AGENDA ITEM NO: 8.3
UNIVERSITY COUNCIL
ACADEMIC PROGRAMS COMMITTEE
REQUEST FOR DECISION
Gordon Hill, Chair, Academic Programs Committee
DATE OF MEETING:
March 19, 2009
SUBJECT:
Administrative revisions to the Examination Regulations
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PRESENTED BY:
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DECISION REQUESTED:
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It is recommended:
That Council approve the administrative revisions to the
University of Saskatchewan Examination Regulations
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PURPOSE:
Under the University of Saskatchewan Act (1995), University Council is responsible for
prescribing the methods and rules for evaluating student performance.
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SUMMARY:
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The Academic Programs Committee of Council is developing a policy on Academic Courses to
include many of the broader course management and student assessment practices which are
presently included in the Examination Regulations. However, for implementation with the April,
2009 examination period, a number of administrative or “housekeeping” changes to the
regulations are required.
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The draft of these revisions was presented to the February meeting of Council with a Request for
Input.
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One comment was received regarding the scheduling of mid-term examinations (section 1.4.10).
In the existing Examination Regulations, it had always been the case that all mid-term exams
were supposed to be held during regularly-scheduled course times. However, the previous
wording of the Regulations used the term “mid-year” examinations. As a result the Committee
found that one or more departments had been assuming that the regulation applied only to fullyear or 6-credit-unit courses, not to half-year or 3 credit-unit courses. The Committee received a
request to retain the wording of “mid-year” in regulation 1.4.10, rather than correcting this to
“mid-term”, so that these mid-term exams could continue to be held outside of regular course
periods. However, the Committee agreed that leaving this wording as it was and thus permitting
this practice to continue is outside the intent of the existing Regulations and so implicitly would
constitute a substantive change to existing regulations; the Committee did not want to routinely
allow mid-term examinations to be scheduled outside of regular class times.
Another comment was received which suggested that “computation” be changed to “assignment”
in sections 1.4.5 and 1.4.6 to maintain consistency of this terminology.
ATTACHMENTS:
Chart showing administrative changes to the regulations
Revised Examination Regulations
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Examination Regulations Administrative Changes chart February, 2009
A policy on Academic Courses is being developed which will include many of the broader course management and student
assessment practices which are presently included in these regulations. However, for implementation with the April, 2009
examination period, a number of administrative or “housekeeping” changes to the regulations are required.
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replaces terminology of “working days” with “business days” because Saturday, Sunday and statutory holidays are not
considered as “business days”
replaces terminology of “mid-year” with “mid-term”; replaces terminology of “exam” with “examinations” and “final
examinations”
the addition of a statement that University Council regulations will prevail in the case of conflict with college or department
regulations or in the absence of such regulations (1.1.3)
clarification of language surrounding invigilation, including advice to instructors on what to do in case of an interruption to the
examination due to fire alarm or similar emergency evacuation (1.4.3)
removal of some grade comments related to the recording of deferred and special deferred examinations (1.4.4i)
clarification that students should be informed if grades are going to be posted late (1.4.4.ii)
clarification to instructors who choose to release grades unofficially that they should do so in keeping with respect for student
privacy (i.e., instructors should not post class lists and grades in such a manner that a student could be identified). (1.4.4.iii)
revised schedule for deferred and supplemental final examinations (reflecting an agreement reached between all colleges last
year) (1.4.5)
emphasis that instructors must provide deferred and supplemental final examinations to SESD in a timely fashion (1.4.5.a.vii
and 1.4.6.a.iii)
addition of a policy requested by College of Graduate Studies & Research regarding grading for incomplete course work
(1.4.7)
changes to the scheduling of final examinations due to need for additional examination slots, increased requests for common
examinations between day and night classes, and need for increased flexibility of scheduling night class examinations (1.4.9)
a codification of practices surrounding changing the date/time of an already scheduled final examination (1.4.9)
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Following is a summary of the rationale for these administrative changes:
Existing Examination Regulations
(Last revised June, 2006)
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Examination Regulation Administrative Changes chart (February, 2009)
Changes proposed to existing
Regulations
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1.1 General
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1.1.1 Levels of Authority and Responsibility
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[revise sentence]
The Centre for Continuing & Distance Education
(formerly the Extension Division) Open
Studies Faculty Council functions as the
housekeeping
College for students in Open Studies.
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All regulations covering student evaluation and
examinations should be developed into a
framework with three levels of authority and
responsibility: University, College and
Department. The Centre for Continuing &
Distance Education (formerly the Extension
Division) functions as the College for students in
Open Studies. In Colleges where there is an
alternate approved academic schedule, regulations
covering student evaluation and examinations
shall be developed by the College in a manner
consistent with these University regulations.
1.1.2 Information Exchange
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Colleges and Departments must develop
procedures for evaluation of student performance
and these must be communicated annually to
instructors and students. Expectations must be
clearly articulated and communicated to students
at the beginning of each course.
1.1.3 Availability of Regulations
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Rationale for
changes
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[add]
University regulations will prevail in the
absence of other College or Departmental
Confirms existing practice
regulations or in the case of a discrepancy
between University regulations and College or
Departmental regulations.
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a.& b. University and College levels:
University and all College regulations should be
made available to all students and instructors.
There should also be provisions made at each
level of authority for periodic review and
amendment of these regulations.
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Regulations at all levels should be made
accessible to all members of the University
community.
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i. Departmental regulations should be assembled
and submitted to the College. The College will
make available the regulations to all instructors of
the College and all students taking courses in that
College.
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c. Department level (or College in nondepartmentalized Colleges):
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ii. At the beginning of each course the instructor
must indicate: the type and schedule of term
assignments, with approximate due dates, as well
as the type and schedule of term examinations;
conceptual objectives of the course and of the
assignments and examinations; relative marking
weight of all assignments and examinations;
whether failure to complete any course work,
which includes any assignment or examination
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Percentage evaluation for undergraduate and
graduate courses is expected to be based on the
literal descriptors (see "Grading System" in the
Examinations & Grading section of the Calendar)
to provide consistency in grading among
Colleges.
a. University level:
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i. The Registrar will record and report final grades i. The Registrar will record and report final
in all courses on a percentage system unless an
grades in all courses on a percentage system
exception has been approved.
unless an exception has been approved by
Council.
ii. Council will receive and evaluate requests from
Colleges desiring exceptions, such as pass/fail, to
the percentage system of evaluation. Required
non-credit seminar courses need not be referred to
Council for exemption from the percentage unit
of the evaluation grade system. Examples are
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housekeeping
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1.2 Units of Measurement iii. The instructor must make course outlines
available to the students and to the Department
Head or Dean in a non-departmentalized
college at the beginning of the course.
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iii. The instructor must make course outlines
available to the students and to the Department
Head at the beginning of the course.
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including the final examination, will result in
failure in the course, as per College policy; a
policy for use of calculators, word-processors, or
other electronic devices in examinations;
attendance expectations and their contribution to
the evaluation process; the evaluation procedures
and their application to the literal descriptors.
housekeeping
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orientation courses, honours or graduate seminar
courses, fourth year and graduate thesis courses.
Normally, formal examinations are not held in
such courses and they may be reported on a P/F
(pass/fail) or CR (completed requirements) basis.
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b. College level:
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i. All student grades in all courses must be
reported according to procedures established by
the Registrar. These grades shall be reported as
percentage grades except when some other
grading method has been approved.
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ii. Each Department has the responsibility for
ensuring, at the beginning of each course, that
students are familiar with the evaluation
procedures and their application to the literal
descriptors.
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c. Department level:
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ii. Each non-departmentalized College has the
responsibility for ensuring, at the beginning of
each course, that students are familiar with the
evaluation procedures and their application to the
literal descriptors.
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i. Any College requesting a change or addition to
these regulations is to prepare and submit a
properly documented and supported proposal to
Council.
i. All student grades in all courses must be
reported according to procedures established by
the Registrar. These grades shall be reported as
percentage grades except when some other
grading method has been approved by Council.
housekeeping
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1.3 Fairness in Evaluation
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In its Mission Statement, the University identifies
human dignity and fairness among its values.
Colleges and Departments are therefore called
upon to put in place mechanisms to ensure
fairness in evaluation. It is expected that these
mechanisms will involve a collegial process for
determining evaluation procedures, and will
address matters of both procedural and
substantive fairness.
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The University shall periodically review methods
of evaluation and grading patterns across the
University.
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a. University level:
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b. College level:
c. Department level:
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Colleges should review guidelines developed by
Departments to assist in overcoming possible
unfairness in student evaluation within the
College and to avoid marked inconsistencies
within the College.
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i. Each Department or non-departmentalized
College will develop guidelines to ensure fairness
in evaluation, regardless of course, and will
ensure that these guidelines are communicated to
instructors and students each year.
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ii. Departments and non-departmentalized
Colleges shall periodically discuss grading
patterns and try to reach a common understanding
about what appropriate grades at all levels of their
discipline should be. Discussion should include
appropriateness of various types of examinations,
and the possibility of vetting of drafts of
examinations. Grading patterns should be
published and made available to instructors and
students.
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1.4 Procedural Aspects of Evaluation
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Council, while retaining the final authority over
evaluation of student achievement, should
normally delegate to Colleges the responsibility
of establishing general policies concerning the
methods and types of evaluation which may be
employed by the Departments of that College, and
each Department should establish any further
instructions and policies for its members.
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1.4.1 Method of Examination
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1.4.2 Examination Practice and Weighting
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In its Mission Statement, the University asserts
the goal of advancing education equity through its
practices. Colleges and Departments are therefore
called upon to serve this goal by accommodating
students with special needs.
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b. College level:
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i. The Council delegates to each College the
responsibility and authority for establishing
regulations and guidelines concerning
examination practice, the weighting of individual
examinations or term work in computing
assigning a student's grade, and whether a
student may obtain credit for a course even if the
final examination is not written.
ii Any requirement that a student must write the
final examination in order to pass the course
must be stipulated in the course outline as per
1.1.3.c.ii.
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i. The Council delegates to each College the
responsibility and authority for establishing
regulations and guidelines concerning
examination practice, the weighting of individual
examinations or term work in computing a
student's grade, and whether a student may obtain
credit for a course even if the final examination is
not written. Any requirement that a student must
write the final examination in order to pass the
course must be stipulated in the course outline as
per 1.1.3.c.ii.
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a. University level:
housekeeping
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i. Each College will set out regulations and
guidelines for the College governing methods of
evaluation permitted, final or any other
examination requirements, including whether a
student may obtain credit for a course even if the
final examination is not written, and any limits on
the relative weighting of final examinations or
any other term work. Each College should
establish adequate procedures for setting these
guidelines and assessing applications for
exceptions.
ii. With the approval of the College and the
Department, the final examination in an
individual course may be replaced by an approved
alternative form of evaluation that provides a
[add]
percentage evaluation consistent with the literal
The Registrar must be notified of all
descriptors.
examination exemptions.
Confirms existing
terminology for
instructional authority to
assign grade
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Confirms existing practice
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iii. Colleges shall approve Departmental
regulations established under the College
regulations and guidelines to promote procedural
consistency within the College.
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iv. Students with special needs may request
alternative arrangements for final examinations.
For more information, students may consult a
college office or the appropriate student services
office.
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i. Each Department will establish, within the
regulations and guidelines set out by the College,
whatever methods of evaluation are permitted,
final or any other examination requirement, and
any limits on the relative weighting of final
examinations or any other term work. These
Department limitations must be approved by the
College.
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c. Department level:
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ii. In courses provided by a Department of one
College for students of another College, the
evaluation regulations of the teaching Department
will have precedence unless alternative
arrangements have been negotiated between the
teaching Department, its own College and the
other College.
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1.4.3 Invigilation and Conduct of Final
Examinations
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ii. Students are required to have suitable
identification (Student I.D. card or other picture
I.D.) available during examinations. Invigilators
may request that students produce such
identification during examinations. If a student
claims not to have any proof of identity, the
student can be required to present suitable I.D. to
the invigilator at some mutually agreeable time
and place. The student shall be informed that
failure to appear at the agreed upon time and
place will constitute an irregularity that will be
reported to the invigilator's Dean.
Students will can also be denied entrance if they Provides flexibility to
arrive later than 30 minutes after the start of the
invigilators
examination.
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i. Students are not allowed to leave the
examination room until 30 minutes after the start
of the examination. Students will also be denied
entrance if they arrive later than 30 minutes after
the start of the examination. A student denied
admission to the examination under this
regulation may apply to their College for a
deferred final examination; such application will
be subject to consideration under the usual
criteria.
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a. University level:
iii. Students shall not bring into the examination
room any books, papers, calculators, word
processors, or other electronic devices, or other
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materials except as indicated on the examination
paper or with the permission of the invigilator.
iv. Students shall hold no communication of any
iv. Students shall hold no communication of any
kind with other students while they are writing the kind with other students anyone other than the
examination.
invigilator while they are writing the
examination.
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Confirms existing practice
Renumbering
vii. If the examination is interrupted by a fire
alarm, power outage, or similar emergency
requiring evacuation, the invigilator must
lead the students out of the examination room
in an orderly fashion. Examination papers
and materials must be left in the examination
room. The invigilator must, to the extent that
this is possible, advise the students not to
communicate with each other about the
examination and should supervise the
students until the resumption of the
examination. If a situation requires
cancellation of the examination, it will be
rescheduled by the Registrar at the earliest
practical date and time.
Clarifies responsibilities of
invigilators
viii.
renumbering
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v. Before leaving the examination room, students
are required to sign a tally sheet indicating their
attendance at the examination and submission of
examination materials.
v. Students who need to leave the
examination room for any reason require the
permission of the invigilator.
vi.
Clarifies that students can
speak to invigilators
vi. Council delegates to each College and
Department the responsibility and authority for
setting additional responsibilities of invigilators.
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b. College level:
No additional regulations.
c. Department level:
No additional regulations.
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It is the responsibility of the instructor and
Department Head, or Dean in nondepartmentalized Colleges, to report final grades
to the Registrar in accordance with the regulations
outlined here. The final grade report, prepared by
the instructor, must be approved by the
Department Head, or Dean in nondepartmentalized Colleges.
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1.4.4 Reporting, Recording and Issuing
Examination Results and Grades
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a. University level:
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i. Recording Final Grades:
It will be the responsibility of the Registrar to
record the final grades for all courses on the
official student record. Final grades will normally
be recorded as percentage units, with the
following alternatives:
• audit (AU)
• completed requirements (CR)
• failure (F)
• not applicable (NA)
• pass (P)
• withdrawal (W)
• withdrawal from audit (WAU)
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[revise last sentence as follows]
Final grades will normally be recorded as
percentage units. , with the following
alternatives: The following grading
alternatives also exist:
Grammatical revision
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Reports of final grades for all one- and two-term
courses and for 100-level, two-term courses
examined at mid-year will be submitted according
to procedures established by the Registrar:
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• no later than the end of the official examination
period in a given term, for those courses with no
examination in the official examination period,
and for mid-year examinations in 100-level, twoterm courses offered over the Fall and Winter
terms; or
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ii. Reporting of Grades by Instructors:
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housekeeping revisions to
match SESD terminology
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aegrotat standing (AEG)
deferred final examination approved
granted (DEFG)
incomplete failure (INF)
special deferred final examination
approved granted (SPECDEFG)
special final supplemental approved
granted(SPECSPG)
special final supplemental written
(SPECSUP)
supplemental final examination approved
granted(SUPPG)
supplemental final examination written
(SUPP)
withdrawal failure (WF)
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Final grades recorded as percentage units may be
accompanied by the following additional grade
comments as warranted:
• aegrotat standing (AEG)
• deferred examination approved (DEFG)
• deferred examination written (DEF)
• incomplete failure (INF)
• special deferred examination approved
(SPECDEFG)
• special deferred examination written
(SPECDEF)
• special supplemental approved (SPECSPG)
• special supplemental written (SPECSUP)
• supplemental examination approved
(SUPPG)
• supplemental written (SUPP)
• withdrawal failure (WF)
Reports of final grades for all one- and two-term
courses and for 100-level, two-term courses
examined at mid-year term will be submitted
according to procedures established by the
Registrar:
• no later than the end of the official
final examination period in a given term,
for those courses with no final
examination in the official examination
this period, and for mid-yearterm
examinations in 100-level, two-term
terminology changes:
“mid-year” to “mid-term”,
and
“working” to “business”
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courses offered over the Fall and Winter
terms; or
• within five working business days
after the date of the final examination,
for those courses with final examinations
in the official final examination period in
a given term, as well as final grades
resulting from deferred, special deferred,
supplemental, and special supplemental
final examinations.
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If for any reason the above deadlines cannot be
met, the Registrar and the students in the
course shall be notified as to the reason why and
regarding the anticipated date of submission.
The Registrar will communicate with
instructors who have not met the above
deadlines but who have not notified the
Registrar.
It is unnecessary for
instructors to explain
delays, but students need to
know when they can expect
to receive their grades.
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iii. Reporting Final Grades to Students:
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If for any reason the above deadlines cannot be
met, the Registrar shall be notified as to the
reason why and the anticipated date of
submission.
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• within five working days after the date of the
examination, for those courses with examinations
in the official examination period in a given term,
as well as final grades resulting from deferred,
special deferred, supplemental, and special
supplemental examinations.
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Only the Registrar may release official grades.
The Registrar will post final grades electronically
as they are received..
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When final grades are approved by the
Department Head, or Dean in nondepartmentalized Colleges, they will be submitted
electronically
iv. Alteration of Grades:
Once submitted, final grades may be changed by
the instructor. Grade changes are approved by the
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[add]
If instructors wish to release or post grades,
they should do so in such a manner consistent
with respect for the privacy of the student.
Confirms existing practice
but clarifies responsibility
for instructors to protect
student privacy.
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Department Head, or Dean in nondepartmentalized Colleges.
b. College level:
No additional regulations.
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c. Department level:
No additional regulations.
1.4.5 Deferred Final Examinations and
Aegrotat Standing
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Fall term courses, "Student Mid-term
Break” in February;
Fall and Winter two-term courses and
Winter term courses, the week
immediately following the First Quarter
final exams in the Spring term;
Spring term courses, the week before
Labour Day;
Summer term courses, the third week in
September.
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A deferred final examination may be granted to a
student who is absent from a final examination
through no fault of his or her own for medical,
compassionate or other valid reasons. The
regular deferred examination periods are as
follows:
• Fall term courses, "Student Mid-term
Break” in February the four business
days of the February midterm break;
• Fall and Winter two-term courses and
Winter term courses, the week
immediately following the First Quarter
final exams in the Spring term the five
business days following the second
Thursday in June;
• Spring and Summer term courses, the
week before Labour Day; Summer term
courses, the third week in September. the
first or second Saturday following the
start of classes in September.
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A deferred final examination may be granted to a
student who is absent from a final examination
through no fault of his or her own for medical or
other valid reasons. The regular deferred
examination periods are as follows:
Add “compassionate” to
reasons for deferral,
confirming practice at
college level.
Clarifies scheduling periods
for deferred exams.
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For courses which do not conform to the usual
academic schedule, deferred final examinations
will be scheduled by the Registrar in
consultation with the College.
Colleges which do not conform to the usual
academic schedule or which want to schedule
and invigilate their own deferred
examinations may do so in consultation with
the Registrar.
Confirms existing practice.
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For courses which do not conform to the usual
academic schedule, deferred final examinations
will be scheduled by the Registrar in consultation
with the College.
Deferred final examinations may be granted
provided the following conditions are met:
a. University level:
a. University level:
i. A student who is absent from a final
examination through no fault of his or her own for
medical or other valid reasons may apply to his or
her College for a deferred examination. (Students
in Open Studies apply to the Coordinator, Open
Studies Advising.) To apply a student must
submit satisfactory documentary evidence to the
College within three days of the missed
examination.
i. A student who is absent from a final
examination through no fault of his or her own
for medical, compassionate or other valid
Confirms existing practice
reasons may apply to his or her College for a
deferred examination. (Students in Open Studies
apply to the Coordinator, Open Studies
Advising. ) To apply a student must submit
satisfactory documentary evidence to the
College within three business days of the missed
or interrupted examination.
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Deferred final examinations may be granted
provided the following conditions are met:
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ii. A student who becomes ill during a final
examination must notify the invigilator
immediately of the inability to complete the
examination. To apply for a deferred examination,
the student must submit, to his or her College,
within three days of the interrupted examination,
satisfactory documentary evidence of the illness.
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ii. A student who becomes ill during a final
examination or who cannot complete the final
examination for another valid reason must
notify the invigilator immediately of the his or
her inability to complete the examinationfinish.
The student may then apply for a deferred
examination.
Confirms existing practice
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iii. A student who has sat for a given final
examination and handed the paper in for marking
will not be granted a deferred final examination.
iv. A special deferred examination may be
granted to a student who, for medical,
compassionate or other valid reason, is unable
to write during the deferred examination
period. A student may apply to his or her
College for permission to write a special
deferred examination. The College must
consider all requests for special deferred
examinations and notify the Registrar and
student of its decision within ten working
business days of receipt of the application.
v. A deferred final examination shall be accorded
the same weight as the regular final examination
in the computation of the student's final grade.
v. A deferred or special deferred final
examination shall be accorded the same weight
as the regular final examination in the
assignment computation of the student's final
grade.
housekeeping
vi. Instructors should provide deferred
examinations to the Registrar at least five
business days prior to the start of the deferred
examination period.
Due to the limited time
available for deferred
examinations to be written,
students require assurance
that exams will be available
when scheduled.
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vi. The Registrar may arrange for deferred
examinations to be written at centres other than
Saskatoon.
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Clarifies that special
deferreds are granted on the
same grounds as special
supplementals
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iv. A student, who by reason of continuing illness
or other valid considerations, is unable to write
during the regular deferred examination period
may apply to his or her College for permission to
write a special deferred examination. The College
must consider all requests for special deferred
examinations and notify the Registrar and student
of its decision within ten working days of receipt
of the application.
viiivii. The Registrar may arrange for deferred
and special deferred examinations to be written
at centres other than Saskatoon.
“computation” changed to
“assignment” to maintain
consistent terminology
housekeeping
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clarifies grading practices
ix Once the examination is written, the
instructor assigns a revised final percentage
grade. The grade comment of DEFG
(Deferred Final Examination Granted) or
SPECDEFG (Special Deferred Final
Examination Granted) is removed from a
student’s official record. If the examination is
not written, the original grade/grade
comment submitted by the instructor stands.
clarifies existing practices
xivii.. In exceptional circumstances, a student
may be offered aegrotat standing (AEG) in lieu
of writing the deferred or special deferred
examination, provided: the student has obtained
a grade of at least 65 percent in term work in the
course(s) in question (where such evaluation is
possible); or, if there is no means of evaluating
term work, the student's overall academic
performance has otherwise been satisfactory;
and the instructor of the course recommends,
along with the Department Head, or Dean in a
non-departmentalized College, and the student's
College approves the award of aegrotat standing.
housekeeping
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x. A student is entitled to a routine inquiry on
a deferred or special deferred examination. A
reread will be granted upon receipt of the
appropriate application..
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vii. In exceptional circumstances, a student may
be offered aegrotat standing (AEG) in lieu of
writing the deferred final examination, provided:
the student has obtained a grade of at least 65
percent in term work in the course(s) in question
(where such evaluation is possible); or, if there is
no means of evaluating term work, the student's
overall academic performance has otherwise been
satisfactory; and the instructor of the course
recommends, along with the Department Head, or
Dean in a non-departmentalized College, and the
student's College approves the award of aegrotat
standing.
TA
b. College level:
The College must consider all requests for
deferred examinations and notify the student and
instructor of its decision within ten working days
17
The College must consider all requests for
deferred examinations and notify the student and
instructor, and the Registrar of its decision
housekeeping
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within ten working business days of the close of
the final examination period, and within ten
business days of receipt of the application for
special deferred examinations.. The College
must also notify the Registrar if permission is
granted.
O
of the close of the final examination period. The
College must also notify the Registrar if
permission is granted.
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O
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AP
PR
c. Department level:
With the approval of the Department Head and
the consent of the student, the instructor of a
course is allowed some flexibility about the
nature of the examination to accommodate the
particular circumstances which created the need
for the deferred examination The Registrar must
be notified of any departures from the regular
form of examination.
18
Supplemental final examinations are a limited
substitute for the final examexamination. The
regular supplemental examination periods
coincide with the deferred examination
periods. Supplemental examinations
resulting from deferred examinations will be
specially accommodated.
Schedules deferred and
supplemental examinations
during the same periods.
PR
O
Supplemental final examinations are a limited
substitute for the final exam.
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1.4.6 Supplemental Final Examinations
Confirms existing practice
T
AP
Colleges which do not conform to the usual
academic schedule or which want to schedule
and invigilate their own supplemental
examinations may do so in consultation with
the Registrar.
SuchSupplemental final examinations may be
granted only according to the following
conditions.
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O
Such examinations may be granted only
according to the following conditions.
D
a. University level:
i. The student must make formal application for a
supplemental final examination to his or her
College.
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ii. Supplemental final examinations shall be
accorded the same weight as the original final
examination in the computation of the student's
final grade.
19
a. University level:
i. The student must make formal application for
a supplemental final examination to his or her
College by the stated deadline of the College.
housekeeping
ii. Supplemental final examinations shall be
accorded the same weight as the original final
examination in the computation assignment of
the student's final grade.\
“computation” changed to
“assignment” to maintain
consistent terminology
iii. Instructors should provide supplemental
examinations to the Registrar at least five
Follows the same practice
as deferred examinations
VE
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business days prior to the start of the
supplemental examination period.
i
iv. ivii. The Registrar may arrange for
supplemental and special supplemental
examinations to be written at centres other than
Saskatoon.
Clarifies that “special”
supplemental are treated in
the same way as
supplemental.
O
ii. The Registrar may arrange for supplemental
examinations to be written at centres other than
Saskatoon.
Clarifies that special
supplemental are granted on
the same grounds as special
deferreds.
-N
O
T
AP
PR
v. Special supplemental examinations which are
written at a time other than the regular
iv. Special supplemental examinations which are
supplemental examination period are granted
written at a time other than the regular
only in unusual circumstances; A special
supplemental examination period are granted only supplemental examination may be granted to
in unusual circumstances and an additional fee is a student who, for medical, compassionate or
charged; otherwise, they are subject to the same
other valid reason, is unable to write during
regulations as supplementals.
the supplemental examination period. and an
additional fee is charged An additional fee is
v. A student is entitled to a routine inquiry on a
charged for special supplemental
supplemental examination. A reread will be
examinations; otherwise, they are subject to the
granted upon receipt of the appropriate
same regulations as supplementals
application.
supplemental examinations.
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vi. Supplemental final examinations may be
granted under regulations established at the
College level except that any student who is
otherwise eligible to graduate and who fails one
course in their graduating year shall be granted a
supplemental examination, provided that a final
examination was held in that course. A student
who fails more than one course in the graduating
year may be considered for supplemental
examinations according to the regulations
established by his or her College.
20
vi. Once the examination is written, the
instructor assigns a revised final percentage
grade. The grade comment of SUPPG
(Supplemental Final Examination Granted)
or SPECSPG (Special Supplemental Final
Examination Granted) is replaced with a
grade comment of SUPP (Supplemental Final
Examination Written) or SPECSUP (Special
Supplemental Final Examination Written) on
a student’s official record. If the
supplemental examination is not written, the
Confirms existing practice
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original grade submitted by the instructor
stands.
housekeeping
O
vii. A student is entitled to a routine inquiry on a
supplemental or special supplemental
examination. A reread will be granted upon
receipt of the appropriate application.
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-N
O
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AP
PR
viii. Supplemental final examinations may be
granted under regulations established at the
College level except that any student who is
otherwise eligible to graduate and who fails one
course in their his or her graduating year shall
be granted a supplemental examination, provided
that a final examination was held in that course.
A student who fails more than one course in the
graduating year may be considered for
supplemental examinations according to the
regulations established by his or her College.
b. College level:
b. College level:
i. In consultation with the teaching Department
i. In consultation with the teaching Department
concerned, a College may grant a supplemental
concerned, a College may grant a supplemental
housekeeping
examination to a student registered in the College. or special supplemental examination to a
Within the limits defined in this section, the
student registered in the College. Within the
College shall determine the grounds for granting
limits defined in this section, the College shall
supplemental (and special supplemental)
determine the grounds for granting supplemental
(and special supplemental) examinations and the
examinations and the criteria for eligibility. This
applies to all students regardless of year.
criteria for eligibility. This applies to all students
(Students in Open Studies are not eligible for
regardless of year. Students in Open Studies are
not eligible for supplemental examinations.
supplemental examinations.)
ii. Factors to be taken into consideration include
but are not limited to: the subsequent availability
21
ii. Factors to be taken into consideration for
granting a supplemental or special
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supplemental examination include but are not
limited to: the subsequent availability of the
course or an appropriate substitute; the grades
obtained by the student in term work; the
weighting of the final examination in
determining the final grade; the course schedule
of the student in the subsequent session.
O
of the course or an appropriate substitute; the
grades obtained by the student in term work; the
weighting of the final examination in determining
the final grade; the course schedule of the student
in the subsequent session.
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-N
O
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AP
PR
c. Department level:
No additional regulations.
22
PR
O
i. When a student fails to complete any
portion of the work assigned in a course,
which may include any assignment or
examination including the final examination
(as per 1.4.2.a), by the time of submission of
the final grades to the Department Head, or
Dean in non-departmentalized Colleges, the
instructor assigns a final grade which factors
in a grade of zero for any incomplete course
work.
AP
a. University level:
i. When a student has not completed the required
course work, which includes any assignment or
examination including the final examination, by
the time of submission of the final grades to the
Department Head, or Dean in nondepartmentalized Colleges, the instructor will
submit a computed final percentage grade which
factors in a grade of zero for any incomplete
course work. This grade will be recorded along
with the grade comment of INF (Incomplete
Failure) if a failing grade is computed.
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1.4.7 Incomplete Course Work
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O
T
ii. A student can pass a course on the basis of
ii. If an extension is granted and the required
work completed in the course provided that
course work is submitted within the allotted time, any incomplete course work has not been
or if a deferred examination is granted and written deemed mandatory by the instructor in the
in the case of absence from the final examination, course outline and/or by College regulations
the instructor will submit a revised computed
for achieving a passing grade.
final percentage grade. The grade change,
approved by the Department Head, or Dean in
iii. If a failing grade is assigned due to
non-departmentalized Colleges, will replace the
incomplete course work, the instructor also
previous grade and any grade comment of INF
submits the grade comment of INF
(Incomplete Failure) will be removed.
(Incomplete Failure).
TA
iii. Extensions for the completion of assignments
must be approved by the Department Head, or
Dean in non-departmentalized Colleges, and may
exceed thirty days only in unusual circumstances.
The student must apply to the instructor for such
an extension and furnish satisfactory reasons for
23
iv. In the case of incomplete mandatory
course work in classes using percentage
grading, a final grade of 49% is assigned
along with a grade comment of INF
(Incomplete Failure) if the student could
otherwise pass the course.
The text of this section is
being revised so that
instructors will have clearer
instructions about the use of
INF grades.
This section contains no
changes in substance,
except for revisions in
Graduate Studies practice,
as noted below.
the deficiency. Deferred final examinations are
granted as per 1.4.5.
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Confirms policy approved
v. The College of Graduate Studies and
by Graduate Studies Faculty
Research, which has higher passing grade
iv. In the event that 1.4.7.a.i results in a computed thresholds for its programs than do
Council in May, 2008.
passing final percentage grade, and the instructor undergraduate courses, will designate a final
has indicated in the course outline that failure to
failing grade of 59 % to be assigned along
complete any of the required course work, which with a grade comment of INF (Incomplete
includes any assignment or examination including Failure) if the student could otherwise pass
the final examination, will result in a failure in the the course.
course, a final grade of 49% will be submitted
along with a grade comment of INF (Incomplete
vi. If an extension is granted and the
Failure).
incomplete course work is submitted within
the allotted time, or if a deferred examination
is granted and written in the case of absence
from the final examination, the instructor
assigns a revised percentage final grade. The
grade change, approved by the Department
Head, or Dean in non-departmentalized
Colleges, replaces the previous grade and any
grade comment of INF (Incomplete Failure) is
removed.
24
vii. Extensions for the completion of
assignments must be approved by the
Department Head, or Dean in nondepartmentalized Colleges, and may exceed
thirty days only in unusual circumstances.
The student must apply to the instructor for
such an extension and furnish satisfactory
reasons for the deficiency. Deferred final
examinations are granted as per 1.4.5.
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b. College level:
No additional regulations.
O
c. Department level:
No additional regulations.
D
AP
-N
i. The instructor will submit a computed failing
final percentage grade which factors in a grade of
zero for any remaining course work and the final
examination. A grade comment of WF
(Withdrawal Failure) will also be recorded.
ii. In the event that a student withdraws from
a course after the academic penalty deadline,
the instructor assigns a failing final grade
which factors in a grade of zero for any
remaining course work and the final
examination. A grade comment of WF
(Withdrawal Failure) is also recorded.
T
In the event that a student withdraws from a
course after the academic penalty deadline, one of
the following will occur:
i. A student who withdraws from a course
after the academic penalty deadline receives a
failing final grade.
O
a. University level:
A student who withdraws from a course after the
academic penalty deadline will receive a failing
final grade for the course.
PR
1.4.8 Withdrawal with Academic Penalty
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ii. In the event that 1.4.9.a.i results in a computed
passing final percentage grade, a final grade of
49% will be recorded along with a grade
comment of WF (Withdrawal Failure).
25
The text of this section is
being revised so that
instructors will have clearer
instructions about the use of
WF grades.
This section contains no
changes in substance,
except for revisions in
Graduate Studies practice,
as noted below.
iii. In the case of classes using percentage
grading, the instructor assigns a final grade of
49% along with a grade comment of WF
(Withdrawal Failure) if the student could
otherwise pass the course.
iv. The College of Graduate Studies and
Research, which has higher passing grade
thresholds for its programs than do
undergraduate courses, will designate a final
Confirms policy approved
by Graduate Studies Faculty
Council in May, 2008.
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failing grade of 59 % to be assigned along
with a grade comment of WF (Withdraw
Failure) if the student could otherwise pass
the course.
O
b. College level:
No additional regulations.
PR
c. Department level:
No additional regulations.
Clarified section title
AP
1.4.9 Final Examination Period and
Scheduling of Final Examinations
1.4.9 Final Examination Period
a. University level:
a. University level:
O
T
[NOTE that the following sections will be
renumbered]
[revisions to existing regulations]
i. The Registrar schedules all final
examinations (including deferred and
supplemental examinations).
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i. At least 48 hours (2 days), should be allowed
between the last day of lectures and the first day
of final examinations. Under usual circumstances,
final examinations in evening courses will occur
one week from the last scheduled lecture in that
course. The final examinations in the Spring and
Summer terms may be scheduled immediately
after the close of lectures. For courses which do
not conform to the usual academic schedule, final
examinations will be scheduled by the Registrar
in consultation with the College.
TA
ii. Final examinations must be scheduled during
the regular examination period.
iii. No examination, quiz or major assignment is
to be newly assigned during the last week of
lectures, i.e. students must be made aware of all
26
ii. For the Fall and Winter terms, aAt least 48
hours (2 days), should be allowed between the
last day of lectures and the first day of the final
examinations period.
iii. Under usual circumstances, Ffinal
examinations in evening courses will normally
occur one or two weeks from the last scheduled
lecture day of lectures in that course except in
The changes in this section
revise practices regarding
examination scheduling,
particularly as required for
increased numbers of
December examinations and
common examinations
Practices for scheduling of
evening and commoncourse examinations are
also clarified.
Additional flexibility for
scheduling of evening
course exams.
O
PR
vi. Final examinations must be scheduled during
the regular final examination period for a term.
housekeeping
vii.
iiiNo examination, quiz or major assignment is
to be newly assigned during the last week of
lectures, i.e. students must be made aware of all
required evaluation procedures at the beginning
of the course as outlined in 1.1.3.c.ii.
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vii. Six credit-unit courses will have final
examinations of three hours duration. Courses of
fewer than six credit units will have final
examinations of two to three hours.
AP
vi. The Registrar should arrange the schedule so
that no student writes more than two final
examinations in one 24 hour period.
An additional day has been
added for Spring and
Summer Session
examinations.
v. For courses which do not conform to the usual
academic schedule, final examinations will be
scheduled by the Registrar in consultation with
the College.
T
v. The Registrar must post the schedules of final
examinations as early as possible.
iv. he final examinations in the Spring and
Summer terms may be scheduled immediately
after the close of lectures.For Spring and
Summer terms, the final examination period
shall consist of two to three days immediately
following the last day of lectures for a course.
O
iv. In very unusual circumstances, the Registrar
may schedule a final examination outside an
examination period on the recommendation of the
instructor and Department Head, or Dean in a
non-departmentalized College.
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required evaluation procedures at the beginning of the event of common examinations between
the course as outlined in 1.1.3.c.ii.
two or more evening classes.
27
iv. viii. In very unusual circumstances, the
Registrar may schedule a final examination
outside an examination period on the
recommendation of the instructor and
Department Head, or Dean in a nondepartmentalized College.
housekeeping
ix. v. The Registrar must post the schedules of
VE
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final examinations as early in a term as
possible.
O
x. vi. The Registrar should arrange the schedule
so that no student writes more than two final
examinations in one 24 hour period.
PR
xi. vii. Six credit-unit courses will have final
examinations of three hours duration. Courses of
fewer than six credit units will have final
examinations of two to three hours.
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-N
O
xii.
T
AP
[the following additional regulations will also
be added to this section:]
28
Final examinations may be scheduled during
the day or evening on any day except
Sundays or statutory holidays. Final
examinations for day courses can be
scheduled in the evening.
xiii. In the case of common examinations
between day courses and evening courses, if
possible the final examination will be
scheduled in the evening.
These changes provide
additional flexibility in
scheduling of examinations,
and are important
particularly for the
December examination
period:
Exams will now be
scheduled for Friday and
Saturday nights.
Night course students in
courses with common
exams to day sections
should be made aware of the
possibility of exam
scheduling during the day
Clarifies that instructors can
deal with any conflicts
created by common exams.
VE
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xiv. Any student examination conflicts created
by scheduling common examinations between
two or more courses will be accommodated by Confirms existing practice.
the instructors of those courses.
PR
O
xv. Final examinations may be scheduled at
any time during any examination periods;
until the schedule has been finalized and
posted, students and instructors should avoid
making travel or other commitments for this
period.
Confirms existing practice
-N
O
T
AP
x Once the Registrar has scheduled final
examinations for a term, instructors wanting
to change the date and/or time of their final
examination must obtain the consent of all
students in the course, as well as
authorization from the Department Head, or
Dean in non-departmentalized Colleges.
This regulation prevents
instructors from revising
examination times unless
students agree.
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b. College level:
No additional regulations.
D
xvi. Once the final examination period for a
term has begun, students cannot withdraw
from courses.
TA
c. Department level:
No additional regulations.
1.4.10 Mid-Year Examinations
Mid-year examinations and other required course
activities are not to be scheduled during the final
examination period, but will be scheduled by
29
1.4.10 Mid-Year Term Examinations
Mid-year term examinations and other required
course activities are not to be scheduled during
the final examination period. , but will They
Clarifies that mid-term
examinations are not to be
scheduled during the final
O
Mid-year grades in 100-level six credit-unit
courses are to be reported to the Registrar.
should be scheduled by instructors based on
scheduled during regularly scheduled course
times.
Students who have more than three midtermyear examinations in one day on the same
day will be dealt with as special cases by the
College.
PR
Mid-year term grades in 100-level six creditunit courses held over the Fall and Winter
terms are to be reported to the Registrar.
Clarifies that mid-term
Spring and Summer Session
grades are not reported to
the Registrar.
AP
1.4.11 Accessibility of Examination Papers
O
T
a. University level:
No additional regulations.
For details regarding accessibility of
examination papers please refer to the policy on
housekeeping
Student Academic Appeals on Academic
Matters. This policy is available through the
Office of the University Secretary, or at College
dean's offices, or on the website:
www.usask.ca/university_secretary/studentappea
ls.shtml
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-N
b. College level:
For details regarding accessibility of examination
papers please refer to the policy on Student
Academic Appeals. This policy is available
through the Office of the University Secretary, or
at College dean's offices, or on the website:
www.usask.ca/university_secretary/studentappeal
s.shtml
examination period.
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instructors based on scheduled course times.
Students who have more than three mid-year
examinations in one day will be dealt with as
special cases.
TA
c. Department level:
i. All unreturned copies of marked final
examination papers, together with the tally sheets,
shall be retained in the Department, or College in
non-departmentalized Colleges, for a period of at
least one year following the official examination
period.
30
c. Department level:
i. All unreturned marked copies of marked final
examination papers, together with the tally
sheets and the final examination questions,
shall be retained in the Department, or College
in non-departmentalized Colleges, for a period
Confirms existing practice.
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ii. Copies of all examination question papers of
all courses offered by the Department in any
year should be retained in the Department, or
College in non-departmentalized Colleges, for a
period of at least one year following the official
examination period.
PR
O
ii. Copies of all examination question papers of
all courses offered by the Department in any year
should be retained in the Department, or College
in non-departmentalized Colleges, for a period of
at least one year following the official
examination period.
of at least one year following the official
examination period. examination period in
which the final examination was held.
O
T
[In this section, make this change throughout:
working business day
-N
In the absence of any other approved mechanism
to resolve grade disputes between an instructor
and Department Head, or Dean in a nondepartmentalized College, the following steps, to
be completed in a maximum of 10 working days,
shall be followed:
AP
1.5 Grade Dispute Mechanism Between
Instructor and Department Head or
Dean
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Step 1. Members of each Department or nondepartmentalized College shall agree ahead of
time on a conciliation mechanism that the
Department will follow in the event of a grade
dispute.
TA
Step 2. If five working days following the last day
of examinations pass and the Department Head,
or Dean, in a non-departmentalized College, has
not approved the grade report for a class, the
Department or non-departmentalized College
31
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D
O
PR
AP
T
O
-N
Step 3. If, after five working days the conciliation
procedure does not resolve the dispute, the matter
shall be immediately referred to the Dean, or the
Vice President (Academic) in the case of nondepartmentalized Colleges, who will see that an
arbitration committee is set up within two
working days. The committee shall consist of
three members: one member nominated by the
instructor, one member nominated by the
Department Head, and a chairperson. In the event
that one of the parties does not nominate a
member, the Dean or Vice-President (Academic)
shall do so. The chairperson shall be appointed by
the mutual agreement of the nominees for the
instructor and the Department Head or, if the two
nominees cannot agree, by the Dean. In nondepartmentalized Colleges, the chair will be
appointed by the Vice-President (Academic) if the
Dean and the instructor cannot agree.
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shall immediately commence the conciliation
procedure referred to in Step 1. The Department
or non-departmentalized College has five working
days to complete this conciliation process.
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Step 4. Within two working days of the failure of
the conciliation process, the Department Head, or
Dean in a non-departmentalized College, must list
in writing what material was considered in
conciliation. A copy of this list shall be sent to the
instructor who must immediately report in writing
to the Dean, or Vice President (Academic) for
non-departmentalized Colleges, as to the accuracy
32
O
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of the list. Within the same two working days, the
Department Head, or Dean in nondepartmentalized Colleges, and the instructor
shall forward written submissions with supporting
documents to the Dean, or Vice President
(Academic) in non-departmentalized Colleges.
D
AP
T
O
-N
Step 6. The arbitration committee shall follow a
strict set of deadlines and shall consider only the
submissions and supporting documents as
submitted by the Department Head, or Dean in a
non-departmentalized College, and instructor. To
the extent possible, the arbitration committee will
use the same relative weighting of final
examination and term work as was used by the
instructor in arriving at the final grades.
PR
Step 5. These submissions and all material
considered in the conciliation (including the list
drawn up by the Department Head, or Dean in a
non-departmentalized College), and the response
of the instructor are to be forwarded to the
arbitration committee.
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Step 7. The arbitration committee shall be given a
maximum of three working days to complete its
deliberations and reach a final decision about the
disputed marks. The committee shall immediately
submit a written report to the Registrar, with
copies to the Dean, Department Head and
instructor.
Step 8. If after three working days, the arbitration
33
TA
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O
PR
AP
T
O
-N
Step 9. In the event that a provisional pass/fail
grade is assigned, the Registrar will attach an
explanatory note to any transcripts of the affected
students explaining that an unresolved grade
dispute has arisen between the instructor and the
Department Head or Dean and that through no
fault of the student, a mark is not currently
available. Once the arbitration is completed, the
Registrar shall issue, free of charge, corrected
transcripts to replace any previously ordered by
the affected students.
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committee has not submitted a final decision
about the disputed marks, the Dean or VicePresident (Academic) will assign provisional
pass/fail grades until the arbitrated grades have
been submitted. Final grades must be available for
students by graduation deadlines. This applies
whether or not the student is graduating. An
unofficial pass grade cannot be changed to a
failing grade, regardless of the result of the
arbitration. Likewise, a student will not lose any
scholarship, admission status or the like even if
the arbitrated mark lowers the student's grade to
the point where the student would otherwise have
been ineligible.
34
1.6 Number added for this
section.
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Grade Disputes Between Instructor and
Student
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O
T
AP
PR
O
A student who is dissatisfied with the assessment
of their work or performance in any aspect of
course work, including a midterm or final
examination, should consult the University
Council policy titled Student Appeals in Academic
Matters. This policy describes the process to be
followed in appealing the assessment. Appeals
based on academic judgment follow a step-bystep process including consultation with the
instructor and re-reading of written work or reassessment of non-written work. The policy is
available from the Office of the University
Secretary, the college dean's office and online at .
35