Student Academic Appeals Procedure

Q College is committed to maintaining fair and consistent procedures ensuring all final marking outcomes follow the guidelines set out in the Learning Outcomes procedures and marking rubric. The Instructor will determine an accurate mark representing the student’s knowledge and skills gained through the learning objectives and techniques learned.

Academic consideration is a general name given to a number of different alternate arrangements that may be made, dependent upon the circumstances and what is appropriate for both the student and the college, such as:

• The extension of a deadline for an assignment

• Re-weighting an exam or assignment because of missed work

• The permission to continue on probationary status

• The provision of an aegrotat standing

This request process is expected to take place as soon as circumstances arise. This also covers the grounds and process a student must follow when they believe the academic consideration is not appropriate or when they have been unable to resolve course-related issues with their instructor.

Q College is responsible for dealing with student appeals fairly and must adhere to the timelines established in this policy.

Student Responsibilities

The following outlines the steps that students must take in order to start an appeal process.

Final Grade Appeal Process

1. The student is responsible to meet with the Instructor of the course as a first step in determining that the grade is final. Once the Instructors decision is deemed as final, the student can choose to proceed with an Academic Appeal within five business days of the conclusion of the confirmation meeting with the Instructor.
    
2.  The student must follow the appeal process outlined on the Final Grade Appeal Form. This form can be found on the Q College website.
    
3. Once the student has completed the form, it is the student’s responsibility to ensure that the form is filled out completely and correctly. Incomplete appeals will not be accepted. It must be submitted to the Administrator within five business days of the conclusion of the confirmation meeting with the Instructor along with all supporting documentation required as outlined on the Final Grade Appeal Form.
    
4. The Administrator, upon receipt of the appeals form and all required documentation, will forward all appeal information to the Senior Educational Administrator who will review the appeal submission.
    
5. The Senior Educational Administrator will request all assignments, exams, exam keys, the course outline, and the final mark determination scheme for the related course mark being re-evaluated. The Senior Educational Administrator will meet with an Instructor familiar with the course content but who did not teach the course in question. A reassessment of the grade will take place and all correspondence, time, date, and results of the meeting will be documented.
    
6. A meeting between the student, the Instructor, and the Senior Educational Administrator will take place to discuss the results of the reassessment of the grade. If in the event the issue is still not resolved after the meeting, the appeal and all corresponding documents will be sent to the President who will be responsible for the final grade decision. The final grade may be revised up or down, or it may remain unchanged.

Other Academic Appeals

Most academic disputes should be able to be resolved in an informal process. If this process fails to result in a resolution, the student may choose to start a Formal Academic Appeal process. The following outlines the steps that students must take in order to start a formal appeal process:

1. The student is responsible to meet with the Instructor as a first step in an informal process in determining a resolution for the request for academic consideration. If the issue can not be resolved, the student can move directly to proceed with a Formal Academic Appeal within five business days of the conclusion of the confirmation meeting with the Instructor. The student must provide, in writing, their intention to appeal and submit this document and any supporting documentation to the Administrator.

    

2. The intent to appeal submission and corresponding documents will be forwarded to the Senior Educational Administrator and a meeting will be held between the student and the Senior Educational Administrator to discuss the appeal submission. The timeline for this process is 10 business days upon receipt of the appeal documentation to the Senior Educational Administrator. The student will be advised if the Instructor is to be present at the time of the meeting. All correspondence, time, date, and results of the meeting will be documented.
    
3. If this matter remains unresolved, the student may complete a Student Appeal Form accompanied by any required documentation and submit it to the Senior Educational Administrator within five business days of the conclusion of the previous unresolved meeting. It is the student’s responsibility to make an appointment with the Senior Educational Administrator to discuss the issue of the appeal submission.
    
4. If the appeal appears to be frivolous, the appeal will not be accepted.
    
5. If the appeal is to take place, the student will be advised of the time, date, and place for the meeting to proceed. If the student fails to appear at the said meeting, the appeal will be considered to have been abandoned and no action will be taken. Only exception in the case of student illness, student’s family illness, or death of a student’s family member will be accepted. A supporting letter from a physician or family representative is required. Present at the meeting will be the student submitting the appeal, the Senior Educational Administrator, and college President. The President will have the final and binding decision. All correspondence, time, date, and results of the meeting will be documented.