VIII--Regulations and Procedures

Grades

Grading System

Two semester courses and double weighted courses constitute two course attempts and will appear as such on the student academic record. These courses are indivisible and the same grade will apply for each attempt.

On May 1, 1976, the University Senate endorsed the following resolutions:

Resolution 1

That the assignment of grades at the University of Guelph be based on clearly defined standards, which are to be published in the Undergraduate Calendar for the benefit of faculty and students and that the definitions for each of the numerical grade range (letter grades) be as follows:

80 - 100 (A) Excellent. An outstanding performance in which the student demonstrates a superior grasp of the subject matter, and an ability to go beyond the given material in a critical and constructive manner. The student demonstrates a high degree of creative and/or logical thinking, a superior ability to organize, to analyze, and to integrate ideas, and a thorough familiarity with the relevant literature and techniques.

70 - 79 (B) Good. A more than adequate performance in which the student demonstrates a thorough grasp of the subject matter, and an ability to organize and examine the material in a critical and constructive manner. The student demonstrates a good understanding of the relevant issues and a familiarity with the relevant literature and techniques.

60 - 69 (C) Acceptable. An adequate performance in which the student demonstrates a generally adequate grasp of the subject matter and a moderate ability to examine the material in a critical and constructive manner. The student displays an adequate understanding of the relevant issues, and a general familiarity with the relevant literature and techniques.

50 - 59 (D) Minimally Acceptable. A barely adequate performance in which the student demonstrates a familiarity with the subject matter, but whose attempts to examine the material in a critical and constructive manner are only partially successful. The student displays some understanding of the relevant issues, and some familiarity with the relevant literature and techniques.

0 - 49 (F) Fail. An inadequate performance.

Resolution 2

That instructors are not to use evaluation techniques that take into account merely the number of books read, physical attendance, or other similar criteria while tabulating the final grade. (i.e. no portion of a final grade is to be based on such techniques).

Resolution 3

That instructors are not to use predetermined, arbitrary distributions in the assignment of grades in individual courses.

Resolution 4

That instructors must provide students, during the first week of the semester, with written course outlines which state clearly the course requirements and the methods of evaluation.

Resolution 5

That the methods of evaluation are not to be changed after the first week of the semester without the unanimous consent of the students in attendance at a scheduled class. Notice of proposed change and of the class at which consent is to be sought, must be given at a previous scheduled class. In a case where making a change is unavoidable but unanimous consent of the students has not been obtained to a proposed change, the instructor must receive the approval of the chair of the department before making the change.

Resolution 6

That all term tests, assignments, laboratory reports, etc., should be returned to, or discussed with students, without undue delay, and in any case, by the final class day.

Resolution 7

General Information

The Academic Programs Section, Office of the Registrar distributes the "Grade Report" forms to the departments one week prior to the examinations period for the semester. The grade reports contain an up to date list of students registered in each course and specify the deadline date for submission of grades to the Academic Programs Section, Office of Registrar.

Accompanying the final grade reports are a number of copies of the "Instructor's Recommendation" form.

Instructor's Responsibilities

The instructor (department) is to retain all final examination papers and term assessments not returned to students for a period of one semester. The "Grade Report" form distributed by the Academic Programs Section, Office of the Registrar will carry the due date for grades for each course. The due dates are established in accordance with the regulations of the Senate.

Grades must be submitted to the Academic Programs Section by the deadline stated on the Grade Report. The early submission of grades will assist in their processing. Grades that are not received prior to the printing of student grade reports are reported as "MNR" (mark not received).

The "Grade Report" form lists all officially registered students in a class. The department 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. Instructors should report students, who do not satisfy course requirements by that date, 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 chair of the department. Departments must submit the "Instructor's Recommendation" form(s) along with the "Grade Report" form to the Academic Programs Section, Office of the Registrar. The Academic Review Sub Committee will contact the faculty and/or department chairs 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 of the 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 (see Academic Consideration and Appeals).

Department Chair's Responsibilities

The chair of the department signs student grades in the designated area on the "Grade Report" form. The department chair's signature indicates that he/she believes that the grades for that course adhere to the academic regulations of Senate.

If the chair has reason to believe that the academic regulations of Senate have not been adhered to, he/she will consult with the faculty member and, if necessary, the college dean. If the chair after such consultation still believes that the academic regulations of Senate have not been adhered to, he/she must submit the grades without approval through the college dean to the Vice President (Academic). The grades must be accompanied by a complete report. The Vice President (Academic) will act to ensure that the academic regulations of Senate are adhered to.

The department chair should be available for consultation during the meetings of the Academic Review Sub-Committees.

The Board of Undergraduate Studies strongly encourages each chair, at his/her discretion, to conduct a periodic review of the methods of assessment, class averages, distribution of grades and failure rates in courses offered by that department to ensure that grade abuse does not occur (see Final Grades).

Registrar's Responsibilities

The Academic Programs Section records the examination results; notifies students of their grades; notifies program counsellors of incomplete grades; and records deferred privilege decisions (see Deferred Privileges).

Program Counsellor's Responsibilities

University grades are official on the day that they are mailed to students (see Section III - Schedule of Dates). It is the responsibility of the Office of the Registrar to release the grades to the student and to record the grades on the student's official University transcript.

All grade reports are released by mail. It is the responsibility of the student to ensure that correct address information is reported to the Academic Records Section, Office of the Registrar so that the grade report is released to the desired address. Duplicate copies are not released until the first day of classes of the subsequent semester. Students who require confirmation before that date may request an official transcript upon payment of the transcript fee. Changes of address for purposes of grade release must be reported to the Academic Records Section, Office of the Registrar prior to the last scheduled day for examinations for that semester.

Grade reports for students who have been advised by the Student Finance and Awards Section, Office of the Registrar that they are on academic sanction will not be released by the Academic Records Section until notification/authorization is received indicating that the account has been cleared to the satisfaction of the Student Finance and Awards Section. To receive grades, students must clear their sanction by the last day of classes.

Grade reports for graduating students not intending to return in the next semester will be forwarded to the graduation address as reported to and maintained by the Convocation Clerk, Academic Programs Section.

Students who are required to withdraw will be notified at their mailing address and at their campus PO box.

Fall and Winter grades for students who have indicated an intention to return in the following semester are sent to the campus PO box otherwise the grades will be sent to the mailing address.

Spring grades are sent to the mailing address.

Summer Session I grades are released approximately two weeks after the conclusion of examinations. The grades and the continuation of study status are considered to be unofficial until the end of the Spring Semester. An official and final grade report will be mailed at that time.

1996-97 Undergraduate Calendar VIII--Regulations and Procedures

Last revised: August 28, 1996. Contact: ccrenna@registrar.uoguelph.ca.