Requests and exceptions

Because degree requirements vary from one program to another, changing your program or concentration may affect the number of credits you need to complete your program. To assess the consequences of any such changes, use the What if report in uoZone to check whether the courses you’ve taken, or have received advanced standing for, can be applied to your new program and whether the courses you plan to take will meet the requirements of other programs.

Important: You must register to the program you were admitted to for at least one term before requesting a change of concentration. Being admitted to one program does not guarantee acceptance into another program.

How to submit a request

To change program or concentration, you must submit a request by:

• 1st of November (Winter)
• 1st of March (Fall)

To do so, log into uoZone and click Service Requests under the Applications menu. For detailed instructions, watch the Service Requests tutorial under the Service Requests application.

   Service request :

    Category: Enrollment

    Type: Enrolment,

     Subtype: CHOPT – Change of Option (Course/Thesis/Research Paper)

With your request, you must provide:

• the duly completed Request for Change of Program and/or Concentration form;
• a summary (3-4 pages) of your research interests (only if you intend to change to a program offering a thesis or research paper option);
• an updated CV;
• two letters of recommendation (only if you are changing to a thesis or research paper option) sent directly to [email protected] in confidence
• confirmation from a potential supervisor

Important: A new admission average is not calculated when you request a change of program and/or concentration. The admission average calculated at the time of your initial admission will be used. Meeting all eligibility criteria does not guarantee approval.

Your request will be evaluated by the admissions committee and the decision will be relayed to you via your service request in UOzone or by email.

No request to change to the counselling psychology concentration will be considered. To be considered for the program, students must submit a new admission application through OUAC.

To request a change of student status (full-time or part-time)  go to the Applications menu in uoZone and click Service Requests. For more detailed instructions, check the Service Requests tutorial under the Service Requests application in uoZone. You will need to attach a duly completed Modification/Cancellation of Registration (Graduate Studies) form. If your student status has changed from full-time to part-time, you may no longer be eligible for financial aid for the following term. For more information, contact Financial Aid and Awards. In addition, any such change could affect your employee benefits. We recommend that you contact the Graduate Students Association of the University of Ottawa (GSAED).

The term “courses” also includes related activities, such as work on a research paper or thesis.

Students admitted as of September 2017, changes in student status are not allowed for students enrolled in a research program, such as the Master in Education (MEd) with a major research paper, the Master of Arts in Education (MA[Ed]), or the Doctorate in Education (PhD).

Leave is only approved for significant reasons, such as serious illness, financial difficulties, professional, family or compassionate reasons. It is understood that you will not take part in any activities related to your studies during the leave period. In general, leave is limited to three terms for the duration of the program and will only be granted if you have not reached the time limit to complete your program. Moreover, the leave period is included in the maximum time allowed to complete the requirements of the program.

The request for leave must clearly state the reasons for, and the length of, the intended interruption of studies, and must be accompanied by relevant supporting documentation (e.g., in the case of illness, a medical certificate issued by a physician).

Students are required to enrol in the term immediately following the end of their approved leave of absence; otherwise, their file will be closed. (Academic regulation C-3.2.7)

How to submit your request

To submit a request, attach the documents listed below to a Service Request, which you create by selecting Service Requests from the Applications menu in uoZone. For detailed instructions, review the Service Requests tutorial under the Service Requests application. Check the important academic dates and deadlines to find the deadline to submit your request. The decision will be sent to you by email as soon as possible.

You must attach the following documents with your request:

• the duly completed Request for Leave of Absence form;
• supporting documents: 
  • a recent medical certificate specifying the medical leave period (if leave is being requested for medical reasons);
  • a birth certificate (in the case of maternity/paternity leave) ;
• a duly completed Modification/Cancellation of Registration (Graduate Studies) if you are enrolled.

In addition to the steps mentioned above, students must also follow the guidelines found on SSHRC, NSERC and CIHR scholarship websites.  

Requests to extend graduate program time limits are only granted in exceptional circumstances. Each request must include a detailed report of the student’s progress and the supervising professor’s recommendations. Extensions are granted only to students whose progress has been satisfactory.

The maximum extension period is for three terms.

Requests for extensions must be submitted at least one month before the deadline to complete the program requirements. The decision will be indicated in the comments box of your service request. No email will be sent to confirm the decision. You can proceed with enrolment as soon as your extension request is approved.

How to submit your request

To submit a request, attach the documents listed below to a Service Request, which you create by selecting Service Requests from the Applications menu in uoZone. For detailed instructions, review the Service Requests tutorial under the Service Requests application.

You must include the following documents with your request:

• a duly completed copy of the Request for extension of the time limit to complete the requirements of a graduate degree form;
• a Progress Report duly completed by you and your thesis/research paper supervisor (if you are enrolled in a research program);
• a detailed study plan that includes a realistic timetable of research activities that still need to be completed.

In cases of illness or exceptional life circumstances, you may request a deferred mark.

How to submit a request

• Fill out the Declaration of Absence from an Evaluation. Academic regulation A-8.6.
• Submit a service request. Please join your declaration of absence form to the service request.

Important: The decision will appear in the comments box of your service request. No email will be sent to confirm the decision.

Requests for an academic appeal or exception within the Faculty of Education are governed by the Policies and Regulations of the University of Ottawa.

The process of appeal and exception is made available to students who have encountered extenuating circumstances that have impacted their academic performance, subsequently leading to Faculty decisions that could be reconsidered as a consequence of their unique situation.

How to submit a request

Send your request by email to [email protected].

Be sure to attach the following documents, failing which your request will not be considered:

1. A letter explaining:
   • The exception you request;
   • The important facts that justify your request; and
   • The reasons why the Faculty should approve your request; 
2. Supporting documents that justify your exception request, such as:
   • medical certificates;
   • death certificate or notification or proof of death;
   • any pertinent documents related to your request or appeal.

Depending on the nature of your request, the process may take between ten to twenty business days. The decision will be sent to you by email as soon as possible.

Exception Request Procedures

A student who disagrees with a Program Director’s decision may appeal this decision by following the procedure here outlined: 

1. The student must submit a written request to the office of the Vice-Dean, Governance and Student Affairs;
2. The request shall be submitted within 10 days following the reception of the decision made by the Program Direction;
3. After examining the case, the Vice-Dean, Governance and Student Affairs forwards a draft decision to the Appeal Committee of the Deanship for approval;
4. The Vice-Dean, Governance and Student Affairs informs both parties of the decision of the Appeal Committee;
5. This appeal process does not apply to cases of academic fraud, which are governed under the Academic regulation A-4.