Graduate Appeals Procedures

 

Definition

An appeal is a request for exemption from a Departmental or Senate regulation on compassionate or medical grounds or because of extenuating circumstances OR a request that a grade on a particular piece of work or a final standing in a course or program be changed.

Procedures

In the case of a graduate student, the successive levels for an appeal are:

  • Course Instructor (informal consultation)
  • Departmental Graduate Chair
  • Dean of the School of Graduate and Postdoctoral Studies
  • Senate Review Board Academic.

Appeals relating to a specific course (e.g., against a mark, grade, appropriateness of assignments or examinations, or grading practices) must be initiated with the appropriate course instructor.

Appeals on other matters should be initiated in the office having immediate jurisdiction for the particular requirement or regulation in question. Students in doubt as to the appropriate level at which appeals should be initiated should consult the Departmental Graduate Chair.

The initial step of the appeals procedure should be completed as soon as possible but no later than six weeks from the date of the action or decision giving rise to the appeal. It is, therefore, the responsiblity of the student to initiate an appeal at the earliest possible opportunity and the university officer concerned to act upon the request as expediciously as possible.

Legal counsel is not permitted below the level of the SRBA. However, the appellant does have the right to be accompanied by a colleague.

In the case of an appeal relating to a specific course:

  1. A resolution of the problem should first be attempted through informal consultation with the instructor. If the instructor fails to act, or cannot or will not be physically available within a reasonable time period, the appeal may be forwarded directly to the Graduate Chair.
  2. If the student is dissatisfied with the decision at the previous level, a written statement of appeal may be made to the Graduate Chair within three weeks of the date of the previous decision. The written request need not be lengthy but should clearly indicate the details of the appeal and the relief requested. The Graduate Chair, within three weeks of the receipt of the formal appeal, will call a meeting of an Ad-Hoc Committee of Appeal (AHCA) which will consist of at least the following:
    • The Graduate Chair
    • a Departmental member, appointed by the Graduate Executive Committee, who is also a member of the Faculty of Graduate Studies and who is not the instructor being challenged
    • a Computer Science graduate student appointed by Computer Science graduate students.

    The AHCA may ask the persons concerned to appear at the meeting.

    Note: If the complaint is against the Graduate Chair, the Department Chair or designate will act in the Graduate Chair's place.

    The Graduate Chair, on behalf of the AHCA will notify the appellant and professor, in writing, of the committee's decisions and recommendations (including reasons for the decision) within one week of the meeting.

  3. Following an appeal to the Graduate Chair, the student, if not satisfied with the decision of the committee, may then appeal to the Dean of the School of Graduate and Postdoctoral Studies. (See School of Graduate and Postdoctoral Studies, General Information, Section I, Petitions and Appeals)

In the case of an appeal which is a request for exemption from a Departmental regulation:

  1. A resolution of the problem should first be attempted through informal consultation with the Graduate Chair. If the Graduate Chair fails to act, or cannot or will not be physically available within a reasonable time period, the appeal may be forwarded directly to the Departmental Chair.
  2. If the student is dissatisfied with the decision at the previous level, a written statement of appeal may be made to the Graduate Chair within three weeks of the date of the previous decision. The written request need not be lengthy but should clearly indicate the details of the appeal and the relief requested.

    The Graduate Chair, within three weeks of the receipt of the formal appeal, will call a meeting of an Ad-Hoc Committee of Appeal (AHCA) which will consist of at least the following:

    • The Graduate Chair
    • a Departmental member, appointed by the Graduate Executive Committee, who is also a member of the Faculty of Graduate Studies and who is not the instructor being challenged
    • a Computer Science graduate student appointed by Computer Science graduate students.

    The AHCA may ask the student concerned to appear at the meeting.

    The Graduate Chair, on behalf of the AHCA will notify the appelant, in writing, of the committee's decisions and recommendations (including reasons for the decision) within one week of the meeting.

  3. Following an appeal to the Graduate Chair, the student, if not satisfied with the decision of the committee, may then appeal to the Dean of the School of Graduate and Postdoctoral Studies. (See School of Graduate and Postdoctoral Studies, General Information, Section I, Petitions and Appeals)

 

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