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.

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, via an email to your admission officer or records officer. You appeal and materials must be sent from the email address you have on file with UVic (check your My page account).

Submission deadline

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, although you are permitted to appeal to the Senate Committee on Appeals on the grounds of specific procedural error.

Your appeal will be prepared for the next SCARTA meeting upon receipt of your appeal materials. You are encouraged to submit your appeal materials as soon as possible, preferably at least two weeks before the scheduled meeting date.

SCARTA meetings are scheduled on the following dates in 2021-22:

  • September 9, 2021
  • October 13, 2021
  • November 24, 2021
  • December 8, 2021
  • January 19, 2022
  • February 16, 2022
  • March 16, 2022
  • April 6, 2022
  • May 11, 2022
  • May 25, 2022
  • June 8, 2022
  • June 22, 2022