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b. Concessions requiring involvement of the Office of the Registrar and/or Dean of Graduate and Postdoctoral Studies:

Deferred (DE) Grade

A DE grade is a temporary grade assigned at the end of the term for incomplete coursework. A deferred grade will eventually revert to a letter grade or notation. The DE notation can be issued in two circumstances.

• A student must request a DE on the basis of documented medical or compassionate grounds within 24 hours after the final examination date or final coursework is submitted. Within four days the student must also submit a physician鈥檚 certificate or other documentation substantiating the request for deferral. Failure to submit supporting documents may result in an F or N grade.
• The course instructor decides to defer submitting a final grade pending completion of further work by a student or students.

All unchanged DE notations will be converted automatically to N grades after the end of the first week in the following term. In exceptional cases, an extension may be granted by the instructor and must be approved by the department chair and submitted in writing to the Office of the Registrar with a final deferral date. Normally, the maximum extension allowed is the end of the term following the original deferral.

Withdrawal under Extenuating Circumstances (WE)

The WE is a notation that replaces a grade on the transcript similar to the WD. The WE indicates that a student applied for a WE and had their application approved, allowing them to drop a course after the normal course drop deadline due to extenuating circumstances. Note that students apply for a WE through the Academic Appeals office in Student Services and not through their instructors, and approval is not guaranteed. Further, tuition refunds for WE applications are rarely granted. It is therefore preferrable that students speak to their instructors first to fully explore if an instructor-granted concession is available. Normally, a minor short-term absence would not qualify for a WE.

There are different procedures for graduate and undergraduate students:

• See information on the WE process for undergraduate students
• See information on the WE process for graduate students

Aegrotat Standing (AE) Grade

The AE grade (sometimes called a 鈥渃ompassionate pass鈥�) is granted by the Registrar acting on the recommendation of the instructor or department chair for an incomplete course on medical or compassionate grounds. Normally, the course requirements will have been substantially fulfilled, and written evidence must support the request for the AE grade. This evidence must be received by the registrar or department within 96 hours of a scheduled final exam or within 96 hours of the last day of term lectures for which such standing is requested. Courses for which aegrotat standing is granted are not included in the GPA calculation.

An AE grade is generally reserved for the most extreme cases where instructor-granted concessions, DE, or WE options are not available. As such, instructors should speak with the Registrar about the case to ensure support prior to making arrangements with a student for an AE.

c. Department or Faculty-granted Academic Concessions:

Departments may be able to provide some flexibility in program requirements. Examples include course substitutions, course pre-requisite waivers, and continuance GPA exceptions. Many of these concessions are handled at the department advisor level, though some may require sign-off by the chair/director. With support from their Dean, departments may also recommend degree-level requirement exceptions to the Registrar/designate. Students interested in learning more about potential Department/Faculty-granted concessions should speak with the relevant Academic Advisor.

Documentation

A student may be required to provide documentation to support their request. Providing documentation does not guarantee a request will be granted, and students should always speak to their instructor first.

Students are required to complete the Academic Concession Form when seeking Academic Concessions from their instructor. Students are not required to present medical documentation when seeking an Academic Concession for minor or short-term illnesses, (that is illnesses expected to last five days or less). Instructors can request medical documentation for students missing a final examination or an assessment worth more than 20% of the final course grade. Instructors must make clear in the course syllabus instances when students must present medical documentation. An instructor may request documentation in addition to the Academic Concession Form if they believe a student has misused the Academic Concession process. Students are reminded that filing false Academic Concession requests is a violation of the Student Academic Integrity Policy.

Download Form:

Academic Concession Self Declaration Form

Resources for Students

• 丁香园AV Office of the Ombudsperson
  The Ombudsperson at 丁香园AV is an independent, impartial and confidential resource for students. We provide information and guidance on students' rights and responsibilities, and University regulations, policies and procedures. The Ombudsperson is available to students for consultation at any step along the way of an academic concession requests, particularly if a student is concerned that there is a fairness issue involved.
• The Student Advocacy Coordinator supports undergraduates at 丁香园AV in academic and non-academic matters by providing resources and options, in a confidential manner, to create a safe and respectful space for students and improving their overall university experience. This new office launched in Fall 2021 in response to student demand.
• The GSS has a dedicated staff person to help graduate students with their individual concerns. The Advocate and Policy Advisor gives advice, attends appeals, intervenes, and more, depending on the situation. This office is completely confidential.
• Academic Advising
  Academic advisors in Student Services and departments are here to advise students on potential courses of action when a student is experiencing academic difficulty.
• Graduate Program Assistants and Supervisors
  Your Graduate Program Assistant and/or Supervisor are here to discuss your options for courses of action when you are experiencing difficulties.
• Student Support, Rights & Responsibilities
  鈥媁e recommend that you first speak with an Academic Advisor in your Faculty to understand your options. Your faculty administrative team will work with you to make arrangements related to your classes. If there are unique circumstances that your Faculty cannot support you with, you can contact the Office of Student Support, Rights & Responsibilities. The team can review your individual situation and ensure that you have the correct information regarding your support options. You can reach the team at student_support@sfu.ca.
• Sexual Violence Support & Prevention Office
  If you have been impacted by sexual violence, please connect with a case manager with the Sexual Violence Support & Prevention Office (SVSPO) prior to engaging with the concession process. The SVSPO can provide assistance in various areas and support you in applying for academic concessions.