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h) Steps to take when requesting a recording
1. Introduction
The Faculty of Law’s JD Accommodations and Considerations Policy sets out the conditions and procedures for requesting and obtaining academic accommodations and considerations. These accommodations and considerations include exam deferrals and extensions for other academic work such as papers and assignments. Students may request advice about accommodations and considerations from the Assistant Dean, J.D. Program and the Student Mental Health & Wellness Program Manager.
a) General principles
- In the interest of fairness and equity among students and to protect academic integrity, accommodations and considerations must be consistent with the Faculty of Law’s academic policies.
- It is the obligation of students in need of accommodation or consideration to identify their needs and request an accommodation or consideration in a timely fashion.
- Students shall not contact their instructors to request or discuss accommodations. Instructors do not have the authority to grant extensions or deferrals to assignments and exams, and students who make such requests violate the principle of anonymity of grading governing the evaluation of student work at the Faculty of Law.
- While the JD Accommodations and Considerations Committee may consider post hoc requests for accommodations and considerations, students must make every effort to arrange accommodations and considerations in advance of due dates. Retroactive requests must include an explanation for why the request could not be made in advance of the deadline, accompanied by appropriate documentation. Students who make post hoc requests without a valid reason may be subject to the ordinary academic penalties. Students will generally be granted post hoc extensions and deferrals only once.
- In all cases, accommodations and considerations require supporting documentation. In keeping with the University of Toronto’s policy on scheduling of classes and examinations and other considerations for religious observances, documentation is not required to support requests for religious considerations.
- Where an accommodation or consideration is in place, students are expected to prioritize the completion of outstanding academic work over non-academic obligations and later acquired academic obligations.
- Considerations will not be granted to enable students to fulfill outside obligations during the academic term, including travel, family events, employment, etc.
- Students with unfinished courses in a term must complete that work before commencing the next term. Courses should be completed within one year of their first class meeting, and must be completed within one year of their ending.
b) Accommodation and Consideration decision-making process
Accommodations and Considerations Committee: The JD Accommodations and Consideration Committee confirms that accommodation requests are consistent with the Faculty's academic policies, and determines all requests for consideration. This includes occasional accommodation requests that students submit directly to the law school. The Accommodations and Considerations Committee is made up of the Assistant Dean, JD Program; the Assistant Dean, Academic; and the Registrar.
Appealing a decision of the Accommodations and Considerations Committee: A decision of the JD Accommodations and Consideration Committee may be appealed directly to the Associate Dean. The Associate Dean's decision about Accommodations can be reviewed by either the Appeal Committee or, in the event that the decision is about a student's academic standing, the JD Academic Standing Committee (see Appeals on the Faculty of Law website). The appeal must be submitted to the Associate Dean, JD Program within 15 days of the decision of the Committee.
2. Ongoing accommodations - Students who require accommodations due to ongoing illness and/or disability (e.g. learning disabilities, physical disabilities, mental illnesses, physical illnesses, etc.).
a) Key contact information
•Questions about registering for ongoing accommodations? Contact Chantelle Brown-Kent, Student Mental Health and Wellness Program Manager: chantelleb.kent@utoronto.ca
•Questions about your accommodations through Accessibility Services? Contact your Accessibility Advisor.
•Accessibility Services: https://studentlife.utoronto.ca/department/accessibility-services/
b) Ongoing accommodations - Accessibility Services at the University of Toronto
Students with illnesses and/or disabilities that require ongoing accommodation must register with Accessibility Services. Students will be assigned to an Accessibility Advisor who will work closely with them to develop a set of recommended accommodations. Accessibility Advisors can also work with students to make additional accommodation requests beyond their standard accommodations, when necessary.
Each term, Accessibility Services will document all recommended accommodations in course-specific letters. Students are required to forward copies of these letters to the Records Office at records.law@utoronto.ca.
c) Ongoing accommodations - Registering with Accessibility Services
It is important that students register with Accessibility Services well before term starts. The registration process may take a significant length of time, depending on the complexity of the student’s circumstances and required documentation.
We recommend that incoming first-year (or 1L) students and upper year transfer students connect with Accessibility Services by early summer. Returning students must renew their accommodations prior to each academic year.
The Accessibility Services registration page has more information about the registration process, required documentation and important deadlines.
d) Ongoing accommodations – Decision-making
The Accommodations and Considerations Committee reviews accommodations recommended by Accessibility Services to ensure that they are consistent with the Faculty of Law’s academic policies and works with Accessibility Services Advisors and students to determine an appropriate accommodations. The Accommodations and Considerations Committee is made up of the Assistant Dean, JD Program; the Assistant Dean, Academic; and the Registrar.
e) Ongoing accommodations - Working with Accessibility Advisors
The Faculty of Law works very closely with Accessibility Services to support accommodated students.
For students who are accommodated through Accessibility Services, their main contact about their accessibility needs and accommodations is their Accessibility Advisor. The Advisor will determine the appropriate accommodations, prepare accommodation letters, and make any necessary adjustments.
Once a student’s accommodations are in place, it is their responsibility to communicate directly with the Faculty of Law’s Accommodations and Considerations Committee when they require accommodations. For example, if a student requires a paper extension in a course where paper extensions are a recommended accommodation, they are required to contact the Accommodations and Considerations Committee directly to request the extension on a specific paper.
In order to support students, and achieve optimal outcomes, it is necessary for the law school and Accessibility Services to communicate about various logistical matters. For example, the Records Office cannot waive late penalties or schedule deferred exams if they are not aware of an accommodation. Both sides of these communications--the Accessibility Services advisors and the Law Faculty administrators--are keenly aware of the confidentiality of student matters. Accessibility advisors never share medical diagnostic information with law school staff without student consent, and law school administrators do not share information about student's grades with Accessibility advisors without student consent. We take our legal obligation to respect the privacy of students seriously and connect so we can operationalise accommodations that fit within the law school's academic policies. This careful information sharing helps us ensure each of our offices are supporting students and their access to critical disability related supports in the most effective, comprehensive way possible while also ensuring privacy is respected at all times. We encourage students with concerns or questions to bring them to our attention so we can develop a workable resolution.
f) Ongoing accommodations – Steps to take when requesting a paper extension
You will need the following information to submit the request:
Your name:
Your pseudonym:
Title of Course:
Course and Section number:
Instructor:
Title of assignment or exam:
Original due date and time of assignment:
Length of requested extension, up to 7 calendar days:
The Accommodations and Considerations Committee will respond with an email confirming the new deadline for the paper, and will communicate this information to the Records office.
g) Ongoing accommodations – Steps to take when requesting an exam deferral
If a student is registered for exam accommodations with Accessibility Services, and finds that they are unable to write the exam as scheduled due to their accessibility needs, they should use the on-line form to make their request: https://www.law.utoronto.ca/accommodation-and-consideration-requests. If students have urgent issues arise on the day of the exam, they should send an email before the exam is scheduled to begin to the Accommodations and Considerations Committee at accommodations.law@utoronto.ca, and the Records office at records.law@utoronto.ca, copying their Accessibility Advisor, to request an exam deferral.
Please include the following information in your email:
- Name
- Pseudonym
- Title of Course
- Course and Section number
- Instructor
- Exam date and time
The Accommodations and Considerations Committee will respond with an email confirming the deferred exam date, and will communicate this information to the Records office. The Records Office cannot schedule and administer a deferred exam if they are unaware of the deferral. The Accommodations and Considerations Committee will respond with an email confirming the deferred exam and will communicate this information to the Records office. The Records Office cannot schedule and administer a deferred exam if they are unaware of the deferral. Whenever possible, students who defer examinations will write during the deferred exam period directly after the originally scheduled exam period. The deferred exam period takes place before grades and exams written on originally scheduled date have been released, and before information about the exam questions becomes widely available. Students who cannot write during the deferred exam period will write the exam the next time the course is offered, with the same instructor whenever possible. In any event, students will have the option of attending classes in the course to prepare for the examination.
Sharing information with Accessibility Services: Students who are registered with Accessibility Services for exam-related accommodations must submit their exam schedule to Accessibility Services well in advance of the final exam period.
Sharing information with the Records Office: When students have timing related accommodations (e.g., time-of-day or day spacing accommodations) they must contact the Records Office directly to reschedule their exams. The Records office cannot change the time of an exam if they are unaware of the change in timing.
Missing the deadline to register for exam accommodations: Students who miss Accessibility Service’s deadline, but still wish to ask for accommodations, should contact Accessibility Services as soon as possible to see if they can still arrange appropriate accommodations in the time available. Students should not count on this being possible; if Accessibility Services cannot arrange accommodations after the deadline, students must petition the Accommodations and Considerations Committee for a deferred exam.
h) Ongoing accommodations – Steps to take when requesting a recording
Students requesting access to a recording on the basis of an episodic disability should contact their Accessibility Services advisor. Once the advisor has approved the request, the student should use the on-line form to make their request: https://www.law.utoronto.ca/accommodation-and-consideration-requests. To complete their submissions students will need to including the following information:
Your name:
Your pseudonym:
Title of Course:
Course and Section number:
Instructor:
Date(s) of Missed Class:
The Committee will then facilitate access to the available recordings in line with the Faculty of Law’s Recording Policy.
3. Occasional considerations- Students who are not registered with Accessibility Services and require considerations due to one-off circumstances and unforeseen illness, e.g. death in the family, housing emergency, unexpected illness (serious cold/flu), etc.
a) Key contacts
Questions about occasional considerations:
Contact the Accommodations and Considerations Committee: accommodations.law@utoronto.ca
Chantelle Brown-Kent, Student Mental Health and Wellness Program Manager: chantelleb.kent@utoronto.ca
b) Occasional Considerations- Decision-making
The Accommodations and Considerations Committee handles individual requests for occasional considerations that arise due to short term events such as a death in the family, illness, or other problems that pose an obstacle to completing academic work. In order to maintain anonymity and ensure consistency in decisions, students should not submit consideration requests to individual faculty members. Instructors who receive consideration requests must refer students to the Accommodations and Considerations Committee.
c) Occasional considerations – Paper or assignment extensions
General principles: With the benefit of advance notification of paper or assignment due dates, students are expected to schedule their academic work considering the possibility that they may become ill or other extraordinary circumstances may arise. Any extension granted will be proportionate to the delay caused by the problem that prevented the student from completing the assignment on time; for example, a 1-week extension will typically be granted for a 1-week illness. The Faculty expects students to prioritize completion of their overdue academic work.
Examples of reasons for which paper or assignment extensions will normally be granted:
- Illness or injury having a significant impact on academic performance, with supporting documentation.
- The serious illness of a person in the immediate family which requires a student to take on significant caregiving responsibilities. Documentation from the immediate family member’s physician is required.
- There are two categories of bereavement leave:
- A student may request a deferral to attend a religious or other memorial service.
- A student who suffers the loss of a person to whom they are extremely close, e.g., a member of their immediate family, may require extensive consideration. In some cases students may be asked to submit appropriate documentation.
- Traumatic experiences, such as being in an accident, being a victim of crime, the sudden loss of housing, or similar experience that interferes with completing a paper. A police report, or similar documentation, is required.
- Delivery/arrival of a child (both parents).
- Illness of a child.
- Paper or assignment due date falls on or after a religious holiday in circumstances where limited notice of the deadline was given and a student’s ability to meet the deadline is unreasonably compromised as a result.
- Such other extraordinary circumstances as deemed appropriate by the Accommodations and Consideration Committee.
Examples of reasons for which paper or assignment extensions will not normally be granted:
- Employment reasons.
- Travel/vacation/social plans, including weddings.
- Airline flights and schedules.
- Other assignments due on or around the same due date.
- Common printer or computer problems, including computer crashes, coffee spilled on laptops, lost files, etc. Students are expected to continuously back up their work.
- Common commuting issues including parking, traffic and transit problems.
- Paper or assignment due date falls on or after a religious holiday where reasonable notice of the deadline was given and the student’s ability to meet the deadline is not unreasonably compromised.
d) Occasional considerations– Making a request for a paper deferral
- Complete the on-line form: https://www.law.utoronto.ca/accommodation-and-consideration-requests
- Draft a narrative description of why you are requesting a consideration
- Obtain the relevant supporting documentation.
- Please upload your request for Consideration, the narrative description, and relevant supporting documentation to the Accommodations and Considerations Committee via the on-line form BEFORE the paper deadline
Timing: Students must submit the Request for Consideration Form and all documentation as soon as is reasonably practicable. In most cases, this will be within a week of the original deadline. If the documentation is not submitted as soon as is reasonably practicable (and barring exceptional circumstances), the request will be declined.
Extended deadlines: If a student receives a paper or assignment extension and is unable to meet the extended deadline, a new extension request must be made and updated medical or other relevant documentation provided.
Documentation: Medical documentation must be written by a physician, surgeon, nurse practitioner, registered social worker, registered psychotherapist, registered psychologist, dentist, or other medical practitioner. The Verification of Student Illness or Injury Form is the only medical documentation that will be accepted. The form must be completed in full.
The medical documentation must establish that the student was examined and diagnosed at the time of illness, not after the fact. The documentation must show the dates of the medical problem. Even when a condition is chronic, students must have a recent completed Verification form that specifically covers the relevant portion of the term.
For issues impacting wellbeing or functionality, such as grief, documentation should be on a Verification of Student Illness or Injury Form or on official letterhead from an independent professional not related to the student. Where there is a serious illness that affects an immediate family member, the required documentation is a medical note from the family member’s physician.
Where there is a death in the family, the required documentation is a death certificate, obituary, or funeral program.
e) Occasional considerations - Exam deferrals
General principles: The Faculty expects students to prepare for and make themselves available to write all exams as scheduled. Only a small number of emergencies should prevent a student from writing an exam. If, for example, something happens the day before an exam that means a student missed one day of studying, they should still be sufficiently prepared to write.
Exams are deferred only when a student is unable to write them. When reviewing a petition for deferral, the question the Accommodations and Considerations Committee will consider is not, “Are these the optimal conditions for the student to write this exam?” but instead “Is the student so incapacitated they cannot write this exam?”
Minor delays before exam starts: Students who have a minor emergency that delays their arrival at an exam by 20 minutes or less from the start of an exam should go immediately to the scheduled examination room and follow the invigilator’s instructions. Students who are more than 20 minutes late should go directly to the Records Office where staff will attempt to schedule the student to write the exam during the time remaining. If it is not possible to find a space for the student to write the exam, they will be asked to take the exam in the scheduled exam room, but the new exam time will be reduced by the number of minutes the student was late on the day of the exam. Students without valid reasons for lateness or non-appearance at an exam will be assigned a penalty.
Requesting an exam deferral before the scheduled start time: Students who are ill or have a significant emergency that prevents them from attending an exam should request permission to defer writing the exam.
Examples of reasons for which exam deferrals will normally be granted:
- Illness or injury having a significant impact on academic performance, with supporting documentation.
- The serious illness of a person in the immediate family which requires a student to take on significant caregiving responsibilities. Documentation from the immediate family member’s physician is required.
- There are two categories of bereavement leave:
- A student may request a deferral to attend a religious or other memorial service.
- A student who suffers the loss of a person to whom they are extremely close, e.g., a member of their immediate family, may require extensive considerations. In some cases students may be asked to submit appropriate documentation.
- Traumatic experiences, such as being in an accident, being a victim of crime, the sudden loss of housing, or similar experience that interferes with completing a paper. A police report, or similar documentation, is required.
- Delivery/arrival of a child (both parents).
- An exam falls on a religious holiday (see below).
- Such other extraordinary circumstances as deemed appropriate by the Accommodations and Considerations Committee.
Examples of reasons for which exam deferrals will not normally be granted:
- Employment reasons.
- Travel/vacation/social plans, including weddings.
- Airline flights and schedules.
- Other assignments due on or around the same due date.
- Common printer or computer problems, including computer crashes, coffee spilled on laptops, etc. Students are expected to continuously back up their work.
- Common commuting issues including parking, traffic and transit problems.
- Religious holiday falling before or during the exam period, without directly conflicting with a scheduled exam.
f) Occasional considerations– Making a request for an exam deferral
Documentation: Medical documentation must be written by a physician, surgeon, nurse practitioner, registered social worker, registered psychotherapist, registered psychologist, dentist, or other medical practitioner. The Verification of Student Illness or Injury Form is the only medical documentation that will be accepted. The form must be completed in full.
The medical documentation must establish that the student was examined and diagnosed at the time of illness, not after the fact. The documentation must show the dates of the medical problem. Even when a condition is chronic, students must have a recent completed Verification form that specifically covers the relevant portion of the term.
For issues impacting wellbeing or functionality, such as grief, documentation should be on a Verification of Student Illness or Injury Form or on official letterhead from an independent professional not related to the student. Where there is a serious illness that affects an immediate family member, the required documentation is a medical note from the family member’s physician.
Where there is a death in the family, the required documentation is a death certificate, obituary, or funeral program.
Exam deferral period: If the exam deferral request is approved by the Accommodations and Consideration Committee, the student is expected to write during the relevant deferred exam writing period. For December exams this period will be in January; for April exams this period will be in May. Requests to write exams on earlier times/dates will not be considered. Whenever possible, students who defer examinations will write during the deferred exam period directly after the originally scheduled exam period. The deferred exam period takes place before grades and exams written on originally scheduled date have been released, and before information about the exam questions becomes widely available. Students who cannot write during the deferred exam period will write the exam the next time the course is offered, with the same instructor whenever possible. In any event, students will have the option of attending classes in the course to prepare for the examination.
g) Occasional considerations – Recordings
Please review the Faculty of Law’s Recording Policy here.
h) Occasional considerations - Making a request for a recording
- Fill out the Request for Consideration Form
- Draft a narrative description of why you are requesting a consideration
- Obtain the relevant supporting documentation
- Complete the on-line accommodation form at https://www.law.utoronto.ca/accommodation-and-consideration-requests Please submit your request, the narrative description, and relevant supporting documentation as soon as possible. As noted above, recordings will only be available for two weeks following the class date and will not be retained by the Faculty of Law.
Documentation:
Documentation: Medical documentation must be written by a physician, surgeon, nurse practitioner, registered social worker, registered psychotherapist, registered psychologist, dentist, or other medical practitioner. The Verification of Student Illness or Injury Form is the only medical documentation that will be accepted. The form must be completed in full.
The medical documentation must establish that the student was examined and diagnosed at the time of illness, not after the fact. The documentation must show the dates of the medical problem. Even when a condition is chronic, students must have a recent completed Verification form that specifically covers the relevant portion of the term.
For issues impacting wellbeing or functionality, such as grief, documentation should be on a Verification of Student Illness or Injury Form or on official letterhead from an independent professional not related to the student. Where there is a serious illness that affects an immediate family member, the required documentation is a medical note from the family member’s physician.
Where there is a death in the family, the required documentation is a death certificate, obituary, or funeral program.
4. Students who require a consideration for religious observance
a) Policy regarding consideration for religious observance
It is the policy of the University of Toronto to allow reasonable consideration of the needs of students who observe religious holy days other than those already accommodated by ordinary scheduling and statutory holidays.
For the full text of the policy, please see the Provost's web pages.
b) Considerations Based on Religious Observances
The Faculty of Law follows the University's Policy on Religious Observances on all requests from students for considerations with respect to observances of religious holy days. This policy includes avoiding scheduling exams on religious holidays, and, in cases where there is an unavoidable conflict, exam deferrals to write on an alternate time.
Paper extensions are less frequently allowed, since students are expected to plan around foreseeable conflicts. However, when there is a short time between the distribution of an assignment, and that assignment's due date, limited extensions may be given. Faculty, staff, and students planning events and classes can check upcoming religious observance dates here.
Students with requests for deferrals based on religious observance should submit them to the Faculty of Law's Accommodations and Considerations Committee before the end of the first month of the term, or as soon as they are informed of the exam date if it is later than that. Please see details about the process below.
c) Students who require a consideration for religious observance - Requesting an exam deferral
General principle: With the benefit of advance notice regarding exam schedules and religious holidays, students are expected to make the necessary adjustments to their study schedules in order to be able to observe a religious holiday before and during the exam period. If an exam falls on a religious holiday, a student may request an exam deferral. A student will not receive a deferral where a religious holiday falls before a scheduled exam or during the exam period without directly conflicting with a scheduled exam.
To request an exam deferral for an exam that directly conflicts with a religious holiday, please:
d) Exam Consideration for Students Observing Ramadan
Ramadan, the month of prayer and fasting observed by Muslims worldwide, sometimes overlaps with the final exam period in the Winter term. The Faculty of Law will grant deferrals to write exams at alternate times to students who do not wish to write during Ramadan. Students with afternoon exams can ask to have their exams moved to an earlier timeslot on a subsequent day. Students who wish to defer all exams until their religious observance is completed may do so. Students should submit requests for a consideration by the end of the first month of the term, or as soon as they are informed of the exam schedule, whichever is earlier.
Fasting students may request to be seated in an exam space that disallows food and drink.
Students who may request other supports, as needed, through accommodations.law@utoronto.ca. They may also seek support from the University's Muslim Chaplaincy.
e) Students who require a consideration for religious observance - Requesting a recording
- Complete the on-line request for consideration form: https://www.law.utoronto.ca/accommodation-and-consideration-requests
- Draft a narrative description of why you are requesting a consideration
- Make the Request for Consideration Form and narrative description to the Accommodations and Considerations Committee at accommodations.law@utoronto.ca as soon as possible. As noted above, recordings will only be available for two weeks following the class date and will not be retained by the Faculty of Law.
If you have questions about considerations for religious observances, please reach out to the Accommodations and Consideration Committee (accommodations.law@utoronto.ca) at your earliest opportunity.
5. Moving to half-time studies
a) Circumstances in which moving to half-time might be appropriate
Students may experience illness or other circumstances that prevent them from being able to complete a full course load. In those circumstances, students may request an accommodation or consideration to reduce their course load by 50% (6-8 credits per term).
b) Making a request to move to half-time studies
Students should email the Accommodations and Considerations Committee to schedule a meeting to discuss their options. Students must also submit a written request with supporting documentation to the Accommodations and Considerations Committee at accommodations.law@utoronto.ca.
c) Half-time studies – Impact on fees
Students who receive an accommodation or consideration to move to the half-time program will receive a reversal of 50% of their tuition the term(s) in which they are half-time if they do so before the add/drop deadline. Students may be able to receive a reversal one-time only if they move to the half-time program after the add/drop deadline. In all circumstances, students will pay the equivalent of 3 full-time years' tuition. The law school is unable to reverse student fees.
6. Leaves of absence
a) Circumstances in which taking a leave of absence might be appropriate
There are many circumstances that may arise in a student’s life that may require them to take a leave of absence from their studies.
Students who miss more than three weeks of class should ask for a leave of absence. When appropriate, the Accommodations and Considerations Committee may require students with significant absences to take a leave of absence.
b) Making a request to take a leave of absence
Students should email the Accommodations and Considerations Committee to schedule a meeting to discuss their options. Students must also submit a written request with supporting documentation to the Accommodations and Consideration Committee at accommodations.law@utoronto.ca.
c) Leaves of absence – Impact on fees
There are three dates relevant to withdrawal from courses in each term. During the Fall term, November 1st is the last day upon which students can petition for a full refund of their Fall term tuition; during the Winter term, the last day is March 1st for a full refund of the Winter term tuition. After the last day of class of each term, a student can request a 50% refund of tuition fees. The Faculty will only consider a late request after December 1st or April 1st when an unforeseen event occurs which prevents a student from completing the term.
d) Leaves of absence – Impact on health benefits and financial circumstances
Please note that taking a leave of absence can impact students’ health benefits and financial circumstances. Students should be in touch with their health benefits provider, the Faculty’s Financial Aid Office, and their financial institutions if they have any questions regarding the impact of taking a leave of absence.
