When students do not write a required final examination, complete a final assignment, or complete a work term report by the deadline, they may be eligible for a deferred privilege. A deferred privilege is the opportunity to complete the final course requirements after the end of the semester. The nature of the deferred privilege may take the form of either a deferred condition or a deferred examination. The Academic Review Sub-Committee grants deferred privileges on the basis of medical, psychological, or compassionate consideration (see Academic Consideration and Appeals). Deferred privileges are normally completed early in the semester immediately following the semester in which the course was taken.
If the Academic Review Sub-Committee assigns a passing grade or credit standing (CRD) on the basis of medical, psychological, or compassionate consideration, a student may request a deferred privilege instead. The student must make the request in writing to Undergraduate Program Services, Office of Registrarial Services within 10 days of the release of the grades. The grade resulting from the deferred privilege will become part of the student's official academic record.
Instructors do not grant deferred privileges. They can only grant academic consideration for work that is due during the semester and cannot grant extensions beyond their deadline for submission of final grades. The instructor should note on the "Instructor's Recommendation" form any special circumstances relating either to the student or to the way the course was conducted (see Final Grades).
Undergraduate Program Services records the results of deferred privileges, and re-evaluates the student's academic record for continuation of study. If continuation of study requirements have not been met the Academic Review Sub-Committee will revise the student's academic standing.
The instructor and/or the department determines the requirements and conduct of the deferred condition. The deferred condition may be a written test, an oral test, an assignment, a laboratory practical, or any other method of evaluation. The requirements for completion of the deferred condition are documented on the "Terms of Supplemental/ Deferred Condition" form and a copy of the form is retained by the instructor and the student. The department notifies the Schedules Section of the results of a deferred condition, normally within 4 days of its completion.
Students must normally complete a deferred condition within 15 class days of the start of the semester immediately following the completion of the course. The Schedules Section, Office of Registrarial Services, advises students in writing of the deadline for the completion of a condition. In addition, the Schedules Section sends the student a "Terms of Supplemental/Deferred Condition" form. It is the student's responsibility to contact the instructor and make arrangements for the details of the condition.
The Schedules Section advises departments in writing of the students who have been granted deferred conditions. The memorandum specifies the date for completion of the deferred condition, and the deadline for the submission of final grades to Undergraduate Program Services. It is the responsibility of the department to advise the appropriate instructors of the deferred conditions that have been granted.
If the condition is not completed by the required date, a grade is assigned based on the term work completed as indicated on the original "Instructor's Recommendation" form. Students may be considered for an extension, or the assignment of a grade based on incomplete work, if medical or compassionate reasons prevail at the time of the scheduled condition. In this case, the student should consult with their program counselor and may submit a "Request for Academic Consideration" form with documentation to Undergraduate Program Services, Office of Registrarial Services.
The Schedules Section, Office of Registrarial Services, schedules and supervises deferred examinations that are two hours in length. The Schedules Section notifies departments of the deferred examination schedule and advises the students of the date, time and location of their deferred examinations. The Academic Review Sub-Committees expect students to write deferred examinations during the deferred examination period that follows the end of the semester (refer to Section III--Schedule of Dates).
Students may request an extension, or the assignment of a grade based on incomplete work, if medical or compassionate reasons prevail at the time of the scheduled examination. In this case, the student must submit a Request for Academic Consideration with documentation to Undergraduate Program Services, Office of Registrarial Services. When a deferred examination is scheduled, the department must send one paper for each student granted a deferred examination in the course, plus one extra paper for the course to the Schedules Section, Office of Registrarial Services.
Department Chair's Responsibilities
To request a deferred examination from the individual instructor upon request from the Schedules Section, Office of Registrarial Services and to inform instructors of students who have been granted deferred conditions.
To forward the examination papers to the Schedules Section by the date indicated in the request letter.
To distribute the completed examination booklets to the appropriate instructor for marking.
In the case where the student is unable to make contact with the instructor to determine the nature of a deferred condition, take necessary steps to assist the student in determining the requirements for the condition.
To initial all grades submitted by instructors and forward them to the Examinations Clerk, Scheduling Section, Office of Registrarial Services, by the date indicated in the request letter.
In the case of a deferred condition, the instructor is to complete the "Terms of Supplemental/Deferred Condition" form, provide the student with a copy and keep a copy. The instructor must adhere to the deadlines for the completion of the condition and the submission of the final grades to the Schedules Section, Office of Registrarial Services.
Undergraduate Program Services informs the student and the Schedules Section of the academic review decisions; evaluates the continuation of study status when the deferred grades have been recorded; and updates the academic standing on the file with the decision of the Academic Review Sub-Committee.
The Schedules Section informs the department that the Academic Review Sub-Committee has granted a deferred condition or examination; informs students who have been granted a deferred condition that it is their responsibility to contact the instructor to arrange the condition; specifies a deadline for completion of deferred conditions; prepares a deferred examination timetable and notifies all students who have been granted a deferred examination; requests the deferred examination papers from the chair of the department; invigilates the deferred examinations; forwards the completed examination papers to the chair of the department; and collects the final grades.
When the Academic Review Sub-Committee grants a deferred condition, it is the student's responsibility to contact the instructor and present the "Terms of Supplemental/Deferred Condition" form upon notification. The student must contact the instructor immediately in order to be able to complete the condition prior to the deadline specified by the Schedules Section, Undergraduate Program Services. The deadline is normally within 15 class days of the start of the semester immediately following the completion of the course. The student should have the instructor complete the form stating the exact nature of the deferred condition. If the student cannot contact the instructor, he/she must contact the chair of the department offering the course. If the student does not make the required contact within the deadline specified by the Schedules Section, the University will assume that the student does not intend to complete the condition, and cancel the deferred privilege.
When a deferred examination is granted, it is the student's responsibility to appear for the deferred examination on the date and time designated on the deferred examination timetable.
© 2003 Office of Registrarial Services, University of Guelph