Academic Standing Procedure

AC-REG-PRO-003
Academic Standing Procedure

Purpose

  • To establish clear standards, expectations and procedures to guide the fair determination of academic standing;
  • To promote the principle of procedural fairness in a transparent, respectful and confidential manner;

The following processes are designed to assist faculty members and students to understand the Academic Standing Policy and how a student’s academic standing is established. It is understood that all information related to this procedure will be treated and maintained in a confidential manner respecting the privacy of all parties involved.

Process

Establishing Academic Standing

Academic Standing is identified by the Office of the Registrar and is based on the student’s academic performance as reflected in his/her official student record at the end of each academic term. This is deemed to be the student’s term GPA. The final grade upon which academic standing is based is the original grade assigned at the end of a course or otherwise established post-grade reassessment, post-supplementary assessment and/or post-appeal.

Course Outlines will clearly state the minimal grade requirements to pass.

The Academic Standing categories are as follows: *

  • Good Standing
  • Probation I
  • Probation II
  • Required to Repeat
  • Permanent Withdrawal

* For more information about these categories, please see the Academic Standing Definitions in the Academic Standing Policy.

  1. On pre-set dates at the end of each semester, or as required, the Promotions Review Committee (PRC) will review final course grades. The Program Communication Liaison (PCL) or Clinical Liaison Officer (CLO) or their designate, on behalf of the PRC, will provide to the Office of the Registrar:
    • The final grades
    • A list of all students eligible for supplemental activity whose academic standing is yet to be determined.
    • Any students who were placed on Probation II for non-academic violations/breaches
  2. Within one (1) business day of the PRC, the PCL or the CLO or their designate will notify the students who qualify for a supplemental activity and for whom academic standing is yet to be established, by internal e-mail, of the date of the supplemental based on pre-established dates for the academic year. The e-mail will be copied to the Office of the Registrar. Students are advised to prepare for supplemental assessment(s).
  3. Within one (1) business day of the PRC, the Registrar will notify the students who do not qualify for a supplemental, by e-mail of the Academic Appeal Policy (all official notices are sent only to a student’s Michener email account). The e-mail will be copied to the PCL or CLO or their designate.. Students who are considering Appeal are advised to prepare for supplemental assessment(s) in the event that an appeal is successful. Students on Probation II for non-academic violations will also be notified of their standing at this time by the Registrar.
  4. The Office of the Registrar posts the official grades on The Michener Institute’s Student Self-Service portal and identifies students whose standing is yet to be established according to pre-determined dates for the academic year.
  5. Students awaiting supplemental evaluation should attend classes as per their schedule, until such time as the supplementary assessment is completed and graded, and the academic standing is established.
  6. All decisions associated with the establishment or changing of Academic Standing can be appealed (please refer to the Academic Appeal Policy). Students exercising their option to appeal final grade and academic standing should attend classes as per their schedule until the appeal process has followed due course.

Establishing Eligibility for Supplemental Activity

Review of academic record and performance, attendance, participation, demonstration of living up to student responsibilities, previous failures, and extenuating circumstance are considered in the determination of eligibility for supplemental activity on a case-by-case basis.

At the end of each semester the PRC will review final course grades for all students. Students must meet all prerequisites, as identified in course outlines, in order to proceed to the next semester.   Students must pass all courses required in the Model Route in order to graduate. Students may or may not be eligible for supplemental activity to improve a failing grade and meet all course requirements based on the following:

  1. Students who have passed all courses and successfully met the course requirements with both a term and program GPA of equal to or greater than 2.0 will be in Good Standing and will remain eligible for advancement without condition or supplemental activity.
  2. Students who have met the course requirements, and have a term GPA of equal to or great than 1.7 but less than 2.0, will remain eligible for advancement and will be in Probationary I Standing without supplemental activity.
  3. Students who do not meet course requirements may be eligible for supplemental activity as follows:
    • First time single course failure and an overall course mark which falls no more than 10 marks below the passing grade is eligible for automatic supplemental activity.
    • Subsequent single course failure with an overall course mark which falls no more than 10 marks below the passing grade for that course as identified in the course outline is considered for supplemental activity on a case-by-case basis.
    • First time single course failure and/or subsequent single course failure with an overall course mark that falls more than 10 marks below the passing grade is considered for supplemental activity on a case-by-case basis.
    • First time and subsequent multiple course failures of less than 50% of the required courses for that semester are considered for supplemental activity on a case-by-case basis. Multiple course failures of 50% or more of any one semester are not eligible for supplemental activity and will be permanently withdrawn from any further studies at The Michener Institute.

Standing Post Supplemental Activity

Successful completion of supplemental activity will be awarded the minimum pass grade for the course, followed by an “S” (i.e. 60(S) or a Pass (S)).  

Students who fail a supplemental activity will receive their original failing grade (F) for the course and will have this result reflected on their academic record.

Academic standing will be determined based on the original final grades or the grades post-supplementary or academic appeal, as appropriate for each student.

Students who have passed the supplemental activity and successfully met the course requirements with a term GPA of equal to or greater than 2.0 will be in Good Standing and will remain eligible for advancement without condition.

Students who have passed the supplemental activity and met the course requirements, and have a term GPA equal to or greater than 1.7 but less than 2.0, will remain eligible for advancement and will be in Probationary I Standing.

Students who are eligible to re-enrol may be required to repeat part or all of the semester, as per the PRC decision.

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
October 10, 2009 Ann Vuletin – Portfolio Manager, Academic Operations Updated to new template. PRC membership list clarified to identify parties as voting or non-voting members. The Student’s current Academic Chair has been replaced in PRC by a Chair from an alternate program to ensure there is no bias if the Student decides to appeal her/his academic standing.
May 5, 2010 Suzanne Allaire Michele Allsopp-Downie Nandita Arora Fiona Cherryman Catharine Marie Gray Sheena Hewitt Kathleen Olden-Powell Pinar Peacock Sydney Redpath Susan Weltz Document revised
February 9, 2011 Bill Pitman Sydney Redpath Document revised
March 21, 2011 Academic Approval Council Approved
July 14, 2014 Academic Approval Council Addition of non-academic violations and consequences Clarification of wording from “suspension” to “required to repeat a semester”