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5,

1 ^ - M ^ 

r"I

MEMORANDUM

To ? 

Mr.H.Evans

From....

D.H. . S.ull,i.v.a.n. ....Dean..............................

S...r.?.t.a.ry .....

toS.e.n..t.e..........................

Faculty..of. ... Arts ................ ......................... 

Subject ..............

Submission ? 

.

November.,..2.5..,,,. 1.9.7.0....................................

The Faculty of Arts by referendum ballot has approved 

the recommendation of its Curriculum Committee to make the 

following revision to the DEFERRED GRADE policy as outlined 

on page 56 of the 1970-71 Undergraduate Calendar: 

"DEF 

The letter grade DEF 

will

be given when a physician's 

certificate or other documentation substantiating a 

request for deferment on medical or compassionate 

grounds is received 

the Department Chairman 

concerned, or b 

y

the Registrar, not more than 48 

hours after any scheduled final examination, or not 

more than 48 hours after the last day of lectures in 

courses where no final examination is scheduled. 

•

Upon notification that such documentation has been

received, the instructor concerned will enter a DEF

grade, forwarding his recommendation to the Registrar

via the Department Chairman. The instructor concerned 

is responsible for submitting a final corrected mark 

to the Registrar via the Department Chairman. All DEF 

grades not previously changed will automatically 

convert to F on the final day of lectures of the 

semester immediately following. Students entering a

semester with one or more 5FF grades will regard such 

courses as overload, and will follow prescribed proce- 

dures regarding registration for overload. Waivers of 

overload limitations may be granted by the appropriate 

Dean. 

The letter grade lv is given when a student registered

for a course did not complete the work described by

the instructor as course requirements, and did not

withdraw before the set date. An N is considered an

F for purposes of scholastic standing.

The letter grade I is given when the instructor wishes 

to grant additional time be'jond normal end of term to 

a

student involved in a particularly difficult and/or 

complex study, and when the instructor is reasonably 

certain that such sork can be completed before the 

end

of the first week of lectures during the 

following semester. The instructor concerned is 

responsible for submitting a final corrected mark 

to the Registrar via the Department Chairman. 

All I grades not previously changed will automati- 

cally convert to F after the 5th day of lectures 

of the semester immediately following.-" 

If this revised 

p

olicy is adopted by Senate, I would 

like to request that the Financial Aid Officer prepare a 

statement relative to the new ruling on B.C. Government 

Scholarships. 

?

This statement should be included on the 

same page of the Calendar as the policy on DEF, I, and N 

grades. ? 

It should be made clear to students that 

changes to BET and I standings and any subsequent grade 

changes cannot be made retroactive for the purposes of 

eligibility for B.C. Government Scholarships, and that 

decision on awarding of Scholarships is required at the 

close of the semester before the next registration. 

D.H. Sullivan, Dean. 

FACULTY OF ARTS 

DHS e 

Nov. 25/70 

is

DEFERRED GRADES

In April of this year, the Faculty of Arts Undergraduate

Curriculum Committee Was asked to discuss the possibility o

changing the 'Deferred Grade' regulation as specified on page

56 of the 70-71 Undergraduate Calendar.

The Curriculum Committee believes that several problems

surround the use and abuse of the DEF grade as it is presently

stated in the calendar.

DEF grades create obstacles in

putting graduands forward to meet Senate deadlines which often

occur before the deadline for DEF grade changes.

In addition,

the new ruling* of the Senate Committee on Scholarships and

Awards pointed out the problem of DEF grades adversely affestirc

students applying for scholarships.

The following was noted specifically about the calendar

wording;

*The letter grade DEF will bven when aohysician's certicate or

other document substantiating a request for deferment on medical or

compassionate grounds is received by the Registrar or

the

Head of the

Department concerned within four days of the date from which the

examination was to have been writtcr(or when the instructor in the

course wishes to defer submittinz a nai mark pending com

p letion of ?

•

further work from the student. The awarding of the letter grade DEF

wi be subject to agreement between the Registrar ar. the instructor,

.ts vjii be the method of establishing the new

g rad4All unchanged.

deferred grades will he automatically converted to 'F' after the 5th

day of lectures of the semester immediately following the one in

which the r:de was awarded. In exceptional cases the Senate Com-

mittee on Undergraduate Admissions and Standings may grant an

extension on petition by the Head of the Department concerned.

**The letter grde N is given when a student registered for a course and

did not vrjtbfhe examination and did not withdraw before the set date.

An N is considered an F for purposes of scholastic §tanding.

Is this the purpose of a deferred grade? Might it not be

better to award the DEF grade only on medical and compas-

sionate grounds and use the N grade for this purpose?

Is the method of changing the DEF grade the business of the

Registrar? it is more properly the concern of the instructor

and his Department Chairman or Dean.

If a DEF grade is to be granted on medical or compassionate

short.

grounds then this time period is in many cases unrealistically

The words "the examination" are

• S

reasons that the N grade is not

interpret the phrase as meaning

should possible be awarded w-.en

55 ?

significant part of the course

student.

rather ambiguous. One f the

used is that many instructors

the final exam. This grade

the instructor believes that a

has not been completed b

the

*Attached for reference. (Appendix I)

(Over ......o

22.

2.

?

.:h ? 

iu1ui Comittc 

rec um c. n dcci the foll/ing

z:-J ):

1)rinc1DLc: 

::.'' ? 

s.oul bo 

?

dod only fo m2icai 

r3aoon. by the f?eist2az upon 

2>-

d0 ? 

'tary 

.

cLdonco." 

?

:t

?

laind 

that 

it w ? 

intendoc that the 

?

i.r

?

gce, tnc. acviso une :acu..ty mC.r. 

.ntes (.) o: 

t. - . 

calendar pc_.cy ar. 

?

morC 

?

tomatac.) 

cr'iod 

foz' changing a DEF grad 

e

should ? 

?

ho ? 

dod until the last day of the 

semse 

afto:' tho one in which it was gran ted. 

grade should be defined as an incoole;o gaa 

andould be given 

zThe.n 

an instuctor believes that 

an:

'

signifi Car 

e part of the couso has 

not

been 

cei:olsted. It should be changed before 

the end

the second 

week of iectures 

the following

seste."

The Director of Admissions in the Registrar's Office was 

for comments on these recommendations, and his re1'i 

atuached. 

(Appendix 

Ii)

It was movd that a revised statement for the Calendar 

U . ?

ncluaing tne statement 

tnese prcipLas. 

?

z

-reed in a later meeting that a proposal on DEF and 

= wculi be 

suhmitted to Faculty Referendur with the stipulation that 

?

and

?

roposals be separate issues with more than one 

alternative to the I grade proposal. 

?

Lt was also suggested 

tnz:t a raer be appended to the re:erendum advising :acu_ty 

"in

cases whsse an esay oniz Ls 

incom et

­

:_, an

instsucto:'

could foreao subritting a DE? grade 

awarding of a 

provisional

mark (i. a. a "C" 

?

e

be conve.rtd after the cor.rle;ion 

the essay) 

and. advis

the student 

of this

action." 

The Faculty of Arts, by referendum ballot, approved the 

olicy statements recommended for DEF, N, and I grades by the 

Faculty of Arts Curriculum Committee. 

?

These statements are? 

outlined in the memorandum to the Secretary of Senate under 

date of November 25, 1970. 

SIi1ON FRAS

UNIVEIISI'FY

Appendix I 

EtORA)UM

Deans, 

Department Chairmen 

All Faculty and T.A.'s 

Subject

B.C. Government ... Scholarships ,,,,,,,,.,,,.,,,,, 

New Regulations 

From.

T.W.P. Knowlden 

Financial Aid Officer 

Assistant Registrar., 

Date.. ? 

July 

3, ? 

1970

,,..,................... 

/

.

As of March 1970, the B.C. Government Scholarship programme has been signifi- 

cantly ammended. Each semester a fixed number of Scholarships in each of three 

categories, 3/4 

tuition fees, 1/2 tuition fees, 1/3 tuition feds-, will be allotted 

to this University and the Department of Education needs to be notified of the 

winners in 

the first week of the following semester.' Under this new programme 

it is no 

longer possible to award Scholarships as and when eligibility is effected 

through grade changes, because decision is required at the close of the semester 

before the next registration. 

In order 

to accommodate this new situation, and in order to inform successful 

candidates at Registration, the Senate Committee on Scholarships, Bursaries 

and Awards has agreed upon the following procedure. 

Commencing in the Summer Semester 1970, the allocation of B.C. Government Schol- 

arships will be based solely on the academic standing as recorded with the 

Registrar through the regular grading lists at the end of the semester. Candidates 

must have completed at least 15 semester hours of course work in the semester 

on which their application is based. Candidates with in 

su

fficient hour 

s reco rde d 

as passed will' be considered ineli 

ible for these Scholarships. Regulations 

regarding late applications and residence requirements apply as previously. 

In

effect this means that changes toDEF standings and any sub.equent grade 

changes cannt be made retroactive for the purposes of -ligiiA1ity for 

B.C. Government Scholarships. Therefore, all applicants for these Scholarships 

are urged to complete their course work on time in order that the final gradings 

to be considered for these Scholarships may be reported through the Departmental 

Chairman to the Registrar on the regular grading lists at the erld of the semester 

in which the study was undertaken. 

Candidates for these scholarships will be notified of the results of their 

application at Registration and those who do not register will be informed by 

mail at: the earliest opportunity. 

Al 1 !).lIartI(m I:;, P:ni1 ty im'niborn , and T.A . ':; - 

311(d to 

t:l4

iOt

I

i"t'

th i 

si twit ion jiid act accordingly in order that dc;erv'lng 

eind

i dates tr U. C 

Government Scholarships are not otherwise rendered ineligible for these awards. 

For any further information regarding 'the B.C. Government Scholarship programme 

please contact the Financial Aid Officer. 

çr! 

(\. ,

T.W.P. Knowlden 

Financial Aid Of.iaer 

Assistant Registrar 

'JUL

71070

j_C

c:.i . 

T'WP/sek ? 

I

From ? 

• DR. D. 

M1AKIN...

PSYCiiOLOCYDEPAMIT

DLRCTOLt OF 

?

IO

DEF AND N GRADES

Dato...... ... . ... 4th 

August, liO. . 

I apologize for the delay in submitting my comments on 

your paper, but I have been on vacation for two weeks. 

I would agree with your definition of the deferred grade. 

I would specify that the 

documentation

must be in the 

Office of the Registrar within 48 hours of the final 

exam, or within 48 hours of the last day of lectures in 

those courses where there is no examination. This would 

ensure that full information was available before any 

invalid grade is sent to the student. 

I

Would

prefer to maintain a fairly short time period 

(which should be 

the

same as that allowed for completing 

. ?

other incomplete courses) for changing a DEF grade, but 

with ready extension for whatever period is necessary on 

receipt of adequate documentation. 

One question arises: if a student is carrying over a 

full land of deferred courses, would he be ailod to 

register in a full load of new courses? This could be 

a so:.ewhac dangerous procedure, particularly if the 

deferred grad were allowed to stand for the whole 

sems:er. I am sure chat you are aware ca.at most or the 

ex:enned deferred grades are granted,b,-cause rental or 

emotional u 

p

set is the reason -- imagine the etreec on 

such an individual of trying to carry a normal load, as 

wli as complete his previous semester's work. 

I a;rce also that the definition of N should be widened 

to include any incomplete course not covered by a 

derred grade, whether or not a rnal exam is involved. 

I an a little apprehensive of allowin A 

the privilege of 

converting an N to some other grade to he unrest:iczee, 

even for a short time period. With our short zurn-...round 

perLoa ? 

:we semesters, the problems for 

Financial

Ao, ? 

particularly, could be enormous. 

D:bc ? 

.

?

ljG-Jk)

. ?

Af-