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, as soon as possible after the decision was made. Disagreement with an academic decision is not sufficient grounds to initiate an academic appeal. Disagreement with the outcome of an academic appeal is not sufficient grounds to escalate an academic appeal. 

The academic appeal process has three levels. 

• Level 1: An appeal of an academic decision, based on one or more acceptable grounds. Level 1 academic appeal decisions are made by an academic administrator. 
• Level 2: An appeal of the outcome of the Level 1 appeal, based on a belief that the Level 1 appeal process was improperly followed, or otherwise does not align with policy ACAD 207 Academic Appeals. Level 2 academic appeal decisions are made by a senior academic administrator.  
• Level 3: An appeal of the outcome of the Level 2 appeal, based on a belief that the Level 2 appeal process was improperly followed, or otherwise does not align with policy ACAD 207 Academic Appeals. Level 3 academic appeal decisions are made by the 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.  

Where possible and if appropriate, efforts will be made to provide students with options to support their academic progression during the appeals process. 

2.1 Level 1 Academic Appeal

Level 1 academic appeals should be initiated by students in a timely manner, normally within 5 business days of the academic decision. Level 1 academic appeals are normally responded to within 5 business days. 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.  

• The student reviews ACAD 207 Academic Appeals to determine whether their concern has grounds for appeal. If so, the student collects their supporting information. The student can seek support from a Student Advisor, if needed.
• The student completes and submits a Level 1 Academic Appeal Form to the Registrar’s Office, specifying the grounds for the appeal and including associated evidence to support the appeal.
• The Registrar’s Office reviews the submission.
  • If the submission is incomplete, the Registrar’s Office will refer the submission back to the student for revision and re-submission.
  • If the appeal is not based on one or more acceptable grounds, is not timely, has been previously assessed, or is otherwise ineligible for the academic appeal process, it may be dismissed.
• If the submission is complete, the Registrar’s Office confirms receipt to the student, the employee who made the academic decision, and the academic administrator (employee’s direct manager), with a copy to the senior academic administrator. The Registrar’s Office requests that the academic administrator provide a response to the appeal.
• The academic administrator reviews the grounds for appeal, merit of the appeal, and evidence provided to determine if the academic decision was fair.
  • If additional information is required, the academic administrator may choose to meet with the student or the employee who made the academic decision.
  • If additional time is needed, the academic administrator will communicate this to the student, the employee, the Registrar’s Office, and the senior academic administrator.
• The academic administrator determines the outcome of the appeal. The possible outcomes are:
  • The academic decision is upheld.
  • The academic decision is modified.
  • The academic decision is revoked.
• The academic administrator responds to the student with the outcome of the appeal, with a copy to the employee who made the academic decision, the senior academic administrator, and the Registrar’s Office.
• The Registrar’s Office confirms receipt and records the outcome.
• The Registrar’s Office archives the submission and actions any outcomes related to the student’s academic record, progression, or student status, if applicable.

2.2 Level 2 Academic Appeal

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

• The student has evidence to support a belief that the Level 1 appeal process was improperly followed, or otherwise does not align with policy ACAD 207 Academic Appeals. The student can seek support from a Student Advisor, if needed.
• The student completes and submits a Level 2 Academic Appeal Form to the Registrar’s Office, specifying the grounds for the appeal and including associated evidence to support the appeal.
• The Registrar’s Office reviews the submission.
  • If the submission is incomplete, the Registrar’s Office will refer the submission back to the student for revision and re-submission.
  • If the appeal is not based on acceptable grounds, is not timely, has been previously assessed, or is otherwise ineligible for the academic appeal process, it may be dismissed.
• If the submission is complete, the Registrar’s Office confirms receipt to the student and the senior academic administrator, with a copy to the academic administrator who determined the Level 1 academic appeal outcome and the employee who made the academic decision. The Registrar’s Office requests that the senior academic administrator provide a response to the appeal.
• The senior academic administrator reviews the merit of the appeal and evidence provided to determine if the Level 1 academic appeal decision was fair.
  • If additional information is required, the senior academic administrator may choose to meet with the student, employee, or academic administrator.
  • If additional time is needed, the senior academic administrator will communicate this to the student.
• The senior academic administrator makes a determination. The possible outcomes are:
  • The Level 1 appeal decision is upheld.
  • The Level 1 appeal decision is modified.
  • The Level 1 appeal decision is revoked.
• The senior academic administrator responds to the student with the outcome of the appeal, with a copy to the employee who made the academic decision, the academic administrator who determined the Level 1 academic appeal outcome, and the Registrar’s Office.
• The Registrar’s Office confirms receipt and records the outcome.
• The Registrar’s Office archives the submission and actions any outcomes related to the student’s academic record, progression, or student status, if applicable.

2.3 Level 3 Academic Appeal

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

• The student has evidence to support a belief that the Level 2 appeal process was improperly followed, or otherwise does not align with policy ACAD 207 Academic Appeals. The student can seek support from a Student Advisor, if needed.
• The student completes and submits a Level 3 Academic Appeal Form to the Registrar’s Office, specifying the grounds for the appeal and including associated evidence to support the appeal.
• The Registrar’s Office reviews the submission.
  • If the submission is incomplete, the Registrar’s Office will refer the submission back to the student for revision and re-submission.
  • If the appeal is not based on acceptable grounds, is not timely, has been previously assessed, or is otherwise ineligible for the academic appeal process, it may be dismissed.
• If the submission is complete, the Registrar’s Office confirms receipt to the student and Chair of the Academic Appeal Committee, with a copy to the senior academic administrator who determined the Level 2 appeal outcome, the academic administrator who determined the Level 1 academic appeal outcome, and the employee who made the academic decision.
• 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 at least 2 business days before 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 and the Chair of the Academic Appeal Committee.
• 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.
• The academic administrator and the senior academic administrator join the meeting and outline the rationale for their decisions. Following their presentation, the academic administrator and the senior academic administrator depart the meeting.
• The Academic Appeal Committee reaches a consensus determination on the Level 3 academic appeal. The possible outcomes are:
  • The Level 2 appeal decision is upheld.
  • The Level 2 appeal decision is modified.
  • The Level 2 appeal decision is revoked.
• The Chair of the Academic Appeal Committee responds to the student with the outcome of the appeal, with a copy to the senior academic administrator who determined the Level 2 appeal outcome, the academic administrator who determined the Level 1 academic appeal outcome, and the employee who made the academic decision, and the Registrar’s Office.
• The Registrar’s Office confirms receipt and records the outcome.
• The Registrar’s Office archives the submission and actions any outcomes related to the student’s academic record, progression, or student status, if applicable.