Educational appeals, requests for exception & formal complaints

The Educational Policy regarding the Request for Exceptions process is designed to allow students the opportunity to resolve an issue through an informal and/or formal process. It is important to review the information below prior to submitting a Request for Exception form:

• It is the student’s responsibility to be familiar with policies, dates and deadlines.
  
  Policies
  Dates and Deadlines
• Requests for Exceptions will be considered when extenuating circumstances beyond the student's control have prevented the student from participating in or completing the course(s). The requests must include appropriate supporting documentation; for example, medical documentation, death certificates, etc. See Criteria section below:
  • Medical - The student suffered an unexpected or unanticipated medical condition during the semester, which impairs the student's ability to study where course requirements cannot be satisfied. Medical covers both physical and mental health difficulties. Appropriate medical documentation from a health care provider who provided treatment during the semester in question is required.
  • Compassionate - The student has experienced a traumatic experience, not related to the student's personal physical or mental health that renders the student unable to complete course requirements.
  • Death in Family - The death of an immediate family member. Immediate family member is understood to refer to parents, siblings, spouse or child. Withdrawal from courses due to death of non-immediate family members (defined as grandparents, aunts, uncles, cousins and friends) are generally not given the same consideration as immediate family members, but are subject to circumstances.
  • Other Personal/Family Issues - Usually, this refers to illness, accident or stressful situation arising out of extenuating circumstances, being victim of violence/crime, or family dynamics. Consideration is given if an immediate family member is involved (parent, sibling, spouse or child), but does not generally extend to non-immediate family members (defined as grandparents, aunts, uncles, cousins and friends).
  • Employment - The student is experiencing an unexpected change in conditions of employment that is so disruptive that course requirements cannot be completed. For example, the student is required to transfer to a remote location. If a student decided to withdraw from the College to take up a job opportunity, their appeal/ request would in most cases be denied.

The following is the recommended Request for Exceptions procedure:

1. Read and review the Appeal of Educational Decisions Policy
2. Consult with an Appeal Support Person (defined in the Appeal of Educational Decisions Policy) to assist you through this process as needed.     
3. Use the Request for Exception form to request an exception to an Educational Policy and/or Decision under extenuating circumstances. 
4. Provide a written statement outlining the nature and rationale for the request for exception, and the extenuating circumstance(s).
   • If the request is to withdraw from some, but not all, courses in the same term; a statement explaining the rationale is required.
   • If the deadline has passed, a statement along with documentation explaining the missed deadline.
5. The Instructor Form must be completed for each course you are requesting an exception for even if you never attended. If the instructor is not reachable, please contact the Department Chair/Coordinator, or Dean. 
6. Appendix A - Medical Questionnaire is to be completed by a health care professional where the request for an exception is due to medical reasons.
7. Completed Request for Exception forms, supporting documentation and questions about this process can be submitted to exceptionrequest@douglascollege.ca.

The Educational Policy Appeals Committee consists of five members. They are the Registrar (chairperson and non-voting), one student, one faculty member, one administrator (voting members) and one counsellor (non-voting).

Appeals are mechanisms by which students may seek exemption from College policies and decisions such as appealing decisions made by College employees, requesting a waiver of admission requirements, etc. Appeals and supporting documentation must be submitted in writing. Appeal of Educational Decision form and information regarding the process to submit is available by emailing: reg_admin@douglascollege.ca.

The following is the recommended Appeal of Educational Decisions Policy procedure: 

1. Consult with a College Appeal Support Person (as defined in the Appeal of Educational Decisions Policy) for assistance and guidance.
2. Appeals of Educational Decisions must be submitted within ten (10) business days of receiving the Responsible Administrator's decision. All relevant documentation must accompany the written submission. Students can request an extension of this deadline in extraordinary circumstances. 
3. The Registrar or designate will review the documentation and determine if the Appeals Committee will hear the case.
4. If the Appeals Committee will hear the case, the Registrar or designate will notify the student of the time and place of the appeal. The student must be present. Only the College Appeal Support Person may accompany the student. No other individual representing the student may be present. In adjudicating an appeal involving a faculty member, the faculty member and the Dean are required to attend the meeting.
5. The student is notified in writing by the Registrar or designate of the Appeal Committee's decision. 

The Faculty Academic Appeals Committee consists of four members. The membership of the Committee can vary depending on the nature of the course. The Dean (chair and non-voting), a student (voting) and two faculty members (voting) will serve on the committee. A Counsellor may attend the appeal if requested by the Chair.

These Committees are set up in each faculty of the College to deal with students who are requesting a change in grade for a course that they have been enrolled in. 

The following is the recommended grade appeals procedure:

1. Consult with a College Counsellor or other designated person for guidance.
2. Students are expected to attempt an informal resolution first (this process can be discussed with the Counsellor). Informal resolution involves discussing the issue with the instructor and possibly the Coordinator.
3. The formal procedure can be followed if the informal process is unsuccessful.
4. The formal process requires that the student submit the completed Final Grade Appeal form and any supporting documentation to gradeappeal@douglascollege.ca. Your request will then be submitted to the appropriate Faculty Dean for the course in question. The Dean will review the documentation and determine if the appeal will be presented to a formal Appeals Hearing and follow up with the student as appropriate.
5. The Final Grade Appeal form and any supporting documents must be submitted to gradeappeal@douglascollege.ca by no later than ten (10) business days following the end of the term in which the grade was awarded.. Appeals submitted after this time will not be heard. The Final Grade Appeal form is found HERE. 
6. The Dean informs the student of the time and location of the appeal. The student must be present. Only authorized College Personnel or the Students Union Ombuds officer may accompany the student if so desired. No other person representing the student may attend a Grade Appeal Hearing.
7. The Committee considers the appeal and the student is notified of the decision by the Dean.

The Complaint Procedure should be used in matters such as unprofessional conduct or incompetence on the part of a faculty member.

Where possible, students should attempt to resolve complaints informally first. If a reasonable effort to resolve the complaint informally is unsuccessful, the formal procedure may be followed. 

Information about complaint procedures can be obtained from the Dean of the Faculty or a College Counsellor.