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.

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.

To begin the formal stage, the Capilano University student must deliver a completed Final Grade Appeal application and all required supporting documents to the Office of the Vice-President Academic and Provost. A student who plans to submit a formal grade appeal is requested to first meet with their course professor/instructor in accordance with the informal stage identified in the Final Grade Appeal procedure.

  1. 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).
  2. The Office of the Vice-President Academic and Provost will review the application for completeness and appropriateness. If is review is satisfactory, the appeal application will be forwarded to the appropriate
  3. 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
  4. 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, pay the applicable fee and return this form along with proof of payment from the Cashier’s Office to the dean; and, deliver any additional material required by the dean to the Dean's Office.
  5. The student may access the for more details.
  6. 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 Policy B.109 and related Procedure B.109.1)

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 application 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:

Vice President Academic and Provost
Arbutus Building Room 120
2055 Purcell Way
North Vancouver, B.C.
V7J 3H5

A complete application is typically processed in five (5) business days.

An incomplete application will not be processed.

Submission of an Application is not guarantee 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.

For more information, please review Section 4.4 (Final Grade Appeal) of the Policy S2018-01.

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

When a student wishes to appeal a decision based on academic determination(s) or nonacademic determination(s).

Non-Academic appeals

  • Sexual Misconduct
  • Student Code of Conduct

Academic appeals

  • Admission / Readmission
  • Extenuating Circumstances Withdrawal
  • Final Grade Appeal
  • Student Academic Integrity Policy

The grounds for an appeal determine whether or not 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 Student Appeals Policy (pdf) and Student Appeals Procedure (pdf) including timelines, expectations, and confidentiality agreement.

All appeals are limited to the following grounds:

  • On the balance of probabilities, that injustice or error occurred when the determination of fact was made
  • A policy was incorrectly applied
  • The adjudicating body exceeded its legitimate jurisdiction or authority
  • Important evidence was ignored

For an appeal application to be reviewed by the Student Appeals Committee, you must submit the Student Appeals Application Form (pdf).

Complete all sections of the Student Appeals Application Form (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.

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 and supporting documentation from your my.capilanou.ca email to studentappeals@capilanou.ca with the subject line:

[Student name, Student number] – Student Appeal Application

Mail or deliver your application and supporting documentation to:

ATTN of the Registrar

Registrar's Office
Birch Building, Room 230
2055 Purcell Way
North Vancouver, BC
V7J 3H5

WhoWhatWhen
Appellant (student) Submits appeal Within 21 calendar days from the time notice was given
Registrar Reviews application Within 5 business days of receiving an appeal
Registrar Requests more information Applicant provides missing information within the stated time frame
Registrar Application denied The application is dismissed when the criteria are not met, or the requested information is not provided within the stated time frame
Registrar Application accepted The application moves forward to the respondent within 5 business days of determining a complete appeal application
Respondent Responds to appellants' case Within 10 business days
Registrar Sends response to appellant Within 5 business days
Appellant Must respond to the Registrar Within 10 business days
Registrar Sends complete application package and the composition of the Tribunal to all parties Within 5 business days
Tribunal Tribunal members review package Within 5 business days
Tribunal Requests more information Registrar evaluates the request and states a time frame for submission of information
Other New evidence Parties have an opportunity to respond to new evidence within a stated time frame
Tribunal Chair of the Tribunal notifies Registrar of decision Within 5 business days
Registrar Notifies all parties of the decision Within 5 business days

The Student Appeals Committee holds final decision-making authority regarding appeals it considers. The findings of the committee represent the final decision of the University.

If you need help preparing to file an appeal, you can request support from the Capilano Students' Union. These support services include templates for personal statements, reviewing and providing feedback on your appeal application package before you submit it to the university.

Note that the Capilano Students' Union does not provide legal advice. To request support, visit the advocacy services page on the Capilano Students' Union website for more information.

Extenuating Circumstance Withdrawal

Extenuating circumstances are defined as unusual circumstances beyond the student's control which are unpreventable and unpredictable, which makes it impossible for a student to complete coursework and affects academic performance.

The circumstances can be medical, psychological, accidental or hardship and other personal challenges that arise during the registered term. Conditions or situations of which there was pre-existing knowledge are not typically considered.

An extenuating circumstances withdrawal from courses is a withdrawal after the end of the Add/drop period. If an application for an extenuating withdrawal is granted after the withdrawal period, the grade on the student records will be noted on as a “WE.”

An application for an extenuating withdrawal prior to the withdrawal period will be noted on a student recorded as a "W" and not a "WE." Requests to reverse a student record are not accepted.

Applications for an extenuating circumstances withdrawal must be submitted within 12 months after the beginning of the requested term.

Any request received after this deadline may not be considered. If extenuating circumstances prevent the student from submitting a request within this timeline, a rationale must be made for considering the request after the deadline.

Complete all sections of the Extenuating Withdrawal Application (pdf) form, including Declaration and Consent. Your 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. Depending on the request, Part D – Professional Assessment may be required and verified by a university official.

Email your application from your my.capilanou.ca email to extenuatingwithdrawal@capilanou.ca with the subject line: [Student name, Student number] - the Extenuating Circumstances Withdrawal

Mail your application to the attention of:

Capilano University Registrar’s Office
Birch Building room BR230
2055 Purcell Way
North Vancouver, B.C. 
V7J 3H5

An incomplete application will not be processed. A complete application is typically processed in approximately four weeks.

If able, students should continue to attend classes and complete course requirements while their application is being reviewed.

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. Please allow an additional week after notification of the decision for the changes to appear on your record. Your transcript will show a “WE” in the grade section of the course.

If you are completely withdrawing from a term, you will need to re-apply to Capilano University for your next term. See the specific program page for application and document deadlines.

If an application is not approved

If your application is not approved, you can appeal a decision under Student Appeals Policy (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.

If your application is approved, refund eligibility will be determined by the effective date of your withdrawal, in accordance with Capilano University’s tuition refund policy.

When reviewing your application, the Associate Registrar will determine the effective date of your withdrawal based on the extenuating circumstances outlined in your personal statement.

Required to Withdraw

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 removed from your courses and program of study for a minimum of one major term (Fall or Spring). If you have registered for a subsequent term, you will be deregistered from that subsequent term and will be refunded fees in full.

Please refer to the Academic Standing Policy (pdf) for more information on academic standing.

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 Circumstance Withdrawal section on this page for information on eligibility and how to apply.

If the situations leading to your status do not meet the criteria listed above and you would like to return to the university to undertake preparatory or upgrading courses, you may be eligible to appeal your Required to Withdraw status.

Applications must be submitted prior to the start of the term you would like to return to. Any requests received after this deadline may not be considered.

Complete all sections of the Required to Withdraw Appeal form (pdf), including answering all required questions in detail.

Email your application from your my.capilanou.ca email to records@capilanou.ca with the subject line: [Student name, Student number] – Required to Withdraw Appeal

Mail your application to the attention of:

Capilano University Registrar’s Office
Birch Building room BR230
2055 Purcell Way
North Vancouver, B.C.
V7J 3H5

An incomplete application will not be processed. A complete application is typically processed in approximately in two to four weeks.

Note: Submission of an Application is not guarantee it will be approved.

A decision letter will be emailed to your my.capilanou.ca email account, detailing the outcome of your appeal.

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