Here's where you can find information on which appeals are available and how to submit them.
Capilano University is committed to the fair and just treatment of all members of its community. All academic and non-academic appeals are processed only on the signed, written request of the student.
There are a variety of appeals available to student based on their situation or circumstance. Appeals can be made by mail, by email, or in person.
Withdrawal due to Extenuating Circumstances
A Withdrawal due to Extenuating Circumstances, known as an Extenuating Withdrawal or ‘WE’, is a withdrawal granted to a student who has experienced extenuating circumstances after the withdrawal period.
Extenuating circumstances are defined as "unexpected and uncontrollable events that seriously threaten [a student's] academic obligations; [and] make it difficult to complete an academic course or program".
ELIGIBILITY CRITERIA
It is not possible to provide clear rules specifying precisely how extenuating withdrawal applications will be assessed because the reasons for such requests are so varied. The below following criteria are stated in a manner intended to help students determine whether they are eligible to apply for a withdrawal under extenuating circumstances; while applications may be eligible, this does not guarantee an approved Extenuating Withdrawal (WE) and/or refund.
Capilano University has the sole discretion to approve WE applications. Normally, applications will be denied that do not meet the stated criteria or for students who apply for a retroactive WE more than 30 days from the date of the last day of the term.
Medical Grounds
Students have grounds for a WE request if they suffer a medical condition during the term which impairs their ability to study to a degree that course requirements cannot be satisfied. Hospitalization for a week or more is almost certain to be regarded as sufficient evidence, while a short bout of the flu is likely to be insufficient.
Students should seek counselling, advising assistance, or speak to their instructors early in the term, so they can adjust their academic schedules if necessary.
Withdrawal requests arising from failure to manage academic priorities will not be accepted as reasons for a WE.
Employment Grounds
Students have grounds for a WE request if they experience an unexpected change in conditions of employment that is so disrupting that course requirements cannot be completed.
Sudden increases in employment hours interfering with studies is likely to be considered sufficient for review of a withdrawal request, while a requirement to work occasional overtime is most likely to be insufficient.
Compassionate Grounds
A concession may be granted when a student experiences a traumatic event that renders them unfit to complete course requirements during the term. An assault or death of an immediate family member or of a close friend may be regarded as a sufficient reason.
Other Grounds
Most WE applications are based on medical, compassionate, or employment related circumstances. However, other types of overwhelming personal difficulties such as divorce or family commitments may also be considered with the appropriate explanation and supporting documents.
Situations that do not fall within the scope of WE Appeals
Although most students requesting a WE have experienced academic difficulties in the course in question, the fear or anticipation of a poor grade is not acceptable as a basis for granting a withdrawal. The assessment of a WE request is based on the nature and severity of the reasons for the poor performance.
It is important for students requesting a selective withdrawal to keep this point in mind, particularly where academic performance is weak in the course from which withdrawal is sought and noticeably stronger in courses in which the student wishes to stay enrolled.
The following examples, in and of themselves, will not be considered as a basis for granting a withdrawal (WE):
• Courses already withdrawn from
• Students experiencing language challenges/difficulties
• Students having academic difficulties in the course(s) or program
• Administrative error in registering or withdrawing from a course
• Being unaware of registration status or registration timelines
• Issues with course delivery, assignment preparations, or examinations
• Academic standing
• Repeat course limitations
• Failure in academic planning - wrongfully registering or not dropping a course that is not required for program completion
• Students having a conflict with their instructor, departments, or other CapU staff
• Scheduling of course assignments
• Grading practices
• No longer requiring a course due to program requirements or transfer credit approval
• A class in which a grade other than D or F was achieved
• Cleaning up an academic record prior to graduation
• Conferral of a degree or the approval of a degree by Senate
Students having problems because of these issues should speak to student affairs, their instructor, or an academic advisor.
Students can apply for an Extenuating Withdrawal only after the withdrawal period has ended. Students experiencing circumstances that prohibit them from continuing their studies during the withdrawal period must withdraw from their course(s); applications received during the withdrawal period will not be accepted and students will be directed to withdraw themselves.
Applications for an extenuating withdrawal must be submitted within 30 days after the end of the requested term (fall or spring) or session (summer).
• Fall and Spring: the end of the term is defined as the last day of the exam period
• Summer: the end of the session is defined as the last day of classes
If extenuating circumstances prevent the student from submitting a request within this timeline, a rationale must be included in the personal statement for considering the request after the deadline.
Extenuating withdrawals are only available to students affected by circumstances outside of the withdrawal period.
If a student withdraws from their course(s) during the withdrawal period due to exceptional circumstances, they may be eligible to apply for a refund. Please see the ‘Refund Appeals’ section of this webpage for information on the process.
Complete all sections of the Extenuating Withdrawal Application (pdf) form, including Declaration and Consent. Signatures must be in ink or digital; typed signatures will not be accepted.
Your personal statement and supporting documents should be clear and factual. Your personal statement should be typed and a maximum of 500 words.
Personal statements must demonstrate that circumstances differ significantly from other students. Supporting documentation is required; applications that do not include supporting documentation will be considered incomplete and are not eligible for review.
Incomplete applications will be closed after 30 days.
Please see the Extenuating Withdrawal Application for more details and requirements for your personal statement and supporting documentation.
Email your application from your my.capilanou.ca email to extenuatingwithdrawal@capilanou.ca with the subject line: Student name, Student number – Extenuating Withdrawal
All documents must be included in one email. Any submissions missing items will be considered incomplete.
An incomplete application will not be processed. A complete application is typically processed in approximately in two to three weeks. This timeline can increase to four to six weeks in peak periods.
Note: Submission of an Application is not guarantee it will be approved.
If an application is approved
A decision letter will be emailed to your my.capilanou.ca email account. Your transcript will show a "WE" (withdrawal due to extenuating circumstance) in the grade section of the course. This is a neutral grade and is not calculated into your grade point average.
If you have requested a refund and your request is for the current term, the details of the refund decision will be included in your Extenuating Withdrawal approval letter.
If an application is not approved
If your application is not approved, you can appeal a decision under B.109 Student Appeals (pdf). You need to complete the Student Appeals Application Form (pdf) and email to studentappeals@capilanou.ca within twenty-one (21) calendar days of receipt of the decision that you wish to appeal.
For more information, please see "Student Appeals" section on this page.
Refunds are not automatically considered. If you would like to be assessed for a refund, you must indicate so on the application.
An approved extenuating withdrawal does not guarantee an approved refund.
Refund requests received after an application has been processed and a decision has been made will not be considered.
Refund Appeals
Refund appeals are available for students who experienced extenuating circumstances during the withdrawal period affecting their ability to complete their course(s) and them to withdraw.
Extenuating circumstances are defined as "unexpected and uncontrollable events that seriously threaten [a student's] academic obligations; [and] make it difficult to complete an academic course or program".
Refund Appeals have similar eligibility requirements as Extenuating Withdrawal Appeals. For more details on the below, please visit the ‘What qualifies to apply?’ FAQ of the Withdrawal due to Extenuating Circumstances section on this webpage.
Eligibility Criteria
- Medical Grounds
- Employment Grounds
- Compassionate Grounds
- Other Grounds
- Courses that are in-progress
- Students experiencing language challenges/difficulties
- Students having academic difficulties in the course(s) or program
- Administrative error in registering or withdrawing from a course
- Being unaware of registration status or registration timelines
- Issues with course delivery, assignment preparations, or examinations
- Academic standing
- Repeat course limitations
- Failure in academic planning - wrongfully registering or not dropping a course that is not
required for program completion - Students having a conflict with their instructor, departments, or other CapU staff
- Scheduling of course assignments
- Grading practices
- No longer requiring a course due to program requirements or transfer credit approval
- Cleaning up an academic record prior to graduation
- Conferral of a degree or the approval of a degree by Senate
Students having problems because of these issues should speak to student affairs, their instructor or an academic advisor.
Students can apply for a Refund Appeal once they have withdrawn from the affected course(s) in the current term.
Applications must be submitted within 30 days after the end of the requested term (fall or spring) or session (summer).
- Fall and Spring: the end of the term is defined as the last day of the exam period.
- Summer: The end of the session is defined as the last day of classes.
If extenuating circumstances prevent the student from submitting a request within this timeline, a rationale must be included in the personal statement for considering the request after the deadline.
Complete all sections of the Refund Appeal Application (pdf) form, including Declaration and Consent.
Signatures must be in ink or digital; typed signatures will not be accepted.
Your personal statement and supporting documents should be clear and factual. Your personal statement should be typed and a maximum of 500 words. Personal statements must demonstrate that circumstances differ significantly from other students. Supporting documentation is required; applications that do not include supporting documentation will be considered incomplete and are not eligible for review.
Incomplete applications will be closed after 30 days.
Please see the Refund Appeals Application for more details and requirements for your personal statement and supporting documentation.
Email your application from your my.capilanou.ca email to studentrefunds@capilanou.ca with the subject line: Student name, Student number – Refund Appeal.
All documents must be included in one email. Any submissions missing items will be considered incomplete.
An incomplete application will not be processed. A complete application is typically processed in approximately in two to three weeks. This timeline can increase to four to six weeks in peak periods.
Note: Submission of an Application is not guarantee it approval.
An email will be sent to your my.capilanou.ca email account that includes the details of the refund decision.
Required to Withdraw Appeals
You will be Required to Withdraw (RTW) if you achieve a CGPA of less than 1.59 and a TGPA of less than 1.67. The RTW notation is listed on your permanent record and is noted on your academic transcript.
If you have been Required to Withdraw, you will be unable to register and attend any courses for a minimum of one major term (Fall or Spring). If you have registered for a subsequent term, you will be deregistered from all courses and removed from any waitlists for that subsequent term and all charges of tuition and fees will be reversed.
Please refer to the S2003-03 Academic Standing (pdf) for more information on academic standing.
A Required to Withdraw Appeal provides an opportunity for you to explain why you have faced academic difficulty, the actions taken to resolve it, and your plan to improve your academic status moving forward.
If you’ve been Required to Withdraw (RTW) and the circumstances leading to your academic difficulty were unusual, beyond your control, unpreventable and unpredictable, you may be eligible for an Extenuating Withdrawal.
Please see the Extenuating Withdrawal section on this page for information on eligibility and how to apply.
Complete all sections of the Required to Withdraw Appeal Form (pdf), including answering all required questions in detail and attach supporting documentation relevant to your appeal.
Supporting documents may include, but are not limited to:
- A verifiable note/letter from someone in a “Professional Capacity” or University department.
- Provided on official letterhead or include business stamp/card
- Email communication
- Receipts
- Travel information
- Proof of Death
- Employee information
- A verifiable report or claim - police reports, insurance claims, etc.
Email your completed application from your my.capilanou.ca email to extenuatingwithdrawal@capilanou.ca with the subject line: "Student name, Student number - Required to Withdraw Appeal"
An incomplete application will not be processed. A complete application is typically processed in approximately one to two weeks. This timeline can increase to four to six weeks in peak periods.
Note: Submission of an Application is not a guarantee it will be approved.
If an application is approved
A decision letter will be emailed to your my.capilanou.ca email account, detailing the outcome of your appeal and any academic conditions that may be applicable.
If an application is not approved
If your application is not approved, you can appeal a decision under B.109 Student Appeals (pdf). You need to complete the Student Appeals Application Form (pdf) and email to studentappeals@capilanou.ca within twenty-one (21) calendar days of receipt of the decision that you wish to appeal.
For more information, please see "Student Appeals" section on this page.
The deadline to apply for a Required to Withdraw Appeal is the final day of the standard add/drop period in the term that you have been required to withdraw from. Appeals will not be accepted after that time.
- If you receive RTW status in the Spring term and are deregistered from the Summer and Fall terms, the deadline to apply is the Summer full-term add/drop deadline
- If you receive RTW status in the Summer term and are deregistered from the Fall term, the deadline to apply is the Fall add/drop deadline
- If you receive RTW status in the Fall term and are deregistered from the Spring term, the deadline to apply is the Spring add/drop deadline
Final Grade Appeals
The final grade appeal process offers an option of recourse to a student who substantive reason to believe that an inappropriate final grade has been assigned for a credit course. All processes will be guided by the Final Grade Appeal Policy (S. 2018-01) and .
A grade appeal is not required to correct recording errors (i.e. a course grade that was not recorded properly or a grade resulting from a mathematical error in the calculation). In such cases, the student should bring the error to the attention of the instructor as soon as the error is noticed so that the instructor can make any corrections immediately.
NOTE: An appeal may result in the final grade being lowered, remaining the same, or being raised.
A student who plans to submit a formal final grade appeal is requested to first meet with their course professor/instructor in accordance with the informal stage identified in the S2018-01-01 Final Grade Appeal Procedure (pdf).
To begin the formal stage, the Capilano University student must submit a completed Final Grade Appeal Application (pdf) and all required supporting documents to the Registrar's Office, either in person or by email at finalgradeappeals@capilanou.ca with the subject line:
[Student name, Student number] - Final Grade Appeal Application
Note:
- Submit your Final Grade Appeal application package from your CapU email address.
- Content in the body of the email will not be considered as part of the Final Grade Appeal Application package.
- Attach the required documents directly to the email; do not share documents via a link.
- Have a conversation with the instructor to discuss how the grade was determined, including confirmation that the assessment was submitted, and to discuss whether there is any opportunity for remediation.
- If not satisfied with the outcome of the conversation with the instructor, discuss the situation with the coordinator or program chair to explore whether there is any opportunity for resolution.
- If the matter is not resolved, proceed to the formal Final Grade Appeal Stage.
- Complete the Capilano University Final Grade Appeal application form, a cover letter, and compile supporting documents. The student must submit a well-written cover letter, along with any graded assessments the student has or is asking to have reassessed, no later than ten (10) business days after the end of term (December 31, April 30, or August 31).
- The Registrar's Office will review the application for completeness and appropriateness. If is review is satisfactory, the appeal application will be forwarded to the appropriate dean.
- Within five (5) business days of receipt of the Final Grade Appeal Cover Letter and the supporting documentation, the dean will review, may conduct a meeting with the student, may require the student to provide additional material evidence, and then deliver results of the preliminary review through the student's Capilano University email.
- If the student wishes to proceed after the dean has determined the final grade appeal process is appropriate, the student must, within five (5) business days, 1) notify the dean by email of their intent to proceed with the final grade appeal, 2) Complete the Final Grade Appeal Form, and return this form to the dean; and, deliver any additional material required by the dean to the Dean's Office.
- For more detailed information on the process, please refer to the S2018-01-01 Final Grade Appeal Procedure (pdf).
- A decision made during the formal grade appeal, including the preliminary review or the final grade appeal, is appealable by the student to the Student Appeals Committee (See B.109 Student Appeals and B.109.1 Student Appeals Procedure)
Supporting documentation may include, but is not limited to graded assignments, related documents distributed or returned to the student and/or retained by the instructor (e.g. final examination or course outline).
Capilano University recognizes the right of a student, to request an appeal of a final grade on the following grounds (as per the policy and procedure):
- A significant error in the assessment, evaluation, and/or determination of individual components of the course;
- Substantiated claims of instructor bias or discrimination;
- Failure by the instructor to follow the evaluation profiles, grade assignment, or operational details as stated in the course's outline.
Inappropriate grounds for appeal include:
- Grade appeal is not required to correct recording errors;
- Dissatisfaction or disagreement with the final grade, without satisfying one of the above (grounds for an appeal).
Complete all sections of the Final Grade Appeal Application (pdf), including Declaration and Consent.
Your Cover Letter and supporting documents should be clear and factual. Please refer to the Application Checklist on the first page of the form for criteria and requirements.
Email your Final Grade Appeal Application (pdf) and supporting documentation from your my.capilanou.ca email to finalgradeappeals@capilanou.ca with the subject line:
[Student name, Student number] – Final Grade Appeal Application
Mail or deliver your application and supporting documentation to:
Capilano University
2055 Purcell Way
North Vancouver, B.C.
V7J 3H5
Attn: Registrar's Office
Library Building, room LB152
For a breakdown of the formal final grade appeal process, please refer to section 4 of the S2018-01-01 Final Grade Appeal Procedure (pdf).
An incomplete application will not be processed.
Submission of an Application does not guarantee that it will be approved.
The dean will notify the student of the result of the preliminary review through the student’s Capilano University email. If the student wishes to proceed after the dean has determined that the final grade appeal process is appropriate, the student shall, within five (5) business days:
- Notify the dean by email of their intent to proceed with the final grade appeal; and
- Submit any additional material required by the dean to the Dean’s Office.
For more information, please review Section 4.4 of the S2018-01-01 Final Grade Appeal Procedure (pdf).
If your application is not approved, you can appeal a decision under Policy B. 109 Student Appeals Policy You need to complete Student Appeals Application Form and email to studentappeals@capilanou.ca within twenty-one (21) calendar days of receipt of the decision that you wish to appeal. For more information, please see “Student Appeals” section on this page.
Student Appeals
Student Appeals are a way for students to challenge decisions made by the university about their academic or non-academic matters. They can only appeal if they think the process or decision was unfair. The student appeal process is not meant to start the whole previous application over again.
Non-Academic appeals
- The decision given to students under Student Code of Conduct
- The decision given to students under Sexual Violence and Misconduct Policy
- The decision made under any other University policy that impacts the student’s non-academic standing
Academic appeals
- The application of Extenuating Withdrawal
- The application of Required to Withdraw Appeal
- The application of Final Grade Appeal Policy
- The decisions given to students under Academic Integrity Policy
- The application of any other any other university policy that impact a student’s academic standing
The deadline for submitting the application for appeal is within twenty-one (21) calendar days of the decision that is being appealed.
The grounds for an appeal determine whether your appeal is valid. Before submitting an appeal, students must have exhausted all other avenues determined in the policy which they are appealing and have a full understanding of the B.109 Student Appeals policy and B.109.1 Student Appeals Procedure including timelines, expectations and confidentiality agreement.
All appeals are limited to the following grounds:
- On the Balance of Probabilities that an injustice or error occurred when the determination of fact was made
- A University policy or procedure was incorrectly applied
- The adjudicating body exceeded its legitimate jurisdiction or authority
- Important evidence was ignored or not reasonably assessed
An application will move forward if it has valid grounds.
Complete all sections of the Student Appeals Application Form (pdf), including Declaration and Consent. Be sure to attach the decision letter you wish to appeal on the application. Your personal statement and supporting documents should be clear and factual.
Please refer to the Application Checklist on the first page of the form for criteria and requirements. Please note, the content written in the body of your email will not be included in your Student Appeal application package.
Supporting documentation and evidence is an important part of your appeal and may include anything you feel is relevant.
Document requirements
- All documents submitted must be named and referred to in your statement.
- Original supporting documentation in English
- Ensure that the documentation includes the date(s)
- Confirm authorization to verify documentation
- Supporting documents are not returned unless requested at the time of submission
Documents may include, but are not limited to:
- Emails, letters, or any form of correspondence regarding the appeal
- Notes from verbal communication, e., a copy of meeting invitation
- Application documents & transcripts, course outline
- Medical and supporting documentation, e., letter from your doctor, counselor, licensed mental health professional, CapU Accessibility Services, death certificate (showing your relationship to the deceased is required), police report, insurance claim, airline itinerary, employment letter, tests, and assignments
Email your application form, personal statement, the decision letter you are appealing and supporting documentation from your my.capilanou.ca email to studentappeals@capilanou.ca with the subject line:
[Student name, Student number] – Student Appeal Application
Note:
- Submit your Student Appeal application package from your CapU email address.
- Content in the body of the email will not be considered part of the Student Appeal Application package.
- Attach the required documents directly to the email; do not share documents via a link.
Who | What | When | Note |
---|---|---|---|
Appellant (student) | Submits appeal | Within 21 calendar days of receipt of the decision made. | |
Appeal processor (Studentappeals@) | Determines completion of the application | If any deficiencies in the application is not provided within the stated timeframe, the application will be dismissed | |
Registrar | Determines if the application has met one of the stated grounds in the Policy | When the criteria are not met and if the appellant has failed to advance any arguments to support their specified grounds for appeal, the application will be dismissed | |
Registrar | Forwards the application to the respondent | Within 5 business days from above | |
Respondent | Responds to the application to the Registrar | Within 10 business days of the receipt of the completed application | Any documents to submit as evidence and any response to the claims |
Registrar | Sends response of the respondent to the appellant | Within 5 business days from above | |
Appellant | Responds to the Registrar | Within 10 business days from above | Submit any materials in response to the respondent |
Registrar | Forms a tribunal | See section 4.9 of the Procedure, section 7 of the policy | |
Registrar | Arranges for the Tribunal members to receive a copy of the appeal file | Select a tribunal chair | |
Tribunal | Meets to make their determination | Within 10 business days of the receipt of the appeal file | |
Tribunal chair | Email the written decision to the Registrar | Within 5 business days of the tribunal’s determination | |
Registrar | Notifies all parties of the decision |
The Student Appeals Tribunal holds final decision-making authority regarding appeals it considers. The findings of the committee represent the final decision of the University.
The Capilano Students' Union's Student Rights Office helps students understand university policies and provides support for issues like academic conflicts, allegations of cheating, extenuating withdrawals, and complaints about instructors.
As an independent non-profit, Student Rights Office staff are not university employees, ensuring you can speak freely about your experiences. We won't advance a complaint without your consent. For assistance, visit the Student Rights Office webpage.