Grades Policy – May 19, 2022

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GRADES POLICY

Policy Type:

Academic

Initially

Approved:

May 19

2022

Policy Sponsor:

Provost and Vice-

President

Academic

Last

Revised:

Primary Contact:

Vice-Provost and

Associate Vice-

President

Students &

University

Registrar

Review

Scheduled: May 19

2027

Approver:

General Faculties Council

PURPOSE

This Policy outlines the grading system and grade reporting requirements used at the University.

SCOPE

This Policy applies to all University credit programs.

POLICY STATEMENT

GRADING SYSTEM

1.1

Percentages, Letter Grades and Grade Point Values

a. In accordance with the curriculum submission process, courses will be created

as either a standard course or an experiential course. Standard courses are

graded in accordance with the Grade scale below. Experiential courses are

graded with an Experiential Pass / Fail.

Within the parameters of this Policy and the Exam Policy, instructors have

the authority to determine the methodology by which they arrive at a final

grade.

ii.

Instructors are free, subject to any established departmental or Faculty

procedures, and within the parameters of this policy, to administer their

own requirements regarding deadlines within the semester dates for the

completion of papers or assignments.
However, should an extension of time for completing semester work be

requested beyond the deadline for return of final course grades, the “I”

Grade procedures must be followed

iii.

Percentage grades will be calculated to two decimal places and rounded

to the nearest whole number. (example: 49.495 = 49.49 = 49).

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iv.

The Final Grade will be determined based on grade weightings for all

assessments identified in the course outline.

No single assessment of the course can be worth more than 50%

throughout the semester. No single assessment (e.g. a single assignment,

test, or a student’s attendance, etc.) of a course can prevent the student

from successfully completing the course.
a)

In cases where there is a Linked Component (i.e., lab, tutorial,

practicum) that is failed, a final grade may be assigned using the

following:
•

The cumulative grade for the Linked Component must be

calculated on multiple assessments and must be calculated

using the weighted average of all assessments included in that

component.

•

If the cumulative grade for Linked Component is less than 50%,

but the grade for the overall course would still result in a pass,

a lower grade can be assigned based on the overall weighting

of the Linked Component as follows:

o If a Linked Component is worth less than 15% of the

total grade, a minimum grade of a D+ can be assigned.

o If a Linked Component is worth between 15 and 29%

of the total grade, a minimum grade of a D can be

assigned.

o If a Linked Component is worth 30% or more of the

total grade, a minimum grade of an F can be assigned.

vi.

Minimum grades for courses used to satisfy graduation requirements must

be clearly stated in the University Calendar for each program.

vii.

Receiving institutions are responsible for the undertaking of conversion of

Mount Royal grades. The University will not undertake any official

conversion or equation of percentages or letter grades with any other

grading systems on behalf of any receiving institution.

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Table1: Percentages, Letter Grades and Grade Point Values

Percentage

Letter Grade

GPA

Description

95 - 100

A+

4.00

Excellent. Superior performance, showing

comprehensive understanding of subject

matter.

85 – 94

4.00

80 - 84

A-

3.70

77 – 79

B+

3.30

Good. Clearly above average

performance with knowledge of subject

matter generally complete.

73 – 76

3.00

70 – 72

B-

2.70

67 – 69

C+

2.30

Satisfactory. Basic understanding of

subject matter.

63 – 66

2.00

60 - 62

C-

1.70

55-59

D+

1.30

Marginal performance. (Generally

insufficient preparation for subsequent

courses.)

50 – 54

1.00

0 – 49

0.00

Fail. Assigned to students:

a) Who do not meet the academic

requirements of the course, or

b) Who cease to continue in the course,

but do not withdraw as per Mount

Royal University policy.

1.2

Symbols not calculated in the GPA

Symbols are used to note a standing in a course when a standard letter grade is not

issued or applicable.

AE – Aegrotat. The granting of credit for a course that has not been completed

due to medical, emotional, or other exceptional circumstances beyond the

control of the student. The conditions for the use of the AE symbol are as follows.

A request for an “AE” grade will not be considered after 60 days after the

end of the semester.

ii.

The decision as to whether or not the student is eligible to receive an “AE”

grade rests with the Dean based on the recommendation from the

instructor and/or Chair, as long as all of the below conditions apply:
a)

The student has not completed the final examination or final

assignment in the course;

The student has completed at least 60% of the course

requirements;

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In the opinion of the instructor, the student has met the learning

outcomes for the course and would have passed the course if all

course work and/or final examination had been completed;

The student is able to provide documentation to substantiate the

grounds for an “AE” grade;

The student has not been awarded an “AE” grade in any previous

semesters;

There are no other opportunities for the student to complete the

missing work or examination; and

In the case of professionally accredited programs, the awarding of

the “AE” grade must not compromise the safety of persons or the

integrity of the program.

iii.

An “AE” grade will not be calculated into the semester, program and

cumulative grade point averages.

iv.

An “AE” grade will meet any minimum grade requirements for prerequisite,

progression and graduation purposes.

AU – Audit. This is given when a course has been audited by the student.

CR – Prior Learning Credit. This refers to credit assigned through the Prior

Learning and Recognition (PLAR) assessment process.

EF – Experiential Fail. This indicates unsatisfactory performance in an

experiential learning course (practicum, fieldwork, internship, or clinical

placement).

At the instructor’s discretion, a student in an experiential learning course

(e.g., practicum, fieldwork, work experience, internship, or clinical

placement) may be removed from the course at any point in the semester

and assigned an “EF” grade, if the student’s academic performance

directly or indirectly threatens the safety of others,

EP – Experiential Pass. This indicates successful completion of an experiential

learning course (practicum, fieldwork, internship, or clinical placement).

I - Incomplete. This is applied when a student has not completed semester work

to the satisfaction of the instructor and has been granted an extension to

complete that work. The following conditions apply:

The decision as to whether or not the student will be permitted to enter

into a contract for the completion of a course rests with the instructor or

Chair.

ii.

Course requirements must be completed within a maximum of 60 days

after the end of the semester. One extension for a maximum of 120 days

may be granted with the approval of the instructor or Chair. Any further

extensions of an I grade must be approved by the Chair and the Registrar.

iii.

The contract must indicate what the assigned grade for the course will be

if the student does not complete the course work specified in the instructor-

student contract (i.e., the grade earned in the course to that date).

iv.

Unless the Office of the Registrar has been notified before, at the end of

the 60-day period, the “I” symbol will be changed to a letter grade as

determined by the instructor, or, if the specified course work has not been

completed, the “I” will be changed to the grade indicated in the instructor-

student contract.

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NC - No Prior Learning Credit. This refers to credit not assigned through the

Prior Learning and Recognition (PLAR) assessment process.

Q - Unspecified Grade. An administrative code assigned by the Registrar’s

Office in extenuating circumstances.

W - Withdrawal. A student receives a “W” following official withdrawal from a

course. The following conditions apply:

A “W” symbol can be applied up to and including the withdrawal deadline

as stipulated in the Registration policy.

ii.

No withdrawals are permitted after the withdrawal deadline.

WC - Withdrawal with Cause. A student receives a “WC” following official

withdrawal from a course due to extenuating circumstances. The following

conditions apply:

Students can apply for a “WC” at any time during the semester up to and

including the last day of scheduled classes. For those classes that do not

have an exam scheduled during the exam period, students can apply for

a “WC” at any time during the semester up to the date that the final

assignment, exam or project is completed.

ii.

A “WC” will apply under the following criteria:

•

A serious illness, verified in writing by a physician, or

•

Severe distress in response to events outside of the student’s

control, verified in writing by a Registered Health Professional.

Other documentation may be accepted providing it verifies

barriers to the student’s ability to complete the semester;

•

Except under exceptional circumstances, a student who has been

granted an extension under the symbol “I” – incomplete, will not

be eligible for a “WC”.

GRADE POINT AVERAGE

2.1

The Grade Point Average is determined by dividing the total grade points earned by

the number of credit hours attempted.

2.2

When a course has been repeated, only the highest mark will be used in the

calculation of Grade Point Average.

2.3

The “AE”, “AU”, “CR”, “EF”, “EP”, “I”, “NC, “Q”, “W”, and “WC” symbols are not

included in calculating the Grade Point Average.

2.4

Academic upgrading courses are also not included in calculating the Grade Point

Average.

2.5

The Grade Point Average will not be rounded, it will be truncated at two decimal

places.

TECHNOLOGY ENHANCED RESOURCE FEES

3.1

Instructors may utilize Technology Enhanced Resources including, but are not

limited to: web space, online simulations, software based classroom response

systems, and supplementary software assessment(s). When using Technology

Enhanced Resources to assess student performance, the proportion of the course

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grade determined cannot exceed 35% of the final grade in the course. When using

a Technology Enhanced Resource the following conditions apply:
a. Technology Enhanced Resources may be bundled with an e-textbook or a

physical book. When these resources are bundled together, to which students

might have access to other means, an option must be provided to students to

allow them to purchase the Technology Enhanced Resources separately.

b. The maximum cost permitted per three-credit course for Technology Enhanced

Resources is $125. The cost limit will be reviewed and adjusted accordingly on

an annual basis. Students must be made aware of the associated costs and

technical requirements for use of this technology prior to the first day of classes

for each semester. This information must also be provided in the course outline.

c. Exceptions to the requirements listed above must be approved by the Dean.
d. In the event the Dean approves the use of a Technology Enhanced Resource

over the annual cost limit, students must have the option of a no-cost alternative

for assessment. The no-cost option must be equivalent in weighting, difficulty

and time to completion. This information must be available prior to the first day

of classes at the time of registration and must be provided in the course outline.

RESPONSIBILITY FOR ASSIGNING GRADES

4.1

Instructors shall assign a final grade for each student at the end of the course.

4.2

Assigned grades may only be challenged in accordance with the Final Grades

Appeal policy.

4.3

In case of illness, death, termination, or other exceptional circumstances which

render an instructor unable to assign grades for the course or courses, grades shall

be assigned by the Chair, Dean or designate.

4.4

Formal evaluation feedback accounting for no less than 25% of the total final grade

must be communicated to students at the two-thirds point of the course (40

instructional days for a full semester course).

4.5

Formal evaluation feedback accounting for not less than 50% of the total final grade

must be communicated to students no later than the last day of classes.
a. Where pedagogical practice does not permit formal evaluation feedback as

stipulated in the previous two sections (4.4 & 4.5), such as courses assigned an

Experiential Pass / Fail, students must be provided with substantive, written

feedback no later than the opening of business on the Monday preceding the

withdrawal deadline.

GRADES REPORTING

5.1

A student must be registered in a course in order to write the final examination and

receive a final grade.

5.2

Only grades associated with the approved grade mode can be submitted. A grade

must be entered (i.e., the data field cannot be left blank).

5.3

Instructors shall input final grades into the administrative system no later than the

end of the third business day after the last day of the exam period.

5.4

Inability to meet these deadlines should be reported to the Chair, who shall notify the

Office of the Registrar

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5.5

When an “I” grade agreement is in place, instructors should submit a Change of

Grade form to the Office of the Registrar, indicating the grade earned by the student

anytime prior to the expiration of the I-grade contract.

CORRECTION OF GRADES

6.1

Once a grade becomes official, an instructor may not request that a student’s grade

be changed unless the first grade was in error. A Change of Grade form must be

submitted certifying the reasons as to why the first grade was in error. The form

must be signed by the instructor and the Chair of the academic unit offering the

course.

6.2

If a grade is reported in error, the instructor must submit a Change of Grade form to

the Office of the Registrar.

6.3

Requests for a change of grade should reach the Office of the Registrar no later than

30 days after the commencement of the next semester. Exceptions must be

approved by the Dean and Registrar.

DEFINITIONS

(1)

Experiential Course As defined by the Program Definitions policy

(2)

Final Grade

The result of an assessment of a student’s academic

performance in relation to a set of explicitly stated criteria in a

transparent and open manner. Typically, a student in a

course with a final grade will either pass or fail.

(3)

Grade Point

Average

As defined by the Academic Standing, Continuance and

Graduation Policy.

(4)

Linked Component

A portion of the course that has a separate schedule type but

contributes to the overall grade of the course.

(5)

Technology

Enhanced

Resources

A third-party resource used for the purpose of grading that a

student must pay for, over and above tuition and mandatory

fees.

(6)

Policy:

means the Grades Policy

(7)

University:

means Mount Royal University

RELATED POLICIES

•

Academic Standing, Continuance and Graduation Policy

•

Credit Curriculum Approval Policy

•

Final Grades Appeal Policy

•

Registration Policy

•

Program Definitions Policy

Grades Policy – May 19, 2022

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RELATED DOCUMENTS

•

N/A

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)

Document Outline