Course Management Policy

Course Management Policy
Approval DateJune 15, 2016
Effective DateSeptember 6, 2016

Organizational Scope

The policy applies to all staff, faculty and full-time or part-time students in all programs in all settings.


The purpose of the course management policy is to provide students and faculty a framework for common understanding regarding the structures, processes, objectives and requirements that pertain to Michener courses.


The Michener Institute course outline is a legal contract between Michener and its students and contains critical course information. It is the legal responsibility of the faculty to ensure that the commitments made in the course outline are met and the responsibility of the learner to satisfy the competencies identified in the outline.   The course outline is also a historical record of the curriculum undertaken by any one cohort of students.


Policy Elements

1.0         Course Outlines

Student Information

Students enrolled in a course will be provided electronic access to the course outline on Michener’s intranet thirty (30) days prior to the start of class.   The course outline will include, at a minimum, the information attached in the sample course outline (Appendix A).

Course outlines may be supplemented by more detailed information provided periodically throughout a course.

Faculty Information

Faculty members are responsible for creating course outlines for Michener curricula.   All course outlines are to be prepared in MS Word or Worldwide Instructional Design System (WIDS) format. The Course Outline Procedure details the distribution of course outlines by faculty such that:

  • All course outlines required of a program are prepared and available on Michener’s intranet thirty (30) days prior to the start of the semester in which the course is to be delivered.
  • The location of course outlines in MS Word will be established and maintained by Program Administrative Assistants under Program folder on Y: titled ‘Course Outlines’.
  • The location of associated course materials (including learning plans and teaching notes) (in Y:/) are to be submitted to the Program Administrative Assistant.
  • WIDS files are established and maintained by CLI.
  • If changes are made to particular sections of a course during the course’s delivery (as per item 7.0 below), those changes will be recorded in the MS Word or WIDS file for archival and/or distribution purposes.

2.0         Courses with Multiple Sections

In cases where there are multiple sections (i.e. multiple lab groups and/or multiple tutorial groups within a course) of the same course, there are standard expectations that are common to all sections of the course. These include:

  • Competencies will be the same for all student groups
  • Assessment weighting will be the same for all student groups

3.0     Student Assessment

  • The usual course pass mark is a minimum grade of 60% (C-) in each course or a value of “Pass.” If a course requires a higher level of achievement to pass the course, the level must be clearly indicated in the course outline. Rationale for a pass mark above 60% must be clearly documented in consultation with the Center for Learning and Innovation (CLI) and supported by the program faculty and Academic Chair. Requests for a course to have a higher level of achievement than a grade of 60% must be approved by AAC.
  • Performance Assessment Tasks (PATs) must be clearly detailed as part of the course outline (see Appendix A).
  • Assessment methods shall be aligned with the course competencies
  • There shall be more than one type of assessment method in each course
  • No one assessment within a Performance Assessment Task (PAT) shall be worth more than 40%
  • The number of PATs withing a course should be between three (3) and six (6).
  • The student must receive the results of at least one (1) assessment by the mid-point of the course (please refer to Michener Organizational Calendar for course withdrawal  deadlines)
    • Students may request, via Michener e-mail, to review their assessments (with the exception of final exams) within ten (10) business days of receiving the results
    • Students may request, via Michener e-mail, a breakdown of performance on a final exam within ten (10) business days of receiving the results
  • Turnaround time for marking of all in-course assessments is a maximum of 10 business days.
    • Please refer to the Academic Service Standards for turnaround time for marking final assessments
    • Turnaround time for marking of final assessments should be considered in the assessment scheme and method chosen for the course.

4.0     Posting of Grades

  • Grades will be posted to the course Blackboard site in accordance to the Academic Service Standards.
  • Final assessment results and final unofficial course grades will not be posted or released until the end of the final exam period for all programs.  Official grades will be posted to the student portal on PowerCampus once approved by the Promotion Review Committee (PRC) as per the Academic Standing Policy.

5.0       Changes to Published Assessment Scheme

After the course outline is published, it may be of benefit to the student for faculty to revise the assessment scheme. When this is the case, the faculty member will seek approval for the changes from their Academic Chair prior to discussing with the class.  Such revisions should reflect material covered as deemed appropriate by the professor

Revisions shall be arranged as early as possible in the course, and should be confirmed, both verbally and in writing (i.e. via email or posting to course Blackboard site). Within five (5) business days, any student who feels negatively impacted by the revisions may express, in writing, his/her concern to the faculty. The faculty member will work with the student to ensure the student is not compromised by the decision to revise the assessment scheme.

When the change involves only the extension of a deadline, a minimum of one (1) weeks’ notice from the original deadline is required. In the case of other changes (e.g. in the number, mix, and/or weighting of methods of assessment) students will be given as much notice as possible, normally at least three (3) weeks, to allow them to adjust their course work plans.

6.0       Changes to Schedules

6.1 Changes to Scheduled Assessments

Changes to scheduled assessments as per the course outline must have the support from 80% of the class. Changes shall be arranged as early as possible in the course, and confirmed in writing (by internal email).  Within five business days, any student who feels negatively impacted by the change may express, in writing, his/her concern to the faculty.  The faculty member and academic chair will work with the student(s) impacted.

6.2 Changes to Class Schedules / Environment

Changes to class schedule and / or learning environment may be required.  Any changes must be approved by the respective Academic Chair.  Changes shall be arranged as early as possible in the course and confirmed in writing (by Michener email and posted on course Blackboard site).  Within five (5) business days, any student who feels negatively impacted by the change may express, in writing, his/her concern to the faculty.  The faculty member and Academic Chair will work with the student(s) impacted

7.0       Changes to Course Outline Documents

Michener reserves the right to make changes to the course outline during the semester as needed (or as circumstances arise).  All changes must be made in consultation with and approved by the Academic Chair.  When changes are necessary to the course outline during the course’s delivery, as described above, faculty shall update the MS Word or WIDS file for the course, and submit to the program’s Administrative Assistant in order to update the online documents.  Prior to the next running of the course, or as part of course hand-off to another faculty member, a CLI consultation shall occur to ensure quality assurance of all course documents. If competencies are changed within a course, the course must be re-mapped to the profession’s competency profile at the same time to ensure there is no competency overlap or gap within the program.  Course competencies must not be changed during the delivery of the course.

8.0       Accreditation

Program Communication Liaisons (PCLs) will collect from faculty copies of a representative sample of completed assessments (from students with different grades) for accreditation purposes.  The papers must be PDF’d and forwarded to The Centre for Academic Quality for inclusion in the program accreditation file.  Student names and identifying numbers will be removed from these sample papers.

9.0       Grading/Incomplete Grades, Appeals

Final grades are submitted using the “Final Grade PRC” template. A “Change of Grade Form” is used to record changes to a submitted grade. For information about grades and appeals please refer to the Academic Standing Policy and the Academic and Non-Academic Appeal Policy.

9.0       Student Confidentiality

In order to protect the identity of students, student information such as grades, names and/or identification numbers shall not be publicly posted. This information shall be communicated via course learning management systems (e.g., BlackBoard) or internal email. Official final course grades shall be communicated by the Office of the Registrar only.

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
July 14, 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
July 15, 2011 Sydney Redpath Document updated and revised
August 17, 2011 Ann Russell Latika Nirula Document revised
July 14, 2014 Academic Approval Council Clarification of unofficial/official grades
June 30, 2015 Academic Chairs and Sydney Redpath Insertion of policy statement re changes to course outlines to mitigate risk re contractual obligations with students
May 3, 2016 AAC, Chairs, CLI, Program AAs, Registrar Changes made to reflect current practice