Manage Appeals
Petition Type: New
ID: 13358
Submitted: June 21, 2025 at 3:35:22 PM
First Name: Jia Jia
Last Name: Cui
Pronoun: She
Preferred Name: Heidi
Student Number: 20177032
Email: 19jjc@queensu.ca
Degree Program: B.Mus/B.Ed
Plan: Concurrent Education
Level of Study: 4
Petition Categories
Petition Categories: Request to take more than 6.0 units of courses on a letter of permission through another institution
Level 1 Status
Status: Partial GrantLevel 2
Appeal Type: Level 2
ID: 342
Submitted: September 4, 2025 at 12:29:38 PM
Relevant Petition: 13358
Decision(s) Being Appealed: Request to take more than 6.0 units of courses on a letter of permission through another institution
Appeal Grounds
Appeals to the Board of Studies must include a letter based on one or more of the Grounds for Appeal (Appeal Regulation 3.4). What are the grounds you are basing your appeal on?
- The Associate Dean's decision did not follow the rules of procedural fairness. A breach of procedural fairness includes such things as the Associate Dean failed to:
- Follow the university rules and regulations in a way that supported your right to a fair process.
- Make a reasonable decision in your appeal. A “reasonable” decision is one that is based on evidence, thought out and supported by facts and logical inferences from the facts. To be reasonable, the decision must contain adequate reasons for the conclusions.
Appeal Grounds Details: I appreciate that my petition was partially granted (approval to take 19.5 units of MUSC Specialization courses elsewhere via LOP due to extenuating circumstances). I am now appealing the denial of my remaining elective courses, specifically requesting approval for up to 9.0 units (3 courses) instead of the original 6.0. This would allow me to register in a balanced 5-course load per semester (15.0 units each term), which is essential both for academic continuity and for meeting the Faculty of Education’s GPA thresholds for my second teaching subject.
A. The decision was not reasonable because it rests on incomplete evidence.
The denial concluded that I could take my electives online through Arts and Science Online (ASO) at Queen’s. However, this does not reflect the actual program and course requirements I face:
To qualify for Intermediate/Senior entry, I must achieve at least a B- average (2.7 GPA) across 24.0 units of Visual Arts teaching-subject courses. Only the top 24.0 units (eight courses) count, and no more than one full-year 100-level course can be included.
My current GPA in Visual Arts is approximately 2.0, meaning I must strategically select upper-year (200-level and above) Visual Arts courses to raise the average.
ASO does not offer sufficient upper-year Visual Arts courses online. Its catalogue contains ARTF 101, ARTH 120, and ARTH 350 — none of which fill the requirement for multiple 200-level art courses (Also, I have already taken these courses offered in this year). Without access to upper-year electives at another institution closer to home, I cannot meet the Faculty of Education’s requirement.
Therefore, the assumption that I can take my electives at Queen’s online is factually incomplete and does not reasonably support the denial.
B. The decision did not apply regulations fairly.
Regulation 1.7.1.7 allows exceptions when courses at another institution are necessary due to extenuating circumstances or represent an exceptional academic opportunity not available at Queen’s.
My extenuating circumstances (mental health and need to live at home) have already been accepted, as shown by the 19.5 units approved.
The lack of suitable upper-year Visual Arts courses at Queen’s online constitutes precisely the kind of academic necessity envisioned in 1.7.1.7.
By failing to consider this lack of course availability, the decision did not fairly apply the regulation to my circumstances.
C. Academic necessity of a full-year (5-course per term) load.
Approving only 19.5 units (plus a capped 6.0) leaves me with an unbalanced academic year (e.g., 4 courses one term, 5 courses the other). This risks both my progress toward graduation and my ability to raise my GPA in time for the Faculty of Education’s deadlines. Granting an additional 9.0 units (three courses) would allow me to take a full 5 courses per term, maintaining normal degree pacing and enabling me to strategically select Visual Arts electives that meet my GPA requirements.
D. Compliance with transfer-credit rules.
I recognize the Faculty’s caps on transfer credits (maximum 57.0 units overall and no more than one-half less 6.0 units toward the specialization). My request for an additional 9.0 units remains fully within these limits. I will also ensure each course receives formal pre-approval via LOP before enrolment.
I respectfully request that the Board of Studies:
Set aside the denial of my elective transfer request, and
Permit me to complete up to 9.0 additional units (3 courses) of eligible upper-year Visual Arts courses at an accredited Canadian institution (online or near home), in addition to the already approved 19.5 units of MUSC Specialization courses.
This adjustment would allow me to carry a standard 5-course load per term while addressing both my mental-health extenuating circumstances and the academic necessity of raising my Visual Arts GPA to 2.7 in order to qualify for entry into the 5th-year Concurrent Education program.
A. The decision was not reasonable because it rests on incomplete evidence.
The denial concluded that I could take my electives online through Arts and Science Online (ASO) at Queen’s. However, this does not reflect the actual program and course requirements I face:
To qualify for Intermediate/Senior entry, I must achieve at least a B- average (2.7 GPA) across 24.0 units of Visual Arts teaching-subject courses. Only the top 24.0 units (eight courses) count, and no more than one full-year 100-level course can be included.
My current GPA in Visual Arts is approximately 2.0, meaning I must strategically select upper-year (200-level and above) Visual Arts courses to raise the average.
ASO does not offer sufficient upper-year Visual Arts courses online. Its catalogue contains ARTF 101, ARTH 120, and ARTH 350 — none of which fill the requirement for multiple 200-level art courses (Also, I have already taken these courses offered in this year). Without access to upper-year electives at another institution closer to home, I cannot meet the Faculty of Education’s requirement.
Therefore, the assumption that I can take my electives at Queen’s online is factually incomplete and does not reasonably support the denial.
B. The decision did not apply regulations fairly.
Regulation 1.7.1.7 allows exceptions when courses at another institution are necessary due to extenuating circumstances or represent an exceptional academic opportunity not available at Queen’s.
My extenuating circumstances (mental health and need to live at home) have already been accepted, as shown by the 19.5 units approved.
The lack of suitable upper-year Visual Arts courses at Queen’s online constitutes precisely the kind of academic necessity envisioned in 1.7.1.7.
By failing to consider this lack of course availability, the decision did not fairly apply the regulation to my circumstances.
C. Academic necessity of a full-year (5-course per term) load.
Approving only 19.5 units (plus a capped 6.0) leaves me with an unbalanced academic year (e.g., 4 courses one term, 5 courses the other). This risks both my progress toward graduation and my ability to raise my GPA in time for the Faculty of Education’s deadlines. Granting an additional 9.0 units (three courses) would allow me to take a full 5 courses per term, maintaining normal degree pacing and enabling me to strategically select Visual Arts electives that meet my GPA requirements.
D. Compliance with transfer-credit rules.
I recognize the Faculty’s caps on transfer credits (maximum 57.0 units overall and no more than one-half less 6.0 units toward the specialization). My request for an additional 9.0 units remains fully within these limits. I will also ensure each course receives formal pre-approval via LOP before enrolment.
I respectfully request that the Board of Studies:
Set aside the denial of my elective transfer request, and
Permit me to complete up to 9.0 additional units (3 courses) of eligible upper-year Visual Arts courses at an accredited Canadian institution (online or near home), in addition to the already approved 19.5 units of MUSC Specialization courses.
This adjustment would allow me to carry a standard 5-course load per term while addressing both my mental-health extenuating circumstances and the academic necessity of raising my Visual Arts GPA to 2.7 in order to qualify for entry into the 5th-year Concurrent Education program.
Appeal Letter
Appeal Letter: Appeal to the Board of Studies
Queen’s University
Faculty of Arts and Science
Dear Members of the Board of Studies,
I am writing to respectfully appeal the Associate Dean’s decision to deny the final portion of my petition to take additional courses through a Letter of Permission (LOP). While I am deeply appreciative that 19.5 units of my MUSC Specialization courses have been approved for transfer on compassionate grounds, I must request reconsideration of the denial of my elective credits. Specifically, I seek permission to take up to 9.0 additional units (three courses) at another accredited Canadian university. Without this approval, I would not be able to transfer the necessary courses I need back to Queen’s University, leaving me unable to fully meet my degree requirements and progress into the fifth year of the Concurrent Education program.
The Associate Dean’s letter explained that my petition for elective courses was denied because it did not demonstrate extenuating circumstances preventing me from enrolling in electives through Arts and Science Online (ASO). I respect the reasoning provided; however, I believe this decision is not reasonable when considered against the actual program requirements of my degree and the documented limitations of ASO’s course offerings.
To qualify for Intermediate/Senior (I/S) entry in the Faculty of Education, I must achieve a minimum B- average (2.7 GPA) across 24.0 units in my second teaching subject, Visual Arts. At present, my Visual Arts GPA is approximately 2.0, and I urgently need to improve it to meet the required threshold. The Faculty of Education’s rules stipulate that only one first-year full-year course may count toward the 24.0 units; the remainder must be drawn from upper-year (200-level and above, ideally 300-level) courses. It is therefore not sufficient for me to take “any electives.” I must specifically enroll in Visual Arts–eligible courses at the upper-year level in order to raise my GPA to the required standard.
Unfortunately, the Associate Dean’s decision rests on the assumption that these courses can be completed through ASO. This is not accurate. A review of the ASO catalogue shows that its Visual Arts offerings are limited to ARTF 101, ARTH 120, and ARTH 350. I have already completed both ARTF 101 and ARTH 120, which means the only remaining option is ARTH 350 — a single course that cannot, by itself, fulfill the requirements I face. Without additional upper-year Visual Arts courses from another institution, I cannot transfer sufficient credits to Queen’s to raise my GPA or complete the 24.0-unit requirement. In other words, without approval for these additional 9.0 units, it will be impossible for me to fulfill my degree requirements and remain eligible for fifth-year entry into Concurrent Education.
Regulation 1.7.1.7 makes clear that petitions to exceed the 6.0-unit maximum may be granted when courses elsewhere are necessary due to extenuating circumstances or when they represent an academic opportunity not otherwise available at Queen’s. My circumstances satisfy both conditions. The extenuating circumstances related to my mental health, which require me to remain living at home, were already accepted in the partial granting of 19.5 units. The lack of appropriate upper-year Visual Arts electives at Queen’s online creates a further academic necessity: without access to external courses, I cannot complete the requirements of my program.
Furthermore, my request for 9.0 units is not to create an advantage, but to ensure I can carry a full academic load that aligns with degree pacing and program completion. Without this approval, my program requirements remain unfulfilled, and my path to graduation and teacher certification is jeopardized.
I also wish to emphasize that I am mindful of the Faculty’s transfer-credit regulations. My request remains within the maximum allowable 57.0 transfer units and does not exceed the “one-half less 6.0 units” rule for Specialization plans. I am fully committed to ensuring all courses receive prior LOP approval and are carefully chosen to meet both Arts and Science and Education requirements.
In summary, I respectfully submit that the denial of my elective request did not reasonably account for:
1. The Faculty of Education’s requirement that I achieve a 2.7 GPA across 24.0 Visual Arts units, with restrictions on first-year credits.
2. The fact that ASO does not offer sufficient Visual Arts electives — particularly since I have already completed ARTF 101 and ARTH 120, leaving only ARTH 350 as an option.
3. The reality that without approval for an extra 9.0 units, I cannot transfer the courses needed to Queen’s, leaving my degree requirements unfulfilled and my eligibility for fifth-year Concurrent Education at risk.
For these reasons, I respectfully request that the Board of Studies overturn the Associate Dean’s decision in part and permit me to complete up to 9.0 additional units (three courses) of upper-year Visual Arts–eligible courses at another accredited Canadian university during the 2025–2026 academic year, in addition to the 19.5 units already approved. This remedy would allow me to meet all degree requirements and ensure timely progression within both the Faculty of Arts and Science and the Faculty of Education, while remaining fully compliant with transfer-credit regulations.
Thank you for considering my appeal. I remain committed to my studies at Queen’s and to following all required procedures for LOP approval. I am grateful for the time, care, and fairness you will bring to this review.
Sincerely,
Heidi Cui
Queen’s University
Faculty of Arts and Science
Dear Members of the Board of Studies,
I am writing to respectfully appeal the Associate Dean’s decision to deny the final portion of my petition to take additional courses through a Letter of Permission (LOP). While I am deeply appreciative that 19.5 units of my MUSC Specialization courses have been approved for transfer on compassionate grounds, I must request reconsideration of the denial of my elective credits. Specifically, I seek permission to take up to 9.0 additional units (three courses) at another accredited Canadian university. Without this approval, I would not be able to transfer the necessary courses I need back to Queen’s University, leaving me unable to fully meet my degree requirements and progress into the fifth year of the Concurrent Education program.
The Associate Dean’s letter explained that my petition for elective courses was denied because it did not demonstrate extenuating circumstances preventing me from enrolling in electives through Arts and Science Online (ASO). I respect the reasoning provided; however, I believe this decision is not reasonable when considered against the actual program requirements of my degree and the documented limitations of ASO’s course offerings.
To qualify for Intermediate/Senior (I/S) entry in the Faculty of Education, I must achieve a minimum B- average (2.7 GPA) across 24.0 units in my second teaching subject, Visual Arts. At present, my Visual Arts GPA is approximately 2.0, and I urgently need to improve it to meet the required threshold. The Faculty of Education’s rules stipulate that only one first-year full-year course may count toward the 24.0 units; the remainder must be drawn from upper-year (200-level and above, ideally 300-level) courses. It is therefore not sufficient for me to take “any electives.” I must specifically enroll in Visual Arts–eligible courses at the upper-year level in order to raise my GPA to the required standard.
Unfortunately, the Associate Dean’s decision rests on the assumption that these courses can be completed through ASO. This is not accurate. A review of the ASO catalogue shows that its Visual Arts offerings are limited to ARTF 101, ARTH 120, and ARTH 350. I have already completed both ARTF 101 and ARTH 120, which means the only remaining option is ARTH 350 — a single course that cannot, by itself, fulfill the requirements I face. Without additional upper-year Visual Arts courses from another institution, I cannot transfer sufficient credits to Queen’s to raise my GPA or complete the 24.0-unit requirement. In other words, without approval for these additional 9.0 units, it will be impossible for me to fulfill my degree requirements and remain eligible for fifth-year entry into Concurrent Education.
Regulation 1.7.1.7 makes clear that petitions to exceed the 6.0-unit maximum may be granted when courses elsewhere are necessary due to extenuating circumstances or when they represent an academic opportunity not otherwise available at Queen’s. My circumstances satisfy both conditions. The extenuating circumstances related to my mental health, which require me to remain living at home, were already accepted in the partial granting of 19.5 units. The lack of appropriate upper-year Visual Arts electives at Queen’s online creates a further academic necessity: without access to external courses, I cannot complete the requirements of my program.
Furthermore, my request for 9.0 units is not to create an advantage, but to ensure I can carry a full academic load that aligns with degree pacing and program completion. Without this approval, my program requirements remain unfulfilled, and my path to graduation and teacher certification is jeopardized.
I also wish to emphasize that I am mindful of the Faculty’s transfer-credit regulations. My request remains within the maximum allowable 57.0 transfer units and does not exceed the “one-half less 6.0 units” rule for Specialization plans. I am fully committed to ensuring all courses receive prior LOP approval and are carefully chosen to meet both Arts and Science and Education requirements.
In summary, I respectfully submit that the denial of my elective request did not reasonably account for:
1. The Faculty of Education’s requirement that I achieve a 2.7 GPA across 24.0 Visual Arts units, with restrictions on first-year credits.
2. The fact that ASO does not offer sufficient Visual Arts electives — particularly since I have already completed ARTF 101 and ARTH 120, leaving only ARTH 350 as an option.
3. The reality that without approval for an extra 9.0 units, I cannot transfer the courses needed to Queen’s, leaving my degree requirements unfulfilled and my eligibility for fifth-year Concurrent Education at risk.
For these reasons, I respectfully request that the Board of Studies overturn the Associate Dean’s decision in part and permit me to complete up to 9.0 additional units (three courses) of upper-year Visual Arts–eligible courses at another accredited Canadian university during the 2025–2026 academic year, in addition to the 19.5 units already approved. This remedy would allow me to meet all degree requirements and ensure timely progression within both the Faculty of Arts and Science and the Faculty of Education, while remaining fully compliant with transfer-credit regulations.
Thank you for considering my appeal. I remain committed to my studies at Queen’s and to following all required procedures for LOP approval. I am grateful for the time, care, and fairness you will bring to this review.
Sincerely,
Heidi Cui