Student Petitions

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Students are responsible for knowing the policies and procedures of the university as published on the university website and through official communiqués released by the university.

These rules uphold the integrity of the university and ensure that all students are treated equitably and fairly. In some instances, however, there are valid reasons why a student should be granted an exception to specific rules or regulations documented in university policy.


What is a Student Petition?

A petition is a written request from a student seeking exception to or relief from university rules and regulations with respect to deadlines, fees and refunds because of extenuating circumstances such as illness, disability, or bereavement.

Carefully read all the information provided by the university with regards to petitioning. It is the student’s responsibility to understand the requirements of the petitions process.

Please see Senate Policy #1018: Student Petitions.


Qualification

Students may use the petition process until 20 business days after the deadline or event in question, or as soon as practicable, within reason, after a student becomes aware that a deadline has lapsed.

Under exceptional circumstances, the university will consider petitions relating to events occurring within the past year; however, courses taken more than a year ago fall outside the scope of the policy and may not be petitioned.

The following are typical requests:

  • Late course withdrawal without academic penalty
  • Extension to submit coursework (after the grade submission deadline)
  • Extension to administrative deadlines (e.g. applications for reinstatement, program change, deferred exams, independent study)
  • Late course registration (or course/section change)

The following are not eligible for petition:

Submission Process

Student petitions are administered through the Office of the Registrar. A student petition form should be submitted with a letter detailing grounds for petition, proof of petition fee payment, and any supporting documentation for consideration to the Office of the Registrar located at 230 Richmond St. W., level 5. The student may contact the Records Administrator prior to submitting a petition to discuss its viability.

Step 1: The Records Administrator will investigate the rationale outlined in the petition. If the student does not have valid grounds to petition, the student may be referred to appropriate university resource(s) to address issue(s) presented.

Step 2: The petition may be approved administratively by the University Registrar. If the petition is approved, the student will be advised of the petition decision in writing within the following 5 business days.

Step 3: If the petition is not approved at Step 2, the University Registrar will consult with the Associate Deans, Academic Affairs and Dean, Graduate Studies. The student will be advised in writing of the final decision no later than 5 business days after the decision has been made.

(Step 4: Where the petition is denied, and only if there was procedural irregularity, the student may appeal the decision to the Senate Student Appeals Committee. A written request must be delivered to the Student Advising Centre no later than 15 business days after the date the decision was sent to the student.)

 

Fee Schedule

An administrative fee must be paid before a student petition will be processed*. This can be paid in person at the Cashier’s office located at 230 Richmond St. W., level 7. The fee varies with the type of petition and date of submission:

Late withdrawal or extension

 

$50

Late course registration:

(includes course/section changes)

Fall Term, before November 1

$80

Fall Term, after October 31

$150

Winter Term, before February 1

$80

Winter Term, after January 31

$150

 All other petitions

 

$50

*In some exceptional cases, this fee may be waived

 

Documentation

Every petition should contain the following:

  • Petition form
  • Student letter of explanation
  • Proof of petition fee payment (provided by the Cashier’s office when the fee is paid)

In addition, the following supporting documents may be necessary to demonstrate grounds:

  • OCAD University Student Medical Certificate required if petitioning on medical/disability grounds. Note: only the OCAD U Student Medical Certificate may be submitted as medical documentation. No other medical document will be accepted.
  • Documents related to appeals on compassionate grounds (e.g. published obituary, note from a funeral home)
  • Supporting letter from relevant university personnel or departments (e.g. faculty, Centre for Students with Disabilities; Health and Wellness Centre; Office of Diversity, Equity and Sustainability Initiatives)
  • Copies of relevant correspondence with university administration
  • Legal documents

If all required or requested documentation is not received within one month of submission of petition and no explanation for the delay is provided, that petition will not be approved and will be deemed closed.

Decision Time Frame

The university is committed to and shall make every effort to conduct a timely and expeditious resolution of student petitions; however, investigations may take some time and the process may be quite lengthy. In some time-sensitive cases, the process of the petition may be expedited, and in some complex cases it may be extended. The student can help the process by ensuring that forms are completed fully and that all necessary documentation is submitted in a timely manner.

Forms

It is the student’s responsibility to consult the fee schedule above and ensure that the correct form is submitted. Petitions that are incomplete, contain incorrect information, are missing required documents, or have not been accompanied by the appropriate fee payment will not be processed.

Student Petition Form - $50

Student Petition Form - $80

Student Petition Form - $150

Student Medical Certificate

Confidentiality

OCAD U respects your privacy and collects your personal information under the authority of the Ontario College of Art & Design Act, 2002 and in accordance with the Freedom of Information and Protection of Privacy Act. Academic records and personal student information are considered confidential and will not be released to third parties without prior written consent of the student, except where the university is so directed by court order, summons or subpoena, or otherwise compelled by law. For more information, please see Records and Confidentiality.

Frequently Asked Questions

For answers to a variety of more specific questions, please see this page or contact us  as indicated below.

 

Contact Us

 

Office of the Registrar

230 Richmond Street West, Level 5 

Email: regservices@ocadu.ca
Phone: 416.977.6000, ext. 235

Hours of Operation: 
Monday to Friday, 8:30 a.m. to 4:30 p.m.