Submit an Academic Petition or Appeal

Petition Letter: I am appealing to wave one term deadline to submit an appeal for a Credit Standing in PHYS117 (Winter 2020 term, disrupted by COVID) graded C+, as it was the only course that changed the grading scheme retroactively at the end, and was significantly impacted by the COVID-19 crisis.

Due to extenuating circumstances of personal and global nature beyond my control explained and supported with documents (attached) below, I was not able to meet the one term appeal deadline for Credit Standing, and to use the Pass/Fail option (even though Pass and Credit notations are not the same in this situation, as explained below). I also hope, as the option to switch to the Pass/Fail grade for the Winter 2020 courses was closed only in June, it is somewhat reasonable to ask in this unusual situation for the one term appeal deadline to be slightly extended for me, as is the case with the IN grades when one additional term is added for the appeal.

While I am explaining my medical and family situation below, I would like to start with pointing out that my attempts to communicate with the course instructor in regards to regrading my final grade and the retroactively changed grading scheme, contributed to me missing the Pass/Fail deadline and ultimately the one term deadline. Contacting the instructor first is a recommendation in the Arts and Science appeal policy. While switching to Pass didn't require such communication, the grade itself is an important factor in deciding to switch to Pass, as underlined by the Arts and Science guidance posted on the portal.

In particular, on May 19, after the letter grades were posted, I sent an email to the instructor asking her to look at a possibility to apply the original grading scheme to my course work or to take another look at my course deliverables. As I didn't receive a response, I assumed first that this is due to the COVID related disruption or to the summer break and I just need to wait a little longer. The response has never came.

Moreover, switching to Pass is not the same as switching to Credit Standing. The statement on the Queen's Provost and Vice Principle office website still states that Students will be able to request Pass/Fail grades for Winter Term 2020 and the Winter half of Fall-Winter 2019-20 classes. My understanding of this statement at that time was that the reference to the Winter half means that only 3.0 units will be changed to Pass, which wouldn't work in my case, as the grading scheme for PHYS117 was changed retroactively for the entire Fall-Winter course, which weighted 6.0 units. I've later learned that it is not how the Pass/Fail grading worked, but the time was already lost.

For a first-year student, making a decision to switch the course grade, especially for a core course that is a prerequisite for many programs, to Credit or Pass is much more complex than for upper-years students for the following reason. As the faculty of Arts and Science correctly explains on its website, multiple factors associated with the future majors, specialisations, professional or graduate programs need to be considered. While upper year students have better ideas on their future education options, and therefore are better able to estimate the impact of the Credit or Pass notation in their transcript, the first year students don't. Moreover, the professional and graduate programs at that time were not clearly outlining their policies on acceptance of the Pass/Fail and Credit/No Credit courses. In addition, very importantly, it was not clear in the beginning how exactly the Pass notation will be described in Queens Transcript Legend in the COVID context (this info is now available).

Following the guidelines posted on the Arts and Science website, I was attempting to contact the graduate and professional programs to clarify their position on Pass or Credit but their accessibility was reduced greatly earlier in the crisis and during summer. Losing the support of my student peer group from Queens as a result of the campus closer at that time also negatively impacted me. As a result of these circumstances, exacerbated by my health, family situation, as explained below, and the need to adapt for the new way we study during pandemic, I was not able to meet the deadline for electing the Pass notation for the course in question and later the one term deadline.

Due to the disruptions to our Winter 2020 academic term in April, changing the grading scheme in PHYS117 retroactively, the COVID crisis and the need to adapt to the new way of studying by making multiple arrangements, while the term was in progress, the medical condition for which I had been continuously registered with Queen's Student Accessibility Services (QSAS), and was receiving medical attention before, worsened. They were seriously exacerbated by the facts that as I was immediately starting my Summer term at Queen's online, had to start my employment in a grocery shop as a front-line cashier directly dealing with the public in the new uncertain environment, getting sick myself with the symptoms that appeared as COVID, not being able to have COVID test as the tests were scarce earlier in the pandemic and then apparently infecting my mother. As my mother got sick, my father who was working abroad was not able to come home to care for her due to the lockdown and border and travel restrictions. During that time my sister who lives with me also got infected, diagnosed with COVID and required assistance.

I am attaching the proof of my continuous disability registration with QSAS over the previous multiple semesters, as well as the letter from the doctor explaining my condition, which seriously worsened during the Summer and Fall terms.

Through the Summer and Fall terms, I was following guidance from my doctor and attending Psychotherapy sessions prescribed by him, so I can deal with this condition and challenges presented by the situation and still concentrate on my academic objectives. This allowed me to be placed on the Arts and Science Dean's Honour List. These therapy sessions were helping, but also required time, effort and focus. This situation contributed into me missing the one term deadline for appeal. I am attaching a statements from my health insurance reflecting these Psychotherapy sessions.

In addition, in the beginning of the Winter 2020 semester I sustained a neck injury and was required to undergo therapy to manage the symptoms and be able to concentrate on my study. This treatment lasted through the Winter, Summer and Fall. The symptoms and the required treatment also contributed into me missing the one term deadline. I am attaching the note from the doctor from January 2020 stating the nature of the medical problem and the prescribed therapy, as well as a statement from my health insurance reflecting some of the physiotherapy sessions I've undertaken to manage pain during the period in question. I can provide more detailed evidence if required.

In June 2020 I visited a doctor due to the ongoing headaches I developed around that time and was prescribed treatment. If required, I can provide documentary evidence outlining the medical condition and the treatment I was prescribed to manage the symptoms. This situation further contributed into me missing the June 10 Pass/Fail deadline and the one term deadline. My focus on the online Summer term, the process of the Major selection which included communications with the departments, and the need to improve my academic standing after receiving C+ on Physics, in the midst of the COVID crisis, were also factors in missing the Pass/Fail and the one term deadlines.

At the end of the Fall term, I experienced another potential COVID exposure at work and went into isolation again. This time my COVID test came back negative, perhaps due to the prior exposure, but I still had to deal with this situation, as it required adaptation and attention. My greatest concern at that time was a real possibility of exposing my grandparents to COVID.

As a first year student who never used the appeal avenue before, it took time for me to understand how the appeal works, even what questions I need to ask my academic adviser and what supporting documents I need to collect. This further delayed my appeal. The fact that the Fall term was one of my most difficult one due to taking the Organic Chemistry course has also contributed into some delay with the appeal.

I understand why the deadline for appeal for Credit Standing exists and why it needs to be made as soon as possible. As my grade for the course in question is already in the transcript (it's C+), I hope assessing my request to switch my grade to Credit will not be too complex and will not require looking at small details.

This is the only course I am requesting Credit Standing for, as this was my only course that changed the grading scheme retroactively which affected my grade. I've made every effort to obtain letter grades for all my courses and didn't request Pass/Fail credit for any of them.
As I am adapting to the unprecedented changes due to the COVID disruptions that profoundly affected many people, including me between April and December, and receiving professional help, I am progressing with my studies rather well, which my grades, including the Fall 2020 grades, demonstrate. I am confident I will not miss another deadline in the future.

Thank you in advance for accommodating me with my appeal.