SFU
BOARD OF GOVERNORS
S.07-138
A ?
dc ?
O9
@xce- g Nov
o
1-
S
ze
0,
iç
MEMO
Simon Fraser University
ATTENTION
Senate
8888 University Drive
Burnaby
BC
V5A 1S6
FROM
Alison Watt, Director,
University Secretariat
Canada
{
RE
Policy revision
tel
?
778.782.3495
I
DATE
18 October, 2007
fax ?
778.782.4860
Motion
That Senate approve and recommend to the Board of Governors the
revision of Policy 1. 10.09 and the revision of T 20.01 effective
immediately.
4kso.
k9d^
SIMON FRASER UNIVERSITY
THINKING OF THE WORLD
SFU
MEMO
Vice President, Legal Affairs
Special Projects Office
Contact
Telephone: 778-782-6877
Fax: 778-782-186O
ATTENTION Judith Osborne. VP, Legal Affairs
?
I
TEL
FFROM K.C. Bell. Director. SpeciaL Projects
RE PoLicies 1 10.09 (Retention and DisposaL of Student Exams or Assignments) and T 20.01
(Grading and the Reconsideration of Grades)
DATE October 18. 2007
?
1
TIME 10:05 AM
Mailing Address
Strand Hall 3199
8888 University Drive
Burnaby, BC V5A 156
CANADA
• The investigation of a complaint made by an SFU student to the BC Information and Privacy
Commissioner resulted in findings that the SFU policy framework for student grade appeals was
deficient. The University agreed to make changes recommended by the OIPC as follows:
1.
In 110.09, minor changes are made in sections 2.1.3 and 2.1.5 to clarify the period for
which student exams and assignments must be retained by the department when an appeal or
dispute is involved.
2.
In T 20.01, changes are made to draw specific attention to the responsibilities of students in
retaining information needed to support a grade appeal.
The opportunity was taken to reformat both policies to be consistent with other recently
approved and/or revised policies. These revised policies are forwarded for approval by Senate and
the Board of Governors.
C: Ian Forsyth, Director, Archives and Records Management
I concur and so recommend:
?
I concur and so recommend:
J^
udit
^Osbom^
e
?
Michael Stevenson
VP Legal Affairs
?
President and Vice Chancellor
I
iJ
SIMON FflASEt UNIVERSITY
?
THINKING OF THE WORLD
SLA,10N FRASER UNIVERSITY
POLICIES AND PROCEDURES
SIMON FRASER UNIVERSITY
?
Date
?
Number
Policies and Procedures
?
January 12, 1998
?
110.09
Revision Date
October 2007
?
Revision No. A
Retention and Disposal of Student Exams or Assignments
1.0 ?
Purpose
1.1 ?
This policy is intended to ensure that student exams and assignments are managed in a way that
ensures compliance with the privacy rules in BC's
Freedom of Information and Protection of
Privacy Act
(RSBC 1996, c. 468);
1.2 ?
To ensure that student exams or assignments used to make decisions directly affecting the rights
of the student, when retained by the University, are kept for at least one year after final use; and
1.3 ?
To ensure that the privacy of students is protected through the secure disposal of their exams and
assignments.
2.0
?
Policy
2.1
?
Retention
2.1.1
Student exams and assignments are records of the University when retained by faculty and fall
under the definition of personal information in the
Freedom of Information and Protection of
Privacy Act.
They document decisions made by University faculty that directly affect the student.
2.1.2 ?
Graded examination papers or course assignments are returned to students or retained by the
course instructor at his/her discretion. The exception is final examinations which are retained by
the University.
2.1.3
?
When exams or assignments are not returned to the student, the University must retain that
information for at least one year after using it so that the student has a reasonable opportunity to
obtain access to it. This means faculty would retain these records for one year from the semester
in which they were written and graded before disposing of the information unless there is an
appeal (see point 2.1.5 below).
2.1.4
?
Students should be informed to retain exams and assignments that are returned in case they wish
to appeal a grade.
2.1.5 If an exam or assignment is used as evidence in a grade appeal or some other dispute resolution
procedure, it must be kept for one year from the date on which a grade appeal is finally decided
or other dispute resolved.
2.1.6 A Records Retention Schedule and Disposal Authority (RRSDA) has been prepared by the
Archives Department and approved by the University Registrar and Vice-President Academic for
1]
.
-I-
'J
S
common use by all University faculties and departments. The RRSDA provides administrative
and legal authority for the retention and disposal of student exams or assignments after one year
from date of final use.
?
2.2 ?
Disposal
?
2.1
?
University records must be disposed of in a manner appropriate to the sensitivity of the
information.
?
2.2
?
Student exams or assignments contain sensitive personal information and are to be disposed of
by physical destruction in such a way that they cannot be retrieved or reconstructed. Departments
disposing of these records would contact Facilities Management, Recycling Services to arrange
for confidential shredding.
?
3.0 ?
Scope
?
3.1
?
This policy applies to all departments that administer student exams or assignments.
?
3.2 ?
This policy applies only to graded examination papers or course assignments retained by
University faculty. Students are responsible for the retention of exams and/or assignments that
have been returned to them.
?
4.0
?
Roles and Responsibilities
?
4.1 ?
The University officials designated by the Board of Governors in the FOl/POP Schedule of
Authorized Officers are responsible for ensuring the implementation of this policy (see Policy I
10.02, Schedule A).
?
5.0 ?
Authority
?
5.1
?
The legal authority for this policy arises from the following provincial statutes:
• The University Act (RSBC 1996, c. 468)
• The Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
?
6.0
?
Definitions
"Final use"
means the exam or assignment has been graded and all grade appeals or other
disputes regarding the exam or assignment have been decided or resolved.
.
/If.
EXISTING POLICY
.
Home
RETENTION AND DISPOSAL OF STUDENT EXAMS OR ASSIGNMENTS
Date ?
Number
SIMON FRASER UNIVERSITY
?
January 12, 1998 ?
11009
Policies and Procedures
Revision Date ?
Revision No.
Purpose
• To ensure compliance wrth:the privacy rules in B.C's Freedom of Information and Protection of Privacy Act
• To ensure that student exams or assignments used to make decisions directly affecting the rights of the student when retained by the
University, are kept for at least one year after use.
• To ensure that the privacy of students is protected through secure disposal of their exams and assignments.
Respouisitivtty
The University officials designated by the Board of Governors in the FOl/POP Schedule of Authorized Officers are responsible for ensuring the
implementation of this policy.
Swpo
• This policy applies to all departments that administer student exams or assignments.
• This policy applies only to graded examination papers or course assignments that are retained by University faculty.
Policy
1. Retention
1.1 Student exams and assignments are records of the University when retained by faculty and fall under the definition of personal
information in the Freedom of Information and Protection of Privacy Act They document decisions made by University faculty that
directly affect the Student
1.2 Graded examination papers or course assignments are returned to students or retained by the course instructor at his/her
discretion. The exception is Inst examinations which are retained by the University.
1.3 When exams or assignments are not returned to the student, the University must retain that information for at least one year
after using it so that the student has a reasonable opportunity to obtain access to it. This means faculty would retain these records
for one year from the semester in which they were written and graded before disposing of the information.
1.4 Students should be informed to retain exams and assignments that are returned in case they wish to appeal a grade.
1.5 If an exam or assignment is used as evidence in a grade appeal or some other dispute resolution procedure, it must be kept for
one year from the date on which a grade appeal is decided.
1.6
A Records Retention Schedule and Disposal Authority (RRSDA) has been prepared by the Archives Department and approved by
the University Registrar and Vice-President Academic for common use by all University faculties and departments. The RRSDA
provides administrative and legal authority for the retention and disposal of student exams or assignments after one year from date of
last use.
2. Disposal
2.1 University records must be disposed of in a manner appropriate to the sensitivity of the information.
2.2 Student exams or assignments contain sensitive personal information and are to be disposed of by physical destruction in such a
way that they cannot be retrieved or reconstructed. Departments disposing of these records would contact Facilities Management,
Recycling Services to arrange for confidential shredding.
.
0
5.
SIMON FRASER UNIVERSITY
Policies and Procedures
Date
Number
November 5, 1979
T 20.01
Revision No.
__________
_______
Revision
Mziy
Octobcr
12, 2005
1,
Date
1002
A
&
October 2007
D (draft 1.2)
T 20.01 Grading and the Reconsideration of Grades
1.0 ?
Purpose
1.1
?
This policy sets forth the basis of grading practices at SFU and establishes:
1.1.1 the basis on which grades will be assigned;
1.1.2 the responsibilities of the Instructor and the Chair with respect to grading; and
1.1.3 the responsibilities of the Student, the Instructor, the Chair and the Dean with respect to the
reconsideration of a grade, and the role of Senate in any such reconsideration.
1.2
?
On the basis of 1.1 above, this policy is intended to ensure the maintenance of high academic
standards, reasonably consistent and equitable evaluation practices within and across courses, and
appropriate procedures on the reconsideration of grades.
1.3
?
This Policy is not intended to restrict unduly the basis on which final grades for a course are
assigned, but to emphasize that students, the Instructor and the Chair should know in advance the
general basis on which grades will be awarded. This may include, in various combinations, such
items as results on a mid-term examination, a final examination, frequent tests throughout the
term, classroom attendance/participation, projects, term papers, essays, laboratory work, evidence
of extensive reading and so forth.
2.0. ?
Policy
2.1 ?
The Basis on which Grades Shall Be Assigned
2.1.1
Grades shall reflect demonstrated achievement in meeting course objectives.
2.1.2 The general procedures to be followed in arriving at the final grade shall be clearly
communicated to students and the Chair in advance. This may include, in various combinations,
such items as results on a mid-term examination, a final examination, frequent tests throughout
. ?
the term, classroom attendance and participation, projects, term papers, essays, laboratory work,
evidence of extensive reading and so forth.
120.01 Grading and Reconsideration of Grades DRAFT 1.2,
[1
2.1.3 Students shall be advised of the general manner in which a grade will be assigned for any specific
work required throughout the term. For example, if an essay is to be graded for style, format or
documentation, the student shall be informed of that.
2.1.4 Where a department has guidelines regarding the expected distribution of grades for particular
courses or for a type of course, those guidelines will be published prior to the beginning of the
course(s) and shall include a rationale for that distribution.
2.2
?
Grading - Responsibilities of the Instructor
2.2.1 The Instructor is responsible for providing the Department Chair (normally six weeks in advance
of the start of the semester) with a course outline and a statement setting out the course
requirements and how these will relate to course grades. If circumstances subsequently require a
change in those requirements, the Instructor will provide students with a statement setting out
those changes within the first week of classes. Course outlines usually should advise students
how marks will be allocated among such activities as final exams, mid-term exams, tests, term
papers, tutorial participation, projects, laboratory work and any other requirements.
2.2.2 The Instructor will grade and return as promptly as possible mid-term, essays and other course
requirements.
2.2.3 The Instructor will provide the Chair, upon request, with a clear rationale for whatever grading
approach is proposed.
2.2.4 If a Department Chair is unwilling to accept a proposed grading approach, the Instructor has
?
recourse to the Faculty Dean, whose resolution of the matter will be considered final.
2.2.5 The Instructor is responsible for maintaining clear records of the marks given, to weight those
marks to establish a final grade, and to ensure those records and any student work retained
(exams, essays, etc.) are kept for at least one year following the end of the semester. Where a
student requests the reconsideration of a grade, the Instructor is responsible to retain records and
student work for one year following the final resolution of that reconsideration. Such records and
material will be available to the Department Chair on request, and should be filed with and
retained by the Department for the subsequent semester if the instructor will be absent. Upon
request, a student shall be given access to his or her own work, as well as information about the
evaluation, grading and weighting of it.
2.2.6 The Instructor is responsible for attempting to resolve each request from a student to reconsider a
grade, and to cooperate with the Department Chair in the resolution of any request the Instructor
is unable to resolve directly.
2.3 ?
Grading - Responsibilities of the Chair
2.3.1 The Chair is responsible for obtaining from Instructors course outlines, including statements of
course requirements and how they will relate to course grades, and for making these outlines
available to students (normally six weeks in advance of the start of the course).
T 20.01 Grading and Reconsideration of Grades DRAFT 1.2, pap..'
S ?
2.3.2 The Chair is responsible for considering requests from Instructors to assign letter grades on some
basis other than that stated in 2.1.2 above and to approve those requests in which the evidence
suggests the alternative approach is warranted.
2.3.3 In special cases (i.e., after the first week of classes), the Chair is responsible for considering
requests from Instructors to assign letter grades on some basis other than that stated in 2.1.2,
having considered the merits of the request, to approve or disapprove it.
2.3.4 The Chair is responsible for reviewing with the Instructor the grades assigned in each course to
determine whether:
a) grading has been done with reference to academic achievement (unless some other basis
has been approved in advance);
b) that it is consistent with the course requirements and basis stated in advance; and
c)
to countersign the grade sheet for a course when he/she is satisfied that students in the
course have been graded appropriately.
2.3.5 When a Chair refuses to sign an Instructor's grade sheet, it is expected that the Chair and the
Instructor will do everything possible to resolve the difference and, failing that, the Instructor will
have recourse to the Faculty Dean, whose resolution of the matter will be considered final.
2.3.6 The Chair is responsible for reviewing grading practices from time to time in consultation with all
faculty members of the department, for encouraging the department to consider issues related to
grading, and for encouraging consistency in grading practices across the department.
is
?
2.3.7 When an Instructor and a Student are unable to reach agreement on the reconsideration of a
grade, the Chair is responsible for assisting them to achieve a fair reconsideration of a grade.
2.4
?
Grading - Responsibilities of the Student
2.4.1 A Student is responsible for retaining exams and assignments that are returned in case the Student
wishes to appeal a grade.
2.4.2 A Student who is unclear about the requirements for a course, or about the basis on which a grade
will be assigned, or who is concerned about the marking of a particular assignment, is expected to
seek clarification or to express his/her concern to the Instructor in a timely manner, normally
within 10 days of receiving the information.
2.4.3
A Student who is seeking reconsideration of his/her final grade in a course is expected to raise
his/her concern with the Instructor without delay, normally within 10 days of the release of the
final grade.
2.4.4 The reconsideration of a grade may result in the grade being raised, lowered or remaining
unchanged.
2.4.5 In the event that a Student is unable to contact the Instructor, or does not receive a timely reply
from the Instructor, or wishes to pursue further a request for reconsideration of a grade after
S
receiving a response from the Instructor, the Student may present in writing his/her request and
supporting reasons for it to the Chair. Such a request will normally be submitted within 60 days
of the release of grades.
a
T 20.01 Grading and Reconsideration of Grades DRAFT 1.2, pay(
?
2.5 ?
When Reconsideration of a Grade is Requested
2.5.1 When a Student has requested a grade be reconsidered, it is the Student's responsibility to provide
to the Chair all the relevant work returned by the Instructor, and it is the Instructor's
responsibility to provide to the Chair all relevant work which has been retained.
2.5.2 A Student who is concerned that his/her request for reconsideration has been inappropriately
addressed at the departmental level may convey his/her concern to the Dean. The Dean will
review the events and:
a.
where he/she is satisfied that no new evidence has been presented and that judicious and
proper procedures have been followed throughout, will confirm the grade awarded at the
departmental level;
b.
where significant evidence appears not to have been appropriately considered at the
departmental level, the Dean may refer the reconsideration back to the Chair with
instructions;
c.
where, in his/her judgment, the matter cannot be resolved at the departmental level, the
Dean may initiate reconsideration by alternative means.
2.5.3 The Chair shall first seek to resolve the concern through consultation with the Student and the
Instructor. If the matter cannot be resolved during this consultation, the Chair will arrange for an
appropriately qualified person (or persons) to reevaluate the work and establish a grade, or to take
such other steps as are necessary. Should the student request anonymity in such a re-evaluation,
reasonable steps shall be taken to ensure it.
2.5.4 The decision of the Dean shall be final, subject only to an appeal to Senate. Such appeal may go
forward only with the permission of the Chair of Senate on clear evidence satisfactory to her/him
that there have been improper procedures in reconsideration as undertaken. The Chair of Senate
periodically will report to Senate on the disposition and nature of such requests to appeal to
Senate which have not gone forward to that body.
?
2.6 ?
Retention of Examinations and other Records
2.6.1
In a course which includes a final examination, the marked examinations shall be retained by the
Instructor. If the Instructor is to be away from campus, all pertinent papers and items are to be
filed with and retained by the department for at least one year following the semester in which
they were written. Should a request for the reconsideration of a grade still be pending longer than
one year later, the marked examinations for that course will be retained as long as it is pending
plus one year after a final decision or resolution is reached.
?
3.0
?
Scope
?
3.1
?
This Policy applies to all courses offered by Simon Fraser University and for which a grade is
assigned based on work submitted by students.
?
4.0 ?
Roles and Responsibilities
?
4.1
?
Roles and responsibilities are set out in section 2 of the Policy above.
T 20.01 Grading and Reconsideration of Grades DRAFT 1.2, pajs(
?
5.0
?
Authority
?
5.1 ?
This Policy is administered under the authority of the University Senate.
?
6.0 ?
Definitions
"Dean"
means Dean of the Faculty responsible for offering the course.
"Instructor"
means the faculty member, sessional instructor or other person with primary responsibility
to grade the work of students within the course.
"Chair" means the Chair of the department offering the course for which a grade is being assessed and/or
reconsideration of a grade is being requested.
Records created as a result of actions under this Policy will be managed in accordance with a Records
Retention Schedule and Disposal Authority (RRSDA). The University Archivist is responsible for
approving all RRSDAs.
4
.
.
(0.
1 20.01 Grading and Reconsideration of Grades DRAFT 1.2, pa
V<
EXISTING POLICY
Home
GRADING PRACTICES AND GRADE APPEALS
Date ?
Number
SIMON FRASER UNIVERSITY
?
October 1, 1992
?
T20.O1
Policies and
Procedures
Revision
Date ?
Revision No.
May l2,2005
?
A
Approved by Senate November 5, 1979
I. Objectives
1.
To set forth the basis of grading practices at SFU and, specifically to darify
a the basis
on
which grades will be assigned;
b. the responsibilities of the instructor and the Department Chair with respect to grading, and
C.
the responsibilities of the student the instructor, the Department Chair, and the Dean with respect to reconsideration of a grade, and
the place
of
Senate in such reconsideration.
2.
On the basis of I above, to ensure continued maintenance of high academic standards, reasonably consistent and equitable evaluation
practices within and across omirses, and appropriate procedures on grade reconsideration.
II. The Basis on which Grades Will Be Assigned
This paper is not designed to restrict unduly the basis on which final grades for a course are assigned, but to stress that students the
instructor and the Chair should know in advance the general basis for awarding of grades. This may include in various combinations such items
as results on a mid-term examination, a final examination,frequent tests throughout the term, classroom attendance/ participation, projects,
term papers, essays, laboratory wodi, evidence of extensive reading and so forth. There should be dear indication of the general procedures
to be followed in arriving at the final grade. Grades will reflect demonstrated achievement in course objectives.
In addition, students should know the general manner in which a grade will be assigned for any specific wont required throt4rout the term. For
example, if an essay is to be graded for style, format or documentation the student should be informed of that
Should departments have guidelines on expected distributions in particular types of courses they will be made public prior to the beginning of
the course and will be accompanied by a rationale for the expected distribution.
lii. Grading
A. Responsibilities of the Instructor
1.
To provide the Department Chair (normally abc weeks in advance of the start of the semester), with a course outline and a statement
of the course requirements and how these will be related to course grades. If circumstances require a change
in
requirements, to
provide such statement of such changes to students within the first week of classes. Course outlines usually should advise students
of allocation of marks as between final exams, mid-term exams, tests, term papers, tutorial participation, projects, laboratory wont
end any other requirements.
2.
To grade and return as promptly as possible mid-term, essays, and other course requirements. (Ref: Ill A4.; IV 5., 6.)
3.
To provide the Chair, upon request with a clear rationale for whatever grading approach is proposed. (Ref: Ill B 2., 3.)
If a Department Chair is unwilling to accept a proposed grading approach the instructor would have recourse to the Faculty Dean
whose resolution of the matter would be considered final.
4.
To maintain clear records of the marks given and to weighting
of
those marts to establish a final grade and to ensure that those
records and any student work retained (exams
,
essays, etc) are kept for at least one year following the end of the semester (arid
lid
after that until any outstanding requestfor reconsideration of a grade is resolved). Such records and material will be available tattle
Department Char on request, and should be filed with the Department for the subsequent semester f the instructor will be absent
S ?
5. To attempt to resolve each request from a student for reconsideration of a grade and to cooperate with the Department Chair in the
resolution of any request the instructor is unable to resolve directly. (Ref IV 2., 3., 4.)
B. Responsibilities of the Department Chair
1.
To obtain from instructors and make available to students (normally six weeks in advance of the start of the semester), course
outlines including statements of course requirements and
hew
these will be related to course grades. (Ref. III A I.)
2.
To consider requests from instructors to assign letter grades on
some basis other than that stated in II above and to approve those
requests in which the evidence suggests the alternative approach is warranted. (Ref. Ill A 3.)
In special cases . after the first week of classes to consider, and then approve or disapprove, requests from instructors with class
approval to assign letter grades on some basis other than that stated in III Al.
3.
To review with the instructor the grades assigned in each course in order to ascertain that grading has been done with reference to
academic achievement (unless some other basis has been approved in advance), and that it is consistent with the course
requirements and basis stated in advance, and to countersign the grade sheet for a course when he/she is satisfied that students in
the course have been graded appropriately. (Ref. III A 1., 3.)
If a Department Chair has refused to sign an instructor's grade sheet, it is expected that the faculty member concerned and the Chair
will do everything possible to resolve the difference and, failing that the faculty member would have recourse
to the Faculty Dean
whose resolution of the matter would be considered final.
4.
To review grading practices from time to time in consultation with all faculty members of the department, to encourage the
department to consider issues related to grading, and to encourage consistency in grading practices within the department
5.
To assist an instructor and a student in achieving fair reconsideration of a grade in the event the instructor and student are unable to
achieve such reconsideration without assistance. (Ref: Iii A 5.)
IV. Reconsideration of a Grade
1. A student who is unclear about course requirements or the basis for grading, or who is concerned about the marking of a particular
•
assignment is expected to seek clarification orto express hisfl,er concern to
the instructor in a timely mariner.
2. The student who is seeking reconsideration of hisftier final grade in a course is expected to raise his/bar concern with the course instructor
without delay. (Ref. Ill A 5.)
A grade reconsideration may raise the grade, or lower the grade or leave the grade unchanged.
3. The student who is unable to contact the course instructor, or who receives no reply from the course instructor after a reasonable period of
lime, or who wishes to pursue a request for reconsideration of a grade after receiving a response from the instructor, may present his/her
request together with the reasons for it in writing to the Chair of the Department in which the course is offered - normally within sbcty days of
the release of grades
4. The Chair shall first seek to resolve the concern by dealing with the student and the instructor. If
it
cannot be resolved at that level it is the
responsibility of the Chair, after consultation with the student and the instructor, to arrange for a re-evaluation of the work on which the grade
was based by an appropriately qualified person(s) and the establishing of a grade taking account of that re-evaluation, or to lake such other
steps as are necessary. Should the student request anonymity in such a re-evaluation reasonable steps shat be taken to ensure it.
5. In the event of a request for reconsideration of a grade, it
is
the students responsibility to provide all the relevant work which has been
returned to him or her and it is the instructor's responsibility to provide all relevant work which has been retained. (Ref: III A2., 4)
Idj
r ?
6. In the course which includes a final examination the marked examinations shall be retained by the instructor or,
if
the instructor is lobe away
from campus, all pertinent papers and items are to be filed with the department to be retained for at least one year following the semester in
which they were written. (Should a request for reconsideration still be pending longer than one semester later, the marked examinations for
that course will be retained as tong as
it
is pending.) (Ref. III A 4.)
7. The student who
is
concerned that his/her request for reconsideration has been dealt with inappropriately at the departmental level may
convey his/her concern to the Dean of the Faculty. The Dean will review the events and
a
confirm the grade awarded at the departmental level if he/she is satisfied there is no new evidence and that judicious and proper
procedures have been followed in the consideration at that level;
b. if there appears to be significant evidence not considered at the departmental level, the Dean may refer the reconsideration back to
the Department Chair with instructions;
c. initiate reconsideration (by alternative means where necessary) if, in his/her judgment, the matter cannot be resolved at the
departmental level.
.
The decision of the Dean shall be
final, subject only loan appeal to Senate. Such appeal may go forward only with the permission of the Chair
- ? -
Jc.
Ian Forsyth, 11/1/07 1:51 PM -0700, Proposed changes to T 20.01
X-Spam-Level: Spam-Level
T: K.C. Bell <kbell@sfu.ca
>
Cc: Alison Watt <Alison_Watt@sfu.ca
>, Judith Osborne <josborne@sfu.ca
>
Subject: Proposed changes to 1 20.01
•
From: Ian Forsyth <iforsyth@sfu.ca
>
Date: Thu, 1 Nov 2007 13:51:34 -0700
I drafted a revision to address the matter raised by Kevin Harding that the same standard of timeliness should apply
to university employees who perform responsibilities in the reconsideration of grades procedure. I propose that the
following statement be added as article 2.5.1 and the existing articles in that section be re-numbered accordingly:
2.5 When Reconsideration of a Grade is Requested
"2.5.1 At each step in the process of responding to a student request to reconsider or appeal a grade decision, the
Instructor, Department Chair, Dean and Chair of Senate shall respond in a timely manner, normally within 10 days of
receiving the request."
I also propose minor changes in two other articles. These changes are unretted to the one above. The purpose of
the changes is to make the meaning of the statements in the two articles the consistent. My changes are denoted by
uppercase text:
2.2 Grading - Responsibilities of the Instructor
Article 2.2.5, second to last sentence: "Such records and material will be available to the Department Chair on
request, and ARE TO be filed with and retained by the Department for the subsequent semester(S) THAT the instructor
IS absent."
2.6 Retention of Examinations and other Records
Article 2.6.1, starting at second to last sentence: "If the Instructor is to be away from campus, all STUDENT WORK
THAT WAS KEPT AS WELL AS RECORDS USED TO ESTABLISH A FINAL GRADE are to be filed with and retained by the
department for at least one year following the semester in which they were written. Should a request for the
reconsideration of a grade still be pending longer than one year later, the marked examinations AND OTHER STUDENT
WORK KEPT for that course will be retained as long as it is pending plus one year after a final decision or resolution is
reached.
Ian Forsyth
•
University Archivist / Information & Privacy Coordinator
Archives and Records Management Department
Simon Fraser University
Tel: 778-782-3262
Fax: 778-782-4047
Printed for Alison Watt <Mison_Watt@sfu.ca
>
r
L
