2018-19 Calendar

Grading Practices

1. Official Transcript

Official transcripts are sent directly to the receiving institution by the Office of the Registrar at the request of the student only. If there are any outstanding financial obligations, the official transcript will not be released.

2. Transcript Request

Student transcripts shall disclose the outcome of all coursework performed successfully or unsuccessfully by the student. Student transcripts shall differentiate credits granted for successful completion of Okanagan College courses, transfer credits granted for equivalent courses successfully completed at another recognized post-secondary institution or credits that may have been granted through the process of Prior Learning Assessment.

3. Posting of Final Grades by Instructors

The earliest possible dissemination of final grades is critical to students. Therefore, in accordance with the provisions of the Freedom of Information and Protection of Privacy legislation, instructors may post final grades outside their office, subject to the following conditions.

  1. That the instructor take reasonable precautions to ensure and protect confidentiality.
  2. That the student number and not the name of the student appear on the posting.
  3. That the posting clearly state that the final grades, as posted by the instructor, are tentative only and subject to final approval of the College.

Direct questions on reasonable precautions to ensure and protect confidentiality to the Registrar.

4. Standardized Grading System

Okanagan College's standardized grading system uses final percent grades to determine semester and cumulative grade averages. The system applies to all courses, irrespective of program.

Grades for all courses, regardless of credit value, will be based on a percentage system. The minimum and maximum grades for all courses will be 0 percent and 100 percent, respectively. Transcripts will include a percentage grade for each course, along with the number of credits awarded for the course. The following categories will be used. C- and D (marginal pass) will allow a student to continue in successive courses unless otherwise stated for specific programs or courses.

90 - 100 Percent - Letter Grade: A+
85 - 89 Percent - Letter Grade: A Grades = First Class
80 - 84 Percent - Letter Grade: A-
76 - 79 Percent - Letter Grade: B+
72 - 75 Percent - Letter Grade: B Grades = Second Class
68 - 71 Percent - Letter Grade: B-
64 - 67 Percent - Letter Grade: C+
60 - 63 Percent - Letter Grade: C Grades = Pass
55 - 59 Percent - Letter Grade:  C-
50 - 54 Percent - Letter Grade: D Grade = Marginal Pass
0 - 49 Percent - Letter Grade: F Grade = Failure

C- and D (marginal pass) will allow a student to continue in successive courses unless otherwise stated for specific programs or courses.

The minimum grade for nursing courses for progression within the BSN program is 60%. The minimum cumulative average to continue in the program is 65%. Students must receive a passing grade in each nursing course to progress to the next nursing course. Students must satisfy the prerequisites, co-requisites and concurrent requirements for each nursing course. Students must maintain a cumulative grade average for all required courses of 65%, and may be required to withdraw from their program if their cumulative grade average falls below 65%.

A minimum pass in a vocational course is 70%. In apprenticeship programs, Okanagan College instructors will complete both theory and practical assessments as prescribed by the Industry Training Authority for the specific apprenticeship trade program and level. The assessments (school reports) are provided to the Industry Training Authority to be included on the apprentice's apprenticeship record. The apprentice must achieve a minimum grade of 70% to pass.

A marginal pass in Adult Academic and Career Preparation is 50%, based on the Okanagan College standardized grading system. However, 60% is required to move to the next level in any subject. English as a Second Language (ESL) courses require 65%.

For those science courses in which the laboratory component is evaluated separately from the lecture component, a student must pass both components to obtain a passing grade in the course. If one or both of the components are not successfully completed, the maximum possible grade awarded will be 49%. Students are not allowed to take successive laboratory courses unless they have completed the prerequisite course.

No student may repeat a course for additional credit, unless approval is given by the Registrar. The College reserves the right to review grades. The official grades awarded are those listed on the semester grade transcripts.

5. Grade Average (GA)

To determine your grade average, multiply each course credit value by the standard percent grade received. Add the weighted grades, and divide the sum by the total number of credit hours. This method produces an average grade between 0 percent and 100 percent, inclusive.

Calculation of the Grade Average for Duplicate Courses: If any course is repeated, the original and the repeated grades are listed on the student's record. Only the higher percentage is considered in the calculation of the grade average. Generally courses which are repeated are required course in which a passing grade has not been obtained.

Calculation of the Grade Average for Courses Completed Before December, 1989: Percent grades have been reported only since December 1989. For the purpose of determining grade averages, letter grades are converted to a percent grade on the following basis:

A = 87%
B = 74%
C + = 66%
C = 64%
D = 53%
F = 42%

6. Aegrotat Standing

A student who has successfully completed the term work in a course but who is unable to write a final examination because of illness or compassionate reasons may be granted "Aegrotat" standing (a final mark based on the term work). Aegrotat standing is subject to approval by the dean.

The student must apply, in writing, to the dean and provide a physician's certificate or other supporting documents confirming his/her inability to write the final examination. Application for Aegrotat Standing should be made by the student before the date of the final examination or as soon as possible thereafter, but no later than the last day for submission of grade appeals, as stated in this calendar.

7. Anecdotal Grade

Under special circumstances an anecdotal grade may be granted to a student who is unable to complete all of the requirements of a course. Generally, the reason for granting an anecdotal grade will be a specific disability, but other extenuating circumstances may also be considered. An anecdotal grade is subject to approval by the appropriate program dean and the Registrar. The student and instructor (and support service in the case of a special needs student) together must submit a Recommendation for an Anecdotal Grade to the dean as soon as possible and no later than two weeks after the commencement of the program. At the end of the term, the final grade, plus confirmation of the completed components, will be submitted to the dean for approval. If approved, the grade will be forwarded to the Registrar. The student's transcript will be annotated to show a conventional grade only for those listed course components which he/she was able to complete.

8. Standings

AU: Audit applies only to diploma, Adult Academic and Career Preparation and university courses not taken by Distance Education
AUF: Audit Fail
AEG: Aegrotat Standing (see definition this page)
CIP: Course in Progress
P: Requirements of a subject completed satisfactorily, no quality grade assigned, credit granted where applicable. (Excluded from the calculation of grade average.)
SD: Standing Deferred: Based on the decision to grant a student an extension to complete outstanding course work, submission of a final grade by the instructor is deferred for up to four months. (Excluded from the calculation of all averages.)
T: Graduating essay not submitted - course continuing.
TA: Terminated for lack of attendance (Adult Academic and Career Preparation and vocational programs only).
TP: Terminated for unsatisfactory performance (vocational programs only).
W: Withdrawal: not included in the calculation of either semester or cumulative grade average.
I: Incomplete (Adult Academic and Career Preparation only)

a. Standards

A student who obtains a semester grade average of less than 55% in a credit program will be placed on academic probation. A student must obtain a minimum cumulative grade average of 60% to be eligible for graduation in a program of studies leading toward an associate degree, degree and some certificates. A minimum average of 70% is required to graduate from a vocational program.

b. Graduation with Distinction

For each degree, associate degree, diploma or certificate program, the top 15% of the graduating students shall have the words "with distinction" annotated on their degree, associate degree, diploma or certificate, provided that they achieve a minimum cumulative grade average of 80%. This designation will also be recorded on the student's transcript.

c. Dean's and Director's List

Students on the Dean's or Director's List are recognized and acknowledged each semester by having their names entered on the Dean's or Director's List for that semester. Their transcript shall be annotated and they shall receive a letter of commendation from the Dean or Director.

The level of scholastic excellence required for the Dean's or Director's List in any semester/term is based on all courses taken by the student during that semester/term and students must be taking a minimum of courses to qualify.

The required level of achievement varies by program according to the program area's requirements:

  • Academic Degrees, Diplomas and Certificates: a semester grade average of at least 85% on at least nine credits.

  • Health and Social Development diplomas: a program grade average of at least 85% on completion of the program and a recommendation from the program chair to the dean.

  • Health and Social Development Certificates excluding Certified Dental Assistant: a program grade average of at least 85% on completion of the program and a recommendation from the program chair to the dean.

  • Certified Dental Assistant, Business Vocational, and ESL certificates: a program grade average of at least 90% on completion of the program and a recommendation by the instructor to the Dean or Director.

  • Vocational Trades certificates and Apprenticeship: students must be within the top 10 per cent of the class and be recommended by their instructor to the Dean.

  • Foundational Programs (AACP and ASE): a term grade average of at least 85% on at least three courses or 15 hours a week of instruction.

  • Continuing Studies Certificates: a program grade average of at least 90% on completion of the program and a recommendation by the instructor to the Director.

9. Graduating Grade Average

A student's graduating grade average (GGA) is the weighted average of grades for those courses, as specified in the regulations below, taken at Okanagan College which are used to satisfy the graduation requirements for a degree, associate degree, diploma, or certificate conferred by the College. For a given course the weight is the number of credits and the value is the assigned grade.

The GGA shall be calculated according to the following regulations:

  1. Transfer credits from other institutions shall not be used in the calculation of a GGA.
  2. If a course is taken more than once, then only the highest grade for that course shall be included in the calculation of a GGA, with the exception of those courses that may be taken more than once for acceptable credit (e.g., directed studies, selected topics courses).
  3. Courses for which a grade of "pass" or "fail" is assigned (e.g., practica) shall not be included in the calculation of a GGA.
  4. If a student has been awarded more credits than are required for a degree, associate degree, diploma, or certificate, then only that set of courses that generates the highest GGA and that minimally satisfy the program graduation requirements shall be used in the calculation of the GGA.
  5. Baccalaureate Degree Programs: The GGA will be based on grades for the last 60 credits used to satisfy the graduation requirements of the specific baccalaureate program (excluding those courses for which a pass or fail grade is assigned).
  6. Associate Degree, Diploma and Certificate Programs: The GGA will be based on the grades of all courses taken at the College for credit toward satisfying the graduation requirements of the specific program, (excluding those courses for which a pass or fail grade is assigned).

Note: A minimum GGA of sixty percent (60%) is required to be eligible for graduation in a baccalaureate degree, an associate degree, diploma or non-vocational certificate program.

A minimum GGA of seventy percent (70%) is required to be eligible for graduation in a vocational certificate program.

For more information, please see Academic Requirements for Program Completion and Graduation.

10. Grade Appeals

If the student believes that he/she has not been treated fairly in the assessment of his/her performance in a course, that he/she is deserving of a higher grade in a specific component of a course, or that the determination of the student's final course grade is inconsistent with the grading methodology outlined in the course syllabus, the student may request a formal review of his/her course work or final grade. Grade appeal is intended to provide an opportunity to students to have a review of the performance or final grade in a course objectively by an impartial panel from within the relevant instructional discipline. A grade appeal committee is not constituted to receive or review complaints about a course or grievances against an instructor. Such complaints and grievances must be submitted to the dean of the relevant department. Students are cautioned not to submit frivolous grade appeals. Grade appeals, which, in the opinion of the Registrar, are clearly frivolous, may be declined. The appeals committee, after reviewing the student's course work, also has the power to lower a final grade.

a. Appeal by the Student

A student who wishes to have a final grade for a course reconsidered is encouraged whenever possible to first discuss the matter with the instructor concerned. If this step does not lead to satisfactory resolution, or cannot be followed, a student may make formal request for reconsideration of a final grade by writing to the Registrar within 21 days of the date on which the final grade was made available to the student by the Registrar. This request must clearly state the reason for the appeal, and be accompanied by a deposit of $30 for each grade appealed. Appeals which are clearly frivolous may be rejected.

The deposit will be refunded in the event that the originally assigned grade is changed and results in a higher grade. Term work (tests, examinations, papers, assignment, etc.) used as part of the evaluation procedure for a course must accompany the request for the appeal. Any term work item not submitted for review shall retain the grade originally assigned. An appeal is not required for the correction of omissions or errors.

Except for unusual circumstances, the appeal process shall be completed within 35 days of the date on which the Registrar forwarded the final grade to the student. Each appeal shall be considered by an appeal committee, which shall normally have the following membership:

  • the Registrar or his designate, in a non-voting capacity, shall act as chair, and shall name the members of the committee listed below, after consultation with the appropriate department and student association.
  • three instructors, in a voting capacity, from the appropriate department. No instructor who has previously been substantively involved, directly or indirectly, in assessing the student's course performance and/or in determining the student's final course grade shall be eligible to serve as a member of the appeals committee. The department chair should be one of the three instructors when possible. If three instructors are not available from the department, a sufficient number of instructors shall be appointed from a related department.
  • one student observer, in a non-voting capacity, who may otherwise participate in the review process.

The instructor whose grade is under review and the student appellant may request to appear before the committee, or may be requested by the committee to attend a hearing. The instructor shall state, in writing, the basis upon which the final grade was originally assigned. The committee shall review the student's performance in the course including term work and the final examination, if any, and decide whether the originally assigned grade should be changed. The committee, in its adjudication, may decide that the originally assigned grade should remain the same or should be changed to either a higher or a lower grade. The committee's decision shall be given in writing to the student and the instructor by the chair of the appeals committee.

A grade appeal committee is required by the College to perform a fair and impartial review, reassessment and adjudication of all appeals for review of final grades. Because final grades are the formal evaluation and measure of a student's comprehension and/or performance in a specific course or discipline, and because a committee is comprised of instructors with relevant pedagogical, professional and academic expertise necessary to perform this task, its decision is deemed to be final and may therefore not be appealed to higher Okanagan College authority unless for contravention of procedure to process.

b. Instructor Grade Revisions

An instructor who considers that an error was made in assigning a final grade shall submit in writing a revised grade together with an explanation to the Registrar.

Okanagan College Calendar: Printed 07/21/2018