7. Undergraduate Evaluation, Exams, and Academic Records
7.1. Grading Policy
Assignments and exams are the basic means of evaluating students. Your evaluation is based upon the degree of achievement of pre-defined learning objectives and is expressed in percentages. The final grade is normally determined by a weighted average of the marks for all assignments and exams. The passing grade in undergraduate courses (unless otherwise stipulated in the course outline) is 50 percent. Course work must be submitted on or before the contract date.
A cumulative average is calculated for all Athabasca University students. All courses listed on the transcript, that have a numeric grade, are included in the cumulative average calculation.
All failing grades, excluding grades of "WF (Withdrawal Failure)," (see Section 6.6 Course Withdrawals) will be calculated into the cumulative average. Failures are shown on the transcript as a grade of "F." The actual percentage grade earned by a student for a failed course is also shown on the transcript. Before September 1989, the passing grade was 60 percent unless otherwise stipulated.
Graduate programs use different scales that are described in each graduate program.
Marks for mid-term exams are generally administered within the various academic units and by tutors. Students may contact the appropriate academic centre or their tutors with questions regarding mid-term marks.
The Office of the Registrar provides statements of the composite grade achieved in courses (final grade) and the credits earned for each course completed. Course composite (final) grades cannot be computed until all course requirements (e.g., labs, assignments, essays, tests, quizzes, and exams) have been completed and marked. Neither the Office of the Registrar nor the Academic Centres can provide interim or estimated final grades until all course requirements have been completed and marked.
|Students must positively identify themselves to designated staff in the Office of the Registrar, Learning Centres, or the Academic Centres before staff can release unofficial marks or grades to students over the telephone. Marks and grades released over the telephone have no official standing.
Athabasca University makes every effort to expedite the marking of exams, particularly when students wish to transfer courses to other institutions. It does not, however, have the resources to meet unrealistic time expectations. It is recommended that exams be written and assignments submitted four to six weeks before the date the final grade is required to allow time for marking and mailing of results.
Students must submit their course work at least 15 business days before the contract date (see Section 17 Glossary for definition). Tutor support is discontinued on the course contract date. Students who have not requested a course extension or a withdrawal, or who haven't completed their course by the course contract date, will be awarded an "0 (Zero) F (Failure)."
If the course has a mandatory component (e.g., a quiz, an assignment, or a minimum grade on all assignments or quizzes), this component must be completed in order to pass the course. The assignment of a mark of zero on such components may result in a failing grade being assigned to the course.
Some courses, especially those with lab components, are offered only at specific times of the year and are exempt from this policy. For more information, contact the Academic Centre that offers the course.
Whenever possible, an Athabasca University representative invigilates exams.
Exam centres are located in the Learning CentresEdmonton and CalgaryAthabasca Central, or at many post-secondary institutions and cooperating agencies across Canada (referred to as the Exam Invigilation Network).
Students who live within 100 km of an Exam Invigilation Network centre are required to write at a centre. Students are not required to use the centre closest to them. Students who live more than 100 km from an exam centre may write their exam closer to home provided they arrange for a volunteer who meets the invigilator guidelines, and who is willing to invigilate their exam. Athabasca University reserves the right to reject proposed invigilators. Contact Examination Services, Office of the Registrar if you require assistance.
International students, or Canadian students living overseas, write their exams at an approved post-secondary institution or a Canadian Embassy.
Whenever possible, Athabasca University representatives invigilate exams. When students live more than 100 km from an exam centre they may write their exam closer to home provided they arrange for a volunteer who meets the invigilator guidelines and who is willing to invigilate their exam. An invigilator is an individual authorized by Athabasca University to oversee the writing of an exam by an Athabasca University student.
- To eliminate conflict-of-interest problems, relatives, friends, neighbours, co-workers (including immediate supervisors), persons living at the same address of the student, or other Athabasca University students, cannot invigilate exams.
- Students must write their exams at an accredited, post-secondary institution such as a community college or a technical institute. If a college or technical institute is not accessible, students may write at an educational institution such as a high school.
- Exams should be written under the supervision of a full-time professor, teacher, or an appropriate designate.
- Where none of these options are available, students should contact Examination Services in the Office of the Registrar. A staff member will help you determine a suitable location and acceptable invigilator.
Most invigilators request a fee to invigilate student exams. Students are responsible for all expenses incurred for this service.
7.2.2. Requesting an Exam
All invigilated exams for individualized-study courses are requested through Examination Services, Office of the Registrar. Students who are writing at one of the Learning Centres may contact the appropriate centre. Students must request their exam a minimum of 15 days before the date on which they wish to write. Before students submit their Exam Request Form (also found in the Forms Package of their course materials) to Athabasca University, they must contact the centre or their invigilator, and reserve a day and time to write their exam. Students do not require permission to write an exam. It is recommended, however, that they discuss their preparedness to write an exam with their tutor or learning facilitator.
Students may request an exam using one of the following methods.
- E-mail: firstname.lastname@example.org or online.
- Fax: (780) 675-6174
- Mail: refer to learning centre maps for addresses.
- The phone-in request system: (800) 788-9041 (ext. 6386) or (780) 675-6386. This number operates 24 hours a day (except Christmas Eve to New Year's Day inclusive).
Supplemental exams and multiple requests for the same exam require a fee. Submitting a request without the appropriate fee will result in delays.
To order an exam, complete and submit the online Examination Request Form. An Examination Request Form is also in the Forms Package of the course materials. Before submitting this form, students should discuss their readiness to take the exam with their tutor or learning facilitator. Next, students locate and provide the name of an appropriate invigilator who is willing to supervise their exam at a mutually agreed upon time, date, and place. If students are writing at an exam centre, they arrange a suitable time to write their exam before they request it. Some invigilators charge for their service and students are responsible for any exam expenses. Athabasca University reserves the right to reject proposed invigilators.
Once students have submitted their Examination Request Form, it takes a minimum of fifteen working days from the time the request reaches the Office of the Registrar, to receive the exam. The exam will be forwarded directly to the exam centre. Students may write any time before their requested write date.
Exams written at Athabasca University Central in Athabasca, are invigilated by the Office of the Registrar at 9 a.m. or 1 p.m. Monday through Friday (excluding public holidays).
Unless a student has obtained professor approval, all students write the exam coordinated by the grouped-study course instructor at the same place, date, and time.
Occasionally, circumstances arise that prevent a student from writing the exam on the scheduled write date. If this happens, the student can reschedule the exam write date. Rescheduling must take place within five working days after the originally requested write date and not past the course contract date. Invigilators are required to return unwritten exams within five working days after the requested write date. Students who wish to reschedule their exam write date must submit a new Examination Request Form and the multiple exam fee.
Students are allowed one supplemental exam for each written exam and it must be written within one month of its request. Supplemental exams must be requested no earlier than two weeks and no later than three months after writing the original exam. After writing a supplemental exam, the student's final grade will be the higher of the grades received on the supplemental or original exam. Supplemental exams do not apply to assignments, quizzes, or tests. If the supplemental exam is not written, it cannot be requested again and there is no refund.
Students may appeal any mark given to essays, exams, assignments, or exercises that contribute to their final grade. Appeals of both failing and passing marks will be considered. Students determine the grounds for appeal and must follow the procedures outlined in Section 12 Student Code of Conduct and Right to Appeal.
7.4. Transcript Requests
To request an official transcript, students submit a Transcript Request Form and fee. Only the student whose transcript is being issued may make the request and the request must bear the student's signature. No partial transcripts are issued.
The transcript contains a student's entire record including
- current program of study
- total transfer credit awarded in the current program of study
- non-credit courses completed at Athabasca University
- cumulative average
- course names and numbers
- number of credits awarded
- the final grade (including the actual percentage grade earned by a student for a failed course)
- the term date (year, month course started)
- current status in course (e.g., in progress)
- courses challenged for credit including unsuccessful challenges
- repeated courses
- disciplinary probations, suspensions, and expulsions
- graduation honours (where appropriate).
Once Athabasca University receives the marks, allow a minimum of two weeks or more for the receipt of a transcript. Most institutes and agencies require that official transcripts be sent directly from Athabasca University.
Athabasca University holds convocation ceremonies in June of each year or December, in absentia. Students may complete their degree, diploma, or certificate requirements any time throughout the year.
After the Office of the Registrar verifies that students have fulfilled all the degree, diploma, or certificate program requirements, an official notation is placed on the transcript issued before the degree or certificate is awarded. Students requesting transcripts must indicate their eligibility to graduate (see 5.7. Graduation and Convocation Advice).
7.5. Letter of Certification
A Letter of Certification is an official confirmation of information that is not written on a transcript, for example, a course contract date. A Letter of Certification can be requested only by the student concerned, must be in writing, bear the student's signature, and must confirm the information to be included.
7.6. Student ID Cards
Students registering in an Athabasca University course are entitled to receive a Student Identification Card that confirms the name, identification number, and the academic year in which the card was produced. Students are issued one card and can update the card in subsequent years by requesting a date sticker from the Office of the Registrar.
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