Request for Academic Consideration

You may request academic consideration if you have unforeseen circumstances that are affecting your ability to do academic work or will negatively impact your academic performance. Academic consideration may be granted through: an extended deadline, a deferred exam, a late drop of a course(s) (with or without failure), withdrawal from a semester (with or without academic failure), or permission to continue on probationary status.

If you plan to submit a request for academic consideration, it is recommended that you meet with your Program Counsellor to discuss your particular circumstances, the process involved to make the request, including required documentation.

Please note that the Academic Consideration process is CONFIDENTIAL.

Requests for Academic Consideration should include:

  • A personal letter explaining the situation in full. The personal letter outlines the specific request you are making and the reason(s) why this request is appropriate. The letter must be thorough including details such as whether one or more courses or semesters were affected - and if only one or two courses were affected, then why this/these course(s) and not other courses. Be sure to note course codes. The letter should also outline the reasons why your academic performance was affected and the specific date(s) or a timeline of your circumstances that prevented you from meeting your academic responsibilities. As you are not allowed to present your case to the Academic Review Committee in person, the letter must be thorough. The Academic Review Committee can deny requests that do not provide sufficient or detailed information. Letters should be addressed to the Academic Review Committee and include the date, your student ID number and your signature.
  • Supporting documentation. Reasons for Academic Consideration can be medical, psychological or compassionate. Definitions of each of these can be found in Section VIII of the Diploma Program Calendar. When a student identifies illness as a reason for consideration, medical documentation must be provided to indicate the date of onset, severity and duration of the illness. When a student identifies psychological grounds, the Committee requires a letter from a medical doctor, psychiatrist, psychologist or a therapist/counsellor in the University's Counselling Services. The letter should indicate the date of onset, severity and duration, as well as impact on the student's ability to perform academically. Requests based on compassionate circumstances also require documentation where possible. This may take a variety of forms such as a police report, funeral notice, or non-family letter of support, depending on the circumstances. It is recommended that you discuss your particular circumstances and your request with your Program Counsellor.

Submit all materials to your Program Counsellor

Please submit your personal letter and the supporting documentation to your Program Counsellor as soon as possible. Requests may also be submitted to the Office of Registrarial Services. Submission deadline dates are listed in the Schedule of Dates in the current Diploma Program Calendar. If your request is for a deferred privilege, please note that those requests are due five working days after the missed exam or assignment deadline.

The Committee

The Academic Review Committee is a sub-committee representing the Associate Diploma in Turfgrass Management Program, as well as a representative from the Office of Registrarial Services, and the Program Counsellor. Academic appeals or requests cannot be made directly to the individual Academic Review Committee members. Academic Review Committee members are provided with copies of your request including your letter and supporting documentation as well as your transcript.

The Decision

Your request for academic consideration is considered confidential. It is discussed within a closed committee meeting. A decision is made on the basis of the information provided as well as course information from the course instructors, when appropriate, the Office of Registrarial Services and/or the Program Counsellor. It is recorded by your Program Counsellor and the representative from the Office of Registrarial Services. A copy of your request is kept in your Program Counsellor’s Office and the Office of Registrarial Services.

There are no guarantees that a request will be granted.

Receiving Notification of the Decision

The decision is recorded by the Office of Registrarial Services. It will be officially communicated to you by an email to your @uoguelph.ca account from the Office of Registrarial Services. The decision can be discussed with your Program Counsellor if clarification is required. In some cases, the Academic Review Committee will put the request on hold and will request more information. Students will be notified if more information is required.

For more information please book an appointment with your Program Counsellor.

Appealing the Academic Review Committee's Decision

If your request is denied, you can submit another request to the Academic Review Committee only if you are making a different request or providing new information for a previous request. You also have the right to appeal the Academic Review Committee's decision to the Senate Committee on Student Petitions. This appeal must be made within 10 working days of the Academic Review Committee's decision. Contact the Judicial Officer, University Centre, Level 4, Senate Office (519-824-4120 x 56571) for information on this process.