6. Unofficial, Official and Final Grades (Formerly Academic Regulation 9)

a.  At the end of each term, instructors must submit to Enrolment Services, through Self-Service Banner, the grades of all students registered in their courses. For six credit hour courses or three credit hour courses taught over two terms, interim grades will be submitted at the end of the first term and final grades at the end of the second term.

The time frames for the submission of mid-year and final grades to Enrolment Services are: 

(i)  in the case of courses in which no formal examination was scheduled by Enrolment Services within the period designated by Senate for formal examinations, five (5) working days from the beginning of the examination period; 

(ii)  in the case of courses in which formal examinations were scheduled by Enrolment Services within the period designated by Senate for such examinations, five (5) working days from the day on which the examination was written; 

Students have the right to expect their grades to be submitted by these deadlines in conformity with the faculty members’ terms of appointment. Grades not submitted by these deadlines will result in an “NR” being placed on the student record by Enrolment Services until official final grades are submitted by the instructor. 

Grades defined:

Unofficial Final Grades - are available on Self-Service within two (2) working days after submission by the instructor.  Grade reports are not produced.

Final Official Grades - All available grades will be considered final and official seven (7) working days following the last day of the examination period for the term. 

i.   Final grades (unofficial or official) shall not be made known to students except by Enrolment Services. Under the FOIPOP legislation, it is not legal for members of faculty to publicly post grades. 

ii.  Grade changes must be approved by the Dean or designate in which the course is offered before they can be accepted for processing by Enrolment Services. Reason(s) for the change(s) is required at the time of submission. 

iii.  Potential Graduate letters, or similar will only be issued once all grades are submitted, confirmed and considered final and official.

iv.  Final official grades, Potential Graduate letters, Verification letters, or similar are withheld from students who have money owing to the University or the University Library.