you are applying for an EW for only one course, you will need to withdraw from the course.

If you do not have access to your Student Centre and wish to submit an application for an EW, please download the PDF form and follow the steps below instead.

  1. Submit a 1-2 page personal statement stating your grounds for an EW. You should provide sufficient details to explain your situation, how it has impacted your studies, timelines (onset, consultations, impact on decisions, delays in taking actions), action taken (support, treatment etc.) and plans to help manage your condition/situation (if applicable). Your explanation should be clear, factual and describe the outcome you are seeking. All information provided is confidential and will only be reviewed by the Registrar and the Associate Dean in your home Faculty.
  2. Withdraw from the term you are applying for by withdrawing from all course(s) before the withdrawal deadline. If you are applying for extenuating circumstance withdrawal for only one course you will need to withdraw from the course.
  3. Provide supporting documentation to accompany the information outlined in your personal statement.

Download the EW application form

Factors considered for Extenuating Circumstance Withdrawal requests:

  • Timelines: When was the onset of the situation/condition, what was the duration, did the situation/condition deteriorate as the term progressed
  • Student Actions/Impact: What was the impact on you and your studies, what actions did you take to seek support on/off campus, is an EW the only option
  • If submitting an EW for a specific course, your statement should speak specifically to reason for a single course request.
  • Faculty interactions: Can you be accommodated, what communication did you have with your instructor/faculty
  • Supporting documentation: Does the documentation support your statements and provide information to support your needs.  Note – please do not submit detailed information about your medical record.

Learn how to create a Service Request

Please note: If you are applying under as a result of being impacted by sexual and gender-based violence, please note that we have dedicated sexual and gender-based violence support on campus. We recommend that you seek support and advice on this process from their office before submitting your application. It can be difficult to know what to share and in appreciating that this is a very sensitive matter, we want to ensure that you feel confident regarding your safety during this process. You can contact the sexual violence support team by emailing svsa@ucalgary.ca  or through the sexual and gender-based violence support webpage.

EW requests must normally be submitted within 30 days of the last day of the term in which the extenuating circumstance occurred.