Academic and Non-Academic Appeal Policy

AC-REG-POL-001
Academic and Non-Academic Appeal Policy
DepartmentAcademic
Approval DateApril 1, 2015
Effective DateSeptember 8, 2015

Organizational Scope

The policy applies to all full-time and part-time students of The Michener Institute.

The policy applies to all decisions and/or evaluations of Student work by academic staff including clinical coordinators/educators. It also applies to decisions regarding action taken as a result of a violation of non-academic policies including but not limited to, The Michener Community Rights and Responsibilities as well as, non-academic expectations outlined/defined in course outlines.

Purpose

The purpose of this policy is:

  • to establish clear standards, expectations and procedures for academic and non-academic appeals.
  • to promote the principle of procedural fairness in a transparent, respectful and confidential manner.

The policy applies to decisions associated with academic, non-academic and educational procedure and includes:

  • Final course grades or academic standing
  • Determination of, or changes to, academic standing
  • Any decisions of the Promotions Review Committee (including final student grades, progress, supplemental and post supplemental activity)
  • Terms and conditions of Probation, Academic
  • Terms and conditions of Suspension, Academic
  • Violation of Michener Community Rights and Responsibilities or non-academic standing

Definitions

Academic decision – Any decision relating to a final course mark or standing in a program.

Appeals Review Panel – The Appeals Review Panel meets as required throughout the year to review all Formal Appeal requests brought forward by students through the Office of the Registrar. The Panel is directly involved in the decision being made at the Formal Appeal stage.

Academic Chair – The head of the academic area of the appealing student.

Aegrotat (AEG) – A final grade of “AEG” may be awarded based on course activity completed to date and documentation supporting exceptional circumstances. Example: a student who has fulfilled all requirements for graduation but was prevented by illness from attending the final examinations.

Appeal Chair – The head of the Appeals Review Panel as identified by the Office of the Registrar. Individuals must hold a senior level management position at the Chair/Director level or higher, must be familiar with academic rules and regulations, and must not be involved in the appellant’s program area, and was not present at the Promotion Review Committee (PRC) where the appellant’s case was presented. The Appeal Chair is an ex-officio member, and votes only in the case of a tie vote by other Panel members.

Appellant – A person who appeals

Business Days – Refers to normal working days at Michener, excluding Saturdays, Sundays and designated Michener and/or public holidays.

Faculty members from an alternate program – Persons from a program other than the appellant’s program and who are unfamiliar with the student.

Germane – relevant or useful to the appeal process or hearing.

Hearing – The scheduled time at which a formal appeal is heard.

 

In camera – Members of the Appeal Review Panel meet on their own without invited guests or witnesses to determine decision on appeal request.

May – A term used in the permissive sense.

Non-academic Decision – Any decision relating to an action taken as a result of violating any other Michener policies, including but not limited to the Michener Community Rights and Responsibilities.

Policy – The written regulation of Michener as found in, but not limited to the Appeal Policy on the intranet, referred to in Michener materials.

Promotions Review Committee (PRC) Program Communication Liaisons and Clinical Liaison Officer representatives from all programs who meet to review the academic progression of the students within respective programs.   Decisions reached at these meetings inform the Office of the Registrar with regards to matters relating to student grades, progression, and supplemental activity within their didactic and clinical/co-op studies.

Program representative or designate – Person who either conducted the learning related activities (i.e. courses or units of instruction) for the appellant and/or presented the appellant’s case at the PRC or is qualified to address the appeal.

Shall – A term used in the mandatory sense.

Student – An individual who at the time of the decision being made, is registered in a full-time or part-time program of study delivered by Michener.

Student Success Network (SSN) representative – A SSN staff member who (if the student wishes) can provide support during the appeal process. This individual cannot speak for the appealing Student during the Appeal Review Panel Hearing but may accompany him/her upon request. The SSN staff member may also provide written documentation to support a student’s case for either the PRC or Appeal process.

Policy

Policy Statement

Michener believes that a fair and balanced process for reviewing academic and non-academic decisions is fundamental. It is Michener’s intent to ensure that this process is transparent and readily accessible to students.

Policy Guidelines

The Academic and Non-Academic Appeals policy, process and procedure are designed to assist Faculty and Students to implement the provisions of the Appeal Policy and guide how a student’s request for academic or non-academic appeal will be managed in a fair and consistent manner. It is understood that all information related to this procedure will be treated and maintained in a confidential manner respecting the privacy of all parties involved.

Appeal

Students may file a formal appeal regarding an academic or non-academic decision at the Office of the Registrar by completing and submitting an Appeal Request Form as well as any and all relevant supporting documentation within three (3) business days of e-mail notification of the grade(s) or change to academic or non-academic standing. The appeal will not be processed if the timeline is not adhered to. A fee of $25.00 is required and is a non-refundable administrative fee. The Student Success Network is available for counseling or assistance with the process as requested by the student.

 

Upon receipt of the Appeal Request Form, the Office of the Registrar will date and time stamp the form and immediately provide a copy each to the student and the Academic Chair. The Academic Chair will inform the Program Communications Liaison (PCL) or the Clinical Liaison Officer that an Appeal Request Form has been filed with the Registrar’s Office.

Where the timing of an Appeal Review Panel Hearing or the rendering of its decision affects academic progress, the Student may continue in the program until such time as the decision is rendered without financial implication. This determination is considered providing the Student does not pose a risk to him/herself or others.

Where an appeal is based on, or includes, allegations of discrimination on grounds prohibited under the Ontario Human Rights Commission, the matter will be reviewed by the Appeal Review Panel and may be directed to be held pending an institutional investigation.

Role of the Office of the Registrar

The Office of the Registrar shall be responsible for coordinating all of the activities associated with the formal appeal process. This will include:

  • Date and time stamping all Appeal Request Forms
  • Determining the level and type of appeal and distributing the Appeal Request Forms as stated in the Academic and Non-Academic Appeal Procedures
  • Convening the Appeal Review Panel and identifying the Chair of the Appeal Review Panel
  • Scheduling and Notice of Appeal Review Panel hearing to all participants
  • Distribution of the decision at all levels
  • Secure holding of all materials to be kept on file following an appeal, for the period of one (1) year following the appeal.

 

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
October 20, 2009 Ann Velutin Updated to new template. Changed Level 1 of the Formal Appeal Process to a group decision instead of individual Faculty member decision. Eliminated original Level 2 of the Appeal Process which consisted of student meeting with Academic Chair. Level 2 is now the Appeal Hearing.
May 1, 2010 Suzanne Allaire Michele Allsopp-Downie Nandita Arora Fiona Cherryman Catharine Marie Gray Sheena Hewitt Kathleen Olden-Powell Pinar Peacock Sydney Redpath Susan Weltz Document revised
June 1, 2011 Kathleen Olden-Powell Meera Narenthiran Sydney Redpath Minor revision - Information sharing once an Appeal Request Form has been filed with the Registrar’s Office
July 11, 2013 Renata Bradley Gail Rodrigues Lisa Rosenberg Paul Smith Minor revision – included non-academic violations as per the Michener Rights and Responsibilities document
March 20, 2014 Academic Approval Council Minor revision – included non-academic violations as per the Michener Rights and Responsibilities document
March 24, 2015 Ronika Srdic, Registrar Minor revisions to address clarity in language