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Calendars > Faculty of Health Sciences > Academic regulation - Requirements related to courses
Faculty of Health Sciences
REQUIREMENTS RELATED TO COURSES
a) EVAULATION OF PERFORMANCE
Course attendance
Attendance at courses of instruction, laboratory periods, discussion
groups, and placements are mandatory. At the beginning of each
session, the professor must indicate, on the course outline, his
policy regarding absences and may exclude from the final
examination any student who has not complied.
Unless there is a valid reason, withdrawal from a clinical placement
will constitute a failure.
b) CLINICAL ATTENDANCE
1. In order to facilitate clinical placements, all returning students
must register for clinical courses by May.
2. Clinical attendance is compulsory (clinical refers to agency
placements, laboratory sessions and community-based
experiences including clinical seminars). Unjustified absence
from labs and clinical courses will be grounds for failure.
Withdrawal from a clinical course will be considered a failure
unless exceptional circumstances justify another decision.
3. Students absent from the clinical area must notify the agency,
client and professor prior to the beginning of the scheduled
clinical experience.
4. Students absent from the clinical area for reasons of illness
must explain their absence in writing to the clinical professor.
This documentation will be attached to the final clinical
evaluation and forwarded to the professor responsible for the
course.
5. Students absent for reasons other than illness must obtain prior
approval from the assistant director of the program.
Methods of evaluation
1. Course work for the year or the session (tests, term papers and
other course work) carries a weight determined by the
professor and approved by the school.
2. At the beginning of a course, professors shall inform students
about course requirements, delivery and evaluation methods,
and the nature and timing of assignments, projects and
examinations.
3. Professors may refuse to accept any assignment or
examination that is not written legibly.
c) EXAMINATIONS AND ASSIGNMENTS
Final examination
Except in certain rare cases authorized by the program, there is
a final examination or its equivalent in each course. The final
examination or its equivalent should be completed during the
examination period. The professor, with the approval of the
department, determines the format of the final examination
(written examination, oral examination, final essay, take-home
examination, or other form of exam). Written final
examinations are either two or three hours long.
The final examination, or its equivalent, cannot count for more
than 70 per cent of the final mark.
Professors must inform their students of the nature of the final
examination when informing them of the marking system.
All students have the right to see their examination booklets
after they have been marked.
Official examination period
No final or laboratory examination of any kind may be given
outside of the official examination period.
Unless authorized by the Faculty, mid-term examinations in
full-year courses must be scheduled during the official
December examination period.
No examination or test is permitted during the last two weeks
of the course.
Examination attendance
To be admitted to a final examination, students must have
complied with the professors attendance requirement.
The following items are prohibited during an examination or
test: cameras, radios, (radios with earphones) tape recorders,
pagers, calculator watches, cell phone or any other
communication device that has not been approved beforehand.
It is the students responsibility to verify if the type of
calculator is permissible for the examination. Any deviation
from the above will be considered academic fraud.
Absence from an examination or assignments submitted late
Absence from any examination or test, or late submission of
assignments due to illness, must be justified; otherwise, a penalty
will be imposed.
a) Students who do not consider their reasons confidential may
advise their professor directly and, if necessary, submit a
medical certificate from the attending physician. Before
accepting deferral of the examination or the assignment, the
professor has the right to request that the University of Ottawa
Health Services validate the medical certificate.
b) Students who prefer to keep their medical reasons confidential
must submit to the professor a medical certificate issued by
Health Services.
c) If the medical problem is foreseeable, students must advise the
professor before the examination or before the date and time
the assignments are due.
d) If the medical problem is not foreseeable, students who do not
write an examination or who do not hand in an assignment on
time must submit, if requested by the professor, a medical
certificate validated by Health Services within five working
days after the date of the examination or the date the
assignment is due.
e) The professor who accepts the reasons given by a student
with or without a certificate issued by Health Services must,
in consultation with the department, set a date for a special
examination or for handing in the assignment.
f) If a professor requests a medical certificate issued by Health
Services, the student must comply even if other professors do
not ask for a medical certificate.
g) Students who write an examination during the period of
invalidity specified on the medical certificate or application to
defer examination form may not plead illness to appeal their
examination results.
Absence from an examination for any other reason must be
justified in writing no later than five working days after the
examination. The schools and the Faculty reserve the right to
accept or reject the reason presented. Reasons such as travel,
employment and misreading the examination schedule are not
usually accepted.
Students who have been authorized to miss a final examination
will be allowed to write a deferred examination. The school will
determine the date of the deferred examination.
Procedure on cancellation or postponement of exams
1. If the University must cancel all exams on a given day
The Vice-Rector, Academic, may authorize the cancellation of
all exams on a given day. If so the following will take place:
the decision must be made by 8 a.m. on the day;
the decision is relayed immediately;
exams are usually rescheduled automatically for the same
time either on the following Sunday or on the final day of
the official exam period; in extraordinary situations, the
first Saturday after the start of classes in January can also
be used for rescheduling for fall-session exams;
students whose exam was cancelled will be informed of the
make-up date by e-mail.
2. Examinations disrupted because of exceptional circumstances
and recognized as such by the Vice-Rector, Academic.
a) Students who are present at the examination must be
permitted to write the examination. The invigilator should
be tolerant if some students arrive late.
b) For those students who have missed the examination, the
Faculty must determine, in consultation with the professor,
the arrangements for a special examination. The students
must then be informed (preferably by e-mail) as soon as
possible.
3. For bomb scares or fires
The decision to evacuate examination rooms and the signal to
re-enter those rooms must come from Protection Services.
Decisions on the fate of the exam are made on location where
possible. Authorities may decide to continue the exam as soon
as everyone is allowed to re-enter the building, or to stop the
exam; if the exam is suspended, the Faculty decides on its
rescheduling and students are notified (preferably by e-mail).
Supplemental examinations
Supplemental examinations are offered at the 1000-level in the
faculties of Engineering and Science only. There are no
supplemental examinations in courses of the Faculty of Health
Sciences.
1. A supplemental examination is allowed for students who
obtain a mark of E.
2. Students who are eligible for a supplemental examination and
want to write that examination must register at the academic
secretariat. There are fees for writing a supplemental
examination.
3. Students who have registered for a supplemental examination
must write it; otherwise they will receive the grade INC (equal
to a failing grade) for the examination unless they cancel their
registration by informing the academic secretariat no later than
the day before the examination.
4. In the courses where the final mark is not exclusively the final
examination mark, the mark obtained on the supplemental
examination will be used to replace only that of the final
examination.
5. The supplemental mark and the previous final mark appear on
the transcript. Starting in the fall 2002 session, only the
supplemental grade will be used for grade point calculations.
6. Additional fees are applied when students write supplemental
examinations at another institution. No student is allowed to
write supplemental examinations outside of Canada.
Conservation of final examinations
The University reserves the right to destroy examination booklets
and other written work six months after the grade has been
communicated to the students.
d) UNIVERSITY OF OTTAWA GRADING SCALE
The following is the grading scale for all courses.
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Failure
1. Students who do not obtain the minimum grade in a
compulsory course taken for the first time must repeat the
course successfully. Otherwise, they must withdraw from the
program or faculty in which they are registered.
2. In the case of an elective, students may repeat the failed course
or substitute another elective that meets the requirements of
their program.
e) REREGISTRATION TO A COURSE
In any undergraduate program requiring 90 credits or more, it is
permitted to take a certain number of courses again (to a
maximum of 16 credits) whether the course was passed or failed.
This is normally done to raise a students average or reinforce their
knowledge in the subject matter. For all courses taken a second
time within the 16-credit maximum, only the second grade will be
calculated in the average. However, both grades appear on the
official transcript. In the case of a compulsory course, students
must repeat the course successfully. Otherwise, they must
withdraw from the program or the faculty in which they are
registered.
f) CUMULATIVE GRADE POINT AVERAGE (CGPA)
The cumulative grade point average (CGPA) represents a students
performance in all courses taken. The CGPA is calculated at the end
of each session and includes all courses followed at the University
of Ottawa, Saint Paul University, the Dominican College and
Carleton University.
Calculation of the cumulative grade point average
Prior to the fall session 2002
The CGPA is calculated in the following manner.
The grade point for each course is weighted by multiplying the
point value of the letter grade obtained by the number of credits
for the course. The CGPA is calculated by dividing the sum of the
weighted grade points by the total number of credits. In the case of
a course with a supplemental exam, both the mark received for the
supplemental exam, whether passed or failed, and the final mark
received for the course, are included in the calculation of the CGPA.
Example:
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Starting in the fall session 2002
In the case of a course with a supplemental examination, only
the supplemental grade will be calculated in the CGPA. Both
grades (before and after the supplemental exam) appear on the
official transcript.
For a passed or failed course taken a second time within the 16-
credit limit permitted, only the second grade will be calculated in
the CGPA. Over the 16-credit limit permitted, all grades will count
in the CGPA and in the number of courses failed.
Example:
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g) ANNUAL GRADE POINT AVERAGE (AGPA)
The annual grade point average (AGPA) is calculated by dividing
the grade points earned during the academic year (from May to
April) by the total number of credits carried by courses taken and
counting in the average during that period of time.
h) DIPLOMA GRADE POINT AVERAGE (DGPA)
The diploma grade point average (DGPA) is calculated the same
way as the CGPA, but uses only 2000-level courses and above
(1000-level courses are excluded).
In order to obtain a baccalaureate with honours, a minimum DGPA
of 5.0 is required. (See also Section 8a Degree requirements.)
i) MINIMUM GRADES AND AVERAGES REQUIRED
Requirements for a three-year baccalaureate (with
concentration in leisure studies):
a. minimum mark of D in all courses required by the program;
b. cumulative grade point average (CGPA) of 3.5 in the total
number of courses required by the program.
Requirements for a baccalaureate with honours or
professional baccalaureate are as follows.
Before the fall session 2003:
School of Human Kinetics
a. minimum C+ in all APA compulsory courses;
b. minimum D in all other courses; and
c. minimum cumulative grade point average of 4.5.
School of Nursing
a. minimum B in all courses of the primary health care nurse
practitioner certificate program;
b. minimum C+ in all NSG courses;
c. minimum C in all other courses;
d. a minimum cumulative grade point average of 4.5; and
e. a pass (P) in all clinical placements.
Clinical courses will be marked pass (P) or fail (F).
School of Rehabilitation Sciences
Occupational therapy and physiotherapy programs
a. minimum C+ in all ERG, PHT and REA courses;
b. minimum C in the following courses:
ANA1900, ANP1101, ANP1303 and ANP1304, HSS2381,
NAP2502, NSG3302;
c. minimum D in all other courses;
d. a minimum cumulative grade point average of 4.5; and
e. a pass (P) in all clinical placements.
Clinical courses will be marked Pass (P) or Fail (F).
Starting in the fall session 2003:
Minimum grades required
Honours Baccalaureate of Health Sciences program
a. A minimum mark of D in all courses;
b. A minimum diploma grade point average of 5.0 (1000-level
courses are excluded);
c. A minimum cumulative grade point average of 4.5.
School of Human Kinetics
Leisure studies and human kinetics honours programs
a. A minimum mark of D in all courses required by the program;
b. A minimum diploma grade point average of 5.0 (1000-level
courses are excluded);
c. A minimum cumulative grade point average of 4.5.
School of Nursing
Generic program
a. A minimum of C+ is required in the following courses:
NSG1120, 2301, 2302, 3131, 3132, and 4130;
b. A minimum of D in all other courses;
c. A minimum diploma grade point average of 5.0 (1000-level
courses are excluded);
d. A minimum cumulative grade point average of 4.5;
e. A pass (S) in all clinical placements.
Nurse practitioner certificate program
a. A minimum B in all courses of this program;
b. A minimum cumulative grade point average of 4.5;
c. A pass (S) in all clinical placements.
Post RN program
a. A minimum of C+ is required in the following courses:
NSG3108, NSG3116, NSG3120, NSG3122, NSG3308 and
NSG3313;
b. A minimum of D in all other courses;
c. A minimum diploma grade point average of 5.0;
d. A minimum cumulative grade point average of 4.5;
e. A pass (S) in all clinical placements.
School of Rehabilitation Sciences
Occupational therapy program
a. A minimum of C+ is required in the following courses:
ERG2541, ERG2651, ERG3531 and ERG3631;
b. A minimum of D in all other courses;
c. A minimum diploma grade point average of 5.0 (1000 level
courses are excluded);
d. A minimum cumulative grade point average of 4.5;
e. A pass (S) in all clinical placements.
Physiotherapy program
a. A minimum of C+ is required in the following courses:
PHT1507, PHT2515, PHT2516, PHT3523, PHT3534 and
PHT4544;
b. A minimum of D in all other courses;
c. A minimum diploma grade point average of 5.0 (1000-level
courses are excluded);
d. A minimum cumulative grade point average of 4.5.
e. A pass (S) in all clinical placements.
Note: See section 6 entitled Evaluation of Academic Standing
j) REVISION OF MARKS
University regulation
The University recognizes the right of all students to see any of
their written tests, assignments or examinations for courses in
which they are registered, after the work in question has been
marked, and to appeal these marks. A mark may be changed only
on the basis of reassessment of tests, assignments or examinations
already submitted for a course.
Students can view their grades by using their password to access
InfoWeb. The date on which final grades are officially posted on
the Web site is indicated in the sessional dates calendar. The
appeal procedure for the Faculty concerned starts on that date.
Faculty regulation
This regulation applies to all courses under the responsibility of a
teaching unit of the Faculty of Health Sciences. There are two
levels to the appeal process within the Faculty of Health Sciences.
Program or school level
Each program has an appeal process, which it shall bring to the
attention of students. Students who are not satisfied with a mark
are first strongly encouraged to approach their professor, within
two weeks of being informed of their mark, in order to request
either clarification or a review of the mark in question. This
approach may be made via the program chairperson if the student
so wishes. If they wish to pursue the matter further, students must
submit, within two weeks of the professors decision, a written
request for revision to the chairperson of the program concerned,
so that a re-evaluation can take place according to the procedure in
effect.
Faculty level
1. Students who disagree with the decision of the program may
submit a written request for revision to the dean within two
weeks of the decision of the program.
Such requests shall include the title of the course, a copy of the
test, assignment or examination in question, the mark
obtained, the name of the professor (or professors) whose
mark is appealed, and a statement of the grounds for the
appeal.
2. The dean will decide whether a request for revision of marks is
admissible, and shall provide reasons for any negative
decision.
3. If an appeal is judged to be admissible, the dean shall, within
two weeks following receipt of the students request, appoint a
committee to re-evaluate the test, assignment or examination
in question. Normally, this committee will be chaired by the
vice-dean academic and secretary and will include two other
persons with appropriate qualifications. Except where
circumstances make it desirable or necessary, neither the
professor who first gave the appealed mark nor those who
reviewed it for the program shall sit on the committee. If the
committee finds it necessary to do so, it may call on external
evaluators.
4. A copy of the students request will be forwarded to the
professor, who may submit written comments to the
chairperson of the appeal committee.
5. The members of the committee will receive a copy of the
students request and the comments of the professor. The
chairperson of the committee may provide any information
deemed necessary to the proper conduct of the re-evaluation.
6. In light of all this information, the committee will determine the
revised mark, which may be identical to, lower than, or higher
than the original mark.
7. The chairperson of the committee will inform the student of the
results of the appeal by letter. A copy of that letter will be sent
to the professor whose mark was appealed.
8. Students cannot withdraw their appeals once revised marks
have been assigned.
9. Appeals of the deans decision as per paragraph 2 or of the
revised mark, may be made to the Senate committee for the
study of individual cases, the student, on the grounds that the
deans decision was unfounded or that the re-evaluation was
not properly carried out. Unless exceptional circumstances can
be demonstrated, such an appeal must be made within two
weeks of the date of the letter informing the student of the
decision in question. If the appeal of the deans decision is
successful, the Faculty will be directed to undertake a review in
accordance with the regulation indicated above. If the appeal of
the committees decision is successful, the Faculty will be
directed to proceed to a new evaluation, the results of which
shall be final and binding.
k) APPEAL PROCEDURE FOR FAILURE IN A CLINICAL
COURSE
1. In the event of a failure in a clinical experience, the student
may appeal the grade assigned provided that he or she submits
to the director of the school a written request for revision
within four weeks of the first communication (verbal or
written) of the grade in question. Grades appear on the
University Web site. The date on which official grades are
posted on the Web site is indicated in the sessional dates
calendar. The appeal procedure for the Faculty concerned starts
on that date. Such a request shall include:
a) the title of the course, the written clinical evaluation, the
grade obtained and the name of the clinical teacher;
b) a statement of the grounds for the appeal.
2. A copy of the students request shall be forwarded to the
professor, who may submit written comments to the director in
response to the students appeal.
3. Within two weeks after receiving the students request, the
director shall convene a meeting of the executive committee of
the school, hereafter called the evaluators, to re-assess the
written clinical evaluation.
4. The evaluators will be provided with a copy of the students
request and the written clinical evaluation of the student and
the professor. Other written evidence of clinical performance
such as anecdotal records will also be presented to those
reviewing the students performance.
Both the professor and the student will be invited by the
executive committee to give their viewpoints on comments
raised by the committee.
The committee shall review the entire evaluation and inform
the director as soon as possible of the result of their evaluation.
5. The revised grade will result in either upholding the failing
grade, or granting a passing grade.
6. The director shall inform the student by letter of the result of
the appeal within a reasonable time of receiving the report of
the committee. A copy of the letter shall be sent to the
professor whose grade was appealed.
7. An appeal of the grade pursuant to article 5 may be made to
the Senate committee for the study of individual cases, by the
student whose mark is in question, on the grounds that the reevaluation
was not properly carried out. Unless exceptional
circumstances are shown, such an appeal must be made within
two weeks of the date of the letter informing the student of the
mark assigned as a result of the re-evaluation. If the appeal is
successful, the director will be advised by the Senate committee
for the study of individual cases to proceed with a new
evaluation, the results of which shall be final and binding.
EVALUATION OF ACADEMIC STANDING
At the end of each session, academic advisors will assess the
academic results of all students and recommend one of the
following:
permission to continue program of studies;
inclusion on the deans honour list (in May only);
placement on probation;
removal from probation;
withdrawal from the program or withdrawal from the Faculty.
a) ACADEMIC STANDING (AVERAGES REQUIRED)
1. In general or concentration baccalaureate programs, students
must maintain a minimum cumulative grade point average of
3.5 to be in good standing.
2. Students must maintain a cumulative grade point average of
4.5 in honours programs to be in good standing.
3. To pursue studies in a given program without special
conditions, every student must be in good standing. The
students official record must therefore indicate a cumulative
grade point average equal to or greater than the required
minimum for the program.
4. All students must be in good standing to obtain a degree and
therefore must have the minimum grade point averages
outlined above at the end of their program.
5. If a student has not attained the minimum CGPA (DGPA for
honours programs) upon completing the program, it is possible
to enroll in additional courses, to a maximum of 24 credits (at
3000 level or above for the DGPA), to reach the required CGPA
or DGPA. These courses must be completed at the University of
Ottawa.
b) DEAN'S LIST
See Section Prizes, medals and scholarships.
c) PROBATION
1. Subject to the regulations on mandatory withdrawal, students
whose cumulative grade point average falls below the required
minimum may be allowed to reregister again by their Faculty,
but will be on probation if they do so.
2. Probationary status is removed once the 24 additional credits
have been completed and the grade point average required by
the program is attained.
Under the terms of the present regulation, decisions pertaining
to probation, termination of probation, or withdrawal are made
when the student has completed two full-time sessions
(equivalent to two sessions of at least 12 credits each) or 24
credits on a part-time basis.
3. Full-time students may not remain on probation for more than
two consecutive sessions. Part-time students may not take
more than 24 credits while on probation.
4. Students in honours baccalaureate programs whose cumulative
grade point average is below 4.5 may opt to register again in
the honours program with probationary status or they may
register in a general or concentration program. In the latter
case, they will not be on probation unless their average is
below 3.5.
5. In the case of students admitted on probation, probationary
status will be lifted once they have completed 24 credits,
provided that their cumulative grade point average has reached
the minimum required for their program. If they do not meet
these requirements, they will have to withdraw from the
Faculty.
d) WITHDRAWAL FROM A PROGRAM OF STUDIES OR
FROM THE FACULTY
Mandatory withdrawal from a program of studies or from the
Faculty may result in the case of an academic standing below the
minimum required or in the case of fraud.
1. Reasons for withdrawal
a) failure in courses totalling 18 credits that are calculated in
the CGPA (withdrawal from the Faculty);
b) second failure in a compulsory course (withdrawal from a
program or the Faculty);
c) failure to reach the required minimum grade point average
required for the degree after having attempted 24 credits of
additional courses (withdrawal from a program or the
Faculty);
d) failure to reach the minimum cumulative grade point
average required for good standing after two probationary
full-time sessions, or after 24 course credits for part-time
students (withdrawal from the program or the Faculty);
e) failure to reach the minimum diploma grade point average
required after 24 additional credits at the 3000-level or
above;
f) a grade point average of less than 3.5 at the end of the
academic year;
g) for occupational therapy, nursing and physiotherapy
students, failure in more than one clinical placement;
h) for primary health care nurse practitioner program, two
failures in certificate courses.
e) READMISSION
Students who are required to withdraw from a program of studies
or from the Faculty must remain out of their program for a period
of 12 months starting from the date of withdrawal. In cases of
withdrawal from a program, students may be eligible for admission
to another program of the Faculty (from human kinetics to leisure
studies only). After one year, a student who had to withdraw from
a program but wishes to re-register, must submit an internal
application for admission. In case of withdrawal from the Faculty,
students who wish to re-register after the stated period must
submit a new application for admission and meet the admission
requirements then in effect.
GRADE REPORT, TRANSCRIPT AND CONSERVATION OF RECORDS
a) GRADE REPORT
The University prepares a grade report that presents academic
results obtained by a student during the preceding session. The
grade report is available on InfoWeb as soon as grades become
official and the academic evaluation is complete. Students must use
their password to access InfoWeb to consult their grade report.
If the grade report contains errors or omissions, the student should
notify the Faculty within 60 days following the date that grades
become official (see the sessional dates calendar).
Symbols used on grade reports and transcripts:
ABS (absent, no work submitted) used when a student has
not attended the course and has not informed the
University thereof in writing, within the time limits
specified in the sessional dates calendar section of the Web
site. This symbol is equivalent to a failing grade (F).
ADD (additional) used when the course is taken outside of a
students program. As opposed to an extracurricular
course, the result of an additional course is included in the
cumulative grade point average calculation.
AUD (auditor) used when a student has registered to audit a
course.
CR (credit) used when a course is taken in another
institution through a letter of permission. The course grade
is not included in the cumulative grade point calculation;
only the credits are indicated on the transcript.
CTN (continuing) used for activities that continue during the
following session.
DFR (deferred) used whenever, in the judgment of the
responsible authority, a student presents a valid reason for
being unable to satisfy the course requirements. In such a
case, the student must complete all requirements within
the time limit determined by the professor. The limit may
not exceed 12 months. (See also the regulation concerning
absence from examinations.)
In order to obtain an extension of the time limit for
completing the requirements of a course, a student must
complete the appropriate form, available at the academic
secretariat. The student must then have this form signed
by the professor of the course and by the chairperson of
the program concerned.
If no mark has been received by the Faculty within the
limit determined by the professor, the grade DFR will be
replaced by INC. (Students registered for the spring or fall
convocation should see the section concerning registration
for degree.)
DR (drop) used when students withdraw from a course
within the time limit specified in the sessional dates
section of the University Web site.
HP (extracurricular) used when the course is taken outside
of a students program of study. As opposed to an
additional course (ADD), the result of an extracurricular
course is not included in the grade point average
calculation.
INC (incomplete) used when at least one of the course
requirements has not been fulfilled. This symbol is
equivalent to a failing grade (F).
NNR (mark not received) used when the Office of the
Registrar has not received a mark in time for production of
reports.
NS (not satisfactory) used for a failed course that is not part
of the grade point average calculation.
P (pass) used to indicate that a student has passed the
second language proficiency test, or certain activities such
as fieldwork, internships and comprehensive
examinations. Does not count in the grade point average
calculation.
S (satisfactory) used for a passed course that is not part of
the grade point average calculation.
T (test) used when a student has taken the second
language test.
b) TRANSCRIPT
A transcript is an official and confidential document issued by the
University of Ottawa at the students request. A students written
authorization must accompany a request made by a third party.
There are two ways a student can obtain a transcript: they can
submit a request through InfoService or they can submit a request
online using the InfoWeb option DocuNet.
In courses where there are at least six registered students, the
group average and the number of students is indicated on the
official transcript (as of May 2004) and on the grade report. A
transcript issued by the Office of the Registrar indicates all courses
and corresponding results for which a student is officially
registered at the University. The University does not issue partial
transcripts.
A student who has a debt toward the University cannot obtain a
transcript.
Conservation and destruction of records
The students written file as established by the Faculty is deemed
to constitute the official file. Documents contained in this file are
kept for the duration of the students enrolment at the Faculty.
After seven consecutive sessions following the departure of a
student from the University (as a result of graduation or
withdrawal), the file is destroyed, unless the student has enrolled
again in another program in the same Faculty or has provided a
valid reason why the file should be preserved for a longer period.
No corrections can therefore be made to the official transcript after
this period. Only the official electronic record is retained.
Confidentiality
The University takes all necessary precautions to protect the
confidential and private nature of personal information contained
in a students academic file. The University does not, unless
legally-bound, divulge personal information found in an academic
file to parties outside the University without written consent from
the student.
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