VIII--Regulations and Procedures

Academic Consideration and Appeals

The University of Guelph is committed to supporting students in their learning experiences and responding to their individual needs. To this end a broad network of advising, counselling, and support services is provided to assist students in meeting their personal and academic goals. The University is aware that a variety of situations or events beyond the student's control may affect academic performance. Support is provided to accommodate academic needs in the face of personal difficulties or unforeseen events. Procedures for academic appeals are designed to ensure that every effort is made at these times to provide appropriate accommodation and consideration, thus enabling students to complete course and program requirements as quickly as possible.

Knowledge of the procedures, early action on the student's part, timely consultation with the instructor(s) and/or program counsellor, and immediate provision of any required documentation will facilitate a prompt, co-ordinated institutional response.

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 conditional 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, 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.

It is the University's policy that students will be accommodated if they experience a conflict between a scheduled mid-term examination and a religious obligation. Students must contact the instructor-in-charge to make alternate arrangements. A listing of recognized major religious holidays is available from the Office of Student Affairs. Verifying documentation may be required and the granting of consideration is at the discretion of the University.

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.

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. 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 will be asked to provide documentation for the period affected. The student should submit this documentation to the program counsellor who will then advise the instructor of the need for consideration. When the psychological difficulty affects final examinations or final assignments, Counselling Services, upon receipt of student authorization, will send documentation to the program counsellor .

3. Compassionate Grounds

   Unforeseen circumstances beyond the student's control in either their 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 semester work resulting from a compassionate circumstance. If the circumstance is more significant, the student must consult with the program counsellor. Generally, work commitments will not constitute grounds for academic consideration.

Incomplete Semester Work

Semester work consists of term assignments, tests or labs that must be completed before the last class day. Instructors are responsible for granting academic consideration for semester work. Types of consideration that may be granted by an instructor include the setting of a make-up test, transferring the weight of a missed assignment to the final, extending a deadline or allowing the resubmission of an assignment. If the student feels that appropriate consideration has not been granted by the instructor the program counsellor should be consulted for advice on an appropriate course of action.

For missed final assignments, projects or tests, see Incomplete Final Examinations/Final Assignments.

Student's Responsibilities

If due to illness or compassionate circumstances you are unable to complete any portion of the semester's work you 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 before the last scheduled day of classes.

If the illness or compassionate circumstance is such that it could affect your overall semester performance or the ability to meet the final class day deadline, you should consult your program counsellor regarding an appropriate course of action.

Instructor's Responsibilities

Faculty members are urged to exercise discretion when requiring certification of illness and are encouraged not to require documentation when the assessment in question constitutes a small proportion of the course grade, or when alternative means for carrying out the assessment are available.

If the student does not submit all of the required work by the final mark deadline, the instructor shall refer the situation to the Academic Review Sub-Committee using the procedures outlined under Incomplete Final Examinations/Final Assignments. The instructor can not grant extensions beyond the final date for submission of grades. When final work is incomplete, the instructor should advise the student to contact the program counsellor.

Program Counsellor's Responsibilities

If the student and the instructor cannot arrive at a mutually agreeable accommodation, the program counsellor may act as a mediator.

If final examinations are not written or final term assignments, projects, or work term reports are not completed by the end of classes, 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 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 you are unable to complete a final requirement of the course and wish academic consideration, you 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 the Academic Programs Section, Office of the Registrar or your program counsellor. Deadlines for Academic Review Sub-Committee meetings can be found in Section III-Schedule of Dates.

Information on the academic review process is highlighted below under Academic Review.

Instructor's Responsibilities

In courses where a student has not written a required final examination or has not submitted a final assignment, 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 failing grade.

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.

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 either approval to write an examination or to submit a final assignment. Both will normally be required to be completed in the second week of classes of the following semester. The Schedules Section, Registrar's Office will inform the student of the deadline for the deferred privilege (see Deferred Privilege).

The Academic Review Sub-Committee of each program committee meets three times each semester as follows:

• after the third day of the add period.
• after the twentieth class day.
• after the twentieth class day.

Refer to Section III -- Schedule of Dates, for the submission deadlines for each of these meetings.

A request for academic consideration should be made to the Academic Review Sub-Committee during, or immediately after, the semester to which it refers. If a student is appealing a required to withdraw decision, the student should submit the "Request for Academic Consideration" form by the first deadline of the next semester.

The Academic Review Sub-Committee will consider requests for academic consideration with regard to:

1. Course results (e.g. late drop of a course(s) with or without failure, deferred or supplemental privileges, credit status).
2. Meeting the continuation of studies requirements (e.g. probationary status).
3. Meeting the graduation requirements.

All requests are to be made in writing, preferably type-written, on the "Request for Academic Consideration" form available from the Academic Programs Section, Office of the Registrar or the program counsellor. Request forms must be accompanied by relevant supporting documentation. Requests that are inadequately documented or that lack clarity will not be dealt with but will be returned to the student. The student should meet with the program counsellor for advice on the preparation and submission of requests for academic consideration.

When the form is complete, the student should retain the third copy along with copies of all documentation submitted. The form, with the original documentation attached, should be submitted to the student's program counsellor or to the Academic Programs Section, Office of the Registrar.

The Assistant Registrar, Academic Programs Section, or designate, shall prepare the agenda for each meeting of the Academic Review Sub committee, maintain a record of the committee's decisions and immediately inform each student in writing as to the disposition of the request.

Grade re-assessment is the process of reviewing the calculation of grades, or the methods and criteria used to establish final grades for a student in a course or misapplication of an academic regulation. The outcome of a grade re-assessment 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 re-assessments, but instructors may initiate this process. However, instructors must not use the grade re-assessment process to:

• grant extensions for submission of work beyond the end of the semester (see Academic Consideration and Appeals);
• change the student's continuation of study status;
• improve the student's program or specialization average; or
• submit late grades (see Final Grades).

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 no later than the 10th class day of the succeeding semester. The request must pertain to work completed during the semester 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 five class days. 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 and totalling of marks is accurate. The instructor must reply to the chair, in writing, giving assurance that the review is complete.

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 and be continually reviewed by the department (see Final Grades).

Students who believe that the methods or criteria used by an instructor in determining a final grade have been unfair, unreasonable or inconsistent with the course outline, should request the chair of the department offering the course to review the methods or criteria used. They should submit the request in writing by the 20th day of the subsequent semester and should state the reasons for the request.

The chair shall make an effort to resolve the matter to the satisfaction of both parties as soon as possible without referring the matter to a third party or to a department committee.

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 dean who shall take the appropriate action and inform the Academic Programs Section, Office of the Registrar.

If at any time the chair decides that the student is alleging discriminatory treatment on the basis of gender, race, creed, colour, nationality, ancestry, or place of origin, the chair will consult the President immediately through the dean of the college. The President shall decide whether or not to refer the matter to the University Policy Committee on Human Rights.

Academic regulations and procedures pertaining to grades can be found in the subsection of the "Grades" section entitled "Grading Procedures". Students who believe that the misapplication of an academic regulation or procedure has affected their final grade in a course should 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.

The Senate Committee on Student Petitions is comprised of students, faculty and the registrar. 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 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

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.

1996-97 Undergraduate Calendar VIII--Regulations and Procedures

Last revised: August 28, 1996. Contact: ccrenna@registrar.uoguelph.ca.