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Admissions Guide - Grading and Evaluation

A. Definition of Terms

Course

A unit of instruction that is recorded on the student transcript with a final letter grade. Courses have different credit values.

Course Outline

The document that identifies the program and/or course learning outcomes, method of evaluation and minimum passing grade requirements.

Full-Time Student

A full-time post-secondary student is a student who is enrolled in a program which has been approved by the Ministry of Training, Colleges and Universities (MTCU) and/or the Ƶ College Board of Governors, and who is carrying a workload of at least 70% of the program credits, or 66 2/3 of the courses required for the program in any semester. A Collaborative Bachelor of Science in Nursing (BScN) full-time student is defined as a student carrying a minimum of 12 credits or 4 courses per semester.

Ontario College Certificate

An Ontario College Certificate is generally awarded on the successful completion of a program of two semesters.

Ontario College Diploma

An Ontario College Diploma is generally awarded on the successful completion of a program of four semesters.

Ontario College Advanced Diploma

An Ontario College Advanced Diploma is generally awarded on the successful completion of a program of six semesters.

Ontario College Graduate Certificate

An Ontario College Graduate Certificate is generally awarded on the successful completion of a program of two semesters of advanced studies.

Part-Time Student

A part-time post-secondary student is a student who is enrolled in course(s) less than 70% of the program credits and fewer than 66 2/3 of the courses required for the program in any semester. A Collaborative Bachelor of Science in Nursing (BScN) part-time student is defined as a student carrying less than 12 credits or 4 courses per semester.

Program

An organization of courses and related learning experiences leading to a recognized educational objective, which, when successfully obtained, qualify a student to receive a Ƶ College credential.

Semester System

A semester runs approximately 15 weeks. Students wishing to undertake a diploma or certificate program enter Ƶ College in the Fall semester, commencing in late August or early September of each year. New applicants may also be admitted in the Winter semester, commencing in January of each year; or in the Summer semester, commencing in May of each year. Further information regarding start dates is available on the Key Dates Calendar or by contacting the Registrar’s Office.

B. Evaluation

At the beginning of each semester, faculty will provide students with a course outline that will clearly identify the criteria they will use in assessing the student’s work. Such criteria may include an attendance requirement. Faculty may also include requirements concerning the completion of assignments on time as well as give students a schedule of tests and/or final examinations in relation to overall assessment for the course.

Other criteria may be included depending on the nature of the course being taught.

An overall grade point average of 2.0 is required for graduation. Specific programs may require students to achieve grade competencies higher than those required by the stated grading policy. Students will be advised of this standard as part of the course outline.

C. Grade Point Average (GPA)

The grade points earned in each subject are established by multiplying the number of credits by the numerical equivalent of the grade earned in that subject.

The grade point average is determined by dividing the total grade points earned by the total number of credits attempted.

The grade point average for each semester will be calculated at the end of the semester. An accumulated program grade point average will be determined for each program in which a student registers and will be shown on the transcript.

Credit for work taken at other institutions is not included in the grade point average.

D. Course Drops/Adds

Courses may be dropped or added to students’ timetables, subject to the approval of the Chair/Dean according to the drop/add deadlines identified in the Key Dates Calendar for each semester. Failure to officially drop a course by the specified deadline will result in an “F” grade assigned for that course.

E. Transcripts

Final grades are available on the Student Portal at the end of each semester. Any errors or omissions on grades issued must be reported to the Registrar’s Office within four weeks from their date of issue.

Official transcripts (the student’s accumulated academic history record) will be sent, upon written request, to agencies, institutions, or employers. The College will not release transcripts or grade reports to students who have not met their financial obligations to the College. Please visit the student portal or www.saultcollege.ca/request-transcript to order a transcript.

F. Academic Progress and Grading

Please review our Academic Progress and Grading Policy, located on the student portal, for information particular to student progress throughout their studies, grading legend, and applicable procedure.

Procedure:

Student Assessment

The College grading and reporting system informs students of their academic performance.

The academic transcript is the official College record which represents the complete academic history of a student at Ƶ College and includes final grades from all courses attempted. It includes all courses attempted in which the student is registered after the last day to withdraw without financial penalty.

The course outline identifies the program and/or course learning outcomes, method of evaluation and minimum passing grade requirements.

Deferred Grades

  1. A student may be assigned a temporary “X” grade in a credit course due to extenuating circumstances. Illness, bereavement or unavoidable delays in completion of credit course requirements may constitute reason for the assignment of an “X” grade.
  2. Students will present their request for an “X” grade to the faculty member teaching the course. The faculty member has discretion to determine if there are extenuating circumstances to warrant deferring of the grade. If the timeline for the deferral is beyond 60 calendar days, the faculty will consult with the Dean/Chair of the program and the Dean/Chair will determine the deadline date. It is important to note that typically the maximum time for completion is the end of the student’s next regularly scheduled academic semester.
  3. An “X” grade Contract must be submitted to the department Dean/Chair no later than the grade submission date.
  4. The onus is on the student to adequately complete this work by the agreed-upon date. The onus is on the faculty member to submit the final grade (pass or fail) by completing the appropriate form(s) and submitting to the Dean/Chair for inclusion on the student’s transcript.
  5. Where a student has received an “X” grade in a prerequisite course, continuation through a requisite course will be determined by the department Dean/Chair on an individual basis. In the event that a student fails the prerequisite course and is withdrawn from the requisite course, the requisite course will be removed from the student’s academic record


Failing Grades

When a student has received a failing grade in a prerequisite course, the student will not be registered for the requisite course.

Where a student has received an “F” grade in the same course two or more times, re-entry into the course for subsequent attempts is made through the Chair’s office.

Where a student has received an “F” grade in three or more courses in one semester, the student may be withdrawn from the Program of Study. Re-admission into the program of study is made at the discretion of the Chair.

Policies and/or procedures specific to programs or student code of conduct may also result in dismissal as stated in program guides/operating procedures or course outlines.

Aviation Technology – Flight

An Aviation Technology – Flight student must receive a passing grade in all courses in the first semester of study in order to progress to the second semester. Where a student has received a failing grade in one or more courses in the first semester of study, the student will be withdrawn from the Aviation Technology-Flight program.

Where a student has received a failing grade in AFT120 – Flight Training I in the second semester of study, the student will be withdrawn from the Aviation Technology – Flight program.

Re-admission to the Aviation Technology-Flight program would be contingent on a new application by the student and subject to the Ƶ College Admissions Policy and entrance requirements of the Aviation Technology-Flight program.

Grade Improvement

When a course has been repeated, the highest grade achieved will be used in computing the program grade point average (GPA).

Academic Progress

This procedure addresses students enrolled in certificate, diploma, and degree programs as they progress to graduation. The following definitions will be posted on the student portal for reference.

In Good Standing

A student will be considered in good standing when they are eligible to continue or return to the program in the subsequent semester of that program. All courses attempted in the current semester are completed successfully.

Academic Probation

A student will be considered on academic probation and at risk of not meeting graduation requirements if their program GPA is below 2.0 or higher where program-specific standards exist.

Individual programs may have additional requirements as reflected in program guides and course outlines.

Academic Progress in Through-Way Ƶ

The Dean/Chair will have the discretion to permit a student to advance to the diploma from certificate or from a diploma to advanced diploma level of their program even if the conditions of graduation from that certificate or diploma have not been achieved due to a failing grade, low GPA or missing course. The Dean/Chair will provide the student and Registrar’s Office with written confirmation of their approval and the conditions therein.

Candidate for Graduation

In order to progress through a program and graduate, students must satisfy all program graduation requirements and have a minimum program GPA of 2.0 or higher where program-specific standards exist. It is the student’s responsibility to ensure that all program graduation requirements have been met.

Dismissal

A student will be considered for dismissal if their academic performance is not acceptable for continuation in the program (five or more “F” grades). Policies and/or procedures specific to programs or student code of conduct may also result in dismissal as stated in program guides/operating procedures or course outlines. The Dean/Chair will have the discretion to grant approval for re-entry into the program according to the extenuating circumstances surrounding an individual student’s situation.

Appeals

All decisions regarding promotion and graduation are subject to appeal.

G. Outstanding Obligations

Students who have not met all of their financial obligations to the College are not entitled to receive transcripts, certificates, diplomas, etc.

Students are asked to meet obligations by: returning books to the Library and paying all fines; paying total tuition fees; returning all lab and athletic equipment; and clearing any outstanding debts with Residence or Financial Aid. Failure to do so will result in records or documents being withheld.

H. Requirements for Graduation

Please review our Program Graduation Requirements Policy, located on the student portal, for information particular to requirements to successfully complete a Ƶ College program and receive a credential.

See Also

The below policies are located on the student portal (my.saultcollege.ca), under the "Support Services" tab, under "Forms and Policies".

Academic Progress and Grading Policy

Program Graduation Requirements Policy