Appeals as discussed in the following sections, including re-reads, will be handled according to the University's Procedures for Student Appeals in Academic Matters. Unless the CGPS Dean agrees otherwise, the first formal step in grievance procedure is to be taken within 30 days of the alleged grievance. Other time limits for appeals will be those applying in the College to which the student's academic unit belongs.  See Policy 2.1 for information about admission decision appeals.

16.1. ASSESSMENT IN COURSEWORK

A student who is concerned with the evaluation of coursework shall first seek to have the matter resolved through consultation with the instructor. Such consultation shall occur within 30 days of evaluation. Under exceptional circumstances, the Dean of the College of Graduate and Postdoctoral Studies may extend the consultation period. If the student is not satisfied that the matter has been resolved appropriately, or if the course instructor is not available for consultation, the graduate chair and/or head of the academic unit shall be consulted.

If the matter cannot be resolved through consultation within the academic unit, the student should contact the Office of the Associate Dean in the College of Graduate and Postdoctoral Studies. Where applicable, the Associate Dean will provide the student with the opportunity to invoke a formal re-assessment by completing the Request for and Report of Re-Assessment Form available from the Office of the University Secretary and paying the required fee.

Where any assessment matter cannot be resolved through re-assessment, such as results of an oral examination, the student will be informed of their right to petition the Graduate Academic Affairs Committee for formal appeal.

To initiate a formal appeal, a notice of appeal must be delivered to the Graduate Academic Affairs Committee Secretary within the College of Graduate and Postdoctoral Studies within 30 days of the final ruling that is being appealed.

Upon receipt of the notice of appeal, an academic hold will be placed on the student account.  Where a negative decision of CGPS is being appealed, the student record will reflect the negative decision pending the outcome of the appeal.  

The Graduate Academic Affairs Committee Secretary shall constitute an appeal board composed of two faculty members of Graduate Council and one graduate student.  One of the faculty members shall be appointed chair.  When possible, the appeal board shall be comprised of members of the Graduate Academic Affairs Committee.  Conflict of interest will be avoided when constituting the appeal board.

The suitability of any member of the hearing board may be challenged by the appellant or the respondent.  The hearing board will make a ruling on the member’s suitability being challenged, and the member will be replaced when/if appropriate.

The hearing will be scheduled to occur as quickly as possible, and no later than 30 days after receipt of notice of appeal. 

Members of the hearing board, the appellant, and the respondent shall receive copies of all supporting documents to be considered in the hearing as well as a copy of University Council’s Regulations on Student Appeals in Academic Matters in advance of the hearing date.  Also in advance of the hearing, all people expected to be in attendance of the hearing will be identified.  When possible, notification of the date, time, and location for the hearing, and dissemination of documents will occur seven days in advance of the hearing, and no later than two days in advance of the hearing.

The appellant and respondent are each entitled to have one advocate, inclusive of legal counsel.

Witnesses relevant to the matter may be called by either party to provide information in the hearing.

Parties to the hearing are limited to the appellant and/or advocate, the respondent and/or advocate, relevant witnesses, the hearing board, and the secretary.  At the discretion of the chair, the appellant and/or respondent may request up to three non-participatory observers.  Additional consideration may be given for non-participatory observers for training or other relevant purposes.

If the appellant or respondent does not attend the hearing as scheduled, the hearing may proceed at the discretion of the hearing board.  If the hearing cannot be scheduled at a time when each party can be accommodated, the appellant and/or respondent may be represented by an advocate.

All information relating to the hearing shall be shared with the appellant and respondent equally.  Neither party shall have any communication with the hearing board in the absence of the other party.

Shortly before the hearing begins, the hearing board and secretary will meet in camera to discuss process. 

The secretary or the chair of the hearing board will call the parties into the boardroom where the hearing is to be held.

The chair will ask for round table introductions.

The chair will ask the appellant and respondent parties if they agree that the matter is before a properly constituted hearing board.  If there was a negative response, the hearing board shall consider the matter and make a ruling. 

The appellant (or advocate) is invited to present their case by providing a statement.  The hearing board members, followed by the chair, and then the respondent will have the opportunity to ask questions.  The appellant will then invite his/her first witness to make a statement.  After the witness statement, the hearing board members, followed by the chair, and then the respondent will have the opportunity to ask questions.  This will continue until all of the appellant’s witnesses have presented.  Questions will be asked only when invited by the chair.

The respondent (or advocate) is then invited to present their case by providing a statement.  The hearing board members, followed by the chair, and then the appellant will have the opportunity to ask questions.  The respondent will then invite his/her first witness to make a statement.  After the witness statement, the hearing board members, followed by the chair, and then the appellant will have the opportunity to ask questions.  This will continue until all of the respondent’s witnesses have presented.  Questions will be asked only when invited by the chair.

The appellant and then the respondent will be provided the opportunity to provide a closing statement.  The chair will seek affirmation from the appellant then the respondent that each party was provided the opportunity to present all information relevant to the matter.

At the end of the hearing, the hearing board will meet in camera to determine a ruling.  The ruling of the hearing board will be final.  The student will be notified of the results in writing within 15 days of the hearing board’s decision.  The results of the hearing will be shared with the student’s supervisor, chair of the graduate program, the office of the dean/executive director of the home academic unit, the office of the dean of CGPS, the University Secretary, and the Registrar.  Where applicable, the student’s record will be updated immediately following the notification of results of the hearing.  Such updates may include, but are not limited to, changes to individual course marks, changes to registration, changes to academic standing, etc.

Grounds for an appeal are limited.  Information can be found in Section V. B. 1.of University Council’s Regulations for Student Appeals in Academic Matters. Such an appeal would be submitted to the University Secretary.

16.2. STANDING IN PROGRAM

A student may appeal matters relating to standing in the program including, but not limited to, program progression, recommendations for requirements to discontinue (RTD), leave requests, probationary terms, and graduation eligibility.

In all instances, the student should seek to resolve the issue informally with the student’s advisory committee, the chair of the graduate program, and the head of the academic unit.

If the matter cannot be resolved through consultation within the academic unit, the student should contact the Office of the Associate Dean in the College of Graduate and Postdoctoral Studies.  The Associate Dean will consider the matter and make a ruling.  The Associate Dean will advise the student and the academic unit that the decision can be appealed to the Graduate Academic Affairs Committee.

To initiate a formal appeal, a notice of appeal must be delivered to the Graduate Academic Affairs Committee Secretary within the College of Graduate and Postdoctoral Studies within 30 days of the final ruling that is being appealed.

Upon receipt of the notice of appeal, an academic hold will be placed on the student account.  Where a negative decision of CGPS is being appealed, the student record will reflect the negative decision pending the outcome of the appeal.  

The Graduate Academic Affairs Committee Secretary shall constitute an appeal board composed of two faculty members of Graduate Council and one graduate student.  One of the faculty members shall be appointed chair.  When possible, the appeal board shall be comprised of members of the Graduate Academic Affairs Committee.  Conflict of interest will be avoided when constituting the appeal board.

The suitability of any member of the hearing board may be challenged by the appellant or the respondent.  The hearing board will make a ruling on the member’s suitability being challenged, and the member will be replaced when/if appropriate.

The hearing will be scheduled to occur as quickly as possible, and no later than 30 days after receipt of notice of appeal. 

Members of the hearing board, the appellant, and the respondent shall receive copies of all supporting documents to be considered in the hearing as well as a copy of University Council’s Regulations on Student Appeals in Academic Matters in advance of the hearing date.  Also in advance of the hearing, all people expected to be in attendance of the hearing will be identified.  When possible, notification of the date, time, and location for the hearing, and dissemination of documents will occur seven days in advance of the hearing, and no later than two days in advance of the hearing.

The appellant and respondent are each entitled to have one advocate, inclusive of legal counsel.

Witnesses relevant to the matter may be called by either party to provide information in the hearing.

Parties to the hearing are limited to the appellant and/or advocate, the respondent and/or advocate, relevant witnesses, the hearing board, and the secretary.  At the discretion of the chair, the appellant and/or respondent may request up to three non-participatory observers.  Additional consideration may be given for non-participatory observers for training or other relevant purposes.

If the appellant or respondent does not attend the hearing as scheduled, the hearing may proceed at the discretion of the hearing board.  If the hearing cannot be scheduled at a time when each party can be accommodated, the appellant and/or respondent may be represented by an advocate.

All information relating to the hearing shall be shared with the appellant and respondent equally.  Neither party shall have any communication with the hearing board in the absence of the other party.

Shortly before the hearing begins, the hearing board and secretary will meet in camera to discuss process. 

The secretary or the chair of the hearing board will call the parties into the boardroom where the hearing is to be held.

The chair will ask for round table introductions.

The chair will ask the appellant and respondent parties if they agree that the matter is before a properly constituted hearing board.  If there was a negative response, the hearing board shall consider the matter and make a ruling. 

The appellant (or advocate) is invited to present their case by providing a statement.  The hearing board members, followed by the chair, and then the respondent will have the opportunity to ask questions.  The appellant will then invite their first witness to make a statement.  After the witness statement, the hearing board members, followed by the chair, and then the respondent will have the opportunity to ask questions.  This will continue until all of the appellant’s witnesses have presented.  Questions will be asked only when invited by the chair.

The respondent (or advocate) is then invited to present their case by providing a statement.  The hearing board members, followed by the chair, and then the appellant will have the opportunity to ask questions.  The respondent will then invite his/her first witness to make a statement.  After the witness statement, the hearing board members, followed by the chair, and then the appellant will have the opportunity to ask questions.  This will continue until all of the respondent’s witnesses have presented.  Questions will be asked only when invited by the chair.

The appellant and then the respondent will be provided the opportunity to provide a closing statement.  The chair will seek affirmation from the appellant then the respondent that each party was provided the opportunity to present all information relevant to the matter.

At the end of the hearing, the hearing board will meet in camera to determine a ruling.  The ruling of the hearing board will be final.  The student will be notified of the results in writing within 15 days of the hearing board’s decision.  The results of the hearing will be shared with the student’s supervisor, chair of the graduate program, the office of the dean/executive director of the home academic unit, the office of the dean of CGPS, the University Secretary, and the Registrar.  Where applicable, the student’s record will be updated immediately following the notification of results of the hearing.  Such updates may include, but are not limited to, changes to individual course marks, changes to registration, changes to academic standing, etc.

Grounds for an appeal are limited.  Information can be found in Section V. B. 1.of University Council’s Regulations for Student Appeals in Academic Matters. Such an appeal would be submitted to the University Secretary.