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9 Appeals


Decisions made in academic situations are based on law, education regulations, College policy and administrative directives. Those decisions that are subject to appeal are stated as such and the process for appeal is outlined. Where the opportunity for appeal is not explicitly stated, no appeal is possible under these policies and procedures. Students, however, may reasonably request a review of records to check for and redress the effects of a possible clerical error.

The role of the appeal panel is to formally decide upon a resolution to an appeal in accordance with the following procedures. All aspects of the adjudication process are strictly confidential. The panel will have access to all information available concerning the appeal and in accordance with the Freedom of Information and Protection of Privacy Act. Decisions will be based on information presented to the panel and will be based on a “balance of probabilities.” The term “balance of probabilities” means that more likely than not, the evidence supports the allegation that a violation or action proscribed by this procedure has occurred. The term also applies in determination of individual responsibility and other judgments made on culpability with respect to an incident.

Appeal panels adhere to the principles of fairness. Some basic rules to ensure fairness include:

Adequate notice of the panel meeting
Notice of the panel meeting must include the time and place of the hearing and all written statements available about the case such as statements from both the instructor and student, the registrar’s report and notice of witnesses. The registrar can extend the time limits in this procedure after consulting with both the respondent and the complainant to ensure appropriate preparation time. In all cases, unless agreed upon by all parties, there will be a minimum of 48 hours notice of a panel meeting.

Opportunity to fully present the case
Both parties will have the opportunity to present their cases to fully disclose pertinent information. Questions of witnesses will be directed through the panel.

Reasons for decisions
Reasons for decisions made by the panel will be included in the panel’s final report. A copy of the report will be sent to the student, the instructor and the dean for the student’s program area. A copy will remain in the student’s file for one year after the student leaves Georgian College.

When it deems it necessary, the College may designate staff to act on behalf of persons or positions noted in this document. This will usually be done to ensure reasonable timelines are followed in cases in which those College personnel identified are not available, or whose availability is constrained. Note: Appeal decisions are final and binding.

  • 9.1 Admission Appeal

    An applicant who has been refused admission to the College has the right to request an appeal if he or she believes that equal consideration with other applicants was not provided.

  • 9.1.1 Process

    Before an admission appeal can begin, applicants must contact the Office of the Registrar to request an explanation of the admission decision. This request must be in writing and must be submitted within 30 days of the admission decision. If the applicant is not satisfied with the explanation, he or she may submit a request for a formal review of the admission decision to the registrar. This request must be in writing and must be submitted within 30 days of the explanation.

    The request must set out the following:

    • The decision or issue being appealed;
    • Full details of the grounds on which the appeal is being made, including
    • copies of all relevant documents;
    •  The desired outcome of the appeal.

    When the registrar receives the written request for a formal review of the admission decision, the following steps will be taken:

    • Receipt of the request will be acknowledged in writing;
    • Once it has been determined that an admission appeal panel should be convened, the Registrar
      will select three members (a student representative, a faculty member and a Dean);
    • The applicant will be advised of the panel meeting date and time;
    • After the meeting of the panel, a recommendation will be made to the registrar and the
      student will be provided with the final decision, in writing.
  • 9.2 Academic Appeal

    A student at Georgian College can appeal the following:

    • A mark on an assignment, test, examination or practical experience;
    • A final mark for a course or co-op work term;
    • Missing or incorrect assessment information on a grade report and/or transcript;
    • An ad hoc review committee decision.

    A student cannot appeal a decision regarding whether or not a PLAR or exemption is available for an individual course, nor the method of challenge used, nor promotional status.

  • 9.2.1 Process

    Part 1: The student must discuss the reasons for the appeal with the instructor within five working days of receiving the assessment he or she wishes to appeal. If the issue is resolved, the appropriate changes are made by the instructor.

    If the issue remains unresolved, the student must discuss the appeal with the program co-ordinator within the next three working days. The co-ordinator will attempt to mediate resolution by meeting with the instructor and student. If the issue is resolved, the appropriate changes will be made by the instructor.

    If the issue remains unresolved, the student must submit a written appeal to the office of the dean within three working days of the meeting with the co-ordinator. The dean or designate will review the situation within three working days and determine the next step with the student, the instructor and the co-ordinator. The dean or designate will either uphold the instructor’s decision or suggest other options.

    If appealing the decision of an ad hoc review committee, the student must submit a written appeal to the office of the dean within five days of the notification of the committee’s decision.

    Part 2: If the student disagrees with the dean’s or designate’s decision, the student must submit a written request within five days to the Office of the Registrar for a review by the College Academic Appeal Panel (CAAP). This request must set out the following:

    • The grade, decision or issue being appealed, including relevant dates, the decision
      taken or the conduct which occurred;
    • Full details of the grounds on which the appeal is being made, including copies of
      all relevant documents;
    • The desired outcome of the appeal.

    Once the above has been submitted and it has been determined that a CAAP should be convened, the registrar or designate will select three members (a student, a faculty member and a dean) from program areas other than the student’s. The panel will be chaired by the dean. The registrar or designate will act as a non-voting recording secretary for the panel.

    The role of the panel is to formally decide upon a resolution to the appeal in accordance with this procedure. All aspects of the adjudication process will be strictly confidential. The panel will have access to all information available concerning the case, and in accordance with the Freedom of Information and Protection of Privacy Act. The panel will fully review the facts and confer with the panel chair, who will render a decision in a free and unbiased manner. Before the panel meets, the registrar or designate will investigate the appeal situation, collect statements from the individuals involved, prepare a preliminary report for the panel and summarize the essential issues of the case.

    The panel will convene within five working days of being selected. All members of the panel are involved in the hearing and the decision. Decisions regarding the outcome of the case and any penalties should be reached by consensus whenever possible. The chair will make the final decision on behalf of the College if consensus is not reached.

    The instructor and student may be accompanied by one support person each when meeting with the panel, as long as the support person is identified to the registrar or designate 24 hours prior to the meeting. Witnesses and other concerned individuals may be asked by the chair to provide information to the panel. The instructor and student are responsible for arranging their own support persons and witnesses, and for informing them of the schedule and process to be followed. Support persons, witnesses and those directed by the panel will be the only people allowed to attend the panel sessions, and only as necessary during the hearing.

    Decisions will be based on information presented to the panel and will be based on a “balance of probabilities.” Reasons for a decision must be based on the statements found in this procedure. The panel will decide on an outcome to the issue, a resolution process and any penalties to be applied.

    The dean in the student’s area and the registrar are responsible for ensuring that the panel’s decisions are enforced. The registrar or designate will communicate the decision of the panel to all parties within two working days of the decision.