Academic Appeals and Exceptions

Undergraduate and Graduate Students

Requests for an academic appeal or exception within the Faculty of Health Sciences are governed by the Policies and Regulations of the University of Ottawa. The process of appeal and exception is made available to students who have encountered extenuating circumstances that have impacted their academic performance, subsequently leading to School or Faculty decisions that could be reconsidered as a consequence of their unique situation.
Select the appeal/exception that applies to your situation, then follow the instructions.

Undergraduate Students

Request a retroactive withdrawal from a course (with or without reimbursement)
Basic description

Withdrawing from a course can affect whether you meet all your program requirements. Visit the web page Withdrawing from a course and consider the consequences carefully.

Important Dates

You must make your request for course withdrawal as soon as possible once you are aware of the circumstances causing you to make the request.

How to make a request

Visit the Academic Office of the Faculty of Health Sciences to consult an Academic Development and Student Retention Specialist for undergraduate programs who can assist you in determining whether your situation merits an appeal or exception. To book an appointment call 613-562-5853 or email the Academic Office.

Prepare a letter of request that explains the reason for the retroactive withdrawal; refer to the sample letter to ensure you include all relevant details. 

At any point during this process, you may consult the Student Rights Centre for guidance, including a revision of your letter.

Obtain the necessary documentation that supports the request; letters submitted without any supporting documents will not be considered.

Contact by email the administrative assistant to the Vice Dean Academics of the Faculty and attach the requisite letter of request and supporting documentation. All documentation should be submitted in PDF format.

Appeal a mandatory withdrawal from the program or Faculty
Basic description

Students will be withdrawn from their academic program in a variety of situations. See section 11.3 of the Academic regulation I-11 on academic standing, probation and mandatory withdrawal for undergraduate programs.

PLEASE NOTE : Following the academic standing evaluation for the fall term, students withdrawn from the Bachelor of Science in Nursing, from the Baccalauréat spécialisé en sciences de la nutrition or the Baccalauréat spécialisé en sciences des aliments et de la nutrition – option sciences de la nutrition will be automatically withdrawn from practicum/clinical courses and their corequisites for the winter term.

Important Dates

You must submit your appeal in writing within 10 (ten) working days from the date of receiving the withdrawal notification.

How to make an appeal

Visit the Academic Office of the Faculty of Health Sciences to consult an Academic Development and Student Retention Specialist for undergraduate programs who can assist you in determining whether your situation merits an appeal. To book an appointment call 613-562-5853 or email the Academic Office.

Prepare a letter that explains the reason for the appeal; refer to the sample letter to ensure you include all relevant details.

At any point during this process, you may consult the Student Rights Centre for guidance, including a revision of your letter.

Obtain the necessary documentation that supports the appeal; letters submitted without any supporting documents will not be considered.

Contact by email the administrative assistant to the Vice Dean Academics of the Faculty and attach the requisite letter of appeal and supporting documentation. All documentation should be submitted in PDF format.

Revision of grades and appeal
Basic description

Students have the right to see, on request after grading, all documents used to establish their grade. See section 10.3 of the Academic regulation I-10 Grading system

Important Dates

When the grade in question is received on or before the last day of classes, students must submit their request within ten (10) working days of receiving the contested grade. For grades received after the last day of classes, the request must be submitted within ten (10) working days after the grade in question becomes official (see the University calendar for the exact date).

How to make a request for a grade revision

Students who are not satisfied with their grade after discussing the matter with their professor can ask for a grade review. In all cases where the mandatory preliminary meeting with the professor could not be held or would prevent the student from respecting the prescribed deadlines, the student must provide written evidence that he or she attempted to reach the professor regarding the grade.

Students submit their requests for grade reviews in writing to the Director or the Assistant Director responsible for undergraduate studies of the School offering the course in question. The request must include:

a) the course title, the course syllabus, the grade assigned and the name of the professor having assigned it,

b) the grounds for the appeal, and

c) the assignment/test corrected by the professor, if applicable, and other relevant documents.

Contact by email the Assistant Director responsible for undergraduate studies to submit your request for a grade revision for courses offered at:

School of Nursing

School of Human Kinetics

Interdisciplinary School of Health Sciences

School of Nutrition

Request a deferred exam or course evaluation
Basic description

Students may ask to be absent from an examination (mid-term, final) or to submit an assignment later than identified in the course outline. See section 9.5 of the Academic regulation I-9 Evaluation of student learning

Important Dates

For courses offered at the Faculty of Health Sciences, students must directly notify their professor or the academic office of the Faculty of Health Sciences, before the exam or before the assignment deadline.

For courses offered in a different Faculty, students must directly notify their professor or the Academic Office of the Faculty that offers the course, before the exam or before the assignment deadline.

If the medical, psychological or exceptional circumstances are not foreseeable, the student must notify the professor or the Academic Office of the Faculty that offers the course and submit a medical certificate, a supporting letter issued by the uOttawa Counselling and Coaching Service or other documentation bearing the date of the absence within five working days of the exam date or the assignment deadline, except if extenuating circumstances  prevent them from doing so; these circumstances must be documented.

 

PLEASE NOTE: If the course requirements of a deferred course are not satisfied prior to the date of when official final grades for the term are posted, the student will be withdrawn from the courses for which this course is a prerequisite.

 
How to make a request for a grade revision

See the procedures outlined in section 9.5 of the Academic regulation I-9 Evaluation of student learning

Faculty of Health Sciences Guidelines for Students Participating in Competitions

Graduate Students

Request a leave of absence
Basic Description

See section 3.2 of academic regulation II-3 on graduate enrolment. 

Important Dates

The request needs to be submitted in advance of applicable dates published in the online Important Academic Dates and Deadlines calendar for enrollment and tuition fee payment for the semester for which the leave of absence is requested.

Visit the Academic Office of the Faculty of Health Sciences to consult an Academic Development and Student Retention Specialist for graduate programs who can assist you in determining whether your situation merits a leave of absence. To book an appointment call 613-562-5853 or email the Academic Office.

How to make the request

Complete your leave of absence request using the uoZone portal. Be sure to attach the letter of request (see sample letter) and documentation that supports the reasons given for the request. Letters submitted without any supporting documents will not be considered.

 
 
Request a retroactive withdrawal of a course (with or without reimbursement)
Basic description

Withdrawing from a course can affect whether you meet all your program requirements. Visit the web page Withdrawing from a course and consider the consequences carefully.

Important Dates

You must make your request for course withdrawal as soon as possible once you are aware of the circumstances causing you to make the request. Visit the Academic Office of the Faculty of Health Sciences to consult an Academic Development and Student Retention Specialist for graduate programs who can assist you in determining whether your situation merits a request. To book an appointment call 613-562-5853 or email the Academic Office.

How to make a request

Prepare a letter of request that explains the reason for the retroactive withdrawal; refer to the sample letter to ensure you include all relevant details.

Obtain the necessary documentation that supports the request; letters submitted without any supporting documents will not be considered.

At any point during this process, you may consult the Student Rights Centre for guidance, including a revision of your letter.

Obtain the necessary documentation that supports the request; letters submitted without any supporting documents will not be considered.

Contact by email the administrative assistant to the Vice Dean Academics of the Faculty and attach the requisite letter of request and supporting documentation.

 
Appeal a mandatory withdrawal from the program or Faculty
Basic description

Students will be withdrawn from their academic program in a variety of situations. See section 5.2 of the Academic regulation II-5 on examinations and grading for graduate studies as well as sections 7.11 and 7.12 of the Academic regulations II-7 on theses.

Important Dates

You must submit your appeal in writing within 10 (ten) working days from the date of receiving the withdrawal notification.

How to make an appeal

Visit the Academic Office of the Faculty of Health Sciences to consult an Academic Development and Student Retention Specialist for graduate programs who can assist you in determining whether your situation merits an appeal. To book an appointment call 613-562-5853 or email the Academic Office.

Prepare a letter that explains the reason for the appeal; refer to the sample letter to ensure you include all relevant details.

At any point during this process, you may consult the Student Rights Centre for guidance, including a revision of your letter.

Obtain the necessary documentation that supports the request; letters submitted without any supporting documents will not be considered.

Contact by email the administrative assistant to the Vice Dean Academics of the Faculty and attach the requisite letter of appeal and supporting documentation. All documentation is to be in PDF format.

Revision of grades and appeal
Basic description

Students have the right to see, on request after grading, all documents used to establish their grade. See section 10.3 of the Academic regulation I-10 Grading system

Important Dates

When the grade in question is received on or before the last day of classes, students must submit their request within ten (10) working days of receiving the contested grade. For grades received after the last day of classes, the request must be submitted within ten (10) working days after the grade in question becomes official (see the University calendar for the exact date).

How to make a request for a grade revision

Students who are not satisfied with their grade after discussing the matter with their professor can ask for a grade review. In all cases where the mandatory preliminary meeting with the professor could not be held or would prevent the student from respecting the prescribed deadlines, the student must provide written evidence that he or she attempted to reach the professor regarding the grade.

Students submit their requests for grade reviews in writing to the Director or the Assistant Director responsible for graduate studies of the School offering the course in question. The request must include:

a) the course title, the course syllabus, the grade assigned and the name of the professor having assigned it,

b) the grounds for the appeal, and

c) the assignment/test corrected by the professor, if applicable, and other relevant documents.

Contact by email the Assistant Director responsible for graduate studies to submit your request for a grade revision for courses offered at:

School of Nursing

School of Human Kinetics

Interdisciplinary School of Health Sciences

School of Rehabilitation Sciences

Sample Letter

Please use this sample letter and modify it according to your situation for any of the following appeals/exceptions:

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