Registration changes and exemption requests

Sometimes unexpected circumstances can affect your time table. You have the ability to change your registration.

Update: documentation to support absences

Instructors cannot currently ask students for documentation to support absences in academic courses. The regulation allowing this documentation to be requested has been suspended through to the end of the summer 2023 term. The university’s program for providing statutory declarations has also been suspended through to the end of the summer 2023 term.

Registration exemption request

You can request registration exemptions for matters involving registration processes and academic policies (including but not limited to: CR/flexible grading options and drop, add, audit or withdrawal of courses). Your request will be heard through the Registration Exemption Request Committee.

How to apply for a registration exemption:

NEW! If you are a current student, you can now request a registration exemption 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 application form in full.
  3. Attach your supporting documentation to the application.
    • Examples include a statement of non-attendance from the instructor of record, proof of enrollment at another institution, travel documentation, a letter of employment, etc.
  4. Submit your request.
  5. Check for status updates right in your Student Centre.

If you do not have access to your Student Centre and need to request a registration exemption, please complete the PDF Registration Exemption Application Form in detail and send it, along with supporting documentation, to rgappeal@ucalgary.ca.

Learn how to create a Service Request

Application form:

About the committee:

  • The Registration Exemption Request Committee meets monthly

  • All requests are reviewed on a first-come, first-serve basis
  • Depending on the volume and complexity of appeals, you can normally expect a decision within 30 days of submission
  • Requests dating back more than one academic year from the term in which the matter occurred will not be considered for review
  • 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 enrollment, and by making recommendations to guide decisions and rulings. 

Supporting documentation for exemption/deferral requests

You may be asked to provide supporting documentation for an exemption/special request associated with your student record. 

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.

Please note: Statutory declarations are temporarily suspended. Learn more »

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.