Section 16.3 Evaluation, Administrative Notations, Examinations, and Performance Requirements

Section 16.3.1 Evaluation

Section 16.3.2 Language of Instruction and Examination

Section 16.3.3 Failing Grades and Administrative Notations

Section 16.3.4 Administrative Notations

Section 16.3.5 Late Completion of Courses with “INC” Notations — Procedures and Regulations

Section 16.3.6 In Progress “IP” Notations — Procedures and Regulations — Faculty of Arts and Science

Section 16.3.7 Examinations

Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations

Section 16.3.9 Academic Re-evaluation

Section 16.3.10 Academic Performance

Section 16.3.1 Evaluation

A university degree or certificate attests that its holder has attained a measurable level of achievement as established by a recognized system of evaluation. Thus the performance of each student in each course must be evaluated by the instructor or instructors responsible for the course.

Final grades are determined by students’ performance on one or more of the following:

1. assigned work, term papers, projects, etc.
2. class participation which, in certain disciplines, may justify an attendance requirement
3. progress tests
4. laboratory tests and/or laboratory work
5. mid‑term and/or final examinations
6. level of written expression.

The weight accorded to the various elements is at the discretion of the instructor or instructors responsible for the course.

At the beginning of a course the instructor will provide students with the evaluation scheme in writing. The scheme cannot be altered without appropriate notice.

Normally in the winter term and summer session, an instructor will submit final grades no later than seven calendar days after the scheduled final examination in a course or, where there is no final examination, seven calendar days after the last scheduled class in a course. All final grades for all courses are required to be submitted no later than seven calendar days after the University’s last scheduled final examination. In the case of grades for potential graduates, instructors are required to submit final grades no later than three calendar days after the scheduled final examination in a course or, where there is no final examination, three calendar days after the last scheduled class in a course. For the fall term, all final grades for all courses are required to be submitted no later than 3 days after the university re-opens following the Holiday closure period. This deadline will not necessarily align with the start of winter term classes. There may be additional delays before grades are posted as approvals of the grades and processing time are necessary. Students may obtain their grades via the Student Hub: concordia.ca/students > My CU Account > My Student Centre > Academics (drop down menu) > Grades.

Final grades and grade changes are official only when they have been approved by the appropriate Faculty Dean or delegate.

The University reserves the right to make corrections at any time in case of error.

Section 16.3.2 Language of Instruction and Examination

While courses at Concordia University are normally taught in English, if students prefer, they may write assignments and examinations in either English or French. However, language and literature courses may require assignments and examinations to be written in the language being studied. Students who wish to write in French should ask at the beginning of a course whether their instructor can read French or whether someone else will evaluate their work. If the work must be read by another person, extra correction time may be required.

Section 16.3.3 Failing Grades and Administrative Notations

Failing Grades “F,” “FNS,” “R,” and “NR” notations

1. “F” indicates failure in a course in which a supplemental examination is available.
2. “FNS” indicates failure in a course in which no supplemental examination is available.
3. In a course graded “R,” a student is not permitted to write a supplemental examination, apply for a “MED” or “DEF” notation, or complete work late.
4. “NR” stands for not reported and indicates that a student appears to have withdrawn from a course unofficially. It is assigned by the instructor when no material is available to evaluate and the instructor has been unable to submit a grade. “NR” carries a grade point value of zero and counts as a failure.
   In a course with an “NR,” a student is not permitted to apply for a “MED” or “DEF” notation, write deferred or supplemental examinations, or complete work late.
5. “NC” stands for no credit and indicates failure in a course. “NC” is not calculated in the AGPA, CGPA or FFGPA. See details under Credit/No Credit (CR/NC) Grading Basis.
6. “NCS” stands for no credit and indicates failure in a course in which no supplemental examination is available. “NCS” is not calculated in the AGPA, CGPA or FFGPA. See details under Credit/No Credit (CR/NC) Grading Basis.
7. “NCR” stands for no credit and indicates failure. In a course graded “NCR,” a student is not permitted to write a supplemental examination, apply for a “MED” or “DEF” notation, or complete work late.

Section 16.3.4 Administrative Notations

“CODE,” “CUC,” “DEF,” “DISC,” “DNE,” “DNW,” “EREM,” “EX,” “EXCL,” “EXTR,” “INC,” “INIT,” “LATE,” “MED,” “PEND,” “PEX,” “PTR,” “REPT,” “RPT,” “SRCR,” “SREP,” “SUPP,” “TRC,” “TREM,” “VALD,” “WRKT”

1. “CODE” stands for Academic Code of Conduct Decision, and it is a repetition code that appears only on the student record. It indicates that the grade obtained as a result of a penalty for academic misconduct is included in the calculation of the GPAs whether or not the course has been repeated.
2. “CUC” stands for Complementary University Credits and indicates credits earned as part of a Complementary University Credit certificate or individual study skills courses. These credits are not considered as program credits earned in any other degree or Faculty certificate program or Independent studies.
3. “DEF” stands for Deferred and indicates that a student has been unable to write a final examination due to unforeseeable circumstances beyond the student’s control. A “DEF” notation carries no grade point value. For information on how to apply for “DEF” notations and the regulations that govern them, see Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations.
4. “DISC” stands for Discontinued and indicates that a student has properly withdrawn from a course after the end of the course‑change period. The notation appears permanently on the student record and official transcript. It carries no grade point value and does not count in assessments of academic standing, but does count towards a student’s status (i.e. full- and part-time).
5. “DNE” stands for Did Not Enter and is a temporary notation indicating that a student has officially withdrawn from a course by the deadline for withdrawal with tuition refund. The course and “DNE” notation are subsequently removed from the student record.
6. “DNW” stands for Did Not Write and indicates that a student has not written the final examination for a course. The notation is used only in combination with a letter grade (such as “F/DNW,” “B/DNW”). A student in good standing may write a supplemental examination (if available) in a course with a “DNW” unless the grade is “R/DNW,” “NR/DNW,” “FNS/DNW” or “NCS/DNW.” For information on how to apply for supplemental examinations and the regulations that govern them, see Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations.
7. “EREM” stands for Exemption Received Credit Removed and indicates that the credit earned for this course is not retained because it is a repetition of a course for which the student has already received exemption.
8. “EX” stands for Exemption and indicates an exemption awarded for a course completed at another institution (no credit value).
9. “EXCL” stands for Exclude and indicates that the grade is excluded from the GPA calculation when a course has been assigned a failing grade and that course is subsequently repeated and assigned a passing grade.
10. “EXTR” stands for Extra Credits and indicates that the grade is excluded from the GPA calculation but may be used in a future program.
11. “INC” stands for Incomplete and indicates that a student has not completed required course work, such as a term paper, assignment, or laboratory and that the instructor has agreed to accept the work after the due date. The notation is used only in combination with a letter grade (such as “F/INC,” “C/INC”) and is assigned on the basis that the missing work is weighted as zero. When appropriate, “DNW” and “INC” can be used simultaneously (e.g. “F/INC/DNW”). For information on how to apply to complete courses with an “INC” notation, and the regulations that govern late completion, see Section 16.3.5 Late Completion of Courses with “INC” Notations — Procedures and Regulations.
12. “INIT” stands for Initial Attempt and indicates the initial attempt of a course that was subsequently repeated.
13. “LATE” stands for Late Completion Grade Obtained and indicates the final grade that replaces the grade attached to the initial enrolment. Only the final grade is included in the GPA. (Used from 1977‑92.)
14. “MED” stands for Medical and indicates that a student has been unable to write a final examination or complete other assignments due to a long-term medical situation. A “MED” notation carries no grade point value. For information on how to apply for “MED” notations and the regulations that govern them, see Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations.
15. “PEND” stands for Pending, is assigned by the University Registrar, and indicates that the grade is not available at this time.
16. “PEX” stands for Potential Exemption and indicates a potential exemption for a course still in progress at another institution (no credit value).
17. “PTR” stands for Potential Transfer Credits and indicates a potential transfer credit for a course still in progress at another institution.
18. “REPT” stands for Repeat and indicates that the credit earned for this course is not retained because it is a repetition of a course or of similar course material for which the credit has already been earned.
19. “RPT” stands for Report and indicates report work completed by a student in a co-operative education program. These credits are not considered as program credits earned.
20. “SRCR” stands for Special Course Permission and indicates that special permission was given to take the same course more than twice where no credits were earned in previous attempts.
21. “SREP” stands for Special Course Repetition and indicates that special permission was given to take the same course more than twice where credits are earned at the initial or second attempt.
22. “SUPP” stands for Supplemental and indicates that supplemental examination credits and grade obtained are retained and included in the cumulative GPA and assessment GPA.
23. “TREM” stands for Transfer Credit Received, Credits Removed and indicates that the credit earned for this course is not retained because it is a repetition of a course for which transfer credit has already been awarded.
24. “TRC” stands for Transfer Credits and indicates transfer credit awarded for a course completed at another institution.
25. “VALD” stands for Valid and identifies a new course with the same course name and number as other courses previously enrolled in. It is not considered as a repetition.
26. “WRKT” stands for Work Term and indicates work completed by a student during a co-operative education work term. These credits are not considered as program credits earned.
    

Section 16.3.5 Late Completion of Courses with “INC” Notations — Procedures and Regulations

1. The deadlines for completion of course assignments are given to students on the first day of class. The “INC” notation is assigned when an instructor has agreed that a student may complete work after the deadline.

2. A student with an “R” or “NCR” grade or “NR” notation in a course may not apply for late completion in that course.

3. Students must apply for late completion of a course. Applications for Late Completion are available at the Birks Student Service Centre. For each course a processing fee applies. (See the Tuition and Fees website at concordia.ca/students/financial/tuition-fees for the current fee.) Completed applications must be returned to the Birks Student Service Centre by:
   February 1: Fall-term courses
   May 15: Winter-term and fall/winter courses
   September 1: Summer-session courses
   
4. The completed work must be submitted by:
   February 15: Fall-term courses
   May 30: Winter-term and fall/winter courses
   September 15: Summer‑session courses
5. It is the responsibility of the instructor to submit a final grade within five days of these dates.

Section 16.3.6 In Progress “IP” Notations — Procedures and Regulations — Faculty of Arts and Science

1. The IP notation is assigned when an instructor has agreed that the work of a student in a course may be submitted past the time for reporting grades. At the undergraduate level the IP notation is applicable only to the completion of an honours thesis, internship or fieldwork outside of the University, or directed study or research. Students should refer to Section 31.003.3 In Progress "IP" Notations for a list of applicable courses within the Faculty of Arts and Science. In all cases, the assignment of this notation is due to third party involvement in course work, where it is beyond the control of the instructor and/or the student for the student to complete the work within the required deadline.
2. The completed work must be submitted by:
   April 1: Fall-term courses
   August 1: Winter-term and fall/winter courses
   December 1: Summer-session courses
3. It is the responsibility of the instructor to submit a final grade within 10 days of these dates.
4. If the completed work is not submitted by the stated deadline, the IP notation will be changed to a letter grade.

Section 16.3.7 Examinations

Students must present identification in order to write any examination. Acceptable identification is: Concordia student ID card or Medicare card or driver’s licence that bears the photo and signature of the student. Unless expressly permitted by the instructor, the possession of electronic communication devices is prohibited during examinations.

I. Final Examinations

1. Section 11 Academic Calendar lists the official examination periods.

2. Examination schedules are available to students through the Concordia website on the Student Hub.

3. Because special arrangements cannot be made in the event of personal time conflicts (including personal travel plans), students should not make commitments for the examination periods until after the final schedule is posted. Nonetheless, in certain documented circumstances, a student who will not be in the Montreal area during the official final examination period can request to write his/her examination at another university or college.

A student who needs to write at an external institution must submit a “Request to Write a Concordia University Exam at an External Institution” available from the Birks Student Service Centre. The completed request should be submitted to the Birks Student Service Centre within the following deadlines:

• November 15: for December final examination period
• April 1: for April‑May final examination period
• June 1: for June final examination period
• August 1: for August final and replacement/supplemental examination period.

The request must be accompanied by a per-course processing fee. (See the Tuition and Fees website at concordia.ca/students/financial/tuition-fees/rates/undergraduate)

Among the factors considered in the review of the request is the suitability of the testing location, testing conditions, and time constraints. The institution chosen must be an accredited university or college and the proctor/invigilator must be an employee of that institution and must agree to administer the exam(s) at the exact same date and time as scheduled at Concordia University and time differences must be taken into account.

The student is responsible for any fees that may be charged by the external institution.

4. An examination “conflict” is defined as two examinations scheduled at the exact same day and time or three examinations scheduled in consecutive time blocks (9:00-12:00, 14:00-17:00, 19:00-22:00; 14:00-17:00, 19:00-22:00, 9:00-12:00; 19:00-22:00, 9:00‑12:00, 14:00‑17:00). Two examinations in one day or three examinations in 24 hours are not considered a “conflict.” When a “conflict” exists, students are informed on the My Student Centre (View My Exam Schedule page) and are provided with a deadline by which they must advise how they intend to resolve the “conflict.” If a course has an “alternate” examination, there will be an “Alternate Available” date(s) displayed. Please be aware that the “Alternate Available” date(s) shown is intended for students who have a “conflict” in their examination schedule. Students who do not have an examination “conflict,” as defined above, are obliged to write their examination on the date that is indicated in the “Exam Date” column.

Students who cannot write an examination due to work commitments or religious observations may also request permission to write an “alternate” by reporting their conflict and providing the appropriate documentation in support of their request. Further information is available by contacting the Registration and Examinations Office. Also see Section 16.3.7 Examinations III.3 Alternate Examinations.

5. No student will be admitted to the exam room if his/her name does not appear on the roster of students assigned to write in that room.

6. No candidate will be permitted to enter an examination room after the first third of the examination has elapsed, or to leave before the first third of the examination has elapsed:

• 3 hour examination: no entry after first 60 minutes has elapsed; no exit before first 60 minutes has elapsed
• 2.5 hour examination: no entry after first 50 minutes has elapsed; no exit before first 50 minutes has elapsed
• 2 hour examination: no entry after first 40 minutes has elapsed; no exit before first 40 minutes has elapsed
• 1.5 hour examination: no entry after first 30 minutes has elapsed; no exit before first 30 minutes has elapsed
• 1 hour examination: no entry after first 20 minutes has elapsed; no exit before first 20 minutes has elapsed
  

7. Students will be assigned to a specific desk/seat location.

8. Student ID cards will be collected at the time of “signing-in” and will be returned when “signing-out.”

9. Students may not leave the exam room during the last 15 minutes.

10. If during the course of an examination a student becomes ill, the student should report at once to the invigilator, hand in the unfinished paper and request that the examination be cancelled. Before leaving the University, the student must also visit the Temporary Examinations Office location in order that a report of the situation may be filed.

11. If a student completes an examination, even though he/she is ill or faced with other personal problems or situations, the subsequent grade obtained in the course must stand. Petitions on the grounds of illness will not be considered.

12. In the fall and winter terms, no tests or examinations are permitted in the final week of classes other than in the official examination period, and in accordance with the final examination schedule created by the Examinations Office. Any exceptions to the rule that no tests or examinations shall take place after the final week of classes must be approved in advance by the appropriate Faculty Council. Other forms of assessment such as presentations, term papers, essays, projects, or other types of assignments do not fall into the category of tests or examinations and therefore need not follow this rule.

13. The final examination schedule shall be determined by the Examinations Office. No change in the final examination schedule shall be made by an instructor without explicit approval of the Examinations Office.

II. Deferred, Replacement and Supplemental Examinations – Regulations

1. Deferred Examinations

a) A student who did not write a final examination and has been granted a “DEF” notation is permitted to write a deferred examination.

b) A deferred examination counts for the same weight in the course evaluation scheme and covers the same course material as the original examination.

c) When a student receiving the privilege of writing a deferred examination does not write the examination during the specified period, 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 achieved by the student before the “DEF” notation was granted.

d) An examination cannot normally be deferred a second time. A student who is prevented from writing the deferred exam due to extraordinary circumstances may apply to the University Examinations Committee for a retroactive “DISC” in the course.

e) When a deferred examination has been written and evaluated, the grade is added to the student’s marks for other course work. The resulting final grade will replace the “DEF” notation on the student record and official transcript.

f) A student who fails a course after writing a deferred examination may have one opportunity to write a supplemental examination during the next scheduled supplemental examination period provided the original grade was not “FNS” or “NCS” and all other criteria for writing a supplemental have been met (see Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations).

g) A student cannot write a deferred examination in a course with a grade of “R,” “NR,” or “NCR,” or a “DISC” notation.

2. Replacement Examinations

e) When a replacement examination has been written and evaluated, the grade is added to the student’s marks for other course work. The resulting final grade will replace the “MED” notation on the student record and official transcript.

f) A student who fails a course after writing a replacement examination, may have one opportunity to write a supplemental examination during the next scheduled supplemental examination period provided the original grade was not “FNS” or “NCS” and all other criteria for writing a supplemental have been met (see Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations).

g) A student cannot write a replacement examination in a course with a grade of “R,” “NR,” or “NCR.”

3. Supplemental Examinations

a) A student who applies for and satisfies all the requirements is permitted to write a supplemental examination.

b) Whether or not a supplemental examination is written, the original grade for the course (“F,”“F/DNW”) will remain permanently on the student record and official transcript.

c) The grades from both attempts (first attempt and the supplemental examination) are included in calculating grade point averages and assessments of academic standing.

d) A student who fails a supplemental examination is given a grade of “R.” A student who does not write a supplemental examination is not assigned a second failing grade for the course.

e) When a student does not write a supplemental examination, no further examination, replacement or supplemental, will be scheduled. However, students who were prevented from writing the supplemental examination because of extraordinary circumstances will be able to apply to the University Examinations Committee. If the Committee approves such a request, the student will be granted a retroactive "DISC."

f) John Molson School of Business: There are no supplemental examinations available for courses offered in this School.

g) Gina Cody School of Engineering and Computer Science: Students may apply to write a supplemental examination by submitting a Student Request form if they meet the conditions listed in Supplemental Examinations under Section 71.10.3 Academic Regulations.

4. University Examinations Committee

The University Examinations Committee reviews requests for exceptions to the regulations for deferred exams, medical notations, and supplemental exams. The Committee is comprised of one faculty member from each Faculty, a student representative, the Director of Health Services or delegate, and a representative from the Office of the Registrar. The University Examinations Committee may delegate the responsibility for handling certain kinds of requests to designated individuals (e.g. examinations coordinator). Students who wish to submit a deferral or medical notation application to the Committee can do so by informing an examinations coordinator. The Committee meets on an ad hoc basis. All decisions of the University Examinations Committee are final.

III. Deferred, Replacement, Supplemental, and Alternate Examination Periods

Deferred, replacement, supplemental, and alternate examinations are written at various times throughout the year.

1. Deferred/Replacement Examinations

a) John Molson School of Business and Gina Cody School of Engineering and Computer Science: Deferred examinations for courses offered in these Faculties are written the next time the course is offered. For potential graduates in the Gina Cody School of Engineering and Computer Science, if there is no examination scheduled for the course in question in the term before graduation, a deferred examination would be made available during the final examination period of that term.

b) Faculties of Arts and Science, and Fine Arts: Deferred examinations for courses in these Faculties are written during the next regular examination period provided the course is given in the next term and that a final examination is scheduled. If the course is not offered or there is no examination scheduled for the course in question in the subsequent examination cycle, the deferred examination would be scheduled during the next replacement examination period (February/March [mid-term break], August, October).

2. Supplemental Examinations

a) John Molson School of Business: There are no supplemental examinations available for courses offered in this School.

b) Gina Cody School of Engineering and Computer Science: Supplemental examinations for fall courses (term ending in 2) are normally written in February/March. For winter courses (term ending in 4), supplemental examinations are normally written in August, and for summer-session courses (session ending in 1), supplemental examinations are normally written in October.

c) Faculties of Arts and Science, and Fine Arts: Supplemental examinations for fall/winter courses (terms ending in 2, 3, or 4) are normally written in late August. For summer-session courses (session ending in 1) supplemental examinations are usually written in October. Graduating students may write supplemental examinations in February/March for fall courses (term ending in 2) only.

3. Alternate Examinations

a) When an academic department requests that students from all sections of a particular course be examined at the same date and time, this is known as a “common” exam.

b) Because the scheduling of these “common” exams may conflict with the scheduling of other exams, an “alternate” exam can be made available. This “alternate” exam is a second exam covering the same material and is usually scheduled for the first Sunday immediately following the regular exam date.

c) Courses with only one section will rarely have an “alternate” available to resolve conflicts.

4. Request to Write at Another University or College

 

Section 16.3.8 Deferred “DEF,” Medical “MED” Notations and Supplemental Examinations — Procedures and Regulations

I. Deferred “DEF” Notations

 

1. A student who has missed a final examination due to unforeseeable circumstances beyond his or her control can apply to have his or her original grade replaced by a temporary “DEF” notation. The original grade assigned must include a “DNW” notation.
   Note: Unforeseeable and/or extraordinary circumstances may include, but are not limited to, a serious illness or severe injury; a recent death in one’s immediate family; unexpectedly assuming responsibility of an immediate family member due to serious illness; severe emotional stress; fire. Personal travel is not an acceptable reason to be granted a “DEF” notation. In the case of work commitments or religious observations, see Section 16.3.7 Examinations I.4 Final Examinations.
2. A “DEF” notation cannot be assigned in a course with an “R,” “NR,” or “NCR” grade, or a “DISC” notation.
3. Applications for a “DEF” notation can be submitted online using the online application form that is accessible from the Exams Office website. Paper-based application forms are also available at the Birks Student Service Centre and must be submitted to the Birks Student Service Centre, not to the instructor, department or faculty, by January 15 for fall courses (term ending in 2), May 10 for fall/winter and winter courses (terms ending in 3 and 4) or August 31 for summer courses (session ending in 1). All applications must be submitted along with a statement explaining the situation and the reasons for the request. Should additional information be required, a member of the Exams Office may be in contact with a student and may request a medical certificate, or if the reasons are not medical, other appropriate documents. By submitting any documents and explanations regarding the application, the student authorizes the University to verify the legitimacy of the information provided.
4. A per-course processing fee will be applied to the students' account for each "DEF" notation application. (See the Tuition and Fees website at concordia.ca/admissions/tuition-fees/how-fees-are-billed/undergraduate/fees for the current fee).
5. The Registration and Examinations Office is entitled to ask the student to provide additional information.
6. When the Registration and Examinations Office approves the awarding of the “DEF” notation, it will temporarily replace the student’s original grade for the course or courses concerned. The student is then entitled to write a deferred examination. For information about deferred examinations, see Section 16.3.7 Examinations II Deferred, Replacement and Supplemental Examinations – Regulations.
7. When the deferred examination has been completed and evaluated, a new grade will replace the “DEF” notation.
8. When a student receiving the privilege of writing a deferred examination does not write the examination during the specified period, 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 achieved by the student before the “DEF” notation was granted.
9. Requests for deferred examinations can be made in a maximum of three (3) exam sessions during a student’s undergraduate or Independent studies at Concordia. Requests that exceed this number will be submitted to the University Examinations Committee for consideration. Refer to numbers 3, 4, and 5 of this section for information on the application process and deadlines.

II. Medical “MED” Notations

1. A student who has missed a final examination and/or been unable to complete course assignments due to a long‑term medical situation can apply to have his or her original grade replaced by a “MED” notation. The original grade must include the “DNW” notation for a missed final examination; “INC” for course assignments not completed; “DNW/INC” when both elements are missing.

2. A “MED” notation cannot be assigned in a course with an “R,” “NR,” or “NCR” grade, or a “DISC” notation.

3. Application forms for a “MED” notation can be submitted online using the online application form that is accessible from the Exams Office website. Paper-based application forms are also available at the Birks Student Service Centre and must be submitted to the Birks Student Service Centre, not to the instructor, department, or Faculty, by January 15 for fall courses (term ending in 2), May 10 for fall/winter and winter courses (terms ending in 3 and 4) or August 31 for summer courses (session ending in 1). The application should be accompanied by a medical certificate on a physician’s original letterhead indicating that a long ‑ term medical situation prohibited the student from being able to complete the final examination on the day or days in question. If the required documentation is not available before the application deadline, the student should submit the request form and provide the supporting material as soon as possible.

4. A per-course processing fee will be applied to the student's account for each "MED" notation application. (See the Tuition and Fees website at concordia.ca/students/financial/tuition-fees.)

5. The Registration and Examinations Office is entitled to ask the student to provide additional medical information.

6. When the Registration and Examinations Office approves the acceptance of a medical certificate, the notation “MED” will replace the student’s original grade for the course or courses concerned. For information about “MED” replacement examinations, see Section 16.3.7 Examinations II Deferred, Replacement and Supplemental Examinations – Regulations.

7. When the replacement examination or missing work has been completed and evaluated, a new grade will replace the “MED” notation. If the student does not write a replacement examination or complete the missing work, the “MED” notation will appear permanently on his or her student record and official transcript (e.g. “MED/DNW” or “MED/INC”). “MED” notations carry no grade point value. Courses with “MED” notations are not included in assessments of academic standing.

8. The University reserves the right to refer a student to a physician appointed by the University for a recommendation when the student repeatedly submits medical certificates.

III. Supplemental Examinations — Regulations

1. This section applies to Faculties with the exception of the Gina Cody School of Engineering and Computer Science. For the Gina Cody School of Engineering and Computer Science, please refer to Supplemental Examinations under Section 71.10.3 Academic Regulations.
2. Each Faculty determines the courses it offers where a supplemental examination is available.
3. A student must be in acceptable standing in order to write a supplemental examination.
4. A student is permitted to write only one supplemental examination for a course, whether or not the course is being repeated.
5. A student who has received a passing grade for a course may not write a supplemental examination for that course.
6. A student who has received an “NR,” “R,” or “NCR” grade may not write a supplemental examination for that course.
7. Applications to write supplemental examinations can be submitted online using the online application form that is accessible from the Exams Office website. Paper-based application forms are also available at the Birks Student Service Centre and must be submitted to the Birks Student Service Centre, not to the instructor, department, or Faculty, by June 15 for fall/winter courses (terms ending in 2, 3 and 4), September 16 for summer courses (session ending in 1) or February 1 for graduating students (fall-term courses [term ending in 2] only).
8. A per-course processing fee will be applied to the student’s account for the supplemental examination application. (See the Tuition and Fees website at concordia.ca/admissions/tuition-fees/how-fees-are-billed/undergraduate/fees for the current fee.) The supplemental fee is refundable only if the student is denied permission to write the supplemental examination.

 

Section 16.3.9 Academic Re-evaluation

I. General

1. Concordia University affirms the right of students to request the re‑evaluation of course work, which includes tests, examinations, essays and other work that has contributed to the grading of a course. It is assumed that initiating a formal re-evaluation (“a re-evaluation request”) is a last recourse, taken when prior and sincere attempts to resolve problems and disagreements informally and directly have failed.
2. Students have the right to see their course work. Students are responsible for the preservation of any material, in its entire and original form, which has been returned to them. A re-evaluation request may be refused if this material is not available.
3. Instructors are responsible for the preservation of course work that has not been returned to students as follows: until December 31 of the next calendar year for fall-term courses; until April 30 of the next calendar year for fall/winter and winter-term courses; and until August 31 of the next calendar year for summer-session courses.
4. In cases where grades are received for activities other than written or artistic course work, such as class participation, oral presentations, oral examinations and performance, no re-evaluation is normally possible. However, every attempt shall be made by the instructor concerned and the Chair of the Department to address the concerns raised by the student.
5. The grounds for a re-evaluation request are restricted to claims that
   i) a miscalculation of the grade occurred; or ii) the evaluation of the work was demonstrably unfair.
6. A grade may be maintained, raised or lowered as a result of a re-evaluation request.

II. Procedure

III. Appeals

22. A permanent Secretary of the Re-evaluation Appeals Panel (RAP) (the Secretary) shall be appointed by the Secretary-General. The Secretary shall be responsible for the administrative functioning of the RAP and shall maintain the confidential files of the RAP.

23. A RAP of three (3) members, as well as a non-voting Chair, shall be selected by the Secretary for a given appeal. The RAP shall be composed of two (2) faculty members drawn from the Faculty Tribunal Pool and one (1) student drawn from the Student Tribunal Pool as provided for under the Policy for the Establishment of Tribunal Hearing Pools. Every attempt will be made to select the student member from the student’s constituency (undergraduate or graduate status).

24. A student or instructor may appeal a re-evaluation decision based on either substantive grounds or on the presence of serious and prejudicial procedural defects. In the case of an appeal from an instructor, “prejudicial” shall be limited to the effect that the alleged procedural defect has on other students in the course or on the academic standards of the University. The appeal must state in clear and precise terms the grounds on which the appeal is based. Such an appeal must be made, in writing, to the Secretary within fifteen (15) days after the date of transmission of the re‑evaluation decision.

25. A student may appeal a Chair’s decision that the re-evaluation request did not conform to the criteria outlined in articles 4 and 5 above. This appeal may be based on either substantive grounds or on the presence of serious and prejudicial procedural defects in the Chair’s consideration of the re-evaluation request. The appeal must state in clear and precise terms the grounds on which the appeal is based. Such an appeal must be made, in writing, to the Secretary within fifteen (15) days after the date of transmission of the Chair’s decision.

26. Upon receipt of an appeal from a student, the Secretary shall send a copy to the University Registrar, the Chair, the instructor and the re-evaluator, if appropriate, soliciting their input within ten (10) days. Any input received within the ten (10) day period shall be forwarded to all parties, soliciting their comments on the input within a further ten (10) days. All input and comments received within the twenty (20) day period shall form part of the dossier submitted to the RAP.

Upon receipt of an appeal from an instructor, the Secretary shall send a copy to the University Registrar, the Chair, the student and the re-evaluator, if appropriate, soliciting their input within ten (10) days. Any input received within the ten (10) day period shall be forwarded to all parties, soliciting their comments on the input within a further ten (10) days. All input and comments received within the twenty (20) day period shall form part of the dossier submitted to the RAP.

27. The RAP shall render a decision, based on the written record only, normally within thirty (30) days of the filing of an appeal.

The RAP shall meet at least once in person before rendering its reasoned decision.

28. In the case of an appeal of a re-evaluation decision, should the RAP determine that serious and prejudicial procedural defects were present in the re-evaluation process or that there are substantive grounds necessitating a new re-evaluation, it shall instruct the Chair to arrange for a new re-evaluation.

29. Should the RAP decide that an appeal be upheld in the case of an appeal of a Chair’s decision that the re-evaluation request did not conform to the criteria outlined in articles 4 and 5 above, it shall instruct the Dean to arrange for a re-evaluation independent of the relevant Chair.

30. The RAP shall communicate its signed, dated and reasoned decision to the student, the instructor, the re-evaluator (if appropriate), the Chair and the University Registrar and shall include copies of all documentation considered.

31. The decision of the RAP is final.

IV. Miscellaneous Provisions

33. Any written notice addressed to a student pursuant to Section III – Appeals under these procedures shall be sent by courier to the last address provided by the student to the University and shall be deemed to be received one (1) day after delivery.

34. If the course in question was taught by the Chair, the Dean shall assume all of the duties imposed on the Chair in these procedures. If the course in question does not form part of a department, the re-evaluation request shall be forwarded to the appropriate administrator responsible for the course.

35. The overall responsibility for the implementation and recommended amendments to these procedures shall rest with the Provost and Vice-President, Academic.

Section 16.3.10 Academic Performance

I. Performance Regulations

Students are required to maintain an acceptable standard of scholarship. Each student’s academic standing is assessed at the end of every year on the basis of an assessment grade point average (AGPA) as defined below.

The specific regulations applicable to students registered in each Faculty can be found in the following sections of the Calendar:

Faculty/School	See Calendar Section	System Used
Faculty of Arts and Science	Section 31.003.1 Academic Performance Regulations	AGPA
John Molson School of Business	Section 61.22.1 Academic Performance Regulations	AGPA
Gina Cody School of Engineering and Computer Science	Section 71.10.3 Academic Regulations	AGPA
Faculty of Fine Arts	Section 81.20.4 Academic Performance Requirements	AGPA

These regulations may be modified in the case of students transferring either between Faculties or from another university.

II. Weighted Grade Point Average

All grade point averages are weighted and are calculated independently from one another. A weighted grade point average is calculated as follows:

First, for each course attempted, the number of credits for the course is multiplied by the grade points obtained for the course, as specified in Section Section 16.1.11 Grading System. Then, the sum of the grade points for all courses is divided by the total credits attempted.

Weighted Grade Point Average = S (course credits X grade points) ÷ S (credits attempted)

S = sum of

Example:

Course	Grade Achieved	Credit Value		Grade Points*		Weighted Grade Points
1	D	3.00	X	1.00	=	3.00
2	C+	3.00	X	2.30	=	6.90
3	B	2.00	X	3.00	=	6.00
4	A-	6.00	X	3.70	=	22.00
5	F	3.00	X	0.00	=	0.00
	Total Credits Attempted	17.00			Total Weighted Grade Points	38.10

Weighted Grade Point Average = 38.10 ÷ 17.00 = 2.24

* As detailed in Section 16.1.11 Grading System

a) Assessment Grade Point Average (AGPA)

An assessment grade point average (AGPA) for each student is calculated at the end of each academic year (including the summer session, fall and winter terms), provided that the student has attempted a minimum of 12 credits. If the student has attempted fewer than 12 credits, these credits will be included in the assessment for the following academic year.

When a student transfers from one degree or certificate to another degree or certificate, the AGPA is calculated only for courses recorded in the current degree or certificate. (This calculation normally excludes the grades for any transfer credits awarded.) Special regulations for graduating students may be specified in each Faculty’s regulations.

Grades for supplemental and replacement examinations and for late completion of courses with “INC” or “MED” notations are included in the assessment period in which they are recorded.

In the case of courses taken more than once in the same assessment period, only the grade corresponding to the latest attempt of the course will be used in the calculation of the AGPA.

In the Gina Cody School of Engineering and Computer Science, prerequisite courses required for admission to a program will not be counted unless they are specifically listed on the student’s acceptance letter.

Students pursuing a microprogram are excluded from the AGPA assessment.

A grade obtained as the result of a penalty for academic misconduct will remain in the calculation of the AGPA whether or not the course has been repeated.

b) Cumulative Grade Point Average

The cumulative grade point average (CGPA) is the running total of the GPA since a student was admitted to the most recent degree (or certificate) program. It includes the same courses as were included in the calculation of the AGPA, and the courses for which “transfer credit” with an accompanying grade has been awarded in the most recent degree or certificate. In the case of repeated courses, only the grade corresponding to the latest attempt of the course will be used in the calculation of the CGPA.

A grade obtained as the result of a penalty for academic misconduct will remain in the calculation of the CGPA whether or not the course has been repeated.

The CGPA is used as the basis to determine eligibility for high academic achievement (Section 16.1.9 High Academic Achievement).

c) Final Graduation Grade Point Average (FGGPA)

The final graduation grade point average (FGGPA) is a CGPA of all courses applicable to the degree program being completed. In the case of transfer students, all courses taken at Concordia and transferred with the corresponding grades into the program being completed will be included in calculating the FGGPA. This FGGPA is calculated and recorded on the student record and official transcript only when a student graduates.

In the case of repeated courses, only the grade corresponding to the latest attempt of the course will be used in the calculation of the FGGPA.

A grade obtained as the result of a penalty for academic misconduct will remain in the calculation of the FGGPA whether or not the course has been repeated.

The FGGPA is used as the basis to determine eligibility for high academic achievement (see Section 16.1.9 High Academic Achievement).

d) Term Grade Point Average (TGPA)

The term grade point average (TGPA) is the grade point average of all courses taken during the term to which it refers and appears on the student record and official transcript. It is for reference only and is used primarily for advising. The TGPA is dynamic, meaning that grade changes and repeated courses will modify historical TGPAs. The TGPA is not used in the calculation of any other GPA.

III. Qualifying Programs and Visiting Programs

Students registered in Qualifying programs or as Visiting students are subject to the regulations of the Faculty in which they are registered.

IV. Independent Students

 

1. Independent students are subject to the same grade point average requirements as students registered in programs offered by the Faculty of Arts and Science. (See Section 31.003.1 Academic Performance Regulations.)
2. Independent students who are classified as failed may not reregister without permission of the University Registrar.

V. Regulations for Failed Students and Students in Conditional Standing

1. Failed students or students in conditional standing are not eligible to write supplemental examinations.
2. Undergraduate students who are classified as failed may not reregister as Independent students.

VI. Recording of Failed and Conditional Standing