- The academic progression/promotion body, or its equivalent, is a duly appointed faculty group responsible for reviewing finalized end-of-term academic records and making recommendations regarding student progression, remediation, repeat, or dismissal.
- The SVM Associate/Assistant Dean of Academics chairs this Committee (APRC), and the APRC membership is composed of the course directors for each term being reviewed and members or representatives from the OUR, Associate/Assistant Dean of Student Affairs, the academic advising coordinator, FPP chair, the department of Educational Services (DES), and the Associate/Assistant Dean of year 4 clinical training.
- The APRC determines if students are making satisfactory academic progress (SAP) by reviewing qualitative and quantitative deficiencies, considering recommendations for Credit Remediation (CR), dismissal, placing a student on MAS, and or having students continue on MAS under specific conditions with a defined plan to remedy deficiencies within the SVM’s regulations.
- The APRC reviews all students after each modular examination and at he edn of each term. The APRC does not hear individual course or examination disputes, which should be resolved between students and course directors before the APRC meeting.
- All students who wish to contest/query an examination or course grade should consult the course and/or unit director. Students must resolve grade concerns within one year of the course.
- The body will only review students with finalized grades; however, Incomplete grades will be reported to the promotions body for monitoring. If a grade is unresolved/invalid or otherwise unexplained, the case will be referred to the respective Dean’s Office for resolution with the course director and will not form part of the regularly scheduled promotions process. The Deans office will define the new promotions schedule for such cases.
- If there are valid academic reasons for CC/I grades (multiple elements over multiple subsequent terms) and the courses are not required for progression a student can progress to the following term of the program.
- If the CC/I grades are required for progression, then the grades must be resolved no later than 30 days of the last date of the term the course ended.
- The progression/promotion body must be convened within 10 business days of the last regularly scheduled examination of the term/course.
- The progression/promotion body must provide students with written outcomes and conditions within 5 business days of the progression/promotion body’s decision.
- In the event that a student will not progress to the next academic phase a written communication will take the form of a formal letter outlining:
- The decision,
- The reasoning for the decision (referencing the student's academic record and the appropriate Student Manual),
- Any conditions attached to progression, remediation, or repeat, e.g. ITI, DES referral etc.
- The letter should provide a mechanism for the student to attest to the acceptance of the stipulations associated with the promotion decision or indicate their wish to withdraw instead.
- For students who are recommended for dismissal the letter will include details on the process, timeline and mechanism to file an appeal to the appellant body or indicate their wish to withdraw instead.
- The Deans Office or its appropriate delegated office should retain records of all activity; all letters to students must be copied to the University Registrar.