Policies & Procedures on Suspension, Probation and Withdrawn Standing Academic Support Services Appealing a grade o

1. UNIVERSITY 201 • Policies & Procedures on Suspension, Probation and Withdrawn Standing • Academic Support Services • Appealing a grade or academic standing • Role of the Ombudsperson

2. Section 1: Policies & Procedures on Suspension, Probation and Withdrawn Standing

3. Background • Ryerson takes pride in its high academic standards. Therefore, it is required that all students will maintain a certain minimum level of academic achievement, e.g. CGPA of 2.0 in order to graduate. • All universities and colleges have promotion policies that describe what your academic standing is as you progress through your program. • These academic standings are designed to provide feedback on a student’s progress towards graduation requirements. • You get an academic standing at the end of each term.

4. Background(cont.) Ryerson’s objective: • Students’ successful completion of program requirements and graduation. • Ryerson’s policies identify when you are having difficulty academically and provide constructive ways to deal with these issues.

5. Things to Consider • It’s hard to recognize at the time but suspension or probation is not “the end of the world”. • Some students attain a Clear standing after changing their study habits • Some students are reinstated into their original program and many succeed in graduating from that program. • Other students pursue another program more suited to their interests and abilities.

6. Students on Suspension • Students are normally suspended: • The student’s cumulative GPA falls below 1.00, or • The student receives 3 or more failed grades in the same term, or • The student fails to meet the terms of an agreed upon probationary contract. • Students are responsible for understanding the academic variations and any specific pre-requisite requirements within their own departments. - (e.g. Urban and Regional Planning, Nursing)

7. Suspension(cont.) • If you are suspended, normally: • You maynotcontinue in your program at this time, AND • You may not apply to continue in your original program until your period of suspension has ended, AND • You may only accumulate credit towards that program during your period of suspension if you have received permission in advance from the relevant program

8. Minimum Period of Suspension • The minimum period may be one Fall or one Winter academic semester. • Please note that the Spring/Summer term is only considered a period of suspension for Part-time programs.

9. FEAS Students, CE Courses • There is a different policy for Engineering studentswho wish to take CE courses • Access to CE courses requires prior written approval from the Faculty of Engineering, Architecture & Science, other than Liberal Studies courses, CCMN432 and CECN801. • Without prior authorization, the course will NOT be credited towards the student’s degree requirements. • If a FEAS student registers in a CE course without prior written authorization, he/she will be dropped from the course during the first two weeks of classes.

10. Expectations During Period of Suspension • During the period of suspension you are expected to: • reflect on the factors contributing to your suspension and address them, and • seriously consider if you are in the appropriate program.

11. Suspension / Reinstatement • If you intend to apply for reinstatement, you must meet with your program representative, as soon as possible, to discuss reinstatement. • You will be advised of the program’s minimum conditions for reinstatement; these conditions may be academic, non-academic, or a combination of the two.

12. Suspension / Reinstatement(cont.) • Your program representative may suggest that you complete up to 2 courses (at Ryerson or another post-secondary institution). Advice will be provided on the expected level of performance for the course(s). • Normally the designated course(s) will be taken after the minimum period of suspension has ended.

13. Suspension / Reinstatement(cont.) However, if you are suspended, you may be granted advance permission during your term of suspension. 2 “one-term” semester courses (or equivalent) may be credited toward your program graduation requirements if you: • Successfully completed the course(s), AND • Subsequently get reinstated to your program

14. Withdrawn Standing • A student is normally assigned a Withdrawn standing when he/she is suspended a second time. • E.g., had already been suspended from his/her program once, was reinstated, and then was unable to meet the promotion criteria in his/her program. • A Withdrawn standing will be assigned if a student fails a requiredcourse for the third time.

15. Withdrawn Standing(cont.) • If you are assigned a Withdrawn standing: • You may not apply to return to your original program. • You may notaccumulate credit towards your original program at any time. • You mayapply to another degree program at Ryerson, if qualified.

16. Reinstatement Application • You must submit an application form to the University along with a letter. In the letter, you will: • Identify the problems which lead to your suspension and explain how they have been addressed so the situation won’t occur again. • Normally you are expected to complete one or more designated courses successfully so you can demonstrate your ability to complete future program courses. NOTE: These courses will be chosen in the meeting you have with the program representative.

17. Reinstatement Reinstatement is not automatic; given space limitations, there is no guarantee that you will be reinstated following a suspension. • You are expected to provide reasons, in written form, to explain the steps you have taken so that you will be able to do well if you are reinstated. * This letter must accompany your request for reinstatement to the Office of Admissions (including any official transcripts for courses taken at another post-secondary institution during your term of suspension).

18. Reinstatement Deadline The deadline for guaranteed consideration for Winter 2009 reinstatement is Monday November 3, 2008.

19. How does Suspended or Withdrawn standing affect my OSAP? • It is your responsibility to notify Financial Aidif your standing changes to suspended or withdrawn. • Contact the Student Financial Aid Office for details. 416-979-5081 –POD-59

20. Probation • If you are reinstated or are successful in appealing your standing, you will return to your program as a probationary student. • According to university standards, students who are placed on probation are performing at levels below graduation requirements. • While probation is not as severe as suspension, a probationary standing means that concerns exist over the student’s potential to meet graduation requirements.

21. Students on Probation Students are normally placed on probation when: • Your cumulative GPA falls between 1.00 and 1.49, or • You have failed 2 courses, or • You have a second term in a row with Conditional Standing * Students who are re-instated after suspension are placed on Probation

22. Key Probationary Features • You may continue in your program. However, You are required to meet with a department representative to set up a probationary contract, which includes ALLcourses you are to take during the Probationary term. • Check with your department as soon as possible, to set up a time to discuss the situation, so that deadlines are not missed. • The objective is to return you to a Clear standing at the earliest opportunity.

23. Repeating Courses • You may be encouraged to repeat courses where you have low grades (e.g. D-). • The most recent grade replaces the original grade in the GPA calculation; however, both grades remain on your academic record. • Repeating courses is a good idea when problems revolve around low CGPA. • No course can be repeated more than twice. • i.e. registered initially, repeated once, repeated twice = 3 registrations

24. Repeating Courses(cont.) • If you fail a required course for thethird time, you will be assigned an Academic Standing of WITHDRAWN, and will be ineligible to continue in your program. • If you are WITHDRAWN for failing a course for the third time and request to transfer to another program at Ryerson, the course that was failed 3 times must not be required in the new program as you will not be permitted to register in the course for a 4th time.

25. Repeating Courses(cont.) • If you take a course once and get a D- and you take it again and get an F, the F will be used for GPA calculation purposes. • However, you will not have to take the course again, as the original D- will be used towards your program’s graduation requirements. F D-

26. Summary of Status of Grades During Suspension/Probation Suspended Term • May take courses • Courses will normally not count for credit unless advance permission is received • Courses will not count for GPA Suspended Term Over, But Not Reinstated • May take program-applicable courses. • Courses taken with advance permission will count for credit if reinstated • Grades assigned for these courses will not count for GPA calculation Probationary Term (after reinstatement) • May register in courses according to Probationary Contract worked out with program. • Courses will count for credit • Courses will count for GPA calculation

27. Section 2: Student Services

28. Learning Success Centre Free Workshops Writing Exams Dealing With Performance & Test Anxiety Writing University Essays (2 topics) Delivering Effective Presentations • Discovering & Applying Your Learning Style • Learning From Lectures and Textbooks • Managing Your Time & Staying Motivated • Preparing for & Taking Tests/Exams • Improving Your Mental Focus Workshop schedule available at: www.ryerson.ca/learningsuccess

29. Learning Success Centre Other Programs & Services • Learning Groups • Resource Centres for Engineering, Science, and Business • Tutor Registry • Individual Consultations with a Peer Learning Strategist • Online Resources and Tip Sheets www.ryerson.ca/learningsuccess 416-979-5000 ext.7350

30. Centre for Student Development & Counselling Suspended Student Group Information Seminar - Suspended standing and its implications - Applying for reinstatement • Career decision-making for those reconsidering educational direction To register: 416-979-5195 Monday, June 4, 12:30-4:30 orWednesday, June 6, 9:30-12:30

31. Career Centre Career Planning Job Search Strategies Resume Writing Interview Skills Job Postings www.ryerson.ca/career 4th floor, Jorgenson Hall 416-979-5177

32. More Student Services... Aboriginal Student Services Access Centre (for students with disabilities) English Language Support Health Centre Health Promotion International Services for Students Sports and Recreation Student Financial Assistance Student Housing Student Programs Tri-Mentoring Program http://www.ryerson.ca/studentservices/

33. Section 3: The Office of the Ombudsperson www.ryerson.ca/ombuds

34. A Place of First Resort… • For information • To figure out what the problem is • To discuss your options

35. The Last Resort… • You have tried to solve the problem yourself • You have gone through a process and it seems unfair • You have received a final decision and it doesn’t seem right

36. Somewhere in the Middle… • The Ombuds Office may become involved when an appeal process has been initiated if a student believes one of the University’s policies has not been followed or the process is unfair • Example1: student is not able to register for courses or continue in their program after filing an appeal • Example2: student has not been allowed to review the final exam

37. Impartial • Objective review • Does not take sides or advocate for individual viewpoints

38. Confidential • No information will be provided to anyone without your permission • Notes used only by the Ombudsperson • Complete freedom to discuss concerns off-the-record • If a call is made, your name will only be given with your express permission

39. Independent • Not employed by the University or any Student Association • No one can tell the Ombudsperson how to handle a case

40. Fairness • No vested interest in a particular outcome • Primary concern is fairness for all concerned

41. Who provides this service? Nora Farrell, Ombudsperson Heather McGhee Peggs, Assistant Ombudsperson 2nd Floor – Oakham House 416-979-5000 Ext. 7450 ombuds@ryerson.ca www.ryerson.ca/ombuds Where is the Ombuds Office?

42. Useful Websites The Student Guide: www.ryerson.ca/studentguide Ryerson Student Medical Certificate: http://www.ryerson.ca/undergraduate/currentstudents/forms/medical.pdf Ryerson Forms: www.ryerson.ca/rr/forms.htm(including appeal) Grades and Standing Information: http://www.ryerson.ca/undergraduate/currentstudents/rr/grading.htm Registration and Records: www.ryerson.ca/rr

43. Useful Websites(cont.) CESAR - CE and PT Students’ Association: www.mycesar.org RSU - Full Time and Graduate Students’ Union: www.rsuonline.ca Office of the Ombudsperson: www.ryerson.ca/ombuds Learning Success Centre: www.ryerson.ca/learningsuccess Undergraduate Academic Consideration and Appeals Policy: http://www.ryerson.ca/acadcouncil/current/pol134.pdf

44. Useful Contacts • Kim Neal, Student Issues & Advocacy Coordinator, RSU: 416-979-5255 ext. 2322 – SCC-311 • Emily Shelton, Student Rights Coordinator, CESAR: 416-979-5000 ext. 7716 – SCC-301 • Laura Thrasher, Learning Success Centre: 416-979-5000 ext. 6559 – JOR-300 • Lurana Kruchten, Appeals advising, Student Services: 416- 979-5000 ext. 6657 • Dawn Lovas, Appeals advising, Student Services: 416-979-5000 ext. 6654 • Nora Farrell / Heather McGhee Peggs, Office of the Ombudsperson: 416-979-5000 ext. 7450

45. Useful Contacts(cont.) • Learning Success Seminars: 416-979-5000, ext. 7350 • Ann Whiteside, Discrimination and Harassment Office: 416 979-5000, ext 6340 • Financial Aid: 416-979-5113 –POD-59 • Registrar: kalnwick@ryerson.ca • Registration and Records: rrque@ryerson.ca • Curriculum Advising, Ann Mackay, Assistant Registrar, a2mackay@ryerson.ca • Faculty of Engineering Counsellor: Shannon Robinson, 416-979-5000, ext 4262 – ENG-352 • First Year Science Office Student Counsellor: Sarah Thompson, 416-979-5000 ext.4104 – KHE-124

46. Section 4: Appeal Process & Other Options

47. Filing an Appeal (standing up for your rights)

48. Your Advocates

49. Your Advocates Emily Shelton Student Rights Coordinator Continuing Education Students’ Association of Ryerson (Local 105 of the Canadian Federation of Students) *All Part-Time and C.E. Students* Kim Neale Student Issues and Advocacy Coordinator Ryerson Students’ Union (Local 24 of the Canadian Federation of Students) *All Full-Time and graduate Students*

50. Why Advocacy? Advocacy is a service provided by your students’ union (We got your back) Moving through red tape can be difficult • Lots of details, fine prints • People get bounced from office to office, person to person • Many find it cumbersome and confusing to maneuver • Often leaves people exhausted and jaded Student Advocates can work the system with students