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1.1 Policy Statement

 

St. Jerome’s University recognizes the right of a student to petition the University of Waterloo to make an exception to or ask for relief from normal faculty, University of Waterloo, or St. Jerome’s University rules and regulations. St. Jerome’s University also recognizes the right of a student to initiate a grievance.

 

This policy is intended to complement University of Waterloo Policy 70 insofar as Policy 70 provides direction with regard to matters pertaining to courses taught by St. Jerome’s University instructors. The specific scope and direction for (1) student petitions and (2) student grievances differ according to the terms in 1.2.1 and 1.2.2, respectively.

 

1.2 Scope and Direction

 

This policy applies to students who were, at the time of the event(s), enrolled in a course taught by a St. Jerome’s University instructor; the petition or grievance must be specific to the course taught by the St. Jerome’s University instructor.

 

This policy also applies to students affected academically by a non-course related academic decision or action, upon which a petition or grievance is based, made by a St. Jerome’s University academic authority.

 

1.2.1 Student Petitions for Exception to Academic Regulations

 

All petitions are handled under University of Waterloo Policy 70, Student Petitions and Grievances.

 

A petition is a request by a student seeking exception to or relief from normal faculty or University of Waterloo rules and regulations. Typical examples include, but are not limited to, adding or dropping a course after the deadline, removing a WD/WF grade for late drop, increased or reduced course load and reconsideration of an end of term promotion decision or other academic decision.

 

1.2.2 Student Grievances

                          

All grievances are handled under this St. Jerome’s University policy and follow the procedure below (see Section 2).

 

While in a petition a student acknowledges that the rules were applied fairly and they are asking that an exception be made, the fundamental criterion for initiating a grievance is that a student believes that a decision or action of a St. Jerome’s University academic authority affecting some aspect of their academic life has been unfair or unreasonable.

 

St. Jerome’s University recognizes that a grievance can allege such things as:

 

Note: A grievance alleging a human rights violation such as harassment or discrimination based on race, colour, sex, etc. should be handled under University of Waterloo Policy 33, Ethical Behaviour. For guidance on the applicable policy, a student should contact the Conflict Management and Human Rights Office (CMHRO) or the Student Success Office at the University of Waterloo.

 

In consultation with the Associate Dean, the Vice President Academic and Dean at St. Jerome’s University shall decide whether to suspend or terminate proceedings under this policy if legal action is started by either party to a dispute. Before such suspension or termination, the Vice President Academic and Dean shall duly notify the University of Waterloo.

 

For information and assistance, students are encouraged to contact the office of the Associate Dean at St. Jerome’s University or the office of the Associate Dean at their home faculty.

 

This policy is guided by principles indicated in University of Waterloo Policy 70, Section 2.

 

 

2.1 Introduction

 

The grievance process is divided into three stages, with each successive stage becoming increasingly formal. At each stage in the process, parties to a grievance are entitled to be accompanied by a support person for advice and support. Normally legal counsel and agents are not part of the grievance process.

 

2.2 Procedural Stages

 

2.2.1 Request

 

A student is to communicate directly with the individual whose action or decision is being questioned within one month of the action or of being notified of the decision or mark. This communication can be either in person or in writing. If the individual requires it, the student shall put the request in writing.

 

Within 10 working days of receipt of the request the individual shall respond to the student’s communication in writing. If the student is satisfied with the response, the matter is at an end.

 

2.2.2 Challenge

 

(a) Challenge

 

If a student is not satisfied with the result of a request, they are encouraged to seek advice from the appropriate academic advisor or department chair before proceeding with a challenge.

 

A student who wishes to proceed to the challenge stage must deliver a Notice of Challenge (Form 70B-SJU) within 10 working days of receiving the response to the request or, if there was no timely response, within 10 working days of when the response was due (20 working days from the request).

 

i.(a) grievance in an academic setting

 

The student shall deliver a Notice of Challenge to the Associate Dean of their home faculty. If the grievance relates to an action of the Associate Dean (other than a discipline decision made under Policy 71 which must be appealed under Policy 72, Student Appeals), the form shall be delivered to the Vice President Academic and Dean at St. Jerome’s University, who shall exercise the responsibilities of the Associate Dean in these procedures. If the grievance relates to an action of the Vice President Academic and Dean, the form shall be delivered to the President of St. Jerome’s University, who shall exercise the responsibilities of the Associate Dean in these procedures.

 

If the grievance concerns a matter outside the jurisdiction of St. Jerome’s University (e.g., a student questioning the academic judgment of an instructor in a faculty at the University of Waterloo or at an affiliated institution), the Associate Dean of St. Jerome’s University shall forward the request to the Associate Dean of the appropriate faculty or institution, who shall carry out the procedures described in University of Waterloo Policy 70.

 

i.(b) grievance in an academic support setting

 

In the case of a grievance against a decision or action of an individual in an academic support unit at St. Jerome’s University, the student shall deliver a Notice of Challenge to the Associate Dean of St. Jerome’s University. The Associate Dean shall forward the grievance to the appropriate superior of the individual whose action/decision is being grieved who shall exercise the responsibilities of the Associate Dean described in ii. below. 

 

ii. The Associate Dean shall take whatever steps are seen to be appropriate in the circumstances to review the student’s written complaint and may attempt to resolve the grievance. Normally within 20 working days of receiving the Notice of Challenge the Associate Dean shall deliver to the student a written decision with reasons. If this timeline will not be met, the Associate Dean will advise the student in writing and provide a revised timeline. The Associate Dean shall provide a copy of the decision to the St. Jerome’s University Registrar, the Secretariat and Office of General Counsel at the University of Waterloo, the Associate Dean of the student’s home faculty, and select University of Waterloo departments with a legitimate interest (e.g., Registrar's Office, Graduate Studies Office, Co-operative Education and Career Services).

 

The student has the option of appealing the decision within 10 working days of notification of the result provided a ground for appeal can be established. See  Section 2.2.3 below.

 

(b) Reassessment Challenge

 

If reassessment of a piece of work is involved, the student shall deliver a Notice of Reassessment Challenge (Form 70C-SJU) and a copy of the relevant documentation to the chair of the department at St. Jerome’s University offering the course within 10 working days of receiving the response to the request or, if there was no timely response, within 10 working days of when the response was due (20 working days from the request). If the original assessment of the work was completed by the chair, the form shall be delivered to the Vice President Academic and Dean of St. Jerome’s University who shall exercise the responsibilities of the chair in these procedures.

 

The chair shall determine within 5 working days of receipt of the Notice of Reassessment Challenge if the request meets the criteria for a reassessment and shall advise the student in writing of the decision, with reasons if denying. If a reassessment is proceeding, the chair shall select a qualified new assessor or assessors (who may be external to St. Jerome’s University and the University of Waterloo) within 15 working days. The student will provide the chair with a clean copy of the work which shall be provided to the assessor(s) by the chair, together with relevant contextual information such as terms of reference for the work and the grading scheme used. The chair shall take steps to ensure the anonymity of the student and the impartiality of the new assessor(s). (For work not in the student’s possession, such as an exam, the chair will provide a copy for the assessor(s)). Normally within 15 working days of delivery of the materials to the new assessor(s), the chair shall secure the outcome of the reassessment, which may be a raising, lowering, or maintaining of the student’s grade. The chair shall notify the student and the instructor of the decision in writing with reasons, normally within 5 working days of receiving the assessor’s report. A copy of the decision shall also be filed with the Registrar’s Office at St. Jerome’s University, the Secretariat and Office of General Counsel at University of Waterloo, and the Associate Dean of the student’s home faculty, as well as provided to select University of Waterloo departments with a legitimate interest (e.g., Registrar's Office, Graduate Studies Office).

 

The student has the option of appealing the decision within 10 working days of notification of the result provided a ground for appeal can be established. See  Section 2.2.3 below.

 

2.2.3 Appeal

 

Any appeal must be launched with the appropriate University of Waterloo committee (e.g., a Faculty Committee on Student Appeals or the University Committee on Student Appeals).

 

Within 10 working days of notification of the decision, a student who can establish a ground for appeal may appeal by delivering a Notice of Appeal (Form 72A) and supporting documents:

following the Appeal Procedure (see University of Waterloo Policy 72, Student Appeals).

• if sent by email or fax, the next working day after it was sent
• if sent by mail, the fifth working day after it was mailed