Academic Regulations

Academic regulations will be found throughout this calendar and may not necessarily be contained only in this section.

Academic Semesters

Mount Royal University operates on a 13-week semester system. The Fall Semester begins in September and ends in December. The Winter Semester begins in January and ends in April. Full-time students normally enrol for the Fall and Winter Semesters.

The University also offers a selection of compressed, 6.5-week courses in the Spring and Summer semesters. The Spring semester begins in May and ends in to June. The Summer semester begins in July and ends in August. Credits earned are applied to a student’s program in the same manner as credits acquired in other semesters.

Credit Weight

Credit weight reflects student workload rather than classroom contact hours. Normally, students are expected to devote nine to twelve hours of academic time and effort per week for a three-credit course. Academic time and effort includes class time (lectures, labs, tutorials, etc.) as well as any experiential or blended components. In addition, all independent study (assignments, readings, preparation, study, etc.) is included.

Courses are normally valued as three credits or multiples of three credits.

Attendance Policy

Students are allowed to attend a course once they are officially registered and have paid the appropriate fees. It is the responsibility of the student to attend all classes. Professors have the authority to specify attendance requirements but these must be stated in the course outline. When circumstances prevent students from attending the first class, they are advised to contact their instructor.

Graduation

Changes in regulations governing programs may be made from time to time. Students who have not interrupted their program will be given the option of graduating in accordance with the old regulations or completing their program under the new regulations governing their current registration. Such students must make their choice known to their academic advisor and the Office of the Registrar at the time of their application for graduation.

Where a required course for graduation is no longer offered, the department Chair may specify an alternative. In cases where it is not possible for students to complete their program under the old regulations, they will be phased into the new program without disadvantage. Students who interrupt their studies for more than six consecutive semesters (including Spring and Summer semesters) will be required to comply with the new graduation requirements published in the calendar in effect at the time they are readmitted to the University.

Examination Policy

All final examinations must be scheduled by the Office of the Registrar except those which are take-home examinations, oral examinations or term projects. In courses where an alternative means of final assessment other than a final examination is more appropriate, the department Chair shall recommend to the dean or director the alternative type of assessment, indicating its rationale. The decision of the dean or director shall be final.

Students must be available for examinations up to the last day of the examination period as specified in the Academic Schedule section of this calendar.

Other regulations related to the conduct of examinations appear on the cover of the examination booklet.

Limitation on Examination Weighting

In the calculation of the final grade average, the following limitations apply:

• The final examination shall comprise not less than 20% or more than 50% of the final grade.
• Evaluation accounting for not less than 25% of the total final grade must be completed and the results communicated back to the student at least five working days before the Withdrawal deadline for each semester.
• Any tests carried out during the last two weeks of lectures may not account, in total, for more than 10% of the final grade, except in the case of laboratory or oral testing, take-home examinations or term projects.
• “Take-home” examinations cannot count for more than 25% of the final grade for a course.

Posting the Final Examination Timetable

The Final Examination Timetable will be made available on the University’s website by the Office of the Registrar approximately six weeks but no later than five weeks before the last day of classes in the Fall and Winter semesters.

The Spring exam schedule will be posted on the last Wednesday of May. The Summer exam schedule will be posted on the third Wednesday of July. See the Academic Schedule  for complete dates.

Determination of a Final Grade

Within the first two weeks of class, professors will provide students with a written statement (either in hardcopy or online) of the method of grading and the weights assigned to the various components that are to be considered in determining the final grade (term papers, laboratory work, class participation, tests, final examination). This weighting may not be changed during the semester or at the time of final grade reporting.

Deferred Examination

A student who is unable to write a final examination at the scheduled time may apply for a deferred examination. The authority to grant or deny a deferred final examination is vested with the chair of the academic unit in which the course is offered. Under no circumstances is the deferred examination to be granted after a student has written the original examination.

Valid reasons for requesting deferral of a final examination include but are not restricted to: personal illness, bereavement, personal injury, unavoidable and unanticipated demands in caring for dependents. The Chair may also consider other compelling reasons that are outside the student’s control. The application must be supported by appropriate documentation.

If students become ill or are notified of an emergency during an examination, they should report at once to the invigilating instructor(s), hand in their unfinished examination paper, and request that the examination paper be cancelled. If illness is the cause, they must report directly to Health Services, and should Health Services be closed, medical documentation must be obtained from a physician off campus, so that any subsequent application for a deferred examination may be supported by medical documentation.

In the case of evening students, medical documentation must be obtained from a physician. The professor and Chair should be informed of the circumstances in writing. In the case of an emergency, the student must present appropriate documentation to the professor within three business days of the examination.

Should a student write an examination, hand in the paper for marking, and later report extenuating circumstances to support the request for cancellation of the paper or examination, such requests will not be considered.

Students who have more than two exams scheduled on any calendar day may request and shall be granted a deferral for the third (fourth, fifth, etc.) examinations scheduled on the day. In the event a conflict arises because two or more exams are scheduled at the same time, the Registrar (or designate) will consult with faculty members and assign the deferred examination.

Loss of Privilege

Students who are eligible, but who do not apply for a deferred examination by the prescribed deadlines, shall automatically lose this privilege. Students who have been granted deferred final examination privileges, but who do not show acceptable cause for not writing at the prescribed time, shall automatically lose the privilege of further deferral.

Deferred Work

Professors are normally free, subject to any established departmental or faculty procedures, to administer their own policies regarding deadlines for the completion of term papers or assignments; students must be made fully aware of these policies. However, if the time extension goes beyond the deadline for return of final course grades, the procedures for “I” grades must be followed.

Correction of Grades

Once a student’s final grade has been recorded by the Office of the Registrar, a professor may not request that this final grade be changed unless it was assigned in error. A Change of Grade form must be submitted certifying the reasons why the first grade is in error. The form must be signed by the professor and the department Chair offering the course. Requests for a change of grade must reach the Office of the Registrar no later than 30 days after the start of the next major (13-week) semester.

Transcripts and the Release of Information

A permanent record of each student’s accumulated courses, attempted credits, grades earned and address information is maintained by the Office of the Registrar.

Official transcripts are normally issued to educational institutions, potential employers and students upon request. The student is responsible for any cost associated with this service. Transcripts issued to the student are unofficial. Transcripts may be ordered online, by mail, fax, or in person. When ordering transcripts by mail or fax from the Office of the Registrar, the following information must be included in the written request:

• full name (and former names, if applicable),
• student identification number (if known),
• date of birth,
• dates of attendance at Mount Royal University,
• name and address to which transcripts are to be sent,
• number of transcripts required,
• when transcripts are to be mailed out, one of the following should be specified:
  • send immediately,
  • hold for Fall Semester grades,
  • hold for Winter Semester grades,
  • hold for Spring Semester grades, or
  • hold for Summer Semester grades.
• student signature and date, and
• daytime telephone number.

If you have applied to graduate and wish to have your certificate, diploma or degree noted on the issued transcript, indicate that your transcript is to be held until the graduation notation has been recorded.

The personal information that students provide when applying for Mount Royal programs and courses is collected under the Post-Secondary Learning Act (s. 65) and the Freedom of Information and Protection of Privacy Act (s. 33 a & c). Personal information is protected by Alberta’s Freedom of Information and Protection of Privacy Act and can be reviewed on request.

Only a student’s name, whether or not s/he is registered and the credential awarded (i.e., degree, applied degree, diploma, certificate, etc.) are defined as the student’s public record. All other information is considered confidential and will be used and disclosed in accordance with privacy legislation. Information pertaining to a minor who is registered at Mount Royal will only be used and disclosed in accordance with privacy legislation. All third-party inquiries should contact the Office of the Registrar to obtain a Release of Information form.

If you have any questions about the collection or use of this information, please contact the Office of the Registrar at 403.440.3435.

Release of Grades

Only the Office of the Registrar has the authority to issue or release official grade information or other academic records and transcripts. However, department Chairs or their delegates are authorized to release or post final grades at the end of each semester in accordance with privacy legislation.

The University does not mail out final grade statements. Students are responsible for confirming their final grades and academic status at the end of each semester by accessing MyMRU on the Mount Royal University website (mtroyal.ca). Students may obtain printed copies of their final course grades by accessing MyMRU (mtroyal.ca) from one of the University’s Student Computing Centres, or from a public access terminal located outside the Office of the Registrar or inside the Admissions and Recruitment Office.

Official Communication

• A letter mailed to a student’s address as currently on record in the Office of the Registrar will be considered received. The University is not responsible for incorrect mailings.
• All email correspondence from the Office of the Registrar will go to a student’s MyMRU email account. These messages will be considered received.

Name and/or Address Change

• Every student is required to provide a mailing address at the time of registration
• In the case of a change of address, students are required to notify the Office of the Registrar in writing. No third-party requests will be considered.
• Change of name must also be reported to the Office of the Registrar; appropriate documentation confirming the change of name (marriage certificate, divorce decree or relevant court documents) must be provided as well as a piece of government-issued photo ID.

Counterfeiting and Altering

No person(s) shall reproduce, copy, misuse, tamper with or alter in any way, manner, shape or form whatsoever any official writing, record, document or identification form used or maintained by Mount Royal University. Any student who submits fraudulent documents (e.g., transcripts, parchments, etc.) as part of the admission or registration processes will be reported to the Office of Student Conduct.

Academic Appeals and Grievances

A. Introduction

The basic principles governing the hearing of student final grade appeals and grievances are as follows:

1. Fairness will be applied to all parties in procedures and decisions;
2. Academic decisions should be made as close as possible to the level at which the academic expertise resides;
3. Students will have the right to consult with the Students’ Association (as applicable) at any state of the process;
4. Sound academic decisions will not be set aside based on minor irregularities in procedures;
5. The onus is on the student to show that a request for a final grade review has merit.
6. The process for adjudicating a final grade appeal will be conducted in a timely manner.
7. A final grade appeal is solely based on the academic merits of a student’s work.
8. A student must have one additional opportunity for review of a final grade assignment after consulting with an instructor.
9. A final grade appeal based on academic merit must reside within the department in which the course is offered.
10. In the spirit of collegiality and co-operation, students are not permitted representation by legal counsel.

B. Appeal of Final Grade/Grounds for Appeal

There are three grounds for initiating an appeal of a final grade at Levels 1 & 2:

1. The final grade was not calculated on all of the work completed and as indicated in the course outline; or
2. There was an arithmetical miscalculation of the final grade; or
3. There was an alleged unfair assessment of academic performance.

The following grounds apply to Level 3 only:

1. There is new evidence that was previously unavailable; or
2. There was an alleged procedural error in reaching the decision; or
3. The findings of the previous adjudicator were allegedly not supported by the evidence.

C. Appeal of Final Grade/Appeal Process (Overview)

There are three levels to a final grade appeal. The first two levels will be adjudicated on the academic merit of a student’s work. The third level of the appeal process is based solely on the process by which the academic appeal decision was reached.

Students are advised to discuss their concern with their instructor first (Level 1). If that is not feasible for whatever reason, students are to discuss their concerns with the Chair. If a student is not satisfied with the decision at Level 1, s/he can initiate the formal process Level 2 - Final Grade Review. Forms are available at the Office of the Registrar.

If a student is not satisfied with the decision at Level 2, s/he can initiate the Final Grade Appeal process by completing the appropriate form available at the Office of the Registrar. A Level 3 appeal is based on the preceding processes and not on the academic merit of a student’s work. A Level 3 decision is final.

Level 1: Consultation with Instructor (informal process)

1. The final grade was not calculated on all of the work completed and as indicated in the course outline; or
2. There was an arithmetical miscalculation of the final grade.

Level 2: Final Grade Review: Chair (formal process)

1. There was an alleged unfair assessment of academic performance.

Level 3: Final Grade Appeal: Dean / Final Grade Appeal Committee

D. Appeal of Final Grade / Appeal Process (Detailed)

Level 1: Consultation With Instructor

1. A student who wishes to challenge the final grade awarded in a course should discuss the matter with the instructor before initiating a formal grade review or appeal.
2. Should the instructor agree to a change in final grade, s/he must submit a Change of Grade form to the Office of the Registrar.

Level 2: Final Grade Review - Chair

1. A Final Grade Review form must be submitted to the Office of the Registrar no later than 20 business days after the end of the final exam period in which the grade was awarded. (The holiday break over Christmas and New Year does not count.)
2. If the Chair is also the instructor responsible for the course in question, the form shall be conveyed to the Dean of the faculty offering the course.
3. The Chair (or designate) has the authority to take any action s/he feels is appropriate in adjudicating the grade appeal. The Chair must ensure that the identity of the student requesting the review remains anonymous to any third party involved in the appeal process.
4. At the Chair’s discretion, the final grade may be increased, decreased, or left unchanged.
5. The Chair’s decision must be recorded on the Final Grade Review form which will be returned to the Office of the Registrar along with additional comments or documentation (as appropriate) in a timely manner but no later than 10 business days after receiving the request for a review.
6. The Chair is responsible for notifying the student and instructor, in writing, of the decision.

Level 3: Final Grade Appeal - Dean

1. A student may file a Final Grade Appeal form to the Office of the Registrar in a timely manner but no later than 10 business days after a decision at Level 2.
2. If the Dean of the Faculty was involved with a Level 1 or 2 decision, the Registrar will select another Dean to assume the responsibility for the Chair, Final Grade Appeal Committee.
3. The final grade appeal will be considered if, and only if, the Chair, Final Grade Appeal Committee is satisfied that there are grounds for a Level 3 appeal.
4. If the Chair, Final Grade Appeal Committee is not satisfied that the appeal has merit, s/he may deny it.
5. If a formal hearing is deemed necessary by the Chair, Final Grade Appeal Committee, it will be convened in a timely manner but no later than 20 working days after receipt of the original notice of appeal of the Chair’s decision.
6. The Final Grade Appeal Committee has the authority to take any action it feels is appropriate in adjudicating the grade appeal.
7. The Chair, Final Grade Appeal Committee is responsible for notifying the student, Chair and instructor, in writing, of the decision.

E. Composition of the Final Grade Appeal Committee

Each Final Grade Appeal Committee will be composed of five (5) voting members as follows:

1. The Dean (or alternate) of the Faculty responsible for the instructor/Chair who assigned the final grade will serve as Chair, Final Appeal Committee.
2. The Students’ Association of Mount Royal University will name one student who is unfamiliar with the dispute and does not know the appellant.
3. Two faculty members will be selected by the Chair, Final Grade Appeal Committee, in consultation with the Registrar. One faculty member will be selected from within the Faculty responsible for the course and one from outside that Faculty. Both faculty members should be unfamiliar with the details of the dispute.
4. The Registrar.

F. Other Information

1. Status of Student During An Appeal Process
   During the course of the grade appeal process, a student retains the right to participate in all classes until a final decision is given.
2. Access to Graded Course Work
   1. Students have the right to supervised access to completed final examination papers which have been graded provided that the request is made within 15 business days after the end of the semester in which the grade was awarded.
   2. Reviewing the final examination with the student is at the sole discretion of the instructor.
   3. Graded course work retained by an instructor may be destroyed one year after the end of the semester in which the work was graded.
3. Course Outlines
   1. All students must be given access to a course outline no later than the second scheduled class or the Add /Drop deadline, whichever is earliest.
   2. The course outline must include the percentage weight assigned to each component used to determine the final grade.
   3. A final grade appeal cannot be based on a challenge to the weightings assigned to the different components of the course which comprise the final grade.

G. Complaints and Appeals With Respect to Matters Not Involving Academic Decisions

Any student or employee of Mount Royal who feels they have a complaint about the operations of Mount Royal will be given an opportunity to be heard. Under normal circumstances, the first step is to discuss your complaint(s) or grievance(s) with the person(s) against whom your complaint is directed. If this is not possible or does not produce satisfactory results, you are encouraged to discuss the matter with the direct supervisor(s). If that step does not produce the desired result, the Diversity and Human Rights office and its resources are available. Call 403.440.5956 to schedule an appointment.

Code of Student Conduct

Mount Royal has a responsibility to define standards of student behavior and to provide reasonable expectations for student discipline with regard to conduct that jeopardizes the functioning of academic and non-academic activities. It is also the obligation of Mount Royal to protect the safety, rights and/ or property of its members or visitors. To this end, Mount Royal implemented the Code of Student Conduct policy.

Academic Misconduct

Academic misconduct is defined as the giving, taking or presenting of information or material that unethically or dishonestly aids oneself or another on any work which is to be considered in the determination of a grade, the compilation of academic requirements or the enhancement of a student’s record or academic career.

Non-Academic Misconduct

Behaviour that is subject to disciplinary action under the Code includes violations of established civil and criminal statues; conduct that threatens the safety or wellbeing of members of Mount Royal community; and any behavior that seriously and adversely affects Mount Royal or its educational mission.

The Code of Student Conduct is available through the Office of Student Conduct (C109), the Students’ Association of Mount Royal University in Wyckham House or at: mtroyal.ca/studentconduct

Harassment or Discrimination

Sexual harassment and other forms of discrimination are unacceptable at Mount Royal University. In cases of harassment or discrimination or for information about Mount Royal’s Individual Rights Policy, you are advised to contact Human Resources (employees), Student Advocacy Coordinator (students) or the Diversity and Human Rights Advisor in Room U216C.

Academic Standing

Introduction

Mount Royal is committed to maintaining high academic standards, promoting student success, and endeavouring to support students who have difficulty meeting academic requirements. In the event that students are unable to meet academic requirements, Mount Royal will make all reasonable attempts to ensure that they are aware of potential consequences and that information about available support services is provided.

Academic Standing in its various forms applies to all current Mount Royal students and relates to students’ eligibility to register in credit courses within a Mount Royal program and their eligibility to graduate from a program. Students should be aware that specific programs may have additional continuance requirements that place additional conditions on how a student maintains eligibility to remain in a program of study. Students are solely responsible for being familiar with program specific continuance requirements and general program requirements in order to be eligible to graduate.

Academic Standing/Definitions

A student will be in Good Standing when they have accumulated a minimum of nine earned credits overall, and their cumulative Grade Point Average (GPA) is 2.00 or better.

A student will be placed on Academic Warning (AW) when they have accumulated a minimum of nine earned credits overall and their cumulative GPA is less than 2.00. A student will be permitted to remain on Academic Warning for a maximum of two semesters unless they can demonstrate significant improvement in their semester GPA.

A student will be placed on Academic Probation (AP) when they have been on Academic Warning for two semesters, their cumulative GPA is less than 2.00, and they did not demonstrate Significant Improvement in their last semester of study. A student will be permitted to remain on Academic Probation for a maximum of one semester unless they can demonstrate significant improvement in their semester GPA.

A student is Required to Withdraw (RTW) from the institution for a minimum of twelve months when they have been on Academic Probation for one semester, their cumulative GPA is less than 2.00, and they did not demonstrate Significant Improvement in their last semester of study.

Note: Students who have been required to withdraw are de-registered from all courses in the subsequent semester.

A student is permitted to register for non-credit classes after a requirement to withdraw. For additional information about the application process please refer to the Mount Royal website or contact the Office of the Registrar.

A student demonstrates significant improvement when their semester GPA is 2.20 or higher in at least two three-credit courses. A semester GPA is calculated on all grades earned in a given semester.

Note: There is no appeal process for Academic Warning or Academic Probation.

Appealing a Requirement to Withdraw (RTW)

Students can appeal their Requirement to Withdraw by completing the appropriate form available at the Office of the Registrar. The application must include supporting documentation or it will not be processed.

The only permissible grounds for appealing a Requirement to Withdraw will be as follows:

1. Medical reasons verified in writing by a physician. Documentation must establish a clear and substantive link to his/her academic standing over the period of time the credits were earned; or
2. Severe emotional distress verified in writing by a Mount Royal Counsellor or other certified mental health professional. Documentation must establish a clear and substantive link to his/her academic standing over the period of time the credits were earned.

A student who believes there may be other extenuating circumstances that do not fit the three categories above may submit an appeal.

Note: Students who have been required to withdraw are not permitted to remain in classes pending the outcome of an appeal.

Re-Admission to a Program After the Requirement to Withdraw (RTW)

Students who have been required to withdraw from Mount Royal must apply for re-admission in accordance with the application deadlines for new students that are specified in the Academic Schedule published in this calendar.

Students seeking (re)-admission to a program must meet with a Mount Royal academic advisor regarding their academic plans. The academic advisor may refer the student to a University counselor if deemed appropriate. Students are required to bring a letter to the meeting with the academic advisor which: (1) offers an explanation for their having been previously unsuccessful, (2) outlines their academic plans, and (3) explains why they are now likely to be successful. The academic advisor will indicate to the Admissions Office when this consultation process has occurred in order to complete the student’s application procedure. Admission is not automatic and will be considered on an individual basis.

Eligibility to Continue in a Program

A student in Good Standing is eligible to continue in his/her program of studies. Students on Academic Warning or Academic Probation cannot be removed from a program unless General Faculties Council has approved the criteria that make that possible. Refer to specific program sections for additional information.

If a student has been removed from a program, s/he is eligible for re-admission to the same program according to the academic criteria in place at the time of application unless General Faculties Council has approved an exception to that policy. Refer to specific program sections for additional information.