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.

DON'T USE the declaration form for the following:

• Absence from a class
• Absence from a lab
• Absence from a quiz
• Delays in submitting assignments such as essays or reports
• Religious accommodations

Instead, discuss the situation with your professor.

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.

Supporting documents

Supporting documents including medical certificates are NOT required the first time you submit a Declaration for a given course. For example, if this is the first time you are absent from an ADM 1300 exam (e.g. midterm exam), 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 if these are the first absences in either course.

Note that you do 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.

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.

Timeframe to submit the Declaration

An absence from an exam cannot be declared more than five (5) working days prior to the start of the exam or three (3) working days after the exam.

However, if you start an exam but cannot complete it due to a significant deterioration in your health or a situation requiring immediate or emergency medical attention, you must submit the Declaration of Absence from an Examination within five (5) working days following 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”).  

Evaluating the Declaration

Complete and submit this Declaration 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).