Student Appeal Procedure

Student Appeal Procedure

The UBC Applied Science Co-op Program (the Program) has a responsibility to provide fair and equitable procedures for the lodging and hearing of student complaints or concerns arising from Program regulations, policies and actions. Students who wish to contest a resolution can do so by following the three sequential steps of the UBC Applied Science Co-op Student Appeal Procedure.

1) Students who are not satisfied with a decision pertaining to the Program should initially attempt to resolve their concerns informally by requesting a meeting with a Co-op Career Advisor.

• To book a meeting with a Co-op Career Advisor, use the Appointments tab in PD Portal and find a time that is convenient for you.
• Please enter a few notes about the appeal in the “additional information” section of the appointment booking to help the Co-op Career Advisor prepare for the meeting.
• For students wishing to appeal their intake decision, a meeting with a Co-op Career Advisor is not required. The first step in the appeal process is to follow the instructions in their intake decision email, which is to email the Co-op Office about their application result.

2) If a student is not satisfied with the decision from their Co-op Career Advisor, the student may appeal the decision to the Director, Experiential Learning and Academic Services.

• Prior to this meeting, the student will have to re-connect with a Co-op Career Advisor (via email or in-person) to go over the next steps and documentation required, including an appeal letter and any other written documentation.  The student’s appeal letter should reference the terms and conditions / program policy they are appealing against and reasons why.
• For intake appeals, the student will be asked to write an appeal letter outlining their rationale for appeal.
• Upon the receipt of an appeal letter from a student, an appeal meeting will then be booked with the Director, Experiential Learning and Academic Services.  These meetings typically occur within 1-2 weeks of the Director receiving the appeal, but no later than 1 month from the time of receiving the appeal letter.
• The Director, Experiential Learning and Academic Services shall communicate her decision in writing to the student and the Co-op Career Advisor within a reasonable time frame.

3) If the student is not satisfied with the decision by the Director, the student may appeal to the Associate Dean, Students & Professional Development, by submitting a meeting request to the Director, Experiential Learning and Academic Services.  An appeal meeting will be arranged at a convenient time for the Associate Dean and the appellant to discuss the appeal.  The Associate Dean shall communicate the final decision of the appeal process in writing to the student, Co-op Career Advisor and Director, Experiential Learning and Academic Services within a reasonable time frame.