Late withdrawal appeal

After the withdrawal deadline has passed, you are only permitted to withdraw from a course due to extenuating or medical circumstances. Under the course withdrawal policy, you can appeal for a late withdrawal. You will not be refunded tuition.

Appeals for late withdrawal will be considered after you complete and submit your appeal package. Part of this package requires you to detail the reasons you are appealing for a late withdrawal, including supporting documentation.

If your appeal is successful, a “W” grade is recorded on your transcript. W grades are not counted in your grade point average.

Have you completed the majority of the course?

If you have completed the final exam, assignment, or majority of the coursework such that a final grade can be calculated, you are not eligible to appeal for late withdrawal.

Note: in some circumstances, if you have demonstrated that you have mastered the course learning objectives but are unable to complete the final assignment (s) due to documented extenuating circumstances, you may be eligible for Aegrotat standing (compassionate pass). In this case, consult with your instructor (see step 1). This must be approved by the dean and is based on satisfactory term marks.

Before submitting your appeal

Follow these steps before submitting your appeal:

Consult your instructor

Have you considered an Incomplete Grade Contract? An incomplete grade contract allows you to complete the course past the official end date and grants you the temporary “I” or incomplete grade.

Talk to your instructor to explore the possibility of an incomplete grade contract if you are experiencing extenuating circumstances. “I” contracts are considered when a student has made sufficient progress and achievement to allow them additional time to complete their course requirements past the official course end-date.

“I” contracts must be completed within two months after the end of the course. Extensions must be approved by the appropriate dean, director, or department head.

Consider your circumstances

Are your circumstances extenuating? Extenuating circumstances are defined as a situation beyond your control that prevented you from completing the course. These are circumstances that are unexpected and/or uncontrollable and arise during the semester. Some examples include:

Death of a loved one
Car accident
Medical emergency
Incapacitating illness
Serious personal situation

The following does not qualify:

Inability to achieve passing grade in the course
Not knowing about withdrawal or other course deadlines
Unfavorable weather conditions
A short-term illness
An unmanaged, pre-existing health condition

Check your financial situation

Are you receiving funding for your education through a government student loan, Indigenous band, or other study grant? If you withdraw from a course, this could impact your eligibility for the funding you have. It could also affect your eligibility for future scholarships and awards. Before submitting your appeal, contact Financial Aid and Awards to find out how a withdrawal will impact you.

Preparing your appeal

To complete your appeal, do the following:

Complete the appeal for late withdrawal form

Complete the Appeal for Late Withdrawal form.

Write a formal letter

Write a clear and concise letter, dated, and addressed to the Appeals Committee. Answer the following questions as they relate to your situation:

What were your extenuating circumstances and when did they occur?
Did you talk to your instructor regarding your situation and what was the result?
How did your circumstances prevent you from completing the course(s) and/or cause you to miss the withdrawal deadline?
If you are selecting to drop one course and not others, explain how your circumstances affected only the one course.

Attach supporting documentation

Attach supporting documentation, where appropriate. For example:

If your reasons are medical, have your physician complete the Medical Certificate form. If you were hospitalized, ensure the dates of your hospitalization are stated clearly.
If a death occurred, include a death certificate, obituary, or relevant link.
In case of car accident, include an ICBC report that states the date of occurrence.
Other types of documentation could include a flight itinerary, medical letter from attending physician, or a letter from a qualified counsellor.

Submitting your appeal

Submit all appeal documents via email (from a UFV email account) to regappeals@ufv.ca, or in-person to the Office of the Registrar. Documents can also be mailed to the Office of the Registrar at the address in the footer below.

Note: Appeals must be submitted no later than four months after the end of the semester. If extenuating circumstances prevented you from requesting the late withdrawal within four months, a rationale for considering the request after the deadline is required. Unawareness of the ability to appeal for a late withdrawal does not qualify as a rationale.

Receiving a response

If your appeal for late withdrawal is accepted, it is sent to the Appeals Committee for review. You should expect to receive a response within approximately 4 to 6 weeks of your request. The response will be emailed to your UFV student email account.

The Appeals Committee carefully considers each appeal on its own merit, and as stated in Course withdrawal - Policy 81, their decision is final.

If you have any questions regarding the above information, or about the Course Withdrawal policy (81), you may contact the appeals assistant at regappeals@ufv.ca.