Policy 70 – Student Petitions, Grievances and Requests for Reassessment

The policies found on the website of the Secretariat are compulsory rules for the university community. The authoritative copies of the policies are held by the Secretariat and bear the seal of the university. The online version accessible through the website of the Secretariat is available for information purposes only. In case of discrepancy between the online version and the authoritative copy held by the Secretariat, the authoritative copy shall prevail. Please contact the Secretariat for assistance if necessary.

Established:	June 6, 1989
Revised:	June 1, 2026
Class:	G
Responsible/Originating Department:	Office of the Associate Vice-President, Academic Graduate Studies and Postdoctoral Affairs
Executive Contact:	Associate Vice-President, Academic Associate Vice-President, Graduate Studies and Postdoctoral Affairs

Related Policies, Guidelines and Procedures:

• Policy 19 – Student Academic Disability Accommodations
• Policy 33 – Ethical Behaviour
• Policy 42 – Prevention of and Response to Sexual Violence
• Policy 46 – Information Management
• Policy 71 – Student Discipline
• Policy 72 – Student Appeals
• Undergraduate Studies Academic Calendar
• Graduate Studies Academic Calendar

Forms

• Petition for Exception to Academic Regulations – Undergraduate Students
• Petition for Exception to Academic Regulations – Graduate Students
• Notice of Grievance
• Report of Grievance Decision
• Request for Reassessment

A Glossary can be found at the end of the policy, as Appendix A.

1. Introduction

1.1. This policy governs student Petitions, Grievances and Requests for Reassessment.

​​​​1.2. A student may file a Petition when seeking an exception to, or relief from, faculty or University rules and regulations. A Petition is appropriate when:

• university rules or regulations were applied fairly to the student; and
• Extenuating Circumstances may warrant an exception to the University rules for that student.

1.3. A Grievance may be pursued when a student believes that a decision of a University authority or the action of a University employee affecting some aspect of their University life has been unfair or unreasonable.

1.4. A Request for Reassessment may be pursued when a student can demonstrate reasonable grounds to believe that an element of their academic coursework was incorrectly assessed, including but not limited to instances of demonstrable error, inconsistency with stated evaluation criteria, or a departure from established course or institutional expectations. 

1.5. Petitions, Grievances and Requests for Reassessment are separate processes with different requirements. Each may lead to different outcomes. It is the responsibility of the student to understand the differences between the three processes and to pursue the most appropriate path forward. Information on resources to assist students in making this determination can be found in Section 4.

2. Scope

2.1. This policy applies to all University of Waterloo undergraduate and graduate students, including individuals who were students at the time of the event(s) upon which a Petition, Grievance or Request for Reassessment is based.

Students may file a Petition, Grievance or Request for Reassessment related to Academic Decisions.

Students may file Grievances related to non-academic matters, with exceptions for grievances concerning non-academic departments who employ and make publicly accessible their own resolution processes (including Campus Housing and Sustainable Transportation, as examples), consistent with the Guiding Principles of this policy.

2.2. The following matters fall outside of the scope of this policy:

• Complaints of a human rights violation, such as harassment or discrimination, including those that are based on protected grounds under the Ontario Human Rights Code, are governed by Policy 33 - Ethical Behaviour.
• Complaints alleging sexual violence by employees are governed by Policy 33 - Ethical Behavior.
• Complaints alleging sexual violence by students are governed by Policy 42 - Prevention of and Response to Sexual Violence.
• The review process for a complaint involving a PhD thesis examination is governed by the Graduate Studies Academic Calendar.

A student whose academic performance is influenced by actions, events or behaviours governed by Policy 33 – Ethical Behaviour or Policy 42 – Prevention of and Response to Sexual Violence may concurrently engage in the resolution process(es) articulated in the relevant policy and:

• seek an exception to or relief from Faculty or University rules and regulations by filing a Petition; or
• submit a Request for Reassessment on academic course work.

A student pursing a Grievance related to ethical behaviour should seek guidance from the Conflict Management Office on the possible application of Policy 33 – Ethical Behaviour concurrent with or in lieu of the processes articulated in this policy.

2.3. Requests to change a student’s record after the student’s degree, diploma or certificate has been conferred are not considered unless the request is based on the grounds of a disability as described in Policy 19 – Student Academic Disability Accommodations.

3. Jurisdiction

3.1. The authority to render decisions (Jurisdiction) is as follows:

(a) Jurisdiction over Petitions lies with Faculty Petitions Committees in each University Faculty. Petitions for AFIW co-registered students are handled by their University of Waterloo Faculty. Petitions for exception to Co-operative and Experiential Education regulations are handled by Co-operative and Experiential Education. In situations where the Jurisdiction is unclear (e.g., double degree programs, BASE), the decision on Jurisdiction shall be made by the student’s Associate Dean, or through consultation between Associate Deans where applicable.

(b) Jurisdiction over Grievances normally lies with the Associate Dean (Undergraduate Studies or Graduate Studies), or their delegate, in the student’s Home Faculty/AFIW.

The following exceptions apply:

If the decision being grieved is made:	Jurisdiction belongs to:
by the Associate Dean (undergraduate or graduate) in the student’s Home Faculty/AFIW	Faculty Dean or their delegate
by the Faculty Dean in the student’s Home Faculty/AFIW	Vice-President, Academic & Provost or their delegate
in a Faculty or AFIW other than the student’s Home Faculty/AFIW	Associate Dean or their delegate (Undergraduate Studies or Graduate Studies) of the Faculty/AFIW where the decision was made with input from the Associate Dean in the student’s Home Faculty/AFIW
in an academic support unit	Associate Dean of the student's Home Faculty/AFIW who shall decide the most appropriate process, including delegation of responsibility for the Grievance, in consultation with the head of the academic support unit being grieved
by Co-operative and Experiential Education associated with decisions made by Co-operative and Experiential Education	Associate Dean of the student’s Home Faculty/AFIW with input from Co-operative and Experiential Education
about the outcome of a PhD defense	those articulated in the Graduate Studies Academic Calendar
by any other unit, outside of those described above	Associate Provost, Students who shall decide the most appropriate process, including delegation of responsibility for the Grievance in consultation with the head of the unit being grieved

(c) Jurisdiction over Requests for Reassessment lies with the Associate Dean in the Faculty/AFIW in which the original assessment was made. If the Associate Dean is the instructor of the course in which the Request for Reassessment is being sought, Jurisdiction lies with the Dean of the offering Faculty (or their delegate).

3.2 For assistance and advice on Jurisdictional matters, students should contact the Associate Dean in their Home Faculty/AFIW.

4. Resources

4.1. Before submitting a Petition, Grievance or Request for Reassessment, students are encouraged to communicate with their Faculty or departmental representative (e.g., undergraduate academic advisor, undergraduate associate chair or coordinator, graduate associate chair or coordinator, or graduate academic supervisor) for information on the potential academic impacts of a successful request.

4.2. Students have access to a variety of resources that may assist them, including their Associate Dean who may provide direction on available campus resources as needed.

The following resources are available to aid students in understanding the concepts included in this policy and to providing support to a student while they are navigating the processes described in this Policy: Academic Advisors Centre for Academic Policy Support (undergraduate students) (CAPS) Conflict Management Office Equity, Diversity, Inclusivity and Anti-Racism Office Graduate Student Association (GSA) Indigenous Student Services Office of the Ombudsperson Sexual Violence Prevention and Response Office Student’s academic unit, particularly the undergraduate academic advisors or the graduate department coordinators The Centre (Student Service Centre) Waterloo Undergraduate Student Association (WUSA)

The following resources are available to support students and may provide documentation for processes described in this Policy: AccessAbility Services Counselling Services Health Services External accredited health practitioners

The following resources are available to provide guidance on the processes described in this Policy: Co-operative Education Graduate Studies and Postdoctoral Affairs (graduate students) Office of the Ombudsperson Registrar’s Office (undergraduate students)

4.3. Assistance to students preparing their Petitions, Grievances or Requests for Reassessment may include explaining policy elements, documenting interactions with an office, referring to other supports, and assessing potential academic outcomes, as appropriate. Determinations on outcomes of Petitions, Grievances and Requests for Reassessment are made by those with Jurisdiction only.

4.4. Throughout the processes governed by this Policy, students may engage a Support Person for advice and support. The role of the Support Person is to provide moral and emotional support to the student; a Support Person holds no official standing in the process. Normally, the Support Person is a fellow student, friend or family member rather than a legal professional.

5. Guiding Principles

5.1. All members of the University community are expected to conduct themselves with integrity, and to adhere to University policies, procedures and guidelines. Students have the right to be informed of University policies, procedures and guidelines, and to question whether decisions affecting them are consistent with policies, procedures or guidelines.

5.2. The University of Waterloo is a diverse community. Given its pluralistic nature, the University understands that students’ Petitions, Grievances and Requests for Reassessment reflect diverse cultural expectations, social norms, or lived experiences. The University is committed to supporting students and adjudicating these requests in ways that are informed by and respectful of these student perspectives.

5.3. Decisions are to be made in accordance with the Principles of Natural Justice and all applicable University policies.

5.4. The consideration of Petitions and Grievances requires time to obtain and assess submitted documentation and records, consult relevant individuals as needed, and communicate the outcome. The consideration of Requests for Reassessments requires time to determine if a reassessment is warranted and, if so, to identify an appropriate reassessor and to allow the reassessment to take place. Adherence to policy timelines is expected because expeditious resolution of Petitions, Grievances and Requests for Reassessment is normally in the best interests of students.

5.5. Those with Jurisdiction will consider requests for timeline extensions on a case-by-case basis including the consequences of such extensions on those affected by the Petition, Grievance and Request for Reassessment. In situations where the reason for a late submission is the result of a health condition, students are encouraged to register and work with AccessAbility Services such that appropriate timelines can be determined. Students may also seek documentation in support of requests for extended timelines from appropriate University support groups (e.g., Conflict Management Office, the Equity, Diversity, Inclusion and Anti-Racism Office, Counselling Services).

5.6. The University is required to accommodate disabilities, within specified legal limits, that are known or ought to be known. While engaging this Policy, University authorities may suspect that an individual might benefit from the University’s processes for accommodating students with disabilities. Where this is the case, University authorities must refer these individuals to AccessAbility Services.

5.7. The time to reach a decision under Policy 70 may be extended if a student presents legal arguments or if the student initiates a legal action in a venue external to the University. The individual or committee receiving notification of the external legal support or action shall contact the University’s Legal and Immigration Services for advice on how to proceed.

5.8. The following principles guide decision-making:

A student engaging a process under this Policy is entitled to:

• have access to processes and procedures grounded in:
  • procedural fairness;
  • Human Rights legislation;
  • a recognition of the cultural, historic, racial, and gendered roots of trauma and the potential that trauma may impact a student; and
  • the University’s commitment to student wellness, including awareness, support and training regarding mental health and sexual violence;

• have matters addressed fairly and as expeditiously as possible, and to have those matters considered by those who are not sitting in judgment of their own actions or decisions;
• have matters decided with consideration given to consistency and University precedent;
• have matters decided based on a Balance of Probabilities;
• participate in Petition, Grievance or Request for Reassessment proceedings without reprisal or fear of reprisal;
• have their privacy and the tenets of Policy 46 - Information Management respected;
• have the resolution of their disputes be informed by the persons or units with the most relevant information on the student’s situation, where feasible; and
• be accompanied by a Support Person to any meetings with University administrators.

6. Petitions

6.1.A Petition is a request by a student seeking exception to or relief from normal Faculty or University rules and regulations as a result of Extenuating Circumstances, events or situations that have been beyond the student’s control and could not reasonably have been predicted or expected. Common examples of Extenuating Circumstances include medical or health concerns and unexpected familial responsibilities.

Petition Examples

6.2. Examples of requests made by Petitions by undergraduate students include but are not limited to:

• adding or dropping a course after the deadline;
• increasing or reducing a required course load;
• reconsidering an end-of-term academic standing or other academic decision;
• reconsidering an aspect of the academic record; and/or
• reconsidering decisions by Co-operative and Experiential Education (e.g., co-op job board access, co-op credit eligibility, work term status).

6.3. Examples of requests made by Petitions by graduate students include, but are not limited to:

• extending timelines related to research milestones;
• reconsidering an aspect of the academic record; and/or
• reconsidering decisions by Co-operative and Experiential Education (e.g., co-op job board access, co-op credit eligibility, work term status).

6.4. Examples of outcomes that cannot be achieved through a Petition include:

• adjusting a numeric grade from one value to another;
• granting a credit where no credit was earned;
  • • converting a final grade in a course to an INC (undergraduate only); and
    • the consideration of matters that are Grievances or complaints that are governed by other University policies, such as Policy 33 – Ethical Behaviour.

Faculty Petitions Committees

6.5. Faculties constitute and manage their Faculty Petitions Committees according to their own internal practices, and determine whether the identity of individual members is made public. Faculty Petitions Committees may be specific to undergraduate and graduate petitions, or a single committee may adjudicate all Petitions.

6.6. Co-operative and Experiential Education determines the membership of its Petitions Committee according to its own practices.

6.7. A Faculty Petitions Committee should be comprised and supported such that members have an understanding of and respect for contemporary student challenges that inform the adjudication of Petitions. As indicated in Section 5.2, the University acknowledges the pluralistic nature of its community.

6.8. The Faculty Petitions Committee chair has the responsibility to ask for a declaration of any real or perceived conflicts of interest between any Committee members and the petitioning student and to modify the process to address the conflict.

6.9. The Faculty Petitions Committee chair has the authority to have petitions considered by a subset of the full committee. Normally, this process occurs when:

• the chair, in consultation with the student’s Associate Dean, deems that the content of the Petition warrants increased confidentiality;
• the request is complex, including petitions that may raise legal issues; and/or
• strong precedent exists to grant or deny the exception requested by the student.

Adjudication

6.10. The Faculty Petitions Committee determines whether an exception to a rule or regulation is granted or denied. Before making this decision, the Faculty Petitions Committee may seek additional information it deems necessary.

6.11. In the case that an exception is granted, the Committee may consider a range of possible resolutions before deciding upon an outcome that is informed by University/Faculty policy, University/Faculty precedent and the student’s request. The outcome may differ from the student’s desired outcome (e.g., changing one term rather than two terms of the academic record).

6.12. A Petition on which a decision has been reached may be reconsidered by the Committee if the student provides new information, typically supported with additional documentation, that has the potential to alter the decision (e.g., medical documentation, travel documentation, bereavement documentation, course reports). The student can submit new evidence that was not available through prior due diligence. The decision as to whether the new documentation meets the threshold for reconsideration lies with the chair of the Faculty Petitions Committee.

6.13. Petition decisions and associated records are kept in accordance with procedures within Faculties and the Registrar’s Office or Graduate Studies and Postdoctoral Affairs, and compliant with Policy 46 – Information Management.

Petition Procedures

6.14. An undergraduate student wishing to begin the petition process submits (online) a completed Petition for Exception to Academic Regulations - Undergraduate Students along with any Supporting Documentation to the Registrar’s Office. The petition file is then forwarded to the appropriate Faculty Petitions Committee.

A graduate student wishing to begin the petition process submits (online) a completed Petition for Exception to Academic Regulations – Graduate Students along with any Supporting Documentation to Graduate Studies and Postdoctoral Affairs.

6.15. When submitting a Petition, a student is indicating that they agree that the relevant rule or regulation is fair and has been fairly applied to them, but they believe an exception is warranted. To seek the exception, the student must provide:

• a clear indication of the decision and outcome from which they are seeking an exception;
• an explanation of the Extenuating Circumstances they believe warrant an exception;
• Supporting Documentation verifying the impact of the Extenuating Circumstances on the student; and
• an articulation of the desired outcome of the Petition.

6.16. At the request of the Faculty Petitions Committee, the Registrar’s Office (for undergraduate Petitions) or Graduate Studies and Postdoctoral Affairs (for graduate Petitions) may gather information related to the student’s academic performance and participation during the period of the reported Extenuating Circumstances. This information will be provided to the Faculty Petitions Committee to support their decision-making.

6.17. Requests for retroactive consideration (e.g., due to illness, related to bereavement) or retroactive ground-protected accommodations (e.g., disability) will be considered. The timely submission of requests is encouraged. For further information about retroactive accommodations on the grounds of disability, students are directed to Policy 19 – Student Academic Disability Accommodations.

6.18. The Faculty Petitions Committee has discretion to decide if a Petition submitted by a Previously Enrolled Student will be considered.  A Previously Enrolled Student is a person who was previously enrolled at the University of Waterloo, but whose current status requires an application for readmission to continue their studies at the University. Normally, the Faculty Petitions Committee’s decision to hear the petition will be based on an assessment of whether the outcome of the Petition might substantially affect the student’s academic record such that the student would have an opportunity to pursue future studies at the University or elsewhere.

6.19. Faculty Petitions Committees may be unable to adjudicate a Petition in cases when information necessary to evaluate the Petition is no longer available or if the outcome being sought is no longer feasible.

6.20. A student will receive a decision normally within 30 Working Days of submission. Petition timelines may vary depending on:

• the Petitions Committee meeting schedule;
• the volume of Petitions being submitted;
• the potential impact of the decision on current term enrolment (e.g., Petitions that affect current term enrollment may be prioritized over those involving a prior term);
• the complexity of the request;
• any requirement for additional documentation; and/or
• the need for consultation with experts (e.g., academic advisors, instructors, AccessAbility Services, Legal and Immigration Services).

When a timeline will not be met (e.g., a decision will not be returned within 30 Working Days), the student will receive an update on the progress towards adjudicating their petition, including revised timelines.

6.21. Undergraduate and graduate students will be notified in writing (hard copy or electronic) of the outcome of their petition.

6.22. Petition decisions are final and cannot be appealed under Policy 72 – Student Appeals.

6.23. The results of a petition decision may only be grieved under this Policy if there is evidence that there has been a procedural error in the adjudication. A denied petition decision by a Faculty Petitions Committee is not in itself a procedural error. Procedural errors include deviations from procedures set by policy or guideline, and evidence of bias in a decision. In such situations, the focus of the grievance shall be solely on the procedural error leading to the contested petition decision. Procedures for filing a grievance are outlined in Section 7.

7. Grievances

7.1. When a student believes an academic decision or action of a University authority is unfair or unreasonable, the student is required to first seek a resolution with the person (or persons) who made the decision in question. Recognizing the value of an expedited resolution, and to avoid a prolonged formal process, a resolution may be sought:

• by the student directly with the decision-maker; or
• by the student through their Associate Dean who may, at the student’s request and at the discretion of the Associate Dean, communicate with the decision-maker.

7.2. Where a grieved decision or action applies to more than one student (including instances where students file one joint grievance as a group), the Adjudicator (described in section 7.8) may elect to render one decision that applies to multiple students.

7.3. Examples of Grievances covered by this Policy include situations where a student is seeking a resolution because they believe:

• there was a substantial deviation from a course outline without reasonable notice to or approval from students enrolled in the course;
• there was improper application of University regulations governing program or degree requirements;
• an unfair decision was reached during the evaluation of a research milestone;
• an agreed-upon accommodation plan guided by AccessAbility Services was not followed by the instructor; and/or
• there was an error in an academic decision of a University authority that is not related to courses, program or degree requirements (e.g., student exchanges, certificate in university teaching).

Requirements

7.4. When submitting a Grievance, a student must provide:

• a clear indication of the decision or action they are grieving and why they believe that decision is unfair and/or unreasonable;
• an explanation of how they believe the decision or action unfairly and/or unreasonably affects them;
• the identification of relevant individual(s)/academic or administrative unit(s) associated with the Grievance;
• a summary of previous communication with the decision-maker(s) to attempt to resolve the situation, or an explanation as to why these communications did not take place;
• Supporting Documentation, if any, that is relevant to the Grievance including medical documentation (submitted through AccessAbility Services, in accordance with section 7.7); and
• an articulation of the desired outcome of the Grievance.

Grievance Procedure

7.5. The University recognizes the value of the timely resolution of students’ concerns. As such, students who believe a decision or action of a University authority is unfair or unreasonable must submit a Notice of Grievance to their Associate Dean or the appropriate decision-maker as noted in section 3.1, no later than 20 Working Days after the decision or action of concern. The 20 Working Day period also applies to a student in their last term before graduation. Students for whom medical conditions preclude timely submission of grievances should register with AccessAbility Services to evaluate the potential for accommodation.

7.6. A Notice of Grievance that is received after 20 Working Days may in rare cases be considered at the discretion of the Associate Dean. The decision to consider the grievance beyond the 20 Working Days may be based on:

• whether the source of the delay in submitting the grievance was beyond the control of the student;
• whether the information necessary to adjudicate the grievance remains available; and/or
• whether the outcome of the grievance remains timely and relevant.

7.7. Students intending to rely on medical documentation as part of their grievance must register with       AccessAbility Services and submit their medical documentation through that unit. AccessAbility Services will coordinate communication of the relevant contents of those medical documents with             the appropriate Associate Dean in the student’s Home Faculty/AFIW.

7.8. A student’s completed Notice of Grievance will be received by the appropriate Associate Dean in the student’s Home Faculty/AFIW who will normally serve as the Adjudicator of the grievance or who will be responsible for delivering the Notice of Grievance to the appropriate decision-maker as listed in Section 3.1.

Decision and Appeal

7.9. The Adjudicator shall review the student’s written complaint and supporting documentation, conduct an investigation and render a decision on the Balance of Probabilities.

7.10. Normally within 30 Working Days of receiving the Notice of Grievance, the Adjudicator shall provide the student a written decision with reasons, using the Report of Grievance Decision.  If this timeline cannot be met, the Adjudicator will advise the student in writing and provide a revised timeline.

7.11. In instances where the student’s records should reflect the outcome of the decision, the Associate Dean will communicate the decision to the appropriate body (e.g., Registrar’s Office, Graduate Studies and Postdoctoral Affairs, the course instructor).

7.12.A Grievance decision may be appealed. The appeal must be initiated by submitting the appropriate documentation by the deadline imposed in Policy 72 – Student Appeals.

8. Requests for Reassessments

8.1. When a student believes that an individual Course Element has received an incorrect mark, they are encouraged to seek a resolution with the person (or persons) who made the decision in question. In instances where a student is unable to reach a resolution through informal means, the student may initiate a Request for Reassessment. Examples of work to be reassessed include assignments, projects, essays, lab reports, and tests, including quizzes and final exams.

8.2. Examples of instances when a student may seek a Request for Reassessment include when a student believes:

• marks were not given for a correct answer;
• partial grades ought to have been awarded;
• assessment and grading expectations were misaligned; and/or
• a grading rubric was inconsistently applied.

Mere disagreement with academic judgment, absent such grounds, does not constitute a basis for reassessment.

8.3. The decision on a Request for Reassessment may result in a grade being raised, lowered or maintained.

Request for Reassessment Procedure

8.4. Requests for Reassessments must be commenced within 20 Working Days of the student receiving the original assessment of the work. The 20 Working Day deadline also applies to a student in the last term before graduation.

8.5. To file a Request for Reassessment, a student submits a completed Notice of Request for Reassessment. When submitting their Notice of Request for Reassessment students must specify whether they are requesting a reassessment of an entire Course Element or portions of it.

8.6. The Notice of Request for Reassessment will be received by the Associate Dean of the Faculty or the AFIW in which the course is being offered.

8.7. The Associate Dean will determine whether the Request for Reassessment meets the Faculty criteria necessary to proceed.  If the Request for Reassessment meets the Faculty criteria necessary to proceed, the Associate Dean will appoint a Coordinator for the Request for Reassessment. The Coordinator will normally be the Chair or Director of the unit offering the course. When the Chair of the offering unit or the Associate Dean of the offering Faculty is the instructor of the course in which the reassessment is sought, the Dean of the Faculty/AFIW (or their delegate) will appoint the Coordinator for the Request for Reassessment.

8.8.The Coordinator will determine if the Reassessment includes the totality of the Course Element or only a portion of the Course Element. In making this determination the Coordinator will consider:

• Faculty-specific criteria;
• the limits of the request made by the student in the Notice of Request for Reassessment; and
• the interdependencies of the individual elements of the evaluated work and the feasibility of limiting the Request for Reassessment to specific portions.

8.9. If the Coordinator determines that the Request for Reassessment will include portions of the Course Element that differ from the student’s request, the Coordinator will inform the student and the appropriate Associate Dean of the revised Request for Reassessment scope and allow the student the opportunity to retract their Request for Reassessment request.

8.10. Within 5 Working Days of finalizing the elements to be reassessed, the Coordinator will select a qualified new assessor(s) who may be external to the University. After obtaining the work to be reassessed, the Coordinator will send the assessor a copy of the work, anonymized where possible. The Coordinator will also provide the assessment rubric used and, if appropriate, any relevant contextual information.

8.11. The Coordinator will take all reasonable steps to ensure student anonymity and impartiality of the assessor(s). The Coordinator will seek a completed reassessment from the assessor within 15 Working Days.

Decision and Appeal

8.12. The Coordinator will receive and consider the assessor’s report and make a determination on the student’s revised grade. The Coordinator shall then communicate the outcome of the Request for Reassessment to the student and the Associate Dean using the Report of Reassessment Decision.

8.13. In exceptional circumstances where the Coordinator does not follow the recommendation of the assessor(s), a written rationale will be provided through the Report of Reassessment Decision.

8.14. In instances where the student’s record should reflect the outcome of the decision, the revised grade will be communicated by the Coordinator to the appropriate body (e.g., the course instructor or appropriate course staff, Registrar’s Office, Graduate Studies and Postdoctoral Affairs).

8.15. Normally, Requests for Reassessment will be resolved within 20 Working Days of the Associate Dean’s receipt of the student’s Notice of Request for Reassessment. If this timeline cannot be met, the Associate Dean will advise the student in writing and provide a revised timeline.

8.16. A Reassessment decision may be appealed. The appeal must be initiated by submitting the appropriate documentation by the deadline imposed in Policy 72 – Student Appeals.

Appendix A – Glossary

Academic Decision – a decision made by a University authority that directly impacts the student’s academic record.

Adjudicator – the individual with Jurisdiction to render a finding regarding a student’s Grievance. The Adjudicator for a Grievance is normally the Associate Dean of the student’s home Faculty (or AFIW equivalent).

AFIW - Affiliated and Federated Institutions of Waterloo. Includes Conrad Grebel University College, Renison University College, St. Jerome’s University, and United College.

Associate Dean – the Associate Dean (undergraduate or graduate) of a Faculty or their delegate. In the AFIWs, the equivalent roles are the dean (Conrad Grebel University College), vice-president academic and dean (Renison University College), associate dean (St. Jerome’s University) and academic dean (United College).

Balance of Probabilities – the standard of proof used to determine whether the occurrence of an event is more likely than not, based on an analysis of the facts and evidence presented. It is a lesser burden of proof than ‘beyond a reasonable doubt’.

Chair – in the context of Requests for Reassessment, the chair of the department/director of the school or program hosting the course or their delegate. For a course taught outside a department or school, the Chair is the person responsible for assigning the instructor, e.g., the Associate Dean, for a course administered at the Faculty level. For a Co-operative and Experiential Education professional development course, the Chair is the Associate Dean of the student’s Home Faculty. The Chair is often the Coordinator of the Request for Reassessment.

Coordinator – in the context of Requests for Reassessment, the Coordinator will normally be the Chair of the unit offering the course (see definition of Chair). When the Chair of the offering unit or the Associate Dean of the offering Faculty/AFIW is the instructor of the course in which the reassessment is sought, the Dean of the Faculty (or their delegate) will coordinate the Request for Reassessment.

Course Element – refers to a student’s work (e.g., assignment, essay, project, test) that counts towards the final course grade.

Extenuating Circumstances – Exceptional and often unforeseen situations or events that significantly impact a student’s ability to meet academic requirements or adhere to established policies or procedures. These circumstances are typically beyond the student’s control and can include serious personal challenges, medical issues, family emergencies, or other unexpected events that may adversely affect the student’s academic performance. The University acknowledges that Extenuating Circumstances may differ according to a person's social identities and geographical reference points/origin.

Grievance – a claim pursued by a student where the student believes that a decision or action of a University authority has unfairly or unreasonably affected them.

Home Faculty – the Faculty in which a student is registered. In the case of a program involving two or more Faculties,one Faculty, and therefore the associate dean of that Faculty, will have been designated as having the responsibility to deal with matters related to the student’s program and to the processes described in this policy.

Jurisdiction – the authority to render decisions.

Petition –a request by a student seeking exception to or relief from normal Faculty or University rules and regulations as a result of Extenuating Circumstances, events or situations that are or have been beyond the control of the student, that could not have reasonably been predicted or expected.

Previously Enrolled Student – a person who was previously enrolled at the University of Waterloo, but whose current status requires an application for readmission to continue their studies at the University.

Principles of Natural Justice –the fundamental principles and standards that govern the fair and impartial treatment of individuals in the context of decision-making processes within the University. Key elements of natural justice include the right to fair and impartial process, the right to be heard and to respond, and to receive a reasoned and unbiased decision.

Request for Reassessment –a request by a student for the reconsideration of the assessment coursework.

Support Person – an individual who may provide moral and emotional support through the process, and is normally a fellow student, friend or family member. The support person is not normally a lawyer or paralegal and has no official standing in the process.

Supporting Documentation – Supporting Documentation play an important role in substantiating requests and claims made through Petitions and Grievances. These documents serve as evidence of a student’s circumstances and provide context to support the claims made. The nature of Supporting Documentation can vary widely but can include medical documentation (to be submitted through AccessAbility Services), personal statements, third-party letters, legal documents, obituaries, academic records, communication records, witness statements, and photographic evidence, as examples.

Student –an individual who is registered (paid fees or has arranged to pay fees) at the University of Waterloo or an individual who was a student, has not graduated, and can resume studies at the University of Waterloo without having to initiate a formal re-application.

Working Day –Monday to Friday, inclusive, excluding statutory and University holidays. In most offices at the University of Waterloo, regular business hours are 8:30 a.m. to 4:30 p.m., with some closed for lunch.