Academic Accommodation

Beginning March 18, 2020 at 9:00 a.m. all Western students are asked to use a new, online Student Illness Reporting Tool to track and monitor illnesses, whether the illness impacts the submission of course work or not. This tool takes the place of the need to submit a medical note and the Self-Reported Absence System used by undergraduate students.

The health, safety and wellness of the university community is important to Western. During the current COVID-19 situation, it is essential for Western to track the impact of illnesses for the University. The Middlesex-London Health Unit must receive this data to be able to quickly understand the magnitude of illness affecting the university community.

An online Student Illness Reporting Tool is now available and all students are required to use the tool to report any illness.
The illness must be entered each day that you are ill. When the notification is saved, an email is automatically sent to you for your records.
In addition to reporting your illness through the Student Illness Reporting System, please follow the guidelines below applicable to your student group.

We recognize there may be extenuating circumstances that may impact your academic responsibilities. If you have missed or will miss a course-related component (e.g. lab or tutorial) or a course-related assessment (e.g. quiz), you may be eligible to request an academic consideration to make arrangements to completed missed course work at a later time.

Academic Consideration

Academic consideration for course-related components and assessments may include

  • Class Attendance
  • Tutorial Attendance
  • Laboratory Attendance
  • Midterm
  • Test
  • Presentation
  • Essay/Assignment
  • Quiz

How do I request academic consideration?
There are three ways you can request academic consideration:

  1. Self-Reported Absence
  2. Medical Absence*
  3. Non-Medical Absence*

The nature of your situation/request will determine which route to pursue when requesting academic consideration. Factors affecting your eligibility for consideration or which method would be most appropriate for you to submit your request are:

  • The duration of time needed
  • The number of self-reported absences submitted in the term
  • The weight of the course component

Self-Reported Absence
If you experience a short-term unexpected illness or extenuating circumstance (48 hours or less) that prevents you from completing a course component or assessment, you may be eligible to submit a Self-Reported Absence. through the online portal linked from your Student Center main page.

What can be self-reported?
Any absence (up to 48 hours) for course work worth 30% or less of your final course grade can be self-reported with the exception of the following:

  1. Final exams
  2. Midterm exams scheduled during the December exam period
  3. Final lab examinations scheduled during the last week of the term

How many times can I self-report?
Students are able to submit a maximum of two self-reported absences during the academic year (September-April) and a maximum of one self-reported absence during the summer term (May-August).

How do I self-report?

  1. Log in to Student Center
  2. Click on the Self-Reported Absence link located on the right-hand side under Student Services Links
  3. Carefully read the instructions and complete the form, indicating each of the courses that you will miss during your absence
  4. Email your instructor(s) following your Self-Reported absence to discuss a new deadline/make-up date

Do I need to provide documentation for my self-reported absence?
No. Documentation is not required for a self-reported absence. Please see below for when documentation will be required.

What happens if I’ve used my two self-reports?
For absences beyond your two self-reported absences, you must submit an academic consideration request, along with supporting documentation, to The Hive as soon as possible.

Please review the full self-reported absence policy as noted in the Academic Calendar.

Medical and Non-Medical Absences

All medical and non-medical requests must be submitted alongside supporting documentation. For circumstances that would be grounds for consideration, and the required supporting documentation, please see below the Types of Accommodation and Documentation chart.

Medical Absence
The University recognizes that a student’s ability to meet his/her academic responsibilities may, on occasion, be impaired by medical illness. Illness may be acute (short term), or it may be chronic (long term), or chronic with acute episodes. The University further recognizes that medical situations are deeply personal and respects the need for privacy and confidentiality in these matters. However, in order to ensure fairness and consistency for all students, academic accommodation for work representing 10% or more of the student’s overall grade in the course shall be granted only in those cases where there is documentation indicating that the student was seriously affected by illness and could not reasonably be expected to meet his/her academic responsibilities.

Documentation shall be submitted, as soon as possible, to The Hive at Brescia together with an academic accommodation request form specifying the nature of the accommodation being requested. These documents will be retained in the student’s file, and will be held in confidence in accordance with the University’s Official Student Record Information Privacy Policy. Once the petition and supporting documents have been received and assessed, appropriate academic accommodation shall be determined by the Dean’s Office in consultation with the student’s instructor(s). Academic accommodation may include extension of deadlines, waiver of attendance requirements for classes/labs/tutorials, arranging Special Exams or Incompletes, re-weighting course requirements, or granting late withdrawals without academic penalty. Academic accommodation shall be granted only where the documentation indicates that the onset, duration and severity of the illness are such that the student could not reasonably be expected to complete his/her academic responsibilities. (Note – it will not be sufficient to provide documentation indicating simply that the student “was seen for a medical reason” or “was ill.”)

Whenever possible, students who require academic accommodation should provide notification and documentation in advance of due dates, examinations, etc. Students must follow up with their professors and their Academic Advisor in a timely manner.

Documentation from Family Physicians and Walk-In Clinics
A Western Student Medical Certificate (SMC): is required where a student is seeking academic accommodation. This documentation should be obtained at the time of the initial consultation with the physician or walk-in clinic. Hard copies of the SMC are available from The Hive at Brescia.

Documentation from Student Health Services
Students wishing to obtain documentation from Student Health Services will be required to have a Student Medical Certificate (SMC) completed during their appointment. Students will be required to pay $20.00 to have the SMC completed by their doctor. The form is available by following the link above.

Varsity Athletes
Students who will miss academic responsibilities due to varsity commitments should submit their supporting documentation as soon as they are able. Athletes must submit the Intercollegiate Athletics Program Commitment Verification Form with the appropriate signatures.

Requests for Academic Accommodation
As a Brescia student you may need to meet with an Academic Advisor. Please connect with the Hive to determine whether this is necessary. An Academic Advising appointment (if needed) can be booked by calling The Hive at Brescia at 519-858-5151.