Registration changes and exemption requests

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

Registration changes

You can make course changes during the course change period. This will enable you to add, swap or drop courses.

After the course change period, you can withdraw from courses until the last day of classes. This will result in a "W" notation on your transcript. In most cases you can withdraw from a course from My UCalgary; however, some faculties will require to submit your request for approval. For detailed information on course withdrawal see the University Calendar.

My UCalgary

Registration exemption request

You can request registration exemptions for matters involving registration processes and academic policies (including but not limited to: drop, add, audit and withdrawal of courses). Your request will be heard through the Registration Exemption Request Committee. Please review the Registration Exemption Submission Document for consideration.

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

Related links

Registration Exemption Submission Document

You may be asked to provide supporting documentation for an exemption/special request associated with your student record. This may include, but is not limited to, a prolonged absence from a course where participation is required, a missed course assessment, a deferred examination, or an appeal.

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 cannot require you to provide specific supporting documentation such as 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:

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.
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.
Provide supporting documentation that support 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.

After the withdraw deadline

If submitting an EW request after the withdraw deadline, outline the circumstances around why the withdraw deadline could not be met. The Registrar and the Associate Dean of the student’s home Faculty review EW requests; application information is kept in strict confidence.

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

Registration changes and exemption requests