Registration changes and exemption requests
Need to change your classes? Find everything you need to know about dropping or swapping a course.
When unexpected circumstances interrupt your studies
Are you facing a challenge that makes it hard to meet the course requirements as described in the course outline?
Learn where to start, and find answers to some frequently asked questions.
Registration changes
You can make registration changes during the course-change period. We've created registration how-to guides that have detailed instructions on adding, dropping swapping or withdrawing from courses. Explore them — they're here to help simplify the process.
Dropping a course after the course change period will result in a "W" (withdraw) notation on your transcript. You can withdraw up until the last day of classes If you're thinking about withdrawing from a course, check in with your faculty first. They'll help you understand how it might affect your program progression. Most course withdrawals can be completed through your Student Centre. However, some faculties may require prior approval.
Missed a registration deadline? We're here to help
We know life happens, and missing a registration deadline can feel stressful. While exemptions aren’t available for every situation (such as forgetting or not knowing the date), we’re here to help you understand your options. If you’ve missed a deadline, connect with an advisor in Enrolment Services to learn what it means for you and what steps you can take next—we’re here to support you every step of the way.
Types of registration change requests
- Registration Exemption - Late Drop: This applies when exceptional and unforeseen circumstances prevent a student from dropping a course before the term drop deadline. Late drops aren’t considered if the student has engaged with the course after the drop deadline. Approval for a late drop will result in the course being removed from the transcript.
- Registration Exemption - Late Add/Swap: You should contact Enrolment Services before submitting a late Add/Swap request. This applies when exceptional and unforeseen circumstances prevent a student from adding or swapping a course by the term add/swap deadline. Students must have documentation from the course instructor or department acknowledging the late add request. Acknowledgment does not guarantee approval. Students are only allowed to attend or participate in a course they are officially enrolled in. Late add requests will not be approved based on prior attendance without official enrolment.
- Registration Exemption - Late Withdrawal (W) from a course: This applies when unexpected and extenuating circumstances prevent a student from meeting the term withdrawal deadline. Late Withdrawals aren’t considered if the student has attempted the final assessment in the course. Approval for a late withdrawal will result in the course being marked with a "W" (withdrawal) on the transcript, but it will not impact the student's GPA. Per section B.14.1 of the Academic Calendar, students who withdraw from a course will not receive a fee refund.
- Extenuating Circumstances Withdrawal (EW): This applies when unexpected and uncontrollable circumstances happen after a term begins. These circumstances make it impossible for a student to complete the term or a course. If approved, the "W" (withdrawal) on a student's transcript will be changed to "EW" (extenuating circumstances withdrawal).
- Registration Exemption - Exceeding units as an Open Studies student: This request is for Open Studies students who want to take more courses than the program unit limit because of extraordinary circumstances. These requests are usually approved only if you can provide strong evidence that situations beyond your control make taking additional courses necessary.
Requesting a Registration Exemption (RE)
We understand that unexpected events beyond your control can make it hard to meet registration deadlines. The Registration Exemption process can help students facing unexpected, unanticipated, and extenuating circumstances beyond your control that affect your ability to meet registration regulations and deadlines. Examples may include debilitating illness, an unforeseen crisis or a family emergency.
Unsure about the Registration Exemption process, or need help deciding if this process is right for your circumstances? Reach out to an advisor in Enrolment Services. They can provide guidance and support. You're not alone, we're here to help.
The registration exemption process is outlined in the University Calendar. It’s intended to support the following requests:
- Late withdrawal (W) from a course
- Late add/swap
- Late drop
- Exceeding maximum units as an Open Studies student
You can submit a petition for consideration through the My Service Requests section of your Student Centre:
- Log in to your Student Centre and navigate to My Service Requests. Select Service Request Type My Registration, and subtype Request Registration Exemption.
- Complete the Service Request form in full, providing as much detail as possible.
- Provide supporting documentation to substantiate your Registration Exemption petition. Petitions submitted without supporting documentation may be closed as incomplete.
- Submit your request.
- Check for status updates in your Student Centre.
You can recover your account if you don’t have access to your Student Centre and need to request a registration exemption.
Attach all relevant supporting documentation to substantiate your Registration Exemption petition. Strong supporting documentation will be determined by your specific circumstances.
- Examples can include (but aren’t limited to):
- A statement of non-attendance from the course instructor,
- Proof of enrolment at another institution,
- Travel documentation,
- A letter of employment,
- Medical documentation (with specific dates),
- Death certificates or other legal documents, or
- Police reports.
Providing falsified supporting documentation is taken very seriously. Doing so may result in disciplinary action through the Student Non-Academic Misconduct policy.
Find more information regarding academic regulations on supporting documentation.
Note: UCalgary instructors/staff members can’t require a medical note as documentation.
- The committee may close your request or ask for more information at their discretion. This can happen if your petition is incomplete, lacks documents or details, or needs clarification.
- The results of your petition will be updated in your Registration Exemption Service Request once a ruling has been made.
- Registration deadlines are in place to ensure fairness and consistency for all students. They're outlined in the University Calendar. The Registration Exemption process is designed to balance individual student circumstances with university regulations, while upholding accountability. Registration Exemption petitions are only considered for situations that align with these principles.
- Each petition is individually reviewed. The review looks at the unique circumstances and supporting documentation provided. Approval is not guaranteed. Decisions are made after reviewing the petition, your documentation, and your student record.
- You can generally expect a decision within 30 days of submitting a complete petition. Petitions are reviewed in the order they’re received, on a first-come, first-served basis.
- Note: Generally, registration exemption requests must be submitted within 30 days of the end of the term you are submitting the request for. However, in extraordinary circumstances, a request may be submitted up to one year from the start date of the course.
- A committee made up of people with different backgrounds and perspectives in student services reviews all Registration Exemption petitions. The committee meets semi-monthly to evaluate petitions.
- For graduate students, The University of Calgary Faculty of Graduate Studies Exceptional Requests Review Committee (ERRC). The ERRC reviews special requests related to graduate student registration and enrolment. They support graduate students, supervisors and programs by providing recommendations to help guide decisions and rulings.
Requesting an Extenuating Circumstance Withdrawal (EW)
Extenuating Circumstance Withdrawals (EW) apply when unexpected and uncontrollable circumstances make it impossible for a student to complete the term or a course. EWs typically relate to medical emergencies, compassionate reasons or unforeseen conditions/situations that happen after a term begins. Requests are considered on a case-by-case basis. Short-term illnesses or pre-existing, unmanaged conditions are not usually considered for an EW. Detailed information on EWs is available in section B.14.3 of the University Calendar.
Grounds that are normally considered for an Extenuating Circumstance Withdrawal include:
- Medical emergencies,
- Unforeseen conditions/situations that occur after the start of the term, or
- Compassionate grounds.
Grounds that aren’t normally considered for an Extenuating Circumstance Withdrawal include:
- Non-attendance in course.
- Incomplete exams or course work, and
- Short-term illnesses or pre-existing, unmanaged conditions.
EW requests must be submitted within 30 days of the last day of the term in which the extenuating circumstance occurred.
Attach all relevant supporting documentation to substantiate your EW petition. Strong supporting documentation will be determined by your specific circumstances.
- Examples can include (but aren’t limited to):
- Medical documentation (with specific dates),
- Death certificates or other legal documents,
- Police reports,
- Travel documentation, or
- Statutory declaration or other legal document.
Providing falsified supporting documentation is taken very seriously. Doing so may result in disciplinary action through the Student Non-Academic Misconduct policy.
Find more information regarding academic regulations on supporting documentation.
Note: UCalgary instructors/staff members can’t require a medical note as documentation.
- Timelines: When did the situation/condition begin? What was the duration of the issue? Did the situation/condition get worse as the term progressed?
- Student actions/impact: What impact did this have on you and your studies? What actions did you take to seek support on/off campus? Is an EW the only option?
- If submitting an EW for a specific course, your statement should include your reason for a single course request.
- Faculty interactions: Can you be accommodated? What communication did you have with your instructor/faculty?
- Supporting documentation: Does the documentation back up your personal statement? Does it provide information to support your needs? (Note: please don’t submit detailed information about your medical records.).
Note: We have dedicated support services on campus if you’re applying for EW because you’ve being impacted by sexual and/or gender-based violence. We recommend reaching out to their office for guidance before submitting your application. We appreciate this is a very sensitive matter. We want you to feel safe and supported during this process. Please reach out to the Sexual Violence Support Team by emailing svsa@ucalgary.ca or through the sexual and gender-based violence support webpage.
Extenuating Circumstance Withdrawal (EW) applications are made through the My Service Requests section of your Student Centre. To submit an application, follow these steps:
- Log in to your Student Centre and navigate to My Service Requests. Select Service Request Type My Registration, and Subtype Request Extenuating Circumstance Withdrawal.
- Complete the application form in full.
- Provide supporting documentation to substantiate your EW petition. Petitions submitted without supporting documentation may be closed as incomplete. Attach all relevant supporting documentation to substantiate your EW petition. Strong supporting documentation will be determined by your specific circumstances.
- Examples can include (but aren’t limited to):
- Travel documentation,
- A letter of employment,
- Medical documentation (with specific dates),
- Death certificates or other legal documents, or
- Police reports.
- Submit your request.
- Check for status updates right in your Student Centre.
You can recover your account if you don’t have access to your Student Centre and need to request a registration exemption.
If you can't gain access to your Student Centre and want to submit an EW application, please contact Enrolment Services first. In rare cases where a service request can’t be used to submit an EW application, you can download the PDF form and follow the steps below:
Submit a 1–2 page personal statement explaining why you’re applying for an EW. Provide enough details to explain your situation and describe how it has impacted your studies. Include:
- timelines (when it started, consultations, impact on decisions, delays in taking actions, etc.)
- action taken (support, treatment, etc.)
- plans to help manage your condition/situation (if applicable).
Your explanation should be clear, factual and describe the outcome you are seeking. All information provided is confidential. Only the Registrar and the associate dean in your home faculty will review it.
- Provide supporting documentation along with the information outlined in your personal statement.