Academic Concession

If you are affected by illness, accident or family tragedy, please take immediate steps to care for yourself. This may involve consulting a health care provider, such as UBC Student Health Services, or other supports, like the UBC Wellness Centre. Information about support options can be found on the Current Engineering Undergraduates website: Health and Wellness

Academic concessions are generally granted when students are facing an unexpected situation or circumstance that prevents them from completing graded work or exams. Students may request an academic concession for unanticipated changes in personal responsibilities that create a conflict, medical circumstances, or compassionate grounds. Or, students may request an academic concession because of an interruption of studies due to COVID-19. To help you make an informed decision on choosing the new grading options, please review our academic policies impacted by COVID-19.

Academic concession may include:

  • Extended deadline for an assignment
  • Make-up test or quiz
  • Deferred standing for coursework and exams
  • Late withdrawal from a course before final exam
  • Late withdrawal from a course after completing final exam due to COVID-19 (for 2019 Winter Term 2 only). This form of concession does not apply to capstone courses.
  • Credit/D/Fail due to COVID-19 (for 2019 Winter Term 2 only). Your record will show a course standing of Cr (55% or higher), D (50 to 54.9%), or F (less than 50%) instead of a percentage grade. Students with Cr or D will receive credit for the course, while students with F standing do not. This form of concession does not apply to full year and capstone courses.

Learn more on the Student Services Website: Academic Concessions, or review the complete regulations on academic concessions in the Academic Calendar.

First-year students should be aware that receiving a Standing Deferred (SD) status may result in a delay of your second-year placement and the issuance of your Academic Standing. Students with SD exams can anticipate receiving the second-year placement notification in late August once the results of their exams and course grades have been finalized. Students will not be penalized in the placement process as a result of their SD standing, however you will not be able to register for the upcoming winter session until the placement is finalized which may limit your ability to register in your first-choice timetable and classes.

Upper-year students (years 2 - 5) should be aware that receiving a Standing Deferred (SD) status may result in a delay of the issuance of your Academic Standing. This means you may not be able to register for the upcoming winter session until the results of your exams and course grades have been finalized. This may limit your ability to register in your first-choice timetable and classes.

Choosing to withdraw from a course may impact your eligibility for promotion or graduation.

Available to courses taken in the second term of the 2019 Winter Session only, Cr/D courses will satisfy pre-requisites for future course and degree requirements. However, Cr/D/F courses are not taken into consideration when calculating your sessional average and may impact other processes which rely on this average for adjudication. Changes may be made at a later date if students require to have a % grade for a future application (i.e. graduate or medical school).

Choosing Cr/D/F or a late withdrawal may have an impact on student loans, your eligibility on future participation in the athletics program, eligibility for a post-graduation permit for international students, or your eligibility for future awards; the current awards adjudication requires 24 credits of percentage-graded courses within the most recent session (2019 Winter Session). If choosing Cr/D/F or a late withdrawal may impact one or more of these areas, you are asked to consult with the appropriate campus support team (i.e. Enrolment Services Advisors, International Advisors, UBC Athletes). Similarly, this may impact the calculation of your average in the consideration for Dean’s Honours List and Graduation with Distinction.

Requesting Academic Concession

Academic Concession can be requested for in-term work and final exams. In-term work refers to all graded assignments, quizzes, and midterms during the UBC term dates. Final exam refers to exams scheduled during the UBC exam period.

A request for academic concession due to COVID-19 refers to graded assignments, quizzes, midterms and final exam, and in which a course final grade has been issued. This request form will be available April 29 to May 8.

If you have or will be missing in-term work for courses offered by UBC Engineering and are requesting academic concession, you must submit the Request for Academic Concession (In-Term Work) Form within 48 hours of your absence. Late submissions may be considered under extenuating circumstances.

If your absence is due to a professional development or leadership opportunity we strongly recommend that you submit your request well in advance of the in-term work due date for consideration.

A copy of your request will be automatically forwarded to your instructor. You will need to contact your instructor directly to determine if your request for academic concession has been approved or declined. Instructors can provide one or more options to students who miss a marked assignment, test, or deadline. The options for your course should be identified in the course syllabus.

Submit a Request for Academic Concession (In-Term Work)

If you have or will be missing a Final Exam you can request Academic Concession in the form of a standing deferred exam by submitting the Request for Academic Concession (Final Exam) Form within 48 hours of your absence. Late submissions may be considered under extenuating circumstances.

If your absence is due to a professional development or leadership opportunity we strongly recommend that you submit your request well in advance of the final exam period for consideration.

IMPORTANT: If you have started the exam or accessed the exam on Canvas, a request for standing deferred exam will not be considered.

This form is used by BASc students for all courses (ie: APSC, MATH, CHEM). Standing Deferred (SD) status will be granted only for courses which you did not write the final exam.

Submit a Request for Academic Concession (Final Exam)

Unless otherwise arranged or stated on the UBC SD exam website, all standing deferred exams are coordinated centrally by Enrolment Services and are written during the Standing Deferred exam period (late July/early August for the winter session and November for the summer session).

Note: an alternate writing date can be earlier but not later than the official SD exam period offered by Enrolment Services

Dates for SD exam periods are found on the Student Services website.

When Will I Hear About the Status of my Request?

It is normal to expect that you will not have an answer about your request in advance of the scheduled date of the final exam.

You will receive a response to your request no later than:

    • Winter Term 1 (Sept - Dec): January 30
    • Winter Term 2 (Jan - Apr): May 30
    • Summer Term 1 (May - Jun): July 30
    • Summer Term 2 (Jul - Aug): September 30

Can my Request be Refused?

Academic concessions are considered a privilege, not a right. Your request may be refused on the following grounds:

    • you have made repeated requests for academic concession
    • you have already written the final exam
    • you did not make the request in a timely manner
    • if required, you have not provided supporting documentation to substantiate the request

All requests are considered on a case-by-case basis and the faculty reserves the right to deny a request.

If you are requesting academic concession for multiple courses you will be required to make a separate submission for each course. There is no limit to the number of times you can submit the form.

Incomplete Standing Deferred Exams

If you are unable to complete your standing deferred exam due to extenuating circumstances, you may appeal for additional academic concession in the form of a late withdrawal. You must submit current documentation of your extenuating circumstances to support your appeal. In rare instances you may be permitted to write a missed deferred exam however the instructor is under no obligation to offer another opportunity to write the incomplete exam and some are unable to offer this option due to departmental regulations. To submit an appeal for additional Academic Concession Contact Us.

If your standing deferred exam is not completed by the end of the SD period, the SD will be removed from your record and your sessional average will be calculated using all posted grades and a grade of 0 for any courses without a grade. Your sessional average will be recalculated if the course is later withdrawn or a change of grade is submitted.

For student resources, including details on late withdrawal and grading options during Covid-19 outbreak, please review the information here.

If you are seeking a late withdrawal (“W” standing) before the completion of the course and you have not written the final exam, you can submit the Request for Late Withdrawal Before Final Exam.

If you are requesting academic concession for multiple courses you will be required to make a separate submission for each course. There is no limit to the number of times you can submit the form.

It is strongly recommended that you book a phone appointment with an Academic Advisor to discuss all the implications of a late withdrawal so that you can make an informed decision.

IMPORTANT: Due to COVID-19, if you decide to complete the course and write the final exam, you will have an opportunity to request a late course withdrawal (“W” standing) or Cr/D/F standing after the course grade has been posted. See details under Academic Concession: Grades Options Due to COVID-19.

Request form for Late Withdrawal Before Final Exam

For student resources, including details on late withdrawal and grading options during Covid-19 outbreak, please review the information here.

To help you make an informed decision on choosing the new grading options, please review our academic policies impacted by COVID-19

If you are requesting a late course withdrawal or Cr/D/F after a final grade has been posted due to COVID-19, submit your request through the Academic Concession: Grades Options Due to COVID-19 request form. You will be asked to identify which option you are seeking, either a late course withdrawal (“W” standing) or Cr/D/F standing which will replace the % grade.

An approval for concession for late withdrawal or a Cr/D/F will be rescinded if you have been found to have committed an academic misconduct. The late withdrawal or Cr/D/F will revert to the % grade.

The form is valid for BASc students enrolled in engineering courses and courses taken from another faculty (i.e. MATH, COMR, WRDS, etc.), and graduate-level courses.

The form will be released from April 29 to May 8.

If you are requesting concession for multiple courses, you will be required to submit a separate request for each course.

Submit a Request for New Grading Options Form