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These guidelines outline the appeal process available when a student's scholarship is not automatically renewed, as the student has failed to achieve the renewal criteria. An appeal can be made for low grade point average, reduced course load (less than 12 graded units), or for medical circumstances.

General Renewal Criteria*: 

To be automatically renewed a student must have completed a total of 12 or more academic units in any two terms of study between May and April and maintained a grade point average of 7.50/9.00 or higher on the best 12 units. The scholarship is automatically renewed for each year of the student’s full-time study until completion of a first degree or for a maximum of three years, whichever is the shorter period. A student whose grade point average falls below 7.50/9.00 may file a written appeal with the Senate Committee on Awards to seek special consideration for the renewal of the scholarship.

Students registered in a co-op or work experience work-term will automatically be renewed when they next complete 12 or more academic units in two terms, provided they have a grade point average of 7.50/9.00 or higher in the two terms. Any student who takes neither a co-op, work experience work-term, nor academic units for more than one term may forfeit their scholarship.

*Renewal criteria may vary depending on the renewable scholarship.

Appeal Guidelines:

• With the exception of students on a co-op or work experience work-term, scholarship recipients' grades are normally reviewed for the purpose of determining continuing eligibility each year at the conclusion of the Winter Session (September to April). Assessment will be made on the two terms immediately preceding the adjudication of the scholarship.
• Students who do not meet the required 7.50/9.00 grade point average, or who are enrolled in less than 12 academic units, will receive email notification that their scholarship eligibility has been forfeited. Information on the appeal process will be provided. Appeals must be submitted in the year the scholarship was forfeit.
• Students should address their letter of appeal to the Senate Committee on Awards. The appeal should be emailed to the In-course Scholarship Officer, at awards1@uvic.ca A student's letter of appeal should outline any extenuating circumstances that may have led to the student failing to meet the renewal criteria.
• If a student appeals due to medical circumstances, documentation from a medical professional will also be required.
• All appeals will be reviewed and carefully considered by the members of the Senate Committee on Awards.
• Students will receive an email notification of the decision regarding their appeal within two business days after the Senate Committee on Awards meeting.

These guidelines outline the process available to students who are appealing to retain their full scholarship due to a semester away, medical circumstances, change in full-time course load, withdrawal or adjustment of a scholarship, etc.

General Scholarship Regulations:

Except where the terms and conditions of an undergraduate award specifically state otherwise, award winners must normally register and maintain enrolment as a full-time student in 12.0 or more graded units in the Winter Session (September to April) to receive their scholarship and/or award.

Appeal Guidelines:

• Students should address their letter of appeal to the Senate Committee on Awards. Entrance/transfer scholarship appeals should be emailed to the Entrance Scholarship Officer, at awards2@uvic.ca.  Incourse scholarship appeals should be emailed to the Incourse Scholarship Officer, at awards1@uvic.ca.  A student’s letter of appeal should outline what the student is requesting, an explanation if applicable, and a timeline if they are requesting time away from the university. Appeals must be submitted in the year the scholarship was forfeit.
• If a student appeals due to medical circumstances, documentation from a medical professional will also be required.
• All appeals will be reviewed and carefully considered by the members of the Senate Committee on Awards.
• Students will receive an email notification of the decision regarding their appeal within two business days after the Senate Committee on Awards meeting.