Academic Operational Policies

Subject: Evaluation of Student Performance Number: AOP 224
Issued by: Vice-President Academic Date Issued: September 18, 2012
Supersedes:  ACAD 101 Page:  1 of 8
Links:

Academic Appeal Process – AOP 231

Academic Appeal Form

Academic Appeal Form – Stage 1 Outcome

Academic Appeal Form – Stage 2 Outcome

Academic Appeal Form – Stage 3 Appeal Board Request

Post-Secondary Admissions, Registration & Graduation – AOP 225

Appendix A

Appendix B: Academic Progression Process

Appendix C: Collaborative Success Planhttp://www.loyalistcollege.com/wp-content/uploads/2014/10/Appendix-C-Collaborative-Success-Plan.pdf

Revision
Date:
 August 2017

Evaluation of Student Performance

Purpose

Loyalist College is committed to standardizing the evaluation of student performance and to converting the evaluation into grade points and a Grade Point Average.

Procedure

1.     Grades

A final grade for each course is recorded on the student’s transcript. 

This grade represents the summative evaluation or level of achievement of the established learning outcomes or course requirements. At the beginning of each course, all students will receive an approved course outline which identifies pre/co-requisites, learning outcomes, course content and assessment strategies. In the fall of 2014 all courses will have a minimum passing grade of 50%. Please refer to the program manual for exceptions. Please note a 60% GPA is required for graduation from all programs.

2.     Definitions        

  • P (Pass)

The “P” Grade indicates successful completion of skill-based requirements in courses where a Pass/Fail evaluation system is used. Any “P” grade has no numerical value and is not included in the calculation of the Grade Point Average.

  • AU (Auditing)

The “AU” grade is used for those students who are approved to audit a course by the Dean. Audit students pay full course fees, but are not required to attend class, submit assignments, and write term tests nor final exams. No evaluation is provided and no credit is granted. The approved Audit Request Form (available from the Registrar’s Office,) must be forwarded to the Registrar’s office within the first ten (10) school days of the start of the academic semester.

  • W (Withdrawal) 

A “W” is assigned when a student officially withdraws from a course/program by the official withdrawal date “without academic penalty” as stated in the academic schedule. A student who does not officially withdraw in writing from the course/program will be awarded a failure. To officially withdraw, the student must complete the withdrawal process. The process begins with the Student Success Mentor. Students must complete an official withdrawal form, (available from the Student Success Mentors).

The Dean may approve the “W” grade after the deadline if there are extenuating circumstances surrounding the student’s withdrawal from a course or program. 

The Dean is responsible for forwarding the written decision to approve the “W” grade(s) to the Registrar’s Office.

  • AG (Aegrotat)    

Aegrotat standing applies to students whose performance over a significant proportion of the course has been more than satisfactory, but where, because of compelling personal reasons such as documented illness, the student is unable to complete the course. Aegrotat standing does not carry a grade point value and is not included in the calculation of the GPA but is credited toward program requirements. In the case of illness, the student is required to present a medical certificate to the Program Coordinator. Aegrotat standing is recommended by the Program Coordinator, approved by the Dean and submitted to the Registrar’s Office with supporting medical documentation. It is only awarded in exceptional circumstances.

  • EX (Exemption) (documents are available from the Registrar’s office) 

An EX is assigned in recognition of academic credit deemed by the College to be sufficiently similar to program curriculum to warrant an exemption. Exemptions may also be available in certain courses through a standard, established in-class assessment and will be advised as such by faculty.

Students must make application to the course professor for exemption(s) within the first ten (10) school days of the start of the academic semester. The student bears full responsibility for acquiring and supplying all supporting documents (official transcripts, course descriptions, etc.) to the course professor as required for the purposes of evaluating a request for exemption. Courses approved for exemption are not computed in the semester weighted average. Normally an exemption will not be granted if the initial credit was obtained more than seven (7) years prior to the request. 

The School Dean or designate will make the final decision based on the material provided and specific program requirements. The signed Exemption Request Form is sent to the Registrar’s Office. Exemptions will not be added to the student’s record until the student has registered at the College. A fee will be charged per course for assessment of exemptions (please refer to current College fee structure). Students may not exempt more than 75% of program requirements.

  • TC (Transfer Credit) (These documents are available from the Registrar’s office) 

A TC is awarded in recognition of credits earned at an external institution. Students must make application to the Professor for the transfer credit(s). 

Students must make application to the course professor for transfer credits within the first ten (10) school days of the start of the academic semester. The student bears full responsibility to acquire and supply all supporting documents (official transcripts, course descriptions, etc.) to the course professor. Courses approved for transfer credit are listed on the academic transcript but are not computed in the program weighted average. Normally a transfer credit will not be granted if the initial credit was obtained more than seven (7) years prior to the request.

The School Dean or designate will make the final decision based on the material provided and specific program requirements. The signed Transfer Credit Request Form (available from the Registrar’s Office) is sent to the Registrar’s office. Transfer Credits will not be added to the student’s record until the student has registered at the College. A fee will be charged per course for assessment of transfer credits (please refer to current College fee structure). Students may not receive transfer credit for more than 75% of program requirements.

  • PLAR (Prior Learning Assessment and Recognition)

Prior Learning Assessment and Recognition (PLAR) is a process that involves the identification, documentation, assessment and recognition of learning acquired through informal means, such as workplace training, military service, volunteering, travel, hobbies, or family experiences. A PLAR candidate does not need to be enrolled in a program to initiate the process however, enrolment would be required for the results of the challenge to be recorded on a transcript.

The School Dean or designate will make the final decision on the material provided and specific program requirements. The assessment will result in a mark that will be entered on the student’s transcript. PLAR does not normally recognize work completed as part of a program of study and is therefore not a mechanism to upgrade marks previously received. A fee will be charged per PLAR course for assessment (please refer to the current College fee structure). Students may not PLAR more than 75% of program requirements.

  • Pre-requisites

A course or courses in which a student must be successful in order to be registered in a course offered in a subsequent semester. A pre-requisite will be designated only when a student would be disadvantaged or destined to be unsuccessful if a passing grade in the pre-requisite course is not achieved.

  • Co-requisites

Two or more courses that are normally taken concurrently, but may include courses taken sequentially but within the same semester. If a co-requisite is designated, then a student must be successful in all co-requisite courses. If unsuccessful, all co-requisite courses must be retaken. A co-requisite will be designated only when a student would be disadvantaged or destined to be unsuccessful if the course or courses were taken in different semesters. A co-requisite may be waived when a student has taken all co-requisite courses, but was unsuccessful in one, on the approval of the appropriate Dean and the Registrar.

  • Anti-requisites

A course or courses delivered as electives where the outcomes align significantly with those offered in a required program of study. Courses are generally given as anti-requisites when there is a very strong, documented overlap between the material studied in each course, and so there would be little educational value in registering in both courses. Anti-requisites should only be designated when the course would not be a broadening experience for the student.

3.     Supplemental Opportunities 

  • Supplemental

Supplemental opportunities are a privilege which may be granted by the Program area and which must be pre-approved in writing by the School Dean or designate.

A supplemental examination/assignment provides the opportunity for a student to re-write a final exam or resubmit an assignment within 30 days in order to earn a passing grade for a course. Students have the right to supplemental opportunities only where supplemental examinations/assignments are available, if it is mathematically possible for them to pass the course upon successful completion, and if they meet specific program requirements. Generally students are not eligible to write a supplemental exam for field placement or clinical components of a program. Upon successful completion of a supplemental examination/assignment the professor will submit the grade to the Registrar’s Office. The student will receive the minimum passing grade for the course. 

A supplemental course provides the opportunity for a student to re-register in the failed course and only complete those learning outcomes not previously met in order to earn the course credit. Students have the right to supplemental opportunities only where available and feasible. The student will have to complete the required learning outcomes within an agreed upon timeline which must not extend beyond the end of the semester. Upon successful completion of a supplemental course, the professor will submit the grade to the Registrar’s Office. The student will receive the minimum passing grade for the course. 

Students are required to make a written request to the course professor within seven (7) days of the receipt of notification of the failing grade if they wish to pursue this option. The request should include the course name, section, faculty assigned, grade received, and reason for the request. Further information on the conditions that apply to specific courses, programs, or schools is available in the program/course documentation or through the relevant Dean’s Office.

The School Dean or designate will make the final decision based on the material provided.

  • Collaborative Success Plans

Collaborative Success Plans are a strategy to assist students to move forward to a successful pathway of course or program completion.

The plan may be utilized to help support both academic program completion (via supplemental opportunities as noted in 3.2) and violations of academic policies that speak to professional or desirable behaviours or Loyalist students. Collaborative success plans are situation and student specific and the requirements for completion of the plan are created collaboratively between the student and their faculty and/or program coordinator(s).

Collaborative Success Plans will be described in writing and will clearly identify the learning outcomes, evidence to be submitted, and timeline for submission. Faculty and the student will sign the plan with final approval given by the Dean or designate. The plan will be shared with any areas of the College that are identified as parties of interest on the plan such as counselling or tutoring services. In the event that the requirements have not been met as laid out in the plan in the timelines identified, the signed collaborative success plan will be sent to the Registrar’s office by the Dean’s office and a hold will be placed on the student’s account preventing all further course registration. The hold will only be removed upon successful appeal to the Dean.

Upon successful completion of a collaborative success plan the faculty will submit a mark for the course or program in question as per 3.2 and 3.4.

4.     Final Grade Submission/Changes (These documents are available from the Registrar’s Office) 

Faculty are required to submit grades on the student information system within five (5) working days following the completion of classes.

If a student has incomplete work or has been granted extensions past this date, the grade earned to this date will be entered. Once the full course requirements have been met, grade changes will be submitted by the faculty through the Grade Change Request Form (available from the Registrar’s office). This must be done within thirty (30) calendar days following the grade submission deadline. Extensions beyond this deadline may be granted by the School Dean under exceptional circumstances. It is imperative in cases where the student is in their final semester before graduation, that all final grades or grade changes are submitted to Enrolment Services within (30) calendar days following the grade submission deadline otherwise the student may not be eligible to graduate.

The grade appeal process is noted below. A student can appeal a grade anytime during the semester as per the process below. However, a student has ten (10) working days from the issuance of final grades (grades submission deadline) to initiate an academic grade appeal.

ACADEMIC GRADE APPEAL:  Procedure Flow Chart

STAGE I: Student – Faculty

Note: Any appeal related to marks or grades must be initiated within ten (10) working days from the issuance of final grades.

• A student completes the academic appeal form and submits to the faculty who taught the course.

• In the case of final grades appeal, the form must be submitted within ten (10) working days from the issuance of that final grade

• Faculty will respond in writing to the student within five (5) working days and send a copy to the Dean.

 

                            Unresolved

If unresolved, the student may take the concern to the School Dean.

 

Resolution

Student agrees with faculty’s decision and indicates such on the academic appeal form which is sent to the Registrar’s Office by the faculty

 

STAGE II: Student – Dean

• Student must submit the signed completed academic appeal form and the faculty written response to the relevant Dean within five (5) working days.

•The Dean’s office will contact the student to make an appointment. The student discusses the concern with the Dean.

• The Dean’s office will provide a written response to student and faculty involved on the academic appeal form within five (5) working days following the receipt of the Stage 1 decision.

 

Unresolved

Student disagrees with Dean’s decision and wishes to proceed with the appeal process.

 

Resolution

Student agrees with Dean’s decision and indicates such on the academic appeal form

 

STAGE III: Student – Academic Appeal Board

Please refer to AOP 231 – Academic Appeal Process for full details 

• If the student is not satisfied with the outcome of the academic appeal process (Stages I and II), the College provides a more formal process for having concerns heard. The student forwards the Academic Appeal Form to the Registrar’s office date stamped within five (5) working days of receiving written response from the Dean, disciplinary action or other penalties assessed by the College.

• The Registrar, in consultation with the Academic Appeal Board Chair, will either confirm that the matter is appropriate for consideration by the Board, or refer the appeal to the appropriate individual or group. If appropriate, the appeal will then be reviewed by the Academic Appeal Board. 

• The Chair establishes a hearing date within ten (10) working days of receiving the request.

• The Registrar collects documentation from the student, faculty, and Dean in order to distribute to the Academic Appeal Board at least two (2) working days prior to the hearing.

• Each party to the appeal is heard separately. The Board reserves the right to audio tape any interview conducted during the appeal process, to assist in the clarification of facts as provided by the parties concerned. Tapes are the property of the Board and will be destroyed, by the Registrar, immediately following the Board deliberation and appeal decision.

• The Chair of the Academic Appeal Board will notify the student and other parties involved of the decision in writing, within three (3) working days of the hearing, with a copy to the Vice-President, Academic and the President.

• The decision of the Academic Appeal Board is final and must be implemented in a timely manner by the responsible parties, unless there is formal written request to review the decision based on procedural issues within five (5) working days. 

• Please note, normally, the student would be allowed to participate in classes or placement pending the outcome of an appeal. However, the Dean of the school in which the student is registered has the right to preclude attendance, based on circumstances.

Review of Appeal Board Decisions

• The decision of the Academic Appeal Board is final. Requests to review the decision of the Academic Appeal Board will only be considered if based on procedural errors. Such a request must be made in writing to the Office of the Vice-President Academic within 5 days following notification of the Board’s decision. The Vice-President Academic will determine whether an investigation is warranted. If sufficient procedural errors are determined, a new Academic Appeal Board will be established to hear the case. If sufficient procedural errors cannot be determined, the original decision of the Academic Appeal Board will be upheld.  

5.     Grade Point Average (GPA)

Calculation of GRADE POINT AVERAGE (GPA)

The grade point average includes all applicable credit courses. Courses are either assigned a numeric grade with a credit value or a pass/fail designation. Pass/fail courses are not included in GPA calculations. The weighted average is calculated by multiplying the numeric grade achieved in the course by the credit value of the course. The GPA is calculated by totaling the courses with weighted averages and dividing by the number of semester credits.

For example, a student completes four courses as follows: 

Course Code

Course Title

Credits

Grade

Weighted Score

COMM1000

Communications

02

70

140

MATH1000

Business Math

04

85

340

ACCT1000

Financial Accounting

03

72

216

WKPL2022

Field/Work Placement

04

P

0

Weighted course credits = 9 (02+04+03 credits)

Total weighted course scores = 696 (140 + 340 + 216)

Semester GPA = 696 divided by 9 = 77.33%

A program weighted average is computed similarly and includes all course grades for all semesters in the student’s program.

A 60% GPA is required for graduation from all programs.

6.  Academic Standing

  • Communication of Current Academic Status During the Semester

Students will have access to their current academic status during the semester through the learning management system (LMS). All full and part-time faculty and instructors will facilitate this through the creation and maintenance of a grade book in the current LMS system. The grade book will consist of columns to report the achievement or status of all the evaluation criteria for the course. The evaluation criteria (assignments, tests, projects, etc.) will correspond to those that are indicated on the course outline. Throughout the semester marks must be communicated to students and entered into the LMS grade book, no later than 10 working days from the assignment due date.

  • Promotion 

A student’s promotional status, which is based on his or her academic performance, is determined at the end of each semester. Students are advised to consult program manuals for additional information regarding promotional status. Students must successfully complete all required vocational course work prior to and at the level specified, to be permitted to participate in field placement.

A student may be placed on academic probation based on specific program requirements. In order to graduate, all courses must be successfully completed.

When a student repeats a course, all grades are recorded on the student’s transcript. For GPA and academic standing calculations, the higher of the two marks will be used.

  • Compulsory Academic Withdrawal

Students who do not successfully complete at least 50% of the courses in which they enroll in each of two consecutive semesters in the same program or different programs, will not be allowed to re-enroll for a third attempt in any College program unless special permission is granted by a dean.

Students are advised to consult program manuals for additional information regarding compulsory academic withdrawal.

A student with any failures during probationary period will result in compulsory withdrawal from the program for one academic year.

  • Dean’s List

The Dean’s List recognizes outstanding academic achievement and is awarded to graduating students from credit-level programs that have no subject failures within their program and an overall program weighted average of 80%.

7.     Credential Completion/Graduation Timelines

Students are expected to complete their program of study within the following time limits, based upon the original program or course start date. Students who stop out of their program for longer than one (1) academic year must return to the current program of study. (*some exceptions may apply):

Program Type

Timeline

One-year program

up to 3 years

Two-year program

up to 5 years

Three-year program

up to 7 years

Brock/Loyalist Nursing program

up to 6 years

Continuing Education, post-secondary program

up to 7 years

* An academic review to ensure current competencies are met may be required in certain program areas. Written approval from the relevant Dean is required to extend these time limits.