Building a Request for Relief from an Academic Decision/Appeal Logo

  • Building a Request for Relief from an Academic Decision/Appeal

  • This worksheet will help you to build your request for relief from an academic decision and prepare the content needed for your request.

    The data entered in this worksheet is not maintained, saved, reviewed or accessed by the Office of the Ombudsperson. Upon submission, results are permanently deleted 1 hour after submission. An email will be sent containing your responses for your records. 

  • To begin, let's identify what relief you are requesting. Once the cause of your request is clear, the governing policy can be identified. Each policy has set out a procedure for requesting relief. 

  • Category 1: Requests for relief relating to a specific course (e.g., with respect to a mark, grade, appropriateness of assignments or examinations, grading practices or other academic decisions determined by a course instructor).

    Requests for Relief from Academic Decisions. 

    In the case of a request for relief regarding a specific course not involving medical or compassionate circumstances (see “Grounds” listed in the policy), students must first attempt to resolve the concern through informal consultation with the instructor. If the student is dissatisfied with the decision of the instructor, or does not receive a decision from the instructor, a written request for relief may be submitted directly to the Department Chair or to the Dean in faculties without departmental structure.

  • Deadline to submit a request for relief for a course component to the Chair: 3 weeks after the component grade has been released

    Deadline to submit a request for relief for a final grade to the Chair: 

    January Marks January 31
    April/May Marks June 30
    Intersession July 31
    Summer Evening August 31
    Summer Day September 15
    Spring/Summer Distance Studies October 15

  • Deadline to submit a request for relief from the Chair's decision to the Dean: 3 weeks after the date the decision was issued.

  • Category 2: Requests for relief in the form of an exemption from a Senate academic regulation normally begin with the student’s Home Faculty Academic Advisors and proceed to the Dean of the student’s Home Faculty if no resolution is reached.

    Where a request for relief concerns program eligibility in a Faculty other than the student’s Home Faculty, the request must be made to the Department Chair in which the program is offered or to the Dean of the Faculty in faculties without departmental structure.

    Requests for relief should be made as soon as possible and no later than 3 weeks after the academic decision was made.

    Program eligibility and progression requests should be submitted in writing by June 30th within the same academic year.  

  • Category 3: A request for relief from a decision made by a student’s Faculty Academic Advising unit should be made to the party with direct oversight of that unit, typically the Dean of the student’s Home Faculty. 

    Requests for Relief from Academic Decisions

    This policy states that you will need to make your request for relief to the Dean (or designate, such as the Associate Dean). 

    Requests for relief should be made as soon as possible and no later than 3 weeks after the academic decision was made.

  • When a student is required to withdraw from their program, they can complete a Dean’s Waiver (also known as a Petition of the Progression Requirements) to remain in their program.

    To qualify to submit an application for a Dean’s Waiver, you must have had circumstances that affected your academic performance that were outside your control. This may include issues related to health, legal troubles, family, or other reasons that were beyond your control.

    The decision to withdraw a student from their program or the University is normally made after the Spring adjudication period (May) and communicated in early June. Students have until June 30th to submit a Dean's Waiver. 

    NOTE: Many Faculties have developed a Dean's Waiver form or set of instructions that contains questions that must be answered. Check with your Faculty's Academic Counselling Office to ensure you have the correct form for your program. 

  • The main campus Code of Conduct defines the standard of conduct expected of students at Western. When a complaint is made, the invidual who has been accused of the allegation (the respondent) is given an opporutnity to explain their side of the event(s). 

    The University, when appropriate, encourages informal resolution. When a student has been found to have violated the Code and an informal resolution isn't available, the student will be santioned under the Code.  A student may wish to appeal the decision and/or the sanction imposed. 

    Appeals of a finding of misconduct are made to the University Disciplinary Appeals Committee (UDAC) and must submit the UDAC Appeals Application Form, along with all supporting documentation, to the University Secretariat. A student can appeal on the following grounds:

    • The finding of misconduct was unreasonable or unsupportable on the evidence (if the finding of misconduct resulted in any of the following sanctions: forfeiture of University awards or financial assistance, suspension or expulsion)
    • The sanction imposed was unreasonable or unsupportable on the evidence (if the sanction imposed was any of the following: forfeiture of University awards or financial assistance, suspension or expulsion)
    • There was a serious procedural error(s) in the hearing of the complaint which was prejudicial to the appellant
    • New evidence not available at the time of the earlier decision has been discovered, which casts doubt on the correctness of the decision
    • The Respondent did not have the authority under the Code to make a finding of misconduct or impose a sanction against the appellant

    Code of Conduct matters that occur in relation to one of the Affiliates are goverened by the Code of Conduct at that School.  If you have been accused of an infraction at one of the Affiliates, please refer to the applicable code: 

    • Huron University College
    • King's University College

  • The University is committed to providing and maintaining an environment in which Gender-Based and Sexual Violence is not tolerated.  In reponse to this committment, the University developed the Gender-Based and Sexual Violence Policy. This policy outlines the Procedures followed at the University to inform, educate, disclose, report, investigate, and keep the University Community safe. Under the Policy, there are 2 instances where a student who is impacted by this Policy can make a request or appeal.

    1. A student who is under investigation may have interim measures in place while the investigation is ongoing.

    2. Either party in the investigation (Complainant or Respondent) can appeal the final decision. 

  • To request a reconsideration of Interim Measures, you can ask the Vice Provost (Students) to reconsider the appropriateness of the interim measures. As per Secion 8.00 of the Procedures, the appropriateness of the interim measures will be reviewed and take into account the "interests of the Complainant and the Respondent, the integrity of the ongoing investigation and the Complaint Process, and the health and safety of the Members of the University Community."

    Normally a decision will be returned within 3 business days.

  • Appeals of the final decision are made to the University Secretary within 30 days of the decision. All appeals must be submitted with the GBSV Appeals Application Form and all supporting documentation. Under the policy, a student can only appeal on the following grounds:

    • New evidence not available at the time of the earlier decision has been discovered, which casts doubt on the correctness of the decision;
    • There was a serious procedural error(s) in the hearing of the complaint which was prejudicial to the Appellant;
    • The decision of the Vice-Provost (Students) of whether Gender-Based and Sexual Violence occurred was unreasonable or unsupportable on the evidence; or
    • The sanction imposed by the Vice-Provost (Students) was unreasonable or unsupportable on the evidence.

     

  • The normal appeal window for a main campus Residence Contract decision is 3 days after the decision is communicated, although sometimes an extension is verbally shared during the meeting with a Residence Life Coordinator.

    Students who reside in Residence at one of the Affiliates (King's or Huron) may have different deadlines and should refer to your Residence Handbook or Contract to determine the deadline for your appeal.

    All students should refer to their relevant Residence policies to determine the deadline for your appeal. 

    • Huron University College
    • King's University College

    If you’re closing in on the appeal deadline or are unsure if you are still eligible to appeal, it’s a good idea to notify the Residence Appeals Committee that you will be submitting an appeal and request more time to submit.

    Your appeal should be based on evidence and clearly outline the grounds on which you wish to appeal. For Residence appeals, the grounds are normally one of the following:

    • inaccuracies during the fact-finding process resulting in biased decision making;
    • new evidence that may change the outcome of the decision; or
    • procedural error in the decision making process.

  • Western is committed to supporting all students through their academic career, and provide reasonable accommodations as per the Accommodations for Students with Disibilities policy. Students may request accommodation through the Accessible Education Office, and accommodations are provided based on a combination of the student's unique needs and the essential requirements of the course(s). 

    At times, a student may feel it necessary to appeal under this policy for the following reasons: 

    • Appealing a decision establishing academic accommodations
      You wish to appeal the initial decision to provide (or deny) an accommodation request. 
    • Appeal of a dispute regarding the implementation of an accommodation
      You wish to appeal the determination of implementation of an accommodation within the context of your academic work. 

  • To begin, let's identify if you are requesting relief from an academic decision or an appeal. Once the cause is clear, the governing policy can be identified. Each policy has set out a procedure.

  • The procedure for making a request for relief of a final grade or course component is outlined in the Graduate Student Request for Relief process.

    Students may submit a request for relief from an academic decision or ruling to their graduate program and, if unsuccessful, to the Vice-Provost (Graduate and Postdoctoral Studies). Some decisions may be appealed further to SRBA. The Vice-Provost’s rulings in academic matters are final unless overturned or modified on appeal to SRBA.

    A student may submit a request for relief for:

    1) A mark on an examination or on a particular piece of work, or final standing in a course

    2) A ruling of an instructor, program, or administrator in an academic matter.

  • Deadline to submit a request for relief to your Graduate Program: within 4 weeks of the grade or decision being issued. 

  • Deadline to submit a request for relief to SGPS:within 3 weeks of the decision being issued. 

     

  • The procedure for requesting relief from a decision or ruling made by a program or administrator is outlined in the Graduate Student Request for Academic Relief procedures 

    A student may submit a request for relief from the program decision to the Vice-Provost. A request for relief application together with all required documentation, including a copy of the previous decision, must be filed with the Vice-Provost within four (4) weeks of the issuance of the program decision. Students may contact the School of Graduate and Postdoctoral Studies (SGPS) Office for more information. The deadline for filing a request for relief may be extended at the discretion of the Vice-Provost.

    In considering a request for relief, the Vice-Provost shall review the materials submitted by the student and the program and may obtain such further information as the Vice-Provost deems relevant to the request. The Vice-Provost shall give the student a reasonable opportunity to meet with them and may meet with such other individuals as they deem necessary. The Vice-Provost shall issue a written decision, with reasons.

  • Deadline to submit a request for relief to your Graduate Program: within 4 weeks of the grade or decision being issued. 

  • Deadline to submit a request for relief to SGPS:within 3 weeks of the appeal decision being issued. 

     

  • When a student conistently fails to meet program and/or degree expectations, the student's performance comes under review. This usually involves the Graduate Supervisory Committee and/or the Graduate Chair reviewing the student's progress. Once a decision is made, the program communicates the decision and resulting outcome with the student. In the case where a student is to be withdrawn from the University, the program will meet with the student and provide an opportunity for the student to respond, in writing, after the meeting. 

    Considering all factors, the Graduate Chair will make the final decision regarding the student's status. If the student is to be withdrawn, a recommendation is made to SGPS and the student is notified of the final decision in writing. 

    The procedure for requesting relief from a decision or ruling made by a program or administrator is outlined in the Graduate Student Request for Academic Relief procedures

  • Deadline to submit a request for relief to your Graduate Program: within 4 weeks of the grade or decision being issued. 

  • Deadline to submit a request for relief to SGPS:within 3 weeks of the appeal decision being issued. 

     

  • Requesting relief from the finding and/or outcome of a Scholastic Offence is a request for relief under the Scholastic Offence Policy

    A student may submit a request for relief regarding a Chair’s finding of misconduct and/or penalties imposed by the Chair to the Vice-Provost. A completed request for relief application together with all supporting documents must be submitted to the Office of the Vice-Provost within 4 weeks of the issuance of the Chair’s decision.

    The Chair will usually meet with the student (the student may opt to provide their feedback on the allegations in writing in place of a meeting) prior to making a decision.  The decision will be issued in writing and should outline the findings of the investigation and the outcome. If punishments have been issued as part of the decision, the letter will state so. The letter will also be forwarded to the Vice Provost's Office and maintained as part of your Scholastic Offence Record. 

    Should you wish to submit a request for relief from the decision of the Chair, you can do so to the Dean (or designate). You can request relief of the finding, the punishment, or both. 

  • The main campus Code of Conduct defines the standard of conduct expected of students at Western. When a complaint is made, the invidual who has been accused of the allegation (the respondent) is given an opporutnity to explain their side of the event(s). 

    The University, when approriate, encourages informal resolution. When a student has been found to have violated the Code and an informal resolution isn't available, the student will be santioned under the Code.  A student may wish to appeal the decision and/or the sanction imposed. 

    Appeals of a finding of misconduct are made to the University Disciplinary Appeals Committee (UDAC) and must submit the UDAC Appeals Application Form, along with all supporting documentation, to the University Secretariat. A student can appeal on the following grounds:

    • The finding of misconduct was unreasonable or unsupportable on the evidence (if the finding of misconduct resulted in any of the following sanctions: forfeiture of University awards or financial assistance, suspension or expulsion)
    • The sanction imposed was unreasonable or unsupportable on the evidence (if the sanction imposed was any of the following: forfeiture of University awards or financial assistance, suspension or expulsion)
    • There was a serious procedural error(s) in the hearing of the complaint which was prejudicial to the appellant
    • New evidence not available at the time of the earlier decision has been discovered, which casts doubt on the correctness of the decision
    • The Respondent did not have the authority under the Code to make a finding of misconduct or impose a sanction against the appellant

    Code of Conduct matters that occur in relation to one of the Affiliates are goverened by the Code of Conduct at that School.  If you have been accused of an infraction at one of the Affiliates, please refer to the applicable code: 

    • Huron University College
    • King's University College

  • The University is committed to providing and maintaining an environment in which Gender-Based and Sexual Violence is not tolerated.  In reponse to this committment, the University developed the Gender-Based and Sexual Violence Policy. This policy outlines the Procedures followed at the University to inform, educate, disclose, report, investigate, and keep the University Community safe. Under the policy, there are 2 instances where a student who is impacted by this policy can make a request or appeal.

    1. A student who is under investigation may have interim measures in place while the investigation is ongoing.

    2. Either party in the investigation (complainant or respondent) can appeal the final decision. 

  • To request a reconsideration of Interim Measures, you can ask the Vice-Provost (Students) to reconsider the appropriateness of the interim measures. As per Section 8.00 of the Procedures, the appropriatness of the interim measures will be reviewed and take into account the "interests of the Complainant and the Respondent, the integrity of the ongoing investigation and the Complaint Process and the health and safety of the Members of the University Community."

    Normally a decision will be returned within 3 business days.

  • Appeals of the final decision are made to the University Secretary within 30 days of the decision. All appeals must be submitted with the GBSV Appeals Application Form and all supporting documentation. Under the policy, a student can only appeal on the following grounds:

    • New evidence not available at the time of the earlier decision has been discovered, which casts doubt on the correctness of the decision;
    • There was a serious procedural error(s) in the hearing of the complaint which was prejudicial to the Appellant;
    • The decision of the Vice-Provost (Students) of whether Gender-Based and Sexual Violence occurred was unreasonable or unsupportable on the evidence; or
    • The sanction imposed by the Vice-Provost (Students) was unreasonable or unsupportable on the evidence.

     

  • Western is committed to supporting all students through their academic career, and provide reasonable accommodations as per the Accommodations for Students with Disibilities policy. Students may request accommodation through the Accessible Education office, and accommodations are provided based on a combination of the student's unique needs and the essential requirements of the course(s). 

    At times, a student may feel it necessary to appeal under this policy for the following reasons: 

    • Appealing a decision establishing academic accommodations
      You wish to appeal the initial decision to provide (or deny) an accommodation request. 
    • Appeal of a dispute regarding the implementation of an accommodation
      You wish to appeal the determination of implementation of an accommodation withint he context of your academic work. 

  • Your Request for Relief

  • In this section, we will focus on identifying the content of your request for relief. There are 3 important components to a request for relief: 

    1. Grounds for Relief
    2. Evidence
    3. Desired Outcome

  • Grounds

    Grounds for relief are the justification of your request. Normally, acceptable grounds are dictated in the policy that governs your request. Requests for Relief usually focus on one ground for relief, however sometimes all requests are unique and circumstances may warrant identifying more than one ground for relief.

  • Evidence

    There are 3 things to consider when collecting, organizing, and presenting your evidence for your request for relief.

  • Outcome

    State your desired outcome. Your outcome should be related to your circumstances and grounds, which were supported by your evidence. Be sure that your outcome is also realistic and reasonable.

  • While this worksheet helps students to prepare requests for relief that are common at Western, there may be requests that fall outside published policy or established processes at Western. 

    To discuss your concern more in depth, contact the Office of the Ombudsperson. 

     

  • The criteria to appeal to the Senate Review Board Academic (SRBA) is different than request for relief at previous levels. Be sure you have read and understand the applicable policy before beginning an appeal at this level. 

    If you have questions about the SRBA Appeals process or wish to discuss the eligibility of your appeal, please contact the Office of the Ombudsperson. 

    If preparing an appeal to SRBA, you are welcome to use the Building an Appeal to the Senate Reveiw Board (SRBA) worksheet to assist with your preparation.  As a reminder, this worksheet is a tool to aid in preparation of your request for relief or appeal but should not be submitted as your formal appeal. 

  • A Dean’s Waiver provides you with the opportunity to explain what has impacted your year and caused you to fall below the progression average. You will be required to respond to questions regarding what occurred, what support services you reached out to, and what you will do in the coming year to ensure success.

    To help guide you through the Dean's Waiver process, please use the Building a Dean's Waiver worksheet. 

  • Wavier Worksheet

  • Thank you for your submission! A copy of your submission will be sent to you by email shortly. 

    Please Note: The purpose of this worksheet is to help you prepare your appeal for submission and is for preparation purposes only. All appeals must be submitted in the format dictated by the governing policy. 

    As a reminder, the results captured in this form are not reviewed or maintained. All submitted data is deleted 1 hour after submission. 

    If you have additional questions or wish to discuss the appeals process more in depth, please contact the Office of the Ombudsperson. 

     

     

  •  
  • Should be Empty: