exam conflict requests
policies and procedures
In order for the Exam Conflict Request to be officially considered, students must submit this form. Emails, telephone calls, in-person meetings and the like will not be considered. This is in place to ensure a fair process for all students and to prevent any undue influence. Any prohibited communications will not be answered.
I. Exam Conflicts + Deferred Exams Process
Step One: Students must submit this online form with required supplemental supporting documentation illustrating the exam conflict.
Step Two: Students will recieve a confirmation email of their submission.
Step Three: Students will recieve a decision email informing them whether their request was approved or denied by Dean Yannick Brookes.
Step Four: If deferred details such as deferred exam date and time is not shown in the initial decision email from Dean Brookes, students will receive an email with their deferred exam schedule from Ms. Loretta Young-Jones.
II. Examples of Supporting Documentation
- A letter from the medical professional who is performing the procedure;
- A copy of the death certificate of the member who has passed;
- An email receipt from covidconfidential@udc.edu after emailing them your positive test results;
- A copy of the program of service;
- A police report;
- A copy of the exam schedule with the student's final exams highlighted; or
- Documentation that shows the extenuating circumstance preventing the student from being present.
Please Note: These supporting documents cannot come from the student's family, partner, friend, coworker, and the like. Instead, it must be provided by the student's direct supervisor, a clergy member overseeing the service/ceremony, work authorization, etc. As a general rule, work-related requests and jury summons are not granted.
Please Note: The Associate Dean of Students may rescind an approval if it is discovered that the required documentation is invalid, unclear or insufficient or if information provided in request are untrue.
Please Note: This supporting documentation must identify the author and their credentials. And, it must indicate that the conflict is the same date and time that the exam was originally scheduled to be administered.
III. Deadlines
[For Midterms Only] Students must submit this form by the last day to add/drop a course for that semester.
[For Final Exams Only] This online form must be submitted by November 1st (Fall Semester), April 1st (Spring Semester), or July 1st (Summer Term).
These are firm deadlines. However, emergency situations will be managed on a case by case basis.
IV. Exam Modality
All students are expected to take all of their exams in-person, including deferred exams unless the course is online or the professor has given authorization in writing to Dean Yannick Brookes.
V. Deferred Exam Window
[For Midterms Only] Students can only request to modify their deferred exam details for academic reasons. If a student's deferred exam causes them to be absent in another course, the Office of Student Affairs can submit an Absence Waiver Request Form on their behalf at the student's request. Students should expect to sit for their exam the following day or prior to the next time that class will meet.
[For Final Exams Only] Students should be prepared to sit for their deferred exam during the final exam period and are advised not to make any travel plans until the semester officially concludes. The Office of Student Affairs will assign specific deferred exam dates, and these dates are final.
VI. Deferred Exam Sequencing
The general rule is to preserve what we can and defer the conflict. However, require courses will always take precedent over non-required courses.
VII. Questions
If students have any questions regarding the exam conflict requests policies and processes, please do not hesitate to visit the Office of Student Affairs on the 4th Floor East Wing
VIII. Office of Student Affairs
Mondays - Thrusdays 10:00 AM - 7:00 PM (In-Person)
Fridays 10:00AM - 3:00 PM (Remote)
Telephone: (202) 274-7360
Mr. Yannick L. Brookes, Associate Dean of Students (Office #448)
Mr. Ravaughn Pope, Assistant Director of Student Life and Services (Office #482)
Ms. Loretta Young-Jones, Staff Assistant for Student Affairs (Office #449)