Aegrotat application process

Learn how aegrotat applications are assessed, when decisions are made, who reviews applications, and what to expect during the process.

To consider your application, the University needs to be sure you have largely met the learning outcomes for the course. We look at:

  • The assessments you have completed so far in the course. If you missed much of the course or haven't participated in previous assessments, your application is likely to be declined.
  • Your achievements relative to others in your class.
  • Whether there is evidence of the circumstances of your impairment, for example, a medical certificate.

You can find the full details in the University's Assessment Handbook.

When applications are processed

The Aegrotats Processing team will hold your application until final grades are released.

During the period between the release of final grades and a decision being made, your record for the course(s) will display either a fail grade or 'AEP' (aegrotat pending).

  • If you passed the course despite your impairment, your aegrotat application will stop and your record will be updated with your grade.
  • If you failed the course, your aegrotat application will proceed and be assessed as described below.

Who makes the decisions

The main decision-maker for each aegrotat application is an Associate Dean from the relevant faculty. The Associate Dean will receive further information and a recommendation from the coordinator for each course.

Your health provider can't approve your application for an aegrotat pass. Their role is to assess whether your illness, injury, or other special circumstances during the relevant period warrants the University to consider your application. Beyond this threshold, the severity of your condition will not have an impact on the outcome of your application.

How the decision making process works

  1. Your application is reviewed by the Associate Dean. They will look at your reasons for applying and the evidence of impairment that you've supplied.
  2. If the Associate Dean decides that your application should proceed, they will inform your course coordinator. The Associate Dean won't share your reasons for applying or the evidence you supplied.
  3. Your course coordinator will then look at the final results of classmates whose performance was comparable to yours during the trimester. The course coordinator will develop an 'academic profile' that details the rationale for their decision, and will make a recommendation to either grant or deny an aegrotat pass.
  4. The Associate Dean then reviews all the evidence and makes a final decision. In boundary cases, the Associate Dean will get input from a second Associate Dean to ensure decision making is consistent across the faculties.

Decisions are usually made within four weeks. You will receive an email as soon as a decision is made with your application.

Appeals and prerequisites

Appealing a decision

If your application is declined, you may appeal the decision. The appeal process is outlined in the email advising you of the result of your application.

The appeal process will review your case to ensure that appropriate criteria for decision making has been applied. Additional medical information is not required and will not affect the appeal decision.

Prerequisite courses

Sometimes the course for which you've applied for an aegrotat pass may be a prerequisite for another course. If that course is starting soon and you haven't yet received a decision, contact your Student Success Adviser for help. You may be able to start the next course (and attend associated tutorials and labs) while the decision is pending.