Skip to main content

Academic Appeals (FAQ's)

FREQUENTLY ASKED QUESTIONS ABOUT ACADEMIC APPEALS

  • Am I eligible to file an appeal?

    Academic matters may be appealed only after all other informal and formal processes of review have been exhausted at the faculty or Office of the Registrar level. Students can file an appeal to the University Secretariat after:

    • You have submitted a request to the Office of the Registrar, and received a final decision letter/email regarding Academic Standing (e.g. probation, suspension, dismissal), Grade Appeal, Examination Deferral or Late Withdrawal from either the Office of the Registrar or the Faculty (i.e. the original Decision-Maker);
    • To ensure that you have completed this step correctly, please visit the Office of the Registrar Appeals page

    And/or

    • You have received a final decision letter from the Academic Integrity Committee or Faculty (i.e. the original Decision-Maker) regarding an Academic Misconduct.

    Please note: You must submit an appeal no later than 4:00 p.m. on the 10th working day (including reading week, exam periods, and deferred exam time periods) following receipt of the decision you wish to appeal. Or, you must request a timeline extension if you are submitting an appeal beyond the 10 working days.

  • How do I file an appeal?

    You must submit the completed Notice of Appeal form, along with all supporting documentation, through the recommended means found on the Academic Appeals website. You must submit your appeal no later than 4:00 pm on the 10th working day (including reading week, exam periods, and deferred exam periods) following receipt of the decision you wish to appeal. Missing this deadline, unless an extension is approved, may result in the automatic dismissal of your appeal.

    Please note: neither the University Secretariat nor the Academic Appeals Committee can provide advice on whether you should submit an appeal. For guidance, you may seek support from the Ontario Tech Student Union (OTSU) or other student support services, such as Academic Advising.

  • I'm submitting my Appeal beyond the 10 working days from the receipt of the decision I'm appealing, can I request a timeline extension?

    The Academic Appeals Committee may grant extensions under exceptional circumstances. You must request an extension when submitting your Notice of Appeal form. Your request must include a clear explanation and include any supporting evidence as to why the extension is needed. The Committee’s initial review of your appeal will apply only to the reasons for the extension request and not to a review of your grounds for appeal.

    Please note: If your reasons for an extension request cannot be substantiated or supporting evidence is not provided, the extension request will be automatically denied, and the appeal dismissed.

  • What are the grounds for appeal?

    If you would like to appeal a decision, you must demonstrate, on a balance of probabilities one or more grounds for appeal. The grounds for appeal are:

    (i)     Significant New Evidence is information that did not exist and/or was not reasonably available to you at the time of the original decision, through no fault of your own. To be considered, the evidence must be substantially different from what was provided to the original Decision-Maker and of a nature that it could reasonably have altered the outcome of the original decision.

    The Committee will not consider information that was available at the time of the original decision but was not submitted, regardless of the reason. For evidence to qualify, it must be truly new and not previously in existence. Reasons as to why the evidence was not available at the time of the original decision-making process should be provided.

    Example: If, after the original decision, you receive official medical documentation confirming a condition that was unknown and could not have been diagnosed at the time, this may be considered new evidence. However, a medical note or condition that existed before the decision but was not submitted would not qualify.

    and/or

    (ii)   Procedural Irregularity occurs when there was an error in the original consideration of the case that affected the outcome of the original decision.

    This may include situations where required steps were not followed, or timelines were not met.

    If it is alleged that a procedural irregularity occurred, the text of the relevant procedural regulation(s) that were allegedly violated, or that are otherwise deemed applicable to the appeal, must be provided.

    Example: A procedural irregularity may include faculty respondents not following response deadlines, the published decision deadline being delayed and/or postponed.

    and/or

    (iii)  Allegations of Clear Evidence of Bias arise when there is substantiated indication that the decision-making process was influenced by predispositions or conflicts of interest affecting the original Decision-Makers outcome. Documentation must clearly demonstrate how such bias materially influenced the decision. Speculative claims or disagreement with the outcome alone will not suffice.

    Example: Evidence might include internal communications or records showing that a Decision-Maker applied different standards to the appellant compared with others in similar situations, based on personal opinions or affiliations rather than the merits of the case.

    Your appeal must be based on a minimum of one of these grounds for appeal, supported by some credible evidence or explanation. Failure to meet this threshold will result in the dismissal of an appeal without further consideration.

    Dissatisfaction with the outcome of a Decision or University policy are not sufficient grounds for appeal.

  • What documents should I include with my Notice of Appeal?

    You are required to submit all relevant documents that may assist the Academic Appeals Committee in evaluating the merits of your appeal. It is your responsibility to ensure that the Committee has access to all information and evidence necessary to make a fully informed decision.

    Please note: the Committee can only consider documents/information that you provide and does not have access to prior files, or materials reviewed by the Faculty or Registrar, unless you have authorized access.

    Mandatory documents include: 

    • A complete copy of the written decision being appealed (e.g. letter/email from Dean, Academic Integrity Committee, Registrar’s Office)
    • A written description of:
      i) the relevant facts and background information leading to the appeal;
      ii) your grounds for appeal; and
      iii) the remedy or redress being sought.

    Relevant facts may include the following: 

    • Information about the review process undertaken prior to you submitting your appeal. E.g. if you are appealing an Academic Integrity Committee decision, provide the hearing date, describe the proceedings including who was present, what information was presented during the proceedings by faculty and you, how the proceedings were conducted
    • The course code, professor, type of assignment, etc
    • The rationale behind your grounds being legitimate reasons for an appeal 
    • The rationale behind your remedy or redress being sought is proportionate and appropriate to your decision

    Other relevant documents may include:

    • Medical evidence (if applicable)
    • Other supporting documents (e.g. death certificate, travel documents, photos, third party statements)
  • How long is the Academic Appeal process?

    The length of the Academic Appeal process varies depending on several factors, including whether your appeal submission is complete, whether it requires an initial review, goes through an informal resolution, or proceeds to a full hearing. Because each case is unique, there is no definitive timeline, and the process can take anywhere from approximately one month to six months or more, depending on the circumstances.

    To help avoid delays, it is important to submit a complete and thorough appeal with all relevant documentation and information at the outset.

  • What is the Initial Review Stage?

    The Judicial Officer reviews the submission for completeness. If it is incomplete, it is referred to the Academic Appeals Committee Chair, who may allow the student 10 working days to provide the missing information.

    If the student fails to rectify the submission within this period, the appeal is dismissed. The Judicial Officer will notify the student, the Decision-Maker, and the Office of the Registrar that the appeal is closed. The Chair may also decide not to proceed if the submission is substantively incomplete, the Committee lacks jurisdiction, or the submission is late without an approved extension.

  • What is an Informal Resolution and when might it not occur?

    An informal resolution is a process where, after an appeal is submitted but before a hearing, the Chair may refer an appeal, once it is determined complete, back to the original Decision-Maker. The Decision-Maker reviews the Appeal Submission and can either make a written offer of informal resolution or decline to do so. If the original Decision-Maker offers an informal resolution, the student then has five working days to accept or reject the offer. If accepted, the matter is resolved and the Judicial Officer notifies all parties. If rejected, the appeal proceeds to a hearing, and the original offer cannot be revisited. All proposals are confidential and not shared with the Academic Appeals Committee.

    An appeal may not go to informal resolution if the Committee does not have authority over the issue, the submission is incomplete or late, the matter is too complex or involves multiple parties, or the issue has already been formally reviewed or resolved.

  • Am I automatically entitled to a hearing (oral or written)?
    No. Appeals are reviewed at the Initial Review stage to determine if there is evidence to substantiate your grounds for appeal. If no such evidence is provided after you have been given time to rectify after the Initial Review, the appeal may be dismissed without a hearing.
  • What can I expect at an oral hearing?

    If your appeal proceeds to an oral hearing, a panel from the Academic Appeals Committee will be appointed and you will receive at least 30 days’ notice of the date, time, and location.

    Before the hearing, you are expected to prepare and submit any additional written documents or evidence not already included in your appeal, and provide a list of witnesses along with a brief summary of the evidence they will present. The Decision-Maker will also provide their submissions and witness information, which will be shared with you in advance.

    Hearings are conducted in private. During the hearing, both you and the Decision-Maker may present your cases, provide evidence, call witnesses, and make closing statements. The panel may ask questions, request additional documents, and may allow limited cross-examination to clarify key facts. The Chair of the panel oversees the process and ensures the hearing is conducted fairly.

    After presentations are complete, the panel deliberates in private and issues a written decision, which is final. Possible outcomes include dismissing the appeal, overturning the original decision, remitting the matter back to the Decision-Maker with directions or recommendations, or implementing another remedy the panel deems appropriate. The decision is communicated to you, the Decision-Maker, and the Office of the Registrar, and is not limited to the remedy you requested

  • Am I required to have a representative at the hearing?

    Most students represent themselves at a hearing. You may seek assistance from the Ontario Tech Student Union (OTSU) or retain a legal representative, either independently or through the OTSU. The Committee must be notified in advance if you plan to have a representative attend with you. You are responsible for ensuring the adequacy of your representation and all legal fees incurred.

    Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for appellants where appropriate.

  • How do you handle my personal information?

    Personal information disclosed for the purpose of the Notice of Appeal is collected under the authority of the University of Ontario Institute of Technology Act, SO 2002, c. 8, Sch. O. and will be collected, protected, used, disclosed and retained in compliance with Ontario’s Freedom of Information and Protection of Privacy Act R.S.O. 1990, c. F.31. This information will be used for the sole purpose of reviewing, evaluating and adjudicating the academic appeal. Questions regarding the collection of personal information may be directed to Ontario Tech University’s Chief Privacy Officer, 2000 Simcoe Street North, Oshawa, ON L1H 7K4, 905.721.8668, ext. 6705, email: accessandprivacy@ontariotechu.ca. 


Have a question not addressed on this list?  Please seek the advice of the OTSU Academic Appeals Services with your inquiry.