Grading Procedure

Policy Owner: Vice-President, Academic
Policy Lead(s): Executive Director, Registrarial Services

Conestoga College Institute of Technology and Advanced Learning

Approver:
Academic Coordinating Committee
Policy Owner:
Vice-President, Academic
Policy Lead(s):
Executive Director, Registrarial Services
Defining policy:
Academic Advancement and Achievement Policy
Effective date:
2015-09-01
Date of last approval:
2024-11-20

Procedure Statement

Conestoga has a fair and consistent approach to assessing and documenting the academic achievement of students. One grading system exists at Conestoga and reflects different grading scales as well as standards Conestoga is required to follow by regulating or accrediting bodies. 

Upon course completion, students earn a grade that reflects their achievement of the course learning outcomes.  A course grade is formally recorded on a student's academic transcript and can serve as the basis for academic decisions.

Definitions

Conestoga College maintains a glossary of terms specific to the institution. The terms in use for this document are defined below.

Achievement Record
An unofficial student record that includes:
  • all courses with or without a formal assessment
  • interim marks/final grades
  • academic decisions
Aegrotat
Aegrotat (AG) may be assigned based on a student whose performance, over a significant proportion of a course was fully satisfactory but where, because of exceptional circumstances (such as illness), the student was unable to complete the course. This standing does not affect a student’s GPA.
Audit Standing
An audit status (AU) in a course allows a student to formally register for and attend a course. However, students in audit status do not participate in any assessments and do not receive academic credit for the course. An audit status does not affect the student's GPA.
Certificate of Achievement
A document awarded by the Office of the Registrar to students who have successfully completed outcomes of a prescribed program, typically less than 168 hours. This certificate will include the logo and seal of the Conestoga and will be signed by the Registrar.
Cohort
An intake of group of students to a specified program of study with a defined start and completion date.
Course
A distinct and discrete teaching and learning framework, containing content approved by an expert source, usually structured to be delivered over an identified period of time, with measurable learning outcomes and formal student evaluation.
Credentials
Awarded upon completion of a program of study as set out by the Ministry of Colleges and Universities as defined in the Credential Framework found in the binding policy directive for Programs of Instruction, April 1, 2004. Approved credentials are as follows:
  • Baccalaureate Degree
  • Ontario College Graduate Certificate
  • Ontario College Advanced Diploma
  • Ontario College Diploma
  • Ontario College Certificate
  • College Certificate
Credit Value
Credits provide a weight in the calculation of grade point average (GPA).
  • Credits for courses such as clinical, work experience and co-op might be weighted at less than the actual hours
Grade Point (GP)
Assigned to each course, the Grade Point is a numeric representation aligned to an alpha grade and/or a percentage range. The GP is printed on transcripts and achievement records.
Grade Point Average (GPA)
The calculation of the grade point average will be the product of averaging the grades achieved and weighting that by the credits assigned to each.
Grading System
The grading system used by Conestoga are defined in Appendix A: Conestoga Grading System and apply to all courses unless otherwise stated on the course outline.
Official Transcript
An official academic record produced by the Office of the Registrar which reports a student’s cumulative academic record, courses and credits taken, grades or achievement levels obtained, and credentials earned.
Prior Learning Assessment (PLAR)
A process that involves the evaluation and recognition of informal and non-formal learning acquired through employment, volunteer work, military training, hobbies, reading and other significant life experiences.
Program Grade Point Average (GPA)
An average based on the program code/version and all the courses completed that are part of the program of study including electives. These courses may have been taken either via the cohort or through part-time studies (non-cohort). The program GPA is printed on the transcript and achievement records for cohort and non-cohort-based programs.
  • Total Quality Points divided by the Total Credits = Program GPA
Program Weighted Average
An average based on the program code/version and all the courses taken that are part of the program of study including electives. These courses may have been taken either via the cohort or through part-time studies (non-cohort). This is represented as a percent value and is printed on the transcript and achievement records for cohort and non-cohort-based programs
Program/Program of Study
An academic program that leads to issuance of a post-secondary credential or certificate for a particular area of study. 
Quality Points
Calculated by multiplying the credit value of a course by the grade point grade earned for the course.

  • Credit Value x Grade Point = Quality Points

Term
The period of delivery for a particular level of a program.
Term Grade Point Average (GPA)
An average based on all courses taken within a program session. The session GPA is printed on the transcript and achievement records for cohort-based programs.

  • Credit Value x Grade Point = Quality Points
  • Total Quality Points divided by the Total Credits = Session GPA

Term Weighted Average
An average based on all courses within the specified term. This is represented as a percent value and is printed on the transcript and achievement records. 
Ungraded Courses
A course completed for informational and/or training purposes that does not affect a student’s GPA. (E.g., Conestoga 101)

Responsibilities

The Board of Governors

  • Authorizes the Academic Coordinating Committee to approve and maintain the grading system to document student achievement.

Registrar's Office

  • Ensure protocols, processes and procedures are in place and adhered to in the recording, reporting, releasing and retaining of student records.
  • Record, release and retain student record information following approved protocols, processes and procedures.

Faculty

  • Evaluate student learning
  • Assign grades in accordance with the grading procedure

Academic Team

  • Participate in appeal processes as required
  • Approve Aegrotat eligibility

Procedure

  1. Conestoga uses a numerical grading system when recording student achievement.
    1. The passing grade for an OntarioLearn course not hosted by Conestoga will be determined in accordance to what the respective host college has identified as the passing grade.
    2. Pass/Fail – Courses will be recorded as either:
      1.  Pass (P): The course outcomes are satisfactorily met
      2.  Fail (F): Failure to meet course outcomes
      3.  Pass/Fail courses do not affect a student's GPA.
    3. Ungraded Courses will be recorded as either:
      1. AT: Attended an ungraded course
      2. DNA: Registered but did not attend as per course requirements
    4. Aegrotat must be requested by the student and will be recorded as (AG):
      1.  When requesting an AG grade, the student is required to provide the Executive Dean with appropriate documentation to support their request. The Office of the Registrar grants the Aegrotat on the recommendation of the appropriate Executive Dean.
      2. To be eligible for AG, a student must be registered in the course(s) and a minimum of 60% of the course learning outcomes/ critical course competencies have been satisfactorily completed/demonstrated.
        1. Not all courses may be eligible for an AG due to factors including, but not limited to, apprenticeship, collaborative programming, external accreditation, skills-based course work and field placement/practicum.
        2. Course eligibility for Aegrotat is approved by the Executive Dean/Dean.
      3. Once a course (s) has been assigned AG on the official College transcript, there are no further options for reassessment.
        1. An Aegrotat will disqualify a student from academic awards.
      4. Pending the outcome of the AG request process, a student will continue to be enrolled in any upper level course (s) for which the course (s) requested as an AG are a prerequisite.
      5. In the case, where the College does not grant the award of AG, the student will be withdrawn from such course(s).
  2. Within 3 days of the end of each course, the final grade earned, or other notation, is assigned by faculty, approved by the Academic Chair, and recorded on the student's Transcript.

  3. An Incomplete (I) is assigned when course outcomes are not met by the course completion date.
    1. An Incomplete Grade form is required to document outstanding course requirement.
      1. An agreement must be in place with the student for course completion.
  4. Final grades are released by the Registrar's Office at the end of each semester or upon completion of a program of study.

  5. The Term Grade Point Average, Program Grade Point Average, Term Weighted Average and the Program Weighted Average will automatically be calculated and displayed on the transcript/achievement record.

  6. If a course is repeated (including equivalencies), all course attempts will appear on the transcript, but only the most recent grade will be used to compute the program GPA.
    1. If the first course taken is a failure and the same course is repeated (including equivalencies) and it is a failure, only one failure will be used in the calculation of the GPA.
      1. Course failures associated with an enrolment status of Prior Learning Assessment (PLA) are not used in the calculation of a GPA (session and/or program).
    2. A failed prerequisite course will not be upgraded to a passing grade on the basis of successful completion of the requisite course.

Relevant Legislation and Related Documents

Relevant legislation

Post-secondary Education Quality Assessment Board

Related documents

Academic Advancement and Achievement Policy
Student Awards Policy
Student Awards Procedure
Supplemental Assessment Policy
Supplemental Assessment Procedure
Evaluation of Student Learning Policy
Evaluation of Student Learning Procedure
Prior Learning Assessment and Recognition (PLAR) Policy
Prior Learning Assessment and Recognition (PLAR) Procedure

Revision Log

DateDetails
2010-05-06Policies and Procedures Committee
2010-05-12Academic Coordinating Committee
2011-01-21Policies and Procedures Committee – Revisions Approved
2011-01-26Academic Coordinating Committee – Revisions Approved
2015-01-21Academic Forum – Revisions Approved
2015-02-15Policy and Procedure Committee – Revisions Approved
2015-03-18Academic Coordinating Committee – Revisions Approved
201-12-11Academic Forum
2020-01-30Academic Coordinating Committee
2020-09-23Academic Forum
2024-11-13Academic Forum
2024-11-20Academic Coordinating Committee
Grading Procedure