Admission, re-registration and transfer credit decision appeals

If you were denied admission, re-registration or transfer credit in an undergraduate program at the University and feel that you have extenuating circumstances, you may appeal the decision to the Senate Committee on Admission, Re-registration & Transfer Appeals (SCARTA).

Grounds for appeal

The following reasons are considered to be sufficient grounds for appeal:

  • unforeseen extenuating circumstances supplemented with relevant documentation
  • significant physical affliction or psychological distress documented by a physician or other health care professional
  • documented significant distress, or documented significant responsibility as a caregiver, as a result of an immediate member of the family suffering from serious trauma or illness
  • evidence of incorrect advice or errors of administration by authorized University personnel, with evidence that the appellant's studies were adversely affected
  • new, material information that, despite the exercise of due diligence by the appellant, could not have been present at the time of the decision giving rise to the appeal, and the relevance and significance of the new information is such that if it has been submitted at the time of the decision it could have reasonably be expected to have altered the outcome

The following reasons are not sufficient grounds for appeal:

  • dissatisfaction with University regulations
  • disagreements concerning the evaluation of admissibility (for example, calculation of GPA, credit conversion, or questions regarding English proficiency)
  • transfer credit equivalency
  • failure to meet published deadlines

Submitting an appeal

Before you appeal, contact the admission officer or records officer who evaluated your file. Your officer will be familiar with your academic background and can help you determine if you have pursued all other reviews, appeals or remedies before proceeding with your appeal. For contact information refer to the name on your decision email or the appropriate directory below.

Your appeal must include:

  1. A completed Notice of Appeal form
  2. Letter of Appeal – a written statement of the reasons and grounds for your appeal, and your plans to ensure academic success
  3. Documentation that supports your appeal, such as:
    • Documentation from a physician or other health care professional
    • Evidence of incorrect advice or errors of administration by University personnel
    • Documented significant distress or responsibility as a caregiver
    • Documentation from an educator addressing the reason your academic record may not reflect your academic potential
    • Other information, as appropriate

Appeals must be submitted to the SCARTA Committee by email:

  • if your file is managed by an admission officer, email admsappeals@uvic.ca and copy the admission officer
  • if your file is managed by a records officer, email the records officer directly

Your appeal and materials must be sent from the email address in your Netlink profile.

Submission deadline

To be heard at an upcoming SCARTA meeting, your appeal must be submitted at least two weeks before the scheduled meeting date.

  • September 14, 2022
  • September 28, 2022
  • October 19, 2022
  • November 16, 2022
  • January 18, 2023
  • February 15, 2023
  • March 15, 2023
  • April 5, 2023
  • May 10, 2023
  • May 24, 2023
  • June 7, 2023
  • June 21, 2023

Appeals received within two weeks of an upcoming meeting will be postponed until the next meeting date.

SCARTA decisions

SCARTA will consider the written appeal materials provided, along with your academic record (i.e. transcripts). There are no personal appearances before the committee.

The committee will make a final decision on your appeal. However, you are permitted to appeal to the Senate Committee on Appeals on the grounds of specific procedural error.