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Deferral Application Please follow the instructions attached to this form to avoid delay or rejection of your application We can only mail response to the address you have specified in Carleton Central Name       Student Number Address      Connect Email Address                  City       Prov Postal Code Daytime Telephone       Undergraduate Degree Program Examination/Assignment Details Session Subject Course# Section Final Examination Final Assignment/ Essay Final Take-home Examination Scheduled Date of Exam Official Due Date Official Due Date 1 (a). Did you leave a final examination while it was in progress? Yes (Please List Course Numbers Below) No Yes Yes (b). Did you complete and submit a final examination that you are requesting to defer? (c). Did you complete a cancellation form before leaving the examination site? 2. Did you make arrangements with the Paul Menton Centre (PMC) for the original examination date? No No Yes In order to receive disability-related accommodations, you MUST contact the PMC immediately to ensure they have signed Letter(s) of Accommodation for the above course(s). No 3. Have you applied for graduation? Yes (indicate session) No 4. Off-Campus Examinations: If you wish to write your exam in another city, please indicate your preference below. There is a charge per examination for this service. Please visit the Examinations site (carleton.ca/exam) for details about the examination location. City: Total Fee: I confirm that I have read and understand the instructions and requirements of this form and that all the information and documentation provided in support of this deferral application are accurate and true. Further, I authorize the Registrar’s Office to contact those who have provided documentation submitted with this application, including but not limited to medical documentation, for purposes of verifying authenticity. Student Signature: Date: You are responsible for consulting the deferred exam schedule, which will be posted in Carleton Central when available. Decision (Office Use Only) Granted Deferred Exam Period: Not Granted April June October December February Take Home Exam Due Date Assignment Due Date Processed by: Rationale does not indicate serious illness or extraordinary circumstances beyond student’s control Documentation does not cover examination date or assignment due date Medical documentation dated later than one working day after missed exam Documentation must be on letterhead & bear office stamp/seal Application received late No documentation provided Other: Date: The personal information requested on this form is collected in accordance with Sections 38(2) and 41(1) of the Freedom of Information and Protection of Privacy Act (FIPPA), R.S.O. 1990, c.F.31 as amended. The information provided will not be used for any purposes other than those stated upon this form unless the applicant provides express written consent. Should you have any questions concerning your personal information, please contact Erika Strathearn, FIPPA representative for the Registrar’s Office (300 Tory Building, 613-5203500). Carleton University is fully compliant with FIPPA and endeavours at all times to treat your personal information in accordance with this law. tel: (613) 520-3500 www.carleton.ca/registrar Registrar’s Office 300 Tory Building, 1125 Colonel By Drive, Ottawa, ON, K1S 5B6 White - Student Yellow - File fax: (613) 520-4410 registrar@carleton.ca Deferral Application this application is for deferral of final examinations/ final assignments / final take-home examinations Please Observe The Following Directions To Avoid Delay Or Rejection Of Your Application 1. Complete this application in full. 2. Supporting documentation must be attached and received by the Registrar’s Office no later than five working days after the original examination had been scheduled. Please Note: Applications may be faxed to initiate a request, however, supporting documentation must be original. No faxes or photocopies will be accepted. Important Information • If you are requesting a deferral based on medical reasons, you must be seen by a physician while you are ill and medical documentation must be dated no later than one working day after the missed examination or assignment and must be on official letterhead of the service provider and include: - date of onset of illness & date seen by physician - (anticipated) recovery date - degree of incapacitation The University’s medical form can be found at carleton.ca/registrar/forms/. • If you are requesting a deferral for extraordinary circumstances other than illness, please consult the Registrar’s Office regarding appropriate supporting documentation. • Students with a history of deferred examinations may be asked to supply additional documentation to support any request for a deferred examination. • The Registrar’s Office may contact the signing physician or attesting professional to confirm information provided. • Submission of supporting documentation does not in itself necessarily constitute grounds for the granting of a deferral. The rationale must clearly demonstrate serious illness or extraordinary circumstances beyond the student’s control that would warrant exemption from the regular examination schedule or assignment due date. • Deferral of Winter examinations will delay June promotion decisions. For further information, please consult the Registrar’s Office. • Graduation: application for a deferred examination, assignment or take-home in the last term before graduation may affect eligibility to graduate. • Normally, deferred examinations are held in February for Fall Term courses, in June for Fall/Winter and Winter Term courses and in October for Summer Session courses. Examination schedules will be posted in Carleton Central, and students are responsible for reviewing this information for the exact date, time, and location of the examination. Some courses in Mathematics and Statistics are written at the next final examination period. Please consult section 2.5 of Undergraduate Calendar for further information. • The granting of a deferral requires that the student has performed satisfactorily in the course according to the evaluation scheme established in the Course Outline, excluding the final examination for which deferral privileges are requested. This can include a minimum score received in the course before the final exam; attendance; successful completion of a specific task (e.g., term paper, a critical report, a group project, computer or other assignments); laboratory work; successful passing of midterm(s); and other reasonable conditions. • You cannot write the regularly scheduled final examination in a course for which you have obtained approval to write a deferred examination. If you feel that you are capable of writing the final examination after obtaining approval to defer, you must contact the Registrar’s Office prior to writing the final. Failure to do so may result in your examination being discarded. Missed Deferred Final Examinations and/or Final Assignments Regulations 1. Students will not be given a deferral of a deferred final examination or final assignment. 2. Students who are unable to write their deferred final examination(s) or submit their final assignment(s) by the assignment deadline may submit a Petition to the Registrar’s Office in order to explain the circumstances. 3. Petition applications will ONLY be processed by the Registrar’s Office once all of the required information, as stated below, is provided Deadline Information Final Decisions The Petition Application must be accompanied by appropriate and complete documentation regarding the circumstances which were beyond the student’s control that resulted in missing the deadline and this must be submitted within 5 working days after the scheduled date of the missed examination or the assignment deadline. In cases where it has been determined that a student was unable to complete the deferred final examination or deferred final assignment due to properly documented personal or medical reasons, performance in the course will be reviewed. The grade assigned will be based on the student’s term performance as follows: Required Documentation a) Students who were unable to complete a deferred final examination or final assignment due to illness will need to see a physician within one business day of the missed examination or assignment deadline. All original Medical documentation submitted in support of the Petition must include: i. ii. iii. iv. The date and time of the visit with the physician The date of the onset of the illness The (expected) date of recovery and The degree of incapacitation A Medical Certificate should be printed from the following Web site for your physician to complete: www.carleton.ca/registrar/forms b) For other circumstances beyond the student’s control (for example, a death in the immediate family), original copies of official documentation are required. AEG - A final grade of AEG (Aegrotat) will be assigned if the student has completed and been assessed on 60% or more of the course work (as defined in the course outline) and has achieved a final grade of at least 50% (assessing the grade for the missed work as zero%). The grade of AEG provides the student with a pass for the course but has no impact on the CGPA calculations. DNC - A final grade of DNC (Did Not Complete) will be assigned in cases where the term work is satisfactory (as defined in the course outline) but the student is not eligible for AEG. There is no course credit for DNC grades and there is no impact on the CGPA calculations. F - A grade of F will be assigned where term work is not satisfactory as defined by the course outline. The Registrar’s Office will advise students regarding the final outcome for their Petition either via e-mail to their MyCarleton (@connect) account or via mail. Questions regarding missed deferred examination or final assignment procedures should be directed to registrar@carleton.ca. c) Students who have missed three or more deferred examinations and/or assignment deadlines at Carleton University in the past will be asked to provide additional information. Please contact the Registrar’s Office for details. tel: (613) 520-3500 www.carleton.ca/registrar Registrar’s Office 300 Tory Building, 1125 Colonel By Drive, Ottawa, ON, K1S 5B6 fax: (613) 520-4410 registrar@carleton.ca