Even though we hope you remain healthy, we know that health issues or special circumstances can arise. If you need to miss a midterm or final exam for one of the reasons stated in Academic Regulation A-8.6. —Justification of absence from an examination (mid-term or final), you may be allowed to take your exam later, which the University calls “a deferred exam”.

First, you must fill out the Declaration of Absence from an Examination form. You must do this for each course only if you miss a midterm or final exam. This form will let your professor and faculty know of your absence and that you will need instructions on how to defer your exam. If you aren’t sure what constitutes a midterm or final exam, please refer to the course syllabus or discuss the issue with your professor. Keep in mind that submitting a Declaration of Absence of Examination form does not guarantee that the deferral will be approved.

Please note that if you make more than one declaration of absence request in a term, the faculty might require a followup meeting. If so, the faculty will contact you

DON'T USE the declaration form for the following:

Exceptions

Students in the Undergraduate Medical Education program are not required to complete the Declaration of Absence from an Examination. Students in the Honours Bachelor of Science in Nursing offered in collaboration with Algonquin College (whether enrolled at the University of Ottawa or Algonquin College) are not required to complete the Declaration of Absence from an Examination for NSG and SAI courses or for courses offered at Algonquin or Pembroke campuses. However, they are required to use the Declaration for all other courses offered by other faculties of the University of Ottawa.

In addition, students who require a religious accommodation should not complete the Declaration of Absence form. Instead follow the procedure outlined in Academic Regulation A-5 – Religious Accommodations.

Timeframe to submit the Declaration

An absence from an exam cannot be declared more than three (3) working days prior to the start of the exam or three (3) working days after the exam.

Administrative fee

In order to process and evaluate your request, a non-refundable administrative fee of $60 per Declaration will be charged to your statement of account approximately 24 hours after the Declaration of Absence from an Examination form has been submitted.

To view your statement of account, log into uoZone, select the Applications tab, then Student Center, and then Statement of Account.

For information on payment methods, please visit the Student Accounts website (scroll down to “Methods of payment”).

Reimbursements of declaration of absence administrative fees can be made only in highly exceptional situations.

Some reimbursements are applied automatically, such as when an absence is related to a disability recognized by the Academic Accommodations Service or in serious cases determined by the units involved.

As well, requests can be examined if they cover a period of several days, lead to multiple absences from exams over a short period and don’t fall under any of the established procedures. Such requests must be revised by the Faculty and backed up by official, verifiable supporting documentation. 

Short-term illness

Supporting documents including medical certificates are NOT required the first time you submit a Declaration for a given course due to short-term illness. Short-term illnesses are common, well-known illnesses that do not require a visit to the doctor unless they are severe. They include gastroenteritis, flu, strep throat and pink eye. 

Course examples

If this is the first time you are absent from an ADM 1300 exam (e.g. midterm exam), and you cannot write your exam because you have the flu, then you do not need to provide supporting documents. If you miss another exam (e.g. the final exam) in the same ADM 1300 course, then you would need to provide supporting documentation.

If you are absent from more than one exam for different courses during the exam period (e.g., ADM 1300 and PSY 1101), you still don’t need to provide supporting documentation of your short-term illness if these are the first absences in either course.

If the exam has already started

You need to provide supporting documentation if you start an exam but cannot complete it due to a significant deterioration in your health or a situation requiring emergency medical attention.

Illness

For an illness that is not considered short term, you ARE required to submit a medical certificate at all times, whether or not it is the first time you are absent from an exam in the course.

Examples of supporting documents

In terms of supporting documents for physical or mental illness, we require a medical certificate from your health-care professional (or a letter of support from uOttawa’s Counselling Services). This document must include your name, period of absence and return date, the medical appointment date, and the health-care professional’s signature. If there are doubts about the authenticity of your medical document, the University may require that it be validated by University of Ottawa Health Services.

Complete and submit the Declaration of Absence from an Examination form to notify the University of your absence from a mid-term or final exam. Your professor at the Faculty or academic unit responsible for the course will be notified that you have submitted this Declaration and that you wish to defer the exam.

After you have sent in the Declaration, and once you are able to pursue your studies or sit the exam that you missed, follow up on your Declaration by complying with the instructions issued by the Faculty that offers the course (see below).