8.1 Educational Equity

Through the Educational Equity Policy, Queen's University recognizes that the values of equity and diversity are vital to and in harmony with its educational mission and standards of excellence. It acknowledges that direct, indirect and systemic discrimination exist within our institutional structures, policies and practices and in our community. These take many forms and work to differentially advantage and disadvantage persons across social identities such as race, ethnicity, disability, gender identity, sexual orientation, faith and socioeconomic status, among other examples.

Queen's is committed to counteracting discrimination in this institution and developing a climate of educational equity that recognizes and respects the equal dignity and worth of all who seek to participate in the life, work and mission of the University. Such a climate is created and maintained by developing a university-wide commitment to and understanding of educational equity, supported by policies, programs, curricula, practices and traditions that facilitate individuals - and equity-seeking groups- free, safe, and full participation.

Students with concerns related to educational equity may contact an Academic Advisor, the Director of Student Services, the Associate Dean, Undergraduate, the University Ombudsperson, Queen’s Student Accessibility Services (QSAS), and/or the Human Rights and Equity Office.

8.2 Academic Accommodation for Students with Disabilities

Queen’s Policy Concerning Students with Disabilities states:

Queen's University is committed to facilitating the integration of students with disabilities into the University community. While all students must satisfy the essential requirements for courses and programs, the administration, faculty, staff, and students at Queen's are expected to provide reasonable accommodation to students with disabilities. Reasonable accommodation may require members of the University community to exercise creativity and flexibility in responding to the needs of students with disabilities while maintaining academic standards.

This policy acknowledges that fundamental to the academic and personal success of students is their responsibility both to demonstrate self-reliance and to identify needs requiring accommodation.

It is the responsibility of students in need of accommodation for a disability to contact Queen’s Student Accessibility Services to register for formal accommodations. In partnership with Student Accessibility Services, the Commerce Program will work to ensure that appropriate modifications or accommodations are made in accordance with Queen’s Policy on Academic Accommodations for Students with Disabilities and Queen’s Academic Accommodations for Students with Disabilities Procedure.

Students can contact Commerce Academic Accommodation and Consideration, commerce.aacc@queensu.ca, for more information.

8.3 Academic Consideration for Students in Extenuating Circumstances

Queen’s University recognizes that students may have extenuating circumstances that temporarily affect their ability to fulfill their academic obligations and requirements. The institutional response to requests for academic consideration due to extenuating circumstances is based on the principle of good faith, wherein the university and instructors are requested to assume that student circumstances and documented requests are legitimate unless there is compelling evidence to suggest otherwise. Similarly, students are requested to assume that the university and instructors will provide academic considerations that are deemed to be in the best interest of the student, taking into account academic progress and essential academic requirements and standards.

For more information, see the full policy.

8.3.1 Extenuating Circumstances

Commerce students are required to meet “essential academic requirements and standards” defined as the knowledge and/or skill which must be acquired and/or demonstrated for a student to successfully meet the learning objectives or degree level requirements of a required academic activity (e.g. comprehensive exam), course, program, or professional certification.

Smith School of Business recognizes that students may experience extenuating circumstances that affect their ability to fulfill their academic obligations and requirements. Extenuating circumstances means a personal circumstance beyond the student’s control that has a direct and substantial impact on the student’s ability to meet essential academic requirements or standards. Extenuating circumstances include, but are not limited to, a sudden or acute physical or mental illness, serious injury to self or significant others, bereavement, a traumatic event, or other serious personal/family crisis. This list is not intended to be exhaustive, as there are a wide range of circumstances that may impact the well-being of students, including experiences of racism, exclusion, discrimination, sexual violence, and/or financial difficulties.

Please note extenuating circumstances do not include personal or family events (e.g. vacations, weddings), competing commitments (e.g., other academic obligations, work, volunteering, extra-curricular activities, interviews, etc.), academic or exam stress, or transportation or technological difficulties. Running for election or serving on student government, being involved in many clubs, being very busy, or other committees/associations are also not considered extenuating circumstances.

Students are responsible for submitting a request for academic consideration to the Commerce Office if they will be absent or are unable to complete any portion of their course work, research, or other program requirements or complete it on time, due to extenuating circumstances. Students are expected to request academic consideration as soon as extenuating circumstances and the need for consideration is apparent. Retroactive requests for academic consideration will be assessed on a case-by-case basis in consultation with the Assistant Dean, Academic. Such requests will only be considered if extenuating circumstances prevented the student from submitting their request as soon as the need for consideration was apparent.

8.3.2 Documentation Substantiating Extenuating Circumstances

Some requests for academic consideration, including those relating to examinations, will require supporting documentation. Appropriate supporting documentation varies, but does not need to outline the specifics of the particular condition or matter affecting the student. Typically, documentation should indicate the severity of the student’s circumstance and the anticipated duration of impairment.

If providing a note or certificate from a registered health care provided (e.g., doctor, therapist, counsellor, nurse practitioner), note the following specifications; the note must:

• Be dated and outline the onset and anticipated duration of impairment due to the extenuating circumstance.
• Be written on the official letterhead of the professional issuer and/or institution (e.g., clinic, hospital, practice).
• Be signed by the professional issuer, including their name, registration number, and contact information.
• The note may include an official stamp or seal.

For assistance in determining appropriate documentation, or what to do if you are unable to secure substantiating documentation, contact Academic Accommodations and Consideration.

Note that any documents submitted by a student to substantiate a request for academic consideration or accommodation are subject to verification by the Commerce Office.

8.3.3 Approvals of Academic Consideration Requests

Students must be aware of, and follow, the Commerce Program processes for requesting academic consideration. These processes, including steps and timelines students must follow, are detailed on the Commerce Portal. The Commerce Academic Accommodations and Consideration team can assist students with this process.

Where a request for academic consideration has been processed by the Commerce Office, it is the student’s responsibility to communicate and work with their instructors for the purpose of determining the specific academic consideration. It is also the student’s (or their delegate’s) responsibility to provide updates to the Commerce Office related to ongoing needs or changing circumstances.

Smith School of Business is committed to responding to students in a fair and consistent manner. Academic consideration may be individualized due to the nature of each student’s specific circumstances, and according to Commerce Program requirements. The Commerce Office may exercise discretion in responding to requests for academic consideration in extenuating circumstances, as appropriate, while working with faculty and course instructors to ensure that essential academic course requirements are met. The form of academic consideration is the decision of the course instructor. Possible forms of academic consideration could include an extension, deferral, reweighting, alternate assignment, or supported (late) course drop.

Not all requests for academic consideration are approved. If the substantiating documentation is insufficient, cannot be verified, the process is not followed, or the student failed to follow the process, a request may be denied. A student has the right to appeal a denial to the Associate Dean, Undergraduate (see 7.4 Appeals to the Associate Dean, Undergraduate).

As a matter of academic integrity, students are responsible for ensuring their request aligns with Queen's policy and procedures, and making an honest declaration about the nature of their circumstances and the impact on their academic obligations. Requests that do not align with the policy will be denied. Declarations thought to be false or documents suspected of being fabricated or falsified will be investigated by the Smith Academic Integrity Panel. If a departure from academic integrity is found, students will be sanctioned according to Queen's Academic Integrity Procedures. For more information, see 6.1 Academic Integrity.

8.4 Academic Advising

A Commerce Academic Advisor can help with timetables, course selection, degree requirements, assistance with finding services on campus, leaves of absence (LOA), letters of permission (LOP), appeals, and special permission. Students are encouraged to reach out to an Academic Advisor with any questions about any regulations within this calendar. All academic advising appointments can be made directly on the Commerce Portal. Students who are not sure where to get help are encouraged to speak to an Advisor, who will either help or direct them to the right place.

Academic Advice

Name	Title	Contact
Mandy Daniel	Director of Student Services	mandy.daniel@queensu.ca
Robin Bearse	Senior Academic Advisor	robin.bearse@queensu.ca
Michelle Bennett	Academic Advisor	mb153@queensu.ca
Emily Hartley	Academic Advisor	emily.hartley@queensu.ca
Christeen Paterson	Academic Advisor	christeen.paterson@queensu.ca

8.5 Mental Health Counselling 

Smith has two Mental Health Counsellors embedded within the Faculty. These counsellors are an extension of Queen's University Student Wellness Services, and can assist students with private and confidential matters, including adjusting to university, academic concern, addiction, anxiety/stress, grief, relationship concerns, and sadness/low mood/depression. Appointments with embedded counsellors can be made via the Commerce portal.

Students can also access personal counselling services through Student Wellness Services. Student Wellness Services supports the personal, academic, and social development of students at Queen's University by providing a range of programs and services.

8.6 The University Ombudsperson

The key principles guiding the role of the Office of the Ombudsperson are independence, confidentiality, and impartiality.

The central role of the Ombudsperson is to help ensure procedural fairness in university decision-making. They are an important resource to the Queen’s community in helping students, staff, faculty, parents, and alumni understand policies and procedures within the university.