Grade Submission

Procedure for Day Courses

Refer to the Marks Submission Process, a document to be distributed by your administrative coordinator at exam time. Your marks are due two working days after your exam (or final class if there is not an exam in your subject). All faculty are expected to submit marks electronically using WebCT. Training and assistance is provided by the Innovation Centre.

The College uses a Grade Point Average (GPA) system. It is important that students understand this grading system. For example, a 2.0 is equal to a 60% and the students need to have an overall 2.0 GPA to go on to the next semester and to graduate. Refer them to the Program Guide or Student Handbook for the method used to calculate a GPA. Do not assume a student can calculate the mark to date. Some students have higher pass/fail levels for certain subjects -- be sure to clarify this with your students in your first class. The more often a student is informed of his/her performance to date, the better.

For each of your first year students, you are responsible for submitting grades at midterm and again at the end of the term. It is your responsibility to submit a grade for each of your students in a percentage out of 100 format for second and third year students, grade submission is only required at the end of the term. You will be provided with grade submission requirements by the administrative coordinator for each of your classes in addition to the required date for submission. Remember, as soon as you can get your marks in, the better. Keep this in mind when planning your course evaluation. Do not leave all the heavy assignment marking to the end of the term.

Procedure for Continuing Education:

1) Marks submission deadline is within one week (5 college days) after your course finishes. Late submission may jeopardize your final pay the next month. Many students are required by employers to submit final grades before they are reimbursed for fees and books, so prompt submission of final marks is important. Courses are often prerequisites for other courses; consequently, students need grade information to register in the next course. Popular courses tend to be over-subscribed and if grades are not forthcoming, students may not be able to register before the maximum enrolment is reached.

2) Continuing Education instructors will submit marks electronically through our intranet MyCampus Student Portal using WebCT Vista. Ask your Program Officer for a package with your login information and some MyCampus information. Training and assistance is also provided by the Innovation Centre.

a. Even though you are submitting marks electronically, you still must submit your marks on paper, along with the breakdown of marks, attendance and final exams and give to your Program Officer.

b. Please check your marks submission carefully for accuracy. Indicate in large print at the top of the page what the passing mark is for your particular course, as per your course outline.

c. The mark is to be a whole number; please round up or down. 72.3 will be submitted as 72 and 72.6 will be submitted as 73.

d. Students who do not appear on your class list must produce their receipt to verify that they have registered. Record their name, student number and phone number on your class list. If they do not have a receipt, send them to the Registrar's Office to obtain their student number. It is not necessary to have a new class list run, handwritten entries are acceptable. If there are any other discrepancies, immediately contact your Program Officer for clarification and /or correction.

3) Attendance List:

Please use the attendance list to record test/assignment marks to back up how you arrived at each student's final mark. If there is no room on this form, you can submit this information on a separate piece of paper. Electronic spreadsheets are preferred and can be created from your class roster in MyCampus.

4) Non-credit Courses:

The Registration Office will only accept a mark of Satisfactory (Sat) or Unsatisfactory (Unsat). Please use these terms on your official class list. Pass/Fail or Complete/Incomplete will not be accepted by Registration, and will be returned to your for correction.

Usage of INC (incomplete) Or W (official withdrawal):

a. INC may only be used if you have a student in good standing that has made prior arrangements with you to either write the final exam at another time or hand in an assignment late. This should not hold up your submission of marks for the rest of the class to this office. Simply write INC in the Mark Designation Only spot on the official class list, hand in your marks to your Program Officer and when you finalize the INC student mark, hand in the back up and the final mark on a separate piece of paper. Students are allowed a maximum of 60 days after the final exam to complete the work required to receive a final mark.

b. Students who officially withdraw in writing within the first four weeks of class will be deleted from the class. The course will not appear on their academic record.

c. Students who officially withdraw from the fifth week up to fours weeks before the class ends will receive a "W" which does appear on their academic record.

d. Beyond four weeks, students will not be allowed to withdraw and a mark up to the point when they stopped attending or a zero "0" will be given.

5) Students who Stop Attending Class (but do not officially withdraw)

Please enter whatever grade the student has earned in the course or zero ("0") regardless of whether or not they completed the course. Withdrawals are verified by the Program Officer upon submission of your marks.

6) Final Exam retention

All final exams are to be submitted to the Continuing Education office where they are retained for one year.