Dealing with Student Issues

The University and Faculty of Education are guided by policies related to student issues, complaints and difficulties. Instructors or students needing clarification of university policies should contact the Undergraduate Coordinator. Undergraduate students experiencing academic or personal difficulties should contact a student advisor in the Education Student Services office (Ed N 1-107).

Instructors who have a concern about a student should submit a notice of concern using this form. ESS and Dr. Maryanne Doherty, Associate Dean, Undergraduate Programs and Services (if necessary) will then follow up and provide support the student.

The Field Experience Team monitors concerns related to field experience and a process is in place for managing the concerns while students are out in their school placements.

Attendance at University courses is not required; however, instructors are encouraged to be proactive with regard to students with poor attendance. If the student has been absent for several consecutive classes or if attendance is irregular, complete the Student of Concern form indicating your concern and the risks associated with poor attendance. You could also  refer the student to the following:

• Students needing individual 1:1 support can be referred to Counselling Services. 

• Students needing any other kind of support can be referred to doshelp@ualberta.ca and they will be connected to whatever resource is needed.

If the student has been absent for an extended period, fill in the Student of Concern Form.  ESS will determine if the student is still enrolled in the course and follow up with the instructor.

Education Student Services will contact students who have had concerns expressed by more than one instructor. This contact is meant to be proactive in locating and assisting students who may have difficulty meeting program requirements and/or who may be in need of other assistance. 

Instructors are not obligated to accept late assignments or grant extensions. However, if an instructor chooses to do so, a clear statement must be included on the course outline. If you grant an extension for an assignment, put it in an email and keep a record of the due date. You should also add a provision as to what will happen (e.g, grade of 0) if the assignment is not received by the time that was agreed upon. Ensure that you keep a record of the assignment’s arrival and email the student with this information.

Instructors are also not obligated to provide alternatives for missed assignments or excuse a student from term work. A student may apply to their instructor, in writing and within two days of missed term work (assignments or term exams). An instructor may request substantiating documentation; however, medical notes are not required. It is up to the instructor whether to grant an excused absence from term work. If the instructor does not approve an excused absence from term work, a grade of 0 (zero) is recorded for the assignment/exam and a code of “1” is included in the final grade submitted. If the instructor does approve an excused absence from term work, then the assignment/term exam is omitted from the calculation of a final grade

Instructors are encouraged to identify and provide support for students who are doing poorly in the course due to illness, frequent absences, poor writing skills, etc. If possible: 

• Meet with the student as early as possible in the course to communicate your concern. 

• Provide specific information about how to improve. 

• Provide information about course withdrawal dates.

• Document your concerns.

• After meeting with the student and you feel the issue is not resolved, fill in the Student of Concern Form. 

Students may attempt to request admission to a class(es) by contacting the instructor directly.  Individual instructors cannot make such decisions about student enrollment. Please do not allow students to sit in classes if they have not registered for the course and please do not tell students that you are willing to add another student. Education Student Services (ESS) manages the enrolment of all classes. Therefore, please direct the student(s) to contact the Faculty of Education at educ.info@ualberta.ca as all registration requests must go through the faculty.

The Field Experience Team monitors concerns related to field experience and a process is in place for managing the concerns while students are out in their school placements.