Academic Concession

This video explains what to do in some of the most common scenarios requiring academic concession during UBC pharmacy practicums.

Video Timestamps:
o Sick Days 0:34
o Running Late 1:20
o Extenuating Circumstances 2:00
o Personal Commitments 2:20
o Resources and Policies 4:50

Hello, my name is Dr. Tablet, but you can just call me Tab. In this video, I’ll be talking about academic concession because life doesn’t always go as planned.Our first story takes place in Squamish where Oliver has come down with the flu. He feels fatigued, achy, and feverish. Oliver is expected to be at his practicum site in the next hour, but he knows he should stay home and not risk spreading his infection to others. A million questions are running through his head: Who should I contact? Do I need to submit an academic concession request form? Will I have to make up missed time? Do I need a doctor’s note? If you get sick during your practicum, the first thing you should do is Evaluate your condition. Are you well enough to perform your duties safely and effectively? Is there a risk of infecting others? If you decide you are unfit to attend your practicum, notify your practice educator as soon as possible and let them know when you expect to return. Finally submit an academic concession request form as the faculty needs to be notified. All missed time due to absence or lateness must be made up. Once you have submitted an academic concession request form, a member from the office of experiential education, also known as the OEE, will evaluate your case and contact you with further instructions. You only need to provide a doctor’s note if it is requested by the faculty.Now that we’ve covered sick days, let’s move on to another common scenario, running late. Jennifer’s car wouldn’t start this morning and now she is running late. She knows she needs to contact her practice site as soon as possible. If you are late, your practice educator will make note and you will be expected to make up all missed time. For example, if you arrive 10 minutes late, you may be required to stay 10 minutes later.While I know that lateness can’t always be helped, it is important to reflect and ensure steps are taken to prevent lateness in the future. Punctuality is a program expectation and consistent demonstration of professional behaviour is required to pass the practicum course. You are expected to arrive on time at the beginning of each day, return from breaks on time, and be punctual for all scheduled activities.Now let’s move on to more serious matters. Extenuating circumstances are instances where you are unable to meet practicum requirements due to an unforeseen or unavoidable event such as a serious illness or death of an immediate family member. In circumstances like these, please submit an academic concession request form and the OEE will be in contact with you.So far, we’ve talked about circumstances that are unexpected and unavoidable: Getting sick, running late, losing a loved one… but how should you manage personal commitments like dentist appointments, family vacations, work, conferences or weddings? Your practicum should take priority over all non-urgent activities. Most scheduling conflicts can be prevented by planning activities only after receiving your practicum location and schedule. Working at a job in addition to your practicum is not recommended as completing practicum activities will require much of your time and focus. Employment is not usually viewed as an acceptable reason for academic concession. You may need to have a conversation with your employer to ensure that you are not scheduled to work during practicum dates.

Next, let’s walk through some examples of what to do for personal commitments such as weddings or conferences that cannot be rescheduled.


Gwen is excited to learn that her sister will be getting married in June. Gwen knows that it is possible she could be scheduled for her practicum in June, which would conflict with the wedding. Being proactive, she emails the OEE immediately to request special consideration. She understands that special consideration is not guaranteed but realizes that by notifying the OEE early, before placements are assigned, they will assess her case and support her through managing her practicum and personal commitments. In addition to requesting special consideration, Gwen also fills out her preferences on E*Value. In the end, Gwen’s practicum is scheduled for July allowing her to attend the wedding. Although it worked out well for Gwen, this might not always be the case as honouring a special consideration depends on a variety of factors such as the volume of special considerations, site capacity, and the practice educator availability.


A week after receiving his practicum schedule, Peter won the BCPhA Student Conference Competition and is awarded sponsorship to attend the Annual BCPhA Conference. Unfortunately, the conference conflicts with his practicum schedule. Peter acts right away by submitting an academic concession request form. The OEE reviews his case and contacts him directly with further details. In Peter’s case, since his practice site is open on the weekends, he is able to reschedule his practicum days allowing him to attend the conference. While the OEE team is committed to reviewing special considerations, sometimes it is not possible to accommodate all students due to reasons outside of their control. For this reason, special considerations cannot be guaranteed.

For fourth year students, make sure to schedule your Jurisprudence Exam on a date outside of your practicum blocks. The College of Pharmacists of BC offers multiple examination sittings each year.
For more information and additional resources please refer to the items listed on the screen.

I hope you found this video helpful. Thanks for watching. I’m Dr. Tablet and I hope you have a fanTABulous practicum!

We would like to thank Alyssa Low (Undergraduate Student) for helping to create this video and Garrett Tang (Undergraduate Student) for designing original images (e.g. Dr. Tablet).