The College provides two formal procedures for students to seek resolutions of disagreements. They are the request for exception and complaints procedures. They differ in purpose and process.
Where possible, students should try to resolve their concerns informally prior to seeking redress through the formal process. This could include, as an example, meeting with the course instructor, department chair, or program coordinator. It is advisable for students to consult with a College Appeal Support Person (as defined in the Appeal of Educational Decisions Policy) for assistance and guidance.
Appeals concerning performance in a course or courses are dealt through Appeal of Final Grade Policy.
Visit the Educational Policies page for more information on Douglas College Educational Policies.
Requests for Exceptions are to be submitted no later than four (4) months after the end of the semester.
Appeals of Educational Decisions must be submitted within ten (10) business days of receiving the Responsible Administrator's decision.
The Grade Appeal form and any supporting documents must be submitted to email@example.com on or before the tenth (10) day of the month following the end of the term in which the grade was awarded (or the first following business day).
- Fall semester grades: January 10th
- Winter semester grades: May 10th
- Summer semester grades: September 10th
The Educational Policy regarding the Request for Exceptions process is designed to allow students the opportunity to resolve an issue through an informal and/or formal process. It is important to review the information below prior to submitting a Request for Exception form:
- It is the student’s responsibility to be familiar with policies, dates and deadlines.
Dates and Deadlines
- Requests for Exceptions will be considered when extenuating circumstances beyond the student's control have prevented the student from participating in or completing the course(s). The requests must include appropriate supporting documentation; for example, medical documentation, death certificates, etc. See Criteria section below:
- Medical - The student suffered an unexpected or unanticipated medical condition during the semester, which impairs the student's ability to study where course requirements cannot be satisfied. Medical covers both physical and mental health difficulties. Appropriate medical documentation from a health care provider who provided treatment during the semester in question is required.
- Compassionate - The student has experienced a traumatic experience, not related to the student's personal physical or mental health that renders the student unable to complete course requirements.
- Death in Family - The death of an immediate family member. Immediate family member is understood to refer to parents, siblings, spouse or child. Withdrawal from courses due to death of non-immediate family members (defined as grandparents, aunts, uncles, cousins and friends) are generally not given the same consideration as immediate family members, but are subject to circumstances.
- Other Personal/Family Issues - Usually, this refers to illness, accident or stressful situation arising out of extenuating circumstances, being victim of violence/crime, or family dynamics. Consideration is given if an immediate family member is involved (parent, sibling, spouse or child), but does not generally extend to non-immediate family members (defined as grandparents, aunts, uncles, cousins and friends).
- Employment - The student is experiencing an unexpected change in conditions of employment that is so disruptive that course requirements cannot be completed. For example, the student is required to transfer to a remote location. If a student decided to withdraw from the College to take up a job opportunity, their appeal/ request would in most cases be denied.
The following is the recommended Request for Exceptions procedure:
- Read and review the Appeal of Educational Decisions Policy
- Consult with an Appeal Support Person (defined in the Appeal of Educational Decisions Policy) to assist you through this process as needed.
- Use the Request for Exception form to request an exception to an Educational Policy and/or Decision under extenuating circumstances.
- Provide a written statement outlining the nature and rationale for the request for exception, and the extenuating circumstance(s).
- If the request is to withdraw from some, but not all, courses in the same term; a statement explaining the rationale is required.
- If the four (4) months deadline has passed, a statement along with documentation explaining the missed deadline.
- The Instructor Form must be completed for each course you are requesting an exception for even if you never attended. If the instructor is not reachable, please contact the Department Chair/Coordinator, or Dean.
- Appendix A - Medical Questionnaire is to be completed by a health care professional where the request for an exception is due to medical reasons.
- Completed Request for Exception forms, supporting documentation and questions about this process can be submitted to firstname.lastname@example.org.
The Educational Policy Appeals Committee consists of five members. They are the Registrar (chairperson and non-voting), one student, one faculty member, one administrator (voting members) and one counsellor (non-voting).
Appeals are mechanisms by which students may seek exemption from College policies and decisions such as appealing decisions made by College employees, requesting a waiver of admission requirements, etc. Appeals and supporting documentation must be submitted in writing. Appeal of Educational Decision form and information regarding the process to submit is available by emailing: email@example.com.
The following is the recommended Appeal of Educational Decisions Policy procedure:
- Consult with a College Appeal Support Person (as defined in the Appeal of Educational Decisions Policy) for assistance and guidance.
- Appeals of Educational Decisions must be submitted within ten (10) business days of receiving the Responsible Administrator's decision. All relevant documentation must accompany the written submission. Students can request an extension of this deadline in extraordinary circumstances.
- The Registrar or designate will review the documentation and determine if the Appeals Committee will hear the case.
- If the Appeals Committee will hear the case, the Registrar or designate will notify the student of the time and place of the appeal. The student must be present. Only the College Appeal Support Person may accompany the student. No other individual representing the student may be present. In adjudicating an appeal involving a faculty member, the faculty member and the Dean are required to attend the meeting.
- The student is notified in writing by the Registrar or the Appeal Committee's decision.
The Faculty Academic Appeals Committee consists of four members. The membership of the Committee can vary depending on the nature of the course. The Dean (chair and non-voting), a student (voting) and two faculty members (voting) will serve on the committee. A Counsellor may attend the appeal if requested by the Chair.
These Committees are set up in each faculty of the College to deal with students who are requesting a change in grade for a course that they have been enrolled in.
The following is the recommended grade appeals procedure:
- Consult with a College Counsellor or other designated person for guidance.
- Students are expected to attempt an informal resolution first (this process can be discussed with the Counsellor). Informal resolution involves discussing the issue with the instructor and possibly the Coordinator.
- The formal procedure can be followed if the informal process is unsuccessful.
- The formal process requires that the student submit the completed Final Grade Appeal form and any supporting documentation to firstname.lastname@example.org. Your request will then be submitted to the appropriate Faculty Dean for the course in question. The Dean will review the documentation and determine if the appeal will be presented to a formal Appeals Hearing and follow up with the student as appropriate.
- The Final Grade Appeal form and any supporting documents must be submitted to email@example.com on or before the tenth (10) day of the month following the end of the term in which the grade was awarded (or the first following business day). Appeals submitted after this time will not be heard. The Final Grade Appeal form is found HERE.
- The Dean informs the student of the time and location of the appeal. The student must be present. Only authorized College Personnel or the Students Union Ombuds officer may accompany the student if so desired. No other person representing the student may attend a Grade Appeal Hearing.
- The Committee considers the appeal and the student is notified of the decision by the Dean.
The Complaint Procedure should be used in matters such as unprofessional conduct or incompetence on the part of a faculty member.
Where possible, students should attempt to resolve complaints informally first. If a reasonable effort to resolve the complaint informally is unsuccessful, the formal procedure may be followed.
Information about complaint procedures can be obtained from the Dean of the Faculty or a College Counsellor.
Douglas College is committed to fostering a fair and just community for all of its members. Behaviour of an exemplary nature is expected of everyone. For more information please consult Douglas College Policy A02.09.01 Sexual Harassment and Personal Discrimination.
Sexual Harassment is defined in College Policy A02.09.01 as:
- Sexual Harassment is defined as sexual advances, requests for sexual favours or other verbal or physical conduct of a sexual nature
- that a reasonable person would find to be unwanted to unwelcome; and
- where submission to such conduct is made explicitly or implicitly a term or condition of employment or educational progress or academic decisions, or
- where such conduct has the effect of unreasonably interfering with an employee's work performance or a student's learning environment and/or creates a hostile or intimidating (poisoned) working/learning environment
- To constitute Sexual Harassment behaviour may be repeated or persistent or may be a single serious incident.
- The legitimate study of topics of a sexual nature within the College's curriculum is not considered Sexual Harassment.
Personal Discrimination is defined in College Policy A02.09.01 as:
- Personal Discrimination means verbal or physical behaviour, conduct or communication, that is discriminatory in nature, based upon another person's race, colour, ancestry, place of origin, religion, marital status, family status, physical or mental disability, criminal conviction, sex, age, or sexual orientation. It is discriminatory behaviour, directed at an individual, or group of individuals, which
- may reasonably be expected to cause substantial distress in such an individual(s), and/or
- creates a hostile or intimidating (poisoned) working/learning environment, and
- such behaviours serve no legitimate college-related purpose
- To constitute Personal Discrimination, behaviour(s) may be repeated or persistent or may be a single serious incident.
If you think you are being harassed consult a Harassment Advisor at 604 527 5574. While we will do what we can to keep your call confidential, there may be certain circumstances in which we are obligated by law or College policy to act on the information received.
College students, employees and users are entitled to engage in the educational process or in the provision of services free from disruptive or dangerous behavior. College policy sets guidelines for conduct of all individuals and stipulates that appropriate disciplinary actions will be taken for unacceptable conduct. Individuals are urged to consult Douglas College Policy A10.02.01 Standards of Conduct Involving College Employees and A10.02.02 Standards of Student/User Conduct.
Douglas College is committed to providing a learning and working environment that is free from violence.
Violence is the exercise, or attempted exercise, by any person or group, of physical force so as to cause injury. It includes any threatening statement or behavior which gives anyone reasonable cause to believe that they are at risk. Anyone observing, or the victim of, violence must promptly inform Campus Security.
The College will promote working and learning conditions intended to reduce or eliminate the potential for incidents of violence to occur within its operation or facilities. For more information individuals are urged to consult Douglas College Policy A10.01.05 Violence Prevention Involving College Employees and A10.01.06. Violence Prevention Involving Students/Users.