Frequently asked questions

The student ombudsman is appointed by the Board of Directors on the recommendation of the UdeS Executive Committee, after consultation with the Student Life Council.

The ombudsman signs a sworn declaration in which they undertake to perform their duties honestly, impartially, neutrally, and confidentially, and to avoid any conflict of interest. 

Consult the Policy on the student Ombudsman

Ombudsman services are not an alternative to internal complaint resolution mechanisms; the ombudsman allows existing self-regulatory mechanisms to run their course, and intervenes only when existing recourses have been exhausted or cannot be exercised.

The ombudsman cannot:

• act as a legal representative or an advisor;
• act as a substitute in university administration;
• intervene in cases involving the application or interpretation of collective agreements or work protocols;
• intervene when a recourse has not been exercised;
• intervene when the situation is the subject of legal recourse or when external proceedings have been initiated;
• act as a court of law or impose a point of view;
• be involved in administrative and decision-making structures;
• process requests that are not relevant to the UdeS.

Communications with the ombudsman team are confidential. This includes e-mails, verbal exchanges, documents, files, appointment scheduling, and any other type of information. Neither the university’s higher authorities nor student associations have access to our files. Your authorization will be requested should the ombudsman team need to intervene regarding your situation.

Certain exceptional situations provided for by law may require us to lift confidentiality (risk to a person’s life or safety, request for access to information, etc.).

Equity means making decisions that are fair, reasonable, and on equal grounds, while respecting the rights of students. 

Decisional equity is a term used to designate procedural equity, relational equity, and substantive equity.

Consult our interactive tool (in French) for more information.

Yes, you can exercise your right to appeal an admission decision following the instructions in the appendix of the La Politique générale d'admission (general admission policy, 2500-006) (in French). Ensure that you respect the timeframe for appeals. 

The ombudsman’s team cannot intervene in admission applications from applicants.

The professor is responsible for the lesson plan. Depending on the faculty or training centre, the terms and conditions relating to course evaluation may be found in the complementary faculty regulations provided on each faculty’s website.

You may request a review of your final grade within the timeframe stipulated by the applicable regulations in section 4.5.1.5 of the Règlement des études (study regulations) (in French). Some exceptions apply. Consult your faculty for information about the grade review process and whether there is a right of appeal.

Following the review decision or your right to appeal, if you believe your rights have not been respected, you can contact the ombudsman team to assess your situation.

See section 4.5.2 of the Règlement des études (study regulations) (in French).

The result handed down by the review panel cannot be reviewed.

Once the decision has been made, if you believe your rights have been violated, you can consult the ombudsman, which will verify the procedure and not the content of the final assessment.

Under certain conditions and with the authorization of the faculty or university training centre, some modifications to the choice of educational activities can be applied. Timeframes must be respected in order to qualify.

Consult your program’s calendar for the timeframes to withdraw free of charge and the deadlines for cancellations with charges (with no impact on your grade).

Please note that course cancellations may have an impact on your program pathway, loans, scholarships, study permits for international students, as well as other potential impacts.

The Université de Sherbrooke considers that a student has withdrawn from a program of study when they notify the faculty, the university training centre, or the registrar in writing of their decision to withdraw from the program of study, or when the student does not register for any educational activity for sixteen (16) consecutive months. See section 3.1.1.11 of the Règlement des études (study regulations) (in French).

A student who obtains written authorization from the faculty or university training centre may interrupt their full-time or part-time program of study for a period not exceeding twenty-four (24) consecutive months, without being required to submit a new application for admission (e.g., parental leave, sick leave, or other personal situation). This authorization must be obtained before the interruption starts, unless a reason is provided that is accepted by the faculty or university training centre. At the request of the faculty or university training centre, the student must provide proof that justifies the request for an interruption.

Any student who interrupts their studies without authorization shall be considered to have withdrawn from the program of study after sixteen (16) consecutive months without registering for at least one educational activity. They must submit a new application for admission.

For further details, see section 3.1.1.10 of the Règlement des études (study regulations) (in French).

Once the decision has been made, if you believe your rights have been violated, you must assert your rights with the faculty and, as a last resort, with the ombudsman.

We encourage you to use the information provided in chapter 9 of the Règlement des études (study regulations) (in French). It contains a wealth of information (procedure, required actions, potential penalties, etc.).

Depending on your course of study, you can also consult your student association for further information and support in your preparation.

Once the decision has been made, if you believe your rights have been violated, you can consult the ombudsman’s office. The ombudsman will check the procedure, not the content of the decision.

The Université de Sherbrooke aspires to remain a safe environment for its community, free from discrimination, harassment, and sexual violence. The Équipe-conseil en matière de respect des personnes (personal safety advisory team) is dedicated to promoting a respectful, caring, and inclusive environment in which to live, study, and work. The team’s mission has five components:

1. Prevention, awareness-raising, and training;
2. Handling and monitoring of situations;
3. Support, guidance, and advice;
4. Coaching and participation in university and professional life;
5. Monitoring of best practices and available resources.

You can contact any member of the team in complete confidentiality.

In accordance with the Politique sur la reconnaissance des acquis (policy on recognition of prior learning, policy 2500-023) (in French), a person may request that their academic or extracurricular prior learning be assessed at all three (3) levels of study for the purposes of:

• recognition of prior learning for admission to a program of study;
• opening a student record in a free course;
• route optimization (shorter study times);
• graduation (contribution to obtaining a diploma);

For further details, see section 5.3 of the Règlement des études (study regulations) (in French).

Once the decision has been made, if you believe your rights have been violated, you must assert your rights with the faculty and, as a last resort, with the ombudsman.