STUDENT APPEALS PROCEDURE

1.2.1 Academic Advisor: A representative of the University who helps and advises Students on their academic plan, appropriate Course selections, academic progression, and learning outcomes.

1.2.2 Academic Calendar: A representation of the periods associated with the University’s operations, containing the teaching periods, exam and holiday dates, and key deadlines, which is approved by the University’s Board of Trustees.

1.2.3 Academic Probation: An Academic Standing assigned to Graduate Students who achieve a Cumulative GPA less than 3.00 for the first time.

1.2.4 Academic Probation 1: An Academic Standing assigned to Foundation and Undergraduate Students who achieve a Cumulative GPA less than 2.00 for the first time or who fail an Academic Preparatory Course for the first time.

1.2.5 Academic Probation 2: An Academic Standing assigned to Undergraduate Students on Academic Probation 1 who fail to achieve a Cumulative GPA of at least 2.00 at the end of the following semester of registration or to Foundation Students who fail an Academic Preparatory Course on the second attempt.

1.2.6 Academic Standing: The standard set by the University to determine a Student’s eligibility to remain and/or progress in a Program.

1.2.7 Admission: The process in which Applicants are evaluated for entry into a University Program.

1.2.8 Admission Requirements: The requirements for eligibility into a University Program.

1.2.9 College: A group of related Programs under the leadership of one Dean.

1.2.10 Conflict of Interest: A situation where a person has an actual, perceived, or potential personal, professional, or financial interest or commitment, that may affect the conduct of his/her duties and responsibilities, or unduly influence or compromise his/her professional judgment in exercising their duties.

1.2.11 Course: A set of Learning Sessions in a particular subject, with a defined scope and duration, and specific learning outcomes.

1.2.12 Foundation Program Student: Student enrolled in the Foundation Program with the intent to progress to an Undergraduate Program.

1.2.13 Graduate Student: Student enrolled in a graduate academic program falling within levels 9, 10 or 11 of the Qatari National Qualifications Framework.

1.2.14 International Student: A Student who is not a citizen or resident of the State of Qatar and is issued their Qatari Residence Permit under University Sponsorship.

1.2.15 Re-admission: The process in which an Applicant is admitted (or denied) into a University Program, when an Applicant has previously been admitted as a Student but has been dismissed or has become a Discontinued Student.

1.2.16 Reinstatement: The process of returning a Student back to the status they previously held at the University.

1.2.17 Sponsor: An organization that pays all or a portion of a Student’s education-related expenses.

1.2.18 Staff: Person(s) employed by the University.

1.2.19 Student Record: Any information directly related to a Student and maintained by the University.

1.2.20 Student Self-Service: The online portal or system that allows Students to access and manage their academic and administrative information.

1.2.21 Tuition-Exempt: A tuition waiver for Students satisfying the University’s tuition exemption eligibility requirements.

1.2.22 Undergraduate Student: Student enrolled in an academic program falling within levels 4-7 in the National Qualification Framework of the State of Qatar, NQFQ.

3.1.1 Student Appeals must be filed in a timely manner, and the process is to be administered expeditiously and in accordance with principles of procedural fairness.

3.1.2 No fees will be assessed for submitting a Student Appeal.

3.1.3 The University reserves the right to take formal and/or disciplinary action against any party who lodges a Student Appeal on false or malicious grounds.

Students may initiate a Student Appeal:

3.2.1 For decisions pertaining to the following categories only:

3.2.1.1 An Academic Dismissal pursuant to the Academic Standing Policy (PL-ST-05) and the Graduate Academic Standing Policy (PL-ST-18); or

3.2.1.2 A Student Misconduct finding resulting from conduct that is prohibited as outlined in the Student Conduct Policy (PL-ST-01) and resulting in:

3.2.1.2.1 a suspension for a full Semester or more; or

3.2.1.2.2 permanent Dismissal from a Program; or

3.2.1.2.3 Expulsion from the University.

3.2.2 If the appeal has not previously been heard by the relevant Appeals Committee; and

3.2.3 If the appeal meets one or more of the grounds for appeal set out in clause 3.3.

3.3.1 Student Appeal applications can only be reviewed on the grounds outlined in the Student Appeals Policy (PL-ST-04).

3.4.1 Appeal Committees will meet at the invitation of their Chairs, taking into consideration the timelines prescribed by the relevant procedures. Members are expected to attend all meetings. If a member is unable to attend, they are expected to provide a written notification to the Chair.

3.4.2 Appeal Committee hearings are closed, and all discussions and details must be kept confidential. Information pertaining to an appeal request may only be discussed with, or made available to, a person who:

3.4.2.1 is a party to the appeal;

3.4.2.2 is or has been legitimately involved in the management of the appeal; or

3.4.2.3 has a formal management role in following up on the consequences or implications of the appeal.

3.4.3 Appeal Committee meetings are valid only by the attendance of the majority of their voting members, and the attendance of their respective Chairs or Vice-Chairs. Where a loss of quorum is identified, the meeting will be adjourned until an alternative time is later notified to the members by the Chair or Secretary.

3.4.4 Appeal Committee hearings will be conducted in accordance with the principles of procedural fairness, ensuring that the rights of the appellant Student are respected while also safeguarding the legitimate interests of the University community as a whole.

3.4.5 Appeal Committee Chairs are responsible for ensuring that the confidentiality of third parties is maintained.

3.4.6 Appeal Committees will consider relevant reports and any further written submissions from:

3.4.6.1 the Student submitting the appeal;

3.4.6.2 the relevant Academic Members;

3.4.6.3 the Chair or nominee of the Student Misconduct Committee; or

3.4.6.4 the issuer of the decision under appeal, if applicable.

3.4.7 Appeal Committee Cha will invite the Student submitting the appeal. If the Student is unable to attend in person, they may participate by telephone or virtually. Students who are unable to attend may make written submissions prior to the appeal hearing identifying the reason for their non-attendance. If the Student chooses not to attend or participate in the meeting, the Appeal Committees will proceed to make a determination in the absence of the Student.

3.4.8 Appeal Committees reach decisions through a majority vote of the voting members present during the meeting. Where there is a deadlock, the Chair will have a casting vote. Objections of members will be documented in the minutes of the meeting for future reference/reconciliation.

3.4.9 Appeal Committee Chairs are responsible for maintaining an orderly, fair, impartial, and respectful hearing. The Chairs have the authority to address any disorderly or disrespectful behavior occurring during the hearings, including the power to adjourn the hearing or remove the individual causing the disruption.

3.4.10 To avoid Conflicts of Interest, any members of the Appeal Committees who have an actual, potential, or perceived Conflict of Interest regarding a Student under review must excuse themselves from participating in the respective Appeal Committee proceedings and voting on any motions related to that Student. The recusal can be initiated by the concerned member by informing the Chair or by other members of the relevant committee.

3.4.11 Meetings of the Appeal Committees may be held in-person or virtually.

4.1.1 The Student must submit the appeal application to the Admissions and Registration Directorate through Student Self-Service as per the dates outlined in the Academic Calendar. This should immediately follow the Semester in which the Student was Academically Dismissed.

4.1.2 The Student’s appeal application must:

4.1.2.1 State the ground(s) for appeal.

4.1.2.2 Include evidence supporting the grounds for appeal.

4.2.1 The Admissions and Registration Directorate will submit the appeal applications to the Chair, Academic Appeals Committee, who will schedule the Academic Appeals Committee to meet no later than the second and third day of classes of every Semester at a time and location selected by the Chair.

4.2.2 The Academic Appeals Committee will review the appeal applications and supporting documentation, if any, and will reach a conclusion on whether to uphold the decision or allow the appellant to return to the University for one Semester.

4.2.3 On the same day that the Academic Appeals Committee reaches a decision, the Chair, Academic Appeals Committee will notify the student, the Academic Unit, and the Sponsor, if applicable, in writing of the appeal outcome. A copy of the notification is placed in the Student Record. The formal notification to the Student regarding the outcome of the appeal must include information concerning any impact of the decision on the Student’s enrolment status and, in the case of International Students, any potential impact on their visa status.

4.3.1 Upon Reinstatement, the Academic Standing for Foundation Program and Undergraduate Students will be changed from Academic Dismissal to Academic Probation 2. The Student will have one Semester to earn Clear Standing and avoid Academic Dismissal.

4.3.2 Upon Reinstatement, the Academic Standing for Graduate Students will be changed from Academic Dismissal to Academic Probation. The Student will have one Semester to earn Clear Standing and avoid Academic Dismissal (same suggestion).

4.3.3 Upon Reinstatement, Students who were Academically Dismissed for exceeding the maximum enrollment duration as outlined in the Academic Standing Policy (PL-ST-05) and Graduate Academic Standing Policy (PL-ST-18) will be assessed tuition for their remaining Semesters. This includes Tuition-Exempt Students. Reinstatement may only be granted where there is a reasonable expectation that the Student can complete all graduation requirements within one Semester.

4.3.4 Upon Reinstatement, the Student must meet with their Academic Advisor to identify appropriate Courses for registration.

4.3.5 If the Academic Dismissal is revoked as a result of an administrative or GPA calculation error, the Student’s Academic Standing is corrected on the Student Record in accordance with the Academic Standing Policy (PL-ST-05) and Graduate Academic Standing Policy (PL-ST-18).

4.4.1 If a Student Appeal is denied, the Student is not eligible for Re-admission into the same Program. Academically Dismissed Students may apply for Admission to another Program for the subsequent Semester provided they meet the Admission Requirements and in accordance with the Academic Standing Policy (PL-ST-05) and Graduate Academic Standing Policy (PL-ST-18).

4.4.2 The Student is encouraged to meet with their Academic Advisor to discuss their academic options.

4.5.1 The Student may appeal the decision of the Academic Appeals Committee to the President of the University, where the decision of the President represents the final decision of the University.

4.5.2 The Student Appeal must be submitted to the Office of the President by emailing the Office of the President within five (5) business days of the Student receiving the Academic Appeals Committee’s decision.

4.5.3 The President will review the appeal and reach a decision within five (5) business days of receiving the Student appeal. The Office of the President will inform in writing the appellant and the Vice President, Academics, Student Affairs and the Registrar within two (2) business days of the decision. A copy of the notification is placed in the Student Record and the Vice President, Academic Affairs is responsible for carrying out the decision of the President.

5.1.1 In cases where the Student is issued with a written suspension for a Semester or more, a permanent Dismissal from a Program, or an Expulsion from the University by the Student Misconduct Committee, the Student must submit an appeal application form to the Admissions and Registration Directorate within five (5) business days of the Student Misconduct Committee decision.

5.1.2 The Student’s appeal application must:

5.1.2.1 State the ground(s) for appeal.

5.1.2.2 Include evidence supporting the grounds for appeal.

5.2.1 The Misconduct Appeals Committee will review the appeal application and supporting documentation, if any, and will reach a conclusion whether to uphold or overturn the decision.

5.2.2 The Misconduct Appeals Committee reserves the right to interview the appellant and/or the relevant members of Staff, Students, or University service providers, as part of the decision process.

5.2.3 Within five (5) business days of the Misconduct Appeals Committee’s decision, the Vice President, Student Affairs will notify the appellant, the Academic Unit, the Chair of the Student Misconduct Committee, and the Sponsor, if applicable, in writing of the Misconduct Appeals Committee’s decision. A copy of the notification is placed in the Student Record.

5.3.1 If the Student Misconduct decision is overturned, the Student can immediately return to their Courses.

5.4.1 If a Student Appeal is denied, the Student must abide by the terms of the original decision.

5.4.2 The Student is encouraged to meet with their Academic Advisor to discuss their academic options.

5.5.1 The Student may appeal the decision of the Misconduct Appeals Committee to the President of the University, where the decision of the President represents the final decision of the University.

5.6.1 The appeal must be submitted in writing to the Office of the President within five (5) business days of receiving the Misconduct Appeals Committee’s written decision.

5.6.2 The Student must clearly state the ground(s) of appeal, referencing the original grounds under Policy PL-ST-04, and provide any supporting documents or new information.

5.6.3 The President may review:

5.6.3.1 The written decision of the Misconduct Appeals Committee,

5.6.3.2 All supporting documentation previously submitted,

5.6.3.3 Any new material submitted with the appeal,

5.6.3.4 The procedural record of the Committee's decision-making.

5.6.4 The President may request clarifications or additional context from the Student, the Chair of the Misconduct Appeals Committee, or the Vice President, Student Affairs, but will not hold a formal hearing.

5.6.5 The President will render a written decision within five (5) business days. The decision may:

5.6.5.1 Uphold the original decision;

5.6.5.2 Overturn the decision;

5.6.5.3 Modify the decision, within the limits of the original case and policy.

5.6.6 The Office of the President will notify the Student, the Vice President, Student Affairs, the Chair of the Misconduct Appeals Committee, and any other relevant party in writing within two (2) business days.

5.6.7 The final decision will be recorded in the Student Record. The Vice President, Student Affairs will be responsible for ensuring implementation.

5.6.8 A log of presidential appeal decisions is maintained in the President’s Office.