Grading and Transcripts Policy

Policy Number: SS-3104-2009

Policy Title: Grading and Transcripts Policy

Policy Owner: Registrar

Effective Date: September 1, 2009

Last Revised: July 16, 2024

1. Purpose

To establish a clear, consistent and equitable approach for recognizing and reporting student academic achievement. This policy applies to Postsecondary, Continuing Education, Apprenticeship programs and courses, along with Community Training where applicable.

2. Application and Scope

Evaluation of student's academic performance is an activity that formalizes a student’s status within a course and/or program. The College is accountable for evaluating student performance and for communicating the results of that evaluation in a clear, consistent and equitable manner.

3. Definitions

“Academic Manager” means a managerial employee who performs administrative duties with oversight of academic activities in each Department or School, typically an Associate Dean. The Academic Manager may assign part or all responsibilities for discharging the duties of this policy to an alternative administrator or designate (e.g., Program Manager) as required.

“Audit Courses” means where a student may be permitted to attend a course without being evaluated and where no credit is awarded for the course.

“Credential” means a degree, diploma, or certificate awarded by Mohawk College at Convocation.

“Cumulative GPA” means the GPA for all graded courses regardless of the term.

“Course Exemption” means the waiving of a specific course or group of courses through the completion of comparable courses at another institution upon request of the student. This may be granted based on an assessment by the receiving institution that a course already taken is equivalent in level and scope to the required course.

“Formally Recognized” means learning which may include credits awarded on transcripts from postsecondary educational institutions e.g., Ontario/Canada Community Colleges and Universities; and/or by recognized foreign credential assessment results; and/or other recognized educational institutions through formal articulation agreements.

“Grade” means a mark indicating the quality of a student's work.

“Grading” means the process of applying standardized measurements for varying levels of achievements in a course.

“Grade Point Average” (GPA) means values calculated by dividing the total points earned by the total units of credits attempted. Points are calculated by multiplying the value earned by the units assigned.

“Graduating GPA” means the GPA of all graded courses used toward the credential requirement upon graduation.

“Incomplete” means a designation used temporarily to indicate a student’s standing in a course.

“Program GPA” means the GPA of all successfully completed graded courses required for a specific program.

“Term GPA” means the GPA for all graded courses within a single term.

“Transcript” means the official college document which lists the student's complete study record including courses completed, grades obtained, and credentials conferred (as applicable).

4. Principles

Grades are earned by students and represent a measure of their academic achievement. The College-wide grading system shall be applied to all courses. All sections of a given course are to use the same grading designation.

The final grades of students are not official until recorded and released by the Registrar's Office. Following the release of final grades, all grades will be published on the student’s transcript.

It should be noted that all college personnel are committed to complying with the terms and conditions of the Freedom of Information and Protection of Privacy Act with respect to student grades and all other student information covered by the Act.

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Leadership Team.

5.2 Compliance

The Registrar’s Office is responsible for monitoring compliance with this policy and updating the policy every 5 years or as required earlier.

6. Rules

6.1 Grading

The College uses a percentage (no decimals) grading/evaluation/honours system for all students registered in Postsecondary, Community Training, Continuing Education and Apprenticeship. The following ranges apply:

Grades ranging from 50 – 100 are considered to be in the successful range.
Grades ranging from 0 - 49 represent failure.
For courses graded as “Requirements Met/Not Met”, the designation “R” signifies that requirements have been met; the designation “FL” indicates failure”.

Note: The College transcript reflects alpha grades for any course in which a student was registered from August 1991 to September 2004 (From 1978 – Spring 1991, numeric grades were used in a range from 4 [Excellent] to U [Unacceptable]).

A final grade for each course is recorded on a student’s transcript in the form of a percentage grade. A student requires a minimum of fifty (50) percent in a course to obtain a passing grade. Some courses may require a minimum of greater than 50% to obtain a passing grade and/or have mandatory components to achieve a passing grade.

The grade point equivalent will be used in calculating the grade point average (GPA).

6.2 Grade Designation with a Numeric Value

Courses that are not graded using a percentage value will be graded according to one of the methods as described below. Courses graded using these methods will not be used in the calculation of the GPA.

The following are not used for postsecondary diploma or certificate courses.

AC - Attendance Complete	Used only in Continuing Education, this designation is assigned for students who have met specific attendance requirements in non-credit courses in which attendance is the only measure of successful completion.
AN- Attendance Not Met	Used only in Continuing Education, this designation is assigned for students who have not met specific attendance requirements in non-credit courses in which attendance is the only measure of successful completion.
UW - Unofficial Withdrawal	Used only in Continuing Education, is assigned to a student who has not officially withdrawn from a course but who either fails to begin the course or who attends only the initial session(s) before any significant evaluation has taken place.

6.3 Credit Designations

The following designations apply for credit courses.

AU - Audit	Used to reflect a student’s formal decision to waive receiving a credit for a particular course by opting out of assignments, evaluation and grading.
CR- Credit Granted	To indicate the student has obtained credit for a course. The credit may have been earned through the Prior Learning Assessment and Recognition (PLAR) process.
E- Exemption	Used to indicate successful achievement of formal comparable learning outcomes. Not included in WGPA calculation.
FL - Requirements Not Met	“FL” signifies unsuccessful completion of a postsecondary course in which student learning is evaluated against course objectives, but where it would be inappropriate to record a percentage grade.
I - Incomplete	This designation is reserved for situations when the student has not completed the requirements of a course, as defined by the course outline, as the result of extenuating circumstances. The deficiency must be cleared by the end of Day 10 (as listed in the Important Academic Dates Calendar) of the next term in order to not hinder a student's progression.
NA - Grade Not Available	This designation is assigned when the grade has not yet been published. The designation is assigned automatically by the system when the appropriate conditions are met.
NG - No Grade Assigned	This designation is assigned when the grade has not yet been assigned. The designation is assigned automatically by the system when the appropriate conditions are met.
NT - Course Not Yet Taken	This designation is assigned where course enrolment has not taken place. The designation is assigned automatically by the system when the appropriate conditions are met.
R- Requirements Met	“R” signifies successful completion of a postsecondary course in which student learning is evaluated against course objectives, but where it would be inappropriate to record a percentage grade.
W - Official Withdrawal	Used for Postsecondary, Apprenticeship and Continuing Education students who drop a course within the time frame designated for withdrawals.

6.4 Credit Value/Weighting

6.4.1 Credit Value

The number of credit hours of a course is usually determined by the number of hours of class per week multiplied by the number of weeks in a term or session. One credit hour is usually assigned for each hour which meets per week over a term or session.

6.4.2 Non-Credit Courses

Courses will be considered non-credit and not assigned a credit value if they are less than 10 hours in duration, have an AC/AN grade type, or are considered non-postsecondary. Non-credit courses are not considered in the calculation of the weighted Grade Point Average (G.P.A.).

6.4.3 Repeat Courses

A student may choose to repeat a course in order to: a) improve a grade; b) make up a failed course; c) make up a course credit under special arrangement with their faculty member. In all cases, students are assessed the regular course fee for repeat courses. If students choose to repeat a course to improve a grade or make up a failed course, both grades will appear on the student’s transcript.

6.4.4 Audit Courses

The Academic Manager or designate is responsible for decisions related to student requests to audit courses. A decision in writing is required before or at the time of registration. The college is under no obligation to grant a student’s request to audit. Some courses are not available for audit; in addition, in some cases, there will be no vacancies in a class. (Note: Normal fee structures apply for audited courses.)

6.4.5 Weighted Grade Point Average (GPA)

Mohawk College transcripts will show a Weighted GPA each semester. A Weighted GPA is calculated according to the following formula:

Sum of Percentage Grades multiplied by the Credit Value divided by the sum of the Credits for the courses taken as defined by the Program of Studies

e.g., 82 x 3 = 246; 65 x 4 = 260; 73 x 2 = 146; 94 x 3 = 282

A total of 934 divided by 12 credits = 77% Weighted GPA

Courses not assigned a numeric grade (i.e., E, CR, AU, etc.) are not considered in the calculation of the Weighted GPA.

6.5 Recognition of Academic Excellence

6.5.1 Dean's Honours

Dean’s Honours will be awarded at the end of each semester by the Academic Manager of each School to students in full–time status according to Ministry guidelines who have received a Weighted GPA greater than or equal to 85%, with no failed grades.

6.5.2 Honours Graduate

This distinction is conferred on graduates who achieve a Weighted GPA greater than or equal to 85% (A-) on completion of a specified Program of Studies with no failed grades within the time frame established by the School with academic responsibility for the program.

6.6 Exemptions

Exemptions will only be granted provided that the student:

can show successful completion of work of at least the same level and scope as defined by the course(s) module objectives, or
has successfully completed the prescribed exemption test(s), and
has submitted an application for exemption through the on-line process, as outlined in the academic calendar, within the semester in which the student is enrolled in the course. Exemptions will not be considered following the completion of a course.

Courses graded with the designation “E” will not be included in the weighted GPA calculation.

6.7 Incomplete

This designation is reserved for situations when the student has not completed the requirements of a course, as defined by the course outline, as the result of extenuating circumstances (i.e., illness, death in the family, etc.). Faculty members are responsible for determining whether an Incomplete grade, offering an opportunity to complete a course, will be available.

Faculty have until the end of Day 10 (as listed in the Important Academic Dates Calendar) of the following term to submit grades. If a grade is not received, the Incomplete will be adjusted to a Fail.

The Associate Dean may extend the deadline to complete the incomplete process, this cannot extend beyond 6 weeks after the final grade deadline as posted in the Important Academic Dates for the term in which the Incomplete was applied. To apply this extension the Associate Dean will need to sign-off on the Incomplete Grade Extension Form and provide to the Registrar’s Office.

6.8 Transcripts

Students’ final grades and academic status are not official until released by the Registrar’s Office.

In the event that a grade has been calculated or recorded incorrectly, the Academic Manager will complete a “Grade Change Form” to correct the grade. Transcript amendments must be requested within 12 months of completion of the course for which the incorrect grade was recorded.