Academic Appeals | Bachelor of Health Sciences

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The Academic Regulations of the Bachelor of Health Sciences Program are designed so that academic standards are upheld and that all students are treated fairly and equitably. However, if extenuating circumstances arise that affect a student’s academic performance, the academic appeals process is available to all students enrolled in the program to review academic decisions that may merit the waiving of an academic regulation.

Prior to submitting an academic appeal, please review Academic Regulation 5: Appeals, and the resources listed on this webpage yo ensure you are submitting a suitable and complete appeal. If you have any further questions, please email bhsc.appeals@queensu.ca.

Health Sciences Academic Appeal Portal

Academic Appeal Resources

What Needs to be Included with my Appeal?

Appeal Type	Letter from Professional	Instructor Support	Academic Plan	Other*
Late Course Add	yes, in many cases	Yes - student must request support from instructor	yes	optional
Late Course Drop	yes	no	no	optional
AG Request	yes	Yes – student must request support from instructor	no	optional
CR Request	yes	Yes – student must request support from instructor	no	optional
IN Extension Request/Extension of Deadline to Complete a Deferred Examination	yes	Yes – student must request support from instructor	no	optional
Review of instructor’s decision on grade in exam/term work	no	no	no	optional
Waive RTW1	yes	no	yes	optional
Waive RTW3	yes	no	yes	optional
Return after RTW3 Lapsed	optional	no	yes	optional
Waive 21-Day Appeal Deadline	yes	no	no	optional

*Other types of documentation that you may submit: email correspondence, SOLUS activity reports, travel tickets, letters from funeral homes, death certificates, obituary notices, letters from lawyers, legal documents, court notices, bank statements, travel tickets, letter from employer, government documentation.

Documentation that is generally not considered to be adequate: photographs of medical conditions, medical reports, prescriptions, high school transcripts, resumes, notes or letters from non-certified healthcare providers.

If you are planning to submit an appeal, you will need to include an appeal letter. The following guidelines outline what information you should include in your letter.

We strongly recommend that you draft your letter in a Word or text document before you submit your appeal online, instead of writing the letter directly in the Appeal Portal.

How long does it need to be?

Your letter should be concise and generally not exceed 500-800 words (or 1-1.5 pages) typed and single spaced.

Who should I address it to?

You should address your letter to the Associate Director (Studies) or to the Board of Studies, depending on the level of appeal you are submitting.

What information should I include?

Your appeal letter should be structured in three parts:

1. The Request:

State clearly what your appeal is about (for instance: "I am appealing the Faculty’s decision that I must withdraw from Queen’s University for a minimum of three years." Or “I am appealing to drop ANAT 100 (Fall, 2026)”

2. Explanation of Extenuating Circumstances:

In the second part of your letter, provide a clear and concise explanation of your extenuating circumstances - those unforeseen personal events beyond your control - which have directly affected your academic performance. "Extenuating circumstances, beyond your control" that students typically describe include an acute physical or mental health illness, domestic or family problems, or an unusual academic event. You do not need to disclose the specific details of your circumstances (such as a diagnosis of a condition) but you do need to specifically address the timeline of them and describe how serious or severe they are or were at the time. You will also need to explain what specific impact these circumstances had on the courses you are appealing. You might also outline what steps you took to deal with the extenuating circumstances during or after their occurrence (for example, consultation with a healthcare professional or personal counselor).

3. Some other questions you may need to address in your appeal letter are (note, some of these questions may not apply to your appeal:

Why this course only?

If you were registered in a number of courses over a term but you are appealing only one of those courses, you should explain why that course in particular was affected by your circumstances and not the other courses you were also taking at the time.

Why didn’t you drop the course earlier?

If your extenuating circumstances occurred prior to the drop deadline of the term, you should explain why you did not or could not drop the course in question by the posted drop deadline (see Sessional Dates Calendar).

Why can’t you finish the course?

If you are asking for aegrotat standing in a course, you should explain why you are unable to finish all of the work required for the course (in other words, why are you not asking to defer the exam or submit work late instead?)

When can you finish the course?

If you are asking for an extension of an incomplete grade, when do you plan to be able to complete the outstanding work for the course? Have your circumstances been resolved or are they now being managed in such a way that you are able to make a successful return to your studies?

If you are appealing to waive a requirement to withdraw, you should explain what specific steps you have taken and plan to take moving forward to ensure that your extenuating circumstances do not continue to negatively affect your academic progress.

If you have submitted previous appeals before based on the same or related circumstances:

The appeal system is not designed to compensate for circumstances that are chronic or ongoing in nature for which the student is unable or unwilling to effectively resolve or manage. Therefore, extenuating circumstances alone do not guarantee a successful appeal. If you are asking to appeal courses for a second or third time based on the same circumstances, you must explain what steps you have taken to proactively manage your condition, why you were not able to drop courses within the drop deadlines and what unforeseen event happened to affect the management of your condition and your studies. If you are registered with Queen’s Student Accessibility Services (QSAS) and you received academic accommodations, you should explain what happened outside of your accommodation that affected your studies.

Can I submit my appeal requesting to waive the deadline and the late appeal at the same time?

Normally no, however, if the circumstances that prevented you from submitting the appeal prior to the deadline also affected your performance in the course you may submit both appeals in the same submission. If the circumstances that prevented you from submitting prior to the appeal deadline were different from those that affected your performance in a course, you must submit the appeal requesting to waive the deadline first. If that appeal is granted, you will then be permitted to submit your late appeal. 

1. Why an Academic Plan?

An academic plan is a carefully crafted set of goals that comprises three key elements: the focus of your studies, your expectations or intentions with respect to workload, and your strategies for success. An Academic Plan is not required for all appeal types. Please review the Appeal Documentation Chart.

Building an academic plan is an essential step in preparing for a successful return to studies after an unsuccessful academic year. If you are appealing to have an academic regulation waived, you must provide compelling evidence to the Associate Director (Studies) that you are now in a position to succeed academically. If you are returning to studies after being placed on academic probation or being required to withdraw, you will want to avoid the barriers to academic success that you faced previously.

You are encouraged to get whatever advice is relevant: speak with professionals, consult with support services on campus, gain input from your family or friends, and research various solutions. Developing an academic plan should require you to make a significant effort.

B. The Components of the Plan

1. Course of Study

The academic plan should describe the courses in which you intend to register in for the upcoming academic session. It may be appropriate to refer to types of courses or options, rather than specifics, when talking about future years of study.

2. Full Time versus Part Time Status

Consider your ability to be a full-time student, knowing the expectation is that you will spend around 10 hours working on each course per week. A lighter course load may be more appropriate given your individual circumstances. Take into account any incomplete coursework from previous academic sessions that you have permission to submit late when considering the number of courses you will take. Also consider whether you are engaging in paid employment while you are going to school. Under no circumstances should a student returning after a difficult year plan to carry more than a normal load of 5 courses (15.0 units) per term.

3. Strategies for Success

Identify what problem(s) stood in the way of your academic success in the past and explain how you expect to avoid or mitigate the problem(s) in the future. Sometimes these influences are obvious; other times it’s difficult to identify the reasons behind low grades. Follow up with an academic advisor or other professionals to ensure that you are addressing the relevant performance issues. Document the resources you have accessed in support of your proposed appeal.

C. Key Questions to Guide You in Preparing your Academic Plan

1. Academic Preparation

Did you have difficulty with the course content?

If yes, then you should consider appropriate academic remedies such as:

retaking courses, especially prerequisite courses

planning regular consultations with the course professor and/or Teaching Assistants

seeking assistance from appropriate campus resources

joining a study group

connecting with a tutor or peer mentor

Have you acquired the learning strategies that will allow you to be an effective student, for example, time management, study skills, exam mastery techniques, writing competency, presentation skills, etc.?

If not, you should consider:

contacting the appropriate campus recourses

accessing resources to support effective learning from outside the University.

2. Motivation

If motivation is a challenge for you, you might consider:

consulting with a career counselor.

switching to another degree program that you believe might be more appealing.

assessing whether another educational institution might be more appropriate.

assessing if procrastination or perfectionism is an issue.

taking a break from post-secondary study.

being evaluated by a physician or counsellor for physical or mental health related issues.

Being tested for a possible learning disability through the Regional Assessment and Resource Centre (RARC) and connect with Queen’s Student Accessibility Services.

3. Personal and Financial Resources

If lack of personal resources is a challenge for you, seek assistance by contacting:

Professionals outside the University who you consider best suited to address your difficulties.

If money is your key challenge, you should obtain information on:

budget planning from the Student Awards Office of the University Registrar or a financial advisor.

bursaries and other sources of financial assistance from the Student Awards Office of the University Registrar.

reducing your academic load if you must supplement your finances with a part-time job.

reducing the number of courses you are taking to help reduce the amount of tuition you are paying each term.

4. Situational Demands

If life events have placed you in an exceptional situation, such as the death of someone close, accident, legal battle, family emergencies, etc., you should:

be realistic about any long-term effects you may experience from these extenuating circumstances.

be able to explain how you have/intend to overcome any situational demands that prevented you from succeeding and describe the resources you have accessed.

If you are returning to your studies following a requirement to withdraw or if your appeal to waive a requirement to withdraw has been successful, it is very important to be aware of your current academic standing in the Bachelor of Health Sciences. This document provides general information and it is strongly recommended that you consult with an academic advisor in the Program Office to review your individual academic record as well as your academic plan for the upcoming terms to help ensure that your return to studies will be successful.

Why was I required to withdraw?

You were required to withdraw for one year or for a minimum of three years because your cumulative GPA was too low. To be in good academic standing, Health Sciences students must maintain a minimum GPA of 1.60. This is the minimum GPA required to graduate with a General degree in the Bachelor of Health Sciences so if you are not performing at a level that is allowing you to progress in your studies, you are asked to withdraw. The intention of the requirement to withdraw is to give you some time to reflect and assess what was not working and construct a realistic and effective academic plan to help you successfully complete your degree.

What is my current academic standing?

When you return to studies after a requirement to withdraw or if your requirement to withdraw has been waived on appeal, you are still considered to be on academic probation. This means that you must raise your cumulative GPA to 1.60 by the time your academic record is assessed again.

What happens if I raise my cumulative GPA to 1.60 or higher?

If your cumulative GPA is 1.60 or higher when your academic record is assessed again, then you will be released from academic probation and return to good academic standing.

What happens if I do not raise my cumulative GPA to 1.60?

If your cumulative GPA is less than 1.60 when your academic record is assessed again, then you will be required to withdraw again. If you were required to withdraw for one year during the previous assessment period, you will be required to withdraw for a minimum of three years during the next assessment period. If you were required to withdraw for a minimum of three years during the previous assessment period, you will be required to withdraw for a minimum of three years again during the next assessment period.

When will my academic record be assessed again?

Student academic records are only assessed by the Program Office once per year and this assessment takes place at the end of the winter term once all of the final grades are available (usually in mid-May). Your record will only be assessed if you have completed a minimum of 18.0 additional units since the time of your previous assessment. Assessment of academic standing is based solely on cumulative GPA. If you have not completed 18.0 additional units by the next assessment period, then you will remain on academic probation. You are not required to take a specific number of courses upon your return – you may take as few courses as you are comfortable with.

What grades will I need to get to avoid another requirement to withdraw?

You should see an academic advisor in the Program Office to review your transcript and determine what courses and grades you require to be released from probation and graduate.

Where can I find more information?

See Bachelor of Health Sciences Academic Regulations or contact the Bachelor of Health Sciences Program Office (bhsc@queensu.ca).

Student Resources:

https://www.queensu.ca/studentaffairs/resources/students

You can find all BHSc regulations with regards to Academic Appeals in the Academic Calendar. Please see Academic Regulation 5: Appeals

You can access the Off-Campus Physician's Note here

The first level of academic appeals are reviewed by the Associate Director (Studies). Academic appeals at the first level are submitted to the Bachelor of Health Sciences’ Appeal Portal.

The second level of academic appeals are reviewed by the Board of Studies for the Bachelor of Health Sciences Program. Academic appeals to the Board of Studies can only be initiated if a student has submitted an academic appeal to the Associate Director (Studies) and received a decision.

Academic appeals to the Board of Studies are submitted to bhsc.appeals@queensu.ca. Students must fill out the Board of Studies Appeal Form and provide a written letter addressed to the Board of Studies.

Board of Studies Appeal Form

Frequently Asked Questions

General Appeal Questions

Where can I find information on the Academic Regulations?

See: Academic Regulations. These include the regulations and the procedures to be followed for the awarding of degrees in the general and honours Bachelor of Health Sciences (BHSc) program.

Do I have to appeal? Are there any other options?

If you wish to pursue any of the appeal options (see Academic Regulation 5.4.2.1), you must submit an appeal for your request to be considered. This is to ensure that the process is followed correctly, consistently, and fairly for all students.  

If I appeal, will I have to speak with the Associate Director (Studies)?

You will not be required to meet with anyone concerning your appeal unless further clarification is required. 

Who will see my appeal? 

Your appeal will be reviewed by the Program Office to ensure that it is complete and contains all of the information the Associate Director (Studies) requires to make a decision. Your appeal will then be reviewed by the Associate Director (Studies). A copy of the appeal will remain in your student appeal file in the Program Office. No information in your student appeal file can be released to a third party, including other offices on campus, without your consent. 

What if I am not comfortable writing down my circumstances? Can I just come in and talk to someone?

No. We do require all appeals to follow the standard appeals process. You can be assured however, that you are not required to outline the specific details of the particular condition or matter affecting you and that all information disclosed will be kept confidential. You simply need to provide enough information for the Associate Director (Studies) to make an informed decision. This means, we do ask that you indicate the specific ways in which your extenuating circumstances have affected your studies and provide a clear timeline indicating the start, duration and present state of your extenuating circumstances. It is also important to explain whether or not the circumstances have either improved, been resolved or how you are managing them so that they will not have a significant and detrimental effect on your future academic performance. Your documentation only needs to confirm this information as well.

I’m not sure if I should appeal, or that I have strong enough grounds for appeal. Who can I ask for advice?

You can contact the Academic Advising team to schedule an appointment with an Academic Advisor by emailing bhscadvisor@queensu.ca

What is considered an extenuating circumstance?

An extenuating circumstance is defined as a significant physical or psychological event that is beyond a student’s control and debilitating to their academic performance. In general, with the exception of appeals related to a review of final examinations and final grades or non-academic discipline where other criteria will apply, appeals are only granted where there are significantly extenuating circumstances, beyond the student’s control, which would merit the waiving of an academic regulation. These kinds of extraordinary situations should be supported by official documentation from an appropriate professional.

What about unresolved circumstances?

The appeals process does not compensate for extenuating circumstances that the student is unable to resolve, or for which the student is unwilling to actively seek accommodation or help. In addition, the appeals process does not compensate for extenuating circumstances that are actively being accommodated, for example where a student’s permanent disabilities are being accommodated through Queen’s Student Accessibility Services. Multiple appeals citing the same extenuating circumstances will be reviewed very closely. This review may include, with the permission of the student, consultation with the appropriate professionals involved to obtain more detailed information. In order for such an appeal to succeed, there must be convincing evidence that the circumstances that affected the student’s academic performance will be resolved within a reasonable timeline, or will be appropriately managed on an ongoing basis.

What is not considered to be an extenuating circumstance?

Extenuating circumstances beyond a student's control include the following:

You or a family member suddenly became quite ill (near the deadline date) or have (has) been ill over a lengthy period of time making it impossible to continue your studies.

You are in university for the first time and have not received any type of verbal or written feedback

You have suddenly developed a serious personal problem which is consuming much of your time and energy making it impossible to continue your studies.

Circumstances that would not be considered an extenuating circumstance/ not beyond a student's control include the following:

You are an upper-year student and you have not received any type of verbal or written feedback concerning your performance in the course prior to the drop deadline.

You have over-committed yourself by taking on additional work shifts, running for election, serving on student government or other committees, etc.

You are ill earlier in the term (but not in the week or so preceding the deadline).

Personal plans (travel plans, vacation) do not qualify as extenuating circumstances

I’m not sure what to appeal. Who can I ask for help?

You should contact the BHSc Academic Advising Team to schedule an appointment with an Academic Advisor.

I am not a Bachelor of Health Sciences student. Which faculty should I appeal through?

You should appeal through your home Faculty, even if it is a Health Sciences course you are appealing.

I’m a Bachelor of Health Sciences student, which faculty should I appeal through?

If you are a Health Sciences student, you must appeal through the Faculty of Health Sciences, even if it is a course offered by a different faculty (i.e. Arts and Science)

Can I cancel an appeal once I have submitted it?

Yes, you may withdraw an appeal if a decision has not yet been made. Please email bhsc.appeals@queensu.ca to request your appeal to be withdrawn.

Can I cancel or reverse an appeal after a decision is made?

No. Once an appeal decision is made, the appeal cannot be retracted.

Is there a deadline to submit an appeal?

Yes. Appeals requesting to add a course late must be submitted within 5-business days after the last official date to enrol in courses (see Academic Regulation 5.4.2.1.1).

All other appeals have a 21-day or one-term deadline, please refer to the Academic Regulations for further information.

Can any exceptions be made to the appeal deadlines?

No, an appeal is always required to waive the appeal timeline. This is to ensure that the process is followed correctly, consistently, and fairly for all students.  

Can I appeal a course I took a long time ago?

Generally, no. Appeals must be received within 21 days or one term after a final grade has been posted or an academic ruling has been made. However, exceptions to this deadline can be granted in cases where there are extenuating circumstances that prevented a student from appealing within the deadline. The student must show that the circumstances were ongoing and prevented them from taking any action from the time of the appeal deadline to the time at which the appeal was eventually initiated. This request must be made via an appeal requesting to waive the deadline. If the Associate Director (Studies) grants the student’s request to hear the appeal late, the student will then be permitted to submit their appeal concerning the course they took longer than one term ago.

What should I write in my letter if I am appealing to waive the 21-day/one-term deadline?

In your appeal letter you must explain what the extenuating circumstances were that prevented you from appealing within the time the regular appeal deadline lapsed up to the current time. You must also demonstrate that the circumstances were ongoing and prevented you from acting from then (when the course finished for example) until now (the time at which the appeal is being initiated). In other words, your letter must explain what prevented you from appealing from the time the course finished or the academic ruling was made until the present day.

Can I submit my appeal requesting to waive the deadline and the late appeal at the same time?

Normally no. However, if the circumstances that prevented you from submitting the appeal prior to the deadline also affected your performance in the course you may submit both appeals in the same submission. If the circumstances that prevented you from submitting prior to the appeal deadline were different from those that affected your performance in the course, you must submit the appeal requesting to waive the deadline first. If that appeal is granted, you will then be permitted to submit your late appeal.

What if my circumstances that prevented me from appealing until now and the circumstances that caused me to fail those courses were the same?

Sometimes the student’s extenuating circumstances that led to the failure in courses are ongoing and are also the reason for the delay in appealing. That’s okay – you would simply explain the reasons for the delay in appealing the deadline and if that appeal is granted, you would explain those same extenuating circumstances in the appeal requesting the late course drops. Sometimes the two appeal letters will be quite similar, especially if the same circumstances led to both appeals.

Can I submit the same documentation for both appeals?

Yes, if both appeals are based on the same extenuating circumstances, it may be appropriate to use the same documentation for both appeals. Note, that the 21-day/one-term deadline appeal must confirm the full timeline of the extenuating circumstances (from the time the course finished to the time the appeal was initiated). The documentation for a late course drop appeal only needs to confirm the extenuating circumstances that took place during the time that course was taken.

My appeal requesting to waive the appeal deadline was granted. Now what?

Once your appeal requesting to waive the deadline has been granted, you may submit your late appeal. When you go back into the online appeal system you will notice that you now have a third option called “Submit a Late Appeal”. Choose this option and proceed with submitting your late appeal.

I have already appealed a course in a specific term, and I have received a decision from the Associate Director (Studies), can I appeal another matter from that same term?

No, students are not able to revisit the same time period in submitting subsequent appeals. For example, if a student has appealed to drop one or more courses without academic penalty in the Fall term, they cannot make a different appeal later in relation to that same time period.

Can I make more than one request in my appeal?

Yes. You may ask for a number of different appeal options depending on your circumstances. For example, a student may request to waive a requirement to withdraw and request to drop courses late in one appeal. A student may also request aegrotat standing in a course, credit standing in a course and a late drop in another course all taken in the same term.

Do I have to tell my instructor I am appealing their course?

Not necessarily. If you are appealing to drop a course past the academic deadline, we will not contact your instructor. If you are appealing to receive credit or aegrotat standing in a course, you must contact your instructors to request their support for the appeal. Please refer to the Appeal Documentation Chart. No details of your appeal are shared with your instructors. 

My instructor does not support my appeal. What should I do?

You may proceed with an appeal even if your instructor does not support it. The Associate Director (Studies) will take all information presented in the appeal into consideration when making a decision. However, an appeal without instructor support (for those requiring it) is unlikely to be successful.

What Can I Appeal? Options and Limitations

What can I appeal?

Please see Academic Regulation 5 for up-to-date appeal regulations in the Bachelor of Health Sciences Academic Calendar.

If my appeal to drop a course late is granted, will the course disappear from my transcript?

No. If your appeal to drop a course past the academic deadline is granted, it will appear on your transcript with a DR notation, meaning dropped. There is no academic penalty.

Can I have the DR removed from my transcript?

No. DR notations cannot be removed from transcripts.

Can I have the NG removed from my transcript?

No. NG notations cannot be removed from transcripts.

Can I appeal to drop a course I passed?

No, students cannot request to drop a course with a passing grade. You could consider appealing for credit standing instead.

I appealed to drop a course, but I haven’t received a decision yet and the exam is next week. Should I study for it or not?

This decision is up to you. It could take up to 21 days to receive a decision on your appeal, so you should keep participating in the course, just in case your appeal is denied. On the other hand, if you feel that it is not possible to salvage the course at that point, you may choose to stop participating in that course and concentrate your time and effort on your other courses that you want to keep good grades in. For more advice, you can make an appointment to speak with an academic advisor. 

See Academic Advising

The course I wanted to add was full right up to the add deadline, but a space opened up after the deadline passed. Do I still have to appeal to add it?

Yes, an appeal is required. You must have been at or near the top of the waitlist for the appeal to be considered (see Academic Regulation 5.4.2.1.1)

If my appeal for credit standing is granted, what will appear on my transcript?

If your appeal for credit standing is granted, the course will appear on your transcript with a CR notation. A course with credit standing will not be included in the student’s GPA but can be used as credit earned toward a degree program. If you require a minimum grade in the course as a prerequisite for entry to further courses, a CR grade may not be sufficient, and you may need to repeat the course to earn the minimum grade required. Students are advised to consult with the Program Office.

If I fail a course, can I request credit standing?

No. If you did not pass the course, you are not eligible for credit standing (see Academic Regulation 5.4.2.1.4)

Is there a limit of how many CR and/or AG grades I can have?

Yes, there is a limit. Students may be granted aegrotat and/or credit standing for a maximum of 36.0 units during their entire program. 

Why is credit standing only recommended in cases where the grade is C or lower? 

We only recommend credit standing in cases where the final grade is C or lower, otherwise it is usually in the student’s best academic interests to keep the grade earned as-is. While credit grades do not affect the GPA it is generally best to have as many evaluative, measurable grades on your transcript as possible. Otherwise, your transcript can become difficult to evaluate. Students are advised to consult with potential graduate schools to seek advice regarding non-evaluative grades on transcripts.

What is the difference between credit standing and aegrotat standing?

Aegrotat standing in a course is reserved for situations in which a student, who has completed and passed at least 60 per cent of the work for a course, but because of illness or other extenuating circumstances beyond their control, is unable to complete all the work of the course but has met the learning outcomes. In this case, the student may be awarded a final estimated grade based on the work completed along with the notation “Aegrotat: Estimated grade”.

Credit standing (CR) in a course is reserved for situations in which a student, who has completed and passed all of the major assessments in a course, including the final examination, but because of illness or other extenuating circumstances beyond their control, earned a substantially lower grade than might have been expected, normally a grade of C or lower. If this appeal is granted, the low grade will be removed from the transcript and replaced with CR. A course with a CR notation will not be included in the student’s GPA but can be used as credit earned towards a Degree Program.

What is defined as a major assessment in a course?

A test, quiz or assessment is deemed to be major if it:

covers more than the work of the preceding six weeks, or
counts for more than 10 per cent of the final mark in a 6.0 unit class or 20 per cent of the final mark in a 3.0 unit class.

De facto examinations are essentially replacements for final examinations or end-of-term tests for which the Senate provides a schedule. A major term essay (one that conforms to item 1 above) should be assigned in the first half of the term if it is due any time between the beginning of the 11th week of classes and the end of the examination period. A seminar presentation (one that conforms to item 1 or item 2 above) should be assigned in the first half of the term if it is to be held in the last two weeks of term or the final examination period (see Undergraduate Course Regulation 5.2.2.2).

Please refer to Undergraduate Course Regulation 5.2.2.2 unless the definition of a major assessment is defined otherwise in the course syllabus, in which case the definition in the syllabus takes precedence.

If my appeal for aegrotat standing is granted, what will appear on my transcript and how will my grade be calculated?

If your appeal for aegrotat standing is granted, the course will appear on your transcript with your estimated final grade based on the work you completed to date along with the notation “Aegrotat: Estimated Grade”. The final estimated grade is calculated into the GPA. An aegrotat grade is a final estimated grade based only out of the work you submitted. Therefore, if you completed all of the work for a course except the final exam and your final grade going into the exam was 75 or B, then your final grade would be assigned as B To be eligible for an aegrotat grade, the student must have completed at least 60% of work required, and met the learning outcomes for the course.

I have an IN grade in a course, when does the IN grade expire?

IN grades expire at the end of following term, for example, you have an IN grade in a Fall term course, that IN grade will default to an F grade at the end of the following Winter semester. Appeals to extend an IN grade should be submitted before the end of the following term.

It has been one full term since my course finished but I had an IN grade and that IN grade has defaulted to an F grade. Do I need to appeal the one-term appeal timeline to have my IN grade extended?

Yes. If your IN grade has defaulted to an F grade and you did not submit an appeal prior to the one-term appeal timeline, you will need to appeal the one-term appeal timeline before you can appeal to have the IN grade extended.

How long will it take to receive a decision on my appeal?
Once your appeal has been submitted and all of the supporting documentation and materials have been received it can take up to 21 days to receive a decision. 

Do I have to talk to my instructor before submitting an appeal for a review of my work?
We recommend that you ask your instructor to review the work with you informally as a first step. Many times, questions and concerns can be addressed at this level and a formal review is not required.

Appeals to Waive the Requirement to Withdraw and Return to Studies After a Requirement to Withdraw

I appealed to waive a requirement to withdraw, and it was granted. What is my current academic status? 

See: Returning from Requirement to Withdraw below

What is an academic plan?

An academic plan is required for some appeals, please see Appeal Documentation Chart below to know when one is required. A strong academic plan can increase your chances for a successful appeal. More information about creating an Academic Plan can be found further down the page.

I’m still waiting to receive my appeal decision for my requirement to withdraw but the course selection period is starting soon. What should I do?

If you submitted your appeal by the deadline indicated on your requirement to withdraw notification letter, then we will remove the negative service indicator from your SOLUS account so you can register in courses during the regular course selection period, pending the decision on your appeal.

What if my appeal is denied and I’m registered in courses? Do I have to drop them?

If your appeal is denied, we will not remove you from your courses until you have exhausted all of your appeal options or the deadlines have lapsed. You have the option to appeal the Associate Director (Studies) decision to the Board of Studies. If you pursue this option, you will be permitted to continue participating in your courses pending the outcome of that appeal. (see Academic Regulation 5.4.3 - Appeals to the Board of Studies)

Can I appeal to waive a requirement to withdraw and drop courses past the academic deadline in the same appeal?

Yes. If the appeal is granted and the courses are dropped, it could result in the requirement to withdraw ruling being removed altogether if it no longer applies.

Can I appeal to take one year off instead of three?

If you submit your appeal requesting to waive the requirement to withdraw for a minimum of three years within the appeal deadline then you may include this as part of your academic plan. If your appeal is granted, the requirement to withdraw ruling will be waived and you will be permitted to return to studies at any time, but you may certainly take a voluntary leave of absence for a year (or longer).

I was required to withdraw for a minimum of three years and one year has lapsed but I feel ready to return to studies now. Can I appeal to come back early?

No. If you have not appealed within the 21-day deadline to waive the requirement to withdraw when it was imposed, you will not be permitted to appeal to return to studies until the full three years has lapsed.

What should I do after my appeal to return to studies after a requirement to withdraw has been granted?

You should schedule an appointment to speak with an academic advisor for information on the current academic regulations, your current academic standing, your degree plan requirements as well as go over how and when to register in courses and find out what academic services are available to help you improve your academic performance.

Documentation

Students should refer to the Appeal Documentation Chart on this page for details about documentation requirements.

Do all appeals require supporting documentation?

Most appeals require supporting documentation to confirm the extenuating circumstances presented in your appeal letter.

What kind of documentation do I need to provide?

A note or letter from a healthcare professional is always preferred (signed by the professional and including contact information for verification). Some other types of documentation you may submit: letters from funeral homes, death certificates, obituary notices, letters from lawyers, legal documents, court notices, bank statements, travel tickets, letter from employer, government documentation. Documentation that is generally not considered to be adequate: photographs of medical conditions, medical reports, prescriptions, high school transcripts, resumes, notes or letters from non-certified healthcare providers. 

Official documentation does not need to outline the specifics of the particular condition or matter affecting the student, but should indicate ways in which the extenuating circumstances directly affected the student's individual performance. Information on the start date, duration and present state of the circumstance aids the instructor, the Associate Director (Studies) or the Board of Studies in making an informed decision concerning any matter under review. Further, comment on whether the condition or circumstances have either improved or are being managed to the point that they will not have a significant detrimental effect on future academic performance is also useful to appeal decision makers.  

Students are advised to submit an Off-campus Physician's Note if requesting support from a medical professional outside of the Student Wellness Services.

I haven’t seen a doctor or counsellor so I don’t have any supporting documentation. What should I do?

A note or letter from a healthcare professional is always preferred but if you have not sought professional help, you may supply a letter from another individual such as a parent, family member, campus resources, or an official source. Please ensure that the author of the note signs it and supplies contact information so we can have it verified.  Otherwise, you may consult with an academic advisor for advice on how to proceed with your appeal request.

Can my parents write a letter for my documentation?

A note or letter from a healthcare professional is always preferred but if you have not sought professional help, you may supply a letter from another individual such as a parent, family member, or an official source. Please ensure that the author of the note signs it and supplies contact information so we can have it verified.

Can I submit more information or documentation for my appeal after it has been submitted?

It is your responsibility to ensure your appeal is complete with all relevant supporting documentation you wish to submit for review by the Associate Director (Studies). If you are submitting additional information or documentation, you must do so in a timely manner; Incomplete appeals may be withdrawn, or a decision may be made based on the information available at the time of review.

How do I know if the transaction was successful and my appeal was properly submitted?

If your appeal was submitted properly, you will receive an email immediately to your Queens’ email account. This email will contain a confirmation that your appeal was received, and it will contain an appeal number so you can track the status of your appeal through the online system.

Can I appeal for a refund of my tuition fees?

The Associate Director (Studies) cannot hear appeals concerning financial requests. These requests may be made through the Office of the University Registrar.

Any questions about this process may be directed to their office at registrar@queensu.ca.

Appeal Submission, Status and Decisions

How do I know my appeal was properly submitted and how can I check the status of my appeal?

Once you have clicked on submit, you will receive an email confirmation that your appeal was received. You will also be issued an application number; email bhsc.appeals@queensu.ca to request an update on the status of your appeal.

How will I be notified of the appeal decision?

All decisions are sent via email to your official Queen’s email address. Please ensure your email address is correct and your inbox is not full.

How long will it take to receive a decision on my appeal?

Once your appeal has been submitted and all of the supporting documentation has been received it can take up to 21 days to receive a decision. Note that re-read requests may take longer than 21-days (typically 6 weeks) as it takes time to find and appoint a reader and review the work in question. 

What can I do to have my appeal heard faster?

We understand that submitting an appeal is a stressful task and they are very often time-sensitive in nature, so we make every effort to review appeals and send decisions as quickly and efficiently as possible. Having a clear and detailed appeal letter and supplying all of the supporting documentation upon submission can help to speed up the process if there is no further follow up required.  

I haven’t received a decision yet and it’s been longer than 21 days. What should I do?

You can check the status of your appeal by emailing bhsc.appeals@queensu.ca and providing your application number. Your decision will be sent to your email address provided so please ensure that you check your email including your junk folder. If there is still no decision, you may follow up by emailing  bhsc.appeals@queensu.ca.

My appeal has been granted. How long will it take to see the changes on my transcript?

When your appeal is granted, the transcript changes are sent to the Office of the University Registrar for processing. This can take normally anywhere from 3 days to one week. If you need to order a transcript or if a week has passed and the changes haven’t been made yet, please notify the Program Office (bhsc.appeals@queensu.ca) and we will arrange to have the changes made as soon as possible. 

What happens if my appeal is denied?

If your appeal is denied no changes will be made to your transcript. You will receive information in your decision letter explaining that you have the option to appeal the Associate Director (Studies) decision to the Board of Studies. An appeal to the Board of Studies must be submitted within 21 days of receiving your appeal decision letter. For more information, see Academic Regulation 5.4.3 - Appeals to the Board of Studies

What is the difference between an appeal to the Associate Director (Studies) and an appeal to the Board of Studies?

The first stage of the appeal process is an appeal to the Associate Director (Studies). If that appeal is denied and you wish to appeal the decision, the next step is to appeal to the Board of Studies. You must ensure you have one or more grounds of appeal before submitting your appeal to the Board of Studies; you cannot appeal the Associate Director’s decision solely on the basis that you disagree with decision.

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