Faculty Handbook
Introduction
The following information is intended to provide general guidelines and rules you and your students will need to know with respect to registration and fee regulations. More detailed information can be found in the Undergraduate or Graduate Calendar. *
Final Grades
The 1992 Senate Guidelines on the submission of grades states that final grades for the regular session are to be entered, using the online grade entry system, no later than seven (7) days after the examination, or if no exam is scheduled, no later than seven (7) days after the last lecture. Spring and summer marks are to be entered no later than five (5) days after the exam, or if no exam is scheduled, no later than five (5) days after the last lecture.
Having grades entered by the deadline is imperative in order for our students to have access to final grades in a timely fashion. Late grades delay the processing of prerequisite checking, graduation applications, academic assessment, official transcript requests, and scholarship/bursary awards.
Final grades are entered on the online class list. Faculty members have electronic access to class lists. The instructor will enter the grades, submit to the Department Chair for approval, who will then forward to the Dean of the Faculty/School for final approval.
Grades cannot be submitted to the Department Chair until a letter grade (including Incomplete or Deferred Exam) is entered for every student in the class. Students who have withdrawn will not appear on the class list.
A student whose name appears on the class list but who is unknown to the instructor shall be awarded the grade of “F” (failure). This grade shall count toward the student’s sessional and cumulative grade point average.
Refer to the Academic Integrity Policy for information on academic dishonesty and misconduct.
When the Dean has given final approval, grades will automatically be entered to the student’s record and the students will receive email notification of the grade posting. Final grades will not be given out verbally by the Registrar’s Office or Financial & Registration Services.
For more information on the online grade entry system, please visit:
Grade Entry Instructions for Faculty
Mark Statements
All final grades are available to students through the online student information system following the end of each term. Students will not have access to their online information if they have any outstanding fees owing to Brandon University.
Request for an Incomplete
Where a student has failed to complete one or more course requirements, the instructor, at their discretion, may assign a grade of INC (Incomplete) for the course. When an incomplete is granted, the instructor will also indicate on the electronic grade form the date by which the term work must be completed and a final grade entered, to a maximum of three months from the last date of the final examination period of the term in which the course was offered. That grade will be applied to the student’s record if the work is not completed and a final grade entered by that date.
Subsequent extensions to the original date may be granted by the instructor with the approval of the Dean of the Faculty/School offering the course, up to a further three-month maximum. In exceptional circumstances, students with documented health concerns may, at the discretion of the Dean, be granted a further extension beyond the normal six-month maximum.
To enter the final grade to clear an incomplete select “request a change” using the online grade entry system. Any grade revision after the final date will be accepted only with the written approval of the Registrar on a Change of Grade form.
Request for a Deferred Examination
A student who is unable to attend a final examination as a result of medical, compassionate, or other circumstances beyond their control that make it impossible to write the final examination as scheduled without undue hardship may request a deferred examination.
No later than 48 hours after the start of the exam, the student must contact the instructor to request a deferred examination. Submission of appropriate documentation may be required. If the instructor denies the request, the student may appeal to the Dean of the Faculty/School offering the course. If the Dean denies the request, the student may appeal to the Student Appeals Committee (SAC). The decisions of SAC are final.
A deferred examination must be written within three months from the last day of the examination period in which the original examination was held. In the case of irregularly scheduled courses, a deferred examination must be written within three months from the last day of class in the course. It is the instructor’s responsibility to determine and communicate to the student the date, time and location of the deferred examination. Only deferred examinations for students registered with Student Accessibility Services may be scheduled in the Student Accessibility Services office.
When a request for a deferred examination is granted, the instructor will indicate on the electronic grade form both the date by which the final course grade will be entered following the deferred examination and the default course grade that will be applied if the final course grade is not submitted by that date.
In cases where medical, compassionate, or other circumstances beyond the student’s control make it impossible to write the deferred examination as scheduled without undue hardship, the Dean of the Faculty/School offering the course may, in consultation with the instructor, grant an extension of up to three months. The student may submit any further extension request, along with a letter of support from the instructor, to the Student Appeals Committee (SAC). The decisions of SAC are final.
To enter the final grade to clear a deferred examination select “request a change” using the online grade entry system. In the event a revised grade is not entered by the final date, the default grade indicated will stand. Any grade revision after the final date will be accepted only with the written approval of the Registrar on a Change of Grade form.
Change of Grade Form
The change of grade form is used for grade changes as a result of a successful grade appeal, supplemental exam, recording error or late submission of final grade to clear an Incomplete/Deferred Examination. Original grades will not be changed without the approved form. The form must be signed by the faculty member, the Department Chair and the Dean of the Faculty/School for the course.
Supplemental Examinations
In rare circumstances where a student, due to medical, compassionate, or other circumstances beyond their control, has failed to achieve a final examination mark considered to be representative of their ability as demonstrated throughout the duration of the course, the Instructor, Department Chair/Program Coordinator, and Dean may provide written authorization for the student to write a supplemental examination.
A Supplemental Examination Form must be submitted to the Registrar’s Office within 21 days of the official publication of final grades for the course. All supplemental examinations must be written within 14 days of form submission, except in cases where enforcement of this timeframe would create undue hardship for the student.
Grade Appeals
Where a student wishes to appeal the final grade received in a course (excluding Music or Visual Art courses culminating in a jury, concert or thesis exhibition), they should first consult with the course instructor. After this discussion, if the student still believes the grade is inappropriate and wishes to appeal it, they may do so by submitting a written request to the Dean of the Faculty/School in which the course is offered. This request must be submitted within 30 days of the date on which the final course grade was issued. The Dean will consult with the instructor concerned and otherwise investigate the matter. If the Dean believes it is warranted, they will ask one or two other members of the department concerned to review the course grade and provide a recommendation. The Dean will then made a decision and so inform the student, submitting a change of grade form is such action is applicable.
If the student is dissatisfied with the action taken by the Dean, they may submit an appeal to the Student Appeals Committee. Normally, this must be done within 14 days of receiving the Dean’s decision. The student will submit written reasons why they believe a change of grade is warranted. The appeal will be heard by the Committee, following such procedures as they may from time to time establish for hearing appeals. The Committee will request a written statement from the Dean as to their reasons for rejecting the appeal, and will subsequently review both this statement and the student provided by the student. The Committee will render a decision which shall be final.
Class Lists
Class lists are available online. To obtain your class list:
- From the Brandon University homepage select the Services tab from the choices across the top of the page.
- From the list of Employee Resources select Information Query.
- Log into the Information Query screens using your Novell username and password.
- The Information Query screens will provide access to the information that is approved for your username. This could include a class list, waiting lists, financial reports for grants or department accounts.
- Select the Instructor’s Class List tab.
- On the right side of the page you will be presented with a list of all your courses.
- To retrieve the class list for a particular course click on the word Class List beside that course. The particulars of that course – course number, name, capacity and the number currently enrolled or on the waiting list will appear as well as a list of the students enrolled.
- To print the class list select Output to Excel. The class list can now be printed in excel format.
For limited enrolment courses, students who are registered but do not attend the first three classes or notify the instructor that they intend to attend may have their registration cancelled in favour of someone else wishing to register for the course. If you know of a student(s) registered in your course but not attending, please provide the Registrar’s Office with the student’s name, student number and the course information. The student(s) will be removed from the course and notified through their BU email of the course removal.
If it comes to your attention that you have a student attending the class or who has submitted assignment/test that is not on the class list/grade report, please advise them to go to Financial & Registration Services immediately so the error or omission can be corrected. Students that do not appear on the Exam Verification List are not allowed to write an final exam.
Academic Progress
Mandatory advising within Student Services, is an essential part of creating a positive first year experience and transition for new students enrolling at Brandon University. Prior to registration, first year students are notified by mail of their assigned advisor. Throughout their academic career, students are encouraged to actively take part in advising, by meeting initially with their assigned advisor in Student Services (during the first 18 earned hours) and through to graduation with the program advisor for their declared major.
After completion of 24 credit hours or more, all students will be assessed for a minimum academic performance level based on the number of credit hours attempted by the end of the session. They will then be assigned the status of regular student, academic probation, academic suspension or academic withdrawal. See the Undergraduate or Graduate Calendar for further explanation of academic performance.
Bachelor of Arts and Bachelor of Science students are required to declare a major for their degree once the sum of completed credit hours and credit hours currently registered is equal to or greater than 18. Formal declaration of a minor is required once the sum of completed credit hours and credit hours currently registered is equal to or greater than 30.
Tuition Payment and Registration Cancellation
Regular session tuition is payable by the official start date of each term. Spring and summer tuition must be paid at the time of registration. Student financial statements are electronically mailed to students. All student financial information is available to students through the online student information system. It is the student’s responsibility to ensure that fees are paid on time.
Registration is not complete until the student has complied with all the requirements of the enrollment process and paid the appropriate fees. Students who neglect to pay fees will go through the cancellation process. A fee is charged for reinstatement.
Course Withdrawal
It is the student’s responsibility to submit a course add/change/withdrawal request to Financial & Registration Services. Last date to change courses and deadline to withdrawal can be found in the Registration Guide or online.
Students may change sections of the same course only up to the last date for registration changes for the relevant term without academic and financial penalty.
Refunds are calculated from the date Financial & Registration Services is informed in writing of the course drop/withdrawal. The refund schedule has graduated refund amounts based on the date the course is dropped. Please schedule mid-term tests so that students know their marks before the last date of voluntary withdrawal from a course.
A student will be permitted to withdraw from a course after the last date for withdrawal only for reasons of illness, disability or domestic affliction supported by a certificate from a qualified professional. Using this information, the Instructor and the Dean of the Faculty/School in which the course is located will make a discretionary decision. The student will then be permitted to withdraw from the course and will be assigned the notation “AW” (authorized withdrawal). This notation does not count in the calculation of grade point average.
Prerequisite Waivers
Prerequisite requirements are automatically checked at the time of registration. If the prerequisite has not been completed/met the registration will be blocked.
A student may be able to register without having the prerequisite by completing a prerequisite waiver/permission of instructor form. The form must be approved by the instructor of the course and Dean (if applicable) then submitted to Financial & Registration Services.
Contacts
General tuition and registration questions: Ext. 724 or Ext. 313
Official transcript requests: Ext. 724
Exams, grades, letters of permission: Ext. 735
Student accounts, sponsorship, student loans: Ext. 699
Forms
Forms are available online, at any Dean’s office, Registrar’s Office or Financial & Registration Services.