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Undergraduate Academic Petitions

petitions system

Important Notice!

The Faculty of Liberal Arts & Professional Studies has moved to an on-line submission system for all petitions. You are no longer able to submit petitions in paper format, or in person. You must submit your petition using the petitions system, and your PASSPORT YORK account. You will also use this system to track the progress of your petition, and any documents that you submit in support of that petition.

Appeals of refused petitions will continue to be submitted in person at the Petitions Office in N 926 Ross, and to require completion of an Appeal Form, downloadable from this website.

Supporting documentation for petitions entered on-line also must be submitted to N 926 Ross, in accordance with the directions available on the petitions system.

Drop-off Location for appeals, or the documentation required to support your on-line petition:

Office of the Associate Dean, Students
N926 Ross

Contact Information:

Phone: (416) 650-8193
Email: lapspet@yorku.ca
 

What is a Petition?

A petition is a formal request for the waiver of a Faculty's regulation or deadline. Students have the right to petition on reasonable grounds for special consideration.

Petitions are submitted to a student's home Faculty. The Faculty's Petitions Committee will review the file, and make a decision on a case by case basis.

Before initiating a petition, students are advised to review University and Faculty rules and regulations as stated in the Faculty of Liberal Arts & Professional Studies Calendar. Students must be able to identify the regulation or deadline that they are petitioning.

 
Petition Procedures

Download PDF

Types of Petition & Their Requirements

Effective February 10, 2014, all petitions must be submitted using the on-line Petitions System. The requirements for each petition essentially remain the same, but, with the exception of supporting documentation, are completed and submitted using the on-line application

It is extremely important to read the detailed information sheet particular to your type of petition since any petition that does not address or provide the required information is subject to cancellation.

View this section as an Adobe PDF

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Late Withdrawal

Purpose:to waive a course's withdrawal deadline

Required Forms Documents

  • Academic Petition Form
  • Statement of Grounds (your personal letter)
  • If applicable a letter explaining why you missed the 30-day late withdrawal petition-submission deadline
  • If applicable a letter explaining why you missed the FINAL one-year late withdrawal petition-submission deadline
  • Course Performance Summary (CPS) form (one for each course)
  • Relevant supporting documentation (NOTE: a York Attending Physician's Statement (APS) is required to document medical grounds)

For more information please see Late Withdrawal Information Sheet.

Deferred Standing/Extension of Deferred Standing

Required Forms Documents

  • Academic Petition Form
  • Statement of Grounds (your personal letter)
  • If applicable a letter explaining why you missed the seven-calendar day submission deadline for an extension of deferred standing petition
  • If applicable a letter explaining why you missed the fourteen-calendar day submission deadline for a deferred standing petition
  • Relevant supporting documentation
    (NOTE: a York Attending Physician's Statement (APS) is required to document medical grounds)

For more information please see Deferred Standing/Extension Information Sheet.

Enrol or re-enrol late in a course

Purpose: add a course after the enrolment deadline

Required Forms Documents

  • Petition to Enrol Late (PEL) form (to include course director's signature and departmental confirmation of space availability)
  • Relevant supporting documentation (NOTE: a York Attending Physician's Statement (APS) is required to document medical grounds)
 
Course Overload

Purpose:
to take more than the 18 credits permitted in a summer session, or more than the 36 credits permitted in a fall and winter session

Required Forms Documents

  • Academic Petition Form
  • Statement of Grounds (your personal letter)
  • Timetable (list of courses to be taken)
 
Waive Honours Standing Regulations

Purpose:
to continue in a 120-credit honours program despite not having the average(s) you were required to have by 90 earned credits

Required Forms Documents

  • Academic Petition Form
  • Statement of Grounds (your personal letter) to include:
    • major(s)/minor of intended program
    • list of courses you must/would like to take
    • grades/averages you will need over those courses
  • Relevant Supporting Documentation

For more information please see Waive Honours Standing information Sheet.

Take Additional Credits, 90-credit degree

Purpose:
take additional credits beyond the permitted maximum (90 earned + 12) in an attempt to earn the average(s) required for a 90-credit degree

Required Forms Documents

  • Academic Petition Form
  • Statement of Grounds (your personal letter) to include:
    • major or intended program
    • list of courses you must/would like to take
    • grades/averages you will need over those courses
  • Relevant Supporting Documentation

For more information please see Take Additional Credits Information Sheet.

Waive a Required Withdrawal or Debarment
 
  • Academic Petition Form
  • Statement of Grounds (your personal letter)
  • Relevant Supporting Documentation

For more information please see Waive a Required Withdrawal or Debarment Information Sheet.

 
Degree Requirement Waived or Altered

Purpose:
examples: waive an upper-level, or elective, or general education, or residency requirement

Required Forms Documents

  • Academic Petition Form
  • Statement of Grounds (your personal letter)
  • Relevant Supporting Documentation
 
Financial Petitions

Students who feel that they should not be financially penalized for dropping a course may submit a financial petition to the Office of Student Financial Services (OSFS) for consideration.

Financial petitions are available at OSFS. Please note that before a financial petition will be considered the course must be dropped from your academic record. Therefore, students who missed the academic deadline to drop a course must first submit an academic petition.

If an academic petition is granted then a financial petition may be submitted at that time. All questions regarding financial petitions should be referred to OSFS at (416) 872-9675.



What is an Appeal?

An appeal is a written request for the alteration of the decision taken on a petition generally made to the same level but to another person, panel or Committee. Appeals against decisions of the Liberal Arts & Professional Studies Committee on Student Academic Petitions will be permitted only on the grounds of:

  1. new evidence, or
  2. evidence of procedural irregularity in the committee's consideration of the case.

Every appeal must be accompanied by an Appeal Form.

For Grade Reappraisals Only

Decisions of the Faculty's Schools/Departments may be appealed to the Liberal Arts & Professional Studies Committee on Student Appeals and Academic Integrity only on the grounds of procedural irregularity.


 
Petition Deadlines

It is important that the petition be submitted immediately following the development of the circumstances that have prompted the petition.

Deadlines for Late Withdrawal

Petitions for Late Withdrawal from a course will only be considered within 30 days of the last day of classes of the relevant course. Consistent with Senate legislation, such petitions may be considered for a period of up to one year if they are based on special circumstances, but only if the student submits the petition as soon as possible following the 30-day submission deadline, and the documentation justifies the delay to the point of submission. The Faculty is not obligated to consider a petition submitted beyond one year. A petition submitted beyond either deadline – thirty days, or one year – will require a letter and documentation to explain the delay.

Deadline for Deferred Standing (a first request to defer a course)

Senate legislation states that "Normally requests for deferred standing must be communicated within one week following a missed examination of the last day to submit course work. The period during which the University is officially closed for December holidays is not counted in the determination of deadline days."

For circumstances arising after the withdrawal deadline, you would normally be expected to arrange deferred standing (more time to complete the outstanding final assignment or final exam). Even if you petition for late withdrawal, the committee may decide that your circumstances warrant deferred standing. Since you would then be subject to the deferred standing application deadline, it is important that you always petition immediately following the development of your circumstances.

Deferred standing petitions must be submitted no later than two weeks(14 calendar days) after the formal exam period has ended (as concerns a final exam held during the formal exam period) or no later than two weeks (14 calendar days) from the published deadline for the submission of term work (as concerns exams, tests, essays and other written term work due or scheduled during the term of study).

Deadline for Extension of Deferred Standing (a request to extend a previously deferred course)

Senate legislation states that "Normally requests for deferred standing must be communicated within one week following a missed examination of the last day to submit course work. The period during which the University is officially closed for December holidays is not counted in the determination of deadline days."

For circumstances arising after the withdrawal deadline, you would normally be expected to arrange deferred standing (more time to complete the outstanding final assignment or final exam). Even if you petition for late withdrawal, the committee may decide that your circumstances warrant deferred standing. Since you would then be subject to the deferred standing application deadline, it is important that you always petition immediately following the development of your circumstances.

Faculty of Liberal Arts and Professional Studies legislation states "that petitions for an extension of deferred standing will not be accepted more than 1 week (7 calendar days) after the date of the missed deferred exam, or the deadline for completion of the deferred term work without evidence of circumstances which account for the delay."

The Drop Deadline is Important

It is the final day to use the enrolment system to drop a course. If you do not want a final grade in a course, then you must use the enrolment system to drop the course on or before the withdrawal deadline date. You are responsible for the accuracy of your enrolment record, and for the accuracy of any adjustments you make to your record. You should review your courses after every transaction (add, drop, or section change). It is important that you do not remain enrolled beyond the withdrawal deadline in any course for which you are not prepared to receive a final grade


Graded Feedback

Senate legislation states that by the withdrawal deadline course directors normally must provide graded feedback of 15% of the overall grade for fall, winter or summer term courses, and 30% for "full year" courses. However, there are exceptions, including some upper level courses and courses which run on a compressed schedule. For a full explanation of York's graded feedback policy, please see "Grading Scheme and Feedback Policy". Failure of the course director to provide the class with graded feedback prior to the drop deadline is grounds for late withdrawal ONLY IF you petition immediately after the required feedback was made available to the class.


Extenuating Circumstances

You may have circumstances that you believe justify waiving the drop deadline. You should be aware, however, that you are expected to assess your academic progress in each of your courses, and the impact that your personal, family, medical, financial, or employment circumstances are having on each course, before the withdrawal deadline. If you could have assessed the need to drop a course before the withdrawal deadline, then you must explain why you did not.

Vist this webpage further information on deadlines.


 
Notification of the Results of your Petition

Your on-line petition application is regularly updated to reflect its progress – to indicate any documentation we have received, and any decisions that have been made. You are encouraged to regularly access your on-line petition application to check on its progress, and for decisions. The petition decision letter is sent as an attachment to the York email address indicated on the Petition Application.

Under normal circumstances petitions can take from 4 to 8 weeks, and sometimes longer, depending on whether or not the petition initially is complete, or is awaiting supporting documentation; the time needed to aquire additional information or clarification; as well as the type of petition submitted, and the time of year when the petition was submitted. Very high volume typically results in extended wait times for petitions submitted April to October.

If your petition is denied, information regarding appeal procedures will be included in the decision letter.

Notification of the Results of your Appeal

Appeals, inclusive of the required Appeal Form, must be submitted in hard-copy format directly to the petitions office in N 926 Ross. The appeal decision letter is sent as an attachment to the York email address indicated on the original Petition Application.

If your appeal is denied, information regarding the procedures to request leave to appeal to the Senate Appeals Committee will be included in the decision letter.

Petition Confidentiality

At the Faculty of Liberal Arts & Professional Studies, the petitions process is confidential. Information and documentation submitted in relation to a petition is restricted to office staff and Committee members involved in the decision-making process.

Students may submit a written request to have their petition considered anonymously. Requests for anonymity must be based on the legal, medical or personal circumstances presented in the petition. Where a petition includes allegations about the actions or advice of an employee or office of the University, the employee or a representative of the office in question may be given a copy of the petition letter and an opportunity to respond to the allegations. In such cases, the student is presumed to have waived the right to confidentiality (and anonymity) as concerns those individuals.

Students may request, by appointment, to review the information in their file.

Guidelines (pdf) for the Consideration of Petitions/Appeals by Faculty Committees can be found on the Senate Appeals Committee Website

Petition Forms

To initiate a petition, students must use their Passport York account to access the on-line Petitions System. All supporting documentation must be submitted to the Petitions Office in N 926 Ross. An appeal of a refused petition must be submitted in hardcopy format directly to the Office in N 926 Ross.

Below are the forms that you may require:.

Course Performance Summary (CPS) form

This form must be completed in full by the Course Director for each course in which special consideration is being requested. If the Course Director is not available, the School or Undergraduate or Program Director/Chair may complete this form if they are acting on behalf of the Course Director. This form is required only for certain types of petitions (see Types of Petition & Their Requirements).

[Download Form]

Attending Physician's Statement (APS) form

Petitions submitted on medical grounds must include an Attending Physician's Statement form. Only original medical documentation is acceptable. This form is to be completed and signed by your physician.

[Download Form]

Statement By Counselling & Disability Services Counsellor (CDS) form

If you are a CDS client and are petitioning on medical grounds, you may also want to have your counsellor fill out this form. This form is not meant to replace the Attending Physician's Statement form. Only original medical documentation is acceptable. This form is to be completed and signed by your CDS counsellor. The CDS form will be filled out by a CDS counsellor only if you are already a "client".

[Download Form]

Petition To Enrol Late (PEL) form

Students who are petitioning to enrol in a course after the last date to add the course with the permission of the course instructor has passed must complete this form, and obtain the approval of the course director and the school.

[Download Form]

Appeal form

[Download Form]