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General Regulations

Admission
Description of Graduate Students
Registration
Student Programs
Academic Standings
Graduation
Transcripts of Record
Thesis
Academic Misconduct
Grade Reassessment
Unsatisfactory Progress
Appeals of Decisions
Senior Undergraduates in Graduate Courses
Inventions Policy

Disclaimer

Admission


  1. Admission Requirements
         In the Graduate Calendar, the typical Canadian university curriculum and university system are understood to be the academic standard of reference.
         The minimum requirement for admission to a master's program is a baccalaureate, in an honours program or the equivalent, from a recognized university or college. The applicant must have achieved an average standing of at least second-class honours ('B-' standing) in the work of the last four semesters or the last two undergraduate years (full-time equivalent). Applicants who hold the DVM degree (or equivalent) and who are applying to the master's program must have achieved an overall average standing of at least second-class honours ('B-' standing) in their program. Standings higher than the minimum 'B-' average are required in some departments for admission to the master's program. Applicants for admission to graduate work whose baccalaureate is not from an honours program or the equivalent and who wish to obtain an honours equivalent degree should direct any enquiries to Admissions Services, Office of Registrarial Services.
         Applicants who wish to upgrade an honours baccalaureate completed at a level marginally below the minimum requirement for admission should consult Graduate Program Services, Office of Registrarial Services, for advice on appropriate upgrading procedures prior to applying to a graduate program.
         Applicants who believe that their experiential learning may compensate for academic standing which does not meet the university minimum requirements are directed to contact the program(s) of interest regarding availability of alternative admissions criteria.
         Admission to doctoral programs normally requires a satisfactory baccalaureate and at least high second-class honours ('B' standing) in a recognized master's degree. Applicants who hold the DVM degree (or equivalent) and who are applying to the DVSc program must have achieved an overall average standing of at least high second-class honours ('B' standing) in their program. Standings higher than the minimum 'B' average are required in some departments for admission to doctoral programs.
         Admission, whether as a regular, a provisional, or a special student (see category) is, in all cases, based upon the recommendation of the department concerned and is subject to the approval of the dean of Graduate Studies on behalf of the Board of Graduate Studies. Admission to advanced courses of instruction or to the privileges of research does not imply admission to candidacy for a higher degree.

  2. Application for Admission
         Application packages may be obtained through the graduate secretary in any graduate program; check with the individual program for application deadline dates. The applicant must assemble all relevant documentation (see below) and any additional program- specific application materials (outlined in the graduate programs section of the Graduate Calendar) and forward the complete package to the department to which the applicant is applying.

    Transcripts: One certified copy of each previous undergraduate and graduate transcript must be submitted. Applicants from outside North America are strongly urged to attach official statements of the grades obtained and the subject matter included. In instances where only one original transcript is issued, certified copies rather than originals should be submitted.

    Letters of Recommendation: Assessment forms from two individuals who are well acquainted with the applicant's education and abilities must be submitted. Academic references are preferred, but former employers are also acceptable referees.

    English Proficiency: Courses at the University of Guelph are completed in approximately 12 weeks. Students therefore must be proficient in the use of English, both written and oral, when they begin their studies at Guelph. The university requires that certification of such proficiency be provided by applicants whose first language is not English. The Test of English as a Foreign Language (TOEFL) of the Educational Testing Service, the British Council English Language Testing Service (IELTS, also known as the English examination of the University of Cambridge), the Michigan English Language Assessment Battery (MELAB), and the Carleton Academic English Language (CAEL) Assessment are all acceptable to the University of Guelph; official scores or results from one of the four are regarded as acceptable assessment of proficiency. The minimum acceptable score is 550 for the paper-based TOEFL, 213 for the computer-based TOEFL, 6.5 for British Council, 85 for MELAB, and 60 for CAEL. (These minimum acceptable scores are subject to change.) Applicants should make arrangements to take one of these tests at least three to six months before the opening date of the semester.
    Applicants may also choose to enrol in the University of Guelph English language program which is offered through the Office of Open Learning. Applicants who complete this program and receive a level 4 standing will be considered to be eligible to apply to a graduate program at the University of Guelph.
    Other Academic Examinations: In some departments, Graduate Record Examination (GRE) or Graduate Management Admission Test (GMAT) scores may be used as a basis for determining the acceptability of an applicant. Ample time should be allowed for the results to reach Guelph.

  3. Refusal of Admission
         Limitations of funds, space, facilities or personnel may make it necessary for the university, at its discretion, and in spite of the admission requirements set out above, to refuse admission to an otherwise acceptable applicant.

  4. Admission of Faculty Members
    Members of the faculty of the university who are:
    • senior in rank to a lecturer are not eligible for admission to master's degree studies,
    • senior in rank to an assistant professor are not eligible for admission to doctoral studies.

    Permission to undertake graduate studies must be obtained from the president of the University of Guelph.

  5. Conditional Admission
         Conditional admission may be granted to an applicant whose record to date is acceptable but whose application is incomplete. If the documents are satisfactory when received, the student's admission is confirmed. If they are unsatisfactory, admission is revoked.

  6. Letter of Permission
         Persons completing graduate programs at universities outside Ontario for whom it is necessary to complete some coursework at the University of Guelph may apply for admission to a non-degree program on a Letter of Permission.
         Any such students must complete the normal University of Guelph Application for Admission form. A letter must be submitted to Graduate Program Services by the dean of graduate studies at the student's home university which outlines precisely what the student is expected to complete while at Guelph. This letter must also state that the work completed at Guelph will be a part of the student's program at the home university. No further admission documentation is required.
         Students admitted on a Letter of Permission will register as special non-degree students. Students are responsible for requesting that transcripts of work completed at Guelph be sent to their home university.

  7. Ontario Visiting Graduate Student Plan
         Ontario universities currently have in place a plan whereby graduate students may take courses at other Ontario universities while remaining registered at their home universities. For information concerning the regulations and procedures involved, interested students are asked to contact the graduate studies office at their home university.


Description of Graduate Students


     Graduate students are systematically described by category and by classification.

  1. Category
    Regular Student: An applicant who has met the university or program admission requirements, is considered for admission as a regular student.

    Provisional Student: An applicant whose qualifications for meeting the minimum university or program requirements appear uncertain, may be considered for admission as a provisional student. This category is unavailable for applicants who clearly do not meet the minimum university admission requirements as assessed by Graduate Program Services. While provisional, the student's program will include at least one graduate course in each semester and may include active involvement in supervised thesis research. If at the end of one semester the department is satisfied with the student's progress, it will recommend to the dean transfer to regular student status. Upon such transfer, the student will receive credit for courses completed. If transfer to regular student status is not achieved at the end of one semester, the student may be permitted to continue for a second semester as a provisional student. At the end of this time, the record will be reviewed as before. If transfer to regular student status is not recommended, the student may be required to withdraw.

    Special Student: International students who are applying for the internship program in the Ontario Veterinary College should make application to be special students.

         Students who are not currently registered in a graduate degree or diploma program and who wish to take graduate courses for professional upgrading and/or personal interest should apply to Admissions Services. At the time of application to Admissions Services, the applicant should indicate clearly that they wish to apply as an undergraduate student, and that they are not registered for a graduate degree or diploma at that time. A registered undergraduate student may take a graduate course with the permission of the chair or director of the academic unit offering the course and the permission of the instructor of the course. In certain limited circumstances, graduate courses taken by graduate students may be credited to a graduate program at the University of Guelph. See Graduate Program Services for details.

  2. Classification
         Students are classified as full-time or part-time on the basis of the program in which they are enrolled. All students have access to university activities and facilities and are expected to take part in the academic life of their program and the university.

    Full-time Student: Full-time students apply themselves to their graduate study as a primary responsibility. Normally graduate students will be registered as full-time students because they are registered in full-time programs.

    Distant Student: Full-time students may be located away from the university. If the student lives 200 km. or more from Guelph, the student may apply to be full-time distant, which precludes the payment of some non-tuition student fees.

    Part-time Student: Part-time students are enrolled in part-time graduate programs. This status must be declared at the time of admission. If a program does not indicate "full-time only", applicants may assume that a part-time option is available. Students interested in part-time study should consult graduate programs of interest to confirm the availability of this option. Part-time students may register for no more than 1.0 course credits in a semester. Three part-time semesters are regarded as the equivalent of one full-time semester in terms of minimum program duration.
         In rare instances full-time students may be allowed to transfer to part-time if demanding circumstances relating to personal health matters or family responsibilities exist. Documentation of the these circumstances must be submitted to Graduate Program Services on an annual basis. Transfer to part-time status is not related to employment.
         Pending transfer application and approval from both their program and Graduate Program Services, part-time students may transfer to full-time status at any time in their programs. Full-time graduate students originally admitted to part-time programs may transfer back to part-time status on request.


Registration


  1. Enrolment and Registration
    Regular and Provisional Students: Each regular or provisional student will enrol in a program of study in the jurisdiction of one of the following academic units: (a) a single department or school, (b) an interdepartmental committee, or (c) a centre. In each case the student will be identified with a single department in which he or she is deemed to be registered. Normally, the department so identified will be the department of which the advisor is a member. Students enrolled under (b) or (c) above will meet the degree requirements of that unit as arranged with the department in which they are registered.

    Special Students: Each special student will register in a single department. The chair of that department, or the chair's nominee, is responsible for the student's program.

  2. Registration Procedure
         Students are reminded that registration material must be submitted by the indicated deadlines. Check the Academic Schedule at the front of this calendar for the registration (also known as course selection) deadlines.
         Normally six to eight weeks prior to the beginning of each semester, the continuing student will file, in Graduate Program Services, a Graduate Student Add/Drop & Change form, in order to activate registration for the upcoming semester. The form must be approved in the academic unit concerned before it is submitted to Graduate Program Services. Alternatively, continuing students (with a few notable exceptions) may choose to use WebAdvisor to register. New students may register in person up until the last date for registration for new students as announced in the Academic Schedule.
         University ID cards, which are used for identification and for library and bus pass purposes, are produced and validated at Graduate Program Services upon initial registration. Validation stickers will be provided each semester to registered continuing students. Loss or theft of a university card should be reported to the Library Circulation Information Desk and to Graduate Program Services.
         Normally, the registration procedure must be completed within the dates set in the Academic Schedule in this calendar. In special circumstances a student may be permitted to register up to 14 class days after the opening date with an appropriate late fee being assessed.
         Billing statements are sent to preregistered students by Student Financial Services, Office of Registrarial Services, approximately four to six weeks prior to the beginning of each semester. Payment of account will complete the registration process. Failure to make appropriate payment arrangements by the beginning of the semester will result in the cancellation of enrolment (de-registration) for that semester.
         Students taking undergraduate courses must complete their course registration by the deadline for undergraduate registration. Students wishing to register in any undergraduate course or course for audit must obtain the instructor's signature on the Graduate Student Add/Drop & Change form.
         Students registered in multi-semester courses must register in each semester in which they are actively engaged in course requirements, unless otherwise stated in the course description.

  3. Registration Changes
         Changes of registration (deletion or addition of courses) may only be made on the recommendation of the student's advisory committee and with the approval of the dean of Graduate Studies. Credit will be given only for courses listed on the Graduate Student Add/Drop & Change form or authorized through an official change of registration. When dropping two-semester courses, both semesters of the course must be dropped. Students who wish to re-take a two semester course must re-take both parts of the course. The deadline to drop a two-semester course is the add deadline date specified for the second semester of the course.

  4. Continuity of Registration
         Students are expected to register in each consecutive semester of study until graduation. They must be registered in each semester in which they are actively engaged in coursework or research, including any semester in which they have any contact with university faculty/staff or use of university facilities in connection with their degree program.
         Without prior permission from the dean of Graduate Studies, students normally cannot register at the University of Guelph while they are registered as a student at another university. University of Guelph graduate students, with prior permission from the dean of Graduate Studies, may arrange a leave of absence to register at another university. Students should consult Graduate Program Services about the options available when planning such activities.
         A regular student may make prior arrangements, subject to review and recommendation by the department, to take a leave of absence from graduate studies for a specified period of time, not to exceed one year. The Board of Graduate Studies may approve a leave of absence for students who request permission not to register for two or more consecutive semesters. Further leave(s) of absence may be granted subject to review and recommendation by the department and approval by the Board of Graduate Studies. A leave of absence approved by the Board of Graduate Studies will include adjustments in the time allotted for completion of the graduate program. Parental leave will be accommodated under this regulation.
         The dean of Graduate Studies may routinely approve a leave of absence for students who request permission not to register for one semester, without adjustment to time allotted.
    Failure to register or receive prior permission for a leave of absence will be regarded as withdrawal from graduate studies at this university. Students who wish to resume their studies must apply for readmission; if readmitted they will be required to conform to current regulations.
         A student who has not completed all the requirements for the degree by the due date for thesis submission in a particular semester must re-register. Candidates must be registered in the semester in which they qualify for the degree.
         In the case of conjoint or co-operative graduate programs with other universities, arrangements will be made to ensure that the students involved are not placed at a disadvantage with respect to continuity of registration.

  5. Cancellation of Registration
         A student who wishes to withdraw from the university is expected to consult with the department graduate co-ordinator prior to submitting the withdrawal notice to Graduate Program Services. Within the time limits described in     Refund of Fees, approval of the withdrawal entitles the student to a refund on a prorated basis. No such refund may be claimed without the graduate dean's authorization.
         In the event that a student fails to obtain satisfactory standings or to make satisfactory progress either in coursework or in research, the Board of Graduate Studies may require the student to withdraw (see Departmental Review). Registration will be cancelled as of a date specified by the Board and an appropriate refund of fees authorized.
         A student who withdraws from the university must return all outstanding loans from the library immediately upon withdrawal, regardless of the original due date. Any items not returned will be declared lost and their cost will be charged to the student's account.


Student Programs


  1. Advisory Committee
         In all cases, the student's program of study is established and supervised by the advisory committee. Once the committee has been approved, no changes may be made to its membership without the written approval of the departmental graduate studies committee and the consent of the dean of Graduate Studies.

  2. Establishment of Program
         After examining the student's academic record, the committee will arrange a program appropriate for the degree. The committee will give due consideration to relevant courses passed by the student at any recognized university or college and any necessary placement examinations taken. The program will include prescribed studies on the basis of which the candidate's final standing will be determined. It may include additional courses either chosen by the student or specified by the committee. The program established by the advisory committee must be submitted for approval to the dean of Graduate Studies no later than the beginning of the student's third semester.

  3. Changes in Program
         Once the program of courses is established, changes may be made, subject to the approval of the advisory committee, and reported to the dean of Graduate Studies.

  4. Transfer of Academic Credit
         On the recommendation of the advisor and with the approval of the department chair and the dean of Graduate Studies, a graduate student may take, and receive credit for, graduate courses at another university. The arrangements for these courses must be made through the dean of Graduate Studies or the dean's delegate.

  5. Seminar Courses, Practica and Internships
         Either a numeric grade or a designation of satisfactory (SAT) or unsatisfactory (UNS) may be used in evaluating the student's performance in such courses.

  6. Major Paper
         In all non-thesis programs, the major paper is assigned a course number and appropriate credits. The course may extend over two semesters and the student's performance may be indicated by a numeric grade or a satisfactory (SAT) or unsatisfactory (UNS) designation. A copy of the major paper must be deposited in the department or school in which the student is registered.

  7. Auditor Privilege
         With the consent of the advisory committee, the instructor and the department chair concerned, a student may register for and audit all or part of a course. It is understood that the student will attend lectures as prescribed but will not write any examination or receive any grade. Such a course may be recorded as an additional course, identified by AUD. Note that courses offered through distance education (section DE) may not be audited.

  8. Language of Instruction
         The English language is used for instruction, in the writing of examinations, and in text books used at this university (except in modern and classical languages). The thesis and other reports must be written in English.

  9. Short Courses for Graduate Teaching Assistants
         Graduate teaching assistants and other graduate students may avail themselves of short courses on specific educational topics offered by Teaching Support Services. Information on the courses offered in the each academic year may be obtained from Teaching Support Services.

  10. Animal Care Instruction
         All graduate students who will utilize vertebrate animals in their research and/or who will be teaching assistants in a course involving vertebrate animals must take a short course offered by the Animal Care Committee or have equivalent training. Students must take this course as early as possible in their program. See     Animal Care Short Course for details.


Academic Standings


     A department may require examinations (oral and/or written), from time to time, to evaluate the student's progress. Numeric grades must be assigned to indicate the student's standing in courses except where otherwise specified.

  1. Grades Schedule
         In courses which comprise a part of the student's program, standings will be reported according to the following schedule of grades:

A+ 90-100%
A 85-89
A- 80-84
B+ 77-79
B 73-76
B- 70-72
C+ 67-69
C 63-66
C- 60-62
F 0-59


     A graduate student who receives a grade of less than 60 per cent in any course (graduate or undergraduate, prescribed or additional) is deemed to have failed the course. The advisory committee must then take action (see Departmental Review).
     A student may not register for any course they have previously passed unless the course is a varying content course (such as a Special Topics course) or unless so directed by the Admissions and Progress Committee of the Board of Graduate Studies.

AUD an "audited" course (additional courses only).
INC incomplete or course not completed. It is required that the INC be replaced by a grade or an INF (incomplete failure) within the next registered semester, within a maximum of two semesters following the semester in which the course was not completed.*
INF incomplete : failure. Students not completing the course requirements within the prescribed time limtit (see INC above) of receiving an INC will receive an INF grade for that course.*
INP in progress. Multi-semester courses that are in progress will receive the INP interim grade designation in each semester prior to the semester of completion. Students registered in multi-semester courses must register in each semester in which they are actively engaged in course requirements. A grade is recorded in the final semester of offering.
MNR mark not reported. Grade has not been reported to Graduate Program Services by department or school by the last day for grade reports for the semester. It is required that the MNR be replaced by a grade or an INF (incomplete failure) within the next semester.*
SAT satisfactory. Used for evaluation of certain seminar and practicum courses
UNS unsatisfactory, considered a failure. Used for evaluation of certain seminar and practicum courses.
WDF withdrawn: failure. Identifies a course from which the student withdrew after the announced last date for dropping courses. A course dropped prior to this last date is not recorded.


* Any student who receives an INC or MNR grade and for whom the final grade is not received in Graduate Program Services prior to the first day of the next semester, must be registered within a maximum of two semesters, at the end of which registered semester it is required that the INC be replaced by a grade of an INF (incomplete: failure). If the student is not registered in the semester in which the course is completed, any submitted grade will not be accepted and the student will receive INF as a final grade. Note that the student does not register for the incomplete course again; when a grade is received, the grade will replace the INC or MNR grade originally recorded. Students who are registered may have, at the department/school graduate committee's discretion, up to the end of that subsequent semester to finish the course requirements before the grade of INF is automatically recorded. Exceptions to the above, for compassionate reasons, may be considered on appeal to the Admissions and Progress Committee of the Board of Graduate Studies.

2. Thesis Assessment
     In the thesis, numeric grades are not required; instead the work is reported as either satisfactory or unsatisfactory.

3. Prescribed Studies
     A graduate student must obtain an overall weighted average of 'B-' or better (at least 70%) in the prescribed studies, as set out in the approved program, in order to qualify for the degree or graduate diploma.

4. Additional Courses
     In the courses which are identified as additional courses, standings will be reported according to the schedule of grades set out above, but will not be included in the calculation of the overall average described in Prescribed Studies. It is understood, however, that such additional courses are an integral part of the student's approved program.

5. Departmental Review
     At the end of each semester the academic record and progress of each student will be reviewed by the graduate faculty of the academic unit in which the student is enrolled and a report therein will be submitted by the advisor to the department graduate co-ordinator and to the student. If the report expresses some concerns about progress or unsatisfactory progress, a copy is submitted to the dean of Graduate Studies. If the student fails a course or a required examination, the advisory committee, through the academic unit, will recommend appropriate action to the Board of Graduate Studies (see Cancellation of Registration). Only by authority of the board may a further privilege of any kind be extended.

Graduation

     Every candidate for an advanced degree is responsible for making application to graduate. The application must be filed when the thesis is submitted at Graduate Program Services or, where a thesis is not required, not later than the last date for thesis submission for the convocation concerned. The graduation list will be based upon these applications.
     At the time of application for graduation, master's and doctoral students have the opportunity to choose an alternate degree designation to appear on the graduation diploma. A master's candidate may choose to have "Magisteriate in ..." rather than "Master of ...". A doctoral candidate may choose to have "Doctorate in ..." rather than "Doctor of ...". This designation will appear on the graduation diploma and the official transcript.
     On completion of the graduate program, the student's university card must be submitted for invalidation at Graduate Program Services. The invalidated card is then presented at the circulation information desk in the library, where a clearance card is issued. Until these two steps have been taken, the student will not be eligible for the graduate degree, for a completed transcript, or for a fee rebate (if applicable). At least three working days must be allowed for clearance to be completed by the Division of Circulation and Interlibrary Services, McLaughlin Library.

Transcripts of Record

     Certified official transcripts of the student's academic record are available at Graduate Program Services. Only individually sealed copies are valid. Transcripts will be sent to other universities, to prospective employers, or to others outside the university only upon formal request by the student. Application for a transcript should be made at least three working days before it is required.

Thesis

     Each candidate for a graduate degree, with some exceptions, is required to submit a thesis based upon the research conducted under the supervision of a member of the graduate faculty. Details as to numbers of copies and arrangements for submission are given under the appropriate degree regulations. General specifications as to paper, format, order and binding are available from Graduate Program Services.

  1. Submission of Thesis
         When the thesis, in its final form, has been prepared after the final oral examination, the candidate will bring two unbound copies to Graduate Program Services. Each copy must be submitted in a separate folder with the pages numbered and arranged in the appropriate order. The thesis must be free from typographical and other errors. When accepted by the dean, one copy will be retained for microfilming and for deposit in the McLaughlin Library after being bound. The second copy will be retained for eventual submission to the department.

  2. Circulation and Copying of Thesis
         In normal circumstances, as a condition of engaging in graduate study in the university, the author of a thesis grants certain licences and waivers with respect to the circulation and copying of the thesis:

    1. to the chief librarian a waiver permitting the circulation of the thesis as part of the library collection;

    2. to the university a licence to make single copies of the thesis under carefully specified conditions;

    3. to the National Library of Canada a licence to microfilm the thesis under carefully specified conditions.


        Provision is made for the circulation and the copying of a thesis to be delayed for a period of up to twelve months from the date of successful final examination, good cause being given.

  3. Copyright Provision
         Copies of the thesis shall have on the title page the words "In partial fulfilment of requirements for the degree of Master of Arts" (or Master of Science, etc.). The International Copyright notice (© ), which consists of three elements on the same line (a) the letter c enclosed in a circle, (b) the name of the copyright owner (the student) and (c) the year should appear as the bottom line on the title page of the thesis.

  4. Copyright Policy
         Consistent with the foregoing, the Board of Governors has established an administrative policy on copyright. The policy statement may be consulted in the Research Policies Handbook.

  5. Unacceptable Thesis
         In the event that a candidate is unable to prepare a suitable thesis, the advisory committee will so report to the graduate faculty of the department (the candidate will receive a copy of the report). The department chair is responsible for ensuring that the dean of Graduate Studies is promptly and fully informed of the circumstances.

  6. Publications Arising from Research
         Graduate students share with other researchers the responsibility of disseminating information obtained in the course of their research. Accordingly, the university encourages graduate students to publish the results of their research projects without undue delay. In several departments, publication of journal articles is critical for their research programs. Such departments may establish procedures whereby the graduate student's advisor may arrange for submission of journal articles based on the graduate student's research, should the graduate student fail to make such submissions. The procedures should be in writing and should be made known to graduate students on entry into the program.



Academic Misconduct

     Academic misconduct is behaviour that erodes the basis of mutual trust on which scholarly exchanges commonly rest, undermines the university's exercise of its responsibility to evaluate students' academic achievements, or restricts the university's ability to accomplish its learning objectives.
     The university takes a serious view of academic misconduct and will severely penalize students, faculty, and staff who are found guilty of offenses associated with academic dishonesty, misrepresentation of personal performance, restrictions of equal opportunities for access to scholarly resources, and damage to the integrity of scholarly exchanges. The Senate of the university has adopted a number of policies that govern such offenses, including: the Student Academic Misconduct Policy, the Research Misconduct Policy, and the Student Rights and Responsibilities Regulations. These policies will be strictly enforced.
     It is the responsibility of University of Guelph students, faculty and staff to be aware of what constitutes academic misconduct and to do as much as possible to prevent such offenses from occurring. Furthermore, all members of the community, students, faculty and staff have the specific responsibility of initiating appropriate action in all instances where academic misconduct is believed to have taken place. This responsibility includes giving due consideration to the deterrent effect of reporting such offenses when they do occur, making one's disapproval of such behaviour obvious, and helping to ensure that the university community does nothing to encourage or facilitate academic misconduct.

Responsibilities
     University of Guelph students have the responsibility of abiding by the university's policy on student academic misconduct regardless of their location of study; faculty, staff and students have the responsibility of creating an environment that discourages misconduct.

Offences
     Academic Misconduct is broadly understood to mean offences against the academic integrity of the learning environment. This would include, but is not limited to, the following examples:

  1. Academic Dishonesty
    a) Copying from or using prohibited material, including, but not limited to, documentary, electronic or other aids not approved by the instructor, in an assignment or examination.
    b) Copying another person's answer(s) to an examination question.
    c) Improper academic practices - this includes the falsification, fabrication or misrepresentation of material, including research results, that is part of academic evaluation, the learning process, or scholarly exchange. This offence would include the reference to resources that are known to not exist or the listing of others who have not contributed to the work.
    d) Plagiarism - in the sense of misrepresenting the work of others as one's own. Plagiarism specifically can be understood as: the act of copying, reproducing or paraphrasing significant portions of someone else's published or unpublished material, and representing these as one's own thinking by not acknowledging the appropriate source or by the failure to use appropriate quotation marks. These materials include: literary compositions and phrasing, performance compositions, chemical compounds, art works, laboratory reports, research results, calculations and the results of calculations, diagrams, constructions, and computer reports or software. Students have the responsibility to learn and use the conventions of documentation, and, if in any doubt, are encouraged to consult with the instructor of the course, the academic advisor, or the department chair/director for clarification. Instructors have the responsibility of advising students in writing of any significant individual interpretations of plagiarism or of any aspects concerning paraphrasing limits or referencing formats unique to the instruction, the discipline, or the course material.

  2. Misrepresentation of Personal Performance
    a) Submitting false, fraudulent or purchased assignments, research, or credentials; or the falsifying or withholding of records, transcripts, or other academic documents.
    b) Impersonation - involves having someone impersonate onself, either in person or electronically, in class, in an examination, or in connection with any type of course assignment or material or availing oneself of the results of such impersonation. Both the impersonator and the individual impersonated (if aware of the impersonation) are subject to a penalty. In this context, plagiarism is simply another form of impersonation that misrepresents personal performance.
    c) Submitting a false medical or compassionate certificate, or presenting other such documentation under false pretenses.
    d) Improperly obtaining, through theft, bribery, collusion or otherwise, access to privileged information, or examination paper or set of questions.
    e) Submitting the same coursework, research, or assignment for credit on more than one occasion without the prior written permission of the instructors in all of the courses involved.
    f) The above provisions [2(a)-(e)] are institutional requirements that apply to all graduate and undergraduate courses, and to the presentation of all work, including graduate theses, submitted for academic evaluation and undergraduate or graduate credit. In addition to these provisions, an instructor may require that other constraints apply in the context of a particular course. Such constraints may include, but are not necessarily restricted to, for example, a ban on the use of writing or editorial services, or the use of a research survey service. In such cases, it is the responsibility of the instructor in charge of the course to inform the students of these additional constraints in writing on the course outline, and it is the responsibility of the student in the course to abide by these constraints.

  3. Damage to the Integrity of Scholarly Exchanges
    a) Altering, destroying, hiding, or generally restricting access to academic materials intended for general use.
    b) The unauthorized removal, destruction, or theft of library and other university academic resources.
    c) Inappropriate distribution of restricted material.
    d) Obstructing the academic activities of others. This involves interfering with the scholarly activities of another or altering or falsifying the work of others, in order to harass or gain unfair academic advantage. This includes, but is not limited to, interfering or tampering with experimental data, with a human or animal subject, with a written or other creation (e.g,, a painting, sculpture, film), with a chemical used for research, or with any other object of study.
    e) Aiding or abetting academic misconduct. Knowingly aiding or abetting anyone in committing any form of academic misconduct is itself academic misconduct. This may include, but is not limited to offering essays or other assignments with the intention that these works be subsequently submitted for assessment.
    Note: Many of these offences could also be viewed as a violation of the Research Misconduct Policy, or the Student Rights and Responsibilities Regulations. Students may also, therefore, be subject to procedures and penalties outlined in these policies.


Penalties

If a student is found guilty of academic misconduct, one or more of the following penalties may be assessed:

  1. Requirement for submission of a new piece of work; partial or total loss of marks on the exam/assignment; partial or total loss of marks for the course in which the offence occurred;

  2. An official warning that the penalty for a subsequent offence will be either suspension from the university for a period of up to two years or expulsion;

  3. The rescinding of University-funded scholarships or bursaries;

  4. Suspension from the university for a period of either one or two years. A student who wishes to be considered for readmission after this period must make an application that will be judged on the basis of eligibility to continue;

  5. A recommendation for expulsion from the university. A student who has been expelled from the University of Guelph is not eligible for readmission to the university for at least five years. A student who wishes to be considered for readmission must petition the president to have the expulsion status removed. The president will form a hearing committee to review the case for lifting the admission restriction. If the committee decides to remove the expulsion status, the student who wishes to be considered for readmission must then make an application that will be judged on the basis of eligibility to continue. If the committee decides to leave the expulsion status in place, the student must wait at least another two years before submitting a new petition.

  6. A recommendation for revocation/rescinding of a degree. A person who is found guilty of academic misconduct after having been approved for graduation, or after having a degree conferred, may have the degree rescinded or revoked.
    Note: The guidelines that deans consider when determining the appropriate penalty are available on request from any dean.


Procedures

Detection and Documentation

  1. Examinations
         The responsibility for preventing and detecting academic misconduct in an examination lies with the invigilators, although they may make use of reports from others to assist them in detection.
         In cases of suspected impersonation, the chief invigilator shall require the student concerned to remain after the examination until the student is satisfactorily identified. In other cases of suspected academic misconduct, the chief invigilator shall allow the student to complete the examination, but may take action by either:
    a) requesting that the student complete the examination in another location or setting when it is deemed that such action will cause the least disruption to those taking the examination; or
    b) confiscating the suspect material and requesting that the student make contact with the instructor once the examination period is over.
         In any case, the chief invigilator shall give a full report, together with any confiscated material, to the instructor-in-charge of the course if the instructor is not the chief invigilator. In instances of open learning courses, the material will be submitted to the director of Open Learning. This documentation is used in consultation with the chair/director when preparing a formal complaint.

  2. Term Assignments, Including Research and Thesis Work.
         The responsibility for detecting academic misconduct on term assignments, etc., lies with the person responsible for evaluation and discussion of the student's work (marker), although that person may make use of reports from others to assist in detection. Where academic misconduct is suspected, the marker:
    a) shall retain possession of suspect material; and
    b) may seek to interview the student to allay suspicion or to confirm it.
         In any case, the marker shall give a full report in writing together with any confiscated material to the instructor-in-charge of the course, or to the advisor of the student's work, if the instructor/advisor is not the marker. This documentation is used in consultation with the chair/director when preparing a formal complaint.

  3. Cases Outside the Domain of Examinations or Assignments.
         The responsibility for detecting academic misconduct in the context of an academic environment that is not part of the formal examination or assignment process must rest with the entire university community. Where academic misconduct is suspected, but where it is unclear whether it is directly related to a specific course, or where the specific course is unknown, those with knowledge of an offence should attempt to contact either the chair of the student's department, the student's program counsellor, or the student's college dean. If the suspected offence appears to be related to a specific course, then the instructor of the course should be contacted.

Response to Academic Misconduct

  1. Suspected Academic Misconduct
         Where there is evidence of suspected academic misconduct associated with a specific course, the instructor-in-charge of the course should consult with the chair/director to help determine whether the offence and the associated evidence/documentation merit a formal complaint. At this stage, the student is likely to be interviewed, but there is no obligation to do so.
         When it is determined that a formal complaint is appropriate, the chair/director shall make the complaint in writing to the dean of the college offering the course. The complaint shall include copies of all relevant material including a description of the method of evaluation as described in the course outline. The dean of the college offering the course will take the initiative in determining whether to proceed with a complaint.
         The complaint shall refer to how the offence is or is not directly related to the assessment format (for example, "plagiarism on the 50- per-cent term assignment".) If the formal complaint involves a final examination or final assignment, the grade submission for the student shall be delayed.
         In those cases where the suspected misconduct is not directly related to a specific course, the complaint may be made directly to the dean of the student's college.

  2. Formal Complaint Procedures for Academic Misconduct
         The responsibility in all cases for deciding whether to process the formal complaint, deem a student guilty or not, and for determining any penalty lies jointly with the dean of the college offering the course and with the dean of the student's college (or the director of Open Learning, where appropriate), acting in consultation with the provost and vice-president (academic), and where appropriate, the dean of Graduate Studies.
         The dean of the college offering the course shall contact Undergraduate Program Services or the dean of Graduate Studies to ascertain if any record of previous academic offenses exist. Either dean concerned may seek further information concerning any reported incident from the instructor or from any other person involved.
         Should the dean(s) decide that the evidence/documentation or the offence does not merit any further action on behalf of the formal complaint, the dean(s) will return the formal complaint to its source and indicate the reasons for the return. A formal complaint not processed as an accusation of academic misconduct by the dean(s) has no official status as an accusation and no record of the complaint shall be maintained.
         Once the decision is made to process the formal complaint as an accusation of academic misconduct, the dean of the college offering the course shall interview the student, unless the student is unavailable or unwilling.
         The dean(s) may, after the appropriate inquiry and a guilty verdict, impose one or more of the penalties previously listed. The penalty is assessed by the dean(s) concerned (acting jointly) in consultation with the provost and vice-president (academic), and where appropriate, the dean of Graduate Studies.
         If the student is deemed not guilty by the dean(s), no penalties will be assessed, no record of the suspected offence or formal complaint will be kept, and all parties will be informed of the final decision by the dean(s).
    Note: A student charged with academic misconduct in a particular course or courses will not be allowed to drop the course(s) in question during the period of the investigation. If the student is found innocent of the charge, the student may drop the course(s). If the student is found guilty of academic misconduct and is charged with anything other than a warning, the student will not be allowed to drop the course(s). If the penalty selected is a warning, the student may drop the course(s).

  3. Penalty Assessment for Academic Misconduct
    a) Cases where expulsion is not recommended

    1. The dean of the college offering the course shall inform the student in writing whether he/she has been found guilty, what penalty if any has been assessed, and of his/her right to appeals.

    2. The dean shall also notify the instructor, the instructor's chair, Undergraduate Program Services, the dean of the student's college, the dean of Graduate Studies, and the provost and vice-president (academic).

    3. The penalty assessed shall stand unless the student appeals within 15 calendar days of notification.

    4. The student may appeal against the dean's finding of guilt or the assessed penalty. The appeal procedure is described in the Regulations of the Senate Committee on Student Petitions.


    b) Cases where expulsion is recommended

    1. The dean of the college offering the course shall inform the student in writing and forward the matter to the Senate Committee on Student Petitions for disposition.

    2. At that time the student may request a hearing of the Senate Committee on Student Petitions.

    3. If a hearing is not requested, the Senate Committee on Student Petitions will conduct a review and subsequently notify those individuals involved with the case.


    c) Cases where revocation/rescinding of a degree is recommended

    1. The dean of the student's (or former student's) college or the director of Open Learning shall inform the student in writing and forward the matter to the Senate Committee on Student Petitions for disposition.

    2. At that time the student (or former student) may request a hearing of the Senate Committee on Student Petitions.

    3. If a hearing is not requested, the Senate Committee on Student Petitions will conduct a review and make a recommendation to a closed session of Senate, and will subsequently notify the individuals involved with the case.



  4. Appeal Process
         If a student is charged with academic misconduct resulting in the dean's assignment of a penalty that consists of the loss of marks only, the student has the right to appeal first to the dean of his or her college. This right need not be exercised, and the student may appeal such a penalty directly to the Senate Committee on Student Petitions.
         If a mark-only appeal is not submitted to the dean within 15 calendar days of receipt of the notification, the mark penalty as assessed shall stand unless it is appealed directly to the Senate Committee on Student Petitions and changed as a result of such an appeal.
         If the student is charged with academic misconduct, the student may submit a petition to the Senate Committee on Student Petitions. When there is no appeal of a mark penalty made to the dean, or when the penalties go beyond mark penalties, then the submission of a petition is to be made within 15 calendar days of the receipt of the initial penalty assessment. In the case of a mark only penalty, this petition may be made within 15 calendar days of receipt of an appeal decision by the dean. At the time of submitting the petition, the student may request a hearing for the next scheduled meeting of the Senate Committee on Student Petitions.
         A review by the Senate Committee on Student Petitions involves an examination of all relevant documents to determine the appropriateness of a dean's finding of guilt or of the assessed penalty. In the case where a petition is received after the 15 day limit and a mark penalty is the only penalty assigned, the committee will seek to determine whether the penalty was first appealed to the dean. The procedures for conducting a review and for holding a hearing are set out in the Regulations of the Senate Committee on Student Petitions.
         Following a review or hearing, the Senate Committee on Student Petitions may take one or more of the following courses of action:
    a) confirm a finding of guilt;
    b) reverse a finding of guilt (in which case no penalty shall apply);
    c) confirm a penalty;
    d) assess a different penalty.

Record Of Academic Misconduct
     Undergraduate Program Services, or the dean of Graduate Studies, shall place in the student's file a record of all academic misconduct for which the student is penalized. This record shall be expunged from the student's file upon graduation, or completion of a certificate or diploma for open learners. Students who do not graduate from the University of Guelph or another university may submit an appeal to the Senate Committee on Student Petitions to have the record expunged no sooner than 5 years after the date of last registration. Students who have graduated at another accredited university may submit verification of graduation to Undergraduate Program Services, Office of Registrarial Services, and have their record expunged. The record for expulsion is permanent, unless removed by petition to the president.
     Access to the record of academic misconduct will be limited to those involved in processing appeals and those involved in processing additional complaints against the student. It is normally assumed that the penalties for repeat offenders will be more severe than those assigned for first offenses.

Grade Reassessment

     Grade reassessment is the process of reviewing the calculation of grades, or the methods and criteria used to establish final grades, or the application of academic regulations or procedures in course grading. The outcome of a grade reassessment may be a grade increase, a grade decrease, or no change to the grade. The detection of errors or omissions in the calculation of final grades will result in the assignment of a revised grade. Students normally initiate grade reassessments, but instructors may initiate this process. In the event that the reassessment results in a change in grade, the department chair may arrange for the review of the grades of other students in the course and ensure that other grades are changed, if necessary.

Calculation Errors or Omissions
     Students who believe there have been errors or omissions in the calculation of their final grade for a course may request a grade reassessment. They must submit a request in writing to the chair of the department offering the course within 14 working days of receiving notification of the grade. The request must pertain to work completed in the course and must contain a statement of the specific reasons why the grade does not adequately reflect academic performance in the course. Students must also submit relevant assignments or tests that have been returned to them.
     The chair shall forward the student's request to the instructor and the instructor shall respond to the chair within one week. The instructor has the responsibility of reviewing the appropriateness of the assigned grade in relation to the student's work, and of ensuring that the calculation of marks is accurate. The instructor must reply to the chair, in writing, giving assurance that the review is complete.
     If there is a change in the grade, the chair will forward a Grade Reassessment form to the college dean. Upon approving the grade change, the dean signs the form and forwards it to Graduate Program Services. Graduate Program Services will advise the student in writing of the change of grade. If there is no change to the grade, it is the chair's responsibility to inform the student in writing.

Methods or Criteria Used in Establishing Final Grades
     The course outline distributed to the class at the beginning of the semester defines the methods and criteria used in establishing final grades for a course. The methods and criteria must conform to the grading procedures established by Senate.
     A student who believes that the methods or criteria used by an instructor in determining a final grade are unfair, unreasonable or inconsistent with the course outline, must request the chair of the department offering the course to review the methods or criteria used. The student must submit the request in writing within 14 working days of receiving notification of the grade and must state the reasons for the request.
     The chair shall attempt to resolve the matter to the satisfaction of both parties. Both the instructor and the chair are free to discuss the student's work with the student or another instructor in the department, but are not obliged to do so. The student, instructor, or chair of the department may request an internal or external assessor who shall be identified by mutual agreement between the instructor and the student. If agreement as to the assessor cannot be reached within 10 working days, the chair shall notify the dean of the College, who shall select the assessor in consultation with the parties.
     If both parties are able to come to an agreement, the chair shall prepare a statement of the agreement to be signed by both parties. If the agreement results in a change to the grade of the student, the chair shall send a copy of the statement to the college dean who shall inform Graduate Program Services.
     If at any time the chair decides that the matter cannot be resolved informally, he or she will terminate all efforts at reconciliation and notify both the student and the instructor of this decision in writing. Results of any internal or external assessment must be included. The chair will advise the student that an appeal can be made to the Senate Committee on Student Petitions. The student must appeal to the committee within 10 working days of being advised of the termination of the chair's efforts. In cases where the student, instructor, or chair of the department has requested an internal or external assessment of the student's work, the materials submitted to the Petitions Committee must include a copy of the internal or external assessment obtained by the chair.

Misapplication of an Academic Regulation or Procedure
     Students who believe that the misapplication of an academic regulation or procedure has affected their final grade in a course, must discuss their concern with the instructor. If the concern is not resolved to their satisfaction they may submit a complaint in writing to the chair of the department offering the course within 14 working days of receiving notification of the grade.
     If the chair has reason to believe that the instructor has not adhered to the grading procedures established by Senate or other academic regulations of Senate, the chair will consult with the faculty member and, if necessary, the college dean, to resolve the matter. If the matter cannot be resolved the chair will advise the student that the student can appeal to the Senate Committee on Student Petitions within 10 working days.

Unsatisfactory Progress

     When it is necessary for action to be taken with respect to unsatisfactory performance by a graduate student, the following process applies. The advisory committee makes a recommendation to the department graduate studies committee which forwards a recommendation to Graduate Program Services. The dean of Graduate Studies ensures that the student is aware of the department's recommendation and is offered the opportunity to make a submission. The recommendation of the department and any submission from the student are considered by the Admissions and Progress Committee of the Board of Graduate Studies. The Admissions and Progress Committee makes a decision on behalf of the Board of Graduate Studies.
     At any stage of the above process, a graduate student may request a reconsideration. It is hoped that communication with the advisor, the chair of the departmental graduate studies committee and the Admissions and Progress Committee will be forthright and constructive.

Appeals of Decisions

     Circumstances may arise in a graduate student's program where requests for changes are considered by the Admissions and Progress Committee of the Board of Graduate Studies. Examples are requests for extended leaves of absence and requests for the removal of course records. In the event of a negative decision, the graduate student may, within 14 days of notification of the decision, request re-evaluation by the Admissions and Progress Committee. Such a request should be accompanied by any information not previously available to the committee. If the negative decision is maintained, the student may, within 90 days of notification of the decision, appeal to the Senate Committee on Student Petitions. The decision of the Senate Committee on Student Petitions is final.
     In the event of a decision by the Admissions and Progress Committee that the student be required to withdraw, the graduate student may, within 90 days of receiving notification of the decision, appeal to the Senate Committee on Student Petitions. Details concerning appeals may be obtained from the secretary of Senate. The decision of the Senate Committee on Student Petitions is final.

Senior Undergraduates in Graduate Courses

     Under exceptional circumstances a senior registered undergraduate student may take a graduate course with the permission of the chair or director of the academic unit offering the course and the permission of the course instructor. The graduate course may be used as credit toward an undergraduate honours degree, with the permission of the chair of the department responsible for the undergraduate program. The course may not be used as a credit toward a future graduate program at the University of Guelph.

Inventions Policy

     In the course of completing their degree requirements, undergraduate or graduate students may discover, or help discover, technology which might be patentable and/or have the possibility for commercial development. Any students who suspect this might be the case should, without delay, contact their research advisor, if appropriate, and the Office of Research. Although the rights to such inventions are owned by the university, a student who is an inventor or co-inventor would share in any revenues earned by the invention according to the university's Inventions Policy.

         

The Office of Graduate Studies has attempted to ensure the accuracy of this on-line Graduate Calendar. However, the publication of information in this document does not bind the university to the provision of courses, programs, schedules of studies, fees, or facilities as listed herein. Other limitations apply.



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