To provide students with a fair, timely and consistent process to appeal decisions that impact their academic standing or progression, when the grounds for an academic appeal are met on the basis of merit of work, personal bias or unfair treatment, course management and/or extenuating circumstances.
Academic Appeal Policy
Purpose
Scope
This policy applies to students, faculty and employees of Seneca.
Key definitions
Academic decision
A determination made by Seneca acting in accordance with academic policies and procedures.
Academic appeal
The process by which students may challenge an academic decision they have received.
Academic Appeal Committee
A group of designated students, faculty and academic administrators who listen to, analyze and decide the outcome of, an academic appeal.
Academic Appeal Assessment Committee
A group of designated, impartial members, who were not part of the Academic Appeal Committee (level two), including, where possible, a student representative designated by the Seneca Student Federation, to review the decision of the Academic Appeal Committee (level two), based on one or more of the grounds outlined by the student.
College business day
Monday to Friday, excluding Saturdays, Sundays, statutory holidays or any other day Seneca has publicly acknowledged that it is closed.
Grounds
The reason(s) used to challenge an academic decision, which the student believes to be unfair or unreasonable.
Restorative practice
Based on the values of inclusion, accountability and compassion, as well as the understanding that everyone is an equal member of society and has a contribution to make to the greater good, this approach enables those who have been harmed to convey the impact of the harm to those responsible, and for those responsible to acknowledge this impact and take steps toward resolution.
Policy
1. General
- A restorative practice should be adopted, where students have ongoing conversations with their faculty and program co-ordinator or chair to discuss academic expectations and concerns.
- Students with no outstanding tuition fees may appeal any academic decision if it meets the criteria outlined in the Grounds for Appeal (See Appendix A).
- All aspects of the academic appeal process will be kept confidential.
- There are two levels to the academic appeal process: level one is the informal academic resolution process and level two is the formal academic appeal process.
- Each level of the academic appeal process has an associated timeline, which represents the maximum allowable time for the appeal. Every effort will be made to expedite the process to decrease the impact on the student’s academic status.
- It is the student’s responsibility to initiate each phase of the appeal process. If the student does not initiate a phase within the timelines set in Seneca’s Academic Appeal Procedure, Seneca shall consider the matter closed.
2. Level One – Informal Academic Resolution Process
- If a student disagrees with an academic decision, they must discuss the matter with their faculty and program co-ordinator or chair as soon as possible to see if a mutually satisfactory solution can be reached in accordance with the timeline stated in Seneca’s Academic Appeal Procedure (See Appendix B).
- It is only when a resolution cannot be agreed upon through the informal appeal process that students may proceed to the formal academic appeal process.
3. Level Two – Formal Academic Appeal Process
- If a student is unable to resolve a matter through the informal academic resolution process, they may file a formal academic appeal with Seneca. The student pursuing the formal academic appeal may request support from a Student Life Co-ordinator within Student Services.
- All employees must cooperate with reasonable requests to provide documentation and to appear at a formal academic appeal meeting, unless there are extenuating circumstances preventing their participation.
- Pending the outcome of an appeal, a student may register for the next semester of their program, unless there is an issue of liability, safety and/or conduct that interferes with the teaching/learning process. The respective chair may impose compulsory conditions to be met by the student if they continue in the program while awaiting the outcome of the appeal.
- Formal Academic Appeal Assessment Process
- A student may apply for an assessment of the Academic Appeal Committee’s decision by initiating the Formal Academic Appeal Assessment Process. Students may only apply for an appeal assessment if one of the following grounds are met:
- A substantial procedural error occurred during the Formal Academic Appeal Process
- New documentation or information is available that, through no fault of the student, was not available at the time the appeal was heard by the Academic Appeal Committee
- The sanctions imposed by the Academic Appeal Committee are unreasonable or substantially disproportionate to the circumstances or offence.
- For the purpose of clarification, the Academic Appeal Assessment Committee does not have the authority to re-hear an appeal on its merits, as the decision of the Academic Appeal Committee is final. If the Academic Appeal Assessment Committee determines that there are grounds to reconsider the student’s case, a new Academic Appeal Committee will be formed. Members of the new Academic Appeal Committee will not be the same members who heard the first appeal.
- A student may apply for an assessment of the Academic Appeal Committee’s decision by initiating the Formal Academic Appeal Assessment Process. Students may only apply for an appeal assessment if one of the following grounds are met:
Supporting documentation
- Appendix A: Grounds for appeal
- Appendix B: Academic appeal procedure
- Appendix C: Schematic for Students (PDF)
- Appendix D: Informal Student Appeal to Faculty
- Appendix E: Informal Faculty Response to Student
- Appendix F: Formal Academic Appeal Request Form (PDF)
- Appendix G: Formal Academic Appeal Assessment Request Form (PDF)
Related Seneca policies
Related materials
- None
Appendix A: Grounds for appeal
Grounds | Explanation | Suggested supporting documentation* |
---|---|---|
Merit of work | An academic decision that does not accurately reflect a student’s demonstrated abilities, actions and/or achievements. Examples include but are not limited to:
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Personal bias/unfair treatment Note: If a concern relates to discrimination and/or harassment, please contact the Student Conduct Office and consult Seneca’s Discrimination and Harassment Policy |
Perceived unfair treatment of a student by a faculty member in comparison to their treatment of other students within the course that negatively impacts a student’s performance. |
|
Extenuating circumstance | An unforeseen significant event or circumstance that affected the student’s ability to meet the course requirements and was not accommodated. For example, medical and/or legal issues or other circumstances that have affected the student’s timely completion of an assignment, academic performance, or ability to meet academic obligations. Generally, employment commitments will not constitute grounds for academic appeal. |
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Course management | A departure by faculty from the course outline that negatively affects the student’s academic performance. Examples include:
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*Note: The supporting documentation suggested is not a comprehensive list and other documentation may be considered or required.
Appendix B: Academic appeal procedure
Level One – Informal Academic Resolution Process
Action | Duration, unless extenuating circumstances arise | Responsibility |
---|---|---|
|
Within ten college business days of official grades being published on the Student Centre |
Student |
The student and respective school will share all relevant information to resolve the issue, if possible. | Student and faculty/administrators from respective school |
Note: Advice regarding the informal academic resolution process and the formal academic appeal process is available through Student Services, ask for a Student Life Co-ordinator at your campus.
Level Two – Formal Academic Appeal Process
Action | Duration, unless extenuating circumstances arise | Responsibility |
---|---|---|
*If the student’s academic appeal is successful, the $25 fee will be reimbursed to the student. Note: Students with no outstanding tuition fees may appeal any academic decision, provided that it meets the criteria outlined in the Grounds for Appeal document. The student who is pursuing the formal academic appeal process may request support from a Student Life Co-ordinator located within Student Services (e.g., to review the formal academic appeal process, ensure all relevant documentation is included in the package, prepare for meeting and set/manage expectations.) |
Within five college business days upon receipt of written notification that the informal academic resolution process was not successful | Student |
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Within five college business days upon receipt of the student’s completed academic appeal package | Program area administrator |
Note:
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Within five college business days upon receipt of the student’s completed academic appeal package | Program area administrator |
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Within five college business days from the date on which the Academic Appeal Committee met | Chair of the Academic Appeal Committee |
|
Program area administrator |
Formal Academic Appeal Assessment Process
The decision of the Academic Appeal Committee is final, unless the student believes their situation meets one of the three grounds for formal academic appeal assessment outlined in the Academic Appeal policy.
Action | Duration, unless extenuating circumstances arise | Responsibility |
---|---|---|
1. Where the student wishes to appeal the Academic Appeal Committee’s decision, and one of the three grounds for a formal academic appeal assessment is met, they must pay the $25 non-refundable fee* to the Registrar’s Office which will be applied your Student Centre account. They must also deliver an electric or hard copy of the academic appeal assessment package to the Office of the Vice President, Academic. The academic appeal assessment package must include the following:
|
Within five college business days from the date recorded on the Academic Appeal Committee’s formal decision letter | Student |
2. Establish a meeting date and time based on the availability of all Academic Appeal Assessment Committee members and a student representative from the Seneca Student Federation. The student who filed the appeal assessment will be notified of the date by email, but does not attend the meeting. as it is a review of the academic appeal process, not a re-hearing of the appeal | Within ten college business days upon receipt of the student’s completed academic appeal package | Office of the Vice President, Academic |
3. Prepare the formal academic appeal assessment decision letter, unless additional documentation is required to make an informed decision | Within five college business days from the date in which the Academic Appeal Assessment Committee met | Chair of the Academic Appeal Assessment Committee |
4. Provide the formal academic appeal assessment decision letter to the student electronically and by mail. Scan any new documentation (e.g., meeting notes, correspondence, decision letter) and add it to the student’s original electronic and hard copy files. Provide the student’s electronic and hard copy files to the respective program area |
Within five college business days from the date in which the Academic Appeal Assessment Committee met | Office of the Vice President, Academic |
5. If the Academic Appeal Assessment Committee’s decision is in favour of the student, based on one or more of the grounds outlined, commence the Level 2 – Formal Academic Appeal Process, at the third action. | Within five college business days from the date in which the Academic Appeal Assessment Committee met | Office of the Vice President, Academic |
Note: If the Academic Appeal Assessment Committee’s decision is not in favour of the student, the decision of the Academic Appeal Committee is final.
Approval Date: July 2018
Last Revision: May 2020