Report of the Senate Committee on Academic Policy and Admission (SCAPA)

Senate Agenda EXHIBIT III October 17, 1997


1. Scholarship Policies

A. In-Course Scholarships for Part-Time Students [S.88-20]

Recommended: That the policy on In-Course Scholarships for Part-Time Students be amended to read as shown below:

In-Course Scholarships for Part-Time Students

Candidates must be registered as part-time undergraduate students in their first degree and have completed five but not more than seven courses with at least an 80% average at The University of Western Ontario. In cases where more than five courses have been completed, the academic record will be judged on the best five courses provided that the average for all courses completed is at least 80%.

Scholarships will be awarded in August. Student accepting an in-course scholarship offer must complete at least two full (or equivalent) courses during each calendar year (i.e., Winter and Summer) commencing in September of the year of the award.

The academic record of each recipient will be reviewed annually in May, in January and in August. To retain the scholarship, the recipient must have completed at least two full (or equivalent) courses and must have maintained an average of at least 80% on all work under review.


The addition of paragraph one clarifies the eligibility requirements for part-time students and adds the stipulation that students must be in their first degree. The second and third paragraphs explain that students will be awarded these scholarships in August and that their academic record will be reviewed at the end of each term to ensure that they still meet the requirements for the scholarship.

B. Awarding Scholarships/Awards - Exact Ties

Recommended: That one scholarship/award will be awarded except in the case of exact ties (without rounding) where the award value will be split equally.

C. Policy on Eligibility for UWO Gold Medals

Recommended: That the Policy on Eligibility for UWO Gold Medals be revised as shown below to consolidate a number of previously-approved policy statements and to update the listing of faculties which offer general programs to include both three- and four-year programs.

The University of Western Ontario Medals

Students in any program are eligible to be awarded only one gold medal.

For gold medals offered to graduating students by the Affiliated Colleges, please consult the relevant College.

General Programs:

One UWO gold medal will be awarded annually to recognize the top graduating student, as designated by the Dean, in any three-year or four-year general (15 Course) degree program in each of the faculties of: Arts, Communications and Open Learning, Health Sciences (excluding the School of Kinesiology), and Science and Kinesiology. [S.95-151]

[For information on the Social Science Award see The Chancellor's Prize in Social Science (General Program and Honors Program). For information on the School of Kinesiology Award (general program) see the Dr. J. L'Heureux Gold Medal. Students in the Kinesiology program are ineligible for the Faculty of Health Sciences medal, i.e., a second gold medal.]

Honors Programs:

For all honors programs when no other medal is awarded. Awarded for academic performance in the fourth year. Recipients must have:

a) Completed a prescribed academic program requiring five or more full courses or equivalent in the fourth year of an honors program;

b) Taken the full complement of the prescribed courses for the fourth year of the academic program (both principal and elective courses) within that fourth year; and,

c) Achieved an average of at least 80 percent (A) overall and in the principal courses of the fourth year. [S.2750.3]


i) Only one gold medal will be awarded in an honors program to the student with the highest average, without rounding of averages. Only in the cases of exact ties will more than one gold medal be awarded. [S.4121]

ii) Candidates for the Diploma in Honors Standing who are in a full fourth year program and who achieve an 80% average on conclusion of the Diploma program, shall be considered for University of Western Ontario Gold Medals.

iii) For students in a two major program, the two department chairs will meet with a representative of the office(s) of the dean(s) involved to reach a consensus and make the recommendation.

[For information on the School of Kinesiology Awards for honors programs see the Dr. Earle F. Zeigler Gold Medal (BA Honors Kinesiology), Dr. Michael S. Yuhasz Gold Medal (BSc Honors Kinesiology). Students in these programs are ineligible for a Faculty of Health Science Medal, i.e., a second gold medal.]

Scholar's Electives Programs:

One gold medal will be established in each of the fourth year programs in Honors Arts, Social Science or Science in the Scholar's Electives Program. [S.95-281]


This policy combines both Senate and Scholarship Committee policies into a single policy statement.

2. Revisions to SRBA Procedures

A. Right of Student to Appeal Decisions Under the Policy on Academic Accommodations for Students with Disabilities

Recommended: That the list of circumstances under which students may apply to the Senate Review Board Academic (SRBA) to have an appeal heard be expanded to include appeals against decisions of deans made under the Policy on Academic Accommodations for Students with Disabilities as set out in Appendix 1.


A reference to the SRBA has been included in the policy on Academic Accommodations for Students with Disabilities since it was approved. This revision to the SRBA procedures provides a reference to that policy.

B. Allegations of Bias or Failure to Follow a Procedural Requirement at the Prior Level

Recommended: That the SRBA procedures be revised to clarify that the nature of the evidence supporting an allegation of bias at the prior level or failure to follow a procedural requirement at the prior level (including any supporting documentation) must be presented in writing with the Application for Hearing when it is filed with the University Secretariat as set out in Appendix 1.


An appeal based on an allegation of bias or failure to follow a procedural requirement is not automatically granted a hearing by SRBA. The decision as to whether or not an appeal will be heard is based on the written evidence presented by the student and the Dean's written response to the allegations. Therefore, it is in the best interest of the student to make that information clear to the SRBA panel when the Application for Hearing is submitted.

C. Closing SRBA Files

Recommended: That, if an appellant cannot be contacted within six months of receipt of an Application for Hearing, the file can be closed and the Application for Hearing returned to the appellant with no opportunity to re-file the Application as set out in Appendix 1.


Often, after receiving an Application for Hearing, the University Secretariat is unable to contact the appellant to schedule a hearing. Usually in these cases the student has decided not to continue with the appeal, but has not contacted the University Secretariat to withdraw the Application for Hearing and does not reply to letters or telephone messages.

Currently, there is no provision for these files to be closed. They are held in abeyance indefinitely and there would be nothing to prevent the appellant from pursuing the appeal at any time.


Dean's Honor List and Release of Information Concerning Scholastic Offences

At the September meeting of Senate questions were raised by Senators as to eligibility requirements for the Dean's Honor List (S.97-169) and the release of information concerning scholastic offences with regard to the requirements of professional societies (S.97-187). Initial discussion on both items took place at the October 8th meeting of SCAPA and further consideration of the policies in question will take place at the next meeting in November.