Requests and exceptions

Because degree requirements vary from one program to another, changing your program or concentration may affect the number of credits you need to complete your program. To assess the consequences of any such changes, use the What if report in uoZone to check whether the courses you’ve taken, or have received advanced standing for, can be applied to your new program and whether the courses you plan to take will meet the requirements of other programs.

Important: You must register to the program you were admitted to for at least one term before requesting a change of concentration. Being admitted to one program does not guarantee acceptance into another program.

How to submit a request

To change program or concentration, you must submit a request by:

• 1st of November (Winter)
• 1st of March (Fall)

To do so, log into uoZone and click Service Requests under the Applications menu. For detailed instructions, watch the Service Requests tutorial under the Service Requests application.

   Service request :

    Category: Enrollment

    Type: Enrolment,

     Subtype: CHOPT – Change of Option (Course/Thesis/Research Paper)

With your request, you must provide:

• the duly completed Request for Change of Program and/or Concentration form;
• a summary (3-4 pages) of your research interests (only if you intend to change to a program offering a thesis or research paper option);
• an updated CV;
• two letters of recommendation (only if you are changing to a thesis or research paper option) sent directly to [email protected] in confidence
• confirmation from a potential supervisor

Important: A new admission average is not calculated when you request a change of program and/or concentration. The admission average calculated at the time of your initial admission will be used. Meeting all eligibility criteria does not guarantee approval.

Your request will be evaluated by the admissions committee and the decision will be relayed to you via your service request in UOzone or by email.

No request to change to the counselling psychology concentration will be considered. To be considered for the program, students must submit a new admission application through OUAC.

To request a change of student status (full-time or part-time)  go to the Applications menu in uoZone and click Service Requests. For more detailed instructions, check the Service Requests tutorial under the Service Requests application in uoZone. You will need to attach a duly completed Modification/Cancellation of Registration (Graduate Studies) form. If your student status has changed from full-time to part-time, you may no longer be eligible for financial aid for the following term. For more information, contact Financial Aid and Awards. In addition, any such change could affect your employee benefits. We recommend that you contact the Graduate Students Association of the University of Ottawa (GSAED).

The term “courses” also includes related activities, such as work on a research paper or thesis.

Students admitted as of September 2017, changes in student status are not allowed for students enrolled in a research program, such as the Master in Education (MEd) with a major research paper, the Master of Arts in Education (MA[Ed]), or the Doctorate in Education (PhD).

Leave is only approved for significant reasons, such as serious illness, financial difficulties, professional, family or compassionate reasons. It is understood that you will not take part in any activities related to your studies during the leave period. In general, leave is limited to three terms for the duration of the program and will only be granted if you have not reached the time limit to complete your program. Moreover, the leave period is included in the maximum time allowed to complete the requirements of the program.

The request for leave must clearly state the reasons for, and the length of, the intended interruption of studies, and must be accompanied by relevant supporting documentation (e.g., in the case of illness, a medical certificate issued by a physician).

You will be required to re-enrol in your courses after the leave period; this process is not automatic.

How to submit your request

To submit a request, attach the documents listed below to a Service Request, which you create by selecting Service Requests from the Applications menu in uoZone. For detailed instructions, review the Service Requests tutorial under the Service Requests application. Check the important academic dates and deadlines to find the deadline to submit your request. The decision will be sent to you by email as soon as possible.

You must attach the following documents with your request:

• the duly completed Request for Leave of Absence form;
• a letter explaining the reasons for your request;
• a recent medical certificate specifying the medical leave period (if leave is being requested for medical reasons);
• a birth certificate (in the case of maternity/paternity leave) ;
• a duly completed Modification/Cancellation of Registration (Graduate Studies)
• an Annual Research Progress Report, duly completed by you and your thesis/research paper supervisor (only for students enrolled in a research program);
• the Request for extension of the time limit to complete the requirements of a graduate degree form (if the time limit will be met). This form is not required for leave requested for medical or parental reasons.

External Awards

In addition to the steps mentioned above, students must also follow the guidelines found on SSHRC, NSERC and CIHR scholarship websites.  If applicable, they also should complete the request form to postpone the effective date or to interrupt the scholarship and submit the appropriate document(s) for approval to the email addresses below.

The request must be submitted at least one month before the start of the interruption.

SSHRC and NSERC: Financial Aid and Awards Office [email protected]

CIHR: Research Management Services: [email protected] 

Requests to extend graduate program time limits are only granted in exceptional circumstances. Each request must include a detailed report of the student’s progress and the supervising professor’s recommendations. Extensions are granted only to students whose progress has been otherwise fully satisfactory.

The maximum extension period is for one year.

Requests for extensions must be submitted at least one month before the deadline to complete the program requirements. If you request an extension of more than three terms, your request will also require the approval of the Vice-Dean, Programs once you’ve received the approval of your program director.

The decision will be indicated in the comments box of your service request. No email will be sent to confirm the decision. You can proceed with enrolment as soon as your extension request is approved.

How to submit your request

To submit a request, attach the documents listed below to a Service Request, which you create by selecting Service Requests from the Applications menu in uoZone. For detailed instructions, review the Service Requests tutorial under the Service Requests application.

You must include the following documents with your request:

• a duly completed copy of the Request for extension of the time limit to complete the requirements of a graduate degree form;
• a medical certificate specifying the medical leave period (if the extension is for medical reasons);
• a birth certificate (if the extension is due to maternity/paternity leave);
• an Annual Research Progress Report duly completed by you and your thesis/research paper supervisor (if you are enrolled in a research program);
• a detailed study plan that includes a realistic timetable of research activities that still need to be completed.

In cases of illness or exceptional life circumstances, you may request a deferred mark.

How to submit a request

Submit your request, and attach the documents below, by logging into uoZone and selecting Service Requests under the Applications tab. For detailed instructions, check the Service Requests Tutorial in the Service Requests application. Also, check the important academic dates and deadlines to find out the deadline to submit your request.

With this request, you must attach the following documents:

• a Request for a Deferred Mark form duly completed by both you and your professor;
• any documents that substantiate your request (e.g., medical certificate signed by a health professional in the case of illness).

Important: The decision will appear in the comments box of your service request. No email will be sent to confirm the decision.

Contact InfoService if you need a letter stating that you have completed the requirements of your degree but have not yet received your diploma. You can go online to request academic documents, such as transcripts, proof of enrollment or a copy of your diploma.

Contact the Faculty of Education if you require a letter stating more than the fact that you meet the requirements of your program. There is a fee of $20 (cash only) for this service. You must send an email to [email protected] specifying which details need to be included in the letter. The Faculty will process your request within two-to-five business days of receiving the request.

Certain unforeseen circumstances may justify an exception to the general regulations for graduate and postdoctoral studies; even so, such cases required the submission of an exception request. For example, exceptional circumstances may result in your withdrawal from a course AFTER the deadline to do so, which might prompt you to submit an exception request.

Exceptional life circumstances

Exceptional life circumstances are serious problems that prevent you from functioning normally and meeting deadlines related to your courses. They include such circumstances as a physical or mental illness or the death of a family member.

• Physical or mental illness: We require a medical certificate from your health care professional. This document must include your name, period of absence and expected date of return to study, the date of the appointment pertaining to the condition, and the signature of the health care professional.
• Death of a family member: We require a death certificate.

There are other situations that may affect your course attendance that you may wish to bring to our attention, such as harassment, or concerns relating to the language of instruction or the quality of teaching.

We reserve the right to request a letter from your professor confirming that you did not attend class during the period during which you stated you were absent.

When to submit your request

You must submit your exception request as soon as possible after learning about the exceptional circumstances in question.

How to submit a request

Send your request by email to [email protected].

Be sure to attach the following documents, failing which your request will not be considered:

1. A letter explaining:
   • The exception you request;
   • The important facts that lend weight to your request (see Point 2); and
   • The reasons why the Faculty should approve your request; these reasons should be related to the important facts stated above.
2. Supporting documents that justify your exception request, such as:
   • medical certificates,
   • death certificate or notification or proof of death, if the circumstances are related to a death;
   • any documents or proof if the exceptional circumstances are the result of one or more of the following problems: a) technical issues with the system b) unfair teaching practices c) incorrect information from administrative staff about a policy or procedure d) an administrative error.

Do not submit your request or documents directly to the offices of the dean or vice-dean: administrators must first analyse and prepare your request for presentation to an internal board.

Depending on the nature of your request, the process may take between seven and ten business days. The decision will be sent to you by email as soon as possible.

Exception Request Procedures

A student who disagrees with a Program Director’s decision may appeal this decision by following the procedure here outlined: 

1. The student must submit a written request to the office of the Vice-Dean, Governance and Student Affairs;
2. The request shall be submitted within 10 days following the reception of the decision made by the Program Direction;
3. After examining the case, the Vice-Dean, Governance and Student Affairs forwards a draft decision to the Appeal Committee of the Deanship for approval;
4. The Vice-Dean, Governance and Student Affairs informs both parties of the decision of the Appeal Committee;
5. This appeal process does not apply to cases of academic fraud, which are governed under Regulation I-14.