Appeals

Extenuating Withdrawals are withdrawals granted based on students encountering extenuating circumstances which makes it impossible for a student to complete coursework and affects academic performance.

Extenuating circumstances are defined as unusual circumstances beyond the student's control which are unpreventable, unpredictable and unavoidable.

The circumstances can be medical, psychological, accidental or hardship and other personal challenges that arise during the registered term. Conditions or situations of which there was pre-existing knowledge are not typically considered.

An extenuating withdrawal from courses is a withdrawal after the end of the Add/Drop period. If an application for an extenuating withdrawal is granted after the Withdrawal period, the grade on the student records will be noted on as a “WE.”

An application for an extenuating withdrawal prior to the withdrawal period will be noted on a student recorded as a "W" and not a "WE."

Applications for an extenuating withdrawal must be submitted within 12 months after the beginning of the requested term.

Any request received after this deadline may not be considered. If extenuating circumstances prevent the student from submitting a request within this timeline, a rationale must be made for considering the request after the deadline.

Complete all sections of the Extenuating Withdrawal Application (pdf) form, including Declaration and Consent. Your personal statement and supporting documents should be clear and factual.

Depending on the request, Part D – Professional Assessment may be required and verified by a university official.

If the situation does not require an attending professional, supporting documents may include email correspondence, proof of death, receipts, etc.

Email your application from your my.capilanou.ca email to extenuatingwithdrawal@capilanou.ca with the subject line: [Student name, Student number] – Required to Withdraw Appeal

Mail your application to the attention of:

Capilano University Registrar’s Office
Library Building, room LB152
2055 Purcell Way
North Vancouver, B.C.
V7J 3H5

An incomplete application will not be processed. A complete application is typically processed in approximately in two to four weeks.

Note: Submission of an Application is not guarantee it will be approved.

If an application is approved

A decision letter will be emailed to your my.capilanou.ca email account. Your transcript will show a “WE” in the grade section of the course. This is a neutral grade and is not calculated into your grade point average.

If you are completely withdrawing from a term, you will need to re-apply to Capilano University for your next term. See the specific program page for application and document deadlines.

If an application is not approved

If your application is not approved, you can appeal a decision under Student Appeals Policy (pdf). You need to complete the Student Appeals Application Form (pdf) and email to studentappeals@capilanou.ca within twenty-one (21) calendar days of receipt of the decision that you wish to appeal.

For more information, please see “Student Appeals” section on this page.

Refunds are not automatically considered. If you would like to be assessed for a refund, you will need to request one in your personal statement.

If your application is approved and you have requested a refund, refund eligibility will be determined by the Cashiers Office/Student Financial Accounts. 

Refund requests received after an application has been processed and a decision has been made may not be considered.

You will be Required to Withdraw (RTW) if you achieve a CGPA of less than 1.59 and a TGPA of less than 1.67. The RTW notation is listed on your permanent record and is noted on your academic transcript.

If you have been Required to Withdraw, you will be removed from your courses and program of study for a minimum of one major term (Fall or Spring). If you have registered for a subsequent term, you will be deregistered from all courses and removed from any waitlists for that subsequent term and will be refunded fees in full.

Please refer to the Academic Standing Policy (pdf) for more information on academic standing.

If you’ve been Required to Withdraw (RTW) and the circumstances leading to your academic difficulty were unusual, beyond your control, unpreventable and unpredictable, you may be eligible for an Extenuating Withdrawal.

Please see the Extenuating Withdrawal section on this page for information on eligibility and how to apply.

If the situations leading to your status do not meet the criteria listed above and you would like to return to the university to undertake preparatory or upgrading courses, you may be eligible to appeal your Required to Withdraw status.

Complete all sections of the Required to Withdraw Appeal form (pdf), including answering all required questions in detail.

Email your completed application from your my.capilanou.ca email to extenuatingwithdrawal@capilanou.ca with the subject line: [Student name, Student number] - Extenuating Withdrawal

An incomplete application will not be processed. A complete application is typically processed in approximately four to six weeks.

If able, students should continue to attend classes and complete course requirements while their application is being reviewed.

Note: Submission of an Application is not a guarantee it will be approved.

A decision letter will be emailed to your my.capilanou.ca email account, detailing the outcome of your appeal and any academic conditions that may be applicable.

Applications must be submitted prior to the start of the term you would like to return to. Any requests received after this deadline may not be considered.

The final grade appeal process offers an option of recourse to a student who substantive reason to believe that an inappropriate final grade has been assigned for a credit course. All processes will be guided by the Final Grade Appeal Policy (S. 2018-01) and .

A grade appeal is not required to correct recording errors (i.e. a course grade that was not recorded properly or a grade resulting from a mathematical error in the calculation). In such cases, the student should bring the error to the attention of the instructor as soon as the error is noticed so that the instructor can make any corrections immediately.

NOTE: An appeal may result in the final grade being lowered, remaining the same, or being raised.

To begin the formal stage, the Capilano University student must submit a completed Final Grade Appeal application and all required supporting documents to the Registrar's Office, either in person or by email at finalgradeappeals@capilanou.ca.

A student who plans to submit a formal grade appeal is requested to first meet with their course professor/instructor in accordance with the informal stage identified in the Final Grade Appeal Procedure (pdf).

1. Complete the Capilano University Final Grade Appeal application form, a cover letter, and compile supporting documents. The student must submit a well-written cover letter, along with any graded assessments the student has or is asking to have reassessed, no later than ten (10) business days after the end of term (December 31, April 30, or August 31).
2. The Registrar's Office will review the application for completeness and appropriateness. If is review is satisfactory, the appeal application will be forwarded to the appropriate dean.
3. Within five (5) business days of receipt of the Final Grade Appeal Cover Letter and the supporting documentation, the dean will review, may conduct a meeting with the student, may require the student to provide additional material evidence, and then deliver results of the preliminary review through the student's Capilano University email. 
4. If the student wishes to proceed after the dean has determined the final grade appeal process is appropriate, the student must, within five (5) business days, 1) notify the dean by email of their intent to proceed with the final grade appeal, 2) Complete the Final Grade Appeal Form, and return this form to the dean; and, deliver any additional material required by the dean to the Dean's Office.
5. For more detailed information on the process, please refer to the Final Grade Appeal Procedure (pdf).
6. A decision made during the formal grade appeal, including the preliminary review or the final grade appeal, is appealable by the student to the Student Appeals Committee (See Policy B.109 and related Procedure B.109.1)

Supporting documentation may include, but is not limited to graded assignments, related documents distributed or returned to the student and/or retained by the instructor (e.g. final examination or course outline).

Capilano University recognizes the right of a student, to request an appeal of a final grade on the following grounds (as per the policy and procedure):

• A significant error in the assessment, evaluation, and/or determination of individual components of the course;
• Substantiated claims of instructor bias or discrimination;
• Failure by the instructor to follow the evaluation profiles, grade assignment, or operational details as stated in the course's outline.

Inappropriate grounds for appeal include:

• Grade appeal is not required to correct recording errors;
• Dissatisfaction or disagreement with the final grade, without satisfying one of the above (grounds for an appeal).

Complete all sections of the Final Grade Appeal Application (pdf), including Declaration and Consent.

Your Cover Letter and supporting documents should be clear and factual. Please refer to the Application Checklist on the first page of the form for criteria and requirements.

Email your Final Grade Appeal Application (pdf) and supporting documentation from your my.capilanou.ca email to finalgradeappeals@capilanou.ca with the subject line:

[Student name, Student number] – Final Grade Appeal Application

Mail or deliver your application and supporting documentation to:

Capilano University
2055 Purcell Way
North Vancouver, B.C.
V7J 3H5
Attn: Registrar's Office
Library Building, room LB152

For a breakdown of the formal final grade appeal process, please refer to section 4 of the Final Grade Appeal Procedure (pdf).

An incomplete application will not be processed.

Submission of an Application does not guarantee that it will be approved.

The dean will notify the student of the result of the preliminary review through the student’s Capilano University email. If the student wishes to proceed after the dean has determined that the final grade appeal process is appropriate, the student shall, within five (5) business days: 

• Notify the dean by email of their intent to proceed with the final grade appeal; and
• Submit any additional material required by the dean to the Dean’s Office.

For more information, please review Section 4.4 of the Final Grade Appeal Procedure (pdf).

If your application is not approved, you can appeal a decision under Policy B.109 Student Appeals Policy.  You need to complete Student Appeals Application Form and email to studentappeals@capilanou.ca within twenty-one (21) calendar days of receipt of the decision that you wish to appeal.  For more information, please see “Student Appeals” section on this page.

When a student wishes to appeal a decision based on academic determination(s) or nonacademic determination(s).

Non-Academic appeals

• Sexual Misconduct
• Student Code of Conduct

Academic appeals

• Admission / Readmission
• Extenuating Withdrawal
• Final Grade Appeal
• Student Academic Integrity Policy

The grounds for an appeal determine whether or not your appeal is valid. Before submitting an appeal, students must have exhausted all other avenues determined in the policy which they are appealing and have a full understanding of the Student Appeals Policy (pdf) and Student Appeals Procedure (pdf) including timelines, expectations, and confidentiality agreement.

All appeals are limited to the following grounds:

• On the balance of probabilities, that injustice or error occurred when the determination of fact was made
• A policy was incorrectly applied
• The adjudicating body exceeded its legitimate jurisdiction or authority
• Important evidence was ignored

For an appeal application to be reviewed by the Student Appeals Committee, you must submit the Student Appeals Application Form (pdf).

Complete all sections of the Student Appeals Application Form (pdf), including Declaration and Consent. Your cover letter and supporting documents should be clear and factual. Please refer to the Application Checklist on the first page of the form for criteria and requirements.

Supporting documentation and evidence is an important part of your appeal and may include anything you feel is relevant.

Document requirements

• All documents submitted must be named and referred to in your statement.
• Original supporting documentation in English
• Ensure that the documentation includes the date(s)
• Confirm authorization to verify documentation
• Supporting documents are not returned unless requested at the time of submission

Documents may include, but are not limited to:

• Emails, letters, or any form of correspondence regarding the appeal
• Notes from verbal communication, e., a copy of meeting invitation
• Application documents & transcripts, course outline
• Medical and supporting documentation, e., letter from your doctor, counselor, licensed mental health professional, CapU Accessibility Services, death certificate (showing your relationship to the deceased is required), police report, insurance claim, airline itinerary, employment letter, tests, and assignments

Email your application and supporting documentation from your my.capilanou.ca email to studentappeals@capilanou.ca with the subject line:

[Student name, Student number] – Student Appeal Application

Mail or deliver your application and supporting documentation to:

ATTN of the Registrar

Registrar's Office
Library Building, room LB152
2055 Purcell Way
North Vancouver, BC
V7J 3H5

The Student Appeals Committee holds final decision-making authority regarding appeals it considers. The findings of the committee represent the final decision of the University.

If you need help preparing to file an appeal, you can request support from the Capilano Students' Union. These support services include templates for personal statements, reviewing and providing feedback on your appeal application package before you submit it to the university.

Note that the Capilano Students' Union does not provide legal advice. To request support, visit the advocacy services page on the Capilano Students' Union website for more information.

Links and forms

• Student Appeals Application Form (pdf)
• Student Appeals Policy (pdf)
• Student Appeals Procedure (pdf)