About academic concessions
An academic concession is an accommodation for students who are unable to fulfill course requirements due to extenuating circumstances.
You may be eligible for an academic concession in your course if medical or personal difficulties prevent you from continuing your studies. You will need to submit a request for concession as soon as possible.
An academic concession may be a deferred standing (SD) or a late withdrawal from a course.
Eligibility for academic concessions
You may be eligible for an academic concession when you’re not able to complete an assignment, write an exam on time, or participate in classes due to one or more of the conditions below:
You must apply for your academic concession as early as possible.
Deadlines to apply for an academic concession
You must apply for an end-of-term concession by the following deadlines:
| Date | Session |
|---|---|
| January 15 | Winter Session, Term 1 |
| May 15 | Winter Session, Term 2 |
| September 15 | Summer Session |
How to apply for an academic concession
- Complete the academic concession form so that an advisor can review your case. Your concession cannot be processed until the form is filled out. You don’t need to contact the Non-Degree Studies team or speak to an advisor before filling out the form.
- You will receive a decision or instructions for next steps within 5 to 7 business days.
Late withdrawal
You are not permitted to withdraw from a course after the course/drop/withdrawal deadline, unless you qualify for an academic concession due to extenuating circumstances.
Requests to withdraw due to anticipation of an unsatisfactory academic outcome or neglect of the coursework will be refused.
If you are approved for a late withdrawal from a course, the university’s normal policy of refund of tuition fees applies. You will be assessed the full tuition and student fees for the course. The concession will be noted on your transcript with a W standing for the course.
Deferred standing
Before applying, please read through details about Standing Deferred and Supplemental exams.
Follow the steps below if your academic concession for a deferred standing is approved and an “SD” has been added to your student record:
- Apply through your Workday account to write your exam(s) in the application period outlined by Enrolment Services.
- Write your deferred exam as scheduled by Enrolment Services. Deferred exams for Winter Session courses are held the following July or August. Deferred exams for Summer Session courses are held in November.
- Submit incomplete coursework as per your instructor’s directions and deadlines.
Missed midterm work
Any incomplete work during the term must be handled between you and your instructor, in accordance with written guidelines given at the start of the course. Review UBC grading practices and your course syllabus for guidelines.
If you want an extension for incomplete work, contact your instructor directly and arrange to make up or complete the work, if permitted.
Your instructor is not required to make allowance for any missed test or incomplete work that is not satisfactorily accounted for.
If you have questions
Contact Enrolment Services by phone at 604 822 9836 or email non.degree@ubc.ca.