Description of Graduate Students
Transcripts of Record
Appeals of Decisions
Senior Undergraduates in Graduate Courses
- Admission Requirements
In the Graduate Calendar, the typical Canadian university
curriculum and university system are understood to be the academic
standard of reference.
The minimum requirement for admission to a master's program
is a baccalaureate, in an honours program or the equivalent, from a
recognized university or college. The applicant must have achieved
an average standing of at least second-class honours ('B-' standing)
in the work of the last four semesters or the last two undergraduate
years (full-time equivalent). Applicants who hold the DVM degree
(or equivalent) and who are applying to the master's program must
have achieved an overall average standing of at least second-class
honours ('B-' standing) in their program. Standings higher than the
minimum 'B-' average are required in some departments for
admission to the master's program. Applicants for admission to
graduate work whose baccalaureate is not from an honours program
or the equivalent and who wish to obtain an honours equivalent
degree should direct any enquiries to Admissions Services, Office of
Applicants who wish to upgrade an honours baccalaureate
completed at a level marginally below the minimum requirement for
admission should consult Graduate Program Services, Office of
Registrarial Services, for advice on appropriate upgrading procedures
prior to applying to a graduate program.
Applicants who believe that their experiential learning may
compensate for academic standing which does not meet the
university minimum requirements are directed to contact the
program(s) of interest regarding availability of alternative admissions
Admission to doctoral programs normally requires a satisfactory
baccalaureate and at least high second-class honours ('B' standing)
in a recognized master's degree. Applicants who hold the DVM
degree (or equivalent) and who are applying to the DVSc program
must have achieved an overall average standing of at least high
second-class honours ('B' standing) in their program. Standings
higher than the minimum 'B' average are required in some
departments for admission to doctoral programs.
Admission, whether as a regular, a provisional, or a special
student (see category) is, in all cases, based upon the recommendation of
the department concerned and is subject to the approval of the dean
of Graduate Studies on behalf of the Board of Graduate Studies.
Admission to advanced courses of instruction or to the
privileges of research does not imply admission to candidacy for a
- Application for Admission
Application packages may be obtained through the graduate
secretary in any graduate program; check with the individual program
for application deadline dates. The applicant must assemble all
relevant documentation (see below) and any additional program-
specific application materials (outlined in the graduate programs
section of the Graduate Calendar) and forward the complete package
to the department to which the applicant is applying.
Transcripts: One certified copy of each previous undergraduate and
graduate transcript must be submitted. Applicants from outside North
America are strongly urged to attach official statements of the grades
obtained and the subject matter included. In instances where only one
original transcript is issued, certified copies rather than originals
should be submitted.
Letters of Recommendation: Assessment forms from two individuals
who are well acquainted with the applicant's education and abilities
must be submitted. Academic references are preferred, but former
employers are also acceptable referees.
English Proficiency: Courses at the University of Guelph are
completed in approximately 12 weeks. Students therefore must be
proficient in the use of English, both written and oral, when they
begin their studies at Guelph. The university requires that
certification of such proficiency be provided by applicants whose
first language is not English. The Test of English as a Foreign
Language (TOEFL) of the Educational Testing Service, the British
Council English Language Testing Service (IELTS, also known as
the English examination of the University of Cambridge), the
Michigan English Language Assessment Battery (MELAB), and the
Carleton Academic English Language (CAEL) Assessment are all
acceptable to the University of Guelph; official scores or results from
one of the four are regarded as acceptable assessment of proficiency.
The minimum acceptable score is 550 for the paper-based TOEFL,
213 for the computer-based TOEFL, 6.5 for British Council, 85 for
MELAB, and 60 for CAEL. (These minimum acceptable scores are
subject to change.) Applicants should make arrangements to take one
of these tests at least three to six months before the opening date of
Applicants may also choose to enrol in the University of Guelph
English language program which is offered through the Office of
Open Learning. Applicants who complete this program and receive a
level 4 standing will be considered to be eligible to apply to a
graduate program at the University of Guelph.
Other Academic Examinations: In some departments, Graduate
Record Examination (GRE) or Graduate Management Admission
Test (GMAT) scores may be used as a basis for determining the
acceptability of an applicant. Ample time should be allowed for the
results to reach Guelph.
- Refusal of Admission
Limitations of funds, space, facilities or personnel may make it
necessary for the university, at its discretion, and in spite of the
admission requirements set out above, to refuse admission to an
otherwise acceptable applicant.
- Admission of Faculty Members
Members of the faculty of the university who are:
- senior in rank to a lecturer are not eligible for admission to
master's degree studies,
- senior in rank to an assistant professor are not eligible for
admission to doctoral studies.
Permission to undertake graduate studies must be obtained from the
president of the University of Guelph.
- Conditional Admission
Conditional admission may be granted to an applicant whose
record to date is acceptable but whose application is incomplete. If
the documents are satisfactory when received, the student's admission
is confirmed. If they are unsatisfactory, admission is revoked.
- Letter of Permission
Persons completing graduate programs at universities outside
Ontario for whom it is necessary to complete some coursework at the
University of Guelph may apply for admission to a non-degree program on a Letter of Permission.
Any such students must complete the normal University of
Guelph Application for Admission form. A letter must be submitted
to Graduate Program Services by the dean of graduate studies at the
student's home university which outlines precisely what the student is
expected to complete while at Guelph. This letter must also state that
the work completed at Guelph will be a part of the student's program
at the home university. No further admission documentation is
Students admitted on a Letter of Permission will register as
special non-degree students. Students are responsible for requesting
that transcripts of work completed at Guelph be sent to their home
- Ontario Visiting Graduate Student Plan
Ontario universities currently have in place a plan whereby
graduate students may take courses at other Ontario universities
while remaining registered at their home universities. For information
concerning the regulations and procedures involved, interested
students are asked to contact the graduate studies office at their home
Description of Graduate Students
Graduate students are systematically described by category and
Regular Student: An applicant who has met the university or
program admission requirements, is considered for admission as a
Provisional Student: An applicant whose qualifications for meeting
the minimum university or program requirements appear uncertain,
may be considered for admission as a provisional student. This
category is unavailable for applicants who clearly do not meet the
minimum university admission requirements as assessed by Graduate
Program Services. While provisional, the student's program will
include at least one graduate course in each semester and may include active
involvement in supervised thesis research. If at the end of one
semester the department is satisfied with the student's progress, it will
recommend to the dean transfer to regular student status. Upon such
transfer, the student will receive credit for courses completed. If
transfer to regular student status is not achieved at the end of one
semester, the student may be permitted to continue for a second
semester as a provisional student. At the end of this time, the record
will be reviewed as before. If transfer to regular student status is not
recommended, the student may be required to withdraw.
Special Student: International students who are applying for the
internship program in the Ontario Veterinary College should make
application to be special students.
Students who are not currently registered in a graduate degree or
diploma program and who wish to take graduate courses for
professional upgrading and/or personal interest should apply to
Admissions Services. At the time of application to Admissions
Services, the applicant should indicate clearly that they wish to apply
as an undergraduate student, and that they are not registered for a
graduate degree or diploma at that time. A registered undergraduate
student may take a graduate course with the permission of the chair
or director of the academic unit offering the course and the
permission of the instructor of the course. In certain limited circumstances, graduate courses taken by graduate students may be credited to a graduate program at the University of Guelph. See Graduate Program Services for details.
Students are classified as full-time or part-time on the basis of
the program in which they are enrolled. All students have access to
university activities and facilities and are expected to take part in the
academic life of their program and the university.
Full-time Student: Full-time students apply themselves to their
graduate study as a primary responsibility. Normally graduate
students will be registered as full-time students because they are
registered in full-time programs.
Distant Student: Full-time students may be located away from the
university. If the student lives 200 km. or more from Guelph, the
student may apply to be full-time distant, which precludes the
payment of some non-tuition student fees.
Part-time Student: Part-time students are enrolled in part-time
graduate programs. This status must be declared at the time of
admission. If a program does not indicate "full-time only", applicants
may assume that a part-time option is available. Students interested in
part-time study should consult graduate programs of interest to
confirm the availability of this option. Part-time students may register
for no more than 1.0 course credits in a semester. Three part-time
semesters are regarded as the equivalent of one full-time semester in
terms of minimum program duration.
In rare instances full-time students may be allowed to transfer to
part-time if demanding circumstances relating to personal health
matters or family responsibilities exist. Documentation of the these
circumstances must be submitted to Graduate Program Services on
an annual basis. Transfer to part-time status is not related to
Pending transfer application and approval from both their
program and Graduate Program Services, part-time students may
transfer to full-time status at any time in their programs. Full-time
graduate students originally admitted to part-time programs may
transfer back to part-time status on request.
- Enrolment and Registration
Regular and Provisional Students: Each regular or provisional student will
enrol in a program of study in the jurisdiction of one of the
following academic units: (a) a single department or school, (b) an
interdepartmental committee, or (c) a centre. In each case the student
will be identified with a single department in which he or she is
deemed to be registered. Normally, the department so identified will
be the department of which the advisor is a member. Students
enrolled under (b) or (c) above will meet the degree requirements of
that unit as arranged with the department in which they are
Special Students: Each special student will register in a single
department. The chair of that department, or the chair's nominee, is
responsible for the student's program.
- Registration Procedure
Students are reminded that registration material must be
submitted by the indicated deadlines. Check the Academic Schedule
at the front of this calendar for the registration (also known as course
Normally six to eight weeks prior to the beginning of each
semester, the continuing student will file, in Graduate Program
Services, a Graduate Student Add/Drop & Change form, in order to
activate registration for the upcoming semester. The form must be
approved in the academic unit concerned before it is submitted to
Graduate Program Services. Alternatively, continuing students (with a few notable exceptions) may choose to use WebAdvisor to register. New students may register in person up until the
last date for registration for new students as announced in the
University ID cards, which are used for identification and for library and bus pass purposes, are produced and validated at Graduate Program
Services upon initial registration. Validation stickers will be provided
each semester to registered continuing students. Loss or theft of a
university card should be reported to the Library Circulation
Information Desk and to Graduate Program Services.
Normally, the registration procedure must be completed within
the dates set in the Academic Schedule in this calendar. In special
circumstances a student may be permitted to register up to 14 class
days after the opening date with an appropriate late fee being
Billing statements are sent to preregistered students by Student
Financial Services, Office of Registrarial Services, approximately
four to six weeks prior to the beginning of each semester. Payment of
account will complete the registration process. Failure to make
appropriate payment arrangements by the beginning of the semester
will result in the cancellation of enrolment (de-registration) for that
Students taking undergraduate courses must complete their
course registration by the deadline for undergraduate registration. Students wishing to register in any undergraduate course or course for audit must obtain the instructor's signature on the
Graduate Student Add/Drop & Change form.
Students registered in multi-semester courses must register in
each semester in which they are actively engaged in course
requirements, unless otherwise stated in the course description.
- Registration Changes
Changes of registration (deletion or addition of courses) may
only be made on the recommendation of the student's advisory
committee and with the approval of the dean of Graduate Studies.
Credit will be given only for courses listed on the Graduate Student
Add/Drop & Change form or authorized through an official change
of registration. When dropping two-semester courses, both semesters
of the course must be dropped. Students who wish to re-take a two semester course must re-take both parts of the course. The deadline
to drop a two-semester course is the add deadline date specified for the
second semester of the course.
- Continuity of Registration
Students are expected to register in each consecutive semester of
study until graduation. They must be registered in each semester in
which they are actively engaged in coursework or research, including
any semester in which they have any contact with university
faculty/staff or use of university facilities in connection with their
Without prior permission from the dean of Graduate Studies,
students normally cannot register at the University of Guelph while
they are registered as a student at another university. University of
Guelph graduate students, with prior permission from the dean of
Graduate Studies, may arrange a leave of absence to register at
another university. Students should consult Graduate Program
Services about the options available when planning such activities.
A regular student may make prior arrangements, subject to
review and recommendation by the department, to take a leave of
absence from graduate studies for a specified period of time, not to
exceed one year. The Board of Graduate Studies may approve a leave
of absence for students who request permission not to register for
two or more consecutive semesters. Further leave(s) of absence may
be granted subject to review and recommendation by the department
and approval by the Board of Graduate Studies. A leave of absence
approved by the Board of Graduate Studies will include adjustments
in the time allotted for completion of the graduate program. Parental
leave will be accommodated under this regulation.
The dean of Graduate Studies may routinely approve a leave of
absence for students who request permission not to register for one
semester, without adjustment to time allotted.
Failure to register or receive prior permission for a leave of
absence will be regarded as withdrawal from graduate studies at this
university. Students who wish to resume their studies must apply for
readmission; if readmitted they will be required to conform to current
A student who has not completed all the requirements for the
degree by the due date for thesis submission in a particular semester
must re-register. Candidates must be registered in the semester in
which they qualify for the degree.
In the case of conjoint or co-operative graduate programs with
other universities, arrangements will be made to ensure that the
students involved are not placed at a disadvantage with respect to
continuity of registration.
- Cancellation of Registration
A student who wishes to withdraw from the university is
expected to consult with the department graduate co-ordinator prior
to submitting the withdrawal notice to Graduate Program Services.
Within the time limits described in Refund of Fees, approval of the
withdrawal entitles the student to a refund on a prorated basis.
No such refund may be claimed without the graduate dean's
In the event that a student fails to obtain satisfactory standings
or to make satisfactory progress either in coursework or in research,
the Board of Graduate Studies may require the student to withdraw (see Departmental Review). Registration will be cancelled as of a date specified by the
Board and an appropriate refund of fees authorized.
A student who withdraws from the university must return all
outstanding loans from the library immediately upon withdrawal,
regardless of the original due date. Any items not returned will be
declared lost and their cost will be charged to the student's account.
- Advisory Committee
In all cases, the student's program of study is established and
supervised by the advisory committee. Once the committee has been
approved, no changes may be made to its membership without the
written approval of the departmental graduate studies committee and
the consent of the dean of Graduate Studies.
- Establishment of Program
After examining the student's academic record, the committee
will arrange a program appropriate for the degree. The committee
will give due consideration to relevant courses passed by the student
at any recognized university or college and any necessary placement
examinations taken. The program will include prescribed studies on
the basis of which the candidate's final standing will be determined. It
may include additional courses either chosen by the student or
specified by the committee. The program established by the advisory
committee must be submitted for approval to the dean of Graduate
Studies no later than the beginning of the student's third semester.
- Changes in Program
Once the program of courses is established, changes may be
made, subject to the approval of the advisory committee, and
reported to the dean of Graduate Studies.
- Transfer of Academic Credit
On the recommendation of the advisor and with the approval of
the department chair and the dean of Graduate Studies, a graduate
student may take, and receive credit for, graduate courses at another
university. The arrangements for these courses must be made through
the dean of Graduate Studies or the dean's delegate.
- Seminar Courses, Practica and Internships
Either a numeric grade or a designation of satisfactory (SAT) or
unsatisfactory (UNS) may be used in evaluating the student's
performance in such courses.
- Major Paper
In all non-thesis programs, the major paper is assigned a course
number and appropriate credits. The course may extend over two
semesters and the student's performance may be indicated by a
numeric grade or a satisfactory (SAT) or unsatisfactory (UNS)
designation. A copy of the major paper must be deposited in the
department or school in which the student is registered.
- Auditor Privilege
With the consent of the advisory committee, the instructor and
the department chair concerned, a student may register for and audit
all or part of a course. It is understood that the student will attend
lectures as prescribed but will not write any examination or receive
any grade. Such a course may be recorded as an additional course,
identified by AUD. Note that courses offered through distance education (section DE) may not be audited.
- Language of Instruction
The English language is used for instruction, in the writing of
examinations, and in text books used at this university (except in
modern and classical languages). The thesis and other reports must
be written in English.
- Short Courses for Graduate Teaching Assistants
Graduate teaching assistants and other graduate students may
avail themselves of short courses on specific educational topics
offered by Teaching Support Services. Information on the courses
offered in the each academic year may be obtained from Teaching
- Animal Care Instruction
All graduate students who will utilize vertebrate animals in their
research and/or who will be teaching assistants in a course involving
vertebrate animals must take a short course offered by the Animal
Care Committee or have equivalent training. Students must take this
course as early as possible in their program. See Animal Care Short Course for
A department may require examinations (oral and/or written),
from time to time, to evaluate the student's progress. Numeric grades
must be assigned to indicate the student's standing in courses except
where otherwise specified.
- Grades Schedule
In courses which comprise a part of the student's program,
standings will be reported according to the following schedule of
| A+ || 90-100%
| A || 85-89
| A- || 80-84
| B+ || 77-79
| B || 73-76
| B- || 70-72
| C+ || 67-69
| C || 63-66
| C- || 60-62
| F || 0-59
A graduate student who receives a grade of less than 60 per cent
in any course (graduate or undergraduate, prescribed or additional) is
deemed to have failed the course. The advisory committee must then
take action (see Departmental Review).
A student may not register for any course they have previously
passed unless the course is a varying content course (such as a
Special Topics course) or unless so directed by the Admissions and
Progress Committee of the Board of Graduate Studies.
| AUD || an "audited" course (additional courses only).
| INC || incomplete or course not completed. It is required that
the INC be replaced by a grade or an INF (incomplete
failure) within the next registered semester, within a maximum of two semesters following the semester in which the course was not completed.*
| INF || incomplete : failure. Students not completing the course
requirements within the prescribed time limtit (see INC above) of receiving an INC will receive an INF grade for that course.*
| INP || in progress. Multi-semester courses that are in progress will
receive the INP interim grade designation in each semester
prior to the semester of completion. Students registered in
multi-semester courses must register in each semester in
which they are actively engaged in course requirements. A
grade is recorded in the final semester of offering.
| MNR|| mark not reported. Grade has not been reported to
Graduate Program Services by department or school by the
last day for grade reports for the semester. It is required
that the MNR be replaced by a grade or an INF (incomplete
failure) within the next semester.*
| SAT || satisfactory. Used for evaluation of certain seminar and
| UNS || unsatisfactory, considered a failure. Used for evaluation of
certain seminar and practicum courses.
| WDF || withdrawn: failure. Identifies a course from which the
student withdrew after the announced last date for
dropping courses. A course dropped prior to this
last date is not recorded.
* Any student who receives an INC or MNR grade and for whom the
final grade is not received in Graduate Program Services prior to the
first day of the next semester, must be registered within a maximum of two semesters, at the end of which registered semester it is required that the INC be replaced by a grade of an INF (incomplete: failure). If the student is not registered in the
semester in which the course is completed, any submitted grade will not be accepted and the student
will receive INF as a final grade. Note that the student does not
register for the incomplete course again; when a grade is received,
the grade will replace the INC or MNR grade originally recorded.
Students who are registered may have, at the department/school
graduate committee's discretion, up to the end of that subsequent
semester to finish the course requirements before the grade of INF is
automatically recorded. Exceptions to the above, for compassionate
reasons, may be considered on appeal to the Admissions and
Progress Committee of the Board of Graduate Studies.
2. Thesis Assessment
In the thesis, numeric grades are not required; instead the work
is reported as either satisfactory or unsatisfactory.
3. Prescribed Studies
A graduate student must obtain an overall weighted average of
'B-' or better (at least 70%) in the prescribed studies, as set out in
the approved program, in order to qualify for the degree or
4. Additional Courses
In the courses which are identified as additional courses,
standings will be reported according to the schedule of grades set out
above, but will not be included in the calculation of the overall
average described in Prescribed Studies. It is understood, however, that such
additional courses are an integral part of the student's approved
5. Departmental Review
At the end of each semester the academic record and progress of
each student will be reviewed by the graduate faculty of the academic
unit in which the student is enrolled and a report therein will be
submitted by the advisor to the department graduate co-ordinator and
to the student. If the report expresses some concerns about progress
or unsatisfactory progress, a copy is submitted to the dean of
Graduate Studies. If the student fails a course or a required
examination, the advisory committee, through the academic unit, will
recommend appropriate action to the Board of Graduate Studies (see Cancellation of Registration). Only by authority of the board may a further privilege of any
kind be extended.
Every candidate for an advanced degree is responsible for
making application to graduate. The application must be filed when
the thesis is submitted at Graduate Program Services or, where a
thesis is not required, not later than the last date for thesis submission
for the convocation concerned. The graduation list will be based
upon these applications.
At the time of application for graduation, master's and doctoral
students have the opportunity to choose an alternate degree
designation to appear on the graduation diploma. A master's
candidate may choose to have "Magisteriate in ..." rather than
"Master of ...". A doctoral candidate may choose to have "Doctorate
in ..." rather than "Doctor of ...". This designation will appear on the
graduation diploma and the official transcript.
On completion of the graduate program, the student's university
card must be submitted for invalidation at Graduate Program
Services. The invalidated card is then presented at the circulation
information desk in the library, where a clearance card is issued.
Until these two steps have been taken, the student will not be eligible
for the graduate degree, for a completed transcript, or for a fee rebate
(if applicable). At least three working days must be allowed for
clearance to be completed by the Division of Circulation and
Interlibrary Services, McLaughlin Library.
Transcripts of Record
Certified official transcripts of the student's academic record are
available at Graduate Program Services. Only individually sealed
copies are valid. Transcripts will be sent to other universities, to
prospective employers, or to others outside the university only upon
formal request by the student. Application for a transcript should be
made at least three working days before it is required.
Each candidate for a graduate degree, with some exceptions, is
required to submit a thesis based upon the research conducted under
the supervision of a member of the graduate faculty. Details as to
numbers of copies and arrangements for submission are given under
the appropriate degree regulations. General specifications as to
paper, format, order and binding are available from Graduate
Submission of Thesis
When the thesis, in its final form, has been prepared after the
final oral examination, the candidate will bring two unbound copies
to Graduate Program Services. Each copy must be submitted in a
separate folder with the pages numbered and arranged in the
appropriate order. The thesis must be free from typographical and
other errors. When accepted by the dean, one copy will be retained
for microfilming and for deposit in the McLaughlin Library after
being bound. The second copy will be retained for eventual
submission to the department.
Circulation and Copying of Thesis
In normal circumstances, as a condition of engaging in graduate
study in the university, the author of a thesis grants certain licences
and waivers with respect to the circulation and copying of the thesis:
to the chief librarian a waiver permitting the circulation
of the thesis as part of the library collection;
to the university a licence to make single copies of the
thesis under carefully specified conditions;
to the National Library of Canada a licence to microfilm
the thesis under carefully specified conditions.
Provision is made for the circulation and the copying of a thesis
to be delayed for a period of up to twelve months from the date of
successful final examination, good cause being given.
Copies of the thesis shall have on the title page the words "In
partial fulfilment of requirements for the degree of Master of Arts"
(or Master of Science, etc.). The International Copyright notice (© ),
which consists of three elements on the same line (a) the letter c
enclosed in a circle, (b) the name of the copyright owner (the
student) and (c) the year should appear as the bottom line on the
title page of the thesis.
Consistent with the foregoing, the Board of Governors has
established an administrative policy on copyright. The policy
statement may be consulted in the Research Policies Handbook.
In the event that a candidate is unable to prepare a suitable
thesis, the advisory committee will so report to the graduate faculty
of the department (the candidate will receive a copy of the report).
The department chair is responsible for ensuring that the dean of
Graduate Studies is promptly and fully informed of the
Publications Arising from Research
Graduate students share with other researchers the responsibility
of disseminating information obtained in the course of their research.
Accordingly, the university encourages graduate students to publish
the results of their research projects without undue delay. In several
departments, publication of journal articles is critical for their
research programs. Such departments may establish procedures
whereby the graduate student's advisor may arrange for submission
of journal articles based on the graduate student's research, should
the graduate student fail to make such submissions. The procedures
should be in writing and should be made known to graduate students
on entry into the program.
Academic misconduct is behaviour that erodes the basis of
mutual trust on which scholarly exchanges commonly rest,
undermines the university's exercise of its responsibility to evaluate
students' academic achievements, or restricts the university's ability
to accomplish its learning objectives.
The university takes a serious view of academic misconduct and
will severely penalize students, faculty, and staff who are found
guilty of offenses associated with academic dishonesty,
misrepresentation of personal performance, restrictions of equal
opportunities for access to scholarly resources, and damage to the
integrity of scholarly exchanges. The Senate of the university has
adopted a number of policies that govern such offenses, including:
the Student Academic Misconduct Policy, the Research Misconduct
Policy, and the Student Rights and Responsibilities Regulations.
These policies will be strictly enforced.
It is the responsibility of University of Guelph students, faculty
and staff to be aware of what constitutes academic misconduct and to
do as much as possible to prevent such offenses from occurring.
Furthermore, all members of the community, students, faculty and
staff have the specific responsibility of initiating appropriate action in
all instances where academic misconduct is believed to have taken
place. This responsibility includes giving due consideration to the
deterrent effect of reporting such offenses when they do occur,
making one's disapproval of such behaviour obvious, and helping to
ensure that the university community does nothing to encourage or
facilitate academic misconduct.
University of Guelph students have the responsibility of abiding
by the university's policy on student academic misconduct regardless
of their location of study; faculty, staff and students have the
responsibility of creating an environment that discourages
Academic Misconduct is broadly understood to mean offences
against the academic integrity of the learning environment. This
would include, but is not limited to, the following examples:
a) Copying from or using prohibited material, including, but
not limited to, documentary, electronic or other aids not
approved by the instructor, in an assignment or
b) Copying another person's answer(s) to an examination
c) Improper academic practices - this includes the
falsification, fabrication or misrepresentation of material,
including research results, that is part of academic
evaluation, the learning process, or scholarly exchange.
This offence would include the reference to resources that
are known to not exist or the listing of others who have not
contributed to the work.
d) Plagiarism - in the sense of misrepresenting the work of
others as one's own. Plagiarism specifically can be
understood as: the act of copying, reproducing or
paraphrasing significant portions of someone else's
published or unpublished material, and representing these
as one's own thinking by not acknowledging the
appropriate source or by the failure to use appropriate
quotation marks. These materials include: literary
compositions and phrasing, performance compositions,
chemical compounds, art works, laboratory reports,
research results, calculations and the results of calculations,
diagrams, constructions, and computer reports or software.
Students have the responsibility to learn and use the
conventions of documentation, and, if in any doubt, are
encouraged to consult with the instructor of the course, the
academic advisor, or the department chair/director for
clarification. Instructors have the responsibility of advising
students in writing of any significant individual
interpretations of plagiarism or of any aspects concerning
paraphrasing limits or referencing formats unique to the
instruction, the discipline, or the course material.
Misrepresentation of Personal Performance
a) Submitting false, fraudulent or purchased assignments,
research, or credentials; or the falsifying or withholding of
records, transcripts, or other academic documents.
b) Impersonation - involves having someone impersonate
onself, either in person or electronically, in class, in an
examination, or in connection with any type of course
assignment or material or availing oneself of the results of
such impersonation. Both the impersonator and the
individual impersonated (if aware of the impersonation) are
subject to a penalty. In this context, plagiarism is simply
another form of impersonation that misrepresents personal
c) Submitting a false medical or compassionate certificate, or
presenting other such documentation under false pretenses.
d) Improperly obtaining, through theft, bribery, collusion or
otherwise, access to privileged information, or examination
paper or set of questions.
e) Submitting the same coursework, research, or assignment
for credit on more than one occasion without the prior
written permission of the instructors in all of the courses
f) The above provisions [2(a)-(e)] are institutional
requirements that apply to all graduate and undergraduate
courses, and to the presentation of all work, including
graduate theses, submitted for academic evaluation and
undergraduate or graduate credit. In addition to these
provisions, an instructor may require that other constraints
apply in the context of a particular course. Such constraints
may include, but are not necessarily restricted to, for
example, a ban on the use of writing or editorial services,
or the use of a research survey service. In such cases, it is
the responsibility of the instructor in charge of the course
to inform the students of these additional constraints in
writing on the course outline, and it is the responsibility of
the student in the course to abide by these constraints.
Damage to the Integrity of Scholarly Exchanges
a) Altering, destroying, hiding, or generally restricting access
to academic materials intended for general use.
b) The unauthorized removal, destruction, or theft of library
and other university academic resources.
c) Inappropriate distribution of restricted material.
d) Obstructing the academic activities of others. This involves
interfering with the scholarly activities of another or
altering or falsifying the work of others, in order to harass
or gain unfair academic advantage. This includes, but is not
limited to, interfering or tampering with experimental data,
with a human or animal subject, with a written or other
creation (e.g,, a painting, sculpture, film), with a chemical
used for research, or with any other object of study.
e) Aiding or abetting academic misconduct. Knowingly aiding
or abetting anyone in committing any form of academic
misconduct is itself academic misconduct. This may
include, but is not limited to offering essays or other
assignments with the intention that these works be
subsequently submitted for assessment.
Note: Many of these offences could also be viewed as a violation
of the Research Misconduct Policy, or the Student Rights
and Responsibilities Regulations. Students may also,
therefore, be subject to procedures and penalties outlined
in these policies.
If a student is found guilty of academic misconduct, one or more
of the following penalties may be assessed:
Requirement for submission of a new piece of work; partial
or total loss of marks on the exam/assignment; partial or
total loss of marks for the course in which the offence
An official warning that the penalty for a subsequent
offence will be either suspension from the university for a
period of up to two years or expulsion;
The rescinding of University-funded scholarships or
Suspension from the university for a period of either one or
two years. A student who wishes to be considered for
readmission after this period must make an application
that will be judged on the basis of eligibility to
A recommendation for expulsion from the university. A
student who has been expelled from the University of
Guelph is not eligible for readmission to the university for
at least five years. A student who wishes to be considered
for readmission must petition the president to have the
expulsion status removed. The president will form a
hearing committee to review the case for lifting the
admission restriction. If the committee decides to remove
the expulsion status, the student who wishes to be
considered for readmission must then make an application
that will be judged on the basis of eligibility to continue. If
the committee decides to leave the expulsion status in
place, the student must wait at least another two years
before submitting a new petition.
A recommendation for revocation/rescinding of a degree. A
person who is found guilty of academic misconduct after
having been approved for graduation, or after having a
degree conferred, may have the degree rescinded or
Note: The guidelines that deans consider when determining the
appropriate penalty are available on request from any dean.
Detection and Documentation
Response to Academic Misconduct
The responsibility for preventing and detecting academic
misconduct in an examination lies with the invigilators, although they
may make use of reports from others to assist them in detection.
In cases of suspected impersonation, the chief invigilator shall
require the student concerned to remain after the examination until
the student is satisfactorily identified. In other cases of suspected
academic misconduct, the chief invigilator shall allow the student to
complete the examination, but may take action by either:
a) requesting that the student complete the examination in
another location or setting when it is deemed that such
action will cause the least disruption to those taking the
b) confiscating the suspect material and requesting that the
student make contact with the instructor once the
examination period is over.
In any case, the chief invigilator shall give a full report, together
with any confiscated material, to the instructor-in-charge of the
course if the instructor is not the chief invigilator. In instances of
open learning courses, the material will be submitted to the director
of Open Learning. This documentation is used in consultation with
the chair/director when preparing a formal complaint.
Term Assignments, Including Research and Thesis Work.
The responsibility for detecting academic misconduct on term
assignments, etc., lies with the person responsible for evaluation and
discussion of the student's work (marker), although that person may
make use of reports from others to assist in detection. Where
academic misconduct is suspected, the marker:
a) shall retain possession of suspect material; and
b) may seek to interview the student to allay suspicion or to
In any case, the marker shall give a full report in writing
together with any confiscated material to the instructor-in-charge of
the course, or to the advisor of the student's work, if the
instructor/advisor is not the marker. This documentation is used in
consultation with the chair/director when preparing a formal
Cases Outside the Domain of Examinations or Assignments.
The responsibility for detecting academic misconduct in the
context of an academic environment that is not part of the formal
examination or assignment process must rest with the entire
university community. Where academic misconduct is suspected, but
where it is unclear whether it is directly related to a specific course,
or where the specific course is unknown, those with knowledge of an
offence should attempt to contact either the chair of the student's
department, the student's program counsellor, or the student's college
dean. If the suspected offence appears to be related to a specific
course, then the instructor of the course should be contacted.
Suspected Academic Misconduct
Where there is evidence of suspected academic misconduct
associated with a specific course, the instructor-in-charge of the
course should consult with the chair/director to help determine
whether the offence and the associated evidence/documentation
merit a formal complaint. At this stage, the student is likely to be
interviewed, but there is no obligation to do so.
When it is determined that a formal complaint is appropriate, the
chair/director shall make the complaint in writing to the dean of the
college offering the course. The complaint shall include copies of all
relevant material including a description of the method of evaluation
as described in the course outline. The dean of the college offering
the course will take the initiative in determining whether to proceed
with a complaint.
The complaint shall refer to how the offence is or is not directly
related to the assessment format (for example, "plagiarism on the 50-
per-cent term assignment".) If the formal complaint involves a final
examination or final assignment, the grade submission for the student
shall be delayed.
In those cases where the suspected misconduct is not directly
related to a specific course, the complaint may be made directly to
the dean of the student's college.
Formal Complaint Procedures for Academic Misconduct
The responsibility in all cases for deciding whether to process
the formal complaint, deem a student guilty or not, and for
determining any penalty lies jointly with the dean of the college
offering the course and with the dean of the student's college (or the
director of Open Learning, where appropriate), acting in consultation
with the provost and vice-president (academic), and where
appropriate, the dean of Graduate Studies.
The dean of the college offering the course shall contact
Undergraduate Program Services or the dean of Graduate Studies to
ascertain if any record of previous academic offenses exist. Either
dean concerned may seek further information concerning any
reported incident from the instructor or from any other person
Should the dean(s) decide that the evidence/documentation or
the offence does not merit any further action on behalf of the formal
complaint, the dean(s) will return the formal complaint to its source
and indicate the reasons for the return. A formal complaint not
processed as an accusation of academic misconduct by the dean(s)
has no official status as an accusation and no record of the complaint
shall be maintained.
Once the decision is made to process the formal complaint as an
accusation of academic misconduct, the dean of the college offering
the course shall interview the student, unless the student is
unavailable or unwilling.
The dean(s) may, after the appropriate inquiry and a guilty
verdict, impose one or more of the penalties previously listed. The
penalty is assessed by the dean(s) concerned (acting jointly) in
consultation with the provost and vice-president (academic), and
where appropriate, the dean of Graduate Studies.
If the student is deemed not guilty by the dean(s), no penalties
will be assessed, no record of the suspected offence or formal
complaint will be kept, and all parties will be informed of the final
decision by the dean(s).
Note: A student charged with academic misconduct in a
particular course or courses will not be allowed to drop the course(s)
in question during the period of the investigation. If the student is
found innocent of the charge, the student may drop the course(s). If
the student is found guilty of academic misconduct and is charged
with anything other than a warning, the student will not be allowed to
drop the course(s). If the penalty selected is a warning, the student
may drop the course(s).
Penalty Assessment for Academic Misconduct
a) Cases where expulsion is not recommended
The dean of the college offering the course shall inform
the student in writing whether he/she has been found
guilty, what penalty if any has been assessed, and of
his/her right to appeals.
The dean shall also notify the instructor, the instructor's
chair, Undergraduate Program Services, the dean of the
student's college, the dean of Graduate Studies, and the
provost and vice-president (academic).
The penalty assessed shall stand unless the student
appeals within 15 calendar days of notification.
The student may appeal against the dean's finding of
guilt or the assessed penalty. The appeal procedure is
described in the Regulations of the Senate Committee
on Student Petitions.
b) Cases where expulsion is recommended
The dean of the college offering the course shall inform
the student in writing and forward the matter to the
Senate Committee on Student Petitions for disposition.
At that time the student may request a hearing of the
Senate Committee on Student Petitions.
If a hearing is not requested, the Senate Committee on
Student Petitions will conduct a review and
subsequently notify those individuals involved with the
c) Cases where revocation/rescinding of a degree is recommended
The dean of the student's (or former student's) college
or the director of Open Learning shall inform the
student in writing and forward the matter to the Senate
Committee on Student Petitions for disposition.
At that time the student (or former student) may request
a hearing of the Senate Committee on Student Petitions.
If a hearing is not requested, the Senate Committee on
Student Petitions will conduct a review and make a
recommendation to a closed session of Senate, and will
subsequently notify the individuals involved with the
If a student is charged with academic misconduct resulting in the
dean's assignment of a penalty that consists of the loss of marks only,
the student has the right to appeal first to the dean of his or her
college. This right need not be exercised, and the student may appeal
such a penalty directly to the Senate Committee on Student Petitions.
If a mark-only appeal is not submitted to the dean within 15
calendar days of receipt of the notification, the mark penalty as
assessed shall stand unless it is appealed directly to the Senate
Committee on Student Petitions and changed as a result of such an
If the student is charged with academic misconduct, the student
may submit a petition to the Senate Committee on Student Petitions.
When there is no appeal of a mark penalty made to the dean, or when
the penalties go beyond mark penalties, then the submission of a
petition is to be made within 15 calendar days of the receipt of the
initial penalty assessment. In the case of a mark only penalty, this
petition may be made within 15 calendar days of receipt of an appeal
decision by the dean. At the time of submitting the petition, the
student may request a hearing for the next scheduled meeting of the
Senate Committee on Student Petitions.
A review by the Senate Committee on Student Petitions
involves an examination of all relevant documents to determine the
appropriateness of a dean's finding of guilt or of the assessed
penalty. In the case where a petition is received after the 15 day limit
and a mark penalty is the only penalty assigned, the committee will
seek to determine whether the penalty was first appealed to the dean.
The procedures for conducting a review and for holding a hearing
are set out in the Regulations of the Senate Committee on Student
Following a review or hearing, the Senate Committee on
Student Petitions may take one or more of the following courses of
a) confirm a finding of guilt;
b) reverse a finding of guilt (in which case no penalty shall
c) confirm a penalty;
d) assess a different penalty.
Record Of Academic Misconduct
Undergraduate Program Services, or the dean of Graduate
Studies, shall place in the student's file a record of all academic
misconduct for which the student is penalized. This record shall be
expunged from the student's file upon graduation, or completion of a
certificate or diploma for open learners. Students who do not
graduate from the University of Guelph or another university may
submit an appeal to the Senate Committee on Student Petitions to
have the record expunged no sooner than 5 years after the date of last
registration. Students who have graduated at another accredited
university may submit verification of graduation to Undergraduate
Program Services, Office of Registrarial Services, and have their
record expunged. The record for expulsion is permanent, unless
removed by petition to the president.
Access to the record of academic misconduct will be limited to
those involved in processing appeals and those involved in
processing additional complaints against the student. It is normally
assumed that the penalties for repeat offenders will be more severe
than those assigned for first offenses.
Grade reassessment is the process of reviewing the calculation
of grades, or the methods and criteria used to establish final grades,
or the application of academic regulations or procedures in course
grading. The outcome of a grade reassessment may be a grade
increase, a grade decrease, or no change to the grade. The detection
of errors or omissions in the calculation of final grades will result in
the assignment of a revised grade. Students normally initiate grade
reassessments, but instructors may initiate this process. In the event
that the reassessment results in a change in grade, the department
chair may arrange for the review of the grades of other students in
the course and ensure that other grades are changed, if necessary.
Calculation Errors or Omissions
Students who believe there have been errors or omissions in the
calculation of their final grade for a course may request a grade
reassessment. They must submit a request in writing to the chair of
the department offering the course within 14 working days of
receiving notification of the grade. The request must pertain to work
completed in the course and must contain a statement of the specific
reasons why the grade does not adequately reflect academic
performance in the course. Students must also submit relevant
assignments or tests that have been returned to them.
The chair shall forward the student's request to the instructor
and the instructor shall respond to the chair within one week. The
instructor has the responsibility of reviewing the appropriateness of
the assigned grade in relation to the student's work, and of ensuring
that the calculation of marks is accurate. The instructor must reply to
the chair, in writing, giving assurance that the review is complete.
If there is a change in the grade, the chair will forward a Grade
Reassessment form to the college dean. Upon approving the grade
change, the dean signs the form and forwards it to Graduate Program
Services. Graduate Program Services will advise the student in
writing of the change of grade. If there is no change to the grade, it is
the chair's responsibility to inform the student in writing.
Methods or Criteria Used in Establishing Final Grades
The course outline distributed to the class at the beginning of the
semester defines the methods and criteria used in establishing final
grades for a course. The methods and criteria must conform to the
grading procedures established by Senate.
A student who believes that the methods or criteria used by an
instructor in determining a final grade are unfair, unreasonable or
inconsistent with the course outline, must request the chair of the
department offering the course to review the methods or criteria used.
The student must submit the request in writing within 14 working
days of receiving notification of the grade and must state the reasons
for the request.
The chair shall attempt to resolve the matter to the satisfaction of
both parties. Both the instructor and the chair are free to discuss the
student's work with the student or another instructor in the
department, but are not obliged to do so. The student, instructor, or
chair of the department may request an internal or external assessor
who shall be identified by mutual agreement between the instructor
and the student. If agreement as to the assessor cannot be reached
within 10 working days, the chair shall notify the dean of the
College, who shall select the assessor in consultation with the parties.
If both parties are able to come to an agreement, the chair shall
prepare a statement of the agreement to be signed by both parties. If
the agreement results in a change to the grade of the student, the
chair shall send a copy of the statement to the college dean who shall
inform Graduate Program Services.
If at any time the chair decides that the matter cannot be
resolved informally, he or she will terminate all efforts at
reconciliation and notify both the student and the instructor of this
decision in writing. Results of any internal or external assessment
must be included. The chair will advise the student that an appeal
can be made to the Senate Committee on Student Petitions. The
student must appeal to the committee within 10 working days of
being advised of the termination of the chair's efforts. In cases where the student, instructor, or chair of the department has requested an internal or external assessment of the student's work, the materials submitted to the Petitions Committee must include a copy of the internal or external assessment obtained by the chair.
Misapplication of an Academic Regulation or Procedure
Students who believe that the misapplication of an academic
regulation or procedure has affected their final grade in a course,
must discuss their concern with the instructor. If the concern is not
resolved to their satisfaction they may submit a complaint in writing
to the chair of the department offering the course within 14 working
days of receiving notification of the grade.
If the chair has reason to believe that the instructor has not
adhered to the grading procedures established by Senate or other
academic regulations of Senate, the chair will consult with the faculty
member and, if necessary, the college dean, to resolve the matter. If
the matter cannot be resolved the chair will advise the student that the
student can appeal to the Senate Committee on Student Petitions
within 10 working days.
When it is necessary for action to be taken with respect to
unsatisfactory performance by a graduate student, the following
process applies. The advisory committee makes a recommendation to
the department graduate studies committee which forwards a
recommendation to Graduate Program Services. The dean of
Graduate Studies ensures that the student is aware of the
department's recommendation and is offered the opportunity to make
a submission. The recommendation of the department and any
submission from the student are considered by the Admissions and
Progress Committee of the Board of Graduate Studies. The
Admissions and Progress Committee makes a decision on behalf of
the Board of Graduate Studies.
At any stage of the above process, a graduate student may
request a reconsideration. It is hoped that communication with the
advisor, the chair of the departmental graduate studies committee and
the Admissions and Progress Committee will be forthright and
Appeals of Decisions
Circumstances may arise in a graduate student's program where
requests for changes are considered by the Admissions and Progress
Committee of the Board of Graduate Studies. Examples are requests
for extended leaves of absence and requests for the removal of course records. In the event
of a negative decision, the graduate student may, within 14 days of
notification of the decision, request re-evaluation by the Admissions
and Progress Committee. Such a request should be accompanied by
any information not previously available to the committee. If the
negative decision is maintained, the student may, within 90 days of
notification of the decision, appeal to the Senate Committee on
Student Petitions. The decision of the Senate Committee on Student
Petitions is final.
In the event of a decision by the Admissions and Progress
Committee that the student be required to withdraw, the graduate
student may, within 90 days of receiving notification of the decision,
appeal to the Senate Committee on Student Petitions. Details
concerning appeals may be obtained from the secretary of Senate.
The decision of the Senate Committee on Student Petitions is final.
Senior Undergraduates in
Under exceptional circumstances a senior registered
undergraduate student may take a graduate course with the
permission of the chair or director of the academic unit offering the
course and the permission of the course instructor. The graduate
course may be used as credit toward an undergraduate honours
degree, with the permission of the chair of the department
responsible for the undergraduate program. The course may not be used as a credit toward a future graduate program at the University of Guelph.
In the course of completing their degree requirements,
undergraduate or graduate students may discover, or help discover,
technology which might be patentable and/or have the possibility for
commercial development. Any students who suspect this might be
the case should, without delay, contact their research advisor, if
appropriate, and the Office of Research. Although the rights to such
inventions are owned by the university, a student who is an inventor
or co-inventor would share in any revenues earned by the invention
according to the university's Inventions Policy.
The Office of Graduate Studies has attempted to ensure the accuracy of this
on-line Graduate Calendar. However, the publication of information in this document does not
bind the university to the provision of courses, programs, schedules of studies, fees, or facilities as
listed herein. Other limitations apply.