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Grading and Academic Standing Policy

Policy Number: 2

Responsibility: College Director and Principal, UICC

1. Purpose

1.1 The objectives of this policy are:

i. to establish a consistent minimum standard for acceptable overall academic performance;

ii. to provide a consistent and fair system for determining students’ eligibility for program completion; and iii. to provide all students with a system of academic standing that is based on uniform definitions and categories for their academic progress from first enrolment to graduation.

2. Scope and Application

2.1 This Policy applies to students defined as:

2.1.1 current students enrolled in full-time or part-time classes, credit or non-credit;

2.1.2 students on a leave of absence; or

2.1.3 alumni regarding academics prior to transfer to the University.


2.2 Academic Probation “AP”

The academic standing when the term GPA is below 1.70; there are three levels to AP.

2.3 Clear Standing

The academic standing where the term GPA is 1.70 or higher

2.4 the College

refers to ULethbridge International College Calgary (“UICC”)

2.5 the Policy

Refers to the Grading and Academic Standing Policy

2.6 Required to Withdraw “RTW”

The academic standing when the student is required to withdraw from the College due to the circumstances detailed in section 3.5 of the Policy.

2.7 Return Under Appeal “RUA”

The process through which student may appeal to be reinstated to the College detailed in section 3.6 of the Policy

3. Policy

Please refer to the University of Lethbridge Undergraduate Academic Calendar under “Academic Regulations” for more information on final percentage grades, letter grades, and the grading scale. All academic grades are subject to departmental approval.

3.1 Other Course Performance Designations

3.1.1 Designations assigned that are not included in GPA calculations, nor in establishing academic standing, nor as academic program credit

P – (Pass/Fail Courses) – Certain courses are specified as Pass/Fail in the course descriptions. For such courses, students are awarded either the designation ‘P’ or the grade ‘F’. The designation ‘P’ indicates satisfactory completion of the objectives of a Pass/Fail course. When a student is awarded the designation ‘P’, the course is not included in computation of the GPA; when the student is awarded ‘F’, the course is included in computation of the GPA.

WE – Granted only through an application of Withdrawal Under Extenuating Circumstances to the Academic team. Appears on an official transcript in place of the original grades and are not used in the GPA calculation.

WDR – (Voluntary Withdrawal with Refund) – Occurs during Week 3 and 4 of the term. If a WD is approved for a course, it appears on a transcript, and is eligible for refund.

WD – (Voluntary Withdrawal without Refund) – Occurs from the beginning of Week 5 until the Program Withdrawal Period in Good Academic Standing deadline. If a WD is approved for a course, it appears on a transcript, and is not eligible for refund.

I – (Incomplete) – The designation of ‘I’ is awarded only in case of illness or other extenuating circumstances beyond the control of the student, which make it impossible to complete the required work by the close of a term. The ‘I’ designation is awarded only on application to and approval of both the instructor and administration. When the ‘I’ is approved, an appropriate deadline is determined for completion of outstanding work. A student who does not complete outstanding work by the assigned deadline will normally receive an ‘F’ in the course.

3.2 Grade Point Average (GPA)

A cumulative grade point average (CGPA) is calculated as an indicator of overall academic performance and is used as a criterion for program completion requirements, academic awards and distinctions, progression to Lethbridge programs and for determining academic standing during study in a program.

3.2.1 The grade point average is calculated as the sum of the products of course weights and earned grade points, divided by the sum of the course weights, and rounded up to the next higher second decimal place.

3.2.2 The following course performance designations are NOT included in calculating the grade point average – WE, I, WD, WDR, P/F courses.

3.2.3 Courses completed prior to formal program admission will not be included in the calculation of grade point averages.

3.2.4 A student may repeat a course previously taken to improve the course grade, improve the GPA and/or meet transfer requirements. A grade may be improved by completing either the course or its equivalent. If a student repeats a course, the grade for each attempt is recorded on the academic transcript. After a course is repeated, the grade and credit hours of the attempt with the highest grade will be used to calculate the GPA.

3.2.5 The cumulative grade point average is calculated at the end of each academic term for which additional course grades have been recorded on the student’s transcript and is calculated on all of the student’s formal UICC course grades in the program in which the student is registered.

3.3 Academic Standings

In UICC programs, each student’s academic standing will be established from the student’s formal course grades at the end of each academic term on the basis of the following categories and criteria for overall academic performance:

3.3.1 Good Academic Standing (Clear) a term grade point average of at least 1.70. Students with Clear standing may continue their program studies with no restrictions.

3.3.2 Academic Probation Students with a term GPA lower than 1.70 will be assigned to academic probation in the subsequent term. The progress of students on academic probation is closely monitored to ensure they are successful in their future studies. Failure to comply with the conditions listed below may result in the escalation of probation level or termination from the UICC program.

Students who have not previously been on academic probation will be assigned to Academic Probation 1 (AP1). Students who were previously on probation and who do not maintain a term GPA of 1.70 or higher may have their probation level escalated (see table below). Students who maintain a term GPA of 1.70 or higher will be in clear academic standing for that semester.

Note: Students who successfully satisfy academic probation conditions but who then do not achieve a term GPA of 1.70 or higher in a future term may be placed back on academic probation at a higher level.

3.4 Permanent Program Withdrawal:

Students will be Permanently Withdrawn from their program for the following reasons:

i. failure of a course required by their program for a second time

ii. being Required to Withdraw from the College Students who are Permanently Withdrawn from a program may not apply for reinstatement into that program. Students who are Permanently Withdrawn from a program, but not the College, may apply to a different program, if eligible.

3.5 Required to Withdraw (RTW) – Students will be RTW from the College for any one of the following reasons:

i. a term GPA below 1.70 while on AP3

ii. two consecutive terms of a zero term GPA

iii. failure to meet the re-enrolment conditions in the Return Under Appeal (RUA) process after being Required to Withdraw

3.6 Procedures for RTW students for reinstatement to the College:

3.6.1 Students must apply to Return Under Appeal through the Associate Director, Student and Academic Success outlining a plan for successful reintegration to academic studies. Students may only gain readmission once during their academic careers at the College.

3.6.2 Conditional on approval of readmission, students may be required to register academic support classes. Students course loads may be restricted and may be required to participate in other activities or workshops designed to address their needs. Credited courses taken as part this first term back in the program will be included in the student’s CGPA.

3.6.3 Students who successfully complete the readmission requirements upon returning term to the College will be allowed to continue studying in subsequent terms.

3.7 Disciplinary Suspension

Students who have been placed on Disciplinary Suspension (DS) for Student Code of Conduct violations will not be permitted to register in any course at the College during their period of Disciplinary Suspension. Students who have served their period of Disciplinary Suspension must contact Student Success to ensure an academic plan is in place upon return to studies.

3.8 Program Completion Requirement

To be eligible to successfully complete the UICC program, students must have met the following academic requirements:

i. Successful completion of all courses in the program’s curriculum;

ii. Completion of 10 courses with at least a minimum passing grade in each course; and

iii. Achieved a 1.70 cumulative GPA. All applicable, credited courses may be used to meet UICC program requirements

3.9 Eligibility to Transfer to University of Lethbridge

To be eligible to transfer to the University of Lethbridge, students must have met the academic requirements specified for their program at including, but not limited to:

i. Successful completion of all courses in the program’s curriculum;

ii. Completion of 10 courses with at least a minimum passing grade in each course; and

iii. Demonstrated achievement of a specific cumulative grade point average, as well as specified grades in program specific required courses, if applicable.

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