University of Guelph 2003-2004 Undergraduate Calendar

VIII--Undergraduate Degree Regulations and Procedures

Supplemental Privilege Procedures

A student must apply to the Academic Review Sub-Committee for a supplemental privilege no later than the fifth day of classes of the semester following the failure (see Failed Courses in this section). In considering the request, the Academic Review Sub-Committee will consult with the course instructor to obtain information on the student's performance during the course, the instructor's recommendation concerning the appropriateness and feasibility of a supplemental privilege, and the nature of the supplemental privilege. If the Academic Review Sub-Committee approves the request, the department (instructor) responsible for the course will determine the nature of the privilege, which could be a written exam, an oral exam, an assignment, a laboratory practical, or any other method or combination of methods of evaluation.

Note: Students in the B.Sc.(Eng.) Program should refer to the B.Sc.(Eng.) Program regulations under Conditions for Continuation of Study in Section X.

Note: Students in the D.V.M. Program should refer to the D.V.M. Program regulations under Conditions for Continuation of Study in Section X.

Student's Responsibilities

The student must request a supplemental privilege by submitting the request to the Academic Review Sub-Committee and the fee for the privilege (refer to Section VI--Schedule of Fees) no later than the fifth class day. Students are encouraged to submit their request before classes begin to allow for receipt of a decision within the add period. The granting of the request is normally limited to the described special circumstances having due regard for the student's performance in the course. Course requirements and the student's previous performance may play a significant role in determining whether a privilege is appropriate and/or feasible.

In the case of an examination supervised by the Office of Registrarial Services, it is the student's responsibility to appear on the correct date and time as designated by the Office of Registrarial Services.

If the requirement is beyond an examination supervised by the Office of Registrarial Services, the student must contact the instructor within 5 days of notification in order to clarify the details of the condition. Students are advised to have the instructor complete a form indicating the exact nature and due dates of the supplemental requirements, which may also include the satisfactory completion of an examination supervised by the Office of Registrarial Services (refer to Section III--Schedule of Dates). If the student is unable to make contact with the instructor, the chair of the department offering the course must be contacted. If the required contact is not made the University will assume that the student does not intend to complete the requirements, and the supplemental privilege will be cancelled.

Academic Review Sub-Committee's Responsibilities

The Academic Review Sub-Committee, upon receiving a request from the student, and after consulting with the instructor and reviewing the student's course performance, will determine whether a supplemental privilege should be granted. When a supplemental privilege has been requested, but not granted, Undergraduate Program Services, Office of Registrarial Services, will inform both the student and the instructor. When a supplemental privilege has been requested and granted, Undergraduate Program Services will advise the Schedules Section, Office of Registrarial Services, of the decision along with the instructor's recommendation concerning the nature of the supplemental privilege. The Schedules Section will inform the instructor that the supplemental privilege has been granted, and will also inform the student, clearly indicating the nature of the supplemental privilege.

Instructor's Responsibilities

An instructor should not proceed with any supplemental privilege for a student until official notification of the granting of the privilege has been received from the Academic Review Sub-Committee or the Office of Registrarial Services. Upon request from the Academic Review Sub-Committee, the instructor will provide the performance record of the student for the course, make a recommendation as to the appropriateness and feasibility of a supplemental privilege, and indicate clearly the conditions that would be necessary to ensure that the requirements for the course are fulfilled (see also reference to examinations, immediately below).

If the Academic Review Sub-Committee grants consideration, and upon request from the student, the instructor will complete a form advising the student of the exact nature and due dates of the requirements for the supplemental privilege. If the requirement includes, or takes the form of, the satisfactory completion of a two-hour examination supervised by the Schedules Section, the instructor will have indicated this on the recommendation to the Academic Review Sub-Committee, and by the Wednesday of the third week of classes shall send to the Schedules Section, Office of Registrarial Services an examination for each student granted such a privilege, plus one extra copy per course. If the exam is significantly different from another two hour exam already completed by the student, the instructor must make this clear on the form provided to the student. For example, if the student had originally been assessed on a final exam covering only the last four weeks of the semester, and is now to be assessed on a comprehensive two hour exam, the nature of the new examination needs to be communicated directly to the student at the time the supplemental privilege is granted.

Within ten days of completion of the supplemental privilege requirements, the instructor will forward to the Department Chair an indication as to whether the student has passed or failed the supplemental privilege. The supplemental privilege should be completed by at least the thirtieth class day of the semester following the failure.

Department Chair's Responsibilities

In the case where the Academic Review Sub-Committee or student is unable to make contact with the instructor to determine the details of the supplemental privilege, the chair should take the necessary steps to assist in determining the requirements for completing the supplemental privilege.

The department chair will initial all decisions submitted by instructors upon the completion of a supplemental privilege by individual students (i.e. pass or fail). These decisions will be forwarded to the Examinations Clerk, Schedules Section, Office of Registrarial Services, by the thirty-sixth class day of the semester following the failure.

Registrar's Responsibilities

The Schedules Section, Office of Registrarial Services will prepare an examination timetable for those students granted a privilege that includes, or takes the form of, a two-hour examination to be supervised by the Schedules Section. The Schedules Section will inform the student and instructor of the date, time, and location of any examination to be supervised by them. Examinations supervised by the Schedules Section as part of the supplemental privilege process are normally scheduled during the fourth week of classes (refer to Section III--Schedule of Dates). The Schedules Section is also responsible for invigilating these examinations and forwarding the examinations to the instructor for evaluation.

Undergraduate Program Services, Office of Registrarial Services, will inform students of the results of the completion of the supplemental privilege and update the student's record where appropriate.


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Admission inquiries: Admission Services ~ ~ ~ General calendar inquiries: Undergraduate Program Services ~ ~ ~ Last revision: 14 May 2003

2003 Office of Registrarial Services, University of Guelph