Academic Regulations

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Changes in Regulations

The University reserves the right to make changes in regulations governing degree programs from time to time.

General Faculties Council (GFC) is the University’s senior academic governing body and it is GFC which has approved all the academic regulations which appear in this and other sections of the Calendar. No changes to these regulations may be made without GFC’s approval.

Academic Standing Regulations

Changes regarding “academic standing” regulations such as the eligibility to continue in a program, promotion, and graduation requirements, apply to both new and continuing students. All students should annually refer to the current Calendar for appropriate Faculty academic standing regulations.

Any and all grade averages used in making decisions regarding academic standing should be clearly described in the Faculty section of the Calendar; this description is to include the computational rules and the way in which the average will be used in the decision process.

Degree Program Regulations

Unless stated otherwise, changes in degree program requirements (i.e., the required courses specified for a particular program of studies, or the units of course weight required in specified subject areas, or the total units of course weight required in the degree program) apply only to new students and those readmitted to a Faculty. Continuing students should refer to the Calendar in effect at the time they were admitted or readmitted for the regulations governing their degree program requirements.

Where a required course for a degree program is no longer offered, the Faculty may specify an alternate. Students who interrupt their program and who must apply for readmission to the program will be required to comply with any new regulations upon resumption of their studies.

Certificate Program Regulations 

The University of Alberta offers certificates across a range of disciplines (See Programs of Study ). Certificates are intended to recognize student achievement in particular areas of focus not readily apparent on a student’s degree or transcript. Certificates are administered by the host Faculty. 

Embedded Credit Certificates 

Embedded credit certificates are designed to enable students to complete the requirements of a certificate during the completion of their regular degree program. In some cases students may choose to complete courses extra to their degree in order to receive the certificate. Some certificates have both credit (courses) and non-credit requirements. Some certificates are open to students in all degree programs, whereas others are restricted to students in specific degree programs (See Programs of Study  and Faculty-specific information). Embedded credit certificate programs may be offered either at the undergraduate or graduate level. Graduate students cannot receive an undergraduate certificate as part of their program of studies. 

Normally, a student may receive no more than two embedded certificates in one degree program. No more than half of the courses applied to satisfy the requirements for one certificate may overlap with the courses used to meet the requirements of another certificate. Tuition is assessed at the standard rates for courses in which the students are registered. No additional fees are assessed for courses taken as part of an embedded certificate program. Embedded certificates are awarded at the time of graduation when a student receives their degree parchment. 

Freestanding Credit Certificates 

Freestanding credit certificates are stand-alone programs, taken independent of a degree program. Freestanding credit certificates may be offered at the undergraduate or graduate level. Students are admitted and registered directly into the free-standing credit certificate program. 

Students wishing to complete a freestanding credit certificate must apply using the standard application and admission processes. No more than half of the courses applied to satisfy the requirements for one certificate may overlap with the courses used to meet the requirements of another certificate. Tuition is assessed on a non-standard basis. There is no maximum number of freestanding credit certificates a student may receive. 

Residence Requirements

A student proceeding towards a first (bachelor’s) degree is expected to complete at least half of the credits required through courses offered by the University of Alberta (either “on” or “off” campus in Fall/Winter or Spring/Summer). Normally, at least half of these “University of Alberta” courses will be taken as the final courses in the program. Credits obtained by special assessment at the University of Alberta may be included in the count of courses used to satisfy the residency requirements. (See Credit by Special Assessment .)

Transfer of Credit

Transfer of credit for students being considered for admission to the University of Alberta is discussed in Transfer of Credit . Under certain circumstances, students registered in a degree program at the University of Alberta may be permitted to take courses at another recognized postsecondary institution for application to their program at the University of Alberta. Normally, this is accomplished by participating in a formal exchange program or by registering as a Visiting Student at the other institution. To be considered for such transfer credit, students must

1. Receive permission in advance from their home Faculty;
2. Be in good standing in their ongoing degree program;
3. Not have exceeded the maximum amount of transfer credit allowed by the Faculty.

Transfer credit is normally awarded only for approved courses in which a grade of C- (or its equivalent) is achieved. Credit for such courses will be considered on a credit/no credit basis only and will not normally be included in any grade point average calculation; Faculties may have other requirements. Students should consult their Faculty section of this Calendar.

Attendance

Since presence at lectures, participation in classroom discussions and projects, and the completion of assignments are important components of most courses, students will serve their interests best by regular attendance. Those who choose not to attend must assume whatever risks are involved. In connection to this students should review the following sections.

The University recognizes that occasionally life events occur that require a student to miss term work, term examinations, or final examinations. However, excused absences are not granted automatically and will be considered only for acceptable reasons such as incapacitating mental and/or physical illness, severe domestic affliction, or for circumstances as described in the University’s Discrimination, Harassment and Duty to Accommodate Policy (including religious belief). This policy is available on the University of Alberta Policies and Procedures Online (UAPPOL) website. An interfaith calendar is available on the Office of the Registrar University Calendar page.

Unacceptable reasons include, but are not limited to personal events such as vacations, weddings, or travel arrangements. When a student is absent without acceptable excuse, a final grade will be computed using a raw score of zero for the work missed. Any student who applies for or obtains an excused absence by making false statements will be liable under the Code of Student Behaviour. Students should consult their Faculty for detailed information and requirements.

Failure to follow the policies outlined below may result in denial of a student’s request. Students with concerns should see Procedures for Registering Complaints about Marking, Grading, and Related Issues. Students should also review individual Faculty appeal policies posted on Faculty websites.

1. Absence from Term Work
   Approval for an excused absence from term work (e.g., classes, labs, assignments, quizzes, term papers, reports, or term examinations) is at the discretion of the instructor.
   1. To apply for an excused absence where the cause is incapacitating mental and/or physical illness and most other cases including severe domestic affliction, a student must inform the instructor(s) within two working days following the scheduled date of the term work or term exam missed, or as soon as the student is able, having regard to the circumstances underlying the absence.
   2. For an excused absence where the cause is religious belief, a student must contact the instructor(s) within two weeks of the start of Fall or Winter classes; and within three days of the start of Spring or Summer classes.
   3. All other accommodation requests covered by the Duty to Accommodate Procedure should be discussed with the instructor(s) as soon as the student is able, having regard to the underlying circumstance.

In all cases, instructors may request adequate documentation to substantiate the reason for the absence at their discretion such as a form from the student’s Faculty or a statutory declaration. Medical notes cannot be required. For more information, contact your faculty or visit What to do when you are sick (students) on the office of the Registrar website.

2. Absence from Final Exams: A student who has missed a final exam because of incapacitating mental and/or physical illness, severe domestic affliction or for circumstances as described in the University’s Discrimination, Harassment and Duty to Accommodate Policy (including religious belief) may apply for a deferred exam.
   1. To apply for a deferred exam where the cause is incapacitating mental and/or physical illness and most other cases including severe domestic affliction, a student must present supporting documentation pertaining to the absence to their Faculty office within two working days following the scheduled date of the exam missed, or as soon as the student is able, having regard to the circumstances underlying the absence.
   2. To apply for a deferred exam where the cause is religious belief, students must inform their Faculty office within two weeks of the start of Fall or Winter classes; and within three days of the start of Spring or Summer classes.
   3. All other accommodation requests covered by the Discrimination, Harassment and Duty to Accommodate Policy should be discussed with the student’s Faculty within two working days following the scheduled date of the exam missed, or as soon as the student is able, having regard to the circumstances underlying the absence.
   4. In all cases, Faculties may request adequate documentation to substantiate the reason for the absence at their discretion such as a Faculty specific form or a statutory declaration. Medical notes cannot be required. For more information, contact your faculty or visit What to do when you are sick (students) on the office of the Registrar website.
   5. A deferred exam will not be approved if a student
      1. has not been in regular attendance where attendance and/or participation are required, and/or,
      2. excluding the final exam, has completed less than half of the assigned work.
   6. Students with two or more deferred exams outstanding from a previous term may be required to reduce the number of courses in which they are registered.
   7. The student must seek the approval of the dean or designate of the student’s Faculty on the application for a deferred final exam, If approved, students should refer to Deferred Final Exams for details on writing deferred exams.
   8. In the case of an approved application for deferred final exam, the student’s Faculty will inform the Department responsible for the course of the approved deferred exam. The Department will then notify the instructor.

Evaluation Procedures and Grading System

1. Weighting of Term Work and Final Examinations: In each course in which a final examination is held, a weight of not less than 30 percent and not more than 70 percent will be assigned to the final examination, except where a departure from this arrangement has been authorized by the council of the Faculty in which the department offering the course is situated. The remaining weight for the course will be assigned to term work.
2. Course Requirements, Evaluation Procedures and Grading: The policies set out below are intended to provide instructors and their students with general course information. GFC, in approving these guidelines, expected that there would be a common sense approach to their application and understood that circumstances might develop, during a term, where a change to the course outline, as set out in Course Requirements, Evaluation Procedures and Grading, made sense to all concerned. Such changes shall only occur with fair warning or general class consent.
   Students concerned about the application of these guidelines should consult, in turn, the instructor, the chair of the department by which the course is offered, and the dean of the faculty in which the course is offered.
   1. At the beginning of each course, instructors are required by GFC to provide a course outline to students and their Department (or Faculty in non-Departmentalized Faculties) that includes the following:
      1. a statement of the course objectives and general content
      2. a list of the required textbooks and other major course materials
      3. a list of any other course fees as described in the ‘Student Instructional Support Fees Policy’ and their associated costs
      4. an indication of how and when students have access to the instructor
      5. the distribution of weight between term work and final examination
      6. the relative weight of all term work contributing to the course grade
      7. whether marks are given for class participation and other in-class activities as well as the weight of such participation
      8. dates of any examination and course assignments with a weight of 10% or more of the overall course grade
      9. the process by which the term marks will be translated into a final letter grade for the course. The process must be consistent with the University of Alberta Assessment Policy and accompanying Grading Procedure, found at the University of Alberta Policies and Principles Online (UAPPOL) website.
      10. an indication of how students will be given access to past or representative evaluative course material, consistent with the Access to Evaluative Material Procedure of the Assessment Policy, found at the University of Alberta Policies and Procedures Online (UAPPOL) website.
      11. the statement: “Policy about course outlines can be found in Course Requirements, Evaluation Procedures and Grading of the University Calendar”.
      12. the statement: “The University of Alberta is committed to the highest standards of academic integrity and honesty. Students are expected to be familiar with these standards regarding academic honesty and to uphold the policies of the University in this respect. Students are particularly urged to familiarize themselves with the provisions of the Code of Student Behaviour (on the University Governance website) and avoid any behaviour which could potentially result in suspicions of cheating, plagiarism, misrepresentation of facts and/or participation in an offence. Academic dishonesty is a serious offence and can result in suspension or expulsion from the University.”
   2. Nothing in any course outline, syllabus or course website can override or contravene any Calendar regulation or University policy. In resolving any discrepancy, University policy and Calendar regulations take precedence.
   3. Instructors may indicate in the course outline the date, time and place on which the deferred examination for the course will occur, should one be required. See Deferred Final Exams.
   4. At the beginning of a course, Instructors will discuss with their class the expectations with respect to academic integrity and outline both permitted and prohibited behaviour.
   5. Every course outline must contain the following statement: “Audio or video recording, digital or otherwise, of lectures, labs, seminars or any other teaching environment by students is allowed only with the prior written consent of the instructor or as a part of an approved accommodation plan. Student or instructor content, digital or otherwise, created and/or used within the context of the course is to be used solely for personal study, and is not to be used or distributed for any other purpose without prior written consent from the content author(s).
   6. Each assessment is linked to the stated course objectives and/or learning outcomes. Students should be provided with the criteria for these assessments early in and, if necessary, throughout the course.
   7. Instructors will allow students a reasonable time in which to complete an assignment, bearing in mind its weight.
   8. Instructors will mark, provide appropriate feedback, and return to students all term work in a timely manner. Substantive feedback should be provided prior to the course withdrawal deadline. See the University of Alberta Assessment and Grading Policy on the Unviersity of Alberta Policies and Procedures Online (UAPPOL) website.
   9. Normally term work will be returned on or by the last day of classes in the course, with the exception of a final major assignment (which may be due on the last day of classes), which will be returned by the date of the scheduled final examination or, in non-examination courses, by the last day of the examination period. All exceptions must be authorized by the Faculty Council (or delegate) in the Faculty offering the course.
   10. Upon request, instructors are required to provide the process used to generate the final grade.
3. Procedures for Registering Complaints about Marking, Grading, and Related Issues:
   1. Where the above guidelines have not been followed or where students have concerns about the instructor’s marking and grading, the student should make the concern known to the appropriate individual in the following sequence:
      1. Instructor
      2. Chair of the department in which the course is taught
      3. Dean of the Faculty in which the course is taught (some Faculties have delegated this authority to departments)
   2. A student needing advice on these matters should see an advisor in the Office of the Student Ombuds.
   3. These procedures do not constitute a mechanism for appeals and grievances regarding the academic standing or individual grades of a student. Appeals and grievances of that nature are dealt with in Appeals and Grievances of the Calendar.
4. Assigning Grades: Grades reflect judgements of student achievement made by instructors and must correspond to the associated descriptor. These judgements are based on a combination of absolute achievement and relative performance in a class. Faculties may define acceptable grading practices in their disciplines. Such grading practices must align with the University of Alberta Assessment and Grading Policy and it procedures, which are available online at the University of Alberta Policies and Procedures Online (UAPPOL) website.

Course Grades Obtained by Undergraduate Students:

Note: F4 denotes eligibility of a student to apply for a reexamination of a course.

Course Grades Obtained by Graduate Students:

5. In addition to the grades described above, the University of Alberta currently records the following grades and remarks:

Final Grades

Remarks

6. Courses may be graded on a pass/fail or credit/no credit basis upon specific approval of the appropriate Faculty Council.
7. Grade Point Average (GPA): All courses have been assigned an appropriate weighting factor, which along with a student’s grade point values, enables the Office of the Registrar or the Dean’s office to compute the Grade Point Average.
   The Grade Point Average (GPA) is a measure of a student’s weighted average, obtained by dividing the total number of grade points earned by the total units of course weight attempted.

Rules for Computing the GPA

1. The GPA for any period is based on the final grades, including failing grades in all courses taken during a specified period.
2. GPAs are calculated according to the following formula: GPA = sum of [grade point value x units of course weight] sum of units of course weight 

3. A reexamination mark or a deferred examination mark replaces the original final examination mark. The revised final grade is included in the computation of the GPA.
4. When a student has a deferred, incomplete or a missing grade, the GPA is not computed until a final grade is reported.
5. Grades of IN5 are counted as numeric grades of 0.00 in the computation of any GPA.
6. Grades of W (withdrew) are excluded from the computation of the GPA.
7. Grades of CR and NC are not included in the computation of any GPA.
8. Any GPA is rounded to the nearest decimal place using standard rounding rules - that is it is rounded up with a value of 5 or greater in the first nonsignificant place and rounded down with a value of 4 or less in the first nonsignificant place

Types of Grade Point Averages: Faculties may use different averages for various decisions regarding academic standing, promotions, and graduation, as long as these have been approved by General Faculties Council. Such averages are descriptively labelled.

1. Admission Grade Point Averages (AGPA) see Transfer from a Postsecondary Institution  
2. Fall/Winter and/or Spring/Summer Grade Point Averages are reported on transcripts and is used by most Faculties to determine academic standing.
3. Term Grade Point Average may be calculated at the end of Fall, Winter, Spring or Summer, and used to determine eligibility for reexamination (see Reexaminations).
4. Promotion and Graduation Grade Point Averages are Faculty specific and are defined in the Faculty sections of the Calendar.
5. Faculty Grade Point Average (FGPA): The Faculty Grade Point Average (FGPA) is a cumulative measure of a student’s grade points obtained while registered in a Faculty in all years and terms, including Spring/Summer. FGPA is a weighted average obtained by dividing the total grade points earned by the total units of course weight attempted. The FGPA is currently used by the Faculty of Arts.

Rules for Computing the FGPA

1. The rules related to calculation of GPA [see Grade Point Average (GPA)] also apply to the calculation of FGPA.
2. The initial assessment and any subsequent reassessment of academic standing using FGPA is based on a student’s performance in a minimum of nine units of course weight (★9). If, at the time of review, the student has attempted less than ★9 since the last assessment while registered in the Faculty, the assessment will be deferred until the next assessment period.
3. Assessments are performed at the end of a student’s registration in Fall/Winter (or at the end of a student’s program) and are based upon the final grades in all courses taken in that and prior periods while registered in the Faculty. At the discretion of the faculty an assessment may also be performed at the end of a student’s registration in Spring/Summer.
4. If a student is required to withdraw and subsequently allowed to continue (after a successful appeal or after successfully completing required work at another institution) the FGPA will be calculated from the term in which readmission or continuation is granted, not from the time of first admission into the Faculty. Such a restart of FGPA will be allowed only once for any student in a Faculty.
5. Students continuing in a Faculty following a restarted FGPA as described above must thereafter maintain a minimum FGPA of 2.0.

8. Aegrotat Standing: Aegrotat standing may be granted, in special circumstances, on the grounds of illness to deserving students who have completed at least one year at the University of Alberta in the Faculty in which they are currently registered. Any student wishing to take advantage of this privilege should apply without delay to the dean of the Faculty concerned. Any other student absent from a final examination because of illness may apply for permission to write the regular deferred examination.
9. Competence in Written Work: General Faculties Council urges all instructors of University undergraduate courses to provide that suitable portions of course testing or other course work should be in the form of written essay responses and to emphasize to students that competence in written work is integral to competence in a subject and will constitute part of the basis on which the student’s course grade is determined.
   All instructors should make clear at the outset of each course their expectations in regard to the standard and importance of writing in assignments and examinations.
10. Official Grades: Student grades are unofficial until they have been approved by the appropriate Faculty Council or delegate at the end of Fall/Winter or Spring/Summer. Prior to approval by Faculty Council, unofficial grades are reported on transcripts and so noted. Students can generally expect that official grades will be available in early June for Fall/Winter, and early September for Spring/Summer. Students obtain their Statement of Results on Bear Tracks following the approval of grades.

Examinations (Exams)

Conduct of Exams

Note: Conduct which violates the rules of conduct for exams may also violate the Code of Student Behaviour. Amendments to the Code of Student Behaviour occur throughout the year. The official version of the Code of Student Behaviour, as amended from time to time is housed on the University Governance website.

In this section, “term exam” is used to refer to any written or oral exam, test or quiz (other than a final exam) which is scheduled as part of the term work of a course.

1. Student Identification: Students writing exams are required to confirm their identities by providing their student ID numbers and signatures and by presenting their student ID cards (ONEcard) or other acceptable photo identification. Students who are unable to present satisfactory identification at the time of the exam will be permitted to write the exam, but will be required to present themselves with acceptable photo identification to the instructor of the course within two working days of the exam and may be required to provide a sample of their handwriting. Failure to provide proper identification will result in a mark of zero for the exam. Instructors are advised to circulate an attendance sheet at all exams.
2. Permitted References and Aids: Only those items specifically authorized by the instructor may be brought into the exam facility. The use of unauthorized personal listening, communication, recording, photographic and/or computational devices is strictly prohibited.
3. Registration: Students may not be present in an exam or write an exam in a course section in which they are not registered.
4. Arriving and Leaving: Students may not enter the exam area after the first half-hour has elapsed, and they may not leave the exam area until one half-hour has elapsed.
5. Communications: During the exam, all communications should be addressed to a supervisor. Students should not, under any circumstances, speak to or communicate with other candidates or leave their answer papers exposed to view.
6. Brief Absence from an Exam: Students who need to visit the washroom during an exam must leave their papers in the custody of a supervisor and retrieve it upon return.
7. Cancellation of Paper During Exam: If a student becomes incapacitated because of illness or receives word of domestic affliction during the course of an exam, the student should report at once to the Supervisor, hand in the unfinished paper, and request that it be cancelled.
   Students may provide supporting documentation by way of a form from the student’s Faculty or a statutory declaration. Medical notes cannot be required. In cases other than illness, adequate documentation must be provided. For more information, contact your faculty or visit What to do when you are sick (students) on the office of the Registrar website.
   1. For final exams, the student must provide documentation and apply to their Faculty for a deferred exam within two working days following the cancelled final exam or as soon as the student is able, having regard to the circumstances underlying the cancellation. Students should consult their Faculty for detailed information on requirements. Also see Absence from Final Exams for details.
   2. For other exams, instructors may use their discretion to request supporting documentation. The student must contact the instructor within two working days of the exam or as soon as the student is able, having regard to the circumstances underlying the cancellation and present supporting documentation to the instructor if requested.

Should a student write an exam, hand in the paper for marking, and later report extenuating circumstances to support a request for cancellation of the paper and for another exam, such request will not be entertained. Any student who requests a cancellation of their paper and subsequently applies for or obtains an excused absence by making false statements will be liable under the Code of Student Behaviour.

8. End of Exam: When the signal is given to end the exam, students must promptly cease writing. If a student does not stop at the signal, the instructor has the discretion either not to grade the exam paper or to lower the grade on the examination.

Term Examinations

1. Term Examinations Optional: The holding of term examinations is optional within each department.
2. Instructors may schedule term examinations during any regularly scheduled class period. In certain cases an instructor may schedule a term examination outside or beyond the regularly scheduled class period. Instructors should be aware that by doing so, conflicts may result for some students that have another class at the time of the scheduled term examinations. Students have the right to attend regularly scheduled class activities. Therefore, if a student has a conflict between a regularly scheduled class and a scheduled term examination, the instructor of the class in which there was a scheduled term examination will be required to make an accommodation for the student.

Final Examinations

There is no requirement by General Faculties Council that the final examination must be written in order to obtain credit: Faculties are permitted to make their own regulations in this regard.

1. Final Examinations: A final examination is held in each course except where departure from this arrangement has been authorized by the Faculty council governing the department offering the course. Final examinations for Fall courses shall be held in December. Final examinations for Winter or two-term Fall/Winter courses shall be held in April. Final examinations for Spring courses shall be held in June. Final examinations for Summer or two-term Spring/Summer courses shall be held in August. Examinations for evening credit program and late afternoon and evening courses are to be held during the last regular class period, excluding Augustana Faculty. Final examinations in Augustana Faculty evening courses are to be held in the evening during the regular examination period.
2. Examination Schedule: The schedule of Fall and Winter Terms final examinations (and mid-term examinations in two-term courses) shall be related directly to the basic University timetable.
   Where possible, the final examination schedule for Augustana Faculty courses shall be related directly to the basic University timetable. Some dates may vary. Students should also see Attendance, Evaluations and Grading .
   In the Faculty of Education, for those Faculty courses which form part of a professional term and hence do not conform to the standard timetable, the scheduling of the final examinations shall become the responsibility of the Faculty.
   In the MBA program final examinations in all evening courses shall be scheduled into the week immediately following the last week of classes in each term in order to allow for equal instructional hours in the full- and part-time programs.
   Final examinations or mid-term examinations in two-term courses shall not exceed three hours in length.
   The Examination Schedule shall be adhered to and no attempt made to adjust examination schedules to accommodate students who have failed a course and are repeating without attendance.
   Normally there shall be no departure from the official Final Examination Schedule. Instructors and students may, however, petition the Faculty Council concerned for permission to depart from the Schedule if justified reasons can be established. No departures shall be considered for approval unless the instructor of the class concerned and every student registered for credit in the class have given their written consent. Such consent shall take the form of either written letters or signed and dated forms made available from the Dean’s office. These notices of consent shall be conveyed to the Dean of the Faculty offering the course on an individual basis at least one month prior to the new dates being requested. If and when unanimous consent is received from the class, this fact shall be communicated to both the instructor involved and the Faculty Council. All such notices of consent shall be received by the Dean, in confidence, and it will not be the Dean’s responsibility to insure that all members of the class have been informed of the need to submit such written consents. This will be the responsibility of the Instructor or of those members of the class who have initiated the request for a change in the examination date.
   Note: Permission to depart from the Final Examination Schedule may be authorized by the Dean in Faculties where the Faculty Council has delegated this responsibility to the Dean.
   The requirement that notices of consent for departures from the official Final Examination Schedule shall be conveyed to the Dean at least one month prior to the new date being requested, shall be rigidly enforced.
   The rescheduling of examinations or tests in the final week of classes is not permitted.
3. Where a final examination has been scheduled, students registered in the course may not be barred from writing that final examination.
4. Marking of Examinations: Departments and instructors shall be informed that the marking of examinations be given first priority in order to expedite the submission of grades to the Registrar.
   No member of a Department shall be permitted to go away taking the original examinations papers with them for marking without permission of the unit head. In a case where a member of a Department applies for leave before the end of term, this will only be granted on condition that the head of the Department arranges for the papers to be marked here in the usual way.
   All examinations and assignments shall be marked only by the instructor(s) or by persons expressly authorized by the Department Chair (or by the Dean in non-departmentalized Faculties) to mark them.
   In the case where the student has missed the final examination, the instructor shall compute and record the course grade for that student with a score of zero for the final examination. The instructor must enter the remark “1” to indicate that the student was absent from the final examination.
5. The following discretionary policy on student access to final examination papers was affirmed by General Faculties Council:
   Departments subscribing to the belief that there is educational value in permitting students to see their final examination papers after they have been marked are not only at liberty, but are encouraged, to make the papers available on request, and to allow for discussion where possible; that the objective here is an educational end: i.e., it is not a substitute for existing reappraisal procedures for the reconciliation of grades; that where the department is prepared to grant outright release of the paper it must not do so until the deadline for applications for reappraisal has passed, since an appeal cannot be entertained after the custody of the paper has been relinquished to the student.
6. Grades of Incomplete: The grade of “incomplete” (IN) is normally awarded when an undergraduate student is prevented by illness, domestic affliction, or other extreme circumstance from submitting an assignment by the end of term. When a grade of IN is awarded, the student is required to submit the assignment within 10 days after the end of the final examination period of the term for the course. At the request of the Department Chair concerned, the student’s Dean may grant an extension of time to a maximum of four months after the end of the term. If the assignment is not submitted by the prescribed deadline, the Registrar will record a grade of “NC” or a grade of “F” plus a remark of “1”, as appropriate. Before finalizing the student’s grade the Office of the Registrar will give 30 days written notice to the student’s Faculty and to the Department in which the course is offered.

Notification of Results

1. Release of Grades: Only the Office of the Registrar is authorized to issue official statements of results or transcripts. An official statement of final grades in courses for each Fall/Winter and Spring/Summer period is available on Bear Tracks. Official statements are provided at the following times:

Departments shall approve grades within five working days of the final exam, or (for courses with no final exam) within five working days of the due date for the final assignment. For courses with consolidated examinations, Departments shall approve grades within ten working days of the final exam. (For the Faculty of Law grades should be approved no later than the third day of classes in the Winter Term for Fall Term courses, or May 31 for Winter Term or Fall/Winter courses.)

Unofficial final course grades are available to students on Bear Tracks. Grades for courses that are completed in the first half of the term are available mid-term.

Students should consult the Office of the Registrar’s website for information on how to obtain their grades on Bear Tracks.

Departments may, but are not required to, post unofficial results in alternate formats, provided the confidentiality of the students’ records is preserved in accordance with the Freedom of Information and Protection of Privacy Act. This precludes incorporating names or, potentially, information such as Faculty, degree, or year in program if the identity of the student can be deduced from this information. Because it is very difficult to protect student confidentiality in small classes (less than 25 students), departments should refrain from posting grades for these courses.

2. Reappraisals: Since great care is taken in marking final examination papers, a student should apply for reappraisal of a paper only if the student has good reason to believe that a mistake has been made. Reappraisals are dealt with by the Chair of the department in consultation with members of the staff. A request for reappraisal must be made in writing to the Faculty or Department Office responsible for the course by February 1 in the case of Fall courses, by June 22 for other Fall/Winter courses, and within thirty days of the publication of results for courses offered in Spring/Summer. The request must include a statement of whether the intent of the appeal is to raise or lower the grade. If a student fails to include such a statement it will be assumed that the intent is to have the grade raised. Refer to Obtaining and Paying Your Fee Assessment  for details on where to pay fees and to Schedule of Fees for Special Services  for fees for special services. Payment of the required fee will normally be made at the time of the request but must be made no later than two weeks after submission of the request; the fee will be refunded if the appeal is successful.

The privilege of having papers reappraised applies only to final examinations. A student may apply for reappraisal of no more than two final examination papers in each term of the Fall/Winter. A student enrolled in the Spring/Summer will be limited to two reappraisals.

It should be understood that if the grade is changed, the new grade, whether higher or lower than the original, replaces it as the student’s official grade in the course.

Reexaminations

1. Undergraduate students who have written and submitted a final examination may be considered for a reexamination provided the following conditions are met. Students in Medicine and Dentistry should consult Academic Standing and Graduation  and the Faculty Office for these regulations. Students in Business should consult Reexaminations . Students in Science should consult Reexamination . Reexaminations are not permitted for graduate students.
   1. The course was failed.
   2. The final examination is 40 percent or greater, as originally scheduled for the class as a whole.
   3. For a Fall Term course, the student achieved a Term Grade Point Average of 2.0 inclusive of the failed course. For Winter Term and Fall/Winter courses, a Fall/Winter GPA of 2.0 inclusive of the failed course.
   4. Students are advised that it may not be possible to make a ruling until all grades for a term or two-term period are recorded. Students for whom a term GPA cannot be computed at the end of the Fall Term will have to wait for the computation of a GPA following the Winter Term. In this case, the Application for Reexamination form should be left with the Faculty office for a later ruling. Faculty of Law students in the first and second year and all Faculty of Pharmacy and Pharmaceutical Sciences students will be considered for a reexamination on the basis of the computation of their Fall/Winter GPA.
2. Reexaminations are Not Permitted:
   1. For students who were granted a deferred final examination in accordance with Absence from Final Exams but did not write.
   2. Dentistry and Dental Hygiene students: In clinical and laboratory courses.
   3. Faculty of Nursing: For students who have failed the clinical/laboratory component of a Nursing course and for students repeating a year.
   4. Faculty of Rehabilitation Medicine: For students repeating courses at the undergraduate level.
   5. Faculty of Graduate Studies and Research.
   6. Medical Students: For students repeating a year.
   7. Faculty of Pharmacy and Pharmaceutical Sciences: A student on probation is not allowed reexamination privileges.
   8. Faculty of Medicine and Dentistry: Bachelor of Science in Radiation Therapy: for students who fail any clinical course in the Radiation Therapy program (BSc Program in Radiation Therapy )
3. Reexamination Mark: The mark received for the reexamination replaces the original final examination mark and is used in computing the final grade in the course.
4. Weight of Reexamination: The percentage of the final grade allotted to the reexamination shall be the same as the percentage of the final grade allotted to the student’s final examination in the course.
5. Number of Reexaminations that May be Granted: Reexamination may be granted in one course only, regardless of the units of course weight, in a Fall/Winter or Spring/Summer period. Reexaminations may be granted in courses to a total of ★12 while the student is enrolled in a Faculty (Dentistry and Dental Hygiene students see Note 2).
6. Reexamination Deadlines:
   1. Fall Term Courses:
      Apply: Within 10 days of the posting of the results.
      Exam to be held by: End of Reading Week (see Academic Schedule )
   2. Winter Term and Fall/Winter Courses:
      Apply: Within 10 days of the posting of the results.
      Exam to be held by: June 30 (see Academic Schedule )
   3. Spring/Summer Courses:
      Apply: Within 10 days of the posting of the results.
      Exam to be held by: August 31*
      *Exam to be held by October 20 for students taking 13-week classes in Engineering programs.
   4. Special Faculty Provisions:
      Faculty of Law: See Note (3) below
      Dentistry and Dental Hygiene: See Note (2) below and consult the Department.
      Medicine: Consult the Faculty Office.
      Pharmacy and Pharmaceutical Sciences: See Reexamination procedure .
7. Procedures to Apply for a Reexamination: Students who wish to apply for a reexamination should:
   1. Ensure that they meet the eligibility criteria for application noted above.
   2. Complete an application form (available at the Faculty or Department responsible for the course).
   3. Have the application for reexamination approved by the Faculty or Department offering the course.
   4. The Dean or delegate of the student’s Faculty must also give final approval of the application.

Refer Obtaining and Paying Your Fee Assessment  for details on where to pay fees and to Schedule of Fees for Special Services  for fees for special services. Payment of the required fee will normally be made at the time of approval of the application but must be made no later than two weeks after approval. Once approval has been granted reexaminations are to be written at a time and place agreed upon by the instructor and the students concerned. Dentistry students write by August 15. Normally, students in the Faculty of Law write in June. Refer to the Academic Schedule  for the applicable dates.

Notes

1. Science Students: Registrants in the BSc degree programs or Special Certificate programs in the Faculty of Science who fail to meet the graduation GPA may be granted a reexamination in a passed or failed Science course taken in the final Fall/Winter or Spring/Summer (last ★30 or less) provided the maximum number of reexaminations (★12) has not been previously taken.
2. Arts Students: Students registered in the Faculty of Arts should consult Reexaminations  for additional regulations concerning reexaminations for Arts students.
3. Dentistry Students: Students in the Dentistry program should consult Reexaminations  and students in the Advanced Placement program should consult Reexaminations  or the Chair, Dentistry, 5-478 ECHA, for regulations concerning reexaminations.
   Dental Hygiene Students: Students in the Dental Hygiene program should consult Reexaminations  or the Chair, Dentistry, 5-478 ECHA, for regulations concerning reexaminations.
4. Law Students:
   1. Reexaminations shall be taken only in June except under the circumstances as described in b. below. The deadline for application is May 30.
   2. Where a student fails one course in the Fall Term of their final year, the student may write one reexamination at a time before June, provided that the student attains a GPA of no less than 2.0, calculated on the basis of final grades obtained in Fall Term. The deadline for application is February 2. The rules governing the times for setting of deferred examinations in Fall/Winter Deferred Final Exams shall apply to reexaminations written in accordance with this section.

Deferred Final Exams

The following information is for students who have received approval for deferred final examination(s) in accordance with Absence from Final Exams.

1. Fall/Winter Deferred Final Exams: Within the timelines described below, the time and place of the deferred final exam will be determined by the instructor. Instructors are encouraged to include the date, time and place of a deferred exam in the course outline should one be required.
   1. Fall Term Deferred Final Exams: Fall Term deferred final exams must be held by the end of Reading Week in accordance with the following provisions:
      1. If the date and time of the deferred exam are included in the course outline given to students, the exam may be scheduled at any time prior to the end of Reading Week.
      2. Otherwise, mutually agreeable arrangements must be made with all students eligible for the deferred exam if it is to be held prior to January 19.
      3. In the absence of either of the above two arrangements the instructor will submit the time and place of the exam to the department office as early as possible and no later than January 12. It is important that students come to the department to obtain this information on January 15 or as soon as possible thereafter. The exam must be scheduled between January 19 and the end of Reading Week.
   2. Winter Term and Fall/Winter Deferred Final Exams: Winter Term and Fall/Winter deferred final exams must be held by June 30 in accordance with the following provisions:
      1. If the date and time of the deferred exam are included in the course outline given to students, the exam may be scheduled at any time prior to June 29.
      2. Otherwise, mutually agreeable arrangements must be made with all students eligible for deferred exam if it is to be held prior to May 18.
      3. In the absence of either of the above two arrangements, the instructor will submit the time and place of the exam to the department office as early as possible and no later than May 8 (exception: students in the MD program should consult the undergraduate office for information on deadlines). It is important that students come to the department to obtain this information May 15 or as soon as possible thereafter. The exam must be scheduled between May 20 and June 30.
         Students who have not been previously informed must check with the department office on the specified date to obtain the time and place of the deferred final exam.
2. Spring/Summer Deferred Final Exams: The time and place of the deferred final exam will be determined by the instructor who will make this information available to all students in the course.
   The exam must be held within two weeks of the date of the final examination missed and not later than August 31. In the case of 13-week classes in Engineering programs, the exam must be scheduled by September 14 and held prior to October 21.
3. Exams Scheduled at the Same Time: If a student discovers that they have two (or more) deferred exams scheduled at the same time, the student shall inform both instructors as quickly as possible and at least five days before the exam date. The instructors will consult with one another and make appropriate arrangements for the student.
4. Fall/Winter Deferred Exams Not Written: Students who have applied for a deferred final exam in accordance with Absence from Final Exams, but who have, for justifiable cause, not written the deferred exam on the scheduled date must reapply for a second and final opportunity to write the deferred exam. Application deadlines are noted below. Students must apply at their Faculty Undergraduate (Graduate) Office. The department will determine the date, time and place of the second deferred final exam and will notify the student. The date scheduled must be no later than the end of July. Once set, the date for a second deferral is final and applications for further deferrals will not be considered or accepted.

Absence from Deferred Exam Without Justifiable Cause: When a student is absent from a deferred final exam without acceptable reason, a final grade will be computed using a raw score of zero for the final exam.

Deadline for Application: The application and the documentation pertaining to the absence must be presented to the Faculty within two working days following the scheduled date of the deferred exam missed or as soon as the student is able, having regard to the circumstances underlying the absence.

If the student receiving the privilege of writing a deferred exam does not write the exam by the scheduled deferred exam date, the privilege will be withdrawn and a final grade in the course will be recorded by the Office of the Registrar according to the grade/remark combination achieved by the student before the deferred final exam was granted. Prior to finalizing the student’s grade, the Office of the Registrar will give 30 days written notice to the student’s Faculty.

Academic Standing

The term “academic standing” comprises such matters as continuation in a program, promotion, graduation, and the requirement for a student to withdraw. Unless stated otherwise, changes to academic standing regulations affect new students, continuing students, and students readmitted to a program or Faculty. Students should refer annually to the Calendar for the academic standing regulations governing their degree programs.

General Faculties Council has provided the following common academic standing categories and graduation standards for students registered in general (not honors or specialization) programs. Academic standing regulations for individual programs are given in the Faculty’s description of that program - all students should consult the listing for their own program. Individual Faculties may determine the frequency and timing of academic standing reviews.

Common Academic Standing Categories for General Undergraduate Programs

The records of all students are reviewed at the end of each term or two-term period depending on the Faculty. Academic standing is determined by a student’s performance over the period under review.

1. First-Class Standing: Awarded to a student who obtains a grade point average of 3.5 or above while enrolled in a full, normal, academic course load in that year; the definition of a full normal academic course load shall be left to the Faculty concerned.
2. Satisfactory Standing: Awarded to a student who obtains a grade point average of 2.0 or above and normally indicates that the student is eligible to continue. The GPA requirements for specialization and honors programs are higher.
3. Marginal Standing: Given to a student who obtains a grade point average of 1.7 to 1.9. Students with marginal standing may be permitted to continue under academic warning. Students in some programs may be required to withdraw and/or repeat the entire year if their standing is marginal.
4. Unsatisfactory Standing: Normally given to a student who obtains a grade point average of 1.6 or below. Students whose records are found to be unsatisfactory will be notified by their dean and they are normally required to withdraw.

Note: Averages in this section may be calculated as a Fall/Winter grade point average or as a cumulative grade point average depending upon Faculty regulations. Students must consult the appropriate individual Faculty sections of the Calendar for specific requirements. Rounding rules will apply (see Evaluation Procedures and Grading System)

Academic Warning, Academic Probation, Required to Withdraw

1. Academic Warning: A Faculty decision that a student with marginal standing must meet specified course and performance standards within a set time or credit frame to maintain eligibility in the program.
2. Academic Probation: A Faculty may allow a student whose previous academic record is either deficient in some respect or below the standard ordinarily required to continue on academic probation. The Faculty may require the student to meet specified course, program and performance standards to maintain eligibility in the program.
3. Required to Withdraw: A Faculty decision that a student with Unsatisfactory or Marginal Standing may not continue in a program.
   1. Depending on the Faculty and on a student’s GPA for the period under review, students who have been required to withdraw from a Faculty:
      1. may be required to discontinue their studies for a year, after which they may apply for readmission to the Faculty; or
      2. if their GPA is between 1.3 and 1.6 and they have less than ★60 in participating Faculties (see Fresh Start Program ) may be allowed, on the recommendation of the Faculty, to establish satisfactory standing subsequent to having been required to withdraw by enrolling in the Fresh Start Program in Open Studies. After completing ★18 with a GPA of at least 2.7 or ★24 with a GPA of 2.0 on work done after being required to withdraw and meeting all other admission or readmission criteria, they may apply for readmission to a Faculty; or
      3. subsequent to having been required to withdraw, may be required to successfully complete ★18 transferable to the University with an AGPA of 2.7 or ★24 transferable to the University with an AGPA of 2.0 at another postsecondary institution, after which they may apply for readmission to a Faculty.
   2. Students who have previously been required to withdraw from another postsecondary institution and who wish to apply to the University of Alberta must satisfy the requirements set out in Transfer from a Postsecondary Institution .

University Graduating Standards

1. Common Graduation GPA: For students in general programs (i.e., other than honors or specialization) the normal minimum graduation grade point average is 2.0.
2. Degrees with Honors: A student in the Faculty of Arts or Faculty of Science with approved qualifications may be admitted to the degree of Bachelor of Arts or Bachelor of Science with Honors by following a more concentrated course of study in a special field under the supervision of one or more of the departments. The time required for an honors degree is normally four consecutive years. Degrees with Honors are awarded in two classes: First Class Honors, and Honors, in accordance with the requirements of the Faculty and department concerned.
3. Degrees with Distinction: At the discretion of the faculty concerned, the notation “With Distinction” is inscribed on the permanent record and graduation parchment of a candidate for any degree, except an honors or graduate degree, if the candidate has obtained a grade point average of 3.5 or higher over the last two years of the program.

Scholastic Standing and Extracurricular Activities

Every student, prior to accepting nomination for any position on the Executive Committee of the Students’ Union or as the Board of Governors representative, shall be required to obtain a statement of academic eligibility from the dean of their faculty. This statement shall be filed with the student’s nomination papers.

To be eligible (1) to represent the University in any competition with outside organizations, (2) to participate in noncompetitive University activities which are open to the general public, or (3) to be eligible to hold office in a recognized student organization, a student must be a registered student taking at least one course for credit during each term and must meet the requirements of satisfactory scholastic standing as defined by the faculty.

Graduation

On the recommendation of the faculty councils, degrees are conferred by the Chancellor of the University at a Convocation of the faculty, alumni, graduands, and their guests. Convocations for the conferring of degrees are normally held in early June and mid-November of each year.

Upon completion of all requirements in the program, undergraduate students wishing to receive a University of Alberta degree must apply for graduation on Bear Tracks not later than February 1 if they expect to have their degree conferred at the Spring Convocation ceremonies held in June, or not later than September 1 if they expect to have their degree conferred at the Fall Convocation ceremonies held in November. Students registered in programs in the Faculty of Graduate Studies and Research must also apply for graduation on Bear Tracks by the deadline dates specified in the Academic Schedule  and should consult Convocation  regarding convocation requirements in graduate programs.

In those cases where more than 12 months have elapsed since the last registration in an undergraduate program in which a student subsequently applies to have a degree conferred, the student will also be required to submit a Graduation Readmission form along with the required application fee, in order for the conferring of the degree to be considered. Similarly, in the case where a student is applying for a degree which differs from the program in which they were last or currently registered, a Graduation Readmission form and fee is also required in order for the conferring of the degree to be considered. In both cases, students should note the regulations in Degree Program Regulations as they will be obligated to meet degree program requirements in effect at the time of readmission or transfer to the new program before the degree will be conferred.

Appeals and Grievances

General Faculties Council (GFC) is the University governing body which has statutory authority over academic matters and student affairs.

Academic Appeals

General Faculties Council (GFC) has established an Academic Appeals Committee (GFC AAC). GFC has delegated to GFC AAC the authority to hear appeals from students against Faculty decisions which affect their academic standing.

Students are required to exhaust the provisions for appeal at the Faculty level before taking an appeal to GFC AAC.

The GFC AAC is not authorized to hear an academic standing appeal arising from a Practicum Intervention. There are other instances where GFC AAC is not authorized to hear an appeal; these instances are articulated in the Academic Appeals Policy, Jurisdiction of the Committee.

The GFC Academic Appeals Policy is available electronically on the University Governance website.

Students who wish to appeal to the GFC AAC should consult with the Appeals Coordinator in order to learn procedures to be followed and deadlines to be met.

Practicum Intervention Policy

The University has an obligation to protect the public interest, public safety, and public health by ensuring that students in practicums conform to accepted standards of professional, competent and safe practice in their work with patients, clients, and co-workers. The Practicum Intervention Policy provides Deans with the authority to intervene in the practicum of a student and/or an associated professional program because of such concerns. The Dean’s authority is balanced by the granting of appeal rights to a Student who is the subject of a Practicum Intervention.

The Practicum Intervention Policy is available electronically on the University Governance website.

Students who wish to appeal to the GFC Practice Review Board (PRB) should consult with the Appeals Coordinator in order to learn procedures to be followed and deadlines to be met.

Requirement for Police Information Checks

The Protection for Persons in Care Act includes a requirement that persons working or volunteering in designated agencies (hospitals, nursing homes, lodges, group homes, social service agencies, etc.) must provide results of a current Police Information Check (also known as a Criminal Record Check, Security Clearance Check, or Police Clearance), which must include a Vulnerable Sector Check. Accordingly, students serving work experience placements in the form of internships, clinical practica, academic practica, cooperative program work placements, etc., in any of these designated agencies must obtain a Police Information Check from the appropriate law enforcement agency and/or the Solicitor General’s office. A fee may be charged by the law enforcement agency to obtain the Police Information Check (see Miscellaneous Fees ). The amount of the fee will be determined by the law enforcement agency or Solicitor General’s office and is the responsibility of the student. Details on whether or not a Police Information Check is needed and the process to obtain this check are available from the Faculty or department which sponsors the placement.

Students who are entering a program which requires this type of placement and who have concerns related to their ability to satisfy a Police Information Check should consult with their Faculty or department program office immediately upon being admitted to the program. Students who fail to provide a clear Police Information Check may be required to withdraw from their program. Although Faculties and departments will attempt to assist students seeking placements, the ultimate responsibility for ensuring that required placements can be made lies with the student.

Grievances Concerning Grades

The assignment of marks and grades is the initial responsibility of a course instructor. Any grievances concerning grades should first be discussed with the instructor. If the problem is not resolved, the student is encouraged to talk with the chair of the department where the course is taught, and then with the dean of the Faculty where the course is taught.

This informal process is meant to precede and to avoid formal appeal, but does not preclude formal appeal to the faculty council. Students should contact their Faculty office for complete grade appeal procedures and deadlines in order to learn the procedures which must be followed and the deadlines to be met. Students who are unsure of the validity of their grievance should contact the Student Ombudservice.

Student Records

Definitions
In this section,

1. “collect” refers to the collection of a student’s personal information by or for the University, whether the information is collected directly from the individual or from another source (e.g. a person or organization internal or external to the University);
2. “confidential” refers to materials which have been solicited in confidence with the student’s consent;
3. “consent” is written permission from a student for the collection, use or disclosure of personal information, including confidential materials. Such permission is generally based on the student’s awareness of the type of material maintained in a record bearing the student’s name;
4. “personal information” is recorded information about an identifiable individual who is a student, including: name, home or business addresses or telephone numbers; age, sex, national or ethnic origin, religious or political beliefs, marital status or family status, sexual orientation; identifying number, symbol or other particular assigned to the student; information about the student’s health and health care history including information about a mental or physical disability; information about the student’s educational, financial, employment or criminal history; someone else’s opinions about the student; the student’s personal views or opinions, except if they are about someone else;
5. “student” means anyone who has interaction with the University related to a personal potential or actual course of studies, credit or non-credit, and includes
   • prospective students who inquire about studies at the University or who are approached through recruitment efforts;
   • applicants who apply for admission to a program or course of studies, whether admitted or not;
   • registrants who register in a program, course, or other course of studies, credit or non-credit;
   • those who have previously interacted with the University as prospective students, applicants, or registrants and who still have records at the University related to these interactions.
6. “student record” means a record of information relating to an individual’s activity in or interaction with the University as a student. Such records may contain personal information related to the student’s interactions with the University. The information may be maintained in any format, including printed, audio, visual, electronic, magnetic and may be stored on any medium including paper, fiche, tape, disk or other electronic or magnetic medium. Student records are normally of three types: files, transactions, and listings, as follows:
   • files include academic files maintained by the Registrar (including transcripts), a dean or a chair; academic files maintained by academic advisors and other offices; financial records; disciplinary records; files used to document activities related to University business (athletics, housing, parking, committees and other governance bodies, ONEcard, University of Alberta Protective Services, counselling and medical services, etc.); files used to document processes initiated pursuant to University policy (appeals, grievances, reappraisal, etc.);
   • transactions involve documents, messages and the like, transient or permanent, which pertain to a student including e-mail messages, voice mail messages, memos, letters, notes, minutes or transaction records of meetings, hearings, selection proceedings, Internet sites;
   • listings are lists or compendiums involving students’ information including mailing or membership lists of committees, councils boards or groups, examination postings, scholarship, bursary or award lists, lists of convocants, degree recipients and the like including photographic displays, alumni lists, statistics compiled for disciplinary and appeal procedures.
7. “Unit” means a basic organizational unit of the University responsible for academic or research functions (e.g., department, Faculty) or administrative or financial functions (e.g., Office of the Registrar and Financial Services) or service functions (e.g., University Health Centre, Dean of Students’ Office).

Collection of Personal Information

Information that forms part of the student record is collected under the authority of the Universities Act of the Province of Alberta and in accordance with section 33(c) of the Freedom of Information and Protection of Privacy Act (FOIPP Act). It is used to determine eligibility for admission and financial assistance, to advise students about academic programs and to provide university services.

The student record is disclosed to academic and administrative units. Specific information is disclosed to the federal and provincial governments to meet reporting requirements and to the Students’ Union/Graduate Students’ Association in accordance with FOIPP Information Sharing Agreements.

Information about the personal information that is shared pursuant to these FOIPP Information Sharing Agreements, and the purposes for which it is shared, can be found on the Information and Privacy Office’s Information Sharing webpage.

Academic History (Transcript) Records

1. Students should be aware that their academic record (transcript) is a continuing one and that all matters relating to courses, grades, academic standing, and probation will permanently appear on the academic record.
2. Students are responsible for ensuring the accuracy and completeness of their official record by verifying their unofficial transcript on Bear Tracks. Students should be aware that only the official academic history (transcript) is retained permanently and that source information from the student file is destroyed seven years after the last registration. Queries regarding errors or omissions in the official academic history (transcript) must be made as soon as possible, and will not be considered after the source information has been destroyed.
3. Official academic history records, called “transcripts” are issued by the Office of the Registrar only upon the request of the student. They are issued to the student personally or to whomever the student designates. An official transcript is endorsed by the Registrar and is printed on security paper or alternatively transmitted securely by mutual agreement.  See Transcripts of the Office of the Registrar website for more information about how to request official transcripts.
4. The University of Alberta transcript includes the following information for each student record:
   1. student name
   2. student previous name(s)
   3. student ID number
   4. student’s birth month and day
   5. date of issue of transcript
   6. degrees and awards granted
   7. admission status
   8. credit granted from other institutions or programs
   9. Faculty and degree program of registration
   10. course information, including for each course: term, course name, number, title, grade, units of course weight, grade points, class average and class enrolment
   11. total units of course weight and grade points used to calculate GPA
   12. grade point average calculation
   13. comments pertaining to academic standing in the program
   14. withdrawal date, if appropriate
   15. disciplinary record of suspension or expulsion or rescission/suspension of a degree, if appropriate.
5. For further information regarding grades or GPA, refer to Evaluation Procedures and Grading System
6. Units of Course Weight: Course weight is assigned for the purpose of calculating a weighted (grade point) average. A normal course carries a weight of 3.0 and includes three hours of lecture per week for one term. A course weight of 3.0 may be considered as equal to three semester-hours or 4.5 quarter hours. [This information is captured and stored on a database on a per course basis but is not printed on the transcript.]
7. Grade Points: Grade points for undergraduate students are calculated by multiplying the course grade point value by the units of course weight.
8. An unofficial copy of a student’s academic history (unofficial transcript) does not bear the Registrar’s signature, nor is it printed on security paper or alternatively transmitted securely by mutual agreement.
   An unofficial copy of a student’s academic history (unofficial transcript) does not bear the Registrar’s signature, nor is it printed on security paper. Unofficial copies of a student’s academic history are issued in the form of:
   1. Statements of results issued to students at the end of the Fall/Winter or Spring/Summer terms;
   2. Student’s unofficial transcript available on Bear Tracks;
   3. Copies of students’ academic history issued to Faculties, departments, or academic advisors as appropriate for consideration for admission, academic standing and promotion and for the academic advisement of students;
   4. Copies of students’ academic history issued at the students’ request to other offices or individuals in the University;
   5. Copies of students’ academic history issued to the appropriate administrative office where the adjudication or processing of an award or bursary made through a University scholarship or bursary committee is involved. Administrative offices include the Office of the Registrar, the Scholarship Office of the Faculty of Graduate Studies and Research, and the Student Financial Aid Information Centre.

Registration Deadlines Implication for Records

1. In Fall/Winter students have ten class days following the commencement of that term’s classes in which to make changes to their registration without penalty. Courses dropped during this period are deleted entirely from a student’s record. Course withdrawals following this period and up to the last day for withdrawing from courses for that term result in a grade of W (withdrew) being recorded on the student’s record. Grades of W are not included in the calculation of the Grade Point Average.
2. Students may not officially withdraw from a course after the Withdrawal Deadline. All students registered in a course after the Withdrawal Deadline will be assigned a final grade by the instructor based on course work completed.
3. Credit/No Credit courses which are dropped following the deadline for the last day for withdrawing from courses for that term result in a grade of NC (fail) being assigned for the course(s) by the student’s Faculty. Grades of NC are not included in the calculation of GPA.
4. When a student withdraws from one or more courses after the first week of classes, fees will be reassessed on a per course basis according to the regulations noted in Refunds and Withdrawals  of this Calendar. Students who register and then cease to attend, or never attend, without submitting an approved Withdrawal Form will not be eligible for any refund of fees nor will they be exempt from paying assessed fees that are unpaid.
5. Academic Schedule  of this Calendar contains the specific dates for the change of registration and course withdrawal dates noted above.

 Access to Student Information

1. Access by the Student: A student shall have access to records maintained by any University Unit which bears the student name or other personal identifier in accordance with the policies and protocols of the University or as provided for by the Alberta Freedom of Information and Protection of Privacy Act.
2. Access by University of Alberta Employees: Employees may access only that personal information in students’ records if access to the information is necessary to fulfill their employment duties.
3. Access by Others:
   1. Except as noted below, personal information will not be disclosed to others without the express consent of the student unless in accordance with the provisions of the Alberta Freedom of Information and Protection of Privacy Act or an Information Sharing agreement or Research agreement or Common Program or Service Agreement of the University.
   2. In accordance to the Freedom of Information and Protection of Privacy Act, the University can confirm to a third party that a student is registered in a program at the University unless the student has requested in writing that this information not be disclosed. The University can also disclose to an inquiry information that has been made publicly available such as name, date of convocation, and degree, diploma or certificate awarded unless the student has requested that this information not be disclosed.

Records of Disciplinary Action

See the Code of Student Behaviour. Amendments to the Code of Student Behaviour occur throughout the year. The official version of the Code of Student Behaviour, as amended from time to time is housed on the University Governance website.

Correction of Records

Students should request correction to their own records if they believe that there are errors or omissions. The head of the Unit maintaining the record will respond by either making the correction or annotating in the record that the correction was requested but not made.

When an error or omission is detected in a student record and that error or omission is subsequently corrected, a copy of the corrected record shall be provided to the student and to each individual or agency to which the university had directly issued an incorrect record.

Use of Student Records for Research

Information on use of student records for research can be found in the Access to Personal Information for Research/Studies Procedure, located on the University of Alberta Policy and Procedures Online (UAPPOL) website.

Letters of Reference and Assessments of Students

1. Letters of Reference
   The contents of letters of reference collected implicitly or explicitly in confidence with the consent of the student, for the purposes of determining admission to a program or for the granting of an award, may be revealed to the student in accordance with the Freedom of Information and Protection of Privacy Act.
   Letters of reference will be used only for the express purpose(s) for which they have been supplied.
   Letters of reference will be retained for at least one year.
2. Assessments of Students
   Assessment information contained in a student’s record may only be divulged by an administrative officer of the University to third parties (such as institutions, agencies or prospective employers) with the student’s consent.
   When asked by such institutions, agencies or prospective employers to express an opinion concerning a student’s academic ability, character and personality, a faculty member may do so only with the consent of the student, in which case, a record of the opinion so expressed will be retained for a minimum of one year by the faculty member.
3. Reports from University Health Centre and Student Counselling Services
   1. Where students have gone on their own initiative or have been referred by an authorized officer of the University to either University Health Centre (as patients) or to Student Counselling Services (as clients), the contents of the students’ files are private, and will be protected under the FOIPP Act and in accordance with professional ethics or codes of behaviour.
   2. The diagnosis, assessment, or findings contained in any reports or files written by professional consultants at the University Health Centre or Student Counselling Services will normally be reported to an authorized officer of the University or to a specified authority outside the University only if the student gives written consent to do so. It is recognized that the nature and content of any report provided by the consultant will be determined by the ethics and codes of behaviour of the consultant’s profession, or as otherwise required by law and will be protected by the FOIPP Act.
   3. Exceptions to the restricted reporting guidelines outlined in b. above will only occur in situations where, in the opinion of the professional in question, failure to disclose relevant information could reasonably be expected to threaten the health or safety of the student or a third party.
4. Reports From Other Counselling Services
   In addition to the counselling services provided by the University Health Centre and Student Counselling Services, a large number and variety of other University Units offer counselling to students as part of their operating practice. Any student records created or maintained by these Units must be in compliance with the regulations set out in GFC policy and in the Freedom of Information and Protection of Privacy Act.

Objections to Release of Information

Students who object to the release of information regarding their records in accordance with the policies stated in Student Records should notify the Registrar in writing, giving the specific objection. Appropriate action will be taken by the Registrar who will so advise the student.

The Freedom of Information and Protection of Privacy Act provides for disclosure of personal information for the purposes of complying with an enactment of Alberta or Canada. It also allows for an appeal to the Information and Privacy Commissioner of any decision relating to the release of personal information.

Overdue Accounts: Withholding of University documents and Denial of Registration

In any case where a student has neglected or refused to pay amounts owed to the University, the Registrar has been empowered and directed by the Board of Governors to deny or terminate registration and withhold their official transcript and/or degree parchment, until the student has settled the account with the University or has made arrangements satisfactory to the University to do so. For example, the degree parchment, or official transcript, may be withheld or registration denied if the student owes the University for library penalties or fines; for purchases at the University Bookstore; for parking or traffic violations; for breakage or damage to laboratory facilities or supplies; for student fees and University of Alberta Emergency Student Loans; for room and board fees; for fees for reexamination or deferred final examinations; or for fines imposed by the Discipline Officer or the University Appeal Board.

For overdue accounts a penalty of 18% per annum will be applied to the outstanding balance at the end of each month.

Delinquent accounts will be reported to the Credit Bureau and referred to a collection agency for recovery.