Submit an Academic Petition or Appeal

Petition Letter: Extenuating Circumstances Explanation Letter – Rory Doornbos

In my 1st year at Queen’s (23-24), I experienced extenuating circumstances over the entire year that affected academic performance in all my courses. I have a long-term, chronic mental health condition (Generalized Anxiety Disorder) as well as a learning disability that affects my ability to be successful academically (Learning Disability / Dysfunction in Processes Involved in Understanding Signs, Signals, Language).

The extenuating circumstances were increasingly severe over the year, and the negative impact on my academics varied, depending on the teaching and assessment approach (essays, assignments, exams) as well as the overlap of deadlines. The first time being away from home, new courses, workload, new environment, and new social demands exacerbated my mental health disorder. Unfortunately, pressures cause the symptoms of
panic and extreme avoidance which is hugely challenging in meeting my goal to do well in University. This additionally led to depression which further impacted my ability to cope, to sleep, and get out of bed to attend classes. As some of my courses required submitting assignments in person during set classes, with no option to submit electronically, this further impacted my grades. I did not have accommodations in place to mitigate symptoms and help me be successful in each of my classes throughout the year. I am better able to achieve academic success and reach my goals when I have specific support for my courses. It was my goal to get into Queen’s and I am very proud of this accomplishment which included accommodations in high school.

Last year, I attempted to obtain accommodations. My mom tried to help me. As mentioned, when overwhelmed, panic, stress, and avoidance happens. It took me some time to figure it out and do it. I booked with QSAS but then QSAS had to cancel the appointment (in December 2023) and I did not try to book again. Cancellation email is in the supporting documentation in case helpful. I tried to book for short term accommodations when needed and I submitted the required documentation (psychoeducational assessment, September 2020) but I was told by email it was out of date even though it’s within the required 5 years. I didn’t know what to do and didn’t understand. I met with my doctor and had to get a doctor's note and submitted it when I needed accommodations for one of my French assignments. I am very grateful for that but I needed permanent accommodations for all my courses which I now have. I did meet with Student Academic Success Services and they let me know that my study strategies were very good but I was really struggling and didn’t know what else to do.

I have since learned how to better navigate the system, met with my QSAS advisor on August 28, 2024, and set up accommodations. I have included the accommodations in the supporting documentation and these needed to be in place last year as well. This year, I found out I could have my mom help and have given my mom permission to support me through this with a 3rd party consent document.

I am requesting to drop failed courses from my transcript, with the exception of Film (FILM112), and to have credit standing for the courses lower than a C grade. For Film Studies, I am requesting a review of the grade based on a re-read of unmarked assignments that were not accepted because they were not handed in, in-person, by the deadline. The teaching assistant communicated that she would grade late assignments
submitted by email by April 18 and therefore I completed the outstanding ones (4) and submitted them (3 by the 12th of April and the last outstanding one on April 18). I obtained a fail and I followed up so that I could understand what happened. I was told that she could not evaluate them because they were greater than 10 days late. In case helpful, I have included the email correspondences and the four assignments in the supporting documentation hoping the assignments can count towards a better grade (C or higher - I did very well on the final assignment 27/30 worth 30% and 5/10, 7/10, and 8/10 for the assignments I was able to submit).

If the FILM112 grade cannot be reviewed, I will need to have it dropped from my transcript as well. I am currently re-doing it just in case. I met with my doctor over the summer and again on September 10, 2024 regarding the required medical note to support my petition. This was the soonest I could obtain the note
and therefore I started taking Film again just in case.

My plan for this academic year (24-25) involves continuing with treatment (medication), seeking regular support with a psychiatrist/psychologist as possible, a reduced course load, redoing 1st year courses where necessary, and in working with QSAS, I have accommodations set up that I needed last year as well.

Thank you for considering this request.
Sincerely,
Rory Doornbos