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.

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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 official transcript requests, scholarship/bursary awards and graduation applications.

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 RNP [Registered – Not Present], Incomplete or Deferred Exam) is entered for every student in the class. Students who have withdrawn will not appear on the class list.

Either an “F” (failure) or an “FNP” (failure – no paper) can denote failing grades. Both grades do count towards the student’s sessional and cumulative grade point average.

A student whose name appears on the class list but who is unknown to the instructor shall be awarded the grade RNP (Registered – Not Present). Courses to which the RNP designation is applied shall not count toward the student’s sessional or cumulative grade point average.

The designation of F-AD is to be used for a student who is determined to be responsible for academic dishonesty or misconduct. Please refer to the General Calendar 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.

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Request for an Incomplete

This designation, at the request of the student, is entered using the online grade entry system if the student has failed to complete all course work. A maximum of three (3) months may be allowed for the student to complete the course work. To enter the grade for an incomplete select “request a change” using the online grade entry system. Along with the designation, a deadline date and default grade must be entered. This deadline date is the last date by which a final grade must be entered by the instructor, not the deadline date for the student to submit work.

The student may request an additional three month extension from the Instructor with the approval of the Dean. The Registrar’s Office must be notified in writing of the length of the extension. In exceptional circumstances, at the discretion of the Dean, students may be granted a further extension beyond the normal six-month maximum.

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.

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Request for a Deferred Examination

The process for requesting a deferred examination is similar to the request for an incomplete.  In this case, the student has not written the final examination. The designation is to be entered using the online grade entry system and must include a deadline date and default grade. This deadline date is the last date by which a final grade must be entered by the instructor, not the deadline date for the student to write exam.

The maximum fixed period of time for a deferred exam is three (3) months.  The request for a deferred examination must be made by a student within seven (7) days of the end of the examination period.

A deferred exam will only be allowed due to illness, disability, or domestic affliction.  The application must be accompanied or followed shortly by a medical certificate (or other appropriate documentation) stating the nature of the illness, disability or affliction, and the period that it covers.

If the faculty member denies the student’s request, the student may appeal to the Dean.  A further extension of the deferred examination of up to three (3) months may be granted upon application by the student, in writing, to the Registrar.

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.

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Change of Grade Form

The change of grade form is used for grade changes as a result of a successful grade appeal, special exam, recording error or challenge exam. 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.

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Special Examinations

When a student has failed to achieve a final examination mark representative of their ability as demonstrated throughout the duration of the course, the student may be allowed to write a special exam. The student may request a special exam or the instructor may also suggest to the student that they consider applying for a special exam. There is a specific application form to be used. Application must be made within 21 days of receipt of official marks and must be accompanied by a non-refundable fee.

All special examinations must be written within 14 days of approval being given, unless there are extenuating circumstances.

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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.

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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.

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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.

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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.

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Pre-Requisite Waivers

Pre-requisite requirements are automatically checked at the time of registration. If the pre-requisite has not been completed/met the registration will be blocked.

A student may be able to register without having the pre-requisite by completing a pre-requisite waiver form. The form must be approved by the instructor of the course and Dean (if applicable) then submitted to Financial & Registration Services.

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Contacts

For further information on:

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

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Forms

Forms are available online, at the Dean’s office, Registrar’s Office or Financial & Registration Services.

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