Academic Exceptions
An Academic Exception is an approved waiver of a published University policy, requirement, deadline, or procedure based on documented extenuating circumstances as defined as a serious illness or injury, military deployment, natural disaster, and/or other circumstances that are deemed substantial by the University. Examples include, but are not limited to, course extensions and incompletes, exceeding maximum course attempts, and reinstatement after withdrawal.
Academic exception requests are evaluated on an individual basis and must meet specific eligibility requirements. While Academic Exceptions may be granted under documented extenuating circumstances, the following restrictions govern the submission and consideration of exception requests.
- Students may not file an exception request, unless the policies being enforced, or the unique circumstances being brought forth, are directly impacting the student’s progress within the University.
- An exception request cannot be filed to overturn established University policies. Students may only submit an exception request to seek a one-time waiver of the application of the policy for the student.
- Hypothetical, proxy, or anonymous grievances or exception requests will not be considered.
- Students will not be allowed to file successive requests for exceptions beyond the given standard appeals processes, except in the circumstance where a student can present new evidence that was not previously known to the student at the time of their original exception request.
This policy does not replace rules governed by external accreditation or regulatory requirements. Discrimination complaints, Title IX matters, student grievances, or other processes are specifically addressed by separate institutional policies. Regulatory requirements include, but are not limited to, satisfactory academic progress (SAP) and leave of absence (LOA).
Exception Requests (Level 1)
Students who believe they have extenuating circumstances that warrant an exception may file a request with the University. Prior to submission, students should thoroughly review University policies that align with their request.
Students should ensure that their exception requests are as complete and all-encompassing as possible. All documentation should be included at the outset of a filing, before a decision is rendered. The reviewer(s) will not look in University records or systems for evidence to support the claim; it is the student’s responsibility to provide that information. To the extent a student believes the University possesses evidence or information that is not readily accessible to the student, they should note that in their request.
Detailed information, including the types of requests allowed along with the exception request form and instructions, are available on the student portal. Students should review the information on the site prior to submitting any request or appeal.
Academic Exceptions may be reviewed by an individual, department, or a standing committee as designated by the university who have not been part of any prior review of the request. The designated entity shall review the submission and determine whether 1) the request is complete, 2) supporting documentation is sufficient, and 3) the request falls within the scope of this policy. The University may return the request to the student asking for clarification or additional detail and/or documentation, but is not required to do so. Failure to respond within the specified time may result in dismissal of the request.
Each request is reviewed based on the information submitted by the student and their request. Since a decision is made based on the individual student’s circumstances as detailed in their request, the decision does not guarantee or set a precedent for similar future requests.
Exception Request Submission Deadline
Some requests, such as grade and academic honesty disputes, have deadlines that are found in the respective policies. Specific policy deadlines must be adhered to in order for a request to be reviewed. Unless otherwise specified in the relevant policy(ies), exception requests must be submitted no later than 30 calendar days after the last day of the session that the event occurred in.
Appeals (Level 2)
This does not apply to satisfactory academic progress (SAP) appeals. Please see SAP Appeals for more details.
After students have completed the exception request review process, students have the right to escalate and appeal a decision. An appeal is a formal request for a second and final review of this decision when the student believes the decision was inconsistent with policy, not supported by evidence, procedurally improper, or unfairly applied. Appeal decisions are made by an individual (or individuals) who did not participate in the Level 1 review and was not involved in the decision.
Disagreement with a decision alone does not constitute sufficient grounds for filing an appeal. Instead, the grounds for an appeal should be based on one or more of the following:
a) evidence that a University policy or procedure was not followed, and the error substantially affected the original decision outcome,
b) new documentation that became available after the original decision was rendered,
c) substantiation that the decision was arbitrary or capricious, or
d) substantiation that the review lacked due diligence or was inconsistent with the available documentation.
Requests seeking exceptions to accreditation, licensure, legal, or regulatory requirements will not be considered, and submissions of this type will be closed without review.
Students must use the appeals process to escalate the decision of the exception request. Students are not allowed to file a grievance to overturn a previous exception request or appeal decision. Grievance submissions related to exception request decisions that have already been rendered and/or appealed will be closed without further review.
Appeal Submission Deadline
An appeal must be filed within fourteen (14) calendar days from the original decision notification date. Appeal decisions are final. Information on the appeal process can be found in the student portal or by contacting the student’s academic advisor.