GRADUATE APPEALS OF ACADEMIC DECISIONS
GENERAL:
Graduate students have the right to appeal substantive or procedural academic decisions. Under this policy, an issue should initially be dealt with as close to its source as possible.
SCOPE:
This policy applies to all graduate students and to academic decisions made within graduate courses and programs. Decisions related to admissions to a graduate program is not appealable. Financial appeals are not included in this policy.
TYPES OF APPEAL:
• Grade Appeals
• Program Withdrawal Appeals
• Academic Misconduct Appeals
• University Requirements Appeals
• Program Requirements Appeals
• Registration and Withdrawal Petitions
LEVELS OF APPEAL:
• Graduate Program – includes course instructor, Supervisor(s) and Graduate Program Director
• School of Graduate Studies – includes Dean of Graduate Studies, Graduate Studies Appeal Committee
• Senate – includes Senate Special Appeals Committee
DEFINITION:
In this document, “days” refers to University working days only and excludes weekends, statutory holidays, and periods when the University is closed.
COMMUNICATION:
Decisions at all levels will be issued in writing and include the decision and effective date, the reasons for the decision, any remedy or conditions imposed and information about next steps and timelines for further appeal (if available).
SUBMITTING AN APPEAL
Students may submit one appeal or petition addressing an issue, and it must reasonably aim to resolve the underlying concern rather than present incremental or repetitive requests.
The University evaluates all appeals and petitions on a case-by-case basis. Each submission is considered individually, and decisions are made based on the specific context and details of the case. As a result, outcomes are not precedent-setting.
STUDENT RESPONSIBILITIES:
• Submit a written statement clearly identifying the decision being appealed, the grounds, the remedy sought and a list of all supporting documents.
• Attach all evidence, including materials submitted at previous levels and the decision letters received. Students should be aware that material submitted by the student in support of the appeal will be distributed to other parties participating in the appeal. Those individuals may include the course instructor, the department Graduate Director, and other graduate faculty.
• Use official Trent University email address .
• Meet all timelines unless an extension has been granted.
• Students are reminded that submitting false or misrepresentative medical certificates or other documentation in support of requests for concessions on academic work or deadlines is considered cheating under the University’s Academic Integrity Policy.
• A student may abandon an appeal at any time during the appeal process.
STATUS DURING AN APPEAL:
• Unless stated otherwise, the original decision remains in effect while the appeal is pending.
EXTENSIONS:
• Time limits may be extended where justified. Any extension should be confirmed in writing.
FORMAL APPEALS
APPEAL OF GRADE
Informal Step
• Student consults course instructor within ten (10) days of receiving the grade to seek clarification or informal review.
• Informal review should provide reason for the grade or mark assigned.
• DECISION TIMELINE: Normally ten (10) days from the receipt of the inquiry.
Appeal of a grade on a piece of coursework
Level 1 - Program
• TO: Graduate Program Director
• WHEN: Within ten (10) days of receiving the instructor’s informal decision and feedback.
• PROCESS: The Graduate Program Director will review the submission and may seek a second, independent assessment of the work where appropriate.
• The original grade cannot be lowered as a result of the appeal.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
Level 2 – Dean of Graduate Studies on procedural grounds
• TO: Dean of Graduate Studies
• WHEN: Within ten (10) days of receiving the Graduate Program Director’s reply.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
NEXT LEVEL: On the grounds of undue hardship a further appeal may be made to the Senate Special Appeals Committee.
Appeal of a final course grade
Level 1 – Program
• TO: Graduate Program Director
• WHEN: Within thirty (30) days of receiving the final grade.
• PROCESS: The Graduate Program Director will review the submission and may seek a second, independent assessment of the work where appropriate.
• The original grade cannot be lowered as a result of the appeal.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
Level 2 – Dean of Graduate Studies on procedural grounds
• TO: Dean of Graduate Studies
• WHEN: Within ten (10) days of receiving the Graduate Program Director’s reply.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
NEXT LEVEL: On the grounds of undue hardship a further appeal may be made to the Senate Special Appeals Committee.
APPEAL OF WITHDRAWAL DUE TO ACADEMIC REGULATIONS
Failure of a required course or Failure of an elective course (second attempt)
Level 1 - Program
• TO: Graduate Program Director
• WHEN: Within ten (10) days of the withdrawal decision letter.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
Level 2 – Graduate Studies Appeal Committee
• TO: Graduate Studies Appeal Committee
• WHEN: Within ten (10) days of receiving the Graduate Program Director’s reply.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
NEXT LEVEL: On the grounds of undue hardship a further appeal may be made to the Senate Special Appeals Committee.
Unsatisfactory progress in a research-based program
Level 1 - Program
• TO: Graduate Program Director
• WHEN: Within ten (10) days of the withdrawal decision letter.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
Level 2 – Graduate Studies Appeal Committee
• TO: Graduate Studies Appeal Committee
• WHEN: Within ten (10) days of receiving the Graduate Program Director’s reply.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
NEXT LEVEL: On the grounds of undue hardship a further appeal may be made to the Senate Special Appeals Committee.
APPEAL OF EXPULSION DUE TO ACADEMIC MISCONDUCT
• TO: Graduate Studies Appeal Committee
• WHEN: Within ten (10) days of the date of the expulsion decision letter.
• DECISION TIMELINE: Thirty (30) days from the receipt.
NEXT LEVEL: On the grounds of undue hardship a further appeal may be made to the Senate Special Appeals Committee.
APPEAL RELATED TO ACADEMIC REQUIREMENTS/ DECISIONS
Examples include comprehensive/candidacy examinations, evaluation of major research or internship papers, thesis and dissertation defences, and other program or University degree elements.
Level 1 - Program
• TO: Graduate Program Director
• WHEN: Within ten (10) days of the withdrawal decision letter.
• DECISION TIMELINE: Thirty (30) days from the receipt of the appeal.
Level 2 – Graduate Studies Appeal Committee
• TO: Graduate Studies Appeal Committee
• WHEN: Within ten (10) days of the Graduate Program Directors decision.
• DECISION TIMELINE: Thirty (30) days from the receipt.
NEXT LEVEL: On the grounds of undue hardship a further appeal may be made to the Senate Special Appeals Committee.
SPECIAL APPEALS TO SENATE
Graduate students who have exhausted all other appeal processes may appeal to the Special Appeals Committee of Senate on the grounds that a policy or practice has caused the student undue hardship.
Special appeals must be filed with the University Secretariat within four (4) weeks of the receipt of the previous ruling and must include all documents to be presented for the appeal as well as previous decisions made.
More information is found at the Special Appeals Committee website.
All decisions of the Special Appeals Committee are final within the University.
PETITIONS
LATE WITHDRAWALS
Serious medical or compassionate grounds that prevented withdrawal by the published deadline. If the petition is granted, the course will remain on the transcript with a grade of WDN (Withdrawn).
Level 1 – Graduate Program Director
• TO: Graduate Program Director
• WHEN: Within thirty (30) days of the last class.
• DOCUMENTATION: Submission of the Late Withdrawal form along with supporting documentation.
• DECISION TIMELINE: Thirty (30) days from the receipt of the petition.
Level 2 – Dean of Graduate Studies
• TO: Dean of Graduate Studies
• WHEN: Within ten (10) days of receiving the Graduate Program Director’s reply.
• DECISION TIMELINE: Thirty (30) days from the receipt of the petition.
NEXT LEVEL: On the grounds of undue hardship and/or procedural error, a further appeal may be made to the Senate Special Appeals Committee.
RETROACTIVE REGISTRATION
Demonstrated reasons why registration did not occur despite participation.
• TO: Graduate Program Director
• WHEN: Before the last day of the course.
• DOCUMENTATION: Submission of add course form signed by the Course Instructor along with statement of reasons and supporting documentation.
EXEMPTION TO DEGREE REQUIREMENTS
Demonstrated reasons for relief from graduate academic regulation or graduate degree requirement.
Level 1 – Graduate Program Director
• TO: Graduate Program Director
• WHEN: By the beginning of the student’s final term.
• DOCUMENTATION: Submission of Exemption from Academic Regulations or Degree Requirements form along with statement of reasons and supporting documentation.
• DECISION TIMELINE: Thirty (30) days from the receipt of the petition.
Level 2 – Dean of Graduate Studies
• TO: Dean of Graduate Studies
• WHEN: Within ten (10) days of receiving the Graduate Program Director’s reply.
• DECISION TIMELINE: Thirty (30) days from the receipt of the petition.
NEXT LEVEL: On the grounds of undue hardship and/or procedural error, a further appeal may be made to the Senate Special Appeals Committee.
GRADUATE STUDIES APPEALS COMMITTEE
COMPOSITION:
Normally three non-student voting members of the Graduate Studies Committee (GSC) who are not members of the student’s graduate program. Where necessary for reasons of expertise or background, the Dean may appoint a non-member of the GSC as one of the three members. Members must declare conflicts and the Dean of Graduate Studies will appoint alternates as needed.
PROCESS:
• Review written documentation and may seek additional relevant evidence at its discretion, including evidence from external experts.
• The remedy open to the Committee will be limited to a recommendation for reassessment and the conditions under which a reassessment will be made, or other remedies within its mandate (eg. upholding or modifying a Program decision consistent with policy).
• Meetings are held in camera.
• Decision letters will provide reasons and will outline any further appeal rights, where applicable.