9. Academic appeals
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. The academic appeal process provides a fair, consistent, and efficient pathway to appeal academic decisions that affect your academic standing or progression within your program.
Before submitting a formal appeal, you may attempt an informal resolution, such as meeting with the academic area. 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 a formal process. Non-academic conflicts may arise, and the college offers support for these conflicts through Campus Safety Services.
9.1 Circumstances for an academic appeal
9.1.1 You can appeal the following:
a.) 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,
b.) Missing or incorrect assessment information on a grade report and/or transcript,
c.) Breach of academic integrity charge(s) misconduct,
d.) A final admission decision, if you believe your application was not evaluated fairly nor on the same basis as all other applicants, who applied by the equal consideration deadline and meet the requirements for that program. Admission appeals begin at step seven and involve the Office of the Registrar (Section 9.2.2),
e.) A final transfer credit evaluation or prior learning assessment recognition, if you believe the evaluation was not conducted fairly or process was not followed. This appeals process begins with the academic area/department at step four (see below 9.2.2).
9.1.2 You cannot appeal the following:
a.) Any final grade. You're able to appeal the individual grades received for academic work/learning which led to a final grade, e.g. final test, exam, assignment, labs, quizzes. You cannot appeal a final grade for co-op, practicum, or field/clinical placement.
b.) Promotional status (Section 5.2), which is determined at the end of each term on your institutional/semester GPA, is also not appealable.
9.2 Academic appeal process
Preliminary resolution process
All efforts toward resolution should be exhausted by you and your academic area before moving to the formal appeal process. Georgian College is committed to fostering a collegial and collaborative approach to resolving academic concerns before initiating the formal appeal process. Preliminary steps to resolve an academic issue may include:
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You meet with the appropriate faculty member to discuss the issue and to understand the academic decision of the faculty member.
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You meet with your student success advisor and/or program coordinator to review the situation and identify how to support you to build your self-navigation and self-advocacy skills as it relates to the appeal process.
These preliminary steps form part of the academic appeal process (Section 9.2.2). You must initiate the formal appeal within five days of the evaluation being communicated to you, excluding weekends and statutory holidays.
Appeals follow a logical progression. If you and the academic area/department come to a joint resolution, the appeal will not continue to the formal appeal process.
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 (Section 9.2.2.1 Academic appeal steps, responsibilities and timeline). You're expected to continue your studies while the process is taking place, unless otherwise advised in writing by a dean/associate dean, and/or the Office of the Registrar.
If you're taking a course through Ontario Learn and wish to pursue 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 and submit the form to your dean/associate dean. You'll then begin at step five of the formal appeal process.
9.2.1 Appeal statement
As part of the appeal process, you're responsible for submitting an appeal statement along with the Academic Appeal Form (AAF). The appeal statement should include:
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The grade, decision, or issue you're appealing. Include relevant dates, events, or conduct that occurred.
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Full details of the grounds on which you're submitting the appeal.
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Your desired outcome of the appeal.
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Copies of all relevant documents and evidence to support the request for appeal.
9.2.2 Academic appeal steps
The academic appeal process is outlined below. If you’re in a program at a Georgian partner institution, that partner institution may utilize its own processes for academic appeals. You should review your home institution’s website for academic appeal process information.
Steps one through seven occur between you and the academic area as part of the preliminary steps toward resolution.
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Steps one through seven must be completed before you proceed to step eight.
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All required signatures must be on the academic appeal form.
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Incomplete forms will be returned to you for completion and may affect the appeal submission timeline requirements.
At step seven, the appeal may be resolved, and the process concluded. If the matter is not resolved, you may choose to proceed to step eight, which involves the Office of the Registrar. Conditions that support proceeding to step eight may include any of the following:
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The decision made by the dean/associate dean was unreasonable.
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The evidence presented did not adequately support the decision.
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There was an error in the process such as incorrect evidence or misinterpretation.
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The process was biased.
9.2.2.1 Academic appeal steps, responsibilities and timelines
| Step | Process | Owner | Resource |
|---|---|---|---|
| 1 | Preliminary resolution meeting with faculty and/or program coordinator to resolve issue. If not resolved, move to formal process while being 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 9.2.1 Appeal statement). You submit these documents to the faculty in the academic area 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 a breach of academic integrity is being appealed, proceed to step four. | Student | AAF Part 1, 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 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 you can proceed to step five. | Academic area/department | AAF Part 1, email |
| 5 | You submit the Academic Appeal Form (AAF) and the appeal statement to the dean/associate/director within two days* of the academic area/department meeting. If appealing a breach of academic integrity, you must also provide a copy of the Breach of Academic Integrity Form (BAIF). | Student | AAF Part 2, appeal statement, BAIF, email/in-person |
| 6 | The dean/associate dean reviews the Academic Appeal Form (AAF) and supporting appeal statement. As needed, the dean/associate dean consults with the academic area/department and you, separately or together, within two days* of receiving the AAF. | Dean/Associate Dean/Director | AAF Part 3, appeal statement |
| 7 | The dean/associate dean records the decision and supporting comments on the Academic Appeal Form (AAF) and returns the form to you no later than two days* after meeting with you. If a resolution is found, the Office of the Registrar makes the appropriate changes to your student record as required. If no resolution is found, the dean/associate dean advises you of next steps and timelines. If you wish to continue the appeal, proceed to step eight. | Dean/Associate Dean/Director | AAF Part 3, appeal statement, in-person |
*Deadlines exclude weekends and statutory holidays
The following steps occur between you and the Office of the Registrar.
| Step | Process | Owner | Resource |
|---|---|---|---|
| 8 | You should submit the AAF and relevant documents to the Office of the Registrar for the final appeal process to begin. You must ensure all relevant documents are submitted to the Office of the Registrar. | Student | AAF Part 4, BAIF, appeal statement, email, all supporting documents and decision details |
| 9 | The Office of the Registrar reviews the information submitted by you and the academic area/department to determine one of the following two options: a) CAAP is not warranted (Section 9.3 College Academic Appeal Panel). 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. The recommendation may be that you and the academic area/department further explore new avenues for resolving the academic issue. You'll be advised of the decision within three days* of submitting the form. The decision stands and no further action is taken. Notification is provided to all parties (e.g., dean/associate dean/director/registrar, and the academic area/department) and the appeal process ends. b) CAAP is warranted, and you can proceed to step 10. 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. | Office of the Registrar | AAF Part 5, all available evidence, email |
| 10 | When CAAP is warranted, it will convene within five days* of receiving the AAF in the. Both you and the academic area/ department will present your case before the College Academic Appeal Panel. | Office of Registrar, academic area/department | phone/email/in-person |
| 11 | After the CAAP review is completed, the Office of the Registrar completes the AAF with the final decision. A copy is provided to you, CAAP participants, the dean/associate dean, and the academic area/ department within two days* of the CAAP meeting. | Office of the Registrar | AAF Part 6, BAIF, supporting documents |
| 12 | The Office of the Registrar makes the appropriate changes to your student record as required. | 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:
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Error in process or in the application of the regulations.
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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 one through six of the process.
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Adequate reasons have not been provided outlining the rationale for the decision made during steps prior to the CAAP.
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 (Sections 9.3.1 through 9.3.3.2 below).
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 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, a designate in the Office of the Registrar selects three members:
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a member of Georgian College Students' Association (GCSA),
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a faculty member, and
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a dean/associate dean from an academic area other than your own.
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 designate in the Office of the 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 participate in both the hearing and the decision-making process.
9.3.2 CAAP process
Upon receiving the Academic Appeal Form (AAF), the Office of the Registrar confirms whether the appeal meets the criteria for a CAAP. If the criteria are met, the Office sets a date and time for the CAAP and notifies you, the panel members, and involved or relevant faculty academic area/department member within five days, excluding weekends and statutory holidays.
Supporting documents must be received from you and the academic area/department no later than eight 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:
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Before the CAAP meets, the designate in the Office of the Registrar investigates the appeal situation, may collect statements from the individuals involved for further clarity and understanding, and prepares a preliminary report for the panel summarizing the essential details of the case.
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During the appeal hearing, you and the involved or relevant faculty academic area/department member may each be accompanied by one support person, such as a student success advisor, counsellor, or guardian. The support person must be identified to the designate in the Office of the Registrar, at least two days prior to the hearing, excluding weekends and statutory holidays.
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You and the involved or relevant faculty academic area/department member are 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 during the hearing. Support persons present are not permitted to speak on your behalf, unless permitted by the chair.
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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.
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If a support person, witness, or CAAP member has an actual, potential, or perceived conflict of interest, the Chair of the CAAP or designate from the Office of the Registrar may decide that the individual cannot participate in the hearing. Where possible, notice of this decision will be provided before the CAAP meeting.
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The CAAP determines the outcome of the appeal, a resolution process, and any penalties/actions to be applied.
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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 follow principles of fairness to ensure that all parties are treated equitably and have a meaningful opportunity to participate in the process. Some basic rules to ensure fairness include the following:
9.3.3.1 Adequate notice of the CAAP meeting
Notice of the CAAP meeting will include the date, time and location of the hearing.
All written materials related to the case, including statements from you and the involved or relevant faculty academic area/department member, the report from the Office of the Registrar designate, and notice of any witnesses, will be shared with all parties at least eight days before the CAAP meeting, excluding weekends and statutory holidays.
The Office of the Registrar designate may extend these timelines, after consulting with you and the involved or relevant faculty academic area/department member, to ensure adequate time for preparation.
9.3.3.2 Opportunity to fully present the case
Both parties can present their 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.
The college may designate an employee to act on behalf of the people or positions noted in this document, to ensure reasonable timelines are followed, or when college personnel are not available, or whose availability is constrained.