Policy: AC08: RHI Academic Appeals Policy and Procedure

TITLE: RHI ACADEMIC APPEALS POLICY AND PROCEDURE

The policy pertains to the requirements as prescribed under s. 3. (1), s. 20. (1), and s. 25. (1) of O. Reg. 415/06.”

Purpose of RHI’s Academic Appeals Policy and Procedure

The Robert Health Institute (RHI) is committed to ensuring that our students complete their programs. RHI will ensure that within this committed framework, RHI treats all students fairly and equitably. An Academic Appeal policy has integrated working with other RHI’s policies to provide a timely, respectful, and thorough review of academic decisions they deem unfair to provide student-centered educational services.

Definition
- Academic Appeal policy is students’ opportunity to appeal the final academic in a specific course. Students can file multiple Academic Appeals simultaneously and submit a Standing Appeal if it applies to their circumstances.
- An Academic Appeal is submitted to the instructor and administrative staff in which the course is offered.
- A Standing Appeal is appeal to challenge your current standing of either RTW (Required to Withdraw) or PPW (Permanent Program Withdrawal). Similar to an Academic Appeal, a Standing Appeal must be filed on at least one appeal ground. Students must also show “substantive reasons why their current standing is NOT appropriate.”
- Business Day: Monday to Friday, excluding statutory holidays or any other day in which the RHI has publicly announced that it is not open for business.
- Director: For purposes of this policy, ‘Director’ refers to the academic administrator who has the most direct responsibility for a program that generates academic appeal.
- PLAR: Prior Learning and Assessment Recognition: A competency-based assessment process that seeks to recognize and give formal credit for Institute-level learning that is acquired informally, non-formally and formally.
- Academic Appeals Committee: A temporary group of designated students, faculty members, and academic director who listen to, analyze and decide the outcome of an academic appeal hearing.
- Academic Appeal Hearing: A confidential meeting in which the appellant and respondent take turns explaining their case and providing evidence to the Academic Appeals committee to support or deny the grounds for academic appeal. (Also referred to as ‘Hearing’).
- Academic Appeals Committee Designator: An academic administrator designated by the Institute’s President, to facilitate and oversee academic appeal hearings. (Also referred to as ‘Designator’).
- Appellant: Students who have exhausted Stage 1 of the Academic Appeals Process have now submitted and applied for an Academic Appeal under Stage 2 of the Academic Appeals Procedure.
- Representative: The person representing the student’s interests may present the student’s case with the student or on their behalf.
- Academic Appeal and a Standing Appeal Grounds: Students have to submit both an Academic Appeal and a Standing Appeal simultaneously, because students can file on the same grounds but require different appeal forms. A Standing Appeal will only be considered after a decision on the Academic Appeal has been achieved. Alternatively, grade and standing appeals can be considered concurrently for graduate students if the student’s Program Director decides them. Academic appeals must base on one or more of the following grounds:
  - There are five (5) grounds that students can submit an Academic Appeal on:
    - Medical
    - Course Management
    - Prejudice
    - Procedural Error
    - Policy violation
  - There are four (4) grounds that students can submit a Standing Appeal on:
    - Medical
    - Course Management
    - Prejudice
    - Procedural Error
- Academic Issues that may be Appealed:
  - Students may initiate Academic Appeals in relation to the following types of academic decisions:
    - A final grade in a course
    - A grade within a course that could not be reassessed (e.g., oral presentation, performance, practical exam, placement) or that was denied reassessment
    - A probationary or withdrawal decision
    - A PLAR decision

Should a student wish to appeal more than one decision, each request will constitute an individual and separate academic appeal.

Students with academic issues involving allegations of discrimination or harassment should consult the Academic Appeals Committee Designator.
- Students with concerns about the quality of the educational experience – who are not looking to challenge an academic decision – should refer to the Staff/student office.
- Students who wish to appeal an academic code of conduct violation must follow the appeal process outlined in AC01 RHI-Student complain policy and procedure.
Policy of RHI’s Academic Appeals
- Robert Health Institute (RHI) is committed to maintaining standards that promote academic integrity and student success. Faculty are expected to make consistent and fair academic judgments, and students’ academic performance will reflect their demonstrated abilities and achievements.
- Students are entitled to know their rights under the Academic Appeals policy. Faculty and directors are expected to inform students of their academic appeal rights and to enable students to access the academic appeals process.
- This policy accepts representation mechanisms to represent student interests. For example, students can present their cases individually or with a student representative or have a representative give an issue on their behalf.
- Students, staff, and directors are expected to address academic issues at the program level in a timely manner, starting with the individuals who grade or make academic decisions. These efforts should be conducted in an environment of integrity, cooperation, fairness, respect and transparency. Documentation of such interactions is encouraged.
- Timelines for Academic Appeal:
  - Appeals of academics on assignments, tests, placements or examinations must be made within ten (15) business days of the release of the academic. Failure to provide notification and supporting documents may jeopardize the appeal. (Refer to RHI policy 003)
  - All students, faculty members, and Directors are expected to adhere to the (15) business days timelines outlined in this policy.
  - Where a student fails to adhere to the timelines, an academic appeal will be deemed to have lapsed except in extenuating circumstances (e.g., injury or illness) where valid documentation is provided to support the given delay.
  - Where a faculty member or Director fails to adhere to the timelines this may result in the student’s appeal being granted.
Procedure of RHI’s Academic Appeals
- One of the most critical procedures in the Academic Appeals Policy outline is the student’s responsibility to notify their faculty and administrative staff within ten (15) business days of events that may affect their academic performance.
- The Institute maintains a two-stage academic appeal procedure. [3]
- A student must exhaust the Stage 1 Academic Appeal procedure before they can initiate a Stage 2 Academic Appeal.

Stage 1 Academic Appeal

Step 1
Timeline:	Within 15 business days of receiving a grade or academic decision
Action:	The student contacts the faculty member to arrange a meeting to discuss their academic issue.
Step 2
Timeline:	Within 10 business days of the student’s request to the faculty member
Action:	The faculty member responds to the student’s inquiry and sets up a meeting. If the faculty member does not respond to the inquiry within the timeframe or is unavailable to meet with the student during the timeframe, the student proceeds to Stage 1, Step 4.
Step 3
Timeline:	Within 10 business days of the student’s request to the faculty member
Action:	The student and faculty member meet and discuss the issue. If a resolution is reached, the academic decision is modified, if applicable. If a resolution is not reached and the student remains dissatisfied with the academic decision, the student proceeds to Stage 1, Step 4.
Step 4
Timeline:	Within 10 business days of meeting with the faculty member
Action:	The student contacts the Director to arrange a meeting to discuss the issue.
Step 5
Timeline:	Within 5 business days of the student’s request to meet with the Director
Action:	The Director responds to the student’s inquiry and sets up a meeting with student.
Step 6
Timeline:	Within 10 business days of the student’s request to meet with the Director
Action:	The student and Director meet to discuss the issue. The student must present evidence (emails, medical documentation, etc.) in support of their appeal. If the student has not followed Steps 1 – 3 above, the student must explain why. The Director then meets with the responsible faculty member to discuss the original academic decision, to review the supporting documentation, and, where warranted, to discuss options or alternatives for resolving the student’s challenge such as meeting with the student, re-marking or re-assessment. Such a meeting may be delayed in order to accommodate faculty absence only to the extent that this does not unfairly impact the student’s right to a timely response. If, following this consultative process, a new academic decision is reached, this is communicated, via official email, to the student.
If the responsible faculty member is not available to participate in such a review (i.e. faculty is on vacation, on leave, no longer working for the RHI, and cannot be contacted), and if a delay in reviewing the decision will unfairly impact on the student’s progression in the program, the Director will seek input and advice from another faculty member who is familiar with the course in order to render a decision. The Director may modify the academic decision if: In the Director’s opinion, the faculty member has misinterpreted, misapplied or breached RHI policies in a manner that is detrimental to the student and puts the RHI at risk. The student has presented sufficient evidence to warrant reconsideration of the original academic decision and the responsible faculty is not available for consultation. A decision to modify an academic decision in the absence of the responsible faculty member will be fully documented by the Director and communicated to the responsible faculty member via email upon their return to the RHI. If a resolution is not reached and the student still wishes to challenge the academic decision, the Director advises the student of their right to file a Stage 2 Academic Appeal and has 5 business days to do so. This outcome is communicated by the Director, via email, to the student and relevant faculty member(s).

Stage 2 Academic Appeal

Within 5 business days of meeting with the Director

The appellant fills out an Academic Appeal Application form (Appendix 1) and, using their registered email address, emails the completed form along with scanned copies of all supporting documentation to: rhinstitute2011@gmail.com WITH COPY (cc:) to the Program Director.

Step 1
Timeline:	Within 5 business days of meeting with the Director
Action:	The appellant fills out an Academic Appeal Application form (Appendix 1) and, using only their registered email address, emails the completed form along with scanned copies of all supporting documentation to: rhinstitute2011@gmail.com WITH COPY (cc:) to the Program Director.
Step 2
Timeline:	Within 5 business days of the appellant’s submission
Action:	The Director emails the completed Director Review Form (Appendix 2) and scanned copies of all supporting documentation to: rhinstitute2011@gmail.com
Step 3
Timeline:	Within 10 business days of the appellant’s submission
Action:	The alternate Academic Appeals Committee Designator completes the Pre-Hearing Review, with one of the following three outcomes: 4.5.3.1 Academic appeal hearing is granted. Both appellant’s and Director’s submissions meet the specified criteria (academic issue falls within the scope of the Academic Appeals policy, documentation is provided, timelines are met, Stage 1 procedure is exhausted). The Academic Appeals Committee Designator emails the President and Director and a hearing is scheduled. The academic appeal proceeds to Stage 2, Step 4. *Academic appeal hearing is denied. The appellant’s submission fails to specify official grounds, provide documentation, meet the timeline, and/or exhaust Stage 1 academic appeal procedures. The Academic Appeals Committee Designator drafts a letter explaining this decision and sends it to the Academic Appeals Committee, the appellant, the respondent, and the Director. Inconclusive – more information, investigation, discussion, alternative resolution or redirection is required*. Should the Review Designator determine that more information is required before a decision can be rendered or that the issue falls outside the scope of the Academic Appeals policy, the issue is referred back to the Division or to the appropriate Institute program department. The appellant and respondent are informed of the outcome by email.
Step 4
Timeline:	Within 5 business days of the Designator’s email to the Academic Appeals Committee.
Action:	If an academic appeal hearing has been granted, the Staff/Student Office schedules the hearing and notifies all participants in writing of the hearing date, time, and location. The hearing will be scheduled on a timely basis. If a hearing has been denied, the Staff/Student Office sends the decision letter to the appellant, the respondent, and the Director.
Step 5
Timeline:	Up to 5 business days prior to the academic appeal hearing date
Action:	The Staff/Student Office circulates the names of all academic appeal hearing participants (appellant, advisor, respondent, Director, and Academic Appeal Committee members) to all participating and attaches an electronic version of the Academic Appeal Hearings Manual for their review.
Step 6
Timeline:	Up to 2 business days prior to the academic appeal hearing
Action:	The appellant informs the Staff/Student Office of any concerns over Academic Appeals Committee members, if applicable. Similarly, Academic Appeals Committee members inform the Staff/Student Office of any possible conflict of interest.
Step 7
Timeline:	During the academic appeal hearing
Action:	The Hearing takes place following the procedures outlined in the Academic Appeal Hearings Manual.
Step 8
Timeline:	Within 3 business days of the academic appeal hearing
Action:	The Designator submits the Decision Memo and the signed Academic Appeal Hearing Decision Form to the Staff/Student Office. The Designator then sends the Program Recommendations arising from the Hearing (if applicable) to the President.
Step 9
Timeline:	Within 5 business days of the academic appeal hearing
Action:	The Staff/Student Office emails a letter to the appellant, the respondent, and Director outlining the Academic Appeal Committee’s decision.

Informal Appeal Procedure
- First, always try to discuss with student’s instructor and administrative staff and try to resolve the situation informally. Students may be able to resolve the grading and standing issues without having to file an appeal based on their individual circumstances.
- Only the formal appeal procedures should be followed, when Informal Appeal Procedure cannot be resolved directly with the instructor.
- Formal Appeal Process Students who don’t own outstanding debts or obligations to the Institute have the right to formally apply an Academic Appeal simultaneously and submit a Standing Appeal concerning their academic performance and progression through a program of study.

The following information will assist students with determining whether they have grounds for an appeal.

Medical grounds：An appeal on Medical grounds must include documentation from a registered health professional with a clear explanation of how the medical condition directly affected students’ academic performance during the semester. Students have 5-days to submit medical documentation to the administrator staff but have to inform their instructor as soon as the situation arises.

Students have to submit a completed Robert Health Institute Certificate health professional on letterhead with the same information as the Robert Health Institute Certificate.

The Robert Health Institute Certificate can be filled out by the family doctor or regulated health professional, including a psychologist, therapist, or chiropractor, who can also complete the Robert Health Institute Certificate.

Course Management grounds: During the semester, instructor deviates significantly from Robert Health Institute course management policies or course outline. When the deviation from the course management policy or course outline impact student’s ability to do well in a test or assignment, and the instructor demonstrates personal bias or unfair treatment towards students who feel adversely affected their grade, the students can file an appeal on Course Management grounds.

Course Management grounds only apply to a Academic Appeal because the circumstances surrounding the appeal are course related.

Prejudice grounds: Student, who experienced discrimination on the basis of race, sex, sexual orientation, and basis covered under the Ontario Human Rights Code, can appeal on Prejudice grounds. If the students are filing on the prejudice grounds, their case will be postponed until Human Rights Services on campus file a report on it.
- Procedural Error grounds:
Rights and Responsibilities
- At any stage in the academic appeals process, students may bring a support person, including a Student Association advisor, to meetings relating to their academic issues.
- Students awaiting academic appeal hearings may register in the next semester of their program and enroll in all regular courses. Where an appeal involves academic performance in a field placement, the student will not be permitted to enroll in the subsequent field placement course while awaiting the hearing.
- If a student enrolls in the next semester of their program while awaiting a hearing and the appeal is subsequently denied, the student will be required to withdraw from the course or program they are no longer qualified to attend. A tuition refund will be made on the following basis:
  - If the student is required to withdraw from the program, a refund of the tuition for the semester will be made.
  -  If the student is required to withdraw from a course or courses, a refund for only the affected courses will be made.
  - In both cases, the student’s academic record will be modified accordingly.
- Only one academic decision will be discussed at a scheduled Academic Appeal Hearing.

Robert Health Institute acknowledges the George Brown College and University of Toronto’s ACADEMIC APPEALS POLICY upon which this POLICY and Forms were based.

Cross Reference to Other Existing Policies, Appendices and Regulations

• Course Outline

• Grading Policy

• Student Complaint Policy

• Student Complaint Procedures

APPENDIX 1, ACADEMIC APPEAL APPLICATION FORM

(To Be Completed by Student)

Student Information

Please provide accurate information. If you cannot be contacted, you risk missing important deadlines and information and may jeopardize your ability to further appeal.
Please note that if the Staff/Student Office is unable to contact you and you have not contacted the same within the required timeframes, the request will be deemed “abandoned” and no further action will be taken. Please complete information below:

Last Name:	First Name:
Preferred Name (if different from above)	Student I.D. #
Registered Email Address:	Phone # (primary): Phone # (additional):
Street Address City Postal Code

Details of Academic Appeal
- Type of Academic Issue

Please place a checkmark beside the type of academic issue(s) you are seeking to appeal. Only one issue per appeal.

[ ] Final Grade in a Course

[ ] Grade within a Course that could not be reassessed (e.g., oral presentation, performance, practical exam, placement) or that was denied reassessment

[ ] Probationary or Withdrawal Decision

[ ] PLAR (Prior Learning Assessment and Recognition) Decision

Course & Program Information

Please fill in the chart below with the course and/or program information that is relevant to your academic appeal.
Course Name
Course Code
Instructor’s Name
Program Name
Program Code

Grounds for Academic Appeal

Please place a checkmark beside all the applicable reasons for the academic appeal (see Appendix 2 for details) and include an explanation in the area provided below.

[ ]Merit of work

[ ]Illness and disability

[ ]Compassionate

[ ]Course management

[ ]Policy violation

Explanation of Grounds for Academic Appeal: (Attach additional pages as necessary)

______________________________________________________________________________

Supporting Documentation

Please place a checkmark to acknowledge that you have attached copies of relevant documentation to support your academic appeal, and list these documents in the area provided below.

[ ] Yes, I have attached copies of relevant documentation to support my academic appeal.

(Examples include: timeline of events leading to the academic appeal; chronological summary of attempts to resolve the academic issue; relevant emails; course outline; graded assessments; assignment rubrics; medical form; other documents. Do not send Academic policy documents)

List of Attached Documents:

§ __________________________________________________________________________________



§ __________________________________________________________________________________



§ __________________________________________________________________________________

Application Submission

Note: After meeting with your Director, you have only 5 business days to submit your application along with scanned copies of all supporting documentation by email to: rhinstitute2011@gmail.com with a copy (cc:) to the Program Director.

Please place a checkmark beside each statement that you acknowledge to be true:

[ ] I have read Robert Health Institute’s Academic Appeals policy.

[ ] I am aware of my right to meet with a RHI instructor to clarify any questions I may have about the academic appeals process.

[ ] I have met with my faculty member and attempted to resolve my academic issue(s).

Please specify the meeting date: ___________________________________

[ ] I have met with my Academic Director and attempted to resolve my academic issue(s).

Please specify the meeting date: ___________________________________

[ ] I certify that the statements I have made in this Academic Appeal Application are true and complete.

[ ] I certify that the supporting documents I have submitted are authentic.

[ ] I understand that my academic appeal will be deemed to have lapsed if I do not follow the timeframes stipulated in the Academic Appeals policy.

[ ] I understand that by submitting this application I am requesting to present my case in person at an Academic Appeal Hearing.

[ ]I understand that the Staff/Student Office will contact me – no later than 15 business days after my submission – to inform me of my academic appeal hearing date, time, and location, if an academic hearing is granted.

[ ]I understand that my request for an appeal hearing could be denied if I do not provide evidence to support my grounds for appeal.

Student Signature: _____________________________________

Date: DD_________MM__________YYYY___________

APPENDIX 2, DIRECTOR REVIEW FORM

Academic Appeal Information

Student’s Name:	Student Number:
Course Code:	Course Name:
Instructor’s Name:	Program Name:

Director’s Review

Please place a checkmark beside each statement that you acknowledge to be true, and specify details as required:



ð I have met with the student and listened to the details of their academic issue(s).

Please specify the meeting date: ___________________________________



ð I have communicated with the involved faculty member and understand the steps taken to try to resolve the issue(s).

ð I have reviewed all related supporting documentation from both the student and the faculty member.

ð I have had the student’s work reassessed.

ð I have made every effort to resolve the student’s academic issue(s).

ð The student’s academic issue was not resolved through my review.

ð I have attached relevant supporting documentation (e.g.: timeline of events leading to the academic appeal; chronological summary of attempts to resolve the issue; relevant emails; course outline; graded assessments; assignment rubrics; other documents).

APPENDIX 4, CHAIR REVIEW FORM

List of Attached Documents: _____________________________________________________________________________________

_____________________________________________________________________________________

Director’s Signature: _________________________________ Date: _______________________

APPENDIX 3, MEDICAL FORM

Verification of student illness, injury, or disability for academic consideration. Form to be completed by a registered health professional.

Section to be completed by Student:

I, (print name) ____________________________________________, Student # ____________________ authorize this registered health professional to provide the below confidential information to George Brown College. The College may contact this person to verify the information provided, but may not request additional information without my permission.

Student’s Signature: ________________________________________

Date: _________________________

NOTE: Please retain a copy of this completed form for your records

Section to be completed by Registered Health Professional:

Please indicate below the impact of the present medical episode (illness, injury, disability) and/or treatment on the student’s ability to perform academically.

Impact on Academic Functioning – Please checkmark correct category

ð Critical – Unable to function academically (e.g., unable to attend classes or fulfill any academic obligations)

ð Significant – Significantly impaired in ability to fulfill academic obligations (e.g., unable to complete an assignment, unable to write a test/examination)

ð Moderate – Able to fulfill some academic obligations but performance considerably affected (e.g., decreased concentration, decreased participation in class, assignments may be late)

ð Mild – Able to fulfill academic obligations with performance only marginally affected

ð Insignificant – Negligible effect on ability to fulfill academic obligations

For the present medical episode, please indicate the following:

Date of Acute Onset: ________________________

Date of Anticipated Recovery: ________________________

Additional Comments:

3. Verification by Registered Medical Professional

Name (please print): ________________________________________________________

Licensing Body and Registration #: _____________________________________________

Date of Consultation: ________________________________________________________

Business Stamp, with address and telephone: