Deferred Status

A student who becomes ill during a final examination, or misses a final examination because of injury, family or personal affliction, or illness may be eligible for an Academic Concession resulting in a Deferral of the examination, or an Aegrotat (AEG) notation. (For Academic Concession relating to coursework other than final examinations, see “Academic Concessions”.)

A student should immediately consult University Counselling Services, University Health Services, or another health professional, and must apply for a Deferral of the examination, or an Aegrotat (AEG) notation, by completing a formal Request for Academic Concession (RAC). The RAC must be accompanied by supporting documentation, and must be submitted to Undergraduate Records, normally within ten working days of the end of the examination period of the term in which the course is taken.

Undergraduate Records will ask the instructor to consider the request. If a Deferral is not approved, the instructor will submit a final grade. A student may appeal as described under “Appeals”.

Where the instructor does not give a deferred examination but assigns a final grade based on an assessment of the student's performance on the completed course work, the grade will appear on the student's record with an Aegrotat (AEG) notation (see “Grading”).

If a Deferral is granted, the final examination must be completed at the latest by the end of the term immediately following the course:

• courses ending in December: completion by the end of the following April;
• courses ending in April: completion by the end of the following August;
• Summer Session courses completion by the end of the following December.

Deferred Exams for courses in the Bachelor of Engineering or Bachelor of Software Engineering programs will be written approximately four months following the deferral of the exam.

For courses that finish in December and are prerequisite to courses starting in January, deferred final examinations are normally held by the end of the first two weeks in January.

For courses that finish in April, deferred final examination may be scheduled either by the department or by Undergraduate Records. Deferred final examinations scheduled by Undergraduate Records are normally held the last three (3) working days of July. Undergraduate Records will send an email regarding deferred examinations, with a link to the Application to Write Undergraduate Deferred Examinations. The student must fill out the application and return it to Undergraduate Records, accompanied by the necessary fees, by the end of the third week in June. Deferred final examinations organized through Undergraduate Records may be written at the University as well as at various centres inside and outside British Columbia (locations are normally restricted to universities or colleges). The fee for each off-campus deferred exam is $60.00. There is no fee for deferred exams written on-campus.

If deferred work is not completed by the deadline, the final grade for the course reverts to the grade calculated and submitted originally by the instructor on the basis of the work that was completed.

A Deferral may be extended beyond the above deadlines only in exceptional circumstances and only with the written permission of the Dean (or designate) of the student’s Faculty of Registration. An additional RAC is required, asking for an Extended Deferral (see “Academic Concessions”).

Students in the BEng program should consult the Faculty of Engineering regulations with respect to the timing of deferred exams.

Students in their graduating year must, upon approval of a Deferral for a final examination, contact the Records Officer for their Faculty of Registration (c/o Undergraduate Records) immediately to discuss the timing of the final grade submissions in relation to the dates of Faculty degree approval and their graduation eligibility.