Deferred exams and lab retesting guidelines

• The course outline and the course Brightspace site will include the date of the deferred exams. Deferred exams will be held during the deferred final exam period determined by the School.
• Students must email their course professor and cc the undergraduate program assistant [email protected] to inform them of their absence before the start time of the scheduled exam*. In this email, the student must provide a justification along with supporting documentation.
• The School ultimately approves or not all deferred exams that are to be managed by the administrative staff.
• The professor will communicate with the student whether or not their deferred exam request is granted.
  • In most cases, a justified request for exam deferral, because of acute and unexpected circumstances, will be granted.
  • If the deferral is not granted, the student may receive either an EIN in the course or be offered a withdrawal from the course (if the requested DFR is before the drop date listed in the university calendar). If there are exceptional circumstances, the student may appeal to obtain a retroactive withdrawal with or without reimbursement.
  • If the student does not receive confirmation from the professor, the student shall follow-up with the professor and cc:
    • uOttawa: Program Manager: [email protected] 
    • Algonquin Ottawa: Mary Ann Murray [email protected]
    • Algonquin Pembroke: Kerri-Lynn Weeks [email protected]
• The time and location of the exam will be communicated by the program assistant to the professor and student.
• Any justified absence from an assessment worth 25% or less will result in the value of that assessment being redistributed to the final exam. This option is applicable only if the final exam is cumulative and covers the material from the missed exam.
• A second absence from an assessment or experiential activity in the course, justified by supporting documentation and evidence of exceptional circumstances, could lead to an accommodation other than a deferred assessment (e.g., retroactive course withdrawal).
• Deferrals are NOT an appropriate solution to extenuating circumstances that persist over time.Students who request multiple deferred evaluations, whether in a single course or across different courses/terms, will be required to meet with the Vice-Dean Student Affairs to determine a more appropriate plan of success.

*If the student is incapacitated and cannot make the request before the evaluation, they need to make the request and provide the documentation within 3 business days of the missed evaluation

This document outlines the procedures, responsibilities, and criteria involved in requesting and administering deferred evaluations at the School of Nursing offering clarity and guidance to both students and academic staff involved in the process.

This guideline applies to NSG clinical/lab courses only in the Collaborative BScN program at uOttawa and Algonquin College.

The Deferred Lab Evaluation and Lab Retesting Guideline provides a structured framework for managing circumstances where students are unable to sit for their scheduled evaluations due to valid reasons such as illness, personal emergencies, or other extenuating circumstances. This guideline aims to ensure fairness and consistency in the process of granting deferred evaluations, thereby supporting students in their academic journey while maintaining the integrity of the assessment process.

Following Academic Regulation A-8.5 Conduct of the Examination, “Students are expected to assess their health situation and ability to write an examination prior to taking the exam.”

Deferred Evaluation in Lab

• Students who experience illness or any other exceptional circumstance preventing them from attending a lab evaluation must send an email prior to the start time of the scheduled evaluation* to the following people to inform them of their absence:

uOttawa

• Year 2 and 4: Lab instructor and [email protected]
  • Year 3: [email protected]

Algonquin College – Ottawa

• Year 2: the lab instructor and the coordinator (Michelle Morley at [email protected])
  • Year 3 and 4: the lab instructor and the lab/clinical coordinator (Tara Geigel at [email protected])

Algonquin College – Pembroke

• Year 2: Bobbi Brewster [email protected] & Melissa Jarvis [email protected]
  • Year 3 and 4: Lori Lush-Taylor [email protected] & Melissa Jarvis [email protected] 

In this email, the student must provide a justification along with supporting documentation.

• Any unjustified absence will result in a NS or 0 for the evaluation.
• A retesting (deferral) date will be communicated by the lab.
• If the student is unable to complete the evaluation on the proposed retest date, they will be offered a withdrawal for the course with no reimbursement (unless requested before the drop date listed in the university calendar).

Retesting in Lab After Obtaining a Non-Satisfactory (NS) Grade

• Following a NS grade in ascheduled lab evaluation, a learning plan will be created and uploaded on the Clinical Evaluation Online (CEO) to outline a remediation plan. This remediation plan must be completed to have access to the retest.
• The retest date will be predetermined by the lab schedule. This will be at the earliest near (or at) the end of the rotation to allow the student adequate time to prepare.
• A second NS grade will result in a failing grade for the lab component of the course and a NS for the course overall.

*If the student is incapacitated and cannot make the request before the evaluation, they need to make the request and provide the documentation within 3 business days of the missed evaluation.

The Lab and Clinical Absence Guideline for the uOttawa School of Nursing (including Algonquin College campuses) establish a clear protocol for addressing situations where nursing students are unable to participate in scheduled laboratory sessions or practicum experiences. These sessions are integral to the development of clinical skills and competencies necessary for future nursing practice. This guideline aims to provide a structured approach to managing missed lab or practicum time due to unavoidable circumstances, ensuring that students receive appropriate support, guidance, and opportunities to make up for lost learning experiences. By adhering to this guideline, the School of Nursing upholds academic standards, promotes student success, and maintains the quality of nursing education provided at the University of Ottawa.

Students need to demonstrate attainment of learning objectives in both lab and clinical settings to obtain a grade of S (satisfactory) for the course. Any student who misses lab or clinical is at risk of not being successful in the course (resulting in a non-satisfactory (NS) grade). If attendance is problematic, students may be required to repeat all aspects of the course at the next offering, and this may impact their progression in the program.

Lab absences

• All labs are mandatory.
• Student must email the following individuals to inform them of their absence before the start time of the scheduled lab session*:

uOttawa

• Year 2 & 4: lab instructor and [email protected]
• Year 3: [email protected]

Collège Algonquin – Ottawa

• Year 2: the lab instructor and the coordinator (Michelle Morley at [email protected])
• Year 3 and 4: the lab instructor and the lab/clinical coordinator (Tara Geigel at [email protected]) 

Algonquin College – Pembroke

• Year 2: Bobbi Brewster [email protected] and Melissa Jarvis [email protected]
• Year 3 & 4: Lori Lush-Taylor [email protected] and Melissa Jarvis [email protected]

In this email, the student must provide a justification along with supporting documentation.

• Following a missed lab, the student must complete makeup activities in order to meet the course objectives. These may include:
  • An assignment and/or virtual activity.
  • A session with a teaching assistant (review of the assignment and practice of skills). The student is responsible for contacting the teaching assistant to schedule this session.
• If the student did not report their absence before the start of the laboratory session, a learning plan will be initiated in CEO, including predetermined requirements. A learning plan will also be initiated for the recurring absences in the lab.
• Laboratory absences will be documented in a shared file with the clinical coordinators.
• Makeup activities must be completed in order to access upcoming laboratory evaluations (lab evaluation and medication calculation exam).
• Makeup activities must be completed within the deadlines prescribed by the lab in order to satisfy the course requirements.

Absence in Clinical Placement

• Attendance in clinical placement is mandatory.
• The student must send an email to the course coordinator and clinical instructor to inform them of their absence before the scheduled start time of the clinical shift*. In this email, the student must provide a justification accompanied by supporting documents.
• If students miss clinical days (including orientation and observation shifts), they must submit a plan to their clinical instructor and course coordinator explaining how they will compensate for the missed time. In this plan, the student must include their objectives for the next clinical shift and strategies to meet the course objectives. The plan cannot include additional clinical hours.
• The course coordinator will inform the student of any required makeup work to ensure adequate progression in the clinical placement despite the absence.
  • Failure to complete this work will result in an NS grade for the clinical component of the course (and an NS grade for the course as a whole).
• If, during evaluation, the clinical instructor can reasonably assess the student despite the missed time, the student may receive either an S or an NS grade.
• If the clinical instructor determines that the student has accumulated too many absences, the School will grant a retroactive withdrawal from the course (with no tuition refund). The student will not receive a grade and must re-enroll in the course the next time it is offered.
• If a student experiences a prolonged illness with medical documentation, they must consult the Undergraduate Programs Manager ([email protected]) to discuss their options.

Absence of the Clinical instructor, storms, or emergencies

• In the case of the clinical instructor’s absence (e.g., illness or another emergency), clinical hours must be made up before the end of the course.
• In the case of a storm or institutional emergency, the University/College directives prevail. The clinical instructor will then communicate with students regarding the makeup arrangements. These arrangements will be determined in consultation with the clinical course coordinator and the School administration.

*If the student is incapacitated and cannot make the request before their absence, they need to make the request and provide the documentation within 3 working days of the missed lab or clinical.