Promotion Decision Procedure

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:: 2011-09-01
Date of last approval:: 2024-09-01

Procedure Statement

Conestoga College has documented standards that define the academic performance required for a student to progress through their program. Promotion decisions are based on a student’s academic achievement concerning the Progression Standards of the Program of Study.

This procedure defines how promotion decisions are made, documented, and communicated.

Definitions

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

Academic Administrator: For the purposes of this policy, an Academic Administrator is an Executive Dean, Dean, or Chair.
Academic Decision: Any decision made that affects a student’s academic record and/or academic standing at the College (e.g., grading, academic integrity violations, advancement and achievement, etc.)
Academic Standing: A measure of a student's academic achievement relative to their program requirements that determines their eligibility to be admitted to and/or proceed in their academic program and to qualify for graduation.
Academic Team: Includes the Deans, Chairs, Program Coordinators, and Faculty who are responsible for academic content and delivery. 
Course End Date: The day of the last scheduled class of the term.
Discontinuance: The involuntary withdrawal of a student from a Program of Study for academic or non-academic reasons.
Faculty: Faculty are responsible for the teaching/learning process and the evaluation of student work.  
Program/Program of Study: An academic program that leads to issuance of a post-secondary credential or certificate for a particular area of study.
Progression Requirements: The minimum requirements to advance from one semester to the next in their Program of Study indicated in the Academic Advancement and Achievement Policy.
Promotion Decision: A type of Academic Decision made in accordance with the Academic Advancement and Achievement Policy and approved by a member of the Academic Team.
Semester: Refers to an established cluster of courses identified in the Program of Study.
Student Portal: A secure web enabled access to student information regarding registration, enrolment, grades, promotion decisions, financial records and personal information.
Term: The period of delivery for a particular level of a program.

Responsibilities

Academic Administration

Ensure Progression Standards are communicated through the Academic Advancement and Achievement Policy.

Academic Team

Reviews and determines Promotion Decisions within the stated timeframes.
Communicate Promotion Decisions to impacted parties, as required.

Registrar’s Office

Maintains systems to ensure that Promotion Decisions are made in a timely manner.
Ensure the accurate and timely processing of the Promotions Decisions.
Issue official communications as required.

Student

Be aware of Progression Standards.
Access Promotion Decisions/grades through the Student Portal.
In the event of an appeal, be aware of and adhere to the established timelines.

Procedure

The Academic Team ensures that final grades are submitted within 3 days of the course end date.
The Academic Team will confirm the promotion decisions in accordance with the Academic Advancement and Achievement Policy.

The Academic Team will submit promotion decisions to the Registrar’s Office within no later than 5 business days after the end of the academic Term.

For programs that continue into the next Term and require discontinuance decisions, the Academic Team must communicate the Discontinuance decision in accordance with the Discontinuance Procedure.
Where promotion decisions cannot be approved within the stated timelines due to extenuating circumstances, including but not limited to supplemental assessment, incompletes, and active appeal investigations, the Academic Team must notify the Registrar’s office of the final promotion decision upon determination.

The Registrar’s Office enters the final decision onto the student record and generates the appropriate communication to the student.
A student may appeal a promotion decision based on the requirements outlined in the Academic Dispute Resolution and Appeal Procedure.

Relevant Legislation and Related Documents

Revision Log

Date	Details
2011-04-26	Academic Forum
2011-06-07	Academic Forum
2011-06-13	Policies and Procedures Committee
2011-06-22	Academic Coordinating Committee
2019-09-11	Academic Forum
2021-02-10	Academic Policy and Procedure Committee
2021-02-24	Academic Forum
2024-07-24	Academic Forum
2024-07-31	Academic Coordinating Committee