College Procedure. Durham College Leadership Team EFFECTIVE DATE: June 2015 REVISED: REVIEW DATE: April Introduction

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1 College Procedure PROCEDURE TYPE: Academic PROCEDURE TITLE: Grading and Promotion PROCEDURE #: ACAD RESPONSIBILITY: Vice-president, Academic APPROVED BY: Durham College Leadership Team EFFECTIVE DATE: June 2015 REVISED: REVIEW DATE: April 2018 Introduction The Office of the Vice-President, Academic will provide support, information and counsel for individuals, schools and program team implementing this process. Procedure Grading system: Feedback on student progress is provided to students on an ongoing basis. Additionally, students in the first year of a post-secondary program, excluding graduate certificate programs, receive interim grade reports. A final grade for each course is recorded on a student's academic record. This grade represents the student's level of achievement of the course requirements. Each course grade that carries a numerical value is used in the calculation of a grade point Information regarding grading criteria can be found in course outlines. Note: a minimum, cumulative grade point average of 2.0 is required for graduation. Types of grades: Due to external accreditation requirements and/or industry standards, grading can vary between programs. Students should consult their program guides for specific information about course and program grade scales. The following chart outlines the grading system typically utilized on student transcripts: Grade Letter Numerical Description of achievement A+ 5.0 Outstanding A 4.5 Exemplary A- 4.0 Excellent

2 Grade Letter Numerical Description of achievement B+ 3.5 Very Good B 3.0 Good C+ 2.5 Satisfactory C 2.0 Acceptable D+ 1.5 Conditional Pass D 1.0 Conditional Pass Below 50 F 0 Fail Clinical/skill SAT/PASS Satisfactory Subject pass Clinical/skill UNSAT/FAIL Unsatisfactory Subject fail Exempt Satisfactory/pass INC Incomplete W Withdrawn CR TC AEG AU EX Internal credit External credit Aegrotat Audit Exemption In courses where a satisfactory/unsatisfactory or a pass/fail evaluation system is used, a satisfactory or pass grade represents the successful completion of skill based requirements, as detailed in the appropriate course outline. Incomplete An incomplete or "INC" designation is used when students have not completed the requirements of a course because of exceptional circumstances and have been granted an extension of up to 60 calendar days by the professor. Students shall be informed in writing of conditions, including deadlines, and requirements necessary for the calculation of their final grades. If the conditions are not met, the INC designation reverts to the grade originally assigned or a grade of zero (0) if no grade is provided. 2

3 An INC designation is not used in the calculation of a grade point Withdrawal Students shall be assigned a W designation for all courses from which they have officially withdrawn. Students who withdraw after four (4) weeks from the commencement of a course shall be assigned a W grade. Students shall not withdraw from a course during the last four (4) weeks of a semester. Students who withdraw after two (2) weeks from the commencement of a course that is seven (7) weeks in duration or less shall be assigned a W grade. Students may not withdraw from a course that is eight (8) weeks duration or less during the last two (2) weeks of a semester. A W designation is not used in the calculation of a grade point Internal credit and external credit: Equivalent courses completed at Durham College (for example, as part of another program previously completed) are considered internal credits and shall be accepted toward post-secondary certificates and diplomas where appropriate. Courses for which internal credit has been granted will show the numeric grade received and will be included in the calculation of a student s grade point A TC designation is given in recognition of the successful completion of an course taken at another recognized post-secondary institution. External credits ( TC ) are not used in the calculation of a student s grade point Aegrotat: Students who, as a result of an emergency circumstance, are unable to complete all of the program evaluation requirements are eligible to apply for an AEG grade designation. Details regarding AEG are provided in the Aegrotat Policy and Aegrotat Procedure. An AEG designation is not used in the calculation of a student s grade point Audit: Students seeking to audit a course must declare their intent at the time of registration. Students who audit a course may attend classes, but are not eligible to have course work evaluated or graded. Audit courses cannot revert to credit courses at any time. 3

4 An AU designation is not used in the calculation of a student s grade point Exemption: At the discretion of the program dean, a student may be exempted from one or more courses in circumstances where he or she has demonstrated related, comparable academic achievement at the post-secondary level in another program of study at Durham College. An EX designation is not used in the calculation of a student s grade point Calculating grade point average (GPA): A student s grade point average shall be calculated for both a semester/term and cumulatively over the duration of a program of study. The grade point average is determined as follows: Total quality points Total GPA hours Quality points are calculated as the number of hours per week of each course, multiplied by the numerical of the grade. Evaluation results: Students shall be provided with an opportunity to review graded assessments. Faculty shall return assessments to students within a reasonable timeframe, which at its outside edge, is three (3) weeks from the date of the assessment s submission. Students shall consult their program guides for specific information on evaluation protocols. It is a student s responsibility to obtain returned assessments if absent from class. Evaluations shall be assigned a grade, and where appropriate, faculty may provide feedback to assist students in improving academic performance. Students may request an interview with a faculty member for further clarification of evaluation results. Academic probation: Each academic school or program will advise students of the requirements for satisfactory academic progression. Students not progressing satisfactorily will be notified in writing, at the end of the semester, by their School and encouraged to meet with their Student Advisor to develop an academic plan for program progression. As appropriate to each situation, students may be placed on academic probation. Students who do not meet academic conditions may be required to withdraw from their program. 4

5 Repeating courses: Students who fail to obtain standing in a course may: Repeat the course the next time it is offered provided there are seats available (additional fees may apply); Select another elective if the course was optional; or Register for a pre-approved course. When a student repeats a course, the grade obtained on each occasion will be recorded on the student s academic record, but only the higher grade will count toward the student's cumulative grade point A course within a program shall be repeated only once; exceptions may be made with the permission of the dean or designate, as detailed in the appropriate program guide. Classification: For classification and billing purposes, students must complete at least 75 per cent of their Year 1 courses prior to be classified as Year 2. Progression from Year 2 to 3 will be classified in the same manner. Posting of grades: Student grades are confidential, and shall not be publicly posted or released without the written permission of the student. In keeping with privacy legislation, student grades shall not be provided over via telephone or . College honour roll: Students are placed on the College Honour Roll at the end of each semester/term in recognition of outstanding academic achievement. Eligibility for honour roll is institutional in breadth, and is not based solely on courses that are program-related. Both full-time and part-time students, as defined in the Registration and Records Policy (ADMIN-207), are eligible for the College Honour Roll, if they achieve a GPA of 4.0 or greater. Students who are registered with the Access Support Centre (formerly Centre for Students with Disabilities) and meet its definition of full-time status are eligible for the honour roll. Students who have failed one or more courses are not eligible for the college honour roll. Students having one or more INC designations or who are missing grade assignments for the term shall not receive honour roll recognition until such time as the course or courses are completed, and the calculated GPA meets the 4.0 5

6 minimum standard. Due to publication deadlines, only those students who complete their INC courses prior to the compilation of the college-issued honour roll, and meet the 4.0 GPA minimum standard, will be noted in the printed list. Part-time students meeting the minimum GPA of 4.0 shall be considered for the honour roll based on their chronological completion of courses (regardless of the order presented in a program of studies), to 18 hours of credit courses. President's honour roll: Both full-time and part-time students, as defined in the Registration and Records Policy (ADMIN-207), are eligible for the President's Honour Roll. Students who graduate with a cumulative grade point average of 4.0 or greater and have taken at least two-thirds of their program of study at Durham College shall be placed on the President's Honour Roll. Eligibility is based solely on academic performance in a program of study. Convocation medals: To be eligible for a convocation medal (and top of class designation), students must have completed their program in two semesters for a one-year program, four semesters for a two-year program, and six semesters for a three-year program. The Governor General s Academic Medal and W. Bruce Affleck Memorial Scholarship are awarded to the student with the highest cumulative grade point average in any two- or three- year full-time diploma program. The recipients of these awards are not eligible for other college medals. A convocation medal is awarded to the student with the highest cumulative grade point average in a post-secondary one-year, two-year and three-year program. A convocation medal is awarded to the student with the highest term grade point average in the graduating level of any apprenticeship program. In the event of a tie, medals are awarded based on the grade point average of the respective students graduating year. Accessibility for Ontarians with Disabilities Act (AODA) considerations Durham College s commitment to accessibility and AODA standards has been considered in the development of this procedure and it adheres to the principles outlined in the AODA standards and Durham College Accessibility Policy (ADMIN- 203). Roles and responsibilities 6

7 It is the responsibility of the vice-president, Academic, in collaboration with the executive director, Strategic Enrolment Services (formerly Office of the Registrar) to ensure this procedure is fully implemented. It is the responsibility of the student to initiate applications for withdrawal, credit transfer, aegrotat, or exemption and to do so within the specified timeframes. It is the responsibility of professors and academic schools to ensure that student evaluations and grades are determined and communicated within the framework of this procedure. It is the responsibility of Strategic Enrolment Services (formerly Office of the Registrar) to maintain the official student academic record, ensure grade point average calculations are accurate, and to post final semester grades. It is the responsibility of the Office of the Vice-President, Academic to identify the recipients of the College Honour Roll, President s Honour Roll, and Convocation Medals. Related policies, procedures and directives: Board of Governors Policies: Section IV, Executive Limitations: Programs of Instruction Durham College Aegrotat Policy ACAD-110 and Procedure ACAD Durham College Course Outlines Policy ACAD-108 and Procedure ACAD Durham College Curriculum Development Policy ACAD-102 and Procedure ACAD Durham College General Education Policy ACAD-103 and Procedure ACAD Durham College Grade Appeals Policy ACAD-111 and Procedure ACAD Durham College Grading and Promotion Policy ACAD-112 Durham College Graduation Policy ADMIN-209 and Procedure (under development) Durham College Missed Final Examinations Policy ACAD-107 and Procedure ACAD Durham College Registration and Records Policy ADMIN-207 Durham College Students-at-Risk Policy ACAD-114 and Procedure ACAD Ministry of Training, Colleges and Universities - Minister s Binding Policy Directive on Framework for Programs of Instruction 7