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Appeal for Reinstatement of Financial Aid Sample Letter document sample
1. Policies & Procedures on Suspension, Probation and Withdrawn Standing 2. Academic Support Services 3. Appealing a grade or academic standing 4. Role of the Ombudsperson Background Ryerson takes pride in its high academic standards. Therefore, it is required that all students will maintain a certain minimum level of academic achievement, e.g. CGPA of 2.0 in order to graduate. All universities and colleges have promotion policies that describe what your academic standing is as you progress through your program. These academic standings are designed to provide feedback on a student’s progress towards graduation requirements. You get an academic standing at the end of each term. Background (cont.) Ryerson’s objective: Students’ successful completion of program requirements and graduation. Ryerson’s policies identify when you are having difficulty academically and provide constructive ways to deal with these issues. Things to Consider It’s hard to recognize at the time but suspension or probation is not “the end of the world”. Some students attain a Clear standing after changing their study habits Some students are reinstated into their original program and many succeed in graduating from that program. Other students pursue another program more suited to their interests and abilities. Students on Suspension Students are normally suspended: • The student’s cumulative GPA falls below 1.00, or • The student receives 3 or more failed grades in the same term, or • The student fails to meet the terms of an agreed upon probationary contract. Students are responsible for understanding the academic variations and any specific pre-requisite requirements within their own departments. - (e.g. Urban and Regional Planning, Nursing) Suspension (cont.) If you are suspended, normally: You may not continue in your program at this time, AND You may not apply to continue in your original program until your period of suspension has ended, AND You may only accumulate credit towards that program during your period of suspension if you have received permission in advance from the relevant program Minimum Period of Suspension The minimum period may be one Fall or one Winter academic semester. Please note that the Spring/Summer term is only considered a period of suspension for Part-time programs. FEAS Students, CE Courses There is a different policy for Engineering students who wish to take CE courses Access to CE courses requires prior written approval from the Faculty of Engineering, Architecture & Science, other than Liberal Studies courses, CCMN432 and CECN801. – Without prior authorization, the course will NOT be credited towards the student’s degree requirements. – If a FEAS student registers in a CE course without prior written authorization, he/she will be dropped from the course during the first two weeks of classes. Expectations During Period of Suspension During the period of suspension you are expected to: on the factors reflect contributing to your suspension and address them, and consider if you are in seriously the appropriate program. Suspension / Reinstatement If you intend to apply for reinstatement, you must meet with your program representative, as soon as possible, to discuss reinstatement. You will be advised of the program’s minimum conditions for reinstatement; these conditions may be academic, non-academic, or a combination of the two. Suspension / Reinstatement (cont.) Your program representative may suggest that you complete up to 2 courses (at Ryerson or another post-secondary institution). Advice will be provided on the expected level of performance for the course(s). Normally the designated course(s) will be taken after the minimum period of suspension has ended. Suspension / Reinstatement (cont.) However, if you are suspended, you may be granted advance permission during your term of suspension. 2 “one-term” semester courses (or equivalent) may be credited toward your program graduation requirements if you: 1. Successfully completed the course(s), AND 2. Subsequently get reinstated to your program Withdrawn Standing A student is normally assigned a Withdrawn standing when he/she is suspended a second time. E.g., had already been suspended from his/her program once, was reinstated, and then was unable to meet the promotion criteria in his/her program. A Withdrawn standing will be assigned if a student fails a required course for the third time. Withdrawn Standing (cont.) If you are assigned a Withdrawn standing: You may not apply to return to your original program. You may not accumulate credit towards your original program at any time. You may apply to another degree program at Ryerson, if qualified. Reinstatement Application You must submit an application form to the University along with a letter. In the letter, you will: - Identify the problems which lead to your suspension and explain how they have been addressed so the situation won’t occur again. - Normally you are expected to complete one or more designated courses successfully so you can demonstrate your ability to complete future program courses. NOTE: These courses will be chosen in the meeting you have with the program representative. Reinstatement Reinstatement is not automatic; given space limitations, there is no guarantee that you will be reinstated following a suspension. You are expected to provide reasons, in written form, to explain the steps you have taken so that you will be able to do well if you are reinstated. * This letter must accompany your request for reinstatement to the Office of Admissions (including any official transcripts for courses taken at another post-secondary institution during your term of suspension). Reinstatement Deadline The deadline for guaranteed consideration for Winter 2009 reinstatement is Monday November 3, 2008. How does Suspended or Withdrawn standing affect my OSAP? It is your responsibility to notify Financial Aid if your standing changes to suspended or withdrawn. Contact the Student Financial Aid Office for details. 416-979-5081 – POD-59 Probation If you are reinstated or are successful in appealing your standing, you will return to your program as a probationary student. According to university standards, students who are placed on probation are performing at levels below graduation requirements. While probation is not as severe as suspension, a probationary standing means that concerns exist over the student’s potential to meet graduation requirements. Students on Probation Students are normally placed on probation when: Your cumulative GPA falls between 1.00 and 1.49, or You have failed 2 courses, or You have a second term in a row with Conditional Standing * Students who are re-instated after suspension are placed on Probation Key Probationary Features You may continue in your program. However, You are required to meet with a department representative to set up a probationary contract, which includes ALL courses you are to take during the Probationary term. Check with your department as soon as possible, to set up a time to discuss the situation, so that deadlines are not missed. The objective is to return you to a Clear standing at the earliest opportunity. Repeating Courses You may be encouraged to repeat courses where you have low grades (e.g. D-). The most recent grade replaces the original grade in the GPA calculation; however, both grades remain on your academic record. Repeating courses is a good idea when problems revolve around low CGPA. No course can be repeated more than twice. i.e.registered initially, repeated once, repeated twice = 3 registrations Repeating Courses (cont.) If you fail a required course for the third time, you will be assigned an Academic Standing of WITHDRAWN, and will be ineligible to continue in your program. If you are WITHDRAWN for failing a course for the third time and request to transfer to another program at Ryerson, the course that was failed 3 times must not be required in the new program as you will not be permitted to register in the course for a 4th time. Repeating Courses (cont.) If you take a course once and get a D- and you take it again and get an F, the F will be used for GPA calculation purposes. However, you will not have to take the course again, as the original D- will be used towards your program’s graduation requirements. D- F Summary of Status of Grades During Suspension/Probation Suspended Term Suspended Term Over, But Not • May take courses Reinstated • Courses will normally • May take program-applicable courses. not count for credit unless advance • Courses taken with advance permission permission is received will count for credit if reinstated • Courses will not count • Grades assigned for these courses will for GPA not count for GPA calculation Probationary Term (after reinstatement) • May register in courses according to Probationary Contract worked out with program. • Courses will count for credit • Courses will count for GPA calculation Learning Success Centre Free Workshops Discovering & Applying Your Learning Style Learning From Lectures and Writing Exams Textbooks Dealing With Performance Managing Your Time & & Test Anxiety Staying Motivated Writing University Essays Preparing for & Taking (2 topics) Tests/Exams Delivering Effective Improving Your Mental Focus Presentations Workshop schedule available at: www.ryerson.ca/learningsuccess Learning Success Centre Other Programs & Services Learning Groups Resource Centres for Engineering, Science, and Business Tutor Registry Individual Consultations with a Peer Learning Strategist Online Resources and Tip Sheets www.ryerson.ca/learningsuccess 416-979-5000 ext.7350 Centre for Student Development & Counselling Suspended Student Group Information Seminar - Suspended standing and its implications - Applying for reinstatement - Career decision-making for those reconsidering educational direction Monday, June 4, 12:30-4:30 or Wednesday, June 6, 9:30-12:30 To register: 416-979-5195 Career Centre Career Planning Job Search Strategies Resume Writing Interview Skills Job Postings www.ryerson.ca/career 4th floor, Jorgenson Hall 416-979-5177 More Student Services... Aboriginal Student Services Access Centre (for students with disabilities) English Language Support Health Centre Health Promotion International Services for Students Sports and Recreation Student Financial Assistance Student Housing Student Programs Tri-Mentoring Program http://www.ryerson.ca/studentservices/ www.ryerson.ca/ombuds A Place of First Resort… For information To figure out what the problem is To discuss your options The Last Resort… You have tried to solve the problem yourself You have gone through a process and it seems unfair You have received a final decision and it doesn’t seem right Somewhere in the Middle… The Ombuds Office may become involved when an appeal process has been initiated if a student believes one of the University’s policies has not been followed or the process is unfair Example1: student is not able to register for courses or continue in their program after filing an appeal Example2: student has not been allowed to review the final exam Impartial Objective review Does not take sides or advocate for individual viewpoints Confidential No information will be provided to anyone without your permission Notes used only by the Ombudsperson Complete freedom to discuss concerns off-the- record If a call is made, your name will only be given with your express permission Independent Not employed by the University or any Student Association No one can tell the Ombudsperson how to handle a case Fairness No vested interest in a particular outcome Primary concern is fairness for all concerned Who provides this service? Nora Farrell, Ombudsperson Heather McGhee Peggs, Assistant Ombudsperson Where is the Ombuds Office? 2nd Floor – Oakham House 416-979-5000 Ext. 7450 firstname.lastname@example.org www.ryerson.ca/ombuds Useful Websites The Student Guide: www.ryerson.ca/studentguide Ryerson Student Medical Certificate: http://www.ryerson.ca/undergraduate/currentstudents/forms/medical.pdf Ryerson Forms: www.ryerson.ca/rr/forms.htm (including appeal) Grades and Standing Information: http://www.ryerson.ca/undergraduate/currentstudents/rr/grading.htm Registration and Records: www.ryerson.ca/rr Useful Websites (cont.) CESAR - CE and PT Students’ Association: www.mycesar.org RSU - Full Time and Graduate Students’ Union: www.rsuonline.ca Office of the Ombudsperson: www.ryerson.ca/ombuds Learning Success Centre: www.ryerson.ca/learningsuccess Undergraduate Academic Consideration and Appeals Policy: http://www.ryerson.ca/acadcouncil/current/pol134.pdf Useful Contacts Kim Neal, Student Issues & Advocacy Coordinator, RSU: 416-979-5255 ext. 2322 – SCC-311 Emily Shelton, Student Rights Coordinator, CESAR: 416-979-5000 ext. 7716 – SCC-301 Laura Thrasher, Learning Success Centre: 416-979-5000 ext. 6559 – JOR-300 Lurana Kruchten, Appeals advising, Student Services: 416- 979-5000 ext. 6657 Dawn Lovas, Appeals advising, Student Services: 416-979-5000 ext. 6654 Nora Farrell / Heather McGhee Peggs, Office of the Ombudsperson: 416-979-5000 ext. 7450 Useful Contacts (cont.) Learning Success Seminars: 416-979-5000, ext. 7350 Ann Whiteside, Discrimination and Harassment Office: 416 979-5000, ext 6340 Financial Aid: 416-979-5113 –POD-59 Registrar: email@example.com Registration and Records: firstname.lastname@example.org Curriculum Advising, Ann Mackay, Assistant Registrar, email@example.com Faculty of Engineering Counsellor: Shannon Robinson, 416-979-5000, ext 4262 – ENG-352 First Year Science Office Student Counsellor: Sarah Thompson, 416-979-5000 ext.4104 – KHE-124 FILING AN APPEAL (standing up for your rights) Your Advocates Your Advocates Emily Shelton Kim Neale Student Rights Coordinator Student Issues and Advocacy Coordinator Continuing Education Ryerson Students’ Union Students’ Association of (Local 24 of the Ryerson (Local 105 of the Canadian Federation of Canadian Federation of Students) Students) *All Part-Time and C.E. *All Full-Time and Students* graduate Students* Why Advocacy? Advocacy is a service provided by your students’ union (We got your back) Moving through red tape can be difficult Lots of details, fine prints People get bounced from office to office, person to person Many find it cumbersome and confusing to maneuver Often leaves people exhausted and jaded Student Advocates can work the system with students Student Rights at Ryerson As a student at Ryerson, you have a RIGHT to: • See all of your written work for a course, including the final exam • Course Outline which, if changed without notification, can form the appeal basis • Appeal final grades and/or promotional status • Have academic work judged solely on its merits without discrimination • Representation at the Senate appeal level • Written responses throughout the formal appeal process • Continue with your course work while your appeal is in progress (Exception: if a student is judged to be at risk of endangering the public) If charged with academic misconduct, you have a right to know the charge against you and see the evidence against you in advance The Appeal Process The Ryerson Appeal system is available: When something unexpected happens that really messes you up on an assignment or exam (“situations beyond the control of the student arise which were unforeseen that made it impossible for you to succeed academically”) When your Prof does something inappropriate that has a negative impact on you as a result (Ryerson policies are violated in a way that has an unfair and negative impact on your academics e.g./ Prof changed weight of final at the last minute) You are charged with plagiarism (Cheating) Your academic standing changes (eg. you get suspended) Informal Resolution is key You will have the best chances of winning when you try to resolve the situation informally by speaking to your instructor about your problem (ideally) as soon as it arises. You must first attempt to resolve the situation with the instructor, and if that does not pan out for you, with the Chair/Director of your program. WHY INFORMAL IS KEY: More options. Your Prof will have more leeway, and can bend policies when no one else knows You need to try to resolve the problem informally in order to be successful in filing a formal appeal Two types of appeals Grade/Standing Academic Misconduct You feel the grade you received is You were charged with cheating inappropriate You are fighting the charge and You are appealing to have an trying to demonstrate the work is opportunity to re-write the your own final/re-take the course You are appealing your standing so that you can continue to take courses What can my Advocate do for me? Support Listen (confidential) Provide advice Assist in letter writing Direct to correct people Uphold student rights Policies (in hearings and structural revisions) Dignity and Respect Grade Appeal If you want to appeal your grade, you must have appropriate grounds for your appeal. These include: Medical Compassionate Course Management Prejudice Procedural Error Medical You were physically/mentally incapable of studying for or writing the exam You must submit a completed Ryerson Medical Certificate or a note on letterhead from your doctor to demonstrate this You can find a Ryerson Medical Certificate on the Senate website or the CESAR website. *Documentation which demonstrates the claims that you make in your written statement is essential to win an appeal on these grounds* Compassionate An unforeseen situation arose that had a serious impact on your ability to perform well in the course. E.g. Death or other tragedy in the family Excessive stress Bad breakup *Documentation is useful but it is recognized that it is not always available in these situations* Course Management If something on the course outline or evaluation structure was significantly changed in a way that violated policy which ultimately caused your academic problems. Course Management is Policy 145 Prejudice If you feel your grade was affected by prejudice, (i.e. different treatment on the basis of a prohibited ground of discrimination, such as race, religion, gender, etc.). This kind of complaint should be handled by the Discrimination & Harassment Prevention Office. Procedural Error If it is believed that there has been an error in the procedure followed in any University policy or regulation. E.g., you provided detailed reasons for your exam to be reassessed, but the reassessment was not properly completed. You must provide evidence of the regulation or policy that was improperly applied or followed, and how it affected your academic progress. Documentation You have the BEST CHANCES of winning your appeal when you can provide documentation to demonstrate the claims you make in your written statement. Provide Proof wherever possible. Standing Appeal Standing appeals are usually based reasons such as medical or compassionate. To appeal your standing you must: consult with your program Chair or Director as soon as possible after receiving your standing; provide substantive reasons why the current standing is not appropriate; explain how that situation affected your performance. Filing the Appeal 1. Gather documentation 2. Completely fill out the appeal form (http://ryerson.ca/senate/forms/index.html#appeals) 3. Write and attach a letter explaining: a) What is your situation (grade? standing?) b) What are your grounds? c) Describe your grounds. d) How would you like it resolved? (must be within university policy) e) What is the rationale for your proposed resolution? Where do they go? Grade Appeals submitted to the department which taught the course Standing Appeals submitted to your program department Misconduct Appeals Submitted to the Faculty in which the course was taught Levels of Appeal Three levels: 1. Department/School Level 2. Faculty Level (may be a Hearing) 3. Senate (Hearing) In most cases, all documentation must be submitted at the beginning of the process. Standing and Appeals If you are appealing your academic standing, you are eligible to continue in your program (a Fall and/or Winter term) until the appeal decision is made. You must advise your department that you are appealing and arrange a probationary contract; you must register in courses as per the contract and pay the resulting tuition fees. If your appeal is successful, you will continue as usual. If your appeal is unsuccessful, you will be dropped from your program courses and any applicable fees paid will be refunded or held in credit in your financial account. Maximize success Provide as much documentation as possible. Ensure that all information provided is 100% accurate. Provide key dates (e.g., when a family emergency occurred). Be as specific as possible when explaining how your situation affected your ability to study. Frequently Asked Questions Will I be penalized for appealing? No. Appealing is your right; sometimes mistakes are made and misunderstandings occur. Appealing should not damage your relationship with your professors or your department. How long does the process take? It can vary depending on when you submit your complete appeal and how quickly the department responds. Normally it takes about two months for a student to go through all three levels of academic appeal. Frequently Asked Questions What type of documentation is needed? The more you can document your appeal, the better. It is best if the documentation comes from an unbiased source like a doctor, counsellor, or a religious leader. What are my chances? Your chances depend on your circumstances and on your ability to clearly demonstrate them. Important Deadlines Under the policy it’s expected that you consult with appropriate people (e.g. chairs/directors and professors) prior to appealing. Wednesday May 28 is the appeal deadline for Winter 2008 academic standing appeals and grade appeals for Winter 2008 program (day) courses. Within four weeks after the course end date is the appeal deadline for CE courses. Once the preparation of your appeal is complete (i.e. fully documented), you are urged to submit it as soon as possible to the appropriate department. Do not wait until the last day. Letter Writing Workshops Grade and Standing Appeal Letter Writing Workshops: For the first time, RSU and CESAR will be holding joint appeal letter writing workshops as a pilot project. Students will be asked to write a draft of their appeal letters before they attend these workshops. It is our hope that during the workshops students will work with each other and the Advocate to put together their case. Information packages about the appeal process, including sample letters will be available for students at the RSU front desk, SCC311. All workshops will be held in the CESAR board room and half of the workshop will be a hands on working period where students can use the computers in the CESAR lounge (SCC301) to review their letters with peers and the RSU and CESAR Advocate. Letter Writing Seminars Students who require extra help and attention due to the complicated nature of their situation will have the opportunity to meet with an RSU or CESAR advocate one on one only after they attend a letter writing workshop. The better your letter, the better chance you have of succeeding in your appeal I pity the fool who don’t attend a letter writing workshop! Letter Writing Seminars Wednesday, May 21st 5:00-7:00pm Thursday, May 22nd 1:00-2:30 Friday, May 23rd 3:30-5:30pm Monday, May 26th 4:30-6:30pm Tuesday, May 27th 12:30-2:30pm Wednesday, May 28th 10:00-12:00am Stand up, fight back If you have valid grounds for appeal… DON’T JUST TAKE IT Stand up for yourself! File that appeal and fight back The end.
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