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Appeals and Variances

KPU recognizes that a student has the right to request an appeal hearing of the Senate Standing Committee on Appeals, request a variance of university policy, request a compassionate withdrawal or file a complaint about instruction. For this reason, KPU provides policies and procedures through which these and similar issues may be addressed.

Please ensure that you have read the relevant policy and procedures at kpu.ca/policies

Before making your submission, it is recommended you discuss your situation with an academic advisor.

Appeals

There are three appeals for which a student can request a hearing of the Senate Standing Committee on Appeals:

  1. Second stage Grade Appeals
  2. Academic Integrity
  3. Non-Academic Misconduct

First-stage Grade Appeals

Students wishing to file a grade appeal should refer to policy ST3 and follow KPU's Grade Appeal Procedures when submitting their complete appeal package with the Grade Appeal Form.

NOTE: A grade appeal may raise, lower, or leave the grade unchanged.

If you believe there was an error on your record (e.g. deletions or changes to the academic record), it can be investigated without an appeal. Please contact your instructor or the Office of the Registrar for assistance.

Please complete the following Grade Appeal Form.

Academic Integrity Appeals

Students wishing to file an academic integrity appeal should refer to policy ST2 and follow Procedures for Dealing with Academic Integrity Violations when submitting their complete appeal package with the Appeal Hearing Request Form.

Student Conduct (Non-academic) Appeals

In the event an allegation arises, students should familiarize themselves with policy ST7 and the Procedures for Dealing with Conduct Violations before submitting their complete appeal package with the Appeal Hearing Request Form. Further details are available at kpu.ca/sja/appeals

Request for Appeal Hearing

These requests can be made if you are able to demonstrate grounds of one of the following:

  • There was procedural unfairness that significantly prejudiced the decision;
  • New information has been made available, which was not available at the time of the original investigation, and that could reasonably reverse the outcome of the original decision.

There is a non-refundable $15 administrative fee required upon submission of these appeals.

Please complete the following Appeal Hearing Request Form.

Complaints

In cases where a complaint of instruction is not resolved directly with the instructor, the complaint may be referred to the administrator responsible. Students should contact their Dean's Office for direction and refer to policy AD2 - Complaints about Instruction, Services, Employees, or University.

Compassionate Withdrawal

NOTE: Students who experience a serious medical, emotional or other issue requiring a withdrawal prior to the last day to withdraw for the semester do not need to make a request for a compassionate withdrawal. Students may withdraw themselves via their On-line Self Service account at kpu.ca/oss

Should the issue requiring a withdrawal take place after the last day to withdraw deadline, and prior to the completion of the semester, students may request a complete withdrawal from all courses on compassionate grounds. Due to the serious nature of the medical, emotional or other problem which would warrant a compassionate withdrawal, only complete withdrawal from all classes will be considered on compassionate grounds. Only in unusual circumstances that can be substantiated on medical or related grounds will a partial reduction in workload be considered.

It is recommended you discuss your situation with a KPU counsellor prior to proceeding with a request for compassionate withdrawal.

For complete information, please refer to policy ST13.

Please complete the following Request for Compassionate Withdrawal Form.

Requests for Variance

Requesting a policy variance is a formal request to ask the university to waive its legally authorized policies and regulations.

Your submission must include:

  1. The appropriate form.
  2. A letter including:
    • Your full name
    • Your student number
    • Date of request
    • Clear rationale for your appeal or request
    • Remedy being sought
    • Your signature
  3. Documentation supporting your request, for example:
    • Medical documentation
    • Financial documents
    • Letter of support from a counsellor
    • Letter of support from an instructor
    • Death certificate or an obituary from a public newspaper.

Please complete the following Policy Variance Worksheet.

Completed submissions may be submitted to Student Enrolment Services on any campus, emailed to appeals@kpu.ca or mailed to:

Office of the Registrar
KPU
12666 72 Avenue
Surrey, BC, Canada V3W 2M8

Frequently Asked Questions

When should I submit my request?

It should be submitted to a Student Enrolment Services office (any campus) within 20 business days of the date you became aware of the situation. In the case of a grade appeal, 20 business days from the date the grade is posted.

How long does it take for the outcome?

Typically 2–3 weeks to process and usually within 20 business days from the date of submission. This is an approximation of the time involved in making a decision as the number of submissions fluctuates throughout the year.

What are extenuating circumstances?

These are defined as circumstances beyond one's control, for example a sudden illness or death in the family, medical or emotional illness or serious injury of the student. Simply deciding to attend a different school or accept a job offer are not considered extenuating circumstances.

What is considered supporting documentation?

For example, a letter from a doctor, medical notes, financial documents, letter of support from a counsellor, letter of support from an instructor and, in cases that involve a death in the family, a death certificate or an obituary from a public newspaper. Documentation must specifically support your submission.

How will I be informed of the outcome?

You will receive a letter via your KPU email account and by mail to the address we hold on your student record. Please ensure your address is up to date in your Online Self-Service account as any correspondence will be sent to this address.

How will you contact me if you require further information?

If further information is required you will be contacted via the telephone number we have on record (ensure it is up to date on your Online Self-Service account) or via your KPU email account (no other email address will be used).

Can I file a request to have the "W" grade(s) removed from my transcript?

"W" grades are only removed from a transcript when an error was made by the University. Students should note that a grade of "W" is not a punitive grade; it does not impact the GPA or credits passed/failed.

Can I pursue my request further if it is denied?

You may pursue an appeal of the decision rendered only on the basis of alleged unfairness or bias in the decision making process, as described in the outcome letter you receive. You must do so, in writing, within 10 business days of the date of the letter and it should be addressed to the Office of the Registrar.

How can I check on the status of my request if I have not had a reply after 20 business days?

You may email appeals@kpu.ca to ask for a progress check after 20 business days.

Can a third party make a submission on my behalf or check on the status?

A third party may only contact us on your behalf if you have submitted a third party waiver/release of information form to Student Enrolment Services and specified what information can be released to that person.