Appeal for Reinstatement of Financial Aid Sample Letter - PowerPoint by krt15251

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									1.   Policies & Procedures on
     Suspension, Probation and
     Withdrawn Standing
2.   Academic Support Services
3.   Appealing a grade or academic
4.   Role of the Ombudsperson
    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
    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
    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,
        You may not apply to continue in your original
         program until your period of suspension has ended,
        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

    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

    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
       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 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
    Contact the Student Financial Aid Office for
                  416-979-5081 – POD-59

    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
Students on Probation
Students are normally placed on probation
 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

   * 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:
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

               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
           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
       4th floor, Jorgenson Hall
 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
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

   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

    Objective review

    Does not take sides or
     advocate for individual
    No information will be provided to anyone
     without your permission
    Notes used only by the Ombudsperson
    Complete freedom to discuss concerns off-the-
    If a call is made, your name
     will only be given with your
     express permission

     Not employed by the University or any
      Student Association

     No one can tell the Ombudsperson how to
      handle a case

     No vested interest in a particular outcome

     Primary concern is fairness for all
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
Useful Websites
                        The Student Guide:

               Ryerson Student Medical Certificate:

                        Ryerson Forms:
  (including appeal)
                 Grades and Standing Information:

                     Registration and Records:
Useful Websites (cont.)

          CESAR - CE and PT Students’ Association:
       RSU - Full Time and Graduate Students’ Union:
                 Office of the Ombudsperson:
                 Learning Success Centre:

  Undergraduate Academic Consideration and Appeals Policy:
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:
 Registration and Records:
 Curriculum Advising, Ann Mackay, Assistant Registrar,
 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
(standing up for your rights)
Your Advocates
Your Advocates
     Emily Shelton                  Kim Neale
 Student Rights Coordinator   Student Issues and Advocacy

  Continuing Education        Ryerson Students’ Union
 Students’ Association of          (Local 24 of the
Ryerson (Local 105 of the      Canadian Federation of
  Canadian Federation of               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
  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
• 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.

              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
What can my Advocate do for me?
                 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
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*
An unforeseen situation arose that had a serious
  impact on your ability to perform well in the course.
 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
   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
      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.
                You have the BEST
                  CHANCES of winning
                  your appeal when you
                  can provide
                  documentation to
                  demonstrate the
                  claims you make in
                  your written
                 Provide Proof wherever
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
Filing the Appeal
1.    Gather documentation
2.    Completely fill out the appeal form

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
Standing Appeals
   submitted to your program department

Misconduct Appeals
 Submitted to the Faculty in which the course was
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
         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%

   Provide key dates (e.g., when a family emergency

   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
Letter Writing Seminars
   Wednesday, May 21st

   Thursday, May 22nd

   Friday, May 23rd

   Monday, May 26th

   Tuesday, May 27th

   Wednesday, May 28th
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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