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Undergraduate Academic Evaluation Procedures

Wiki Page Last Updated: 6/24/24

Bylaw Last Amended: 5/10/24

The contents of this page is summarized from the University of Windsor Senate Bylaw 54: Undergraduate Academic Evaluation Procedures. The original bylaw can be found in The University of Windsor Law Library

Definitions​

  • "Dean" means "Dean or Designate" (except in 2.21).
  • "Academic Administrative Unit (AAU) Head" refers to the Head of a Department, Director of a School, or Dean of an undepartmentalized Faculty.
  • "Instructor" refers to the course instructor.
  • "Day" means a normal business day for the University unless specified as a "calendar day."
  • "Final examination(s)" includes any final testing procedure during the examination period (written test, oral interview, essay, take-home test, etc.).
  • "First-entry undergraduate programs" are all undergraduate programs except those in Education and Law.

Regulations for first-Entry undergraduate programs​

1.1 All courses must have a meaningful, non-optional final examination during the examination period.

1.2 Exams will be scheduled for two to three-hour slots, though the actual duration may be shorter. If certain types of exams can't fit within this slot, arrangements will be made by notifying the Registrar.

1.3 The last seven days before the end of classes must be free from any graded activities or assignments unless approved by the Dean.

  • 1.3.1 For 8-11 week courses, this applies to the last four days before exams.
  • 1.3.2 For 6-7 week courses, this applies to the last three days before exams.
  • 1.3.3 For 3-5 week courses, this applies to the last two days before exams.

1.4 Each AAU sets the weight range for final testing procedures.

Regulations for all undergraduate programs​

2.1 By the first day of the course, instructors must provide a detailed course outline including grading procedures, test dates, and other relevant information.

  • 2.1.1 Procedures for determining the final grade.
  • 2.1.2 Approximate dates for tests and assignments.
  • 2.1.3 Statement on Student Perceptions of Teaching forms.
  • 2.1.4 Regulations on supplemental examination privileges.
  • 2.1.5 Information on plagiarism prevention software.
  • 2.1.6 University's marking and grading scale.
  • 2.1.7 Last date to withdraw from the course.
  • 2.1.8 Restrictions on the use of generative AI.
  • 2.1.9 University's mental health resources.
  • 2.1.10 Any other mandated matters.

2.2 Instructors cannot change final exam dates if set by the Registrar; other final exams must be during the official exam period.

2.3 No instruction or assessment on break days like reading weeks, holidays, or University closure days.

2.4 Class participation grading must be clearly stated and should not exceed 20% of the final grade, except in exceptional cases like professional behavior courses.

Other Evaluation Procedures​

2.5.1 No single evaluation in first-entry undergraduate programs can be worth more than 40% of the final grade, except for specific course types. If missed due to valid reasons, its weight can be added to the final evaluation.

2.5.2 Students with three or more final exams in 24 hours can request a reschedule. Decisions will be made by the Associate Vice-President, Student Experience.

2.5.3 Students with three or more major evaluations in 24 hours can request accommodation early in the term.

2.5.4 Unannounced quizzes must not exceed 2% each or 5% in total of the final grade. The number and value of spot quizzes must be communicated at the start of the semester.

2.6 Instructors must provide feedback worth at least 20% of the final grade two days before the withdrawal deadline.

2.7 Course outlines can be changed within the first two weeks of classes, with the final version submitted to the AAU Head.

2.8 If a test cannot be held due to an emergency, it will be rescheduled for the next regular class meeting.

2.9 If tests are scheduled outside regular class times, alternative arrangements must be made for students with conflicts or hardships.

2.10 Courses involving evaluations by observers must provide written evaluations during the semester and preserve records of major performances.

2.11 Students can resolve issues informally with the Instructor or AAU Head. If unresolved, they can appeal to the Dean.

2.12 Unofficial final grades must be submitted to the Dean within seven calendar days after the final exam or exam period, except in the Faculty of Law.

  • 2.12.1 No public posting of exams, essays, or assignments.
  • 2.12.2 Students have the right to review marking guides and final exams, which must be kept for at least twelve months.

2.13 Final grades are submitted by the Instructor through the AAU Head to the Dean, who then sends them to the Registrar.

2.14 Grade corrections can only be initiated by the Instructor and require signatures from the AAU Head and the Dean.

2.15 Students must withdraw within specified periods, with the withdrawal recorded as VW on their transcript.

2.16 Appeals must be made in writing within three weeks of the final mark's release, with responses due within four weeks.For JD program students, the three-week appeal period starts when they are notified of their marks.

Grade Appeals​

2.17.1 Informal grade review can be requested up to ten working days after the grade release. 2.17.2 Formal appeals can be made for incorrect evaluations or procedural irregularities, with a $20.00 fee refunded if successful. 2.17.3 A stay on decisions affecting student standing is in effect during the appeal process.

Considerations for extenuating circumstances​

  • 2.18.1 Informal requests for consideration can be made to the Instructor.
  • 2.18.2 Formal requests must be submitted to the Registrar with supporting documents and will be reviewed by the Dean.
  • 2.18.3 Instructors can assign "aegrotat" or "incomplete" grades based on term work or required further work.

Incomplete Grades​

2.19.1 An "Incomplete" grade may be assigned at the discretion of the Instructor and AAU Head for valid reasons like missed exams or incomplete assignments due to uncontrollable circumstances.

2.19.2 The average of a student will not be calculated until they receive their final mark

2.20 Faculty will inform registrar of supplementary evaluation processes a month prior to the beginning of a semester.

2.21 If an appeal involves a course taught by a Dean, a Dean from another Faculty will handle it. If the appeal involves a course taught by an AAU Head who is not a Dean, the Dean of the Faculty offering the course will handle it.

Alternate Examinations​

2.22 If a student is unable to take a final exam in the allotted time due to religious reasons, they are able to submit an application to reschedule the exam.