VIII. Associate Diploma Regulations and Procedures

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Academic Consideration, Appeals and Petitions

Academic Consideration

The University will consider granting consideration for courses if there are sufficient extenuating medical, psychological or compassionate circumstances. Academic Consideration may take the form of an extended deadline, a deferred privilege, a late drop of a course(s) with or without failure, withdrawal from a semester with or without academic failure, or permission to continue on probationary status. A deferred privilege could take the form of approval to write a missed final examination or the completion of a course requirement after the end of the semester. Academic consideration is granted when acceptable medical, psychological or compassionate circumstances affect any portion of the semester work. Generally, work commitments will not constitute grounds for academic consideration. Depending upon the circumstances and whether the semester work is complete, consideration may be granted by the instructor, the program counsellor or the Academic Review Sub-Committee of the program in which the student is registered.

Students will need to assess the extent of the difficulty they face and the possible implications on their course work. For instance, an illness which lasts one or two days resulting in a missed deadline can usually be resolved between the faculty member and the student, often without documentation. Circumstances which affect the student's ability to attend classes, write term tests or meet assignment deadlines for an extended period of time may require more formal documentation and consideration. Students are encouraged to seek documentation if the situation extends for a significant length of time. The program counsellor, who is the dean's designate, should be contacted regarding appropriate procedures and documentation.

The program counsellor is the student's advisor in all matters pertaining to academic consideration and can assist in defining an appropriate course of action (counsellor names and locations can be found in Section VII--Academic Counselling). It is the student's responsibility to consult the program counsellor as soon as extenuating circumstances affect academic performance, in order to initiate action, and provide any required documentation.

All available evidence, including the student's performance during the semester, will be given careful consideration when making a decision. Procedures to follow in each case are outlined below. Questions about procedures and deadlines should be directed to the program counsellor.

Grounds for Academic Consideration

Where possible, requests for academic consideration are to be accompanied by supporting documentation. Students unsure of documentation requirements are encouraged to contact their program counsellor.

1. Medical Grounds

For academic consideration based on medical grounds a student may be asked to provide documentation for the period of the illness. The necessity for documentation will depend in part upon the length of the illness and the amount of work missed during this time. Such documentation will always be required in the event of a request for consideration beyond the grade submission deadline for the course. If the medical situation results in missed semester work, the student should contact the instructor, presenting medical documentation where warranted. If the absence due to illness is of a duration that will affect a number of courses or completion of the semester's work, the student must contact the program counsellor for advice and consideration.

When the absence affects final examinations or final assignments the student should go to Student Health Services or a personal physician for documentation. The student must present the medical documentation to the program counsellor.

2. Psychological Grounds

For academic consideration based on psychological grounds the student may be asked to provide documentation for the period affected. The necessity for documentation will depend in part upon the length of the problem and the amount of work missed during this time. Such documentation will always be required in the event of a request for consideration beyond the grade submission deadline for the course. The student should submit this documentation to the program counsellor who will then advise the instructor of the need for consideration. If the difficulty is of a duration that will affect a number of courses or completion of the semester's work, the student must contact the program counsellor for advice and consideration.

3. Compassionate Grounds

Unforeseen circumstances beyond the student's control in either his/her personal or family life may affect academic performance. The procedure to follow to request academic consideration based on compassionate grounds depends upon the severity of the circumstance and the amount of work missed. Students may wish to contact the instructor for consideration for missed work resulting from a compassionate circumstance. If the circumstance is more significant, or if the consideration sought will go beyond the grade submission deadline for the course, the student must consult with the program counsellor. Generally, work commitments will not constitute grounds for academic consideration.

Incomplete Course Work

Instructors are responsible for granting academic consideration, if applicable, for course work up to the grade submission deadline for the course. Types of consideration that may be granted by an instructor include the setting of a make-up test, re-weighting the value of course assignments, extending a deadline or allowing the resubmission of an assignment (up to the grade submission deadline for the course). Students should consult with their program counsellor for advice on an appropriate course of action if:

  1. the student feels that appropriate consideration has not been granted by the instructor, or

  2. if the medical, psychological or compassionate circumstance is such that it could affect overall semester performance or the ability to meet the course grade submission deadline.

Student's Responsibilities

If due to medical, psychological or compassionate circumstances a student is unable to complete any portion of the course's work the student should:

  1. Inform the instructor-in-charge of the course in writing.

  2. If the instructor requests it, supply documentation. If documentation is unavailable, consult your program counsellor.

  3. Complete and submit missed work by the new deadline established by the instructor.

  4. Consult with the program counsellor if circumstances warrant (see a) and b) above).

If the medical, psychological or compassionate circumstance is such that it could affect overall semester performance or the ability to meet the course grade submission deadline, the program counsellor should be consulted regarding an appropriate course of action.

Instructor's Responsibilities

Faculty members should exercise discretion when requiring documentation, particularly when the assessment in question constitutes a small proportion of the course grade, or when alternative means for carrying out the assessment are available.

The Board of Undergraduate Studies recommends that faculty make every effort to accommodate students representing the University in extracurricular activities when there is a conflict between those activities and the requirements of the course.

If the student does not submit all of the required work by the course grade submission deadline, the instructor shall refer the situation to the Academic Review Sub-Committee. The instructor cannot grant extensions beyond the final date for submission of grades for the course.

Program Counsellor's Responsibilities

If the student and the instructor cannot arrive at a mutually agreeable accommodation to complete course requirements prior to the course grade submission deadline, the program counsellor may act as a mediator. The program counsellor may discuss the issue with the department chair if appropriate.

In the event that medical, psychological or compassionate circumstances are affecting the student's overall performance, the program counsellor will ensure that the student's instructors are advised that academic consideration based on medical or compassionate grounds is warranted. In such cases the program counsellor may be of assistance in co-ordinating instructors' responses to the request for consideration.

Academic Review

If final examinations, term assignments, projects, work term reports or other course requirements are not completed by the course grade submission deadline, academic consideration is not the responsibility of the faculty member but rather, the responsibility of the Academic Review Sub-Committee of the program in which the student is registered.

A request for academic consideration should be made to the Academic Review Sub-Committee during, or immediately after, the semester to which it refers.

A request to change an earlier decision of the Academic Review Sub-Committee may be made only on the basis of relevant information not previously submitted. Students wishing to resubmit a "Request for Academic Consideration" form with additional supporting documentation should consult their program counsellor. Students who believe that the decision of the Academic Review Sub-Committee is inappropriate may appeal the decision to the Senate Committee on Student Petitions within 90 days of the academic review decision (see Petitions). The Senate Committee will not normally consider any appeals submitted past this deadline.

Student's Responsibilities

If due to medical, psychological or compassionate circumstances the student is unable to complete a final requirement of the course by the course grade submission deadline and wishes academic consideration, the student should:

  1. Consult with the program counsellor for advice on the appropriate consideration that should be requested.

  2. Submit a request for consideration on the "Request for Academic Consideration" form available from Undergraduate Program Services, Office of Registrarial Services or the program counsellor. Deadlines for Academic Review Sub-Committee meetings can be found in Section III--Schedule of Dates.

Instructor's Responsibilities

In a case where a student has not completed course requirements by the course grade submission deadline, the instructor shall complete the "Instructor's Recommendation" form recommending that the student be granted one of:

  1. a passing grade

  2. credit standing

  3. a deferred privilege

  4. a grade reflective of work completed to date

1, 2, or 3 will only be granted by the Academic Review Sub-Committee if the medical evidence or compassionate reasons have been verified and accepted. 4 will be granted if the medical or compassionate circumstances presented are inadequate or insufficiently documented. The instructor should include with the Instructor's Recommendation Form any documentation provided to the instructor by the student in support of the academic consideration request.

A student who receives credit standing will receive credit in the course without a numerical grade. This course will not be included in the student's overall average or specialization average.

A deferred privilege could be approval to write an examination and/or to submit an assignment(s). Deferred privileges are normally required to be completed early in the following semester, refer to Section III--Schedule of Dates. The Schedules Section, Office of Registrarial Services, will inform the student of the deadline for the deferred privilege (see Deferred Privilege).

If on the basis of acceptable medical, psychological or compassionate documentation a numerical passing grade or credit standing is granted rather than a deferred privilege, the student may request the deferred privilege. The request must be submitted in writing to Undergraduate Program Services, Office of Registrarial Services, by the end of the add period for the following semester.

Co-operative Education Program - Appeal Process

Students may be required to withdraw from the Co-op Education program for any of the following reasons:

  1. Work Term and Work Preparation Related Issues

    1. The student leaves the employer without approval during the work term.

    2. The student is dismissed with just cause from a work term.

    3. The student receives an “Unacceptable” Co-op Work Performance Evaluation by the employer

    4. The student did not complete COOP *1100 or did not receive a passing grade.

  2. Academic and Work Term Schedule of Studies Related Issues

    The student does not follow the approved academic and work schedule including:

    1. Maintaining full-time academic status during academic semesters (minimum 2.0 credits per semester).

    2. Successfully completing the requirements for each of the approved scheduled academic semesters.

    3. Completing no more than five full-time academic semesters in their co-op program before beginning the first work term.

    4. Completing COOP *1100 in the semester scheduled.

    5. Completing a Fall, Winter and Summer work term, unless otherwise agreed to.

  3. . Academic Related Issues

    1. The student does not have the required minimum 70% cumulative average after full-time studies in first year, based on a minimum of 2.0 credits in each of the Fall and Winter semesters.

    2. The student receives an “Unsatisfactory” Co-op Work Report Evaluation.

Appeal Process

A student who is required to withdraw from the Co-op Education program has the option to appeal. In the case where a student wishes to apply for re-admisson to the program, the student must appeal the “Required to Withdraw from Co-op” decision no later than the 15th class day after notification. Students cannot re-apply for admission to the Co-op Education program in subsequent terms.

  1. Work Term and Work Preparation Related Appeals

    If the student is required to withdraw from the Co-op Education program on the basis of Work Term or Work Preparation related reasons and wishes to appeal this decision, the appeal must be submitted to the Co-op Appeal Committee using the Co-op Appeals Form. The form can be obtained from the Co-operative Education & Career Services Office. The decision of the Co-op Appeal Committee is final.

  2. Academic and Work Term Schedule of Studies Related Appeals

    If the student is required to withdraw from the Co-op Education program because he/she has not followed the Academic and Work Term Schedule of Studies and wishes to appeal this decision, the appeal must be submitted to the Academic Review Sub-committee, according to the procedures outlined in Section VIII of the Undergraduate Calendar under “Academic Consideration, Appeals and Petitions”.

  3. Academic Related Appeals

    1. If the student is required to withdraw from the Co-op Education program because he/she does not attain the 70% cumulative average required and wishes to appeal this decision, the appeal must be submitted to the Academic Review Sub-committee, according to the procedures outlined in Section VIII of the Undergraduate Calendar under Academic Consideration, Appeals and Petitions.

    2. If the student wishes to appeal an “Unsatisfactory” Work Report Evaluation, the appeal must be submitted according to the regulations outlined in Section VIII of the Undergraduate Calendar under Grade Reassessment.

Petitions

The Senate Committee on Student Petitions is comprised of students, faculty and a representative of the Office of Registrarial Services. It is responsible for assessing and disposing of cases submitted to it by any undergraduate or graduate student of the University. The Senate Committee on Student Petitions will consider petitions and conduct hearings on requests which fall under one of the following:

  1. Appeals of decisions of Academic Review Sub-Committees involving medical, psychological or compassionate grounds. Petitions has the same options for consideration available to it as the Academic Review Sub-Committee (see Academic Consideration).

  2. Appeals of academic misconduct decisions.

  3. Petitions concerning the methods and criteria used by an instructor in assigning a grade. The Committee does not consider appeals for grade reassessment unless the request concerns the methods and criteria used by the instructor.

  4. Appeals of an Admissions Committee decision regarding readmission to a program. The Committee will consider appeals concerning readmission provided the appeal is on the grounds of procedural unfairness or bias on the part of the Admissions Committee.

Petitions Concerning a Course Grade(s) Involving Medical, Psychological or Compassionate Grounds

A student may appeal any decision of the Academic Review Sub-Committee to Petitions. The appeal must be submitted to the Office of the Judicial Officer within 90 days of receiving notification of the decision. Requests submitted after this deadline will not normally be considered.

Students should speak to the Judicial Officer before submitting a petition to ensure proper completion of the form.

The Committee will not normally consider a petition concerning an illness or incident that occurred at some time in the past unless there is a reasonable explanation for the delay in submitting the petition.

Petitions Concerning Methods and Criteria Used by an Instructor in Assigning a Course Grade

Before submitting such a petition the student must have submitted a written appeal to the chair of the department of the instructor assigning the course grade and have received from the chair of the department a written statement that every effort has been made at the department level to resolve the issue. The student must provide the Judicial Officer with a clear and concise statement of the allegations.

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