Academic Appeals Procedure

1. Purpose 

To ensure academic appeals follow a fair, collegial, consistent, and impartial process.  

2. Procedure

Before initiating a formal academic appeal, students should seek clarification and informal resolution with the employee who made the academic decision (professor, facilitator, or other employee), as soon as possible after the decision was made. Disagreement with an academic decision alone is not sufficient grounds to initiate an academic appeal. Disagreement with the outcome of an academic appeal alone is not sufficient grounds to escalate an academic appeal. 

The academic appeal process has three stages. 

• Stage 1: An appeal of an academic decision, based on one or more acceptable grounds. Stage 1 academic appeal decisions are made by an Associate Dean.
• Stage 2: An appeal of the outcome of the Stage 1 appeal. An appeal can only be escalated if the stage 1 appeal did not follow the procedure outlined below, or if new evidence is available. Stage 2 academic appeal decisions are made by a Dean.
• Stage 3: An appeal of the outcome of the Stage 2 appeal. An appeal can only be escalated if the stage 2 appeal did not follow the procedure outlined below. Stage 3 academic appeal decisions are made by an Academic Appeal Committee. 

Every effort will be made to assess and respond to academic appeals in a timely manner. Procedural timelines are considered guidelines and extensions may be granted for extenuating circumstances.  

A “business day” is defined as any day in which normal college operations are conducted. Saturday, Sunday, statutory holidays, and other planned or unplanned college closures do not count as business days.

Where possible and if appropriate, efforts will be made to provide students with options to support their academic progression during the appeals process. Students can seek support from a Student Advisor during the process, if needed.

2.1 Stage 1 Academic Appeal

Stage 1 academic appeals should be initiated by students in a timely manner, normally within 5 business days of the academic decision. A response to a Stage 1 academic appeals will normally be made within 5 business days.

1. The student reviews ACAD 207 Academic Appeals to determine the grounds for their appeal and collects supporting information. 

2. The student submits a Stage 1 Academic Appeal Form to the Registrar’s Office.

3. The Registrar’s Office confirms receipt to the student and the Associate Dean (or delegate). The Registrar’s Office requests that the Associate Dean provide a response to the appeal.

4. The Associate Dean reviews the grounds for appeal, merit of the appeal, and evidence provided to determine if the academic decision was fair. 

• If the appeal is not timely or does not have a clear basis for the appeal beyond disagreement with the academic decision, it may be dismissed. 
• If additional information is required, the Associate Dean may choose to meet with the student or the employee who made the academic decision.
• If additional time is needed, the Associate Dean will communicate this to the student, the employee, and the Registrar’s Office.

5. The Associate Dead determines the outcome of the appeals. The possible outcomes are:

• The academic decision is upheld.
• The academic decision is modified.
• The academic decision is overturned.
• The appeal is dismissed due to the appeal not being timely or due to the appeal not clearly identifying the grounds for the appeal.

6. The Associate Dean responds to the student with the outcome of the appeal, with a copy to the Registrar’s Office.

7. The Registrar’s Office records the outcome, archives the submission, and actions any outcomes related to the student’s academic record, progression, or student status, if applicable. 

2.2 Stage 2 Academic Appeal

Disagreement with the outcome of an academic appeal alone is not sufficient grounds to escalate an academic appeal. If the student can clearly demonstrate how the Stage 1 appeal procedure was improperly followed, a Stage 2 academic appeal can be submitted. 

Stage 2 academic appeals should be submitted within 5 days of receiving the Stage 1 appeal outcome. Stage 2 academic appeals are normally responded to within 10 business days.

1. The student submits a Stage 2 Academic Appeal Form to the Registrar’s Office, specifying the Stage 1 procedural error or identifying the new evidence.

2. The Registrar’s Office reviews the submission. If the rationale for escalating the appeal is not clear, the appeal will be dismissed. 

3. The Registrar’s Office confirms receipt to the student and the Dean (or delegate). The Registrar’s Office requests that the Dean provide a response to the appeal.

4. The Dean reviews the merit of the appeal and evidence provided.

• If additional information is required, the Dean may choose to meet with the student, employee, or Associate Dean. 
• If additional time is needed, the Dean will communicate this to the student.

5. The Dean makes a determination. The possible outcomes are:

• The Stage 1 appeal decision is upheld.
• The Stage 1 appeal decision is modified.
• The Stage 1 appeal decision is overturned.

6. The Dean responds to the student with the outcome of the appeal, with a copy to the Registrar’s Office.

7. The Registrar’s Office records the outcome, archives the submission, and actions any outcomes related to the student’s academic record, progression, or student status, if applicable. 

2.3 Stage 3 Academic Appeal

Disagreement with the outcome of an academic appeal alone is not sufficient grounds to escalate an academic appeal. If the student can clearly demonstrate how the Stage 2 appeal procedure was improperly followed, a Stage 3 academic appeal can be submitted.

Stage 3 academic appeals should be submitted within 5 days of receiving the Stage 2 appeal outcome. Stage 3 academic appeals are normally responded to within 15 business days of receipt. Stage 3 academic appeal decisions are firm and final.

1. The student submits a Stage 3 Academic Appeal Form to the Registrar’s Office, specifying the Stage 2 procedural error. 

2. The Registrar’s Office reviews the submission. If the rationale for escalating the appeal is not clear, the appeal will be dismissed. 

3. The Registrar’s Office confirms receipt to the student and the Dean. The Registrar strikes an Academic Appeal Committee, with a chair (administrator) and three members representing all employee groups (administration, faculty, and support). 

4. The Registrar convenes the members of the Academic Appeal Committee within 10 business days and invites all parties related to the appeal. Although attendance is not mandatory, all parties are encouraged to attend and present their perspectives. The Registrar distributes all relevant materials to the committee prior to the meeting. 

• If the scheduling of the meeting is delayed, the Registrar will communicate this to all parties.
• If the student needs additional time, they will communicate this to the Registrar.

5. The student joins the meeting and presents their appeal to the Academic Appeal Committee, outlining the basis for the appeal. The student can bring a support person to the meeting; however, this individual is an observer and not a participant. Following their presentation, the student departs the meeting.

6. The academic representatives join the meeting and outline the rationale for their decisions. Following their presentation, the academic representatives depart the meeting. 

7. The Academic Appeal Committee reaches a consensus determination on the Stage 3 academic appeal. The possible outcomes are

• The Stage 1 appeal decision is upheld.
• The Stage 1 appeal decision is modified.
• The Stage 1 appeal decision is overturned.

8. The chair of the Academic Appeal Committee responds to the student with the outcome of the appeal, with a copy to the Dean and the Registrar’s Office.

9. The Registrar’s Office records the outcome, archives the submission, and actions any outcomes related to the student’s academic record, progression, or student status, if applicable.