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S.91-48

Psamexded 61

Sevc

-e.d

Oc.. -it ct

16-1

SIMON FRASER UNIVERSITY

MEMORANDUM

To:

Senate

From: Nick Heath, Secretary

Senate Undergraduate Admissions Board

Date: ?

1991 09 19

Subject: Senate Appeals Board Terms of Reference and Re-

admission procedures for students who were formerly

Required to Withdraw

As a result of action taken at today's meeting, the Senate Undergraduate

Admissions Board recommends that Senate give consideration and approval to

the following motion:

"That approval be given to the revised Senate Appeals Board

Terms of Reference and to the regulations on Standing and

Continuance, as set out in the enclosed document, SUAB

222, and approved by the Senate Undergraduate

Admissions Board."

/sp

SIMON FRASER UNIVERSITY

Memorandum

To: ?

Senate

From: Nick Heath,

Secretary, Senate Undergraduate Admissions Board

Date:

1991 09 25

Subject: SUAB 222 Summary

Senate Appeals Board

These changes re-iterate the right of an appellant to an in-person hearing

but limit the types of appeal which may be considered by SAB.

• An appeal will be considered by SAB only if there are grounds for an

appeal.

-----

• --Grounds-forappeaI -are-specified

• Appeals will be checked by the Chair and Secretary to ensure grounds

are present.

• Appeals will be handled in two stages - written and in-person.

• In-person appeals will be available to all appellants.

• A new internal review process will be set up in the Registrar's Office

for dealing with other disputes over admission etc.

Standing and Continuance

These changes remove the requirement that all former RTW/PW students

gain re-entry only through appeal to SAB.-Two -e.entry tautes...ar.e.

pQpased.

• RTW students will be routinely re-admitted:

eit

hei===a)

if they complete additional academic transfer work at a

specified minimum performance level,

o-r=-- -b)-after2--years--oded---any-additiofiaf-aeadeinic--tra nsfer

WOS—SeGtOfy.

• 'Permanent' Withdrawal (PW) becomes 'Extended' Withdrawal (EW)

• EW students will be routinely re-admitted:

either=a)

if they complete additional academic transfer work at a

specified minimum performance level

aeadenft=tFaRsfer

w—sa4a6toy.

• Transfer credit will be granted for new course-work at a minimum C

grade (currently B- minimum).

nh Sep 9l

SUAB 222

SIMON FRASER UNIVERSITY

Office of the Registrar

Memorandum

From: Nick Heath, Director of Admissions & Liaison

To: Senate Undergraduate Admissions Board

Date: 1991 09 16

Subject: Senate Appeals Board Terms of Reference and Re-

admission procedures for students who were formerly

Required to Withdraw

Actions and discussions at the SUAB meetings of 22 and 28 August

give rise to the following motion:

Moved

That SUAB approve and recommend to Senate for

consideration and approval the revisions to the Senate

Appeals Board terms of reference and to the policy on

Standing and Continuance as given in document SUAB 222

and that these revisions be implemented with immediate

effect.

This paper contains:

• Existing and proposed terms of reference for the Senate Appeals

Board

• Existing and proposed Calendar entry giving the Policy on Standing

and Continuance

• Existing and proposed Calendar entry giving information

concerning appeals of various types.

A rationale statement

9/16/91

SUAB 222

Senate Appeals Board?

Terms of Reference

Terms of reference and membership were established by Senate on 6 July 1970 and

amended on 9 November 1970, 6 December 1971 and 5 June 1978.

Existing Version

Preamble

The Registrars Office is charged with the

administration and application of policy emanating

from the Senate. If a need is felt for interpretation of

such policy, the Registrar shall seek the guidance of

the Senate Undergraduate Admissions Board

(SUAB). It should be clearly understood that the

decision to apply a policy of Senate (interpreted as

necessary by SUAB) is the responsibility of the

Registrar. It follows that it such a decision is

appealed, only the propriety of applying a policy in a

particular case can be disputed. In other words,

appeal does not involve questioning the advisability

of the policies of Senate. This does not mean that

the rules of Senate are immutable, but simply points

out that there is a difference between policy reform

and appeals of specific cases. Where policy reform

is deemed necessary, it shall be conducted by

Senate acting either on

its

own initiative or upon a

recommendation from SUAB.

Purpose

To consider cases wherein an individual feels

aggrieved by the decision of the Registrar to apply a

particular admission, readmission, standing, or credit

transfer policy in his or her specific case. The

appellant has the option of a personal appearance

before the Board, if so desired.

Procedure

In cases where a student request with respect to

admission, readmission, standing, or credit transfer

is denied by the Registrar, the student will be

informed, in writing, of his right to appeal the

application of a particular policy in his case. If he

wishes to appeal, he will be informed of the date of

the next meeting of the committee in writing and of

his right to appear before the committee in person,

via a representative or both. The decision of the

committee is final.

Proposed Version

Preamble

The Registrars Office is charged with the

administration and application of policy emanating

from the Senate.

Admission, readmission and

transfer credit decisions will be made by authorized

personnel in the Office of the Registrar.

Regardless of whether or not there are grounds for

an appeal, the Director of Admissions and Liaison

will authorize a review of any admission,

readmission or transfer credit decision which has

been questioned ordisputed.

- This review will

- not ?

- -

constitute an appeal. A negative decision in a review

will not prejudice a subsequent appeal. The purpose

of this review will be to check decisions for accuracy

and consistency and to bring attention to policies

and procedures which may be giving rise to

complaints or confusion.

The Registrar

shall referto

the Senate

Undergraduate Admissions Board (SUAB) for

interpretation

or revision

of policy.

Purpose

To consider cases wherein an individual feels

aggrieved by the decision of the Registrar to apply a

particular admission, re-admission, standing, or

credit transfer policy in his or her specific case,

when

special circumstances are

present.

Procedure

In cases where a student request with respect to

admission, readmission, standing, or credit transfer

is denied by the Registrar, the student will be

informed, in writing, of

the

right to appeal the

application of a particular policy in his

or her

case.

The appeal must be presented in writing and must

specify the grounds for the appeal.

Each appeal will be screened by the Chair and

Secretary of the Board to ensure that there are

grounds for the appeal. If no special circumstances

are present, the appeal will not be forwarded to the

Board for a decision and the appellant will be

informed of this.

If special circumstances are present, the appeal will

go forward to the Board at

its

next meeting. The

9/16/91

SUAB 222

Senate Appeals Board Terms of Reference (continued)

Existing Version

Proposed Version

Procedure (continued)

Board will review the documentation. If the appellant

had requested a written appeal only, or if the Board

judged that the written material presented was

sufficient for a positive decision to be made on

behalf of the appellant, the appeal will be decided at

this stage (to be known as Stage 1).

Operation

A quorum is three voting members.

Meetings shall be closed and proceedings shall

remain confidential.

Regular meetings will occur three times a semester:

in the week prior to registration; after regular

registration, but before the final date to change

courses; and in the ninth week of the semester.

All other appellants will be informed of the date of

the next meeting of the Board in writing and of their

right to appear before the Board in person, via a

representative or both.

Following an individual hearing, (to be known as

Stage 2), the Board will decide each case

in camera,

based on the written and oral evidence presented.

Decisions will normally be released shortly after the

Appeal

Special circumstances are limited to documented,

sianificant physical or psychological distress, or

rsenous mis-aavice or improper administration by

authorized University personnel, with evidence that

the appellant's studies were adversely affected. The

Board will assess cases based on the evidence

submitted, both written and oral, the academic

record of the appellant, and probable actions of a

hypothetical "reasonable person" who might

encounter circumstances similar to those

encountered by the appellant.

Appeals based on dissatisfaction with University

policy, or disagreements concerning the evaluation

of admissibility (e.g. g.p.a. calculation, questions

concerning English proficiency, etc.) or failure to

meet published deadlines will not constitute special

circumstances.

Operation

A quorum is three voting members.

Meetings shall be closed and proceedings shall

remain confidential.

Regular meetings will occur

least

three

times a

semester:

in the week

prior

the start of classes-,

during the course change period,

and

approximately the

ninth week of the semester.

Special meetings may be scheduled as deemed

shall be

well in

Elected by and from SUAB

Faculty member

Alternate *

Elected by and from SUAB

Registrar (or designate)

m Senate

Elected by and from Senate

Selected by the Student S

2 Student Alternates

ciety

iety

Selected by the Student Sc

Secretary (non-voting)

9/16/91

Senate Appeals Board Terms of Reference (continued)

Existing and

Proposed Versions

Membership

Student or

Chair (non-voting except in case of

Faculty ?

a tie, in which case it would be

mandatory to vote)

Selected by majority vote of the voting members of

the SAB, subject to ratification by SUAB. In the

event that the regular voting members of the SAB

are unable to agree by majority vote on the selection

of a Chair, the selection shall be resolved by SUAB.

The Chair may be a student or a faculty member

who is not otherwise a member of the SAB.

Ili

SUAB 222

* The faculty alternates may take the place of either

faculty representative.

Existing Calendar Regulations

As given in 91/92 Calendar p.29

Standing Required for Continuance

All students at Simon Fraser University are expected

to maintain acceptable standards of scholarship.

Specifically, they are expected to maintain a

minimum 2.00 CGPA. A student who does not

maintain this minimum CGPA will be considered to

be performing unsatisfactorily in his/her studies.

Regulations are applied to obtain reasonable

equitability between transfer and non-transfer

students. The following procedures will apply for

evaluating student performance in accordance with

the policy governing Continuance, Withdrawal and

Readmission.

- Academic performance will be evaluated on

courses for which Simon Fraser University grades

have been assigned. ("Assigned grades" will

include grades A+ through to D, F, DE, and N, but

will exclude P, W, CR, AE, CC, GN and AU).

- Following admission, no formal assessment will

take place until the student has completed a

minimum of 9 semester hours of assigned grades.

Proposed Calendar Regulations

Standing Required for Continuance

All students at Simon Fraser University are expected

to maintain acceptable standards of scholarship.

Specifically, they are expected to maintain a

minimum 2.00 CGPA. A student who does not

maintain this minimum CGPA will be considered to

be performing unsatisfactorily in his/her studies.

Regulations are applied to obtain reasonable

equitability between transfer and non-transfer

students. The following procedures will apply for

evaluating student performance in accordance with

the policy governing Continuance, Withdrawal and

Readmission.

- Academic performance will be evaluated on

courses for which Simon Fraser University grades

have been assigned. ("Assigned grades" will

include grades A+ through to D, F, DE, and N, but

will exclude P, W, CR, AE, CC, GN and AU).

- Following admission, no formal assessment will

take place until the student has completed a

minimum of 9 semester hours of assigned grades.

9/16/91

SUAB 222

Senate Appeals Board Terms of Reference (continued)

Existing Calendar Regulations (continued)

Transfer students who were admitted to the

University under the "Special Entry" category with

an admission average below 2.00 and who have

attempted 9 or more semester hours of transfer

credit will be admitted on Academic Probation.

Ineligible to Re-register

A student with a CGPA of less than 1.0 in two

consecutive semesters, or with only N or F grades in

two consecutive semesters, will be ineligible to re-

Academic Probation

A student who has received assigned grades for at

least 9 Simon Fraser University semester hours will

be placed on Academic Probation if the CGPA

earned is lower than 2.00.

During the probation period, the student must

complete a minimum of 9 Simon Fraser University

semester hours of assigned grades before re-

assessment will occur. A student on Academic

Probation may not repeat a course for which a grade

of C or higher has been assigned. A student on

Academic Probation may not register in a course

overload as specified by the student's faculty.

If at the end of the probation period,

• the grade point average on assigned grades

during the probation period and the CGPA are

2.00 or higher, the student will be considered to

be in good academic standing.

• the grade point average on assigned grades

during the probation period is 2.00 or higher, but

the CGPA is less than 2.00, the student will

continue on Academic Probation.

the grade point average on assigned grades

during the probation period is less than 2.00, but

the CGPA is 2.00 or higher, the student will

continue on Academic Probation. (This could

apply to students repeating courses during the

probation period.)

both the grade point average on assigned grades

during the probation period and the CGPA are

less than 2.00, the student will be Required To

Withdraw from the University for twelve (12)

calendar months.

Proposed Calendar Regulations (continued)

Transfer students who were admitted to the

University under the "Special Entry" category with

an admission average below 2.00 and who have

attempted 9 or more semester hours of transfer

credit will be admitted on Academic Probation.

Repeated Withdrawals

Students who withdraw from all courses in three

consecutive semesters will be ineligible to re-

Ineligible to Re-register

A student with a CGPA of less than 1.0 in two

consecutive semesters, or with only N or F grades in

two consecutive semesters, will be ineligible to re-

Academic Probation

A student who has received assigned grades for at

least 9 Simon Fraser University semester hours will

be placed on Academic Probation if the CGPA

earned is lower than 2.00.

During the probation period, the student must

complete a minimum of 9 Simon Fraser University

semester hours of assigned grades before re-

assessment will occur. A student on Academic

Probation may not repeat a course for which a grade

of C or higher has been assigned. A student on

Academic Probation may not register in a course

overload as specified by the student's faculty.

If at the end of the probation period,

the grade point average on assigned grades

during the probation period and the CGPA are

2.00 or higher, the student will be considered to

be in good academic standing.

• the grade point average on assigned grades

during the probation period is 2.00 or higher, but

the CGPA is less than 2.00, the student will

continue on Academic Probation.

the grade point average on assigned grades

during the probation period is less than 2.00, but

the COPA is 2.00 or higher, the student will

continue on Academic Probation. (This could

apply to students repeating courses during the

probation period.)

• both the grade point average on assigned grades

during the probation period and the CGPA are

less than 2.00, the student will be Required To

Withdraw from the University.

9/1

6/91

SUAB 222 ?

Senate Appeals Board Terms of Reference (continued)

Existing Calendar Regulations (continued)

Required to Withdraw

After receiving Simon Fraser University assigned

grades for at least 18 semester hours (9 if admitted

on Academic Probation), a student may be Required

to Withdraw after being placed on Academic

Probation.

Permanent Withdrawal

A student must have received Simon Fraser

University assigned grades for at least 27 semester

hours (or 27 semester hours and transfer credits

combined). A student may be placed on Permanent

Withdrawal after first having been Required to

Withdraw and then readmitted.

Appeals-for Readmission - ----- ?

A student who is either Required to Withdraw,

Ineligible to Re-register, or placed on Permanent

Withdrawal, must submit an appeal for readmission

to the Senate Appeals Board if he/she wishes to

resume studies at Simon Fraser University. She/he

may be readmitted following an absence from the

University of at least 12 months (for Required to

Withdraw/Ineligible to Re-register) or 3 years (for

Permanent Withdrawal).

Readmission is at the discretion of the Senate

Appeals Board and only a limited number of former

students may be readmitted. In exceptional

circumstances, students may be readmitted early. In

general, students who have been withdrawn

involuntarily are advised to attend another institution

to complete further academic work or to repeat

academic work taken previously in order to

demonstrate their academic abilities. Appeals must

be received at least 3 months before the start of the

semester applied for.

Requests for transfer credit for work taken at other

post-secondary institutions after a student has been

required to withdraw from Simon Fraser University

will be reviewed only if the student is subsequently

readmitted. Normally, such transfer credit will only

be granted if the grades obtained at the other

institution are B- or better and if the content of the

courses does not overlap with credit obtained earlier.

Proposed Calendar Regulations (continued)

Required to Withdraw

After receiving Simon Fraser University assigned

grades for at least 18 semester hours (9 if admitted

on Academic Probation), a student may be Required

to Withdraw after being placed on Academic

Probation.

Extended Withdrawal

A student must have received Simon Fraser

University assigned grades for at least 27 semester

hours (or 27 semester hours and transfer credits

combined). A student may be placed on Extended

Withdrawal after first having been Required to

Withdraw and then readmitted.

Readmission-of-tormer-students who-have been--------

withdrawn Involuntarily

Former students who have been involuntarily

withdrawn from SFU (Required to Withdraw,

Ineligible to Re-register, or placed on Extended

Withdrawal) will be considered for readmission

based on

efther

the amount (sem. hrs. of credit) and quality of

performance achieved (gpa) in academic course

work completed after the student last registered at

SFU

Former students who are

Required to Withdraw

Ineligible to Re-register

(RTW or ING i.e.- CGPA

less than 1.0 in two consecutive semesters) will be

eligible for readmission if they

eltfle

$ Complete further transferable academic work,

according to the following schedule:

- any of the following four options

2.75 gpa or at the acceptance

gpa , whichever is higher

30 or more

acceptance gpa .

Instead of the above, a completed 2 year technical

diploma with a 70% mm. avg and at least 12 sem hrs

of transferable course work at a 2.75 gpa will be

accepted. The transferable work may be within the

diploma program or supplementary to it.

9/16/91

SUAB 222

Senate Appeals Board Terms of Reference (continued)

Proposed

Calendar Regulations (continued)

at-a-minimum-overafl-gpa

of2.00,

othoise

redi.iiicinn

vvitl-bedenied.

Former students who are on

Extended Withdrawal

(EW) will be. eligible for readmission if they

r Complete further transferable academic work,

according to the following schedule:

- any of the following four options

2.75 gpa or at the acceptance gpa

whichever is higher

60 or more acceptance gpa .

Instead of the above, a completed 2 year technical

diploma with a 70% min. avg and at least 24 sem hrs

of transferable course work at a 2.75 gpa will be

accepted. The transferable work may be within the

diploma program or supplementary to it.

bbsene-1osemesters

45-$aRy-postseeondafy-tfansfecable-work

hasm

eiinperodit

must-beatamlfllUffFovera1Pgpa=of-aOOrotherwise

readowbedeec.

Former students who are ineligible to Re-register

(INF i.e. only N or F grades in two consecutive

semesters or INW i.e. withdrew voluntarily in three

consecutive semesters) whose SFU cgpas are

below 2:00, will be eligible for readmission on the

same basis as RTW/ING former students (see

above).

Former studenis who are Ineligible to Re-register

(INF i.e. only N or F grades in two consecutive

semesters or INW i.e. withdrew voluntarily in three

consecutive semesters) whose SFU cgpas are 2.0

or higher, will be eligible for readmission if they

complete at least 3 sem hrs of further transferable

work at a minimum 2.00 gpa:

* The acceptance gpa refers to the minimum gpa in

effect for the semester which must be met by BC

College transfer students, according to enrollment

limitation measures.

Deadlines

Deadlines for consideration will be the same as for

other students seeking readmission (currently day

before start of classes). Decisions will be mailed or

applicants will be phoned, depending on the date of

the decision.

Standing on Readmission

Existing Calendar Regulations (continued)

If readmitted, students will be placed on Academic

Probation again, subject to the conditions for

Academic Probation as described above. However,

if both the CGPA and the GPA on assigned grades

are below 2.00 at the end of the probation period,

the student will be placed on Permanent Withdrawal

and will not be considered for readmission for a

period of at least three calendar years.

Academic Alert

Students whose grade point average for the

semester falls below 2.00, but who are not placed on

any of the above academic standings, will receive an

- - - - "Academic-Alert"-notification and-will be advised-to---

seek counselling at the Academic Advice Centre.

Repeated Withdrawals

Students who withdraw from all courses in three

consecutive semesters will be ineligible to re-register

for one calendar year.

9/16/91 ?

SUAB 222

Senate Appeals Board Terms of Reference (continued)

Proposed Calendar Regulations (continued)

Duplicate Courses

Duplicate courses (repeated attempts at courses

which had been passed prior to leaving SFU with a

grade of C or higher) will not count in the credit hour

or gpa calculations in readmission cases.

Final Grades Evaluated

Assessment will be based only on final grades (i.e.

courses in progress will not be evaluated).

Transfer Credit

Credit for transferable courses will be granted on

readmission, subject to a C minimum grade in each

course, and subject to normal transfer credit limits.

Letters of Permission will not be issued to students

who are not in Good Academic Standing. ?

Standing on Readmission

If readmitted, students will be placed on Academic

Probation again, subject to the conditions described

above. If both the CGPA and the GPA on assigned

grades are below 2.00 at the end of the probation

period, the student will be placed on Extended

Withdrawal.

Academic Alert

Students whose grade point average for the

semester falls below 2.00, but who are not placed on

any of the above academic standings, will receive an

"Academic Alert" notification and will be advised to

seek counselling at the Academic Advice Centre.

Existing Calendar Information

Student Appeals

For graduate student appeals, refer to 1.16 of the

Graduate General Regulations.

Students may appeal certain University decisions as

follows.

Grades

May be appealed to the instructor, Department Chair

and, in some cases, Faculty Dean in accordance

with Academic Policy AC39.

Course Drops

If a department denies permission to drop a course,

students may appeal this decision to the Senate

Appeals Board. This procedure is also followed for

course drops after the extended course drop period

(i.e., Week 12).

Proposed Calendar Information

Student Appeals

For graduate student appeals, refer to 1.16 of the

Graduate General Regulations.

Students may appeal certain University decisions as

follows.

Grades

May be appealed to the instructor, Department Chair

and, in some cases, Faculty Dean in accordance

with Academic Policy AC39.

Course Drops

If a department denies permission to drop a course,

students may appeal this decision to the Senate

Appeals Board. This procedure is also followed for

course drops after the extended course drop period

(i.e., Week 12). (See Senate Appeals Board

procedures below).

9/16/91

SUAB 222

Senate Appeals Board Terms of Reference (continued)

Proposed Calendar Information (continued)

Admission and Readmission

Appeals for admission and readmission may be

considered by the Senate Appeals Board. (See

Senate Appeals Board procedures below)

Assignment of transfer credit

Appeals for revision to transfer credit may be

considered by the Senate Appeals Board. (See

Senate Appeals Board procedures below.)

Registration and Late Registration Fees, Tuition

Fee Refunds

Appeals may be considered by the Registration

Appeals Committee.

Academic Penalties (e.g. Suspension)

Appeals may be considered by the Senate

Committee on Academic Discipline.

Entry to Limited Enrollment Program or Faculty

Appeals may be considered by the

appropriate

Chair, Director or Dean.

Procedure

Senate Appeals Board

Secretary: Director of Admissions and Liaison

Office of the Registrar

The purpose of the Senate Appeals Board is to

consider cases wherein an individual feels aggrieved

by the decision of the Registrar to

apply

a particular

admission, readmission, standing, or credit transfer

in his or her

when

are present.

student or former student who

disagrees with a decision of the Office of the

Registrar has the right to appeal this decision.

Grounds for appeal must be specified.

A person who submits an appeal must

specify

the

grounds for the appeal in writing.

Grounds for Appeal

Special

circumstances

are limited to documented,

significant

physical

psychological

distress, or

serious mis-advice or improper administration by

authorized University personnel, with evidence that

the appellant's studies were adversely affected. The

Board will assess cases based on the evidence

submitted, both written and oral, the academic

record of the appellant, and probable actions of a

hypothetical

"reasonable person" who might

encounter

circumstances

similar to those

encountered by the appellant.

Existing Calendar Information (continued)

Readmission

After a period of involuntary withdrawal, appeals for

readmission may be considered by the Senate

Appeals Board.

Admission

Appeals for admission may be considered by the

Senate Appeals Board.

Registration and Late Registration Fees, Tuition

Fee Refunds

Appeals may be considered by the Registration

Appeals

Committee.

Academic Penalties (e.g. Suspension)

Appeals may be considered by the Senate

Committee

Academic

Discipline.

Entry to Limited Enrollment Program or Faculty

Appeals may be considered by the

appropriate

Chair, Director or Dean.

Procedure

The various committees mentioned above may be

contacted through the following offices.

Registration Appeals Committee

Associate Director, Records and Registration

Office of the Registrar

Senate Appeals Board

Director, Admissions and Liaison

Office of the Registrar

Senate Committee on Academic Discipline

Registrar

Office of the Registrar

9/16/91 ?

SUAB 222 ?

Senate Appeals Board Terms of Reference (continued)

Proposed Calendar Information (continued)

Appeals based on dissatisfaction with University

policy, or disagreements concerning the evaluation

of admissibility (e.g. g.p.a. calculation, questions

concerning English proficiency, etc.) or failure to

meet published deadlines will not constitute special

circumstances.

Leave to appeal

The Chair and Secretary of the Senate Appeals

Board will jointly decide whether or not an appeal

goes forward for consideration, based on the

presence or lack of special circumstances. The

relative strength of any special circumstances will be

judged by the full Board. An appellant may re-submit

anppeaLfor_considerationnly if

newinformationis___ -- - -

presented.

If special circumstances are present, the appeal will

be submitted to the Board for consideration at its

next meeting.

Stage 1 - Written submissions considered

All appeals which go forward to the Board will be

. reviewed in two stages. In Stage 1, the written

documentation will be reviewed. The Board will

decide cases in which

a) the appellant requests a written appeal only

or b) the appellant requests an in-person hearing

appeal but the SAB considers that the written

material presented is sufficient for a positive

decision.

All other cases will be deferred until a later meeting

for a Stage 2 hearing.

Stage 2- In-person hearings

Appellants will be contacted by the Secretary and

asked to appear at a scheduled SAB meeting. At the

hearing, the appellant and/or her/his representative

may provide information orally and answer questions

posed by members of the SAB. Decisions will

normally be released shortly after the hearing.

Decision review process

Regardless of whether or not there are grounds for

an appeal, the Director of Admissions and Liaison

will authorize a review of any admission,

readmission or transfer credit decision which has

been questioned or disputed. This review would not

constitute an appeal. A negative decision in a review

would not prejudice a subsequent appeal. The

purpose of this review would be to check decisions

for accuracy and consistency.

9/16/91 ?

SUAB 222 ?

Senate Appeals Board Terms of Reference (continued)

Proposed Calendar information (continued)

The other committees mentioned above may be

contacted through the following offices.

Registration Appeals Committee

Associate Director, Records and Registration

Office of the Registrar

Senate Committee on Academic Discipline

Registrar

Office of the Registrar

Rationale statement - Senate Appeals Board Terms of Reference

Appeals limited to cases with special circumstances

The existing terms of reference do not distinguish between cases of special hardship and cases of individuals

who are displeased when University policies are applied in their case. It would be inappropriate for the SAB to

hear each case involving an aggrieved person. For example, each of the approx. 1,400 applicants in 1991, who

met all published admission requirements but who were not admitted, might be 'aggrieved' at not being

admitted to the University, yet there is little SAB can do for them and it would be unreasonable for SAB to deal

with each case individually in the absence of special circumstances.

Leave to appeal

If special circumstances are accepted as being necessary for a valid appeal, someone must decide which

cases go forward. This matter has received considerable attention. The most obvious choice of individuals are

the two SAB members who are (normally) non-voting, the Chair and Secretary. To include individuals from

outside SAB would create an additional procedural level, requiring formal terms of reference and election or

appointment procedures. A sub-committee of voting SAB members would create two levels of membership,

which would also be undesirable.

Two stage appeal process

This process has evolved over approximately the period September 1990 to August 1991 and adds to the

efficiency of the SAB while minimizing inconvenience to appellants, who frequently are not required to appear

at a hearing because the written evidence is sufficient and satisfactory.

Registrar's Office Internal Review Process

An administrative review of cases is desirable, given the volume of cases handled in the Office (e.g.

approximately 18,000 admission cases per annum). It is appropriate that the review be conducted by an

individual in a higher position of authority than the one who made the original decision, but it is not appropriate

for the review to be external to the Office, because accuracy of evaluations will be improved only by changes in

procedures, which must be determined by the Office's management personnel.

Rationale statement - Readmission of students who were previously Required to Withdraw

Background

Since approximately 1970, the Senate Appeals Board has dealt with appeals for retroactive course drops,

admission and readmission and, occasionally, disputes concerning transfer credit. The admission and

readmission appeals were restricted to special cases involving hardship or extenuating circumstances or

former students on Permanent Withdrawal. All cases were considered by the Board only after the Office of the

Registrar had evaluated the application and had rendered a decision.

In 1988, SAB was instructed to also decide on every case of readmission involving any student who had been

formerly required to withdraw. These latter cases did not necessarily involve 'extenuating circumstances' and

greatly added to the already large case-load of the SAB. Typically, the Board has reviewed 100-150 such

9/16/91

SUAB 222

Senate Appeals Board Terms of Reference (continued)

cases each semester. To cope with the increased volume of cases, SAB suspended its rules and decided

readmission cases only through written submission. SAB reported these actions to Senate in its annual reports,

received by Senate in Spring 1989, 1990 and 1991. However, when SUAB attempted to legitimize this

procedure in April 1991, the proposal was referred back by Senate. Senators felt that the right of a personal

hearing should not to be withdrawn and urged SAB and SUAB to find other solutions.

Interim procedures were used this Summer to decide on some 155 readmission cases for 91-3. On 9 July, SAB

held an in camera meeting, followed by a hearing on 26 July which was attended by over 40 appellants. Each

appellant was permitted 5 minutes to provide information to the SAB.

Reasons for and against limiting readmissions

SUAB favours rapid readmission for students who have demonstrated good academic performance and

unlimited readmission for others who have been absent for a minimum period.

Prior to 1988, readmissions of students who were previously RTW were approved by the Office of the

Registrar, provided that the former student had been absent for at least a year and that any academic work

--completed-in-the-interim-met-the-minimum-2;00-gpa-standard;------------------

This unlimited readmission suited the University; it provided predictable, simple criteria for readmission and it

did not affect access to the University by qualified applicants. One weakness was that it provided little

encouragement or incentive to students to solve their various problems or improve their performance.

Remedial services at SFU are limited, and many students with specific weaknesses are not able to overcome

these deficiencies here and might be better advised to attend a community college or similar institution where a

broader range of preparatory programs are available.

. ?

The argument for limiting readmissions is based on perceptions of equity between former SFU students who

were withdrawn for academic reasons and prospective SFU students for whom we are unable to find spaces.

Individuals may favour one group over the other. SUAB has attempted to strike a balance between the two

groups.

Lapse of Time as a readmission reason

The lapse of time has not been a factor in SAB's decisions, except that former students seeking early

readmission (inside one year) would be expected to achieve higher standards than 'regular' readmissions.

Some members of SUAB, however, wished to provide former students with an alternative to the academic

criteria. In this way, students who had little to gain by attending another institution (in their upper levels or

already had received maximum transfer credits) could achieve readmission without re-taking work which would

not count toward their degrees. In addition, some SUAB members felt that a time lapse option would be a

suitable way of dealing with students who had failed for non-scholastic reasons, such as financial and personal

problems.

This position is supported by a memo submitted to SUBA. by M. Cairns, Director of the Academic Advice

Centre.

Effects of previous readmission practices

Unlimited readmissions prior to 1988 resulted in substantial numbers of weak students re-entering the

University. About one third of the readmits successfully resumed their studies. One third were quickly placed on

PW and the remaining third did not persist or dropped out without regaining Good Academic Standing.

In 1988, the University began to exclude many prospective new students for lack of course space. The more

restrictive readmission practices of the SAB resulted in substantially improved success rates of readmits. About

two thirds of these regained Good Academic Standing and only one third went PW or dropped Out.

In the past three years, data show the following evaluation outcomes immediately after grades are released:

9/16/91

SUAB 222

Senate Appeals Board Terms of Reference (continued)

* includes all withdrawal types incl. R1W, ING, INF, INW but exci PW

§ Year to date - evaluation figures are for 91-1 and 91-2 only

About half of the withdrawn students seek readmission. Totals for the same years are:

# readmission appeals

# students readmitted by SAB

t includes 39 Special Semester readmits.

During this same period, the University has been restricting enrollment, and many fully-qualified students have

been unable to enter:

# of applicants excluded from SFU

for space/resource reasons

If students were readmitted on no other basis than lapse of time and if the time lapse were 2 years for RTWs

and 5 years for PWs, approximately 90 former RTW and 9 former PW students would have been readmitted in

1991 in addition to the approximately 140 who met academic criteria. It is likely that these numbers would be

greater if former students knew that-this time factor would ensure their readmission.

Reasons for developing Readmission Criteria

Over the past 3 years, SAB have established criteria for assessing which former students should be

readmitted. These criteria have evolved as the University has alternately tightened and relaxed its acceptance

standards, according to available space. It was originally believed that other criteria would also be helpful in

deciding cases. As a result, the following questions were developed in consultation with the Director and

Special Advisers in the Academic Advice Centre:

Can you identify the circumstances and causes of your previous poor performance? What are

they?

What measures have you taken to remedy these problems or academic deficiencies?

Can you substantiate your responses to questions (1) and (2) (i.e. with letter, transcripts or other

documents)?

Have you obtained advice on your future studies (e.g. from your former faculty or department, or

from the Academic Advice Centre)? Please attach a copy of the adviser's report.

Why do you think you would now be successful as a student?

In practice, the SAB found that the answers given by the majority of appellants were vague and of little value in

deciding the appeals. Clearly, there were many students who recognized, after being Required to Withdraw,

that they were not sufficiently motivated, self-disciplined or mature to take advantage of the opportunities

available at Simon Fraser University.

Consequently, the Board has decided most cases on grounds of demonstrated performance after leaving SFU.

The following excerpt from the curreAt 'Guide to Academic Standing and Continuance' illustrates this.

The Senate Appeals Board generally expects that students who wish to be readmitted will have

completed one or more semesters of further transferable course work (12 or more semester hours)

at another institution in order to demonstrate that their academic performance has improved. A GPA

of approximately 3.0 will be expected if the student has a further 12-15 semester hours of course

work; a GPA of approximately 2.5 will be expected from students who have a further 18-30 semester

hours of course work. These averages are estimates only and are subject to change without notice.

9/16/91

SUAB 222?

Senate Appeals Board Terms of Reference (continued)

The academic criteria presented in SUAB 222 recognize outstanding performance and allow good, but

undistinguished, students to re-enter on academic criteria no lower than would be expected of incoming

transfer students from B.C. Colleges. This represents a balance between giving preference to former SFU

students and providing the best possible public access to SFU.

A major advantage of the new criteria are that they are specific requirements and not just guidelines, hence

RTW students have a definite target to achieve if they wish to be readmitted.

Who makes the readmission decision

In the past four years, readmission decisions have been made by the SAB, largely according to the criteria they

developed, but this is inefficient and cumbersome for all concerned: instead, evaluation of students' records

would be better performed by Admissions staff in the Office of the Registrar, leaving the SAB to deal with the

cases which deserve special attention because of unique or special conditions.

Transfer Credit on Readmission

For consistency with other students who may take courses outside SFU toward their SFU credentials, SUAB

-su p

ported-a-change-of-the-minimum-grade-accepted-for-transfer-credft-to

be-awarded-from-B- to-C-Members-- --- - - - --

felt that if improved academic performance had been demonstrated, the higher minimum grade was punitive

and if there were problems concerning the standards in externally-taught courses, these should be addressed

through the articulation process. They also noted that, for new students, 0 grades were granted transfer credit.

Consultation

These proposals have been circulated widely and appear to have the support of the student representatives on

SUAB and SAB.

Implementation

If approved, these revised procedures can be implemented quickly and can be effective for students seeking

readmission to 92-1. Former students who have been required to withdraw in the past will be contacted to

advise them of the revised readmission procedures and criteria.

nh Sep 91