Academic Appeal Policy

Purpose

To provide students with a fair, timely and consistent process to appeal decisions that impact their academic standing or progression, when the grounds for an academic appeal are met on the basis of merit of work, personal bias or unfair treatment, course management and/or extenuating circumstances.

Scope

This policy applies to students, faculty and employees of Seneca.

Key definitions

Academic decision

A determination made by Seneca acting in accordance with academic policies and procedures.

Academic appeal

The process by which students may challenge an academic decision they have received.

Academic Appeal Committee

A group of designated students, faculty and academic administrators who listen to, analyze and decide the outcome of, an academic appeal.

Academic Appeal Assessment Committee

A group of designated, impartial members, who were not part of the Academic Appeal Committee (level two), including, where possible, a student representative designated by the Seneca Student Federation, to review the decision of the Academic Appeal Committee (level two), based on one or more of the grounds outlined by the student.

College business day

Monday to Friday, excluding Saturdays, Sundays, statutory holidays or any other day Seneca has publicly acknowledged that it is closed.

Grounds

The reason(s) used to challenge an academic decision, which the student believes to be unfair or unreasonable.

Restorative practice

Based on the values of inclusion, accountability and compassion, as well as the understanding that everyone is an equal member of society and has a contribution to make to the greater good, this approach enables those who have been harmed to convey the impact of the harm to those responsible, and for those responsible to acknowledge this impact and take steps toward resolution.

Policy

1. General

2. Level One – Informal Academic Resolution Process

  1. If a student disagrees with an academic decision, they must discuss the matter with their faculty and program co-ordinator or chair as soon as possible to see if a mutually satisfactory solution can be reached in accordance with the timeline stated in Seneca’s Academic Appeal Procedure (See Appendix B).
  2. It is only when a resolution cannot be agreed upon through the informal appeal process that students may proceed to the formal academic appeal process.

3. Level Two – Formal Academic Appeal Process

  1. If a student is unable to resolve a matter through the informal academic resolution process, they may file a formal academic appeal with Seneca. The student pursuing the formal academic appeal may request support from a Student Life Co-ordinator within Student Services.
  2. All employees must cooperate with reasonable requests to provide documentation and to appear at a formal academic appeal meeting, unless there are extenuating circumstances preventing their participation.
  3. Pending the outcome of an appeal, a student may register for the next semester of their program, unless there is an issue of liability, safety and/or conduct that interferes with the teaching/learning process. The respective chair may impose compulsory conditions to be met by the student if they continue in the program while awaiting the outcome of the appeal.
  4. Formal Academic Appeal Assessment Process
    • A student may apply for an assessment of the Academic Appeal Committee’s decision by initiating the Formal Academic Appeal Assessment Process. Students may only apply for an appeal assessment if one of the following grounds are met:
      • A substantial procedural error occurred during the Formal Academic Appeal Process
      • New documentation or information is available that, through no fault of the student, was not available at the time the appeal was heard by the Academic Appeal Committee
      • The sanctions imposed by the Academic Appeal Committee are unreasonable or substantially disproportionate to the circumstances or offence.
    • For the purpose of clarification, the Academic Appeal Assessment Committee does not have the authority to re-hear an appeal on its merits, as the decision of the Academic Appeal Committee is final. If the Academic Appeal Assessment Committee determines that there are grounds to reconsider the student’s case, a new Academic Appeal Committee will be formed. Members of the new Academic Appeal Committee will not be the same members who heard the first appeal.

Supporting documentation

Related Seneca policies

Related materials

  • None

Appendix A: Grounds for appeal

Grounds Explanation Suggested supporting documentation*
Merit of work

An academic decision that does not accurately reflect a student’s demonstrated abilities, actions and/or achievements. Examples include but are not limited to:

  • a breach of academic integrity, e.g., plagiarism, contract cheating
  • an assessment that may have been unfairly or inaccurately graded
  • Prior Learning Assessment & Recognition (PLAR).
  • Specific and detailed reasons, in writing, as to why the original grade was inaccurate.
  • Any relevant documentation, e.g., course notes, work experience, correspondence such as emails, letters, or academic integrity documentation.
  • Samples of the student work from the course, such as essays, tests or assignments.

Personal bias/unfair treatment

Note: If a concern relates to discrimination and/or harassment, please contact the Student Conduct Office and consult Seneca’s Discrimination and Harassment Policy

Perceived unfair treatment of a student by a faculty member in comparison to their treatment of other students within the course that negatively impacts a student’s performance. 
  • A written record of the events and an explanation of how they affected the student’s ability to succeed.
  • Course outline or assignments if appropriate.
Extenuating circumstance An unforeseen significant event or circumstance that affected the student’s ability to meet the course requirements and was not accommodated. For example, medical and/or legal issues or other circumstances that have affected the student’s timely completion of an assignment, academic performance, or ability to meet academic obligations. Generally, employment commitments will not constitute grounds for academic appeal.
  • Note from a medical professional.
  • A death certificate, or funeral arrangement documentation.
  • Travel arrangement documentation.
  • Legal documentation, such as summons or subpoena, a notice of jury selection, eviction notice, etc.
  • Letters from counsellors, therapists, or religious advisers.
Course management

A departure by faculty from the course outline that negatively affects the student’s academic performance.

Examples include:

  • change in course delivery mode
  • error in the application of established grading criteria
  • faculty not following the learning outcomes.
  • Relevant course outline.
  • Written record of the departure from the course outline and explanation of how it affected the student’s ability to succeed.

*Note: The supporting documentation suggested is not a comprehensive list and other documentation may be considered or required. 

Appendix B: Academic appeal procedure

Level One – Informal Academic Resolution Process

Action Duration, unless extenuating circumstances arise Responsibility
  • Once official grades are published on Student Home, a student can discuss any concerns and/or issues with faculty and administrators in the following order:
    • Faculty member(s)
    • Program co-ordinator
    • Chair.

Within ten college business days of official grades being published on the Student Centre

Student
The student and respective school will share all relevant information to resolve the issue, if possible.   Student and faculty/administrators from respective school

Note: Advice regarding the informal academic resolution process and the formal academic appeal process is available through Student Services, ask for a Student Life Co-ordinator at your campus.

Level Two – Formal Academic Appeal Process

Action Duration, unless extenuating circumstances arise Responsibility
  • Where an appeal is not resolved through the Informal Academic Resolution Process and the student wishes to pursue the Formal Academic Appeal Process, they must deliver the academic appeal package to the respective chair, or designate, and pay the $25 non-refundable fee* to the Registrar’s Office which will be applied your Student Centre account. The academic appeal package must include the following:
    • Completed Academic Appeal Request Form (PDF)
    • Relevant documentation (e.g., relevant correspondence, transcripts and supporting documentation)
    • The respective chair’s, or designate’s signature

*If the student’s academic appeal is successful, the $25 fee will be reimbursed to the student.

Note: Students with no outstanding tuition fees may appeal any academic decision, provided that it meets the criteria outlined in the Grounds for Appeal document.

The student who is pursuing the formal academic appeal process may request support from a Student Life Co-ordinator located within Student Services  (e.g., to review the formal academic appeal process, ensure all relevant documentation is included in the package, prepare for meeting and set/manage expectations.)

Within five college business days upon receipt of written notification that the informal academic resolution process was not successful Student
  • Scan all documents related to the student’s academic appeal package and keep an electronic file in their records.
Within five college business days upon receipt of the student’s completed academic appeal package Program area administrator
  • Establish a meeting date and time based on the availability of all Academic Appeal Committee members and the student who submitted the completed academic appeal package.

Note:

  • Academic Appeal Committee membership consists of the committee chair (who is an administrator) or designate, a minimum number of three faculty members who are not associated with the incident, and, where possible, a student representative designated by the Seneca Student Federation.
  • The student who submitted an academic appeal request form and completed package has the option to invite one person (e.g. a student services staff member) to attend the Academic Appeal Committee meeting as an observer only.
  • The faculty member (involved in the appeal) and student may request to view the entire package prior to the academic appeal committee meeting (with correspondence, material, etc.).
  • The academic appeal committee chair may arrange to interview the faculty member for their perspective on the appeal.
Within five college business days upon receipt of the student’s completed academic appeal package Program area administrator
  • Prepare the formal academic appeal decision letter, unless additional documentation is required to make an informed decision. The letter should be shared with the appeal committee members, faculty, program co-ordinator, Dean and Chair. Depending on the severity of the decision, the Dean may be consulted prior to finalizing the letter.
Within five college business days from the date on which the Academic Appeal Committee met Chair of the Academic Appeal Committee
  • Provide the formal academic appeal decision letter to the student electronically and by mail.
  Program area administrator

Formal Academic Appeal Assessment Process

The decision of the Academic Appeal Committee is final, unless the student believes their situation meets one of the three grounds for formal academic appeal assessment outlined in the Academic Appeal policy.

Action Duration, unless extenuating circumstances arise Responsibility
1. Where the student wishes to appeal the Academic Appeal Committee’s decision, and one of the three grounds for a formal academic appeal assessment is met, they must pay the $25 non-refundable fee* to the Registrar’s Office which will be applied your Student Centre account. They must also deliver an electric or hard copy of the academic appeal assessment package to the Office of the Vice President, Academic. The academic appeal assessment package must include the following:
  • Completed Academic Appeal Assessment Request form (PDF)
  • Relevant documentation 
  • Respective chair’s or designate’s signature *If the student’s academic appeal is successful, the $25 fee will be reimbursed to the student.
Within five college business days from the date recorded on the Academic Appeal Committee’s formal decision letter Student
2. Establish a meeting date and time based on the availability of all Academic Appeal Assessment Committee members and a student representative from the Seneca Student Federation. The student who filed the appeal assessment will be notified of the date by email, but does not attend the meeting. as it is a review of the academic appeal process, not a re-hearing of the appeal Within ten college business days upon receipt of the student’s completed academic appeal package Office of the Vice President, Academic
3. Prepare the formal academic appeal assessment decision letter, unless additional documentation is required to make an informed decision Within five college business days from the date in which the Academic Appeal Assessment Committee met Chair of the Academic Appeal Assessment Committee
4. Provide the formal academic appeal assessment decision letter to the student electronically and by mail.
Scan any new documentation (e.g., meeting notes, correspondence, decision letter) and add it to the student’s original electronic and hard copy files.
Provide the student’s electronic and hard copy files to the respective program area
Within five college business days from the date in which the Academic Appeal Assessment Committee met  Office of the Vice President, Academic
5. If the Academic Appeal Assessment Committee’s decision is in favour of the student, based on one or more of the grounds outlined, commence the Level 2 – Formal Academic Appeal Process, at the third action. Within five college business days from the date in which the Academic Appeal Assessment Committee met Office of the Vice President, Academic

Note: If the Academic Appeal Assessment Committee’s decision is not in favour of the student, the decision of the Academic Appeal Committee is final.


Approval Date: July 2018

Last Revision: May 2020