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Exam Procedures

All faculty and instructors at the University of Windsor are obliged to follow the Senate's approved Examination Procedures. Please consult the Senate Policy on Conduct of Exams and Tests for explicit rules and regulations.

Alternate Examinations

In accordance with Senate policies, students are permitted to request alternate final examinations for specific circumstances:

  • Students who are unable to write a final examination during the regularly scheduled time slot due to a conflict arising from a religious observance shall be given the opportunity to write an alternative examination during another time slot within the regularly scheduled examination period. Students must submit an application for an alternative examination to the Office of the Registrar as indicated below: […]" (Senate Bylaw 51.3) (List of Senate Bylaws)

  • "A student scheduled to write three or more final examinations in consecutive time slots over a 24- hour period or three or more final examinations in one calendar day may apply, no later than the fourth week of classes, to have one of their examinations rescheduled on a supplemental examination day. The determination of which examination shall be rescheduled and the date of the supplemental examination (normally the last possible day of the examination period) shall be made by the Associate Vice-President, Student Experience, by the end of the eighth week of classes. Where permission has been granted, instructors shall provide an alternate examination. Where other arrangements cannot be made, invigilation and administration of final examinations held on the supplemental examination day will be managed by the Office of the Registrar." (Senate Bylaw 51.1.5.2)

The Office of the Registrar collects students’ applications for alternative examinations and contacts instructors as appropriate. While the Registrar is not responsible for invigilating alternative examinations, it can facilitate the process of booking examination rooms when needed. Alternative examinations/evaluations must be equivalent to the original in terms of testing objectives, format (multiple choice, essay), level of difficulty, material covered, length of examination, etc.

Students must submit applications for alternate examinations in the cases above by the end of the fourth week of classes (or the end of the second week of classes for six-week courses). The Associate Vice-President, Student Experience will finalize arrangements for alternate examinations by the end of the eighth week of classes.

Students can also request consideration related to matters:

  • “affecting or shown to affect his/her academic performance, such as, serious health circumstances or bereavement based on medical or compassionate grounds, or unanticipated extenuating circumstances beyond the control of the student (e.g., jury duty, caring for an ill family member, labour disputes, etc.)” (Senate Bylaw 51, 1.18.1).

Students can make an informal request (to the instructor) or a formal request (through the office of the Registrar).

To make an informal request, the student should:

  • “communicate with the Instructor as soon as possible, prior to, during, and subsequent to the examination period, or at the time when a student's performance is evaluated for the purpose of assigning a grade, taking into account the severity of the illness, bereavement, or other extenuating circumstance. The instructor may choose to handle the matter informally. Whether or not informal resolution is obtained, a formal request through the Office of the Registrar is also possible in accordance with paragraph 1.18.1.2” (Senate Bylaw 51, 1.18.1).

To make a formal request, the student:

  • “should communicate with the Office of the Registrar as soon as possible, prior to, during, and subsequent to the examination period, or at the time when a student's performance is evaluated for the purpose of assigning a grade, taking into account the severity of the illness, bereavement, or other extenuating circumstance. A letter of rationale, requesting alternate evaluation or accommodation, and supporting documents (e.g. the attending physician's letter, the call to jury duty) must be submitted to the Office of the Registrar forthwith and will be forwarded to the Dean of the Faculty in which the course is offered. If the Dean of the Faculty offering the course finds the grounds sufficient, the student's request will be forwarded to the Instructor who shall provide an alternate evaluation or accommodation. The Dean of the Faculty offering the course shall inform the student and the Office of the Registrar of the approved alternate evaluation or accommodation” (Senate Bylaw 51, 1.18.1.2).

In the cases outlined in 1.18.1.1-1.18.1.2 above, the Instructor may grant an "aegrotat" grade on the basis of term work or assign an "incomplete" grade indicating what further work is required and the deadline by which such work must be completed. The instructor's response will be forwarded to the Registrar using the procedure followed for submitting final grades.

In the Faculty of Law, the procedures related to academic status appeals as developed by that Faculty, will apply. Please see Bylaw 51, Section 2.6.2 for procedures for Graduate students.

 

Note: This site is a living document, the goal of which is to improve, in some small way, the working lives of University of Windsor faculty. We are eager to collaborate with the campus community to better this service over time. If you can identify any knowledge gaps, missing resources, or outdated or erroneous information on this site, please contact Iva Gentcheva, Executive Assistant to the Provost and Vice-President, Academic, without hesitation.