9. Academic appeals

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The aim of the academic appeal process is to provide you with a fair, consistent, and efficient path to appeal academic decisions which have an impact on your academic standing or progression within your program. While the academic appeal process remains an option, it's recommended to initially pursue an informal resolution (e.g., meet with the faculty) before resorting to a formal appeal. This approach encourages open communication and collaboration, potentially leading to quicker resolutions and fostering a positive relationship between the parties involved. Additionally, addressing concerns informally may help clarify misunderstandings and identify potential solutions more efficiently, reducing the need for formal procedures.

9.1 Circumstances for an academic appeal 

You can appeal the following:

  • a mark on an evaluation, test, examination, or work-integrated learning semester due to unacceptable conditions such as bias, prejudice, lacking academic merit, mechanical error, or a grade inconsistent with those assigned to other students,1

  • missing or incorrect assessment information on a grade report and/or transcript,

  • a charge of academic misconduct,

  • a final admission decision,2

  • a final transfer credit evaluation or prior learning assessment recognition.3

1

You cannot appeal a final grade. You're only able to appeal the individual grades received for academic work/learning which led to the final grade, e.g., final test, exam, assignment. You cannot appeal a final grade for co-op, practicum, or field / clinical placement unless due to unacceptable conditions such as bias or prejudice.

2

If you have been refused admission to the college; you have the right to submit an appeal, if you believe that equal consideration with other applicants was not provided. The admission appeal process starts at step 7. Applicants appeal directly to the Office of the Registrar.

3

If you have received a final evaluation on transfer credits or prior learning, you have the right to submit an appeal if you believe that you were not evaluated fairly, or process was not followed. The credit transfer and prior learning appeal process starts at step 4.

9.2 Academic appeal process 

You're encouraged to exhaust all informal steps before moving to the formal appeal process. It's the aim of Georgian to ensure faculty and students work together in a collegial and collaborative manner to resolve issues prior to the exploration of the formal academic appeal process. Informal steps to resolve an academic issue may include:

  • You may meet with the appropriate faculty member to discuss the issue and to understand the academic decision of the faculty member.

  • You may meet with your student success advisor and/or program coordinator to review the situation and support you to build your self- navigation and self-advocacy skills as it relates to the appeal process.

Though encouraged, if you complete these informal steps, you must do so mindful of the timeline to initiate the formal appeal process. You have five days, excluding weekends and statutory holidays, of the evaluation being communicated to initiate the formal appeal process.

Appeals follow a logical progression. If you and the academic area/department come to a joint resolution, the appeal will not proceed to the next step.

The Academic Appeal Form (AAF) is used to guide the appeal process. Each step within the academic appeal process must be completed by the owner prior to the subsequent step being taken in the process. You're expected to continue your term semester while the process is taking place unless otherwise advised by a dean/associate dean, registrar/associate registrar in writing.

If you're taking a course through Ontario Learn and wish to make an academic appeal, you'll still follow the Georgian Academic Appeal process. As a first step please be sure to work with your faculty from the host institution to resolve the issue. If the issue is not resolved, please complete the form submit to your Associate Dean / Deans office. You'll then begin step five of the process.

9.2.1 Appeal statement

As part of the appeal process, you're responsible for submitting the appeal statement along with the Academic Appeal Form (AAF). The appeal statement should include:

  • The grade, decision, or issue you're appealing to. Include relevant dates, events, or conduct that occurred.

  • Full details of the grounds on which you're submitting the appeal.

  • Your desired outcome of the appeal.

  • Copies of all relevant documents.

9.2.2 Appeal process

The process for an academic appeal is outlined below. Georgian partner institutions may use their own processes for academic appeal. Please be sure to review your home institution website to process information.

Steps 1 through 6 occur between you and the academic area/department.

If the process reaches step 7, the process continues between you and the Office of the Registrar. Conditions to support proceeding with step 7 may include:

  • The decision made by the dean/associate dean was unreasonable.

  • The evidence presented did not adequately support the decision.

  • There was an error in the process such as incorrect evidence or misinterpretation.

  • The process was biased.

Step Process Owner Resource
1 Informal meeting with faculty and/or program coordinator to resolve issue. If not resolved, move to formal process while mindful of timelines  Student Phone/email/in-person
2 You complete the Academic Appeal Form (AAF) and compose the maximum 250-word appeal statement (Section 9.2.1Appeal statement). You submit these documents to the faculty in the academic area/department within five working days* of evaluation being communicated. If the AAF is not completed, and/or the maximum 250-word statement is not submitted, then the appeal will not be processed. If an academic misconduct is being appealed, proceed to step 4. Student AAF, appeal statement, email
3 The faculty may inform and consult with program coordinator/manager. Date and time of meeting with you is determined within two working days* of the appeal submission. Academic area/department Phone/email/in-person
4 The faculty or designate meets with you and records the decision and supporting comments on the AAF. If you and the academic area/department come to a resolution, the appropriate changes are made, and the AAF is not pursued or recorded. If there is no resolution the academic area/department returns the form to you, no later than 24 hours after the meeting, and the process continues. Academic area/department AAF, email
5 You submit the Academic Appeal Form (AAF) and the appeal statement to the dean/associate/director within two working days* of the academic area/department meeting. If appealing an academic misconduct, you must also provide a copy of the Breach of Academic Integrity Form (BAIF). Student AAF, appeal statement, BAIF, email/in-person
6 The dean/associate dean reviews the Academic Appeal Form (AAF) and supporting appeal statement and consults as needed with the academic area/department, then meets with you and the academic area/department within two working days* of receiving the AAF. Dean/Associate Dean/Director AAF, appeal statement
7 The dean/associate dean records their decision and supporting comments on the Academic Appeal Form (AAF) and returns the form to you no later than two working days* after meeting with you. If no resolution is found, the dean/associate dean advises you of next steps and timelines. Dean/Associate Dean/Director/Registrar AAF, appeal statement, in-person
* Steps 8 through 10 occur between you and the Office of the Registrar (Section 9.3.2 College Academic Appeal Panel (CAAP) process). 
8 If you wish to continue the appeal process, you should submit the AAF and relevant documents to the Office of the Registrar indicating your request to have a College Academic Appeal Panel (CAAP) held to resolve the issue within two working days* of receiving it back from the dean/associate/ dean/director. You must ensure all relevant documents are submitted to the Office of the Registrar. Student AAF, BAIF, appeal statement, email, all supporting documents and decision details
9 The Office of the Registrar reviews the information provided by you and the academic area/department and determines one of the following: a) A CAAP is warranted. The academic issue falls within the scope of the academic appeal policy, timelines have been met, all informal and formal avenues of resolution have been exhausted. b) A CAAP is not warranted. Your academic issue doesn't fall within the scope of the academic appeal policy, timelines have not been met, all avenues for resolution have not been exhausted. c) It's recommended you and the academic area/department further explore avenues for resolving the academic issue. If no CAAP is warranted, you're advised of a decision within three working days* of submitting the form, the decision stands, and no further action is taken. Notification is provided to the dean/associate dean/director/registrar, and the academic area/department. Registrar/Associate Registrar All available evidence, email
10 If a CAAP is warranted, it will convene within five working days* of receiving the AAF in the Office of the Registrar. Both the academic area/department and you'll attend, to present your case. Registrar/Associate Registrar phone/email/in-person
11 The Office of the Registrar completes the AAF with the final decision of the CAAP. A copy is provided to you, CAAP participants, the dean/associate dean, and the academic area/department within two working days* of the CAAP meeting. Registrar/associate registrar AAF,BAIF, supporting documents
12 The Office of the Registrar makes the appropriate changes to your student record as needed. Office of the Registrar Banner
*Deadlines exclude weekends and statutory holidays

9.3 College Academic Appeal Panel (CAAP)

Decision(s) made in academic situations are based on Georgian academic regulations, college policy and administrative directives. Decisions that can be appealed are clearly identified, along with the outlined appeal process. If an appeal option is not explicitly stated, the decision cannot be appealed under these regulations. However, you may request a review of records to identify and correct any potential errors.

Grounds for calling a CAAP may include:

  • Error in process or in the application of the regulations.

  • It's deemed that the decision made within the academic area/department was not based on the evidence that was provided as part of steps 1 through 6 of the process.

  • Adequate reasons have not been provided outlining the rationale for the decision made during steps prior to CAAP the process.

Additional grounds may also be applicable to academic appeal situations such as the original decision is deemed unreasonable considering evidence that was not previously available.

When appeals are presented to a CAAP, their role is to formally resolve an appeal in accordance with the following procedures.

All aspects of the adjudication process are strictly confidential. The CAAP will have access to all information available concerning the appeal and in accordance with the Freedom of Information and Protection of Privacy Act, 1990. Decisions are based on information presented to the CAAP. All CAAP decisions are final and binding.

Timelines noted in the appeal process are expected to be adhered to by all parties. Where there are extenuating circumstances, or if additional time is needed to collect information, the timelines may be altered or extended so long as changes are communicated to all parties and justification is provided. Timeline changes must be reasonable. The process must not take more than 30 working days (excluding weekends and statutory holidays). 

9.3.1 CAAP roles and responsibilities 

If a College Academic Appeal Panel (CAAP) is determined to be appropriate, by the Office of the Registrar, the registrar/associate registrar selects three members: 

  1. a member of Georgian College Students' Association (GCSA),  

  2. a faculty member, and  

  3. a dean/associate dean) from academic areas other than yours.

Each panel member is responsible for declaring any conflict of interest. 

The dean/associate dean chairs the CAAP, and both the involved or relevant faculty academic area/department member and you attend to present your case.

The registrar/associate registrar acts as a non-voting recording secretary for the CAAP, as well as a resource for process, policies, and regulations. 

All members of the CAAP are involved in the hearing and the decision. 

9.3.2 CAAP process 

The Office of the Registrar sets a date and time for the CAAP and notifies the panel and you, within five working days (excluding weekends and statutory holidays) of receiving the Academic Appeal Form (AAF), and to confirming it the appeal meets the criteria for a CAAP. Supporting documents must be received from you and the academic area/ department no later than eight working days (excluding weekends and statutory holidays after receiving notice of the CAAP. The panel fully reviews the facts and confers with the CAAP chair, who renders a decision in a free and unbiased manner.

The process is as follows: 

  • Before the CAAP meets, the registrar/associate registrar investigates the appeal situation, collects statements from the individuals involved, prepares a preliminary report for the panel summarizing the essential details of the case. 

  • During the appeal hearing, the academic area/department and you may be accompanied by one support person each (e.g., student success advisor, counsellor, or guardian), if the support person is identified to the registrar/associate registrar two working days (excluding weekends and statutory holidays) prior to the hearing. 

  • Witnesses and other concerned individuals may be invited to the hearing by you or the academic area/department. These persons may be asked by the chair to provide information to the panel during the hearing. 

  • The faculty and you're responsible for arranging your 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 CAAP are the only people allowed to attend the panel sessions, and only as necessary during the hearing. Support persons present are not permitted to speak on your behalf, unless permitted by the chair. 

  • In any situation where an individual’s personal interests may be incompatible or in conflict with their responsibilities as a support person, witness or CAAP member in a hearing, which includes actual, potential, or perceived conflicts of interest, the chair of the CAAP or the registrar/associate registrar has the discretion to decline that individual’s involvement in the hearing. Where possible, notification of the conflict will be provided prior to the CAAP meeting. 

  • The CAAP decides on an outcome to the appeal, a resolution process, and any penalties/actions to be applied. 

  • Decisions are based on information presented to the CAAP. Reasons for a decision must be based on the statements found during the academic appeal process. Decisions regarding the outcome of the case and any penalties/actions should be reached by consensus whenever possible. The chair makes the final decision on behalf of the college if consensus is not reached.  

9.3.3 Principles of Fairness 

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

9.3.3.1 Adequate notice of the CAAP meeting
 

Notice of the CAAP meeting must include the time and place of the hearing. All written statements available about the case, such as statements from both the academic area/department and you, the registrar/associate registrar’s report and notice of witnesses will be provided to all parties within eight days, excluding weekends and statutory holidays, prior to the CAAP meeting. The registrar/associate registrar can extend the time limits in this procedure after consulting with both you and the academic area/department to ensure appropriate preparation time.

9.3.3.2 Opportunity to fully present the case
 

Both parties can present your cases and fully disclose pertinent information. Questioning witnesses is directed through the panel.

Reasons for decisions made by the CAAP are included in the panel’s final communication. A copy of the communication is sent to you, the academic area/department, and the dean/associate dean of your program area. A copy is also kept on your record in the Office of the Registrar.

When it's deemed necessary, the college may designate an employee to act on behalf of the people or positions noted in this document. This is usually done to ensure reasonable timelines are followed in cases in which those college personnel identified are not available, or whose availability is constrained.

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