VII. Undergraduate Degree Regulations and Procedures


Submission of Final Grades

General Information

Registrarial Services, distributes the "Grades Due Report" forms to instructors one week prior to the examinations period for the semester. The "Grades Due Report" specifies the deadline date for submission of grades to Registrarial Services.

Instructor's Responsibilities

The instructor is to retain all final examination papers and term assessments not returned to students for a period of one semester. The "Grades Due Report" form distributed by Registrarial Services, will carry the due date for grades for each course section. The due dates are established in accordance with the regulations of University of Guelph-Humber Senate.

Grades must be submitted to Registrarial Services by the deadline stated on the "Grades Due Report". The early submission of grades will assist in their processing. Grades that are not received prior to the release of student grades are reported as "MNR" (mark not received).

Class lists are updated regularly on the Class List Web-site for download through the Faculty Support Officer. Lists downloaded from the Class List Web-site list all officially registered students in a class. The program must explain any changes to the list, e.g., in the case of:

  1. A student whose name is not on the list, but who has been attending class.

  2. A student whose name appears on the list, but for whom the instructor has no record.

Instructors must not grant an extension of time to any student beyond the final date for submission of grades for that course. Instructors must report students who do not satisfy course requirements by assigning a grade of "INC" and noting incomplete work on an "Instructor's Recommendation" form.

Instructor's Recommendation Form

Instructors should only submit grades for students who have completed their final work for a course. If a student does not complete a final examination or final assignment, the instructor must enter "INC" (incomplete) on the "Grade Report" form and complete an "Instructor's Recommendation" form for the student. The "Instructor's Recommendation" form is available from the Academic Advisor. Instructors must submit the "Instructor's Recommendation" form(s) along with the "Grade Report" form to the Office of Registrarial Services. The Academic Review Sub-Committee will contact the faculty and/or program heads at the time of meetings if this procedure is not followed. The instructor's recommendations assist the members of the Academic Review Sub-Committee in making their decision. The instructor must complete all sections of the form for each student reported.

Student's Responsibilities

Students must have all final assignments completed and submitted to instructors by the deadline dates indicated in the course outline. Instructors cannot grant extensions beyond the deadline for submission of grades. Students who are unable to satisfy the submission deadlines established by the instructor and who wish special consideration for medical, psychological or compassionate reasons should request academic consideration (refer to Academic Consideration and Appeals).

Program Head's Responsibilities

The Program Head receives final grade submissions from faculty teaching within their designated program. The Program Head signs student grades in the approval area on the "Grade Report" form. The Program Head’s signature indicates that he/she believes that the grades submitted for that course adhere to the Senate's established academic regulations.

If the Program Head has reason to believe that the academic regulations have not been adhered to, he/she will consult with the faculty member in question to seek clarification and resolution to any error or omission. Should a satisfactory resolution not be obtained in discussion with the faculty member responsible for the course in question, the Program Head will refer the matter to the Vice Provost. The Vice Provost will act to ensure that the academic regulations of Senate are adhered to. The Program Head should be available for consultation with the Vice Provost on such matters.

Program Heads, at their discretion, are strongly encouraged to conduct periodic reviews of the methods of assessment, class averages, distribution of grades and failure rates in courses offered by that program to ensure that grade abuse does not occur.

Academic Advisor's Responsibilities

The Academic advisor reviews the list of "INC" (incomplete) courses, matching medical documentation, requests for academic consideration, and counselling files (refer to Deferred Privileges). The Academic Advisor in conjunction with the Academic Review Sub-Committee assigns deferred privileges where appropriate and forwards decisions to Registrarial Services.

Campus Registrar's Responsibilities

Registrarial Services ensures examination results are recorded; notifies the student of their grades via WebAdvisor; and records deferred privilege decisions (refer to Deferred Privileges).

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