Fequently Asked Questions

Is there a particular person within counselling we should be directing the students to contact? 

There is not a single person identified as a contact. Students should be directed to counselling and told to let the receptionist know that they are making a request for an appointment to discuss a possible retroactive accommodation. If they have their documentation already in hand they can give the documentation to counselling reception who will ensure it is passed on to the counsellor. Further faculty could complete the Faculty Referral Form

What is the expected timeframe within which faculty can expect to hear back from counselling services?

An initial response could be quite quick, within a few of days. Once counsellors have met with the student and obtained consent they will connect with faculty to let them know that the student has made the request. However there are factors that we can not control that centre on the timeframe for students to secure supporting documentation from a proper health authority. This is where we could find delays in the process. How quickly the student gets an appointment with their health care provider and then how quickly the health care provider produces documentation are all factors that will be different in every case. Up to this point the counsellor and faculty involved in any requests for retro-active accommodations have worked closely together to address the situation. They have communicated through email, phone calls and face to face meetings. Each situation will present different unique circumstances that will require working together to resolve the request.

Another tool we have in Counselling that faculty could use is our Faculty Referral Form. We see this used mostly when faculty bring students to Counselling and want to speak to us but our reception area is not always conducive to confidentiality. This form which is usually written in conjunction with the student allows information to be given to Counselling & AES staff in a private confidential manner.

In addition [sent in a secondary e-mail], in response to 4.1.2 of the Absence Policy (see below) Counsellors should be able to get back to faculty within a day or two of receipt of the documentation to verify the student absence.

4.1.2) If the student deems the supporting documentation confidential:

• The student may provide documentation to Counselling Services for review
• Counselling Services will forward verification of documented dates of the student’s absence confidentially to all of the student’s professors on behalf of the student. The student will be copied on the correspondence