Navigating the academic policy process can feel isolating, confusing, and anxiety-inducing, especially while being an already stressed and busy student! You don’t have to go through it alone. We know that the academic policy process is, at times, clear as mud. That’s why we support the Centre for Academic Policy Support (CAPS) and the Ombuds Office here on campus. 

What is CAPS? 

CAPS is a confidential student-run service that supports students navigating academic policy and filling out petitions, grievances, and appeals. The service is run by a trained CAPS Coordinator who provides peer-to-peer support by guiding students to the resources they need to advocate for themselves. If you believe that you’ve been treated unfairly during class, need accommodations for extenuating circumstances, or don’t agree with a university decision, it’s worth contacting CAPS to know what options you have. 

Academic Policy Crash Course! 

Thinking about contacting CAPS? Here are some useful things to know about academic policy before you start. 

Petition 

Asks for an exception to standard university rules under Policy 70. Extenuating circumstances for filing a petition can include financial hardship, mental health concerns, family death or illness, or other personal situations out of your control. Examples of accommodations include changing a numeric grade to CR/NCR, dropping a class after a deadline, and reconsideration of a failed grade. 

Grievance 

Addresses unfair treatment or discrimination by a member of the university, also under Policy 70. Can include circumstances when you are given an unfair grade or when a community member is not following university policy. Grievances related human rights violations such as harassment or discrimination based on race, colour, sex, etc. should be handled under Policy 33, Ethical Behaviour. 

Appeal 

Used to challenge decisions made by the University. These can include grievance decisions and discipline decisions made under Policy 33 and Policy 71 (ie. behavioural or academic misconduct). Appeals fall under university policy 72. 

How Does It Work? 

Ready to reach out for help? Thank you for trusting us with your story! We know sharing personal information requires vulnerability and trust, that’s why CAPS is a confidential service. That means your information won’t be shared with anyone unless you give CAPS permission to do so. 

To get started, use your UWaterloo email to contact caps@wusa.ca. Your message should include a brief explanation of your situation and what you would like support with. Expect a response within 48 hours during regular business days (Monday-Friday). 

Not sure if CAPS is the right resource for you? Here are some of the things CAPS can help with: 

• Defining and articulating problems. 
• Explaining possible options, including speaking to an advisor, direction to campus or community services, supporting informal resolution, formal process. 
• Providing clarity on university policy. 
• Directing students to the proper forms and where to obtain required documentation. 
• Providing templates, flowcharts, and summaries of university policy which are pertinent to a student’s situation. 

CAPS is focused on providing peer support, not legal guidance. If legal advice is the resource you need, WUSA still has you covered! See our article on legal services to learn more about support offered in this area. 

How Is It Different from the Ombuds Office? 

The Ombuds Office is a neutral, confidential resource that can provide help with student-related academic and non-academic issues. Unlike CAPS, which is student-run, the Ombuds Office is staffed by professional advisors. The Ombuds person here at Waterloo is Whitney Barret, and her office is on the third floor of the SLC. 

The Ombuds Office can help with: 

• Demystifying policies, procedures and regulations for students 
• Exploring options on how to proceed 
• Making referrals where required 
• Providing guidance to plan a strategy and promote problem solving 
• Empowering students to deal directly and effectively with their concerns 
• Giving sound, practical advice 
• Listening and providing objective perspectives 

While CAPS supports you one-on-one with your individual case, the Ombuds Office helps you navigate broader or systemic issues and ensures you understand your rights and responsibilities along the way. 

Choosing Your Academic Ally 

Both the Ombuds Office and CAPS will provide students with the tools to advocate for themselves, just in different ways. Choose the service that best fits your situation and become the academic (policy) weapon you were always meant to be! 

Learn more about the Ombuds process here and more about using CAPS here! 

Silvia Randazzo Carrie 

Communications Assistant