Special Sitting of a Final Exam

Special Sitting of a Final Exam

What is a special sitting of a final exam?
A special sitting of a final examination allows a student to sit the final exam outside of the regularly scheduled day and time as posted on the final examination schedule.

Who can request a special sitting of a final exam?
Students who are unable to sit their final exam as scheduled, due to extenuating or other circumstances outside of their control, can request a special sitting of a final exam.

When should students request a special sitting of a final exam?
Students who are unable to sit their final exam as scheduled should notify their course instructor and the Office of Examinations and Testing Services (OETS) as soon as possible, preferably before the start of the final examination period.

How do students request a special sitting of their final exam?
• Students must submit a completed Request for Special Sitting of a Final Examination along with supporting documentary evidence to OETS, copied their Head of Department, as soon as possible or no later than 7 days after the date of the final exam.
• OETS will notify the student and the Head of Department of the day and time for the special sitting.
• Requests for a special sitting that are submitted more than 7 days after the date of the final exam will not be considered.

What constitutes “an extenuating or other circumstance”?
Students are eligible for a special sitting of a final exam provided they:
• Were ill, injured or hospitalized immediately prior to or on the day of the final examination. Students must provide supporting documentary evidence from a qualified medical practitioner confirming their inability to sit the exam.
• Suffered the death of a family member. Students must provide supporting documentary evidence in the form of a death certificate, an obituary or a funeral programme which lists them as a survivor.
• Are required to participate in a significant cultural or sporting activity at the national/international level. Students must provide supporting documentary evidence in the form of a signed letter from the agency confirming their role and participation and detailing the dates and times of the event.
• Are required to engage in employment-related travel. Students must provide supporting documentary evidence in the form of a signed letter from their employer confirming travel dates.

What should students do if they have an “extenuating or other circumstance” not listed above?
• Students who are unable to sit their final exam for any reason other than those listed above should submit a completed Request for Special Sitting of a Final Examination along with a detailed explanation for not sitting the exam as scheduled to OETS, copied their Head of Department, as soon as possible or no later than 7 days after the date of the final exam.
• Within 5 business days of receipt of the request, OETS will convene a meeting of the Examination Committee to approve or deny the request. The decision of the Committee is final.
• If the request is approved, the student may be required to pay a fee for each approved special sitting.
• Requests for a special sitting that are submitted more than 7 days after the date of the final exam will not be considered.

When will students be able to take the special sitting of their final exam?
• Where possible, special sittings take place during the final exam period or the week immediately following the final exam period. Requests for special sittings outside of this time frame will not be considered.
• Students who do not attend the special sitting of their final exam will not be considered for another special sitting of the exam. Failure to attend the special sitting will result in an F for the exam.

Will students always be given approval for a special sitting of a final exam?
No. Special sittings of a final exam will not be allowed in those instances in which the student:
• misread the final exam schedule.
• forgot the day and time of the final exam.
• overslept or was late for the final exam.
• had failed to study or prepare for the final exam.
• was stressed or anxious about the final exam.
• had booked recreational or family domestic or international travel.
• had to participate in or attend a special celebration or event such as a wedding or party.
• was otherwise engaged in routine work-related demands.

Link to Policy on Final Examinations