An appeal serves as a tool to ensure that residents have the opportunity to review and constructively challenge the decision-making process within Residence. A properly executed appeal provides an additional educational experience within our Residence Rules and Regulations to educate our residents in regards to their rights and responsibilities.
A resident who has gone through our appeal process will;
- be able to repeat the steps necessary to file an appeal.
- be able to explain the process to their peers.
- be able to select the significant new evidence and/or absence of natural justice within their case.
The appeal process ensures that our residents are supported and that the Residence conduct system is fair and transparent. It is important that throughout any involvement in the Residence Conduct Process, that you are consistently checking your Queen’s email to stay updated on all new information.
The chart below is an overview of our different appeal process and will assist residents with making the appropriate choice(s) moving forward. For more detailed step-by-step information, please see the detailed description of each process following the chart.
Student Appeal Process
|Current allegation(s) and points accrued prior to the allegation?||Who investigates, determines responsibility and assigns sanction||What is the appeal process? What is my timeline to submit an appeal?|
|Level One or Two, and 5 or fewer points||Residence Facilitator or Residence Life Coordinator* Review, investigate, determine responsibility and sanction||Appeals are vetted by Residence Life** and, if granted, heard by the Residence Conduct Board. Students have 5 business days to submit the appeal to firstname.lastname@example.org .|
|Progression of Points (6 or more points)||Residence Life Management||Appeals heard by the University Student Appeals Board (USAB), if granted. Students have 14 calendar days to submit an appeal to the USAB.|
|Residence Conduct Board Process||Responsibility for determining decision||What is the appeal process?|
|Residence Conduct Board Appeal Denied||Residence Life||Appeals heard by the University Student Appeals Board (USAB), if granted. Students have 14 calendar days to submit an appeal to the USAB.|
|Residence Conduct Board Decision||Residence Conduct Board (RCB)||Appeals heard by the University Student Appeals Board (USAB), if granted. Students have|
* During Special Circumstances, Residence Life Coordinators or Assistant Residence Life Coordinator will determine responsibility and assign sanctions where appropriate.
** Residence Life reserves the right to offer the informal resolution option in applicable appeals.
Level One or Level Two Decision with Accrued 5 or Fewer Points
A resident in this situation has 5 business days from the date of the responsibility letter to appeal a decisions from a Residence Facilitator or a Residence Life Coordinator (during Special Circumstances), to the Residence Conduct Board.
- If confused about the sanction and/or decision, the resident is encourage to reach out to the decision-maker for clarification.
- If the resident wishes to continue with the appeal process, they must complete the Residence Rules and Regulations Appeals Form and a statement outlining the significant procedural irregularity and/or new information within five business days from the date of the Responsibility Letter.
- The Residence Rules and Regulations Appeal Form can be accessed here.
- The statement is created by the resident.
- New evidence: or information relevant to the decision made by the Residence Facilitator through reasonable diligence at the time of the initial decision.
- Procedural Irregularity: exist if it can be shown that the decision-maker erred procedurally in the consideration of the matter. This could include but is not limited to;
- the decision-maker not following normal and written procedures of the Residence Rules and Regulations.
- the decision-maker handled your case differently than other cases that were substantially similar to yours.
- the principles of natural justice were not upheld, and there is evidence of obvious bias which occurred.
- The completed form and required statement that outlines the significant procedural irregularity and/or new information, can be emailed to email@example.com, or dropped off at Victoria Hall, Residence Life Office, room C110.
These appeals will be vetted by Residence Life, and will only be approved based on the presence of a significant procedural irregularity and/or new information. If the appeal is accepted, the resident will be contacted with further instructions for their Residence Conduct Board hearing.
- At the hearing the student will have the opportunity to outline the significant procedural irregularity and/or new information to the Residence Conduct Board (RCB). Please bring all relevant evidence to this hearing.
- After the hearing, the RCB will make a decision and the resident will be notified of the outcome via email within 2 business days.