Academic and Non-Academic Appeal Policy

AC-REG-POL-001
Academic and Non-Academic Appeal Policy
DepartmentAcademic
Approval DateMay 29, 2019
Effective DateSeptember 3, 2019

Organizational Scope

The Policy applies to all full-time and part-time students enrolled in Academic Programs* offered in The Michener Institute of Education at UHN, School of Applied Health Sciences (“Michener”). The policy applies to all decisions and/or evaluations of student work by Academic Faculty 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.

*Students in joint programs must refer to their program handbook.

Purpose

The purpose of this policy is to

  • establish clear standards, expectations and procedures for Academic and Non-Academic Appeals; and
  • 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,
  • Terms and conditions of Suspension, and
  • 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 submitted by students through the Registrar’s Office and approved to be brought forward to an Appeal Hearing by the Appeals Review Panel Chair. The Panel is directly involved in the decision being made at the Formal Appeal stage.

Academic Chair – The head of the Academic Program area of the Appealing Student.

Academic Programs – Comprising the following base funded programs: Anesthesia Assistant, Cardiovascular Perfusion, Chiropody, Diagnostic Cytology, Genetics Technology, Magnetic Resonance Imaging, Medical Laboratory Science, Nuclear Medicine and Molecular Imaging Technology joint with University of Toronto , Radiation Therapy joint with Laurentian University, Radiation Therapy joint with University of Toronto, Radiological Technology joint with University of Toronto, Respiratory Therapy, Ultrasound and other programs which may be added over time.

Appeals Review Panel Chair – The head of the Appeals Review Panel as identified by 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 Student’s/Appellant’s program area, and must not have been present at the Promotion Review Committee (PRC) where the Student’s/Appellant’s case was presented. The Appeals Review Panel Chair is an ex-officio member, and votes only in the case of a tie vote by other Appeals Review Panel members.

Appellant – A person (Student) who appeals

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

Confidential/Confidentiality/Confidential Manner – Refers to the state of all matters related to the Appeal Request, including the Academic and Non-Academic Appeal Form, any Supporting Documents provided by the Appellant or the Academic Programs, the Appeal Hearing proceedings and outcomes being kept private and between only the parties directly involved with the Appeal as identified in the Academic and Non- Academic Appeal Policy and Academic and Non- Academic Appeal Procedure documents.

Faculty members from an alternate program – Persons who teach in an Academic Program other than the Student’s/Appellant’s program and who are unfamiliar with the Student/Appellant.

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 Appeals Review Panel meet together without other members of the Appeal, i.e. the Student/Appellant, Program Faculty including the Program Communication Liaison, Clinical Liaison Officer and the Academic Chair, as well as any 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 Academic and Non-Academic Appeal Policy on the intranet, referred to in Michener materials.

Promotions Review Committee (PRC) – Usually comprised of the Program Communication Liaison (PCL) and Clinical Liaison Officer (CLO) representatives from each program who meet with the Program Faculty and Academic Chair to review the academic progression of the students within each of their respective programs. Decisions reached at these meetings inform the Registrar’s Office with regards to matters relating to student grades, progression, and supplemental activity within their didactic, simulation and clinical studies.

Program – is a series of required courses, called a model route that leads to an Advanced Diploma or a Graduate Certificate.

Program representative or designate – Person who either conducted the learning related activities (i.e. courses or units of instruction) for the Student/Appellant and/or presented the Student’s/Appellant’s case at the PRC or is qualified to address the Appeal (e.g. Academic Chair, CLO or PCL).

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 – An SSN staff member who (at a Student’s/Appellant’s request) can provide support during the Appeal process. This individual cannot speak for the appealing Student/Appellant during the Appeals 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/Appellants to implement the provisions of the Appeal Policy and guide how a Student’s/Appellant’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/Appellants may file a Formal Appeal request regarding an Academic or Non-Academic decision through the Registrar’s Office by completing and submitting an Academic and Non-Academic Appeal Form including 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/Appellant.

*As per the Grading Policy, it is the student’s responsibility to discuss any discrepancy regarding final marks with the course Professor immediately upon receiving his/her marks. If the Student and Professor are not able to resolve the disputed course grade, the Student /Appellant may Appeal the grade via the Academic Appeal Process.

Upon receiving the Academic and Non-Academic Appeal Form and any supporting documentation, the Registrar’s Office will date and time stamp the form and immediately provide a copy to the Student/Appellant. A copy of the Academic and Non-Academic Appeal Form and any supporting documentation will be forwarded to the Appeals Review Panel Chair within 3 business days. The Appeals Review Panel Chair will determine if the information on the Academic and Non-Academic Appeal Form along with any accompanying supporting documentation warrants an Appeals Review Panel Hearing and inform the Registrar (or designate) accordingly.

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

Where an Formal Appeal request 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 Registrar’s Office

The Registrar’s Office is responsible for receiving the Academic and Non-Academic Appeal Form and fee and date-stamping the form.

The Registrar is responsible for coordinating all of the activities associated with the Formal Appeal process including:

  • Determining the level and type of Appeal and distributing the Academic and Non-Academic Appeal Form as stated in the Academic and Non-Academic Appeal Procedures;
  • Convening the Appeals Review Panel and identifying the Appeals Review Panel Chair;
  • Scheduling and providing Notice of Appeals Review Panel Hearing to all participants if a hearing is deemed warranted by the Appeals Review Panel Chair;
  • Secure holding and distribution of all appeal materials for the Appeal Hearing
  • Distribution of the Appeal Hearing outcome decision at all levels (Student/Appellant, Academic Chair and Registrar’s Office staff for updating of the Student’s/Appellant’s official record); and
  • Secure holding of all original appeal materials to be kept a in a confidential Appeal file. Upon graduation, a Student’s/Appellant’s confidential Appeal file is expunged. Should a Student/Appellant not graduate, a Student’s/Appellant’s confidential record is expunged five years after disposition of the Appeal.
  • With the exception of the original supporting documentation provided by both the Student/Appellant and the Academic Program Representative along with the outcome of the Appeal Hearing, all materials provided to the Appeals Review Panel Membership for the purpose of the Appeal Hearing will be collected by the Appeals Review Panel Chair at the end of the Appeal Hearing and provided to the Registrar to be immediately shredded.

Associated Documentation

Revision History

Date Reviewer Change(s) Made
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
June 28, 2018 Cathy Carson Clarity re scope as base funded programs; removal of AEG grading definition; addition of student responsibility to discuss grades with instructior prior to Appeal; clarified role of Registrar and Registrar's Office
May 29, 2019 Sydney Redpath Policy Reviewed for fairness and equity of process for both Student and Academic Program. Terms of confidentiality defined.