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What is An Appeal?

As of May 1, 2025, Conestoga College has introduced a new Academic Appeals Policy and Procedure for students. An academic appeal is a formal way for students to challenge any academic decision that impacts progression or achievement because they believe is unfair or incorrect. This includes, but is, not limited to: 

 

  • A final course grade or evaluation grade 
  • A decision to discontinue a student from a program 
  • A penalty under the Academic Integrity Policy (like a warning or offence) 
Academic Appeals Policy Academic Appeals Procedure

Things to Keep in Mind Before Appealing 

Here are some key things to keep in mind before appealing: 

  • It is recommended to include evidence to support your appeal, if evidence is available.
  • You should not appeal solely because you are unhappy with the academic decision you've received. Your appeal must be for a procedural error or significant medical event. 
  • Students and faculty are expected to attempt to solve the issue informally before proceeding with a formal appeal.  
  • You must represent yourself in the appeal process. You cannot have someone else represent you.  
  • You are welcome to consult with a third party about your appeal, such as a Student Success Advisor.  

 

DISCLAIMER: The following is provided for information-only. CSI is not responsible for any errors or omissions in the information provided or for any outcomes related to your academic appeal. 

 

 

Criteria for Appealing 

Reason 1: Procedural Error

A procedural error is when you believe the College (i.e., administrative staff or your professor) has made an error in assessing you. 

Examples include:

  • College policy/academic handbooks have not been followed
  • Inconsistent application of the Academic Integrity Policy (i.e., cheating)
  • A general error has occurred
  • Assessment of your work is not consistent with stated assessment criteria, such as a rubric

Appeal Process:

If you are appealing a grade, begin with step one of the appeal process by appealing directly to your professor.

If you are appealing an academic integrity (i.e., cheating) or academic promotion decision (i.e., discontinuation), begin with step two of the appeal process by appealing to your Academic Chair.

Reason 2: Significant Medical Event

A significant medical event is only viable grounds for an appeal IF the medical event significantly impacted your success AND prevented you from one of the following: withdrawing from your program or a course by the withdrawal deadline OR alerting professors to receive support.

Appeal Process:

If you are appealing based on a significant medical event, begin with step two of the appeal process by appealing on the college level for a significant medical event.

 

How to Appeal

  • Things to Keep in Mind Throughout Your Appeal

    • Ensure your justifications are clear, precise, and polite. They should be based on facts and avoid financial and emotional pleas.

    • Include all relevant documentation from the beginning.

    • Ensure that file names are descriptive in nature, such as “course outline for [course code]” or “emails with [professor] on [dates]”.

    • You are not required to provide any medical documentation; however, including it may improve your appeal. It should focus on your functional limitations, not specific diagnoses.

    • If you leave any step incomplete, the Academic Team and Registrar’s Office have the right to cancel your appeal.

    • If your appeal is cancelled, you cannot re-appeal without new evidence.

    Incomplete submissions may be cancelled due to:
    - Not meeting the criteria for appealing
    - Missing appeal deadlines
    - Not providing a compelling justification

    • If, at any point during the process, your appeal is based on harassment or discrimination, it should be addressed under the College’s Student Rights and Responsibilities policy.

    • The appeals process is limited to academic outcomes only. Financial concerns are not within its scope.

    • Regardless of the outcome of your appeal, you may still be eligible for fee exceptions through a fee exception request.

    • Conestoga College prohibits reprisals or threats of reprisals against students who pursue an appeal. You cannot be punished for raising concerns.

    • If you experience technical issues with the Academic Appeal Request form, email appeals@conestogac.on.ca for support. Include screenshots of the issue, if possible.

  • Step One: Appeal Your Grade or Academic Decision Directly to Your Faculty

    Within 5 business days (Monday–Friday; excluding holidays and weekends) of receiving your mark or academic decision, you must contact your professor in writing by email regarding your concerns and intent to appeal.

    In your email, include:
    • What you are appealing (e.g., a grade, academic integrity violation)
    • How your appeal meets the appeal criteria
    • Any supporting evidence and how it supports your appeal
    • What resolution you are seeking

    After your email, your professor has 5 business days to respond. Their response must include one of the following:
    • A decision that the appeal is unsuccessful
    • A decision to re-evaluate your work
    • An offer of an alternative assessment

    When writing your appeal:
    • You should continue attending class unless there is a safety or behaviour concern flagged by the Student Rights and Responsibilities Office
    • Your email should be well-documented, polite, and clearly outline the issue and your requested outcome

    If you don’t receive a response within 5 business days or are unsatisfied with the outcome, you may proceed to Step 2 and appeal to your Academic Chair.

  • Step Two: Appeal to Your Academic Chair 

    If you are unsatisfied with the result from the faculty or you have not received a response within 5 business days, you can appeal to the Academic Chair. You will have 5 business days to contact your Chair from the date of the response or lack of response from your professor.

    For example:
    • If you submitted an appeal to your professor on Thursday, May 1, five business days later would be Thursday, May 8. If you had not heard from your professor, you would then have until Thursday, May 15 to submit an appeal to the Academic Chair.
    • If your professor replied on Monday, May 5, you would have 5 business days from then (until Monday, May 12) to submit your appeal to the Academic Chair.

    You can access the Academic Appeal Request form on the Student Portal to submit your appeal.

    Your appeal must include the following:
    • What you are appealing (e.g., grade, academic integrity violation)
    • Why you are escalating the appeal to the Chair
    • How your appeal meets the appeal criteria
    • Any new evidence and how it supports your appeal
    • A copy of all communications with your professor from Step 1
    • What outcome you are requesting from the appeal

    After receiving your appeal, your Academic Chair will have 5 business days to respond. Their response must include one of the following:
    • A decision that the appeal is unsuccessful (i.e., the grade will not be changed)
    • A decision for your professor to re-evaluate your work
    • An alternative assessment for you to complete
    • A decision to change your grade to an “I” (incomplete) with a chance to complete specific assignments
    • A decision to change your grade to a “W” (withdraw), removing academic penalty
    • A decision to remove an academic integrity violation and reinstate any affected grades

    If you are unsatisfied with the outcome of your appeal to the Academic Chair, or if you do not receive a response within 5 business days, you may proceed to Step 3 to appeal to your Executive Dean.

  • Step Three: Appeal to Your Dean/Executive Dean

    If you are unsatisfied with the result from the Academic Chair or have not received a response within 5 business days, you may appeal to the Dean/Executive Dean. You will have 5 business days to contact them from the date of the response or lack of response from your Academic Chair.

    You can access the Academic Appeal Request form on the Student Portal to continue your appeal.

    Your written appeal must include the following:
    • Why you are escalating the appeal to the Dean/Executive Dean
    • Any new evidence and how it supports your appeal

    After receiving your appeal, your Dean/Executive Dean will have 5 business days to respond. Their response will include one of the following decisions:
    • The appeal is unsuccessful (i.e., the grade will not be changed)
    • Your professor will re-evaluate your work
    • You will complete an alternative assessment
    • Your grade will be changed to an “I” (incomplete), with specific assignments to complete
    • Your grade will be changed to a “W” (withdraw), removing academic penalty
    • The academic integrity violation will be removed from your record and any impacted grades reinstated

    If you are unsatisfied with the outcome of your appeal to the Dean/Executive Dean or do not receive a response within 5 business days, you may proceed to the next step to appeal at the college level.

  • Step Four: College-Level Appeals for Procedural Errors

    Once all program-related appeals have been exhausted (Steps 1–3), you may appeal at the college level for a formal appeal hearing. You must provide written justification for your original appeal and explain why it should be considered at this level.

    You can access the Academic Appeal Request form on the Student Portal to continue your appeal.

    What happens after you submit:
    • Within 10 business days, the Registrar’s Office will inform you whether your appeal falls within the scope of a college-level appeal.
    • If it does not meet the scope, the appeal will be cancelled and cannot be appealed further.

    If your appeal is eligible, a formal hearing will be scheduled within 15 business days of this notification.
    Example: If the college informs you on May 15 that they’ll proceed, the hearing must be scheduled by June 5.

    The appeal panel includes:
    • One member of the academic team (Dean, Chair, or Program Coordinator)
    • One faculty member or counsellor
    • One student
    • The Registrar’s Office chairs the hearing (non-voting)

    You may submit supporting documentation at least 1 business day before the hearing:
    • Emails from previous steps
    • Assignment documents
    • Course outlines
    • Grading rubrics
    • Relevant policy or handbook references

    You may bring an external advisor to the hearing. They may not speak or represent you. Notify the Registrar’s Office at least 3 business days before the hearing if you intend to bring one.

    After the hearing:
    The Registrar’s Office will notify you of the panel’s decision within 5 business days. Outcomes may include:
    • Appeal is unsuccessful (grade stands)
    • Work is re-evaluated
    • Alternative assessment assigned
    • Grade changed to “I” (Incomplete)
    • Grade changed to “W” (Withdraw)
    • Academic integrity violation removed

    This decision is final and cannot be appealed further. The panel cannot make decisions about financial matters.

  • Step Four: College-Level Appeals for Significant Medical Events

    Once all program-related appeals (Steps 1–3) have been exhausted, you may appeal at the college level for a formal appeal hearing. You must provide written justification for your original appeal and explain why it should be considered at this level.

    What happens after you submit:
    If your appeal is eligible, it will be reviewed by a Medical Appeals Committee (MAC) consisting of representatives from Counselling Services, Accessibility Services, and Student Success. A decision will be communicated by the Registrar’s Office within 10 business days.

    The decision is limited to the following resolutions and is final and binding:
    • Decide that the grade or academic decision will remain unchanged, OR
    • Direct that the student is withdrawn from the impacted term or course without academic penalty and that their grade(s) be changed to a 'W' (withdraw)

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