Submit an Academic Petition or Appeal

Appeal Letter: Dear Members of the Board of Studies,

I am writing to formally appeal the Associate Dean’s decision regarding Credit Standing for my courses in ECON 232, MATH 281, and STAT 263 during the Winter 2024 term. I am submitting this appeal on the grounds that the decision did not adhere to procedural fairness and was not reasonable, as outlined in Appeal Regulation 3.4. Specifically, the Associate Dean’s decision failed to consider the evidence I provided in a fair and unbiased manner, did not fully account for the unpredictable nature of my circumstances, and lacked clear, logical reasoning to support its conclusion. While I recognize the importance of academic regulations and appreciate the acknowledgment of my father’s health crisis, I firmly believe the decision does not reasonably consider the full extent of my circumstances. It fails to provide adequate justification for the denial, as the decision was not based on a fair evaluation of the facts, nor does it align with the principles of procedural fairness.

Unpredictable Nature of My Father’s Health and Its Impact on My Mental Health
In December 2023, when the doctors informed me that my father would need an additional three months to recover, I still held hope that I could return to my studies once his health improved. Over the course of Winter 2024, however, I found it difficult to manage both my academic work and my mental well-being.
Looking back, anyone can suggest that I should have taken a different course of action or perhaps even taken the term off school. Some might argue that I should have known the toll my father’s illness would take on me. However, the truth is that I did not have the ability to foresee the future. When we received the news of his extended recovery period, he was, in fact, doing better than he had been before, which gave me the confidence to return to school. I did not—and will never—have the ability to predict the future, including how my father’s condition would change or how I would be personally impacted by his illness.

To suggest that I should have acted preemptively based on an unforeseeable future, under conditions that were completely unpredictable, is unreasonable. My father’s health was unpredictable, and my mental health response to his condition was even more so. In the moment, I could not have known the extent of the emotional toll his illness would take on me, and it was impossible for me to anticipate how that would impact my academic performance. Additionally, my bus tickets and trips were unpredictable, as I visited home because I was trying to manage my mental state and support my father. I would appreciate clarification on the suggestion that I was “aware of the severity of your family member’s health issue,” or that I had prior knowledge of how often I would need to visit my father, as mentioned by the Associate Dean. Given the unpredictable nature of the situation, I struggled to anticipate these factors. If anything, this reflects my desperate attempts to calm myself and manage the situation as best as I could. I organized my documents to streamline the petition process, not as an indication that I had prior knowledge of what would unfold.

Recovery and Perseverance Despite Circumstances
As my father’s condition improved, I regained confidence that I could return to being a student and complete my academics, as any student hopes to do. My perseverance allowed me to finish my courses despite the immense challenges I faced. However, my father’s illness and recovery from cancer still impacted my grades, which did not fully reflect my abilities.
Expecting students to anticipate unforeseen circumstances and withdraw from courses in advance of a crisis contradicts the very spirit of extenuating circumstances policies. I did not foresee the severity of the situation, and it would have been impossible for me to make such a decision before the full impact was felt.

Improved Performance + Supporting Documents
As my father’s condition stabilized and I worked to adjust to my circumstances, I was able to make significant improvements in my academic performance during the Winter 2024 term. While I had initially struggled, I proactively sought out the necessary support and made efforts to catch up on my coursework. I am now able to provide documentation showing that my grades improved as the term progressed, despite the ongoing challenges I faced.
These documents highlight my commitment to overcoming the personal and academic difficulties brought on by my father's illness and recovery. I believe this further supports my case, as it demonstrates that my struggles were temporary and linked to external circumstances, not a lack of effort or capability.

The Decision Lacked Adequate Reasons
A reasonable decision should not only be based on facts but should also clearly explain why those facts do or do not support the outcome. In this case, the response to my petition:
Did not sufficiently explain why my extenuating circumstances did not meet the criteria for Credit Standing.
Did not acknowledge my proactive efforts to manage my academic situation, such as seeking Academic Consideration and communicating with my professors.
Did not address how the situation developed, such as my improved performance in Winter 2024, which directly supports my case that my struggles were temporary and tied to external factors.
According to Queen’s University’s own regulation on Credit Standing (Academic Regulation 10.3.2), this designation is reserved for students who have completed all coursework and earned a passing grade, but due to illness or extenuating circumstances beyond their control, received a substantially lower grade than expected. My case aligns exactly with this definition—I completed all course requirements, passed my classes, and my performance was significantly impacted by circumstances outside of my control. Given this, I respectfully submit that Credit Standing is the appropriate and fair outcome for my situation.

Unforeseeable Challenges and the Infeasibility of Predicting Impact Before the Drop Deadline
While I understand the importance of adhering to deadlines, the suggestion that it is the student’s responsibility to evaluate the impact of extenuating circumstances prior to the drop deadline overlooks the complexity and unpredictability of real-life situations. In my case, the severity of my father’s health crisis and my emotional response were not foreseeable, nor was I in a position to clearly evaluate how this would affect my academic performance at that time.
When the drop deadline approached, I was still hopeful that my situation would improve, especially as my father’s recovery showed signs of progress. However, the emotional toll and stress I experienced turned out to be far greater than anticipated, and I lacked the clarity to assess the full impact on my academic performance. It is unreasonable to expect a student to predict the future, especially when facing such a personal and unpredictable crisis. I had no way of knowing how my father would feel from one day to the next. Some days he could eat regularly, while on others, even breathing was painful. The complexity of his situation, coupled with his recovery from a very rare cancer, made it nearly impossible to predict what each day would bring.

The nature of extenuating circumstances is that they often come with unforeseen challenges. The drop deadlines, while important for general fairness, should not override the need for compassion and understanding in situations where the student has been unable to foresee the full scope of their difficulties. My failure to drop the courses before the deadline was not due to negligence or lack of responsibility but due to the emotional turmoil and the unpredictable nature of the situation.

Request for Reconsideration
I am not asking for special treatment—I am asking for fairness. I followed the proper channels, provided all necessary evidence, and demonstrated that my struggles were due to significant, uncontrollable circumstances. The Associate Dean’s decision did not properly weigh the evidence, did not account for the unpredictability of my situation, and did not provide a clear or reasonable explanation for the denial.
I respectfully request that the Board of Studies reconsider my petition and grant Credit Standing for my affected courses. Doing so would not only be a fair outcome but also a compassionate acknowledgment of the real-life struggles that students sometimes face.

Thank you for your time and consideration. I am happy to provide any additional documentation if needed.

Sincerely,
Rina Dong