END OF TERM PRACTICES
Exams and Grades — 201609
EXAM SCHEDULING
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The exam schedule is published 4 weeks after classes start.
Faculty are required to return exam request forms (sent to you at the beginning of the
semester) or notify the scheduling officer of your exam needs via email within 7 days of the
start of the term.
Special requests (regarding exam time, room, etc.) can generally be accommodated as long as
the requests are indicated on the exam form and returned to the scheduling officer during the
first week of classes.
All classes starting at 17:30 or later will have exams scheduled at 19:00 on the same day classes
are held. Saturday classes will be assigned a Saturday exam day.
EXAM CONFLICT ACCOMMODATION
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When you agree to allow an examination to be rescheduled, you or the student must fill out the
Assessment Services online booking form. Exams take place in Assessment Services room G159.
It is up to faculty members to give their students deadlines and inform them that exams can be
scheduled only once in Assessment Services. Once a change is requested or a student has not
shown up, Assessment Services will require medical or other documentation to justify the
absence.
If accommodation at a campus other than Abbotsford is requested please email
assessinfo@ufv.ca or call 604-557-4006.
EXAM CONFLICT PROCEDURES
 Instructors who allow an exam to be rescheduled should complete, or direct the student to
complete, the online booking form.
 Send the exam and instructions to Assessment Services at least one day prior to the writing
date.
 Inform students that this deferral is one time only and no rescheduling is permitted by
Assessment Services.
REPORTING FINAL GRADES ONLINE
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All faculty are expected to enter their grades online through myUFV.
1. Log into myUFV.
2. When you have successfully logged in, choose Faculty Information.
3. Click Final Grades, and then select the term.
4. Choose the course section for which you want to enter grades.
5. Enter grades for students by selecting options from the drop-down list.
Note: As a security precaution, you must click the “submit” button every 60 minutes, or the page
will timeout and you must log in again.
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Please note that all students must be graded — even if they have never shown up for class.
Students are responsible for withdrawing themselves from any classes in which they have
registered. Failure to withdraw requires that faculty grade the student appropriately. (Thus,
faculty are encouraged to withdraw students who fail to show up for the first week of classes.)
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For FAQ’s regarding online grade reporting, see myUFV Services for Faculty.
Updated: August 2016
Excerpts from UFV Policies: 109 – Grade Reporting and 101 – Grading System
GRADING DEADLINES
UFV recognizes the importance of timely reporting of final grades to enable students to make academic
decisions and the university to monitor academic progress and prerequisites. Deadlines
and processes are established to ensure timely reporting.
 Final course grades shall be reported to the Office of the Registrar by the class instructor
not later than the due date, which is four (4) business days after the last day of the exam
period for the semester or session.
 When courses are not scheduled within regular semester dates and an exam period is not set,
final grades are due not later than four (4) business days after the last day scheduled for the
course.
INFORMAL RELEASE OF GRADES
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Students can access their grades online via myUFV once the grades have been “rolled.” (OReg
transfers them into the student's academic history daily.) Grades should not be posted on walls,
outside of offices, etc., as this is a breach of confidentiality.
GRADING SYSTEM
Undergraduate and preparatory level grading scale:
Grade
A+
A
AB+
B
BC+
C
CD
F
Percentage equivalent
90-100
85-89
80-84
77-79
73-76
70-72
67-69
63-66
60-62
50-59
<50 (fail)
Grade point value
4.33
4.0
3.67
3.33
3.0
2.67
2.33
2.0
1.67
1.0
0.0
Graduate level grading scale:
Grade
A+
A
AB+
B
BC+
C
CD
F
Percentage equivalent
90-100
85-89
80-84
77-79
73-76
70-72
67-69
63-66
60-62
50-59
<50
Grade point value
4.33
4.0
3.67
3.33
3.0
2.67
2.33
2.0
1.67
0.0
0.0
Note: Grades below B- are considered unacceptable for graduate programs
Updated: August 2016
Credit/no credit grading system:
Grade
CR
NCR
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Interpretation
Credit granted
No credit granted
Note: CR/NCR grades are not applicable to the GPA - they will be given no grade point consideration, nor will any
letter grade consideration be given to these courses.
Other grades and notations:
Grade
Percentage equivalent
Permanent grades
AEG
Aegrotat standing
AU
Audit
AN
Audit expectations not met
W
Withdrawn
TRF
Transfer credit granted
Temporary grades
I
Incomplete
IP
In progess
NGR
No grade reported
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Note: Temporary notations are used in specific circumstances when a final grade is not available. They will be
replaced by a permanent grade, when available.
INCOMPLETE GRADES
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An “I” (incomplete) grade may be assigned by an instructor when a student has not completed
all the requirements of a course but does not, in the opinion of the instructor, warrant an “F”
(fail) or other grade.
Students given an "I" grade will earn a permanent grade by meeting alternative requirements
set by their instructors within a specified time, normally not more than two months after the
end of a course. (A Change of Grade form is submitted once the course requirements have been
met — see Change of Grade, below.)
To record an “I” grade, an Incomplete Grade Contract form (available through myUFV) must
be submitted to grades@ufv.ca.
No verbal statements will be accepted.
IN PROGRESS GRADES
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An “IP” (in progress) grade may be assigned by an instructor only when a student continues to
work into the next semester (beyond the standard one semester) on course or thesis work.
Students may be required to pay a continuance fee per semester.
A Change of Grade form is submitted once course requirements have been met — see Change of
Grade, below.
CHANGE OF GRADE
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To change an “I” grade, the instructor submits a Change of Grade form (available through
myUFV) to grades@ufv.ca.
Updated: August 2016
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To change a recorded grade other than an “I,” the instructor must obtain the signature of the
appropriate dean, or designate if assigned, on the Change of Grade form, and then submit it to
grades@ufv.ca.
CHANGE TO AUDIT
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At your discretion, you may approve a student’s request to audit only until 30% of the course’s
completion (October 3, for courses that run September 6 to December 5).
See more info at course audits.
The instructor enters a Permission to Audit waiver and the student must the contact OReg to
register as an auditing student no later than the audit deadline date.
Note that an “audit” status will not be recorded unless the student activates it at OReg — it
is not sufficient for the instructor to submit the Permission to Audit waiver, or to enter the AU
grade.
When you are recording grades for a student for whom you have entered a Permission to
Audit waiver…
o If the AU (or F) grade shows online, everything is done
o If the grade does NOT show, contact grades@ufv.ca
GRADE MODE
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The grade mode controls which grades can be assigned for a section, and is identified on the
official course outline.
Please contact grades@ufv.ca if the grade mode assigned to your section is incorrect.
Updated: August 2016