Can You Defer an Exam in BC?
Yes. Every BC post-secondary institution has a formal process for academic concession when students miss exams due to illness. BC universities generally use the term "academic concession" rather than "deferral," and the process typically goes through your faculty's advising office.
This guide covers the exact process at every major BC university and college, including UBC's unique self-declaration system and what documentation you'll need.
University of British Columbia (UBC) Exam Deferral
UBC uses the term "Academic Concession" and has different processes for the Vancouver and Okanagan campuses.
Steps to Defer at UBC:
1. Submit an Academic Concession Request through your faculty's advising office
2. Self-declare through the Student Service Centre (for absences under 48 hours) OR provide medical documentation
3. For final exams: Medical documentation is typically required regardless of self-declaration
4. Complete the Standing Deferred (SD) exam during the next exam period
What UBC Requires:
- For short absences: Self-declaration may be sufficient for coursework
- For final exams: Medical note from a CPSBC-registered physician
- UBC's Student Health Certificate is preferred but not mandatory
- Must confirm you were medically unable to attend on the exam date
UBC Key Facts:
| Campus | Process | Deadline |
|--------|---------|----------|
| Vancouver | Through faculty advising | Within 48 hours |
| Okanagan | Through faculty advising | Within 48 hours |
Important: UBC's self-declaration policy does NOT typically cover final exams. You will almost always need medical documentation for a deferred final.
Simon Fraser University (SFU) Exam Deferral
SFU processes academic concessions through departmental advisors and the Registrar's Office.
Steps to Defer at SFU:
1. Contact your instructor as soon as possible (ideally before the exam)
2. Submit a Request for Academic Concession through your department
3. Provide medical documentation from a licensed physician
4. Complete the deferred exam at the scheduled time (usually early next term)
What SFU Requires:
- Medical note from a CPSBC-registered physician
- Must be dated on or before the exam date
- Must confirm inability to write the exam
- SFU's Doctor's Note template is preferred but not required
SFU Key Facts:
- No deferral fee
- Deferred exams are typically scheduled in the first 2 weeks of the next term
- SFU may accept self-declaration for coursework worth <20% (varies by department)
- Final exams always require medical documentation
University of Victoria (UVic) Exam Deferral
UVic handles academic concessions through Academic Advising in your faculty.
Steps to Defer at UVic:
1. Notify your instructor within 48 hours of the missed exam
2. Submit a Request for Academic Concession to your faculty's academic advising
3. Attach medical documentation from a licensed physician
4. Write the deferred exam during the next scheduled period
UVic Requirements:
- Medical note from a CPSBC-registered physician
- Must confirm you were too ill to attend on the exam date
- Must include physician's name, signature, and CPSBC registration
- UVic's Medical Documentation form is available but not mandatory
UVic Key Facts:
- Self-declaration available for some short absences (varies by faculty)
- Final exams require medical documentation
- Deferred exams are usually scheduled within 3-4 weeks of the original
- No fee for medical-related deferrals
BCIT Exam Deferral
BCIT has a more structured process due to its program-based format.
Steps to Defer at BCIT:
1. Notify your program head before the exam if possible
2. Submit a Deferred Assessment Request within 2 business days
3. Provide medical documentation from a licensed physician
4. Complete the deferred exam within 10 business days (program-dependent)
BCIT Key Facts:
- BCIT's compressed schedule means deferred exams must be completed quickly
- Medical note must be from a CPSBC-registered physician
- No self-declaration option for exams
- Program heads have significant discretion in scheduling deferred assessments
Kwantlen Polytechnic University (KPU) Exam Deferral
KPU processes deferrals through Faculty offices and the Registrar.
Steps to Defer at KPU:
1. Contact your instructor within 24 hours of the missed exam
2. Submit a Deferred Exam Request to your faculty office
3. Provide medical documentation from a licensed physician
4. Write the deferred exam at the scheduled time
KPU Key Facts:
- Medical note required for all exam deferrals
- Must be from a CPSBC-registered physician
- Self-declaration available for some coursework (faculty-dependent)
- Deferred exams typically scheduled within 2 weeks
Langara College Exam Deferral
Langara handles deferrals through individual departments.
Steps to Defer at Langara:
1. Email your instructor before the exam if possible
2. Submit documentation to your department within 3 business days
3. Provide a medical note from a licensed physician
4. Complete the deferred exam at the scheduled time
Langara Key Facts:
- Medical documentation required for all exam deferrals
- Must be from a CPSBC-registered physician
- Department chairs make the final decision
- Deferred exams typically within 2 weeks of original date
What Makes a Valid Sick Note for BC Exam Deferrals?
All BC universities require documentation from a CPSBC-registered physician (College of Physicians and Surgeons of British Columbia). Here's what every valid note must include:
| Required Element | Details |
|-----------------|---------|
| Date of consultation | Must be on or before the exam date |
| Statement of incapacity | Confirms inability to write the exam |
| Duration of illness | Shows exam date falls within illness period |
| Physician's full name | For verification purposes |
| CPSBC registration number | Proves BC licensure |
| Physician's signature | Legal requirement |
| Clinic information | Address and phone for verification |
BC Privacy Note:
Under BC's Freedom of Information and Protection of Privacy Act (FIPPA), your physician is NOT required to disclose your diagnosis. Your note only needs to confirm medical incapacity — not the specific condition.
Self-Declaration vs. Medical Note in BC
BC universities have varying policies on self-declaration:
| University | Self-Declaration? | For Final Exams? |
|-----------|------------------|-----------------|
| UBC | Yes (short absences) | No — need medical note |
| SFU | Limited (<20% work) | No — need medical note |
| UVic | Varies by faculty | No — need medical note |
| BCIT | No | No — need medical note |
| KPU | Limited | No — need medical note |
| Langara | No | No — need medical note |
The bottom line: Regardless of self-declaration policies, final exams always require medical documentation at every BC institution.
The Problem: Getting a Sick Note in BC During Exam Season
BC's healthcare access challenges are well-documented:
- Over 1 million BC residents don't have a family doctor
- Walk-in clinic waits: 2-5 hours during exam periods (worse in the Lower Mainland)
- Campus health centres: UBC Student Health is booked 1-2 weeks out during finals
- Rural students: Limited options outside Vancouver/Victoria
The Timing Problem:
BC universities typically require your medical consultation to occur on or before the exam date. If you're sick on exam day and can't get seen until the next day, your concession request may be denied.
How MedLetter Solves This for BC Students
MedLetter connects you with a CPSBC-registered physician for a same-day virtual consultation:
1. Complete the intake form (5 minutes) — describe your symptoms and exam details
2. Physician reviews your case — a licensed BC physician assesses your situation
3. Receive your documentation — sick note delivered to your inbox same-day
4. Submit to your university — upload to your school's concession portal
Cost Comparison for BC Students:
| Option | Cost | Wait Time | Same-Day? |
|--------|------|-----------|-----------|
| Walk-in clinic | $0 (MSP) | 2-5 hours | Maybe |
| Campus health | $0 | 1-2 week booking | No |
| HealthLink BC (811) | $0 (no notes issued) | 30 min | N/A |
| MedLetter | $49 | Same-day delivery | Yes, 24/7 |
Common Reasons BC Students Defer Exams
1. Acute illness (flu, COVID-19, norovirus, severe cold)
2. Mental health crisis (anxiety, panic attacks, depressive episodes)
3. Migraine/severe headache (incapacitating on exam day)
4. Injury (car accident, sports injury, concussion)
5. Chronic condition flare-up (IBS, endometriosis, fibromyalgia)
Frequently Asked Questions
Does UBC's self-declaration cover final exams?
No. UBC's self-declaration through the Student Service Centre is designed for short absences affecting coursework. Final exams require a formal Academic Concession request with medical documentation from a CPSBC-registered physician.
Can I defer at SFU without a doctor's note?
For coursework worth less than 20% of your grade, some SFU departments accept self-declaration. For final exams and major assessments, medical documentation is always required.
What if I'm a UBC Okanagan student in Kelowna?
The process is the same as UBC Vancouver — submit through your faculty's advising office. MedLetter's virtual consultations work regardless of your location in BC, which is especially helpful for students in Kelowna where walk-in options are more limited.
How quickly do I need to act after missing an exam?
Most BC universities require notification within 48 hours and documentation within 3-5 business days. The sooner you act, the better — delays are the most common reason concession requests are denied.
Can my professor refuse my concession even with a valid sick note?
For final exams, the decision typically rests with the faculty advising office, not individual professors. A valid note from a CPSBC-registered physician is very difficult to refuse if submitted within the deadline.
What's the difference between "deferred" and "aegrotat standing"?
A deferred exam means you write the exam at a later date. Aegrotat standing means you're granted a grade based on your existing coursework without writing the exam. Aegrotat is rare and typically only granted when you have a strong track record in the course and compelling medical circumstances.
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