2023-2024

Convener

Ms. Michelle Honeygold

1. Membership

(a) University Registrar or delegate, normally from the Academic Advising Center (Marion Morgenstern)

(b) An Assistant Registrar - Admissions, who will serve as convenor (Michelle Honeygold)

(c) Academic Program Manager or Associate Dean, Faculty of Humanities and Social Sciences* (Renee Shute)

(d) Senior Academic Advisor or Associate Dean, Faculty of Science* (Shannon Sullivan)

(e) An appropriate number of faculty members; insofar as possible, the Committee shall have balanced representation from the faculties/schools that offer direct entry to applicants who are new to post-secondary studies (Jonathan Anderson, Engineering)

(f) At least one of the members from c, d or e shall be a senator

(g) Manager, Blundon Centre or delegate (Jason Geary)

(h) Director, Counselling and Wellness Centre or delegate (Ken Fowler)

(i) An undergraduate student appointed by the Memorial University Students’ Union - Mackenzie Broders (Executive Director of Advocacy)

2. Terms of Reference

(a) To review applications for general admission from undergraduate applicants who are new to post-secondary studies, who are seeking admission to the University to study at a campus other than the Grenfell Campus and who are requesting admission to the University under the regulations governing Applicants Who Are Requesting Special Admissions. Requests from those seeking admission to study at the Grenfell Campus will be considered by the Grenfell Admissions Committee.

(b) To review applications for general admission under, but not limited to, the following situations:

a. Special Circumstances. Current high school students or graduates providing evidence of special circumstances beyond the applicant’s control, including personal, family or health issues, which have interfered with the applicant’s academic performance in the final year of high school. Decisions will be based on an assessment of the applicant’s academic readiness for post-secondary studies.

b. Flexible Admission. High school students or graduates from outside the province lacking courses in up to two subject areas that are specified in Memorial’s admission requirement but have a slate of courses that adequately prepare them for their declared program.

c. Concurrent Studies. Applicants seeking admission under the concurrent studies category wishing to take more than one course per semester.

d. Mature Applicants. Applicants seeking admission under the mature student category providing evidence of personal growth since high school.

e. English Proficiency. Applicants not meeting the English proficiency requirements. Decisions of the Committee are final and no further appeal is possible.

(c) To delegate as appropriate, to the Office of the Registrar the authority to waive aspects of the general admission requirements in specific circumstances.

(d) To provide guidance to the Office of the Registrar on the interpretation of how general admission requirements may be met for a category of applicant.

(e) To invite guests to meetings as appropriate to provide insight and expertise.

3. Procedures in considering a special admissions request

(a) Requests for special admission consideration are forwarded to the Committee's convener, the Assistant Registrar - Admissions

(b) In addition to an Application for Admission, the following documentation is required:

a. Special Circumstances:

i. Letter requesting special admission from the student outlining the reason for the appeal, the extenuating circumstance and how it has impacted academic performance,

ii.  Letter of academic recommendation from a school official,

iii. Official high school transcript, including current registrations for students enrolled in Grade 12,

iv. Applicant Health Certificate or supporting medical documentation, if the request is based on health issues,

v.  Learning assessment, if the request is based on a learning disability;

b. Flexible Admission:

i.  Letter requesting special admission from the student outlining the reason for the appeal, why courses required for admission were not taken,

ii. Letter of academic recommendation from a school official,

iii. Official high school transcript, including current registrations for students enrolled in Grade 12;

c. Concurrent Studies:

i.  Letter requesting special admission from the student outlining the reason for the appeal including the additional course requested, 

ii.  Letter of academic recommendation from a school official,

iii.  Official high school transcript, including grade 12 course registrations;

d. Mature Student:

i.   Letter requesting special admission from the student outlining the reason for the appeal demonstrating maturity and university-preparedness,

ii.  Proof of age,

iii. Two letters of academic reference,

iv.  Official high school transcript;

e. English Proficiency:

i.   Letter requesting special admission from the student outlining the reason for the appeal demonstrating how English proficiency is believed to be met, 

ii.  Letter of academic recommendation from a school official,

iii.  Official high school transcript, including current registrations for students enrolled in Grade 12,

iv.  Test scores or other documentation demonstrating English proficiency;

(c) Extenuating circumstances may include personal or family illness, documented learning disabilities, bereavement, personal hardship and/or other acceptable cause.

(d) Requests may be addressed to:

University Committee on Admissions
Office of the Registrar
Memorial University of Newfoundland
St. John's, NL  A1C 5S7

and emailed to special.admissions@mun.ca.

(e) Special admission requests and supporting documentation must be received at least one week prior to the beginning of the semester to which admission is being sought.

(f) All appeals will be heard and considered anonymously.

(g) Once all documentation has been received, the Assistant Registrar - Admissions will provide the special admission requests and supporting documents to the committee for consideration.

(h) The majority of business will be conducted in face-to-face meetings.

(i) A quorum for the Committee is one third plus one (rounded down) of the membership.

(j) If the situation warrants, cases may be discussed by email. The following guidelines will be followed:

1. The convener of the Committee will forward the case, with redacted documents, to be addressed via email through special.admissions@mun.ca.

2. If clarification on a case is required, Committee members should use the Reply All email function. If at any point the convener determines that discussion would be better suited to a face-to-face setting, the email discussion will be tabled until a face-to-face meeting can be arranged.

3. Whenever possible, committee members will be asked to register their vote within 48 hours of the initial email.

4. Committee members will register their vote by replying directly to the convener through special.admissions@mun.ca.

5. A majority vote of members will be required in order for a decision to be made.

6. Following the 48 hours, the convener will tally the votes and communicate the results to the committee.

7. All members will delete the correspondence and related documents within 48 hours of the decision. The convener will keep copies of all required correspondence/documents.

(k) After discussion, a vote will be called and a majority vote of members present will be required in order for a decision to be made.

(l) The convener will communicate the decisions of the Committee to the applicant.  Where the request for special admission is denied, the convener will offer  recommendations for continuing academic preparation to meet the admission requirements in the future.

(m) Decisions of the Committee are final and no further appeal is possible.

(n) The decisions of the Committee, together with the reasons for the decision will be retained in the Senate records.

(o) An annual report will be provided to Senate.