How to apply for a Withdrawal under Extenuating Circumstances (WE)

Before you apply

• Eligibility: You may apply for a WE after week 8 of the term.
• If it is before week 8, withdraw through goSFU instead to receive a Withdrawal (WD) notation.
• Check Academic Dates and Deadlines for information on the last day to drop with a WD and other important add/drop dates.

Before applying for a WE, consider the following steps to support your application:

• Review the WE form and WE FAQs.
• Speak with your instructor to explore alternatives that might help you complete the course. Include any steps you took in your personal letter.

You may also seek advice from:

• A Student Services Academic Advisor 
• The Ombudsperson

If you have been impacted by sexual violence, connect with the Sexual Violence Support & Prevention Office (SVSPO) for assistance and support with your application.​
If you need other types of support and are unsure where to start, contact a Case Manager in the Office of Student Support, Rights and Responsibilities (OSSRR).

Step 1: Gather your documents

Collect all required documentation for your WE request. If you have finished a course but have not taken the final exam, include a note from your instructor stating that they could not defer your exam.

Documentation should:

• Support the grounds for your WE (refer to Step 3)
• Be original, dated, and on letterhead where appropriate
• Not be photocopies​.

Step 2: Write your personal statement

Write a personal letter (maximum two pages, double-spaced, 12-point font) that addresses the following points:

• Clearly explain your reasons for seeking a withdrawal
• Describe the circumstances and timeline of the events
• Outline the actions you took prior to applying (e.g., consulting your instructor)
• If you are requesting a selective withdrawal (not all courses in a term), explain your reasons for including certain courses and omitting others.

Step 3: Provide supporting documents

Submit documentation that matches your specific situation.​

• Medical grounds
  • Download the Health Care Provider Statement form and have your doctor fill it out.
    
  • Do not submit prescription pad notes, photos of prescription vials, hospital bracelets, or injury images; these are not acceptable documentation.
• Employment grounds
  • Submit a signed and dated letter from your employer on official letterhead.
  • The letter must state the change in employment status occurred after the course drop deadline.​
• Compassionate grounds
  • Death or funeral-related documents: death certificate, published obituary, funeral or burial notice, prayer card.
  • Official reports: police report, fire report, or victim impact statement.
  • Travel proof: airline ticket or flight boarding pass (screenshots are fine).
  • Medical-related emergencies: completed the Health Care Provider Statement form if the situation involved a medical issue.
  • Insurance documentation: completed insurance forms relevant to the emergency.
• Other grounds
  • Submit documents that explain and confirm your specific circumstances.

Step 4: Scan and organize your files

• You can scan documents using:
  • Printers/photocopiers at any SFU Library (scan to email function)
  • Your phone camera or photo library
  • A scanning app on your phone or tablet​

Documents must be in English. If your documents are in another language, you must provide a stamped and certified translation completed by a Society of Translators and Interpreters of BC (STIBC)–certified translator. You are responsible for arranging the translation and keeping copies of all documents.

Step 5: After you submit

After you submit your WE appeal to the WE office:

• Check your SFU email regularly. You will be contacted by email once a decision is made.
• The decision will appear on your Academic Record in goSFU.
• Continue to attend classes and complete all course requirements (including mid‑term and final exams) while you wait, if applicable.​

Please note that processing times vary and may be longer:

• Just before the last day of classes
• During the exam period
• When final grades are posted
• When an enrolment period is about to start​

For processing questions about WE appeals, please email the WE office at withdraw@sfu.ca.​