Procedure 2: Guidelines for Requesting Due Date Leniency Accommodation

Grenfell Campus, Memorial University

2.1 Introduction

Academic accommodations at the post-secondary level continue to evolve to remove barriers for students with disabilities and exceptionalities, promoting equitable access to education. As these changes progress, ACES have observed a growing need for clear procedures and guidelines regarding certain accommodations that are being requested more frequently. One such accommodation is due date leniency, which has seen a notable increase in recent years.
Due date leniency is a vital support for students with disabilities and exceptionalities. Many of these students experience functional limitations related to their diagnosis, which can make it challenging to meet standard assignment deadlines. This is especially true for students whose disabilities or exceptionalities are episodic in nature, where symptoms may flare up unexpectedly, temporarily impairing their ability to complete course work on time.
The goal of these guidelines is to outline the responsibilities of ACES, the student and the instructor in implementing the due date leniency accommodation.

2.1.1 Definition of Due Date Leniency

Due Date Leniency refers to flexibility granted by an instructor, allowing a student to submit an assignment past the original due date without penalty. Requests for Due Date Leniency are considered in light of the individual circumstances of the student and the limitations, if any, of the course. The goal is to promote fairness and support students’ well-being.

2.2 Process for Due Date Leniency

2.2.1. The student must initiate the request for due date leniency directly with their course instructor.
2.2.2. The request must be made no later than two days before the original assignment due date, except in extenuating circumstances.
2.2.3. The student is encouraged to use an e-mail template provided by ACES and attached to these Procedures to ensure clarity and professionalism when making the request.
2.2.4. The student should request an extension of no more than 1-3 additional days and be mindful of how much time they genuinely need to complete the assignment.
2.2.5. The student should understand that the instructor must be given at least 48 hours to consider the request and respond to the student.
2.2.6. Instructors are encouraged to respond to the request as soon as possible, but no later than 48 hours after receiving it.
2.2.7. Any revised due date much be mutually agreed upon by both the student and the instructor.
2.2.8. The student should submit their assignments as soon as they are complete, even if that is before the extended deadline.
2.2.9. All parties involved should recognize that this accommodation is rooted in the values of equity and accessibility. It is not intended to provide academic advantage, but to ensure a fair learning environment for students facing legitimate barriers.

2.3 ACES Responsibilities for the Due Date Leniency Accommodation

2.3.1. ACES is responsible for outlining the procedural guidelines for students who are approved for the due date leniency accommodation.
2.3.2. ACES will provide a standardized email template for students to use when requesting an assignment extension from their instructor. The email template is attached to these Procedures
2.3.3. ACES will encourage students using this accommodation to develop a realistic plan for completing their work. Students will be advised to meet with a Student Learning Accessibility Advisor for support with time management to help ensure assignments are submitted within the agreed-upon timeframe.
2.3.4. ACES will inform students that instructor may deny extension requests in certain circumstances. Students are encouraged to aim for the original due date whenever possible, in case their request is not granted.
2.3.5. ACES and instructors recognize that formal medical documentation is not required for each individual extension request. However, ACES may follow up with students if their use of this accommodation becomes frequent.
2.3.6. If ACES identifies a pattern of excessive or inappropriate use of this accommodation, it may initiate a case review to assess whether alternative or additional academic accommodations are more appropriate.

2.4 Student Responsibilities for the Due Date Leniency Accommodation

2.4.1. Students are responsible for understanding that this accommodation is intended only for disability-related barriers. Challenges such as a heavy course load, employment, or family obligations – on their own – do not quality as grounds for this accommodation.
2.4.2. Students must notify their instructor as early as possible via email, preferably using the ACES-provided template, when requesting an assignment extension.
2.4.3. Students should avoid relying on this accommodation regularly, as it is designed for exceptional or disability-related circumstances.
2.4.4. When submitting a request, students are encouraged to include a realistic plan for assignment completion. This helps the instructor confirm that work on the assignment has already begun.
2.4.5. If a student consistently struggles to meet assignment deadlines, they should consider alternatives such as a reduced course load, especially if extension requests are frequently needed but not always guaranteed.

2.5 Instructor Responsibilities

2.5.1. The instructor is responsible for responding to the student’s request for due date leniency within 48 hours of receiving the request.
2.5.2. Instructors must not request that students disclose their disability or any identifying information related to their condition.
2.5.3. Instructors have discretion to approve or deny a request if the proposed extension would compromise the academic integrity of the course.
2.5.4. The instructor has discretion to deny a due date leniency request when the request is being made for any of the following:

• Group assignments
• In-class presentations
• Weekly/biweekly assignments with rapid feedback
• Online discussion posts
• Scaffolded assignments that build on earlier work
• Cases where an extension was already granted for the assignment
• Requests that do not allow sufficient time for grading

Extension Request Template

To: Your Instructor
Subject: COURSE CODE – Extension Request for Assignment Name
Hello (Professor Name):
My name is (Your Name) and my student number is (Memorial Student Number). I am in your (Course name, number, section/Ex. ENGL 1001-064) class. As per my accommodation letter you received through Accessibility Centre Education Support Office (ACES), I have the accommodation of:

• Flexibility, where possible, to reschedule deadlines for assignments. Students must follow up with instructor, as needed.

Due to disability related reasons, I am unable to submit (Assignment Name) by (Original Due Date).
Please consider my request for leniency on this assignment due date. Below is the revised deadline I ask that:
Assignment Name: Insert Assignment Name Here
Be accepted without penalty until
New Due Date: Insert Due Date Request Here
Thank you in advance for your time and consideration of my request for assignment leniency. Please let me know if this extension is possible.
I look forward to hearing from you with your decision.
Thank you,
(Student Name)