5.7 DEFERRAL OF FINAL EXAMINATIONS AND/OR TERM WORK

5.7.6 FACULTY PROCEDURES

The dean or designate will consult with the instructor of the course to establish that the student is in good standing: that is, that the student would have a reasonable chance of passing the course if a deferred final examination and/or deferral of term work were granted.

When a decision has been made, the dean or designate will notify, in writing, the student, the instructor, the head of the department and the dean of the faculty offering the course, and the Registrar’s Office.

In the absence of the course instructor, the department head is responsible for arranging for the setting and grading of a deferred examination.

5.7.7 MAXIMUM LENGTH OF DEFERRAL

Missing course assignments must be submitted, and deferred final examinations written, by January 31 for Fall courses, by May 31 for Winter courses, and by September 30 for Spring/Summer courses.  In cases of prolonged illness or other incapacity, deans and their designates have the authority to extend the deferral to the end of the semester: that is, to the end of Winter semester for Fall courses, to the end of Spring/Summer semester for Winter courses, and to the end of Fall semester for Spring/Summer courses. Deferral for a longer period is not permitted.

Students who are unable to complete the deferred work by the deadline because of extreme and legitimate circumstances beyond their control may be eligible for aegrotat standing (§5.8) or a medical or compassionate withdrawal (§3.7) and should consult their faculty or college before the expiry of the deferral.

5.7.8 COURSE LOAD

The combination of uncleared deferrals and new registrations may not exceed 15 credit hours unless a cumulative overload is formally approved by the student’s dean or designate.

5.7.9 GRADING OF DEFERRALS

An interim grade of DE (“deferred”) is assigned for a deferred final examination or deferral of both final examination and term work.  An interim grade of IN (“incomplete”) is assigned for deferral of term work alone. When the deferred final examination has been written, and/or missing work completed, the instructor (or, in the instructor’s absence, the department head or department head’s designate) will grade the work and assign a percentage grade to replace the interim grade.

Beginning on May 15, September 15, and January 15 for the previous Fall, Winter, and Spring/Summer courses respectively, the Registrar’s Office will convert any unreplaced grade of DE to a grade of NP, and any unreplaced grade of IN to a percentage grade based on the portion of the course completed or to a grade of NP, as determined by the instructor and approved by the dean of the faculty or college that offered the course. The grades of students who were granted a deferral only to the end of the first month of the subsequent semester may be converted by the Registrar’s Office earlier than the schedule indicated above.

5.7.10 UNEXPECTED DELAY IN COURSE COMPLETION

When completion of a course is delayed, for reasons intrinsic to the course, beyond the due date for submission of grades, the dean of the faculty offering the course may approve the assignment of grades of NR for those students who are affected, until the course can be completed.