Grading and Grade Submission Deadlines

Courses

Deadline

Instructors must enter grades in Minerva:

• For courses with no final exam: One week after lectures end in April
• For courses with a final exam:
  • Graduating students: One week after date of exam
  • Non-graduating students: Two weeks after date of exam

University deadline: May 7, 2025

Grades of K for Fall courses

Students must submit work and Instructors must enter grades in Minerva:

• Non-graduating students: No later than April 30
• Graduating students in February (ie. Fall expected term of graduation): No later than January 30

Note: grades must be submitted by the above deadlines, or they will be replaced with grades of KF

Grades of K for Winter courses and courses spanning Fall & Winter

Students must submit work and Instructors must enter grades in Minerva:

• Non-graduating students: No later than July 31st
• Graduating students in June (ie. Winter expected term of graduation): No later than April 30

Note: grades must be submitted by the above deadlines, or they will be replaced with grades of KF

Grades of K for Summer courses

Students must submit work and Instructors must enter grades in Minerva:

• Non-graduating students: No later than November 30
• Graduating students in November (ie. Summer expected term of graduation): No later than September 30

Note: grades must be submitted by the above deadlines, or they will be replaced with grades of KF

A

4.0

85 – 100%

A-

3.7

80 – 84%

B+

3.3

75 – 79%

B

3.0

70 – 74%

B-

2.7

65 – 69%

C+

2.3

60 – 64%

C

2.0

55 – 59%

Required, Complementary and Foundation program courses must be completed with a grade of C or better.

D

1.0

50 – 54%

Courses completed with a grade of D cannot be used to meet program requirements but can be used as electives. If you receive a D in a required or complementary course, you will need to retake the course or apply to write a supplemental exam. It is recommended to meet with a Faculty Advisor to review your options.

If a student repeats a course completed previously with a grade of D, no additional credit will be granted; however, both grades will be calculated into the GPA.

F (Fail)

0

– 49%

J

Counts as 0 in the GPA calculation.

The instructor must submit a grade of J (incomplete) when:

1. The student has not attended/written/submitted the centrally-scheduled final exam (for courses with formal final exams); or
2. The student has not submitted a large portion (ie. majority) of the required course work (for courses with no formal final exam); or
3. The student has not attended/written/submitted their previously-approved deferred exam.

The J will count as 0 in the GPA calculation.

K

A grade of K reflects an approved extension on course work. It must be requested by the student (prior to the end of the term for the course in question) and is subject to approval by the course instructor (at their discretion), who in turn must submit the K in Minerva prior to the regular grade submission deadline. Grades of K should not be approved where the student still has not yet completed/submitted at least 50% or more of the graded assessments required for the course.

Instructors should outline their policy on granting extensions on the course syllabus and students with similar extenuating circumstances must be treated equally (regardless of whether they are an undergraduate or a graduate student enrolled in the course). Students can be required to submit supporting documentation.

Students’ deadlines for submitting their work must be scheduled appropriately before the dates listed below to ensure that the work can be assessed and the grade submitted on time.

The instructor must enter a grade in Minerva by the following deadlines:

• For a K in a Fall term course:
  • The student must submit their remaining work to the instructor prior to April 15^th
  • The final grade must entered by the instructor by April 30^th
• For a K in a Winter term course:
  • The student must submit their remaining work to the instructor prior to July 15^th
  • The final grade must entered by the instructor by July 31^st
• For a K in a Summer term course:
  • The student must submit their remaining work to the instructor prior to November 15^th
  • The final grade must entered by the instructor by November 30^th

If a final grade is not submitted by the deadline, the K will be replaced with a KF (see below). Whereas the course instructor can require that the outstanding work be submitted prior to these deadlines, they cannot authorize late submission of work subsequent to these deadlines. A grade of K will remain on the unofficial Minerva transcript even after a final grade has been entered; however, it will not appear on the official transcript.

KF

Counts as 0 in the GPA calculation.

If a final grade has not been submitted by the K deadlines above, the K will automatically be changed to a KF (will count as a failure). A course instructor can request that the outstanding work be submitted prior to these deadlines. A KF is a failed course, it will count as 0 in the GPA calculation.

If you achieve a failing grade after an initial grade of K in a course, your academic standing decision may become Probationary or Unsatisfactory and require that you immediately follow the outlined conditions.

KE

If the student already has a K grade on record for the course, and is unable to submit their course work by the above “K” deadlines due to continued extenuating circumstances, they may submit a request to Arts OASIS for a further extension. This further extension would be for a single term; no further extensions will be granted.

TO REQUEST A KE:

For a further extension for course work beyond the K extension (grade of KE), the student must:

1. Reach out to instructor (s) to discuss their KE request (s), their plan of completion and obtain written approval.
2. Submit the completed KE request form and upload the instructor’s email confirming their agreement, their plan of completion and their supporting documentation (in cases of medical or family affliction). All documents must be in PDF format.
3. The KE request form - and all supporting documentation - must be submitted by the student per the following relevant deadlines:
   • Fall semester course: April 15th
   • Winter semester course: July 15th
   • Summer semester course: November 15th
4. Requests for a KE extension will not be granted if the student has not yet completed/submitted at least 50% or more of the graded assessments required for the course.

IF APPROVED:
The student must complete the work - and the instructor submit the grade - by the following KE grade submission deadlines:

• For a KE in a Fall term course: by July 31st
• For a KE in a Winter term course: by November 30th
• For a KE in a Summer term course: by April 30th

If the KE is not cleared by the aforementioned deadlines, a KF will subsequently be recorded.

Whereas the Associate Dean has the authority to grant or refuse a request, instructors must confirm their agreement to the student's request. Instructors are not authorized to approve KE grades, nor can they provide extensions beyond the posted deadlines.

Once approved by the Associate Dean, the K will be changed to KE. If a final grade has not been submitted by the KE deadlines above, the KE will automatically be changed to a KF (will count as a failure). A KF is a failed course, it will count as 0 in the GPA calculation. Note that these deadlines are in effect whether the student is an undergraduate or a graduate student.

L

A grade of L appears on the advising transcript if a student has been approved - by Service Point - for a deferred exam. The request for an exam deferral is submitted through Minerva and will be assessed/approved/refused by Service Point. If approved, the grade of J submitted by the instructor for students who did not write the final exams, will be replaced with a grade of L, which has no impact on the GPA until the deferred exam has been written and a final grade been entered.

• Students must apply for an official exam deferral through Minerva for all exams listed on the exam schedule issued by the Exam Office, including take-home exams.
• A grade of L will remain on the unofficial student transcript but will not appear on the official transcript once the deferred exam has been written and a final grade has been submitted.

The weight of the deferred exam is identical to the original final exam; grades received in the other components will be carried forward.

WL

A grade of WL is given if a student has requested and been approved - by Service Point - for a withdrawal from the deferred exam and the course. 

W

A grade of W appears on the transcript if the student has withdrawn from a course in one of two instances after the course change (add/drop) period:

1. Where the student themselves withdrew from the course by the term deadline; or
2. Where a late W must be requested by the student. The request will be assessed by Service Point.

A grade of W has no impact on the GPA.

NR

This means that a final grade has not been recorded.

NA

Instructors are not permitted to enter NA grades. An NA is a place-holder grade imposed by Arts OASIS as a result of a pending disciplinary issue pertaining to the course. Once the disciplinary issue has been resolved, and once Arts OASIS has the necessary assessment information from the instructor, Arts OASIS will arrange to replace the NA grade with the final grade. A grade of NA has no impact on the GPA.