Self-Declaration for Brief and Temporary Student Absences Policy and Procedure

Self- Declaration for Brief and Temporary Student Absences Policy

Reason for Policy

1.1 To allow students to complete a submission on a "Self-Declaration for Brief and Temporary Absence platform" in lieu of a medical note (or other documentation) when attesting that a student is unable to complete a scheduled test, assignment or exam, due to a brief absence caused by Extenuating Circumstances.

1.2 To empower University staff and faculty members to receive the information necessary to make decision on declared absences and academic considerations for any absences.

1.3 To ensure that student declarations for brief and temporary absences will be reviewed with appropriate consideration of students' particular circumstances.

1.4 To minimize costs to students and unnecessary use of public health resources for the purpose of obtaining a "medical note".

Policy Content

Definitions

2.1 The following terms are defined for the purpose of this Policy and the Procedure:

(a) Acute Condition: An illness or condition that is severe and sudden but does not require long-term medical treatment.

(i) Examples of Acute Conditions include but are not limited to: the flu, the common cold, and injuries.

(b) Bona Fide Academic Requirements (BFARs): A bona fide academic requirement is a component of an academic program which is determined to be an essential course, skill, experience, item of knowledge or outcome for the program, i.e. those components of a program that, in the reasonable view of the unit, cannot be waived without fatal consequences for the academic integrity of the program. By implication, it may be that not all academic requirements are essential for the academic integrity of a given program, and would not be among the sub-set of "bona fide" requirements.

(c) Brief and Temporary Absence: An absence from the University (120 hours or fewer) as a result of Extenuating Circumstances, as requested by the student in the Self-Declaration system.

(d) Chronic Condition: A diagnosed, long-term illness or condition requiring medical treatment over an extended period of time.

(e) Extenuating Circumstances: an unexpected situation outside of a student’s control including an Acute Condition, a Chronic Condition, or a verifiable compassionate reason, that temporarily affects their ability to fulfill their academic obligations and requirements.

Other brief and temporary circumstances may involve: Religious or cultural obligations, or participation in an inter-university, provincial, inter- provincial, national or international scholastic or athletic event. Students are recommended to consult with their Faculty/College/School for approved events. Except in exceptional circumstances, requests as a result of either vacation or holiday plans will not be granted.

(f) Good Faith: means acting under an honest belief or purpose, engaging in a faithful performance of responsibilities, with an absence of fraudulent intent. University community members must not lie or otherwise knowingly mislead each other about matters directly linked to this Policy and Procedure.

(g) University: means the University of Manitoba.

Commitments and Objectives

2.2 The University recognizes that students may have Extenuating Circumstances that temporarily affect their ability to fulfill their academic obligations and requirements. Any academic arrangement offered to a student must not compromise the learning objectives, essential skills and abilities, or Bona Fide Academic Requirements of the course or program.

2.3 This policy only governs the process by which academic considerations are made, it does not change or override academic requirements as stated in course outlines, program policies, and University governing documents (e.g., ROASS).

2.4 The institutional response to requests for academic consideration due to Extenuating Circumstances is based on the principle of Good Faith. University staff and faculty members are to assume that student circumstances and documented requests are legitimate unless there is compelling evidence to suggest otherwise. Similarly, students are to assume that University staff and faculty members will provide decisions and academic considerations that they deem to be reasonable and in the best interest of the student and the student body, taking into account academic progress, academic assessments, essential skills and abilities and Bona Fide Academic Requirements.

2.5 Providing false or misleading information in a self-declaration constitutes academic misconduct and students will be subject to the University's Student Discipline Bylaw.

2.6 Privacy and confidentiality are to be respected, protected and maintained throughout the academic consideration process.

2.7 The University is committed to responding to students in a fair and consistent manner; however, academic considerations may be individualized due to the nature of each student’s specific circumstances, and differing program requirements.

2.8 Medical documentation is required for longer term absences as required by the Authorized Withdrawal Policy and Procedure, faculty-specific Leaves of Absence policies (if applicable), or when requesting accommodations under the Accessibility Policy and Procedure.

Accountability

3.1 The Office of Legal Counsel is responsible for advising the Provost and Vice- President Academic that a formal review of this Policy is required.

3.2 The Vice-Provost (Students) is responsible for the implementation, administration and review of this Policy.

3.3 Students, Academic Advisors, and Academic Staff are responsible for complying with this Policy.

Authority to Approve Procedures

4.1 The Provost and Vice-President Academic may approve Procedures, if applicable, which are secondary to and comply with this Policy

Review

5.1 Governing Document reviews shall be conducted every ten (10) years. The next scheduled review date for this Policy is Click here to enter a date.

5.2 In the interim, this Policy may be revised or repealed if:

(a) the Provost and Vice-President Academic or the Senate deems it necessary or desirable to do so;

(b) the Policy is no longer legislatively or statutorily compliant; and/or

5.3 If this Policy is revised or repealed all Secondary Documents, if applicable, shall be reviewed as soon as possible in order that they:

(a) comply with the revised Policy; or

(b) are in turn repealed.

Effect on Previous Statements

6.1 This Policy supersedes all of the following:

(a) all previous Board of Governors/Senate Governing Documents on the subject matter contained herein; and

(b) all previous Administration Governing Documents on the subject matter contained herein.

Cross References

7.1 This Policy should be cross referenced to the following relevant Governing Documents, legislation and/or forms:

(a) Student Discipline By-Law

(b) Deferred and Supplemental Examination Procedures

(d) Accessibility Policy and Procedure

(e) Authorized Withdrawal Policy and Procedure

(f) Responsibilities of Academic Staff with Regard to Students (ROASS)

(g) Records Management Policy

Self- Declaration for Brief and Temporary Student Absences Procedure

Part I - Reason for Procedure

1.1 To create fairness and consistency across Faculties, Colleges, Schools, Programs, Departments, and courses when considering arrangements for academic work when students are temporarily unable to meet obligations on a particular date or by a given deadline, due to Extenuating Circumstances.

(a) To allow students to complete a submission on a “Self-Declaration Form for Brief or Temporary Absence” platform when requesting academic consideration due to a brief or temporary absence affecting their academic obligations. Requests made through the platform will be tracked and maintained in accordance with the University Records Management Policy.

(i) Identify key responsibilities for students and for university staff and faculty members to implement the Policy and these Procedures.

Part II- Procedural Content

Definitions

2.1 The following terms are defined for the purpose of the Policy and this Procedure:

(a) Acute Condition: An illness or condition that is severe and sudden but does not require long-term medical treatment.

(i) Examples of Acute Conditions include but are not limited to: the flu, the common cold, and injuries.

(b) Bona Fide Academic Requirements (BFARs): A bona fide academic requirement is a component of an academic program which is determined to be an essential course, skill, experience, item of knowledge or outcome for the program, i.e. those components of a program that, in the reasonable view of the unit, cannot be waived without fatal consequences for the academic integrity of program. By implication, it may be that not all academic requirements are essential for the academic integrity of a given program and would not be among the sub-set of" bona fide" requirements.

(c) Brief and Temporary Absence: An absence from the University (120 hours or fewer) as a result of Extenuating Circumstances, as requested by the student in the Self-Declaration system.

(d) Chronic Condition: A diagnosed long-term illness or condition requiring medical treatment over an extended period of time.

(e) Extenuating Circumstances: an unexpected situation outside of a student's control including an Acute Condition, a Chronic Condition, or a verifiable compassionate reason, that temporarily affects their ability to fulfill their academic obligations and requirements.

Other brief and temporary circumstances may involve: Religious or cultural obligations, or participation in an inter-university, provincial, inter- provincial, national or international scholastic or athletic event. Students are recommended to consult with their Faculty/College/School/Program for approved events. Except in exceptional circumstances, requests as a result of either vacation or holiday plans will not be granted.

(g) University: means The University of Manitoba.

Implementation and Responsibilities

2.2 Responsibilities of Students:

(a) For Term Work, notify the instructor as soon as possible (or according to timelines listed in the course outline or faculty, college, or school regulations for excused absences) but no later than 48 hours after the end of a brief or temporary absence, if due to extenuating circumstances you:

(i) will be absent;

(ii) were absent and must make up the time;

(iii) will be unable to complete any portion of the course work;

(iv) will be unable to complete course work on time; or

(v) were unable to submit course work on time.

(b) For Final Exams scheduled during the official final exam period set by the Office of the Registrar and Enrolment Services, contact an academic advisor in your faculty, college, or school of registration according to the Deferred and Supplemental Exams Procedures.

(c) Locate and familiarize yourself with the relevant course/placement/faculty procedures (e.g., course outline, faculty handbook, etc.).

(d) Complete and submit academic work or write a deferred quiz/test as per the academic consideration granted (or in the case of a deferred final examination, write the exam at the scheduled date and time).

(e) Where the request for absence relates to a Chronic Condition, ensure that Student Accessibility Services has been consulted.

2.3 Process for Requesting an Absence:

(a) Students may request an absence according to the procedures set out in this document.

(b) All requests for any brief and temporary absence must be submitted via the Self-Declaration for Brief and Temporary Absence Request platform.

(c) The use of the Self-Declaration system serves as documentation for the absence. However, there may be situations where students are expected to provide additional information and/or documentation to the decision maker in requesting an absence.

(d) The decision maker will communicate and work with the student to determine whether the request for an absence can be granted, and if so, what are the appropriate academic consideration.

2.4 Responsibilities of University Staff and Faculty Members:

(a) Familiarize themselves with this Policy and related procedures, as well as Faculty/College/School/Departmental policies and procedures.

(b) Recognize the University’s Good Faith approach when responding to requests for absences and academic consideration.

(c) Respond to requests for brief and temporary absences from students (made via the platform and, where appropriate, discuss arrangements for missed work during the absence in follow-up communications with the student. Requests made through the platform shall be tracked and maintained) in accordance with the University Records Management policy. Faculty members can consult with their Academic Unit if they have concerns regarding a student’s request.

(d) Approach requests for brief and temporary absences with an intention of communication with the student to determine appropriate academic considerations.

(e) Privacy and confidentiality are to be respected, protected and maintained throughout the academic consider process. While students are not required to disclose specific details to instructors regarding the circumstances resulting in their request for academic consideration, a general explanation for the nature of the absence is required In some cases, other forms of documentation may be required.

(f) If a student has exhibited a pattern of requested absences, Faculty members should consult with their Academic Unit and may request further information or documentation in order to consider and make a decision on the requested absence. A student may be referred to University support offices for assistance.

(g) If needed, Faculty members may consult with Student Accessibility Services and/or Academic Units, for clarification on how to facilitate academic consideration arrangements.

(h) Assure students experiencing Extenuating Circumstances that reasonable academic consideration will be implemented, as appropriate, while ensuring learning objectives, essential skills and ability requirements, and Bona Fide Academics Requirements are met.

Part III- Accountability

3.1 The Office of Legal Counsel is responsible for advising the Provost and Vice- President (Academic) that a formal review of this Procedure is required.

3.2 The Vice-Provost (Students) is responsible for the implementation, administration and review of this Procedure.

3.3 Students, Academic Advisors, and Academic Staff are responsible for complying with this Procedure.

Part IV- Review

4.1 Governing Document reviews shall be conducted every ten (10) years. The next scheduled review date for this Procedure is Click here to enter a date.

4.2 In the interim, this Procedure may be revised or repealed if:

(a) the Provost and Vice-President Academic or Senate deems it necessary or desirable to do so;

(b) the Procedure is no longer legislatively or statutorily compliant;

(d) the Parent Policy is revised or repealed.

Part V- Effects on Previous Statements

5.1 This Procedure supersedes all of the following: