Decision Letter
Submission Number: 10704
Decision Date: August 29, 2023
Associate Dean:
Student Name: Elizabeth Johnson
Student Email: 21emj1@queensu.ca
Dear Elizabeth,
On Tuesday, 22 August, the Board of Studies reviewed your appeal of Associate Dean (Academic) Jenn Stephenson’s decision to deny your petition to waive the Requirement to Withdraw for One Year. Board members present that day were Scott-Morgan Straker (Chair), Karine Bertrand (Faculty member), Devon Lin (Faculty member), and Amaiya Walters (Student representative). You attended a portion of the meeting, along with the Associate Dean (Academic) Jenn Stephenson. Pamela Briand (Arts and Science resource staff) was also present. After you and Dr Stephenson left the meeting, the Board carefully considered the information from the oral statements along with the written submissions contained in your file. The Board voted to uphold the Associate Dean’s decision; as a result, the Requirement to Withdraw for One Year remains in place.
To explain this decision, let me begin by saying that the Board found your statement during Tuesday’s meeting to be both compelling and moving: it is clear to us that you have suffered a sequence of harms that are both traumatic and unfair. Moreover, the Board took note of the steps you have taken in recent months to remedy your situation, and applauds the action you are taking. That said, the Board’s mandate is very specific: it must decide whether, in view of the documentation included with your appeal, the Associate Dean’s decision was reasonable. The documentation you provided amply demonstrates the extenuating circumstances that affected your academic performance. However, the Faculty of Arts and Science Appeal Regulation 3.3.1.8 states, “In cases where the extenuating circumstances are ongoing rather than temporary, the student should also indicate and document how these personal challenges will be managed if the requirement to withdraw is waived. A medical certificate or other official documentation that demonstrates the impact of the extenuating circumstances must be provided with the petition.” The letters you provided from Barb Lotan and Nadia Sawaya Fehr attest your intention to increase your academic and health supports, but do not clearly document that those supports are in place or that you have made enough progress to date to make a strong case that your next term will be different from your previous ones.
The Requirement to Withdraw for One Year is not a punishment: it gives you time to seek resources that will help you to succeed when you return to your studies. You have had a series of unsuccessful terms, and the more such terms you have, the harder it becomes to raise your GPA sufficiently. Continuing your studies at this point would therefore entail a significant risk. The Board urges you to use this year to put in place the supports you need, so that you can make a fresh start when you return.
Finally, the Board notes that Barb Lotan’s letter mentioned the possibility of petitioning for late drops of a number of courses; Associate Dean Stephenson indicated both in her letter dated 8 August 2023 and at Tuesday’s meeting that such petitions may have merit. The Board therefore encourages you to pursue this possibility.
Because this decision affects your progress toward your degree, you are eligible to appeal to the University Student Appeal Board (USAB). Grounds for appeal are listed in Section E of the Student Academic Appeals Policy (SAAP) at https://www.queensu.ca/secretariat/policies/senate/student-academic-appeals-policy and the Rules of Procedure for University Student Appeal Board (USAB) can be found at https://www.queensu.ca/secretariat/policies/senate/student-appeals-rights-discipline-policy/rules-procedure-usab. Appeals to USAB must be submitted within two weeks of this decision. For additional information on USAB, please visit https://www.queensu.ca/ombuds/appeal-process/university-student-appeal-board.
I understand that this decision comes as a disappointment. Nevertheless, on behalf of the Board of Studies I wish you good health and success both in the coming year and beyond.
Sincerely,
Scott-Morgan Straker
Chair, Board of Studies
Decision Date: August 29, 2023
Associate Dean:
Student Name: Elizabeth Johnson
Student Email: 21emj1@queensu.ca
Dear Elizabeth,
On Tuesday, 22 August, the Board of Studies reviewed your appeal of Associate Dean (Academic) Jenn Stephenson’s decision to deny your petition to waive the Requirement to Withdraw for One Year. Board members present that day were Scott-Morgan Straker (Chair), Karine Bertrand (Faculty member), Devon Lin (Faculty member), and Amaiya Walters (Student representative). You attended a portion of the meeting, along with the Associate Dean (Academic) Jenn Stephenson. Pamela Briand (Arts and Science resource staff) was also present. After you and Dr Stephenson left the meeting, the Board carefully considered the information from the oral statements along with the written submissions contained in your file. The Board voted to uphold the Associate Dean’s decision; as a result, the Requirement to Withdraw for One Year remains in place.
To explain this decision, let me begin by saying that the Board found your statement during Tuesday’s meeting to be both compelling and moving: it is clear to us that you have suffered a sequence of harms that are both traumatic and unfair. Moreover, the Board took note of the steps you have taken in recent months to remedy your situation, and applauds the action you are taking. That said, the Board’s mandate is very specific: it must decide whether, in view of the documentation included with your appeal, the Associate Dean’s decision was reasonable. The documentation you provided amply demonstrates the extenuating circumstances that affected your academic performance. However, the Faculty of Arts and Science Appeal Regulation 3.3.1.8 states, “In cases where the extenuating circumstances are ongoing rather than temporary, the student should also indicate and document how these personal challenges will be managed if the requirement to withdraw is waived. A medical certificate or other official documentation that demonstrates the impact of the extenuating circumstances must be provided with the petition.” The letters you provided from Barb Lotan and Nadia Sawaya Fehr attest your intention to increase your academic and health supports, but do not clearly document that those supports are in place or that you have made enough progress to date to make a strong case that your next term will be different from your previous ones.
The Requirement to Withdraw for One Year is not a punishment: it gives you time to seek resources that will help you to succeed when you return to your studies. You have had a series of unsuccessful terms, and the more such terms you have, the harder it becomes to raise your GPA sufficiently. Continuing your studies at this point would therefore entail a significant risk. The Board urges you to use this year to put in place the supports you need, so that you can make a fresh start when you return.
Finally, the Board notes that Barb Lotan’s letter mentioned the possibility of petitioning for late drops of a number of courses; Associate Dean Stephenson indicated both in her letter dated 8 August 2023 and at Tuesday’s meeting that such petitions may have merit. The Board therefore encourages you to pursue this possibility.
Because this decision affects your progress toward your degree, you are eligible to appeal to the University Student Appeal Board (USAB). Grounds for appeal are listed in Section E of the Student Academic Appeals Policy (SAAP) at https://www.queensu.ca/secretariat/policies/senate/student-academic-appeals-policy and the Rules of Procedure for University Student Appeal Board (USAB) can be found at https://www.queensu.ca/secretariat/policies/senate/student-appeals-rights-discipline-policy/rules-procedure-usab. Appeals to USAB must be submitted within two weeks of this decision. For additional information on USAB, please visit https://www.queensu.ca/ombuds/appeal-process/university-student-appeal-board.
I understand that this decision comes as a disappointment. Nevertheless, on behalf of the Board of Studies I wish you good health and success both in the coming year and beyond.
Sincerely,
Scott-Morgan Straker
Chair, Board of Studies
Generated August 29, 2023 at 10:42:58 AM.