Student Access to Examination Papers and Other Work
In the event that a student requests it, an instructor shall produce and review* with the student all papers (final examination or other) not returned to the student and for which a mark has been assigned. A student who has appealed in writing to a departmental chair (or dean in faculties without departmental structure) shall be granted access, upon his or her request, to such papers under supervisory arrangements established by the appropriate dean.
*In the course of this review, the student shall be entitled to see the paper.
[Note: Students are reminded that there are deadlines for submitting requests for relief. See Academic Rights and Responsibilities section of the Calendar.]
Submitting or Returning Student Assignments, Tests and Exams
All student assignments, tests and exams will be handled in a secure and confidential manner. Particularly in this respect, leaving student work unattended in public areas for pickup is not permitted.
Retention of Examination Papers and Records
Departments (or Faculties without departmental structure) shall require all instructors to maintain complete records of all marks/grades (and their relative weights) for individual assignments, tests, etc., which are used in calculating the final overall mark/grade in a course in accordance with Western’s Records Retention and Disposal Schedules.
Departments (or Faculties without departmental structure) shall retain all papers (final examination or otherwise), which have not been returned to the student and for which a mark has been assigned, in accordance with Western’s Records Retention and Disposal Schedules. This retention period also applies to reports, tests and examinations for on-line courses for which a mark has been assigned.
Department chairs will make arrangements for storing such papers either with instructors or in a departmental depository. Instructors are expected to provide complete records to the Department or Faculty upon request. It is the duty of every faculty member who will be leaving the University temporarily or permanently at the end of the teaching term to formally transfer his/her records and exam papers to the Chair of a Department (or his or her designate) or the Dean of the Faculty (for
Faculties without departmental structure).
Records for online courses which have been graded will be retained by the Department of Information Technology Systems in accordance with Western’s Records Retention and Disposal Schedules, at which time they will be erased. Only the final submission will be retained. “Wiki” records, which allow students to interact on group assignments, will not be retained once the course is finished.
The Teaching and Learning records retention and disposal schedule is at the following Web site:
Academic Handbook, Examinations, Access To and Retention of Exams
The Registrar is responsible for administering examinations scheduled (by the Registrar) within the regular examination periods designated by Senate.
Instruction For Candidates
1. Candidates are responsible for arriving at the examination room on time with adequate supplies (pens, pencils, erasers, calculators, current I.D. card) and may be admitted five minutes before the beginning of the examination. Upon entering the examination room, candidates will refrain from talking to or communicating with other candidates. Candidates will read any posted instructions concerning seating and other arrangements within the examination room. Candidates must place their I.D. card on the left corner of the desk.
2. No candidate may leave the examination room during the first thirty minutes of the examination.
3. Candidates must sign the nominal roll which will be circulated by the proctor during the first thirty minutes of the examination.
4. Candidates arriving later than thirty minutes after the commencement of the examination will not be allowed to write the examination. Under such circumstances, candidates should advise the Chief Proctor of their situation and then proceed to the Associate Dean (Academic) or designate of their faculty for instructions. In the case of evening or weekend examinations, candidates must proceed to the Office of the Associate Dean (Academic) or designate for instructions the next business day.
5. Candidates prevented from writing an examination by circumstances such as illness or death in the family shall submit a written petition to the Associate Dean (Academic) or designate of their faculty. A petition made because of illness should be accompanied by a medical certificate [available at www.uwo.ca/univsec/pdf/academic_policies/appeals/medicalform.pdf. A petition for other reasons normally should be supported by evidence from a professional acquainted with the circumstances.
6. Candidates are forbidden to give information to, or receive it from, any candidate or person other than an examination proctor, during the examination.
7. Candidates will not make use of any books, notes, diagrams, communication equipment, computer programs or software or other aids unless authorized by the examiner, and such authorization being stated clearly in the examination. Candidates who bring any unauthorized notes, books, communication equipment, computer programs or software or other aids into the examination room must leave them in an area designated by the Chief Proctor or refrain from accessing them during the exam in the case of computer software or programs.
8. Smoking is not permitted in the examination room.
9. In the case of an emergency, candidates will be permitted to leave and re-enter the examination room only if accompanied by a Proctor. Candidates may be granted permission to move to another available seat if they can provide a legitimate reason.
10. Candidates are responsible for ensuring that they receive the proper examination.
11. Candidates will use only the approved answer form (question paper, markex card, computer program or answer booklet) supplied. When answer booklets are employed, candidates will use them even for rough work and will not write on any other paper. Pages will not be removed from answer books and files generated through the use of computerized exams must not be saved for future reference. Candidates must keep all papers on their desk.
12. Candidates who require additional answer books during the examination will not leave their seat but will attract the attention of the Proctor by raising a hand.
13. Any suspected irregularities in the question paper or any unusual distractions in the vicinity of the candidates should be brought to the attention of the Proctor.
14. Upon completion of the examination, candidates will ensure that their student number, name, course number, book number and total number of books, and the name of the instructor are lettered legibly on all answer books or entered in the appropriate electronic fields. If more than one book has been used, they should be numbered consecutively and placed inside book one. No answer books or parts of answer books will be taken from the examination room.
15. Candidates will not be allowed to leave the examination room during the last 15 minutes. Under no circumstances, including late arrival, will the time beyond the designated period be extended.
16. At the conclusion of the examination, candidates will remain seated until a Proctor has collected their completed examination booklets. Candidates who leave the room and neglect to sign their name and submit their completed booklets to the Proctor or neglect to appropriately electronically submit their examination will be considered as not having written the examination.
Allocation of Proctors
1. At least two Proctors normally shall be required to be present in each examination area. Where candidates of both sexes are writing, at least one male and one female Proctor shall be present, even if the requirement makes necessary the employment of additional Proctors (e.g., graduate students). Where candidates are of one sex only, a Proctor of that sex shall be present.
2. The Registrar shall advise each department (or faculty where applicable) of the number of Proctors and Chief Proctors required for each examination scheduled for the department.
3. The Department Chair in turn shall advise the Registrar of the name of the Chief Proctor for each examination. In those cases where the Chair is unable to assign a sufficient number of Proctors, the responsibility shall rest with the Dean of the faculty.
4. All information given or decisions taken that are pertinent to the conduct of an examination shall be recorded in writing on the nominal roll and reported to the Registrar by the Chief Proctor.
Duties of Chief Proctors During Examinations
The Chief Proctor shall be responsible for the conduct of examinations in the examination room. To this end, for the start of the exam the Chief Proctor shall:
1. Be familiar with the instructions for candidates regarding conduct.
2. Be at the examination room thirty minutes before the start of the examination to receive the sealed examination package or have the appropriate electronic examination ready.
3. Verify the contents of the examination package (i.e., examination papers, computer files, nominal rolls, information for Proctors). Any discrepancies are to be reported immediately to the Office of the Registrar.
4. Distribute examination papers, supplies, etc., to the individual Proctors who will then be responsible for distributing them. The seating plan provided will indicate the row numbers for separate examinations.
5. Use blackboards to advise students of the row numbers for separate examinations.
6. Inform all candidates regarding any special instructions related to the examinations being written and the procedure to be followed at the end of the examination. No student may leave the examination room during the last fifteen minutes of the examination.
7. Collect signatures on the nominal roll and check the I.D. card of each student during the first thirty minutes of the examination.
8. Ensure that students are monitored at all times, including during those exams being proctored off campus. If an incident occurs, the Chief Proctor is expected to document appropriately all details relating to the incident and where possible, confiscate any unsanctioned materials.
9. Record the name and student number of any student who arrives more than 30 minutes late for an exam and forward this information to the Associate Dean (Academic) or designate.
If a student becomes ill during an examination:
1. the Chief Proctor should take such actions as may be appropriate and should note the circumstances and other relevant details on the student's examination booklet.
If a student is suspected of cheating during an examination:
1. the Chief Proctor should document the incident as fully as possible, including the name and seating location of students writing in the immediate vicinity, the time at which the incident occurred, and a description of the behaviour observed.
2. at the conclusion of the examination, the Chief Proctor should secure any evidence bearing upon the suspected behaviour as may be available, and should report the matter to the Office of the Associate Dean (Academic) or designate*.
If there is a fire alarm, loss of power or other emergency during an examination:
1. if the examination has not started, the decision about whether or not to cancel the exam rests with the Chief Proctor. If there is only a short delay, it may be possible to start the examination once it is safe to re-enter the building.
2. the Chief Proctor must determine how much additional time should be granted the students.
3. if the delay lasts longer than one hour, it is recommended that the examination be cancelled.
4. if students have seen the examination, the examination should be cancelled and students advised that they should consult the Associate Dean (Academic) or designate* about the makeup exam. However, any examinations already submitted will normally be graded.
At the conclusion of the examination, the Chief Proctor is responsible for:
1. The orderly conduct of the students during the collection of booklets.
2. The sorting and distribution of all completed examination booklets to the appropriate Proctors in the examination room. (Proctors must verify receipt of booklets by signing the nominal roll.)
3. The return of unused examination booklets to a neat stack at the front of the examination room.
4. The delivery of verified nominal rolls to the Department Chair (or for interdisciplinary courses, to the appropriate Associate Dean (Academic) or designate*) following the examination.
Duties of Proctors
The Proctors will be responsible to the Chief Proctor for:
1. Arriving at the examination room thirty minutes before the start of the examination.
2. Performing those duties assigned by the Chief Proctor.
3. Collecting the completed examination booklets at the conclusion of the examination [Candidates will remain seated until a Proctor has collected their completed examination booklets. Candidates who leave the room and neglect to sign their name and submit their completed booklets to the Proctor will be considered as not having written the examination.]
4. Verifying receipt of completed booklets by signing the nominal roll.
5. Collecting the unused departmental supplies and returning them, and the completed examination booklets, to the department.
Division of Responsibilities
The Registrar shall be responsible for:
1. Notifying Chairs of departments (and Deans of faculties or registrars of Affiliated University Colleges where applicable) of Senate regulations and policies (e.g., deadlines) regarding examinations.
2. Collecting and processing information submitted by department Chairs (and Deans of faculties or registrars of Affiliated University Colleges where applicable) regarding the scheduling of examinations.
3. Accommodating, where possible, special scheduling requests approved by Deans.
4. Preparing the examination schedules within the constraints imposed.
5. Distributing the preliminary and final examination timetables by the established Senate deadlines.
6. Assigning examination rooms for examinations scheduled by the Registrar.
7. Maintaining the confidentiality of examination papers.
8. Printing, storage and delivery of examination papers received by the established Senate deadlines.
9. Notifying department Chairs of Proctor requirements.
10. Delivery of examination answer booklets and nominal rolls.
11. Maintaining security of any answer booklets returned to the Registrar from examination rooms.
12. Administration of Conflict Rooms.
13. Reporting to Deans of faculties any deadlines that have not been met.
14. Collection of fees for Special Examinations.
15. Administration of Special Examinations to be arranged by the Registrar.
Associate Deans (Academic) or designates* shall be responsible for:
1. Approving special scheduling requests.
2. Approving take-home or optional examinations.
3. Approving unusual time allotments for examinations.
4. Approving Special Examinations.
5. Resolving exam conflicts. For more information, visit Examination Conflicts
6. Ensuring that departments meet established Senate deadlines.
7. Dealing with students who arrive late at an examination.
8. Notifying department Chairs of their responsibilities where Senate deadlines are not met.
Chairs of departments shall be responsible for:
1. Submitting information regarding the scheduling of examinations to the Registrar by the established Senate deadlines.
2. Assigning Proctors in accordance with the numbers specified by the Registrar.
3. Submitting examination papers for printing to the Registrar by the established Senate deadlines.
4. Delivering examination supplies (and papers where applicable) to appropriate areas.
5. Picking up examinations which have been written in the Conflict Room during the first working day following the examination date.
6. Monitoring and storage of returned nominal rolls.
Students shall be responsible for:
1. Notifying their Associate Dean (Academic) or designate* of Sabbath and Holy Day commitments by the course “Add” deadline of the appropriate term, as set out in the Policy on Accommodations for Religious Holidays.
2. Checking the preliminary and final timetable postings.
3. Notifying the Registrar of any examination Conflicts.
4. Notifying their Associate Dean (Academic) or designate of examination conflicts or personal conflicts requiring approval of a Special Examination.
5. Familiarizing themselves with the rules for conduct of examinations. Students may obtain a copy of these regulations on the web at www.uwo.ca/univsec/pdf/academic_policies/exam/administration.pdf
Submitting Examinations to Examination Services for Accommodated Examinations
All instructors must submit examinations to Examination Services a minimum of two business days prior to the scheduled accommodated examination. Where Braille text is needed, the exam must be received a full week prior to the scheduled examination.
Missing the two business day submission deadline could result in one or more of the following:
Academic Handbook, Examinations, Administration of Examinations
A student is entitled to be examined in courses in which registration is maintained, subject to the following limitations:
Failure to Appear at an Examination
Students who fail to appear for an examination at the time set in the timetable will not be allowed to write the examination they missed. Students missing an exam must report it immediately to the office of their Dean. Students may, with the approval of the relevant Department Chair, petition their Dean for permission to write a Special Examination.
Academic Handbook, Examinations, Attendance Regulations
Please note: the following policy covering Discovery Credits will be effective beginning in the 2018 Fall/Winter Session.
Students are advised to carefully consider the impact of including Discovery Credits on their program of study at Western:
• Grades are used within Western to determine eligibility for specified programs of study such as the Ivey Advanced Entry Opportunity (AEO). Discovery Credits will not count towards the 10.0 credits required to apply for the Honors Business Administration program;
• Admission to graduate programs and to professional schools, in addition to certain funding options, may not be in line with the Discovery Credits framework;
• Grades are used by many organizations outside the University to evaluate students.
Students are permitted to designate up to 1.0 Discovery Credit course (or equivalent) for pass/fail grading that can be counted toward the overall course credits required for their degree program (Honors and Four Year = 20 credits, Three Year = 15 credits). Course(s) selected as Discovery Credit(s) may not be counted towards the mandatory courses in Honors Specialization, Specialization, Major, Minor modules, or Certificates and Diplomas in which the student is currently registered. Discovery Credits may be used to satisfy course prerequisite requirements.
Discovery Credits will have the following considerations:
1. Pass/Fail Graded: Such registration is subject to all the rules and regulations that apply to courses taken for credit, except that the grade recorded by the Registrar will be either pass (P) or fail (F). No courses may be changed from pass/fail to number graded or from number graded to pass/fail after the last date for dropping a course without academic penalty.
2. Conversion of numerical grades to Discovery Credits
Pass: 50 - 100%
Fail: 0 – 49%
3. Student Eligibility:
a) Only students identified as Undergraduate Students registered in a first entry undergraduate degree program at Western are eligible;
b) The following are NOT eligible to select Discovery Credit courses: First-year students, Visiting Students, Special Students, and Graduate Students;
c) Undergraduate students placed on academic probation may be eligible to participate with permission of the Dean.
4. Program and Course Eligibility:
a. A student looking to enter a module or program of study may use a Discovery Course credit as a required course credit in that module or program of study only with the permission of the Dean or designate.
b. Registration in a course must meet existing course entrance requirements;
c. Students cannot use Discovery Course credits for courses in which they have been charged with academic dishonesty;
d. The Discovery Course credit counts towards the normal course load.
e. The following programs are excluded from this policy: Engineering, Nursing, Bachelor of Music, Bachelor of Musical Arts, Law, Bachelor of Education, Business, and Medicine and Dentistry.
5. Impact on Averages and Awards: Discovery Credit courses will be excluded from term, cumulative and graduation averages. Eligibility for Dean’s Honor Listing, Graduation With Distinction, University Gold Medals, and Scholarships and Awards will not be adversely impacted. Calculations will be made using remaining graded courses.
6. Academic Record and Student Transcript: Discovery Credit courses will be identified on the academic record and on student transcripts. Discovery Credit courses will not display a number grade on the academic record or on student transcripts. The Office of the Registrar will retain the number grade information submitted by the department, but it will not normally be available for students.
7. Breadth and Essay Requirements: Discovery Credit courses may be counted toward breadth requirements; however, may not be counted toward essay requirements.
8. Student Responsibility: It is the student’s responsibility to carefully review any graduate or professional school, award programs, government (e.g., OSAP) and University aid and award eligibility rules which may be affected by the use of Discovery Credit courses.
Additional Courses Without Degree Credit
A student, with the permission of his/her dean, may register in additional courses without degree credit in the following ways:
Note: Students who register as Audit shall be so designated on the class lists prepared by the Registrar, but no distinction shall be made between students registered for credit, either as number/letter graded or pass/fail.
Non-Credit Registration: A student who wishes to sit in on a class in a degree-credit course for interest only, may do so with written permission. For on-campus courses, a non-credit registration form is available from Western Continuing Studies. The form must be signed by the course instructor or appropriate Department.
Non-credit registrants do not require admission to the University, no records are kept, and no credit will be granted. There is a fee incurred.
Faculty of Engineering Failed Courses: Policy on Repeating All Components in a Failed Course
Failed courses: Policy on repeating all components of the course
Students who are required to repeat an Engineering course must repeat all components of that course. No special permissions will be granted enabling the student to retain laboratory, assignment or test marks from prior years. Previously completed assignments and laboratories cannot be resubmitted for grading by the student in subsequent years.
Policy on Undergraduate Students Taking Graduate Courses
Undergraduate students who wish to take graduate courses as part of their undergraduate programs must get approval.
Procedure for applying to take a graduate course:
The undergraduate student completes and signs a Special Permission Form and requests approval and signatures from the course instructor and the Dean of the undergraduate student's home Faculty. The request is next considered by the Dean, Faculty of Graduate Studies. If approved, the Registrar's Office will enter the course on the student record.
Principles in operation to consider these requests:
The undergraduate student must have a strong academic record, preferably with an "A" average in the last 10 full academic courses. Students accepted to take a graduate course must be made aware that the requirements in a graduate course and the standards expected are significantly higher than those in an undergraduate course. Normally, no more than one full graduate course (or its equivalent) will be permitted
during the undergraduate program. Each request will be assessed on an individual basis.
The graduate course cannot be used as a credit for a program in which the student is not registered, i.e., the course credit is not transferrable if the student subsequently is admitted to a graduate program.
Western eLearn Program
Western’s eLearn Program provides online access to selected degree-credit level university courses for individuals who wish to pursue independent study, but are not interested in obtaining a Western degree, certificate or diploma at the present time. The eLearn Program will provide individuals with the exposure to degree-credit courses and will challenge them to expand and explore their own academic possibilities.
Students participating in Western’s eLearn Program will have the option to apply for admission into First-Entry Degree Credit Programs and obtain transfer credit for the courses taken in the eLearn program if they meet the Admission requirements specified at http://welcome.uwo.ca/.
Admission to the eLearn Program
Anyone interested in personal enrichment or professional development will be able to enrol in Western’s eLearn program. Students will be registered in Western Continuing Studies and upon completion of a course, will be eligible to request a Record of Academic Studies. While there are no formal entrance requirements, students must meet all entry requirements identified for their intended course of study.
Registration must be submitted via the Western Continuing Studies website http://wcs.uwo.ca/ by the first day of classes in each session.
Students currently pursuing certificate/diploma or degree level studies at Western will not be permitted to enrol concurrently in the eLearn Program.
Admission into Western First-Entry Degree Credit Programs
Students who have enrolled in Western eLearn courses and who wish to formally be admitted to first-entry degree programs at Western, must successfully complete the equivalent of 3.0 credits through Western eLearn and achieve an overall minimum average of 70% with no less than 60% in each course prior to admission consideration.
A formal application to Western University must be submitted through the Ontario Universities’ Application Centre (OUAC) by the appropriate deadline. Admission is subject to the availability of spaces in the program(s) to which admission is being sought.
Applicants whose first language is not English are required to present proof of English proficiency according to Senate policy.
Applicants must fully disclose all previous education and submit associated official transcripts at the time of application to degree credit studies for purposes of admission and transfer credit assessment. Western reserves the right to verify any information provided as part of the application. If any information is determined to be false or misleading, concealed or withheld, or written by a third party, at the absolute discretion of Western, the application may be invalidated and could result in the immediate rejection or revocation of an offer of admission or registration.
Courses within the eLearn Program are offered online only. The current list of courses offered in the Program can be accessed at the Western Continuing Studies website: http://wcs.uwo.ca/public/category/programArea.do?method=load&selectedProgramAreaId=582665.
Students enrolled in the eLearn Program are expected to fulfil all requirements of the course, as described in the syllabus, and will be evaluated by the same criteria as degree-credit level students. Students will be subject to the Western Continuing Studies’ Policies and Procedures: http://wcs.uwo.ca/static/about/policy.jsp.
Academic Handbook, Registration, Course Credit
Definition of Final Examination
The University defines a Final Examination as a test scheduled within an official examination period which serves as the final evaluation of student performance in a course.
A Special Examination is any examination other than the regular or Supplemental Examinations, and it may be offered only with the permission of the Dean of the Faculty in which the student is registered, in consultation with the instructor and Department Chair. Permission to write a Special Examination may be given on the basis of compassionate or medical grounds with appropriate supporting documents.
To provide an opportunity for students to recover from the circumstances resulting in a Special Examination, the University has implemented Special Examinations dates as outlined below:
|First Term Half Course||1st Thursday in January following the beginning of classes|
|Second Term Half Course||2nd Thursday in May following the April exam period|
|Full year course||2nd Thursday in May following the April exam period|
|Intersession||No more than 30 days after the exam period|
|Summer Day||No more than 30 days after the exam period|
|Summer Evening||No more than 30 days after the exam period|
|Distance Studies||No more than 30 days after the exam period|
|Exceptions to the above listed scheduling:|
|Faculty of Engineering
Richard Ivey School of Business
Affiliated University College courses
Under unusual circumstances, an alternate date for a Special Examination may be approved by the Dean of the student’s Faculty of registration in consultation with the Instructor and Chair of the Department offering the course. This date will be communicated to the Office of the Registrar.
Special Examinations must be written at the University or recognized exam center or an Affiliated University College, and supersede any lectures, tutorials, laboratories, etc., in which the student is registered. Note that students are responsible for any coursework, etc., missed while writing the Special Examination.
A student can be required to write up to two Special Examinations in a single day. Any outstanding Special Examinations will be deferred to the scheduled date of the final examination the next time the course is offered, and the maximum course load for that term reduced by the credit of the course(s) for which the final examination has been deferred.
If a student fails to write a scheduled Special Examination (as outlined on the dates above OR as approved under exceptional circumstances), permission to write another Special Examination will be granted only with the permission of the Dean in exceptional circumstances and with appropriate supporting documents. In such a case, the date of this Special Examination normally will be the scheduled date for the final exam the next time the course is offered and the maximum course load for that term reduced by the credit of the course(s) for which the final examination has been deferred. If permission for such a further deferral or other accommodation is not granted, a course grade based on an examination mark of zero (0) will be entered.
When approved under exceptional circumstances, a handling fee will be charged for examinations to be written at any location other than the University, a recognized exam center or an Affiliated University College. Fees are due and payable to the Office of the Registrar within two weeks of the approval of the Special Examination. The handling fee will cover only the administration cost of the examination. Any additional cost associated with hiring a proctor, room rental, etc., is the sole responsibility of the student. The student's Dean will ensure that candidates are aware of these regulations.
When a grade of Special (SPC) or Incomplete (INC) appears on a student's record, the notations will be removed and replaced by a substantive grade as soon as the grade is available.
The privilege of a Supplemental Examination is offered ONLY to undergraduate students registered in courses offered by the Faculties of Education, Engineering, Law and Medicine & Dentistry. The privilege of one supplemental examination is also offered to students in the preliminary year at Brescia University College. Eligibility for a Supplemental Examination will be made in accordance with policies established by the appropriate faculty.
A student will receive either a "pass" or "failed" grade for a course after a Supplemental Examination. A "pass" will give the student credit for the course but will not change the student's sessional average for the year, i.e., although the course grade will be "pass", the average for the year will be calculated using the original mark if that was a passing grade. A failing grade will not be included and the average will be calculated on the
However, a student passing a Supplemental Examination will receive a mark of 50% to be used in the following cases:
a) for a graduating average, e.g., if an overall average such as 60% is required by the program on all courses
b) for area of concentration averages, e.g., if an overall average such as 60% is required by the program on all senior courses for an area of concentration
c) for scholarship/award/prize calculations.
Fees, as approved by the Board of Governors, are due and payable within two weeks of the approval of the Supplemental Examination. The student's Dean will ensure that candidates are aware of this requirement.
Aegrotat Standing shall be defined as granting of credit for a course requiring a final examination. The credit shall be a mark/grade based on evaluation of achievement in the term work of the course. Aegrotat Standing may be granted only for a student who a) has been unable to take the required final examination for medical or compassionate reasons and b) is not able to take a make-up examination within 6 months of the original date of that exam.
A request for Aegrotat Standing must be submitted to the Dean of the Faculty/School of registration, normally before the end of the regular examination period. The application must be accompanied by documents supporting the reason for the request. The Dean may grant Aegrotat Standing on the recommendation of the Instructor or Department concerned. It shall be denied if, in the opinion of the Dean and the Instructor or Department concerned, there is insufficient evidence on which to base a mark/grade. In any case, Aegrotat Standing will not be granted if the student has completed less than 60% of the course requirements. The Dean shall inform the student and the Registrar, in writing, of the decision as soon as possible.
If Aegrotat Standing is awarded, the student's record shall show the mark/grade assigned only.
The Secretary of Senate was instructed, on behalf of Senate, to authorize the Registrar to issue to registered students examination marks or grades submitted to him by instructors and/or departments.
Academic Handbook, Examinations, Definitions of Types of Examinations
Each student granted admission to Western must be proficient in spoken and written English.
Students must demonstrate the ability to write clearly and correctly. Work presented in English in any subject, at any level, which shows a lack of proficiency in English and is, therefore, unacceptable for academic credit, will either be failed or, at the discretion of the instructor, returned to the student for revision to a literate level.
To foster competence in the use of the English language within their own discipline, all instructors will take proficiency in English into account in the assignment of grades. Also see ENGLISH LANGUAGE PROFICIENCY (Admission Requirements).
Academic Handbook, Examinations, English Proficiency
Evaluation of Undergraduate Academic Performance - Departmental Responsibility
Responsibility and authority for evaluating student achievement in individual undergraduate courses rests with the department (or faculty where applicable) which may delegate this responsibility to the individual instructor(s).
Direct responsibility for quality of instruction and evaluation of student performance rests with departments, which may delegate this responsibility to members of faculty.
The department (or faculty where applicable) shall devise procedures to ensure that the evaluative methods used are academically rigorous and as equitable as possible.
Evaluation of Undergraduate Academic Performance
At least three days prior to the deadline for withdrawal from a course without academic penalty, students will receive assessment of work accounting for at least 15% of their final grade. For 3000- or 4000-level courses in which such a graded assessment is impracticable, the instructor(s) must obtain an exemption from this policy from the Dean and this exemption must be noted on the corresponding course syllabus. In rare instances and at the Dean’s discretion, other courses could receive a similar exemption, which also must be noted in the course syllabus. Deans should review exemptions on a course-by-course basis each time an exempted course is offered.
As a guideline for departments (or faculties where applicable), the last day of scheduled classes in any course will be the last day on which course assignments will be accepted for credit in a course.
As a guideline for departments (or faculties where applicable), instructors will be required to return assignments to students as promptly as possible with reasonable explanations of the instructor's assessment of the assignment.
The policy of the University shall be that departments (or faculties where applicable) ensure that, wherever possible, final grades in courses under their aegis are derived largely from documented evidence demonstrating academic achievement, i.e., written or practical examinations, essays, reports, problem assignments. This shall not preclude the use of oral examinations as part of the evaluative process.
As a guideline, departments (or faculties where applicable) shall take appropriate action to ensure that for all sections of a multi-sectioned course,
Department chairs (or deans of faculties where applicable) are required to co-sign the official record of final grades of students registered in courses under their aegis prior to submission to the Registrar for issuance of student reports.
First Year Courses - Teaching and Evaluation
In each department, lecturing in first year courses should, in general, be done by members of faculty.
Departments will single out the teachers best qualified for first year teaching assignments to first year courses.
Departments will make every effort to ensure that first year classes taught by more than one person have cohesion and continuity.
A common curriculum will be established in each course (1000-1999) with multiple sections.
Each course (1000-1999) will have one common, compulsory, final examination to be scheduled in the examination period1, unless the dean of the faculty, in consultation with the Education Policy Committee, exempts the course from any of these requirements.
The final examination will be worth a substantial amount, not less than 30% of the final grade in courses numbered 1000-1999, unless the dean of the faculty, in consultation with the Educational Policy Committee, exempts the course from this requirement.
The final examination in courses 1000-1999 with more than one section (lecture, tutorial and/or laboratory, however taught) will be marked by some method which seeks to ensure consistency and fairness in marking among all sections, e.g., marking by a course or section committee under the supervision of a member of faculty who coordinates the course.
Deans will approve marks sheets for courses in first year (1000-1999) before these are forwarded to the Registrar.
Each department will periodically reappraise its first year course offerings to ensure that they adequately accommodate changes in secondary school curricula, changes in the discipline and the diverse levels of preparation attained by incoming students.
Academic Handbook, Examinations, Evaluation of Academic Performance
For final or mid-year examinations scheduled by the Office of the Registrar or instructors during the December or April exam period, a student who is scheduled to write more than two such examinations in any 23-hour period, more than three in any 47-hour period, or more than four in any 71-hour period may request alternative arrangements through the office of the dean of their faculty.* This policy does not apply to mid-term tests occurring outside the December or April exam periods.
When a student has more than two examinations in any 23-hour period, more than three examinations in any 47-hour period or more than four examinations in any 71-hour period, the following will be taken into consideration when determining which examination(s) will be moved:
A student who is scheduled to write two examinations concurrently must notify the Registrar so that arrangements may be made for both examinations to be written in the Examination Conflict Room in a sequence established by the Registrar.
A student scheduled to write an examination that conflicts with a holy day of that student's religion which prohibits such activity should seek accommodation under the terms of the policy on religious holidays.
Examinations written in the Conflict Room will be the regular examinations.
The Registrar will notify the appropriate department chair of the required information regarding students writing in the Conflict Room (i.e., student name, course, section, date and time of the conflict).
It is the responsibility of the Department Chair to ensure that the Registrar receives the appropriate examination paper and supplies seven days before the examination date.
Examinations written in the Conflict Room are to be picked up by the Department Chair or designate during the first working day following the examination date.
Students writing examinations in the Conflict Room will have a supervised break between examinations. Students are required to follow the instructions of the Conflict Room proctors at all times.
*Note: For the purposes of interpretation of this policy:
The Graduate Record Examination, or other examinations for entrance to professional or graduate schools, shall be considered equivalent to a final examination offered by Western. Students should give notice of the conflict in writing to their Dean as early as possible but not later than November 15 for mid-year examinations and March 1 for final examinations, i.e., approximately two weeks after the posting of the mid-year and final examination schedule respectively. In the case of mid-term tests, such notification is to be given in writing to the instructor within 48 hours of the announcement of the date of the mid-term test.
Academic Handbook, Examinations, Conflicts
Engineering: Calculation of Weighted Average Marks
[With reference to "Additional Information on Transcripts", the regulations on calculation of weighted average marks for the Faculty of Engineering are different with respect to the calculation of the average, i.e., assessing failures as 40%. See Weighted Mark under Definitions of Terms]
For Definition of Terms view the Academic Regulations in the Faculty of Engineering section.
Arts and Humanities, Business, Education, Engineering, Health Sciences, Information and Media Studies, Medicine & Dentistry (BMSc, BSc), Music, Science, Social Science, Continuing Studies at Western, and the Affiliated University Colleges: Brescia, Huron, King’s
|A+||90 - 100%|
|A||80 - 89%|
|B||70 - 79%|
|C||60 - 69%|
|D||50 - 59%|
|F||below 50% or assigned when course is dropped with academic penalty|
Terminology/Descriptions of Academic Performance
The following terminology will be used for undergraduate courses in Arts and Humanities, Business, Education, Engineering, Health Sciences, Information and Media Studies, Music, Science, Social Science, Continuing Studies at Western, and the Affiliated Colleges: Brescia, Huron, King’s. Instructors shall enter one of the following on the official record of final student evaluation for each student:
A specific mark or grade
AEG - Aegrotat
AUD - Audit
COM - Complete
CR - Credit
DEF - Deferred Exam
DNW - Did Not Write
DRP - Dropped (Penalty)
FAI - Fail, for course designated pass/fail
FTW - Failed Term Work
INC - Incomplete
IPR - In Progress
NC - No Credit
NGR - No Grade Reported
PAS - Pass, for course designated as pass/fail
PWD - Pass with distinction, for courses designated as pwd/pass/fail in faculties that offer this designation
SAT - Satisfactory
SPC - Special exam
SUP - Supplemental exam, in faculties that offer supplemental privileges
WDN - Withdrawn, if withdrawal is without academic penalty
This regulation applies also to the mid-year examination period.
Additional Information on Transcripts
1) Class (i.e., section) average will be added to the transcript (assessing failures as 40%);
2) For passing grades, the class size (i.e., section) will be added to the transcript (including failures in the enrolment);
3) The university-wide descriptors of the meaning of letter grades outlined as follows were approved by Senate and will be printed on the back of the transcripts:
University-wide grade descriptors:
|A+||90-100||One could scarcely expect better from a student at this level|
|A||80-89||Superior work which is clearly above average|
|B||70-79||Good work, meeting all requirements, and eminently satisfactory|
|C||60-69||Competent work, meeting requirements|
|D||50-59||Fair work, minimally acceptable|
In some Faculties, failing grades are distinguished as follows:
|E||40-49||Fail with supplemental examination privileges|
A student who, for medical or compassionate reasons, is unable to complete his/her term work prior to the last day of classes and who wishes an extension in order to complete it, shall submit a written request to the Dean of the Faculty in which the student is registered. The request shall include the following information:
Before making a decision, the Dean will consult with the instructor and Department Chair or Director. If Incomplete Standing is granted, the Dean shall inform the student, the instructor, and the Department Chair or Director of the date by which a final grade must be forwarded to the Registrar.
Failure of the student to meet the extended assignment deadline shall result in a grade of zero (0) for the assignment unless the Dean authorizes a further extension for medical or compassionate reasons. In any case, students who continue an Incomplete Standing in a course at the beginning of the Add/Drop period of the following registration session (including Fall, January and Intersession/Summer sessions), must reduce their course load accordingly or seek permission for an overload from the Dean of their Faculty.
The authorization of the Chair of the Department or Departmental Graduate Studies Committee shall be sufficient for granting Incomplete Standing for graduate students.
When a grade of Special (SPC) or Incomplete (INC) appears on a student's record, the notation will be removed and replaced by a substantive grade as soon as the grade is available.
Marks for achievement in courses are assigned as follows:
Mark Range Grade
90 – 100 A+
80 - 89 A
70 - 79 B
60 - 69 C
50 - 59 D
Below 50 F*
* Average calculations will INCLUDE failed marks. All marks below 50% are considered failures. Failing marks below 40% will be included in average calculations as 40%, marks from 40% to 49% will be included as the actual mark reported. A count of failed attempts will be maintained.
Averages will be calculated to two decimal places and rounded to the nearest whole number with .45 rounded up.
Academic Handbook, General Policy, Marks/Grades for Undergraduate Students
See Weighted Mark under Definition of Terms in the Engineering Progression policy for calculating weighted average marks in the Faculty of Engineering
For Grading Scales for Graduate Students,
visit: Academic Handbook, General Policy, Grading Scale for Graduate Students
Posting of Preliminary Examination Timetable
The preliminary mid-year examination timetable will be posted and distributed by the Office of the Registrar on or before the Monday of the sixth teaching week of the first academic term. Any request for revisions to the preliminary mid-year examination timetable must be approved by the Dean of the appropriate faculty (or Affiliate Registrar where applicable) and submitted to the Office of the Registrar on or before the Monday of the seventh teaching week of the first academic term. These requests will be honored by the Office of the Registrar where possible, given the limited number of constraints which can be accommodated.
The preliminary Spring examination timetable will be posted and distributed by the Office of the Registrar on or before the Monday of the sixth teaching week of the first academic term. Any request for revisions to the preliminary Spring examination timetable must be approved by the Dean of the appropriate faculty (or Affiliated University College Registrar where applicable) and submitted to the Office of the Registrar on or before the Monday of the seventh teaching week of the second academic term. These requests will be honored by the Office of the Registrar where possible, given the limited number of constraints which can be accommodated.
The Office of the Registrar will notify department chairs of the preliminary examination timetable for Intersession, Summer Evening and Summer Day sessions at the time a request for courses to be scheduled is made.
Revisions submitted after the aforementioned deadline shall be permitted only with the approval of the Dean. When such approval is granted, the department shall assume total responsibility for the administration of the examination and communication of revisions to the students.
Posting of Final Examination Timetable
The final mid-year examination timetable will be posted and distributed by the Office of the Registrar on or before the Monday of the tenth teaching week of the first academic term.
The final Spring examination timetable will be posted and distributed by the Office of the Registrar on or before the Monday of the tenth teaching week of the second academic term.
The final examination timetables for Intersession, Summer Evening, Summer Day and Distance Studies sessions will be posted by the Office of the Registrar no later than ten days before the end of each academic session.
It is the responsibility of the student to:
a) check both the preliminary and final postings of the examination timetables for the courses in which they are registered;
b) ensure that examination conflicts are not created through the addition of the second term courses.
Resolution of examination conflicts (resulting from course additions) must be approved by the Dean of the student's faculty.
Academic Handbook, Examinations, Posting of Exam Tables
Office of the Registrar, Exam Schedules
Scheduling of Examinations
Department chairs (or deans of faculties, or affiliated registrars where applicable) shall submit to the Office of the Registrar by the first day of classes each year a final and complete request of the courses to be scheduled into the Mid-Year and Spring examination periods (i.e., course, exam length, type of exam, supplies, separate or common).
Requests for special scheduling (e.g., spacing of examinations, specific examination periods, special seating arrangements or room requests, optional examinations, evening requests) must be submitted to and approved by the Dean of the faculty (or Affiliate Registrar where appropriate) and submitted to the Office of the Registrar by the aforementioned deadline. These requests will be honored by the Office of the Registrar where possible given the limited number of constraints which can be accommodated. During all examination periods the Registrar is given authority to schedule three examinations per day.
The scheduling of "take-home" examinations must be approved by the Dean of the faculty. Papers must be submitted to the instructors by the tenth examination day of the examination period. In the case of Spring/Summer Session examinations, papers must be submitted to the instructors on the examination date established by the Registrar.
Examinations will be of a two, three or four-hour duration. Requests for permission to schedule an examination of a different duration shall be directed to the Dean of the faculty. The Dean shall seek the advice of the Registrar before approving such requests.
Final examinations in one-term courses and full-year courses may not be scheduled during the last 3 weeks of classes in any term (15 days, excluding Saturdays and Sundays).
For professional faculties with sessional dates differing from the standard University term, the following regulations may not apply.
The policy of the university shall be that departments (or faculties) be required to ensure that for courses offered under this jurisdiction:
1. no new (i.e., previously unannounced) assignments are introduced in the last six weeks.
2. notice of the dates and nature of assignments be given to students before the final six weeks of a course.
The intent of this rule is to permit students to set their work schedule.
1. Tests for full -year courses may not be scheduled during the last week of classes in the Fall (September to December) term (5 days, excluding Saturdays and Sundays) or during the last 3 weeks of classes in the Winter (January to April) term (15 days, excluding Saturdays and Sundays).
An exception is made for practical laboratory or performance tests since they are understood to be tests which by their nature require the scheduling of specialized space or facilities, and which typically do not involve the same kind of preparation on the part of the student as do written or oral tests. Professional schools with special practicum or curricular requirements also are exempt from this condition.
2. Tests for one- term courses may not be scheduled during the last 3 weeks of classes in the term.
3. The department/faculty shall ensure that all conflicts with previously scheduled classes or tests are resolved, either by rescheduling the tests, or by offering an equivalent test at another time for those students who have declared a conflict prior to the test in accordance with policy as set by the department.
4. All tests normally will be held during regularly scheduled class hours. If, for sound academic or administrative reasons, out -of-class tests must be scheduled, such tests may be held on any day, Monday to Saturday , subject to conditions 1- 2 above. Reasonable notice of out -of-class tests must be given in order to allow students to resolve conflicts with other academic duties or university -sanctioned extracurricular activities.
No regular classes will be scheduled during the Fall and Winter terms between 7:00 p.m. and 10:00 p.m. on Fridays, and between 9:00 a.m. and 10:00 p.m. on Saturdays. Out -of-class tests may be scheduled on Saturdays between 9:00 a.m. and 10:00 p.m.
5. In cases where a ruling regarding what constitutes a test or assignment is required, the instructor and/or student may consult the appropriate dean.
Scheduling Tests/Examinations for HBA and MBA Programs
1. Tests in one- term courses may not be scheduled during the last three weeks in the term.
2. Tests for full -year courses may not be scheduled in the last week of classes in the Fall and during the last three weeks in the Winter term.
3. Final examinations in one- term and full -year courses may not be scheduled during the last three weeks in either term.
Scheduling Tests/Examinations for Intersession, Summer Evening and Summer Day and Distance Studies
Four weeks prior to the beginning of the examination periods for Intersession, Summer Evening, Summer Day, the Dean of the Faculty in which courses are being offered will submit to the Office of the Registrar a final and complete list of the courses for which examinations are to be scheduled.
The Dean’s Office of the Faculty must also advise the Office of the Registrar by the Monday of the seventh teaching week of the first term of Distance Studies examinations which require room assignment by the Office of the Registrar for inclusion in the mid- year examination timetable; and by the Monday of the third teaching week of the second term for inclusion of such courses in the Spring examination timetable. All such examination papers must be delivered to the Office of the Registrar twenty -one days prior to the examination date.
Tests for Intersession or Summer Day may not be scheduled during the last third of the course, i.e., in a 6-week full course, during the last two weeks of classes (10 days, excluding Saturdays and Sundays) or in a 3 -week half course, during the last week of classes (5 days, excluding Saturdays and Sundays).
Tests for one- term Summer Evening or Distance Education courses may not be scheduled during the last 3 weeks of classes in the term (15 days, excluding Saturdays and Sundays).
Printing of Examinations
Chairs of departments (or deans of faculties where applicable) are required to ensure that examination papers to be printed for mid- year and Spring examination periods are submitted to the Registrar on or before the due dates given below:
Mid-Year Examination - Date Due:
|Examinations scheduled in the first week:||Due Thursday of the tenth teaching week of the first term|
|Examinations scheduled in the second week:||Due Thursday of the eleventh teaching week of the first term|
Spring Examinations - Date Due:
|Examinations scheduled in the first week:||Due Thursday of the ninth teaching week of the second term|
|Examinations scheduled in the second week:||Due Thursday of the tenth teaching week of the second term|
|Examinations scheduled in the third week:||Due Thursday of the eleventh teaching week of second term|
If a department prefers to print its own examination papers, the Chair of the Department shall be required to ensure that they are delivered to the Registrar at least seven days prior to the scheduled examination.
When examinations are printed by departments, an extra 10% over and above those required for students must be submitted to the Registrar's Office by the department concerned.
The Registrar shall be responsible for delivery of all examination papers received by the aforementioned deadlines to all examination areas assigned by the Registrar.
The Registrar shall notify the appropriate Deans of outstanding examinations. The Chair of the Department shall then be responsible for the delivery of the correct number of examination papers (i.e., 10% over and above the number of students ) to the examination room thirty minutes prior to the scheduled examination time.
In the case where an Affiliate examination and a constituent examination are to be written in common, the Registrar will provide the Affiliate Registrar with the printed examination papers seven days prior to the examination date. If the Affiliate Registrar requires any common examination paper prior to seven days before the examination date, the Affiliate Registrar may request that the constituent Registrar provide a single copy of the examination paper on the Monday of the tenth teaching week. The Affiliate Registrar shall then be responsible for the security and printing of sufficient numbers of papers for the Affiliate section.
Intersession, Summer Night and Summer Day examination papers to be printed by the Registrar are to be submitted by the Department to the Office of the Registrar no later than seven days before the first examination period of each session.
Academic Handbook, Examinations, Scheduling
Final Marks for Undergraduate Courses - Timing of Submission
Marks for written final examinations must be submitted within one week after the wri ting of each final examination. (On the written authorization of the dean of the faculty in which the course is offered, this deadline may be extended.)
Marks for courses not requiring written final examinations must be submitted within one week after the end of classes. (On the written authorization of the dean of the faculty in which the course is offered, this deadline may be extended.)
Marks for Deferred, Special and Supplemental Examinations must be submitted within one week after the writing of such examinations.
Submission of marks for any course may not be delayed because of the failure of some registrants in the course to complete assignments or term work. Such students shall be given a mark of zero for incomplete work and assigned a final gra de, unless their dean has authorized incomplete standing or the writing of a Deferred or Special Examination.
This regulation also applies to the mid- year examination period.
Final Marks of Graduate Courses - Timing of Submission
Please note that graduate -level course numbers range from 9000 to 9999.
Final marks must be submitted within two weeks of the end of the term
Note: For courses taken by students in their final term of study, the deadline shall be the last day of term.
After the end of each graduate term, the student grade file shall be updated and a grade report issued to each graduate student at which time the updated grade file shall reflect the following:
The terms "incomplete" and "in progress" shall be assigned only with the written authorization of the Chair of the Department or Departmental Graduate Studies Committee, except for theses and language requirement courses.
Any departure from the above regulations shall require the authorization of the Vice- Provost (Graduate and Postdoctoral Studies).
Final Examination Marking
The final examination in first year courses (1000- 1999) with more than one section (lecture, tutorial and/or laboratory, however taught) will be marked by some method which seeks to ensure consistency and fairness in marking among all sections (e.g., marking by a course or section committee under the supervision of the member of the faculty who coordinates the course).
Informing Students of Final Grades
The Registrar records students who are granted Special Examinations, Incompletes and Aegrotat Standing by the Dean's office. That information is to be provided to Departmental offices by the Registrar on a regular basis.
Instructors are to submit their final grades electronically or on grade submission forms to the Department Chair for final approval. (In the case of an Affiliated University College or a Faculty without departmental structure, the grades will be forwarded electronically to the Dean.) Subsequent to this review the Department Chair (or Dean) will forward the grades electronically or on grade submission forms to the Registrar.
Departments may inform students of final grades from an examination period subsequent to final approval of the grades by the Department Chair or Dean, but are responsible for ensuring that grades are communicated in a confidential manner.
Lists of student grades with personal identifiers (e.g., student identification numbers) must not be posted electronically. Faculty and staff wishing to communicate marks electronically to students must do so on an individual basis only. For optimal security, WebCTVista is the recommended mechanism for doing so.
For large classes, a paper list of student grades linked to student identification numbers may be posted in a Department location for a limited time provided that the grades cannot reasonably be linked to individual students. Such postings should contain truncated student identification numbers (last five digits) listed in random order. For classes with fewer than 15 students, public posting must always be avoided. Faculties have the discretion to establish higher thresholds based on local needs and concerns.
Academic Handbook, Examinations, Timing Submission of Final Grades