2012-2013 University of Alberta Calendar Addendum Page

 June 13, 2012

23.3

23.4

23.5.3

23.3 Attendance

(1)

Absence from Term Work

    Approval for an excused absence from term work (e.g., classes, labs, assignments, quizzes, term papers, reports, or term examinations) is at the discretion of the instructor.

    To apply for an excused absence, a student must present supporting documentation pertaining to the absence to the instructor within two working days following the scheduled date of the term work or term exam missed, or as soon as the student is able, having regard to the circumstances underlying the absence.

a.

Where the cause is incapacitating illness:

i.

a medical note cannot be required.

ii.

if a student chooses to provide a medical note, the University of Alberta Medical Statement Form may be downloaded from the Online Services section of www.registrarsoffice.ualberta.ca

iii.

Instructors may request other adequate documentation at their discretion such as a form from the student’s Faculty or a statutory declaration.

b.

In other cases, including domestic affliction or religious conviction, adequate documentation must be provided to substantiate the reason for an absence. Instructors may either waive the term work or term exam, or require the student to make up the term work or term exam.

    For a waiver, the percentage weight allotted to the term work or term exam missed may be distributed to other term work, term exams, and/or the final exam as decided by the instructor.

    For make-ups, the student is required to complete equivalent term work or term exam as decided by the instructor. If the student does not complete the make-up as prescribed by the instructor, a raw score of zero will be assigned for the missed term work or term exam.

23.4 Evaluation Procedures and Grading System

(1)

Weighting of Term Work and Final Examinations: In each course in which a final examination is held, a weight of not less than 30 percent and not more than 70 percent will be assigned to the final examination, except where a departure from this arrangement has been authorized by the council of the Faculty in which the department offering the course is situated. The remaining weight for the course will be assigned to term work.

(2)

Course Requirements, Evaluation Procedures and Grading: The policies set out below are intended to provide instructors and their students with general course information. GFC, in approving these guidelines, expected that there would be a common sense approach to their application and understood that circumstances might develop, during a term, where a change to the course outline, as set out in 23.4(2)a., made sense to all concerned. Such changes shall only occur with fair warning or general class consent.

    Students concerned about the application of these guidelines should consult, in turn, the instructor, the chair of the department by which the course is offered, and the dean of the faculty in which the course is offered.

a.

At the beginning of each course, instructors are required by GFC to provide a course outline to students and their department (or Faculty in non-departmentalized Faculties) that includes the following:

i.

a statement of the course objectives and general content

ii.

a list of the required textbooks and other major course materials

iii.

a list of any other course fees as described in the 'Student Instructional Support Fees Policy' and their associated costs

iv.

an indication of how and when students have access to the instructor

v.

the distribution of weight between term work and final examination

vi.

identification of all course activities worth 10% or more of the overall course grade

vii.

whether marks are given for class participation and other in-class activities as well as the weight of such participation

viii.

dates of any examination and course assignments with a weight of 10% or more of the overall course grade

ix.

the process by which the term marks will be translated into a final letter grade for the course. The process must be consistent with the University of Alberta Assessment Policy and accompanying Grading Procedure, found at the University of Alberta Policies and Principles Online (UAPPOL) website at www.uappol.ualberta.ca.

x.

an indication of how students will be given access to past or representative evaluative course material, consistent with the Access to Evaluative Material Procedure of the Assessment Policy, found at the University of Alberta Policies and Procedures Online (UAPPOL) website at www.uappol.ualberta.ca.

xi.

the statement: "Policy about course outlines can be found in 23.4(2) of the University Calendar".

xii.

the statement: "The University of Alberta is committed to the highest standards of academic integrity and honesty. Students are expected to be familiar with these standards regarding academic honesty and to uphold the policies of the University in this respect. Students are particularly urged to familiarize themselves with the provisions of the Code of Student Behaviour (online at www.governance.ualberta.ca) and avoid any behaviour which could potentially result in suspicions of cheating, plagiarism, misrepresentation of facts and/or participation in an offence. Academic dishonesty is a serious offence and can result in suspension or expulsion from the University."

b.

Nothing in any course outline, syllabus or course website can override or contravene any Calendar regulation or University policy. In resolving any discrepancy, University policy and Calendar regulations take precedence.

c.

Instructors may indicate in the course outline the date, time and place on which the deferred examination for the course will occur, should one be required. See 23.5.6.

d.

At the beginning of a course, Instructors will discuss with their class the expectations with respect to academic integrity and outline both permitted and prohibited behaviour.

e.

Every course outline must contain the following statement: "Audio or video recording of lectures, labs, seminars or any other teaching environment by students is allowed only with the prior written consent of the instructor or as a part of an approved accommodation plan. Recorded material is to be used solely for personal study, and is not to be used or distributed for any other purpose without prior written consent from the instructor."

f.

Each assessment is linked to the stated course objectives and/or learning outcomes. Students should be provided with the criteria for these assessments early in and, if necessary, throughout the course.

g.

Instructors will allow students a reasonable time in which to complete an assignment, bearing in mind its weight.

h.

Instructors will mark, provide appropriate feedback, and return to students all term work in a timely manner.

i.

Normally term work will be returned on or by the last day of classes in the course, with the exception of a final major assignment (which may be due on the last day of classes), which will be returned by the date of the scheduled final examination or, in non-examination courses, by the last day of the examination period. All exceptions must be authorized by the Faculty Council (or delegate) in the Faculty offering the course.

j.

Upon request, instructors are required to provide the process used togenerate the final grade.

(3)

Procedures for Registering Complaints about Marking, Grading, and Related Issues:

a.

Where the above guidelines have not been followed or where students have concerns about the instructor's marking and grading, the student should make the concern known to the appropriate individual in the following sequence:

i.

Instructor

ii.

Chair of the department in which the course is taught

iii.

Dean of the Faculty in which the course is taught (some Faculties have delegated this authority to departments)

b.

A student needing advice on these matters should see an advisor in the Student OmbudService.

c.

These procedures do not constitute a mechanism for appeals and grievances regarding the academic standing or individual grades of a student. Appeals and grievances of that nature are dealt with in 23.8 of the Calendar.

(4)

Assigning Grades: Grades reflect judgements of student achievement made by instructors and must correspond to the associated descriptor. These judgements are based on a combination of absolute achievement and relative performance in a class. Faculties may define acceptable grading practices in their disciplines. Such grading practices must align with the University of Alberta Assessment and Grading Policy and it procedures, which are available online at the University of Alberta Policies and Procedures Online (UAPPOL) website (www.policiesonline.ualberta.ca).

Course Grades Obtained by Undergraduate Students:

Descriptor

Letter Grade

Grade Point Value

 

A+

4.0

Excellent

A

4.0

A-

3.7

 

B+

3.3

Good

B

3.0

B-

2.7

 

C+

2.3

Satisfactory

C

2.0

C-

1.7

Poor

D+

1.3

Minimal Pass

D

1.0

Failure

F or F4

0.0

    Note: F4 denotes eligibility of a student to apply for a reexamination of a course.

Course Grades Obtained by Graduate Students:

Descriptor

Letter Grade

Grade Point Value

 

A+

4.0

Excellent

A

4.0

A-

3.7

 

B+

3.3

Good

B

3.0

 

B-

2.7

Satisfactory

C+

2.3

 

C

2.0

 

C-

1.7

Failure

D+

1.3

 

D

1.0

 

F

0.0

(5)

In addition to the grades described above, the University of Alberta currently records the following grades and remarks:

Final Grades

AE

aegrotat standing

AU

registered as an auditor

AW

registered as an auditor and withdrew

CR

completed requirements, no grade point value assigned

EX

exempt

IN

incomplete

IP

course in progress

IP*

withdrew from or failed course in progress

NC

failure, no grade point value assigned

W

withdrew with permission

Remarks

1

grade includes a mark of ‘0’ for final examination missed, or for term work missed, or both

2

grade includes a mark of ‘0’ for final examination missed, or for term work missed, or both, and deferred final examination granted

3

credit withheld

4

reexamination granted

5

failure (assigned to failing Graduate Student grades only)

6

failure, grade includes a mark of ‘0’ for final examination missed, or for term work missed, or both (assigned to failing Graduate Student grades only)

7

failure, grade includes a mark of ‘0’ for final examination missed, or for term work missed, or both, and deferred final examination granted (assigned to failing Graduate Student grades only)

8

disciplinary sanction for serious instances of inappropriate academic behavior

9

failure, disciplinary sanction for serious instances of inappropriate academic behavior (assigned in the same circumstances as the remark of 8 but to failing Graduate Student grades only)

(6)

Courses may be graded on a pass/fail or credit/no credit basis upon specific approval of the appropriate Faculty Council

(7)

Grade Point Average (GPA): All courses have been assigned an appropriate weighting factor, which along with a student's grade point values, enables the Registrar's Office or the Dean's office to compute the Grade Point Average.

    The Grade Point Average (GPA) is a measure of a student's weighted average, obtained by dividing the total number of grade points earned by the total units of course weight attempted.

Rules for Computing the GPA

a.

The GPA for any period is based on the final grades, including failing grades in all courses taken during a specified period.

b.

GPAs are calculated according to the following formula: GPA = sum of [grade point value x units of course weight] sum of units of course weight

    GPA = sum of [grade point value x units of course weight]

    sum of units of course weight

c.

A reexamination mark or a deferred examination mark replaces the original final examination mark. The revised final grade is included in the computation of the GPA.

d.

When a student has a deferred, incomplete or a missing grade, the GPA is not computed until a final grade is reported.

e.

Grades of IN5 are counted as numeric grades of 0.00 in the computation of any GPA.

f.

Grades of W (withdrew) are excluded from the computation of the GPA.

g.

Grades of CR and NC are not included in the computation of any GPA.

h.

Any GPA is rounded to the nearest decimal place using standard rounding rules – that is it is rounded up with a value of 5 or greater in the first nonsignificant place and rounded down with a value of 4 or less in the first nonsignificant place

    Types of Grade Point Averages: Faculties may use different averages for various decisions regarding academic standing, promotions, and graduation, as long as these have been approved by General Faculties Council. Such averages are descriptively labelled.

a.

Admission Grade Point Averages (AGPA) see 14.2.1.

b.

Fall/Winter and/or Spring/Summer Grade Point Averages are reported on transcripts and is used by most Faculties to determine academic standing.

c.

Term Grade Point Average may be calculated at the end of Fall, Winter, Spring or Summer, and used to determine eligibility for reexamination (see 23.5.5).

d.

Promotion and Graduation Grade Point Averages are Faculty specific and are defined in the Faculty sections of the Calendar.

e.

Faculty Grade Point Average (FGPA): The Faculty Grade Point Average (FGPA) is a cumulative measure of a student’s grade points obtained while registered in a Faculty in all years and terms, including Spring/Summer. FGPA is a weighted average obtained by dividing the total grade points earned by the total units of course weight attempted. The FGPA is currently used by the Faculty of Arts.

    Rules for Computing the FGPA

i.

The rules related to calculation of GPA [see 23.4(6)] also apply to the calculation of FGPA.

ii.

The initial assessment and any subsequent reassessment of academic standing using FGPA is based on a student’s performance in a minimum of nine units of course weight (*9). If, at the time of review, the student has attempted less than *9 since the last assessment while registered in the Faculty, the assessment will be deferred until the next assessment period.

iii.

Assessments are performed at the end of a student’s registration in Fall/Winter (or at the end of a student’s program) and are based upon the final grades in all courses taken in that and prior periods while registered in the Faculty. At the discretion of the faculty an assessment may also be performed at the end of a student’s registration in Spring/Summer.

iv.

If a student is required to withdraw and subsequently allowed to continue (after a successful appeal or after successfully completing required work at another institution) the FGPA will be calculated from the term in which readmission or continuation is granted, not from the time of first admission into the Faculty. Such a restart of FGPA will be allowed only once for any student in a Faculty.

v.

Students continuing in a Faculty following a restarted FGPA as described above must thereafter maintain a minimum FGPA of 2.0.

(8)

Aegrotat Standing: Aegrotat standing may be granted, in special circumstances, on the grounds of illness to deserving students who have completed at least one year at the University of Alberta in the Faculty in which they are currently registered. Any student wishing to take advantage of this privilege should apply without delay to the dean of the Faculty concerned. Any other student absent from a final examination because of illness may apply for permission to write the regular deferred examination.

(9)

Competence in Written Work: General Faculties Council urges all instructors of University undergraduate courses to provide that suitable portions of course testing or other course work should be in the form of written essay responses and to emphasize to students that competence in written work is integral to competence in a subject and will constitute part of the basis on which the student's course grade is determined.

    All instructors should make clear at the outset of each course their expectations in regard to the standard and importance of writing in assignments and examinations.

(10)

Official Grades: Student grades are unofficial until they have been approved by the appropriate Faculty Council or delegate at the end of Fall/Winter or Spring/Summer. Prior to approval by Faculty Council, unofficial grades are reported on transcripts and so noted. Students can generally expect that official grades will be available in early June for Fall/Winter, and early September for Spring/Summer. Students obtain their Statement of Results on Bear Tracks (https://www.beartracks.ualberta.ca) following the approval of grades.

23.5.3 Final Examinations

    There is no requirement by General Faculties Council that the final examination must be written in order to obtain credit: Faculties are permitted to make their own regulations in this regard.

(1)

Final Examinations: A final examination is held in each course except where departure from this arrangement has been authorized by the Faculty council governing the department offering the course. Final examinations for Fall courses shall be held in December. Final examinations for Winter or two-term Fall/Winter courses shall be held in April. Final examinations for Spring courses shall be held in June. Final examinations for Summer or two-term Spring/Summer courses shall be held in August. Examinations for evening credit program and late afternoon and evening courses are to be held during the last regular class period, excluding Augustana Faculty. Final examinations in Augustana Faculty evening courses are to be held in the evening during the regular examination period.

(2)

Examination Schedule: The schedule of Fall and Winter Terms final examinations (and mid-term examinations in two-term courses) shall be related directly to the basic University timetable.

    Where possible, the final examination schedule for Augustana Faculty courses shall be related directly to the basic University timetable. Some dates may vary. Students should also see 54.4.

    In the Faculty of Education, for those Faculty courses which form part of a professional term and hence do not conform to the standard timetable, the scheduling of the final examinations shall become the responsibility of the Faculty.

    In the MBA program final examinations in all evening courses shall be scheduled into the week immediately following the last week of classes in each term in order to allow for equal instructional hours in the full- and part-time programs.

    Final examinations or mid-term examinations in two-term courses shall not exceed three hours in length.

    The Examination Schedule shall be adhered to and no attempt made to adjust examination schedules to accommodate students who have failed a course and are repeating without attendance.

    Normally there shall be no departure from the official Final Examination Schedule. Instructors and students may, however, petition the Faculty Council concerned for permission to depart from the Schedule if justified reasons can be established. No departures shall be considered for approval unless the instructor of the class concerned and every student registered for credit in the class have given their written consent. Such consent shall take the form of either written letters or signed and dated forms made available from the Dean’s office. These notices of consent shall be conveyed to the Dean of the Faculty offering the course on an individual basis at least one month prior to the new dates being requested. If and when unanimous consent is received from the class, this fact shall be communicated to both the instructor involved and the Faculty Council. All such notices of consent shall be received by the Dean, in confidence, and it will not be the Dean’s responsibility to insure that all members of the class have been informed of the need to submit such written consents. This will be the responsibility of the Instructor or of those members of the class who have initiated the request for a change in the examination date.

    Note: Permission to depart from the Final Examination Schedule may be authorized by the Dean in Faculties where the Faculty Council has delegated this responsibility to the Dean.

    The requirement that notices of consent for departures from the official Final Examination Schedule shall be conveyed to the Dean at least one month prior to the new date being requested, shall be rigidly enforced.

    The rescheduling of examinations or tests in the final week of classes is not permitted.

(3)

Where a final examination has been scheduled, students registered in the course may not be barred from writing that final examination.

(4)

Marking of Examinations: Departments and instructors shall be informed that the marking of examinations be given first priority in order to expedite the submission of Grades to the Registrar.

    No member of a Department shall be permitted to go away taking the original examinations papers with him or her for marking without permission of the unit head. In a case where a member of a Department applies for leave before the end of term, this will only be granted on condition that the head of the Department arranges for the papers to be marked here in the usual way.

    All examinations and assignments shall be marked only by the instructor(s) or by persons expressly authorized by the Department Chair (or by the Dean in non-departmentalized Faculties) to mark them.

    In the case where the student has missed the final examination, the instructor shall compute and record the course grade for that student with a score of zero for the final examination. The instructor must enter the remark "1" in the "Final Grade/Remarks" column of the Grade Report Form to indicate that the student was absent from the final examination.

(5)

The following discretionary policy on student access to final examination papers was affirmed by General Faculties Council:

    Departments subscribing to the belief that there is educational value in permitting students to see their final examination papers after they have been marked are not only at liberty, but are encouraged, to make the papers available on request, and to allow for discussion where possible; that the objective here is an educational end: i.e., it is not a substitute for existing reappraisal procedures for the reconciliation of grades; that where the department is prepared to grant outright release of the paper it must not do so until the deadline for applications for reappraisal has passed, since an appeal cannot be entertained after the custody of the paper has been relinquished to the student.

(6)

Grades of Incomplete: The grade of “incomplete” (IN) is normally awarded when an undergraduate student is prevented by illness, domestic affliction, or other extreme circumstance from submitting an assignment by the end of term. When a grade of IN is awarded, the student is required to submit the assignment within 10 days after the end of the final examination period of the term for the course. At the request of the Department Chair concerned, the student’s Dean may grant an extension of time to a maximum of four months after the end of the term. If the assignment is not submitted by the prescribed deadline, the Registrar will record a grade of “NC” or a grade of “F” plus a remark of “1”, as appropriate. Before finalizing the student’s grade the Office of the Registrar will give 30 days written notice to the student’s Faculty and to the Department in which the course is offered.