University Secretariat and Legal Counsel

University Secretariat and Legal Counsel

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Policy on Transcript Terminology for Students Withdrawing from Queen's University

Approved by Senate November 23, 1995, Amended October 22, 2012, October 30, 2018

The wording "Required to Withdraw" is used by the University in place of terms such as "expelled", "suspended", etc., in all documents, correspondence, and motions.

The following withdrawal notations may appear on transcripts:

1.  Requirement to Withdraw for Breach of Academic Integrity:

a. (Effective Date): Required to withdraw from the University for a breach of academic integrity for (x) year(s) or, 

b. (Effective Date): Required to withdraw from the University for a breach of academic integrity for a minimum of (x) year(s); or

c. (Effective Date): Required to withdraw from the University for a breach of academic integrity until (specified conditions) have been met; 

Commentary:

i.   The decision as to the duration of the requirement to withdraw or the conditions that must be met is recommended by the Faculty or School for approval by SCAP.

ii.   A transcript notation for breach of Academic Integrity that contains a fixed time period is to be used when the body in authority wishes to indicate that the student may resume the program of study after the fixed period has elapsed, without having to reapply for admission.

iii.  A transcript notation for breach of Academic Integrity that contains a minimum period of time will be used when the body in authority has determined that the student may apply for readmission at the end of the minimum time period indicated. Readmission is not guaranteed.

iv.  A transcript notation for breach of Academic Integrity that contains specified conditions to be met will be used when the body in authority wishes to indicate that the student may resume the program of study after the specified conditions have been met, without having to reapply for admission.

v.   The notation for a breach of academic integrity will appear on the transcript only for the duration of the withdrawal (Notation 1(a) and (b)), or until the specific conditions have been met (Notation 1(c)), after which time the student may request that the notation be removed from the transcript. 

2. Requirement to Withdraw for Academic Performance

a. (Effective Date): Required to withdraw from the (Faculty of.../School of...) for academic performance for (x) year(s); or

b. (Effective Date): Required to withdraw from the (Faculty of.../School of...) for academic performance for a minimum of (x) year(s); or

c. (Effective Date): Required to withdraw from the (Faculty of.../School of...) for academic performance, eligible to apply at any time for readmission;

Commentary:

i.   For a student required to withdraw for academic performance, the decision as to the duration of the requirement is approved by the Faculty Board or its delegated committee.

ii.  A transcript notation resulting from poor academic performance that contains a fixed time period is to be used when the body in authority wishes to indicate that the student may resume the program of study after the fixed period has elapsed, without having to reapply for admission.

iii.  A transcript notation resulting from poor academic performance that contains a minimum period of time will be used when the body in authority has determined that the student may apply for readmission at the end of the minimum time period indicated. Readmission is not guaranteed.

iv.   A transcript notation resulting from poor academic performance that contains no specified period of time is to be used when the body in authority has determined that the student may apply for readmission at any time. Readmission is not guaranteed.

v.   The notation for poor academic performance will remain permanently on the transcript.

vi.   In cases where a student successfully appeals the requirement to withdraw for poor academic performance, the student may request that the transcript notation be removed.

vii.  If the final decision is to uphold the requirement to withdraw, the decision-maker will advise the student’s Faculty or School in writing.

3. Requirement to Withdraw for Non-Academic Misconduct

a.  (Effective Date): Required to withdraw from the University for non-academic misconduct; or,

b.  (Effective Date): Required to withdraw from the University for non-academic misconduct for (x) year(s);  or,

c. (Effective Date): Required to withdraw from the University for non-academic misconduct for a minimum of (x) year(s); or,

d. (Effective Date): Required to withdraw from the University for non-academic misconduct until (specific conditions) have been met;

Commentary:

i.  For a student required to withdraw from the University for non-academic misconduct, the decision as to the duration of the requirement to withdraw is recommended by the student conduct adjudicating body to the Provost and Vice-Principal (Academic).

ii.  A transcript notation resulting from non-academic misconduct that has no specified time period (Notation 3(a)) is to be used when the body in authority wishes to indicate that the student has been expelled and is not eligible to re-apply to the University.  This notation is reserved only for very serious cases of misconduct and may not be removed from the transcript.

iii. A transcript notation resulting from non-academic misconduct that is for a fixed period of time (Notation 3(b)) or for a minimum period of time (Notation 3(c)), is to be used when the body in authority wishes to indicate that the student may apply for readmission at the end of the time period indicated. Readmission is not guaranteed.

iv.  A transcript notation resulting from non-academic misconduct that contains specified conditions to be met (Notation 3(d)) will be used when the body in authority wishes to indicate that the student may resume the program of study after the specified conditions have been met, without having to reapply for admission.

v.  A transcript notation resulting from non-academic misconduct that is time limited or subject to certain conditions will remain on the transcript for the minimum duration of the withdrawal (Notation 2(b) and (c)), or until the specified conditions have been met
(Notation 2(d)), after which time the student may request that the notation be removed.

vi.  If the final decision is to uphold the requirement to withdraw, the decision-maker will advise the student’s Faculty or School in writing.

4. Voluntary Withdrawal

a. (Effective date): Voluntary withdrawal from the (Faculty of.../School of...).

5. Additional Information:

i.  Transcript notations concerning requirements to withdraw shall be made as prescribed by this Policy.

ii.  The "effective date" in a transcript notation will be the date determined by the body in authority as the starting date of the period for which the student is required to withdraw.

iii.  If a student appeals a requirement to withdraw, the appeal will be heard according to the appeal processes that apply to the specific kind of case involved.

iv.  In all cases, the decision-maker, and the final adjudicator if the student appeals the decision, will provide a written decision to the student.