Queen's Search Arts & Science Home   
Queen's University Link to Faculty of Arts and Science Home
  Continuing & Distance Studies Student Services International Programs Office 

Faculty of Arts and Science Calendar

Academic Calendars

Search

2010-2011 Academic Year

Arts and Science Academic Regulations and University Policies III††† Appeals on Matters Other than Those Related to Academic Integrity


III††† Appeals on Matters Other than Those Related to Academic Integrity

1††† Levels of Appeal
There are three levels of appeal within the Faculty of Arts and Science:
a††† The instructor;
b††† The Office of the Associate Dean (Studies); and
c††† The Board of Studies.

These levels of appeal deliver a decision addressing the academic issues raised in the case. Information on these appeals is available from F200 Mackintosh-Corry Hall (www.queensu.ca/artsci/appeals/index.html).

The SARD policy establishes a University-wide body, the University Student Appeal Board (USAB), which provides a final internal appeal process. The USAB that is created by the SARD policy is intended to have a relatively narrow jurisdiction for dealing with appeals (see www.queensu.ca/secretariat/senate/policies/SARD_Policy.pdf at s.21).

a††† APPEALS TO THE INSTRUCTOR
Process
i†††† If an academic decision is questioned by a student, the student will first take up the matter informally with the instructor who made the decision, in order to ensure that the instructor is aware of all the facts which the student believes are pertinent to the decision.

ii††† This should be done as early as possible and must be done within 21 calendar days of communication of the decision to the student.

iii††† The instructor will normally give a reconsidered decision within 21 calendar days of receiving the additional information that the student has presented.

iv††† If a student is not satisfied with the decision of an instructor or a Department, an appeal may be made to the Office of the Associate Dean (Studies).

ii††† Matters that may be Appealed to the Instructor
The following matters may be appealed to the instructor:

i††† Instructorsí decisions on grading of term work (see Appeal of Academic Decisions, section 3g); and

ii††† Instructorsí decisions on grading of final examinations (see Appeal of Academic Decisions, section 3h).

b††† APPEALS TO THE OFFICE OF THE ASSOCIATE DEAN (STUDIES)
Process
i††† Appeals must be received in the Faculty Office within 21 calendar days of the initial decision that is being appealed (see Appeal of Academic Decisions, section 2b).

ii††† An appeal fee must also be submitted with the appeal documents.

iii†† Students must complete the Associate Dean (Studies) Appeal Form and include a letter outlining the nature of their concerns. The student must clearly explain the extenuating circumstances and their impact upon the student. The appropriate supporting documentation must be appended to the appeal.

iv††† If material in addition to that supplied by the student will be considered, the student must have at least 10 calendar days to review and respond to that material.

v††† In cases where facts are in dispute or there are issues of credibility, the student or the Associate Dean (Studies) may request a meeting in addition to the written appeal.

vi††† Students have the right to be accompanied by a Dispute Resolution Advisor to meet with the Associate Dean (Studies). If a student seeks formal legal representation, he or she should notify the Associate Dean (Studies) in advance.

vii††† The Associate Dean (Studies) will inform the student in writing of the decision, normally within 21 calendar days after the date at which the appeal is considered complete.

viii††† If the student is not satisfied with the decision reached by the Associate Dean (Studies), the next stage of review lies with the Board of Studies.

ii††† Matters that may be Appealed to the Office of the Associate Dean (Studies)
The Faculty of Arts and Science permits students to appeal the following matters to the Office of the Associate Dean (Studies):

i††† To add a course after the last official date for adding courses (see Academic Regulation 5);

ii††† To drop a course after the last official date for dropping courses (see Academic Regulation 5);

iii††† To request aegrotat (AG) standing in a course (see Academic Regulation 18c);

iv††† To request credit (CR) standing in a course (see Academic Regulation 18c);

v††† To request an extension of the deadline to complete a deferred exam (ED) in a course (see Academic Regulation 18c);

vi††† To request an extension of the deadline to submit incomplete work (IN) in a course (see Academic Regulation 18c);

vii††† Instructorsí decisions on grading term work (see Academic Regulation 13a);

viii††† Instructorsí decisions on grading final examinations (see Academic Regulation 13b);

ix††† To request to complete any part of the third or fourth year of an honours degree program at another university (Fall-Winter Session) (see Academic Regulation 7); and

x††† A requirement to withdraw (see Academic Regulations 20b and c).

c††† APPEALS TO THE BOARD OF STUDIES
Process
i††† Appeals must be received in the Faculty Office within 21 calendar days after the decision of the Associate Dean (Studies).

ii††† There is no fee for the appeal to the Board of Studies.

iii††† Students must complete the Board of Studies Appeal Form and include a letter that addresses the written statements made by the Associate Dean (Studies) in denying the appeal.

iv††† All letters and documentation considered by the Associate Dean (Studies) in reaching a decision will be forwarded to the Board of Studies.

v††† No additional information should be supplied, as the role of the Board of Studies is to review the decision of the Associate Dean (Studies) based on the same information available to the Associate Dean (Studies) at the time the decision was made. If new material is included, the appeal will be redirected to the Associate Dean (Studies) for reconsideration. After assessing new information, the Associate Dean (Studies) may decide to overturn the previous decision or to redirect the appeal to the Board of Studies for consideration. (see www.queensu.ca/artsci/appeals/terms.html).

vi††† Students must have at least 10 calendar days to review and respond to the materials under consideration by the Board of Studies.

vii††† In cases where facts are in dispute or there are issues of credibility, the student or the Board of Studies may request an oral presentation, in addition to the written appeal.

viii††† Students have the right to be accompanied by a Dispute Resolution Advisor to meet with the Board of Studies. If a student seeks formal legal representation, he or she should notify the Board of Studies in advance.

ix††† In general, with the exceptions of appeals related to final examinations, final grades, or non-academic discipline where other criteria will apply, appeals to the Board of Studies are only granted where there are significantly extenuating circumstances, beyond the studentís control, that would merit the waiving of a particular Faculty regulation or decision.

x††† The Board of Studies will inform the student in writing of the decision, normally within 21 calendar days after the date of the meeting of the Board of Studies to decide the appeal.

xi††† The decisions of the Board of Studies on academic matters are final (see the Senate Policy on Student Appeals, Rights and Discipline, www.queensu.ca/secretariat/senate/policies/).

xii††† If the student is not satisfied with the process undertaken by the Associate Dean (Studies) or the Board of Studies, the next stage of review is with the University Student Appeal Board.

ii††† Matters that may be Appealed to the Board of Studies
The Faculty of Arts and Science permits students to appeal the following matters to the Board of Studies:

i††† To add a course after the last official date for adding courses (see Academic Regulation 5);

ii††† To drop a course after the last official date for dropping courses (see Academic Regulation 5);

iii††† To request aegrotat (AG) standing in a course (see Academic Regulation 18c);

iv††† To request credit (CR) standing in a course (see Academic Regulation 18c);

v††† To request an extension of the deadline to complete a deferred exam (ED) in a course (see Academic Regulation 18c);

vi††† To request an extension of the deadline to submit incomplete work (IN) in a course (see Academic Regulation 18c);

vii††† Instructorsí decisions on grading term work (see Academic Regulation 13a);

viii††† Instructorsí decisions on grading final examinations (see Academic Regulation 13b);

ix††† To request to complete any part of the third or fourth year of an honours degree program at another university (Fall-Winter Session) (see Academic Regulation 7); and

x††† A requirement to withdraw (see Academic Regulations 20b and c).

d††† APPEALS TO THE UNIVERSITY STUDENT APPEAL BOARD (USAB)
Process
i††† Appeals to USAB must be received in writing within 2 weeks of having received a decision from the Board of Studies (see www.queensu.ca/secretariat/senate/policies/SARD_Policy.pdf).

ii††† Students should contact Harry Smith, Coordinator of Dispute Resolution Mechanisms (613 533-6495; email: drm@queensu.ca) to be informed of the appeal process.

ii††† Matters that may be Appealed to the USAB
If a student believes that there are reasons for an appeal on other than academic grounds, the student may set in motion the system for handling appeals as recorded in the Senate Policy on Student Appeals, Rights and Discipline, by appealing to the University Student Appeal Board.

2††† Limitations on Appeals
a††† WHO MAY APPEAL
Only students registered in the Faculty of Arts and Science are eligible to initiate an appeal using the Facultyís appeal procedure (see Faculty Jurisdiction With Respect To Student Appeals of Academic Decisions at www.queensu.ca/secretariat/senate/policies/FacJuris.html).

b††† TIMELINE OF APPEALS
Any appeal of an academic matter must be made within 21 calendar days of the decision under review. This timeline is in place for several reasons. First, the 21-day timeline offers students time to seek academic counselling, to write up and submit an appeal, and to collect the supporting documents necessary to the appeal.

Second, the appeal timeline is in place to ensure that decision making takes place in a timely manner, allowing students to continue in their academic programs without ongoing concern for unresolved matters.

Third, the appeal timeline is in place to ensure fair decision making. The interested parties and the original contexts within which the matter originated may not be available after this time period. Over time, instructors, course content, the norms of evaluating course materials, and program structures may and generally do change. Furthermore, the supporting documents necessary to any appeal may no longer be available or their credibility may more easily come into question. Therefore, the inability to reconstruct accurately the circumstances leading to the original matter under appeal can compromise the decision-making process.

The principle of a limitation on timelines for review of academic matters conforms to precedents throughout the University. Most notably, Senate regulations on examinations require that final examinations be retained for up to one year from the date of writing. This policy assumes that students should be allowed sufficient time to query examination marks but also that the timeline for reconsideration is limited. Within the Faculty of Arts and Science for instance, transcript notations such as ED (Examination Deferred) and IN (Incomplete) are considered to have a finite standing: an ED is removed after one year, and an IN is removed at the end of the term following that in which the course is offered.

Exceptions to this regulation can only be granted in cases where extenuating circumstances beyond a studentís control render the student unable to appeal within the specified timeline. The student must be able to show that the extenuating circumstances were ongoing. The student must also be able to demonstrate that these circumstances prevented the student from acting between the time the original decision was received and the time at which the appeal was eventually initiated. Appeals of the regulation governing the timeline for appeals must be submitted in writing. An appeal of this type should include a presentation of the specific reasons for the delay and must include documents that support the reasons for this delay. Note that students are not able to revisit the same time period in submitting subsequent appeals. For example if a student has appealed to drop a course(s) without academic penalty in the Fall Term he or she is not able to make a second appeal in relation to that same time period.

NOTE††† No appeal may be made 21 days after a student has graduated.

3††† Matters that May be Appealed
a
††† TO ADD A COURSE AFTER THE LAST OFFICIAL DATE FOR ADDING COURSES
Students must be registered in a course(s) to be eligible to attend or otherwise participate in lectures, laboratories, tutorials, tests, and examinations associated with the course(s) (see Academic Regulation 10a).

Appeals to add a course late must clearly demonstrate the significant extenuating circumstances, beyond the studentís control, which prevented him or her from making the addition by the published deadline. A medical certificate or other documentation that outlines how the personal extenuating circumstances hindered the studentís ability to add the courses(s) during the published deadlines should be provided with the letter of appeal. The student must also have support from the Undergraduate Chair of the relevant department and the course instructor.
TIME LIMIT††† An appeal to add a course must be must be submitted to the Arts and Science Faculty Office within 21 calendar days of the first day in which the course is offered.

b††† TO DROP A COURSE AFTER THE LAST OFFICIAL DATE FOR DROPPING COURSES
Appeals to drop a course late must clearly demonstrate the significant extenuating circumstances, beyond the studentís control, which prevented him or her from dropping the course by the published deadline. A medical certificate or other documentation that outlines how the personal extenuating circumstances hindered the studentís ability to drop the courses(s) during the published deadlines should be provided with the letter of appeal. Note that courses in which a student has received a passing grade may not be dropped. Instead, students with extenuating circumstances should consider an appeal for CR standing (see Academic Regulations 10b and 18c).
TIME LIMIT††† An appeal to drop a course must be submitted within 21 calendar days of the end of the examination period in which the course was offered.

c††† TO REQUEST AEGROTAT STANDING (AG) IN A COURSE
Aegrotat standing is reserved for a student who, because of illness or other extenuating circumstances beyond their control, is unable to complete all the work of the course. At least 60 per cent of the work to be evaluated in the course (assignments, midterms, laboratories, final examination, as specified in the course outline) must be completed. A medical certificate or other documentation that outlines how the personal extenuating circumstances affected the studentís academic performance should be provided with the letter of appeal. A letter of support from the instructor should also be included. If this request is granted, the instructors involved will be asked to provide an estimated final grade (e.g., 65 AG) or, if that is not possible, to advise whether the student may be granted credit for the course without a grade (e.g., CR AG) (see Academic Regulation 18c).
TIME LIMIT††† An appeal for aegrotat standing must be submitted no later than 21 calendar days after the end of the examination period in which the course was offered.

NOTE††† A student may be granted aegrotat or credit standing for a maximum of 6.0 credits over the course of an entire degree program (see Academic Regulation 18c).

d††† TO REQUEST CREDIT STANDING (CR) IN A COURSE
Credit standing is reserved for a student who has completed and passed all of the work of the course, including the final examination, but due to illness or other extenuating circumstances beyond his or her control, earned a substantially lower grade than might have been expected. Normally CR standing is only awarded for grades between 50 and 60 per cent. A medical certificate or other documentation out-lining how the personal extenuating circumstances affected the stu-dentís academic performance should be provided with the letter of appeal. A letter of support from the instructor should also be included (see Academic Regulation 18c).
TIME LIMIT††† An appeal for credit standing must be submitted no later than 21 calendar days after the end of the examination period in which the course was offered.

NOTE††† A student may be granted aegrotat or credit standing for a maximum of 6.0 credits over the course of an entire degree program (see Academic Regulation 18c).

e††† TO REQUEST AN EXTENSION OF THE DEADLINE TO COMPLETE A DEFERRED EXAMINATION (ED) IN A COURSE
As outlined in Academic Regulation 18c, a student affected by extenuating circumstances may ask the course instructor that the final examination be delayed for up to one year from the original examination date. If the first request is granted, a further request to write a final examination after that year has elapsed must be made through a formal appeal to the Associate Dean (Studies). A medical certificate or other documentation outlining how the personal extenuating circumstances prevented the student from writing the examination should be provided with the letter of appeal. A note from the instructor agreeing to the extension and stating a revised date for completion of the final examination should also be included.
TIME LIMIT††† An appeal for the extension of the deadline to com-plete a deferred examination (ED) beyond one year must be made within the calendar year following of the date of the final examination.

f††† TO REQUEST AN EXTENSION OF THE DEADLINE TO SUBMIT INCOMPLETE WORK (IN) IN A COURSE
As outlined in Academic Regulation 18c, a student affected by extenuating circumstances may ask the instructor for incomplete standing (IN) for a maximum of one full term after the completion of a course. If the first request is granted, a further request to submit incomplete work after the term has elapsed must be made through a formal appeal to the Office of the Associate Dean (Studies). A medical certificate or other documentation explaining how the personal extenuating circumstances prevented the student from completing the outstanding work should be provided with the letter of appeal. A note from the instructor agreeing to a revised final date for completion of the course work in question should also be included.
TIME LIMIT††† An appeal for the extension of the deadline to submit incomplete work (IN) must be made before the end of the term following the term in which the course was offered.

g††† TO REQUEST A REVIEW OF INSTRUCTORSí DECISIONS ON GRADING OF TERM WORK
A student may request a review of any grade assigned in a course subject to the marking scheme set out by the course instructor(s). It is the responsibility of the student to preserve all exercises, papers, reports and other graded material for the course and to submit these materials. In any formal appeal of term work, the student must accept the responsibility for ensuring that the work presented for reassessment is in fact the original term work submitted for evaluation (see Academic Regulation 13a).

i††† As a first step, the student should request an informal review with the instructor concerned, and instructors are strongly encouraged to consent. If the request for an informal review is denied, the student may ask for the assistance of the Office of the Associate Dean (Studies) in order to facilitate an informal review.
TIME LIMIT††† This request should be made within 21 calendar days of the grade being received. Usually the instructor will provide a reconsidered grade within 21 calendar days of the receipt of the request.

ii††† The reconsideration of the work in question will be undertaken by two reviewers appointed by the Office of the Associate Dean (Studies) or delegate (normally the Head of the relevant academic unit). One of the two reviewers will be the original instructor, unless the student can demonstrate bias on the part of the original instructor. The review will involve a rereading of the work in question.
TIME LIMIT††† An appeal on grading of term work must be submitted within 21 calendar days after the student has received the mark from the instructor.

h††† TO REQUEST A REVIEW OF INSTRUCTORSí DECISIONS ON GRADING OF FINAL EXAMINATIONS
A student may request a review of his or her final examination papers. For this purpose, final examination paper means the final examination question paper in a course and the graded answer paper written by the student which, by Senate policy, must be retained for a period of 12 months (see www.queensu.ca/secretariat/senate/policies/finexam.html) (see Academic Regulation 13b).

i††† As a first step, the student should request an informal review with the instructor concerned, and instructors are strongly encouraged to consent.
TIME LIMIT††† This request must be made within 21 calendar days of receipt of the final mark. The instructor will normally provide a reconsidered grade within a further 21 calendar days of receipt of the request and any further information being submitted by the student. However, access to the final examination paper may not be granted before the final marks are released.

ii††† If the request for an informal review is denied or if the student is not satisfied with the instructorís decision under step i above, the student may appeal the decision, in writing, to the Office of the Associate Dean (Studies). The appeal must include copies of all relevant documents, including the examination in question and the answer paper written by the student.
TIME LIMIT††† The appeal must be submitted to the Office of the Associate Dean (Studies) within 21 calendar days of receiving the instructorís decision.

i††† TO REQUEST TO COMPLETE ANY PART OF THE THIRD OR FOURTH YEAR OF AN HONOURS DEGREE PROGRAM AT ANOTHER UNIVERSITY (FALLWINTER SESSION)
Normally the last two years of the honours degree are taken in the Faculty of Arts and Science at Queenís. Students in good academic standing (i.e. on a degree program with a minimum weighted cumulative average of 60 per cent, fewer than 6.0 failed credit attempts, and not on academic probation) may spend the third or fourth year of an honours program at another university with the written permission of the department(s) of concentration and the Associate Dean (Studies). The studentís appeal should directly address how courses taken at another university will fulfill the concentration requirements. If approved, these students must obtain a Letter of Permission from the Arts and Science Faculty Office prior to enrolling in courses at another university. Students may not appeal for Letters of Permission retroactively (see Academic Regulation 7 for the rules related to Letters of Permission and course transfer requirements).
TIME LIMIT††† Students should be aware that the appeal process can take up to 21 calendar days and the application process for the Letter of Permission can take two to three weeks. In addition, should the appeal be approved and the Letter of Permission granted, students must then meet the host universityís admission dates.

j††† TO REQUEST TO WAIVE A REQUIREMENT TO WITHDRAW

i††† To request to waive a requirement to withdraw for one year
i††† Appeals to the Associate Deans (Studies)
Appeals requesting that a requirement to withdraw be waived must clearly demonstrate how significantly extenuating circumstances, beyond the studentís control, affected his or her academic performance. In cases where the extenuating circumstances are ongoing rather than temporary, the student should also indicate how these personal challenges will be managed if the requirement to withdraw is waived. A medical certificate or other official documentation that verifies the extenuating circumstances should be provided with the letter of appeal (see Academic Regulation 20b). (For steps on appealing to the Office of the Associate Dean (Studies), see Appeal of Academic Decisions, section III1b.) If the requirement to withdraw is waived, the Associate Dean (Studies) may impose conditions governing the studentís subsequent registration. In these cases the studentís status may be changed from full-time to part-time, or the student may be required to seek the permission of the Associate Dean (Studies) in order to register.
TIME LIMIT††† An appeal of the requirement to withdraw must be submitted within 21 calendar days of the receipt of the letter from the Associate Dean (Studies) informing the student of the decision that the student must withdraw.

ii††† Appeals to the Board of Studies
A student who wishes to appeal the decision of the Associate Dean (Studies) regarding an appeal of a requirement to withdraw may appeal in writing to the Board of Studies. (For steps on appealing to the Board of Studies, see Appeal of Academic Decisions, section III1c.)

ii††† To request to waive a requirement to withdraw for a minimum of three years
i††† Appeals within 21 days of ruling
a††† Appeals to the Associate Dean (Studies)
Appeals requesting that a requirement to withdraw be waived must clearly demonstrate how significantly extenuating circumstances, beyond the studentís control, affected his or her academic performance. In cases where the extenuating circumstances are ongoing rather than temporary, the student should also indicate how these personal challenges will be managed if the requirement to withdraw is waived. A medical certificate or other official documentation that demonstrates extenuating circumstances should be provided with the letter of appeal (see Academic Regulation 20c). (For steps on appealing to the Office of the Associate Dean (Studies), see Appeal of Academic Decisions, section III1b.)

If a student is within 2.0 credits of a degree and has a 60.0 per cent average on courses passed, or has accumulated 5.0 or more failures in a single academic session, that studentís case will be reviewed by the Associate Dean (Studies), who may view the appeal with greater leniency (see Academic Regulation 20cii).

If the requirement to withdraw is waived, the Associate Dean (Studies) may impose conditions governing the studentís subsequent registration. In these cases the studentís status may be changed from full-time to part-time, or the student may be required to seek the permission of the Associate Dean (Studies) in order to register.
TIME LIMIT††† An appeal of the requirement to withdraw must be submitted within 21 calendar days of the receipt of the letter from the Associate Dean (Studies) informing the student of the decision that the student must withdraw. Further appeals to the Office of the Associate Dean (Studies) for a requirement to withdraw for a minimum of three years will not be entertained until those three years have elapsed.

b††† Appeals to the Board of Studies
A student who wishes to appeal the decision of the Associate Dean (Studies) regarding an appeal of a requirement to withdraw may appeal in writing to the Board of Studies. (For steps on appealing to the Board of Studies, see Appeal of Academic Decisions, section III1c.)
TIME LIMIT††† An appeal of the requirement to withdraw must be submitted within 21 calendar days of the receipt of the final decision of the Associate Dean (Studies).

ii††† Appeals after three years have elapsed
a††† Appeals to the Office of the Associate Dean (Studies)
After the minimum withdrawal period of three years, a student who wishes to return to the Faculty of Arts and Science must appeal to the Associate Dean (Studies). The appeal should contain an outline of what the student has done during the period of withdrawal and an academic plan for the completion of their degree program. The appeal should provide evidence of their capability to succeed in the proposed academic program.

If a student is within 2.0 credits of a degree and has a 60.0 per cent average on courses passed, or has accumulated 5.0 or more failures in a single academic session, that studentís case will be reviewed by the Associate Dean (Studies), who may view the appeal with greater leniency (see Academic Regulation 20cii).

If the requirement to withdraw is waived, the Associate Dean (Studies) may impose conditions governing the studentís subsequent registration. In these cases the studentís status may be changed from full-time to part-time, or the student may be required to seek the permission of the Associate Dean (Studies) in order to register.
TIME LIMIT††† An appeal of the requirement to withdraw may be submitted at any time after the minimum withdrawal period of three years has elapsed.

b††† Appeals to the Board of Studies
A student who wishes to appeal the decision of the Associate Dean (Studies) regarding an appeal of a requirement to withdraw may appeal in writing to the Board of Studies. (For steps on appealing to the Board of Studies, see Appeal of Academic Decisions, section III1c.)

Arts and Science Academic Regulations and University Policies III††† Appeals on Matters Other than Those Related to Academic Integrity
previous page next page next chapter

Privacy Statement | Campus Map | Code of Conduct | Computer Code of Ethics | Senate Academic Policies | Student Services | Search