Academic Appeals Information

Deadline to submit appeal is July 15       

This document has been prepared by the Office of Student Services and is intended to assist students through the academic appeal process.

The following information outlines specific points for consideration.

If you have any questions, contact Wilfred Langmaid, Student Advocate.

What can I appeal?

You have the right to defend reports of academic offences as outlined in University Regulation IX of the University of New Brunswick Undergraduate Calendar. Academic offences include plagiarism, cheating, falsifying records, etc.

You also have the right to appeal academic decisions, as outlined in University Regulation X of the University of New Brunswick Undergraduate Calendar. These decisions include Academic Probation or being Required to Withdraw, which are placed on your transcript as a result of your assessment Grade Point Average which is calculated at the end of an assessment period, provided that 24 credit hours or more have been attempted since your last assessment. The assessment period begins in May (with Intersession & Summer Session) prior to your most recent fall session and ends in April of your current academic year (see University Regulation VIII(F)). You may also seek to have completed course grades and credit hours excluded from your transcript, providing that you have sufficient grounds.

Do I have grounds to appeal academic decisions?

The appropriate Appeals Committee may grant an exemption from the application of a University Regulation or from the effect of an academic decision, on the grounds of compassion, health, or other extenuating circumstances beyond the control of the student. Medical grounds pertain to your personal health and would include such reasons as periods of extended illness, hospitalization, documented learning disabilities, etc. Compassionate grounds pertain to other reasons such as a death in the family, severely disruptive relationship difficulties, etc. A student requesting such an exemption must state the grounds on which the request is based and provide documentation to support the grounds cited. Each student’s case is decided individually on its own merits.

The Committee may also grant relief on the ground that an academic decision has been made without due regard to proper procedure, or in such a manner which is unfair in all the circumstances. A student requesting such relief on appeal must state the grounds on which the request is based and provide any pertinent material. Each student’s case is decided individually on its own merits.

What remedy can I ask for?

You must indicate clearly what remedy you are seeking, and why. You can request “Permission to Continue on Academic Probation” instead of “Required to Withdraw”; to be “Permitted to Continue without Academic Penalty” instead of “Academic Probation”; to exclude completed course grades and credit hours from your Grade Point Average; i.e. requesting the # notation or, a late “W”, providing you have not completed all of the requirements of a particular course(s).

What supporting documents are required?

Appeals must be made in writing. You should draft a letter to the Student Standings and Promotions Committee outlining in sufficient detail: your request, the reason and basis for appeal, a complete description of extenuating circumstances, as well as the remedy you are seeking. You must indicate in your letter whether you will be attending the hearing and whether the student advocate will represent you at the hearing.

You should also provide other relevant information with regards to the courses in which you are seeking a remedy (course schedule, marks received on evaluations, etc.).

It is also recommended that your letter include a timeline of relevant events, including copies of relevant correspondence (with professors/faculty, administrators, student advocate) and a calendar of meeting dates (with professors/faculty, administrators, student advocate and other counselors).

If your grounds are medical, a letter from your doctor or other medical practitioner is required. Letters of support from your parents, spouse, relative or friends who were aware of your situation may also be included. If your grounds are compassionate, you may supply supporting documentation from a counselor, clergy person or professor who know you well and with whom you have shared the circumstances of your situation.

Is there anyone I can call for help?

The Student Advocate can assist you with your appeal. The Student Advocate can help you prepare the documentation necessary for your appeals hearing, and may appear with you or speak on your behalf at the appeals hearing. His telephone number is (506) 453-4527 and his email address is Wilfred Langmaid.

When must I file my appeal?

Appeals pertaining to academic status at the end of an assessment period must be filed on or before July 15 of that year. The assessment period begins in May (with Intersession & Summer Session) prior to your most recent fall session and ends in April of your current academic year. Where circumstances warrant, the Student Standings and Promotions Committee may consider student appeals which do not meet the normal deadline requirement. The Student Standings and Promotions Committee may receive documentation in support of an appeal after the July 15 deadline set for the filing of the appeal itself, but this may result in delay in the determination of the case.

How does the appeals process work?

You must first submit your appeal letter complete with all supporting documentation to the Registrar’s Office. In most cases your appeal will be adjudicated by the Student Standings and Promotions Committee. The committee is comprised of one member from each faculty on campus, as well as two undergraduate student members and one graduate student member. The Registrar and the Student Advocate also attend all of the meetings but do not vote. Your letter and supporting documentation will be read. If you choose to, you may then speak on your behalf. Then the committee will discuss your case and vote on your request.

Can I attend the hearing?

It is your right to attend the hearing. It is also your right to designate the Student Advocate to speak on your behalf at the hearing. The choice is yours; however, you may wish to discuss this with the Student Advocate. Regardless, you must ensure that the documentation you provide for the hearing provides a complete and accurate portrayal of your situation.

What happens if my appeal of academic decision is denied?

The Registrar’s Office will contact you in writing to inform you of the committee’s decision. No re-appeal of the decision will be heard by the Student Standings and Promotions Committee unless new evidence is presented and deemed by the committee to be of sufficient importance to justify clearly the reopening of the case.

A student may request a Senate review of a decision of SS&P. However, the grounds of review in these circumstances are very limited. The only grounds for such a request are that the decision was made without due regard to proper procedures, such that the student was materially disadvantaged, or that the decision was made in a manner which is not fair in all of the circumstances. These grounds are generally limited to procedural concerns, and are reviewed rarely.

What happens if my appeal is granted?

The Registrar's Office will contact you in writing to inform you of the committee's decision and will make the necessary adjustments to your transcript.

What should my appeal letter look like?

An outline of a sample letter to consider when writing your appeal letter is available. Most appeal letters are approximately two pages in length. There is no substitute for a strong and well expressed letter.

To view the academic calendar, click here.