College Procedure

PROCEDURE TYPE: Academic

PROCEDURE TITLE: Grading and Promotion
PROCEDURE #: ACAD-112.1
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
average. 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

equivalent equivalent achievement
90 - 100 A+ 5.0 Outstanding
85 - 89 A 4.5 Exemplary
80 - 84 A- 4.0 Excellent
 Grade Letter Numerical Description of
equivalent equivalent achievement
75 - 79 B+ 3.5 Very Good
70 - 74 B 3.0 Good
65 - 69 C+ 2.5 Satisfactory
60 - 64 C 2.0 Acceptable
55 - 59 D+ 1.5 Conditional
Pass
50 - 54 D 1.0 Conditional
Pass
Below 50 F 0 Fail

Clinical/skill SAT/PASS N/C Satisfactory

Subject pass
Clinical/skill UNSAT/FAIL N/C Unsatisfactory
Subject fail
INC N/C Incomplete
W N/C Withdrawn
Exempt CR N/C Internal credit
TC N/C External credit
AEG N/C Aegrotat
AU N/C Audit
EX N/C Exemption

Satisfactory/pass

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.

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 An INC designation is not used in the calculation of a grade point average.

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 average.

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 students
grade point average.

A TC designation is given in recognition of the successful completion of an

equivalent course taken at another recognized post-secondary institution.
External credits (TC) are not used in the calculation of a students grade point
average.

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 students grade point

average.

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.

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 An AU designation is not used in the calculation of a students grade point
average.

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 students grade point

average.

Calculating grade point average (GPA):

A students 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 equivalent 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 assessments
submission. Students shall consult their program guides for specific information
on evaluation protocols. It is a students 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.

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 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 equivalent course.

When a student repeats a course, the grade obtained on each occasion will be
recorded on the students academic record, but only the higher grade will count
toward the student's cumulative grade point average.

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 email.

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
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 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), equivalent 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 Generals 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 Colleges 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

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 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, Presidents 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-110.1
Durham College Course Outlines Policy ACAD-108 and Procedure ACAD-108.1
Durham College Curriculum Development Policy ACAD-102 and Procedure
ACAD-102.1
Durham College General Education Policy ACAD-103 and Procedure ACAD-
103.1
Durham College Grade Appeals Policy ACAD-111 and Procedure ACAD-111.1
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-107.1
Durham College Registration and Records Policy ADMIN-207
Durham College Students-at-Risk Policy ACAD-114 and Procedure ACAD-114.1
Ministry of Training, Colleges and Universities - Ministers Binding Policy
Directive on Framework for Programs of Instruction