S.208

To: All Members of Senate

From: H. N. Evans

Secretary of Senate

and Registrar.

Subject: Notices of Motion on "N" and

"F" grades; B.D'Aoust

Changes of Grades W.Williams.

Comments of Secretary.

Date: February 20, 1969.

The Secretary was requested to add his comments when the above-mentioned notices

of motion were circulated. The notices, and comments, appear below.

1. Notice of Notion - B.D'Aoust

"Whereas there is no direction by Senate to the Registrar

regarding the handling of "N" and "DEF" grades for purposes

of calculating either cumulative or semester grade poiu

averages, and

Whereas the present practice (1) may penalize the student - he

may not get a bursary or scholarship for which he is qualified

by his other marks -- and (2) since the computing of an average

which includes an "N" or "DEF" grade carrying a zero value in

fact results in an erroneous reflection of a student's

achievement and

(3)

since the trouble involved in re-programming

the computer to calculate averages accurately is easily offset

by the reliability of the information printed out,

Moved, (1) that where grades of "N" and "DEF" are.awarded by an

instructor, these be left intact on the student's record unless

changed according to present University policy, and (2) that in

calculating grade point averages, computation be based only on

passing or failin g

grades awarded by instructors.

Comment - Notion No.1 intends to record academic evaluation of a

student's performance more accurately, Notion No.2 is intended

to arrive at averages on the basis of academic rather than

administrative judgments."

Comments yRegistrar

(a) Paragraph 1 -

(1)

It is my understanding that Senate has given direction to the

Registrar regarding the handling of "N" and "DEF" grades for

purposes of calculating semester grade point: averages, cumu-

lative grade point averages, and graduation grade point averages.

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Attention is drawn to the 1968/69 Undergraduate Calendar, Page 46,

which stats that the mark for each course will he entered oa the

student's record by a letter grade and a numerical equivalent,

for which "N" is "0", and "DEF" is "0".

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The calendar also states that the letter

• a student registered for a course but did

and did not withdraw before the set date,

sidered as "F" for purposes of scholastic

grade "N" is given when

not write the examination

and that an "N" is con--

standing.

The calendar also sets forth the general conditions on the basis

of which a "DEF" grade may be awarded, with reference to medical

documentation and compassionate grounds, or when the instructor

in the course wishes to defer submitting a final mark pending

completion of further work from the student.

(ii)

In practice, when a "DEF' grade is submitted there is a time lapse

for conversion of the grade by the instructor, from the time of

the original submission up to the Friday at the end of the week in

which classes commence in the semester following. (This amounted

to a minimum of over three weeks last semester). If not then

converted to a regular grade the "DEF" becomes an "F" There is

further protection provided the student, however, in that on

petition of the Head of the Department in special cases the

Senate Committee on Undergraduate Admissions and Standings may

grant a further extension.

(iii)

Considerable time is allowed for the official dropping of a course

which a student is registered. If so dropped no entry appears

final records. This semester the final date for course drop is

March 14.

If a student does not drop the course he has the opportunity to

complete the required work, including examinations where given,

for his final grading, whether passing or failing. If a student

undertakes to not write examinations he receives the

1Ntt

failing grade. In the event that the "N" grade were not considered

as an "F" and were not included in the average any student likely to

be unsuccessful would have an undue advantage in not writing and

taking the "N" grade rather than in writing and receiving "F".

In view of the protracted time for the official dropping of a

course to avoid an "N" or "F" grade, there seems no substantive

argument against current regulations. It is my view that the

alternative proposed would be very inequitable and would have

serious impact on current academic standards.

Note that if there are medical or other substantial reasons

preventing the student from undertaking the examinations the

provisions for the "DEF" grade exist.

(iv)

Attention is drawn to Senate Minutes, December 4, 1968, Pages 2-4,

and to Paper S.177A, Page 2, in which it is indicated that grades

of "N" and "DEF" will be used in calculating semester and cumulative

grade-point averages but not in calculating graduation averages.

•

(b) Paragraph 2 -

As indicated above there is a difference between

ItN

and "DEF"

grades in that "N" grades rather clearly are failing grades and

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•

are

so recorded whereas the "DEF

' grade may potentially be a passing

•

or failing grade, but temporarily carries a "0" value until final

•

decision is made..

When decision is being made on such items as scholarships, bursaries,

requiring a student to withdraw and related matters, the absence of a

definitive grade (as when "DEF" appears), presents some temporary problems

most of which can be overcome. The problem would exist whether the

UDEFTI

be recorded as zero, or left out of calculation, assuming that cognizance be

taken of the "DEF". Failure to include the course would give too high an

average if the ".DEF" proves to be an "F", and too low an average if the

"DEF" becomes a passing grade.

In practice, if review is being made to determine whether or not a

student should be required to withdraw the Senate Committee is expected to

look at the remainder of the record for the semester, or earlier where

required. If a ruling is amended when the final grading is reported

Corrective action is initiated. Indeed, there would be some advantage

to a slightly earlier date for submission of final grades to replace

"DEF".

In the case of scholarships, the bulk are the Government awards, and to

qualify a student must have recorded at least 15 semester hours of work.

In most cases if a student has a "DEF" grade he would lack units. In any

event, if a student applying for Government scholarship changes from non-

qualification to qualification through any grade change, ("DEF" or other),

the Department of Education is notified and the award authorized. Each

semester there are a number of such changes, but to date the Department has

honoured them.

In the case of Government bursaries, awards are determined for the year in

late August only, and some difficulties can occur on the summer semester

results, but as these are reviewed with the University decision can be

made on individual records, and where necessary internal resources should

be used to correct anomalies.

(1) Grades of "N" remain as "N", and grades of "DEF" are converted in

keeping with present University policy and regulations.

(ii) Current regulations call for calculating grades of "N" and "DEF" in

semester and cumulative grade-point averages but not in calculating

graduation averages. (See reference item i a

iv above).

2. Notice of Motion - W.Williams

"that the time for conversion of

grades be extended until the last day

to drop courses in the semester following the awarding of the grade."

Comments by Registrar

(a) Current requirements call for submission of grade changes by Friday at the

end of the week in which classes commence in the semester following. (This

amounted to a minimum of over three weeks last semester).

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There is further protection provided in that on petition of the Head of

.the Department in special cases the Senate Committee on Undergraduate

Admissions and Standings may grant later change.

(b)

The time provided seems lengthy, with protection for special cases,

unless the intent of the motion is to permit a student time past the

semester end to raise a grade by further work. If this be the intent

the whole matter of philosophy and practice would require review as

there would be significant impact.

As a current practical problem the awarding of Government scholarships

would require consideration since the calculations for the numbers of

awards are based on semester-end results, with provision for minimum

amendments.

(c)

There currently are some difficulties in the matter of the nature of

documentation and reasons on the basis of which the Senate Committee

should authorize late change. The Committee has considered referral

to the new Standing Committee on Examination Gradings and Practices.

(d)

As no reasons have been set forth concerning the purpose of the motion

further comment at this time seems inappropriate.

Summar

Comment

The two motions as currently stated could have major impact on academic standards

and on current requirements. Both are concerned with gradings and practices. If

they are to be considered in depth referral for study by the Senate Standing

Committee on Examination Gradings and Practices would seem appropriate.