Other Grades [back to top]
The following grades may also appear in a student's academic record or on the transcript. These grades are not used to calculate the GPA.

Incomplete Grade [back to top]
Normally, course work (excluding the final examination) that is not completed by the last day of lectures is given a grade of zero. In extenuating circumstances, a student may petition the instructor on or before the day of the last lecture for a grade of incomplete ("I") for the course. The student and the course instructor must complete and sign an Incomplete Grade Contract and submit it to the Vice-President Academic and Dean with appropriate supporting documentation. The contract must include a completion date, normally within four weeks after the last scheduled examination in the term.

If the Vice-President Academic and Dean approves the application for an incomplete grade, the student must submit the completed work to the instructor on or before the date designated on the contract. A student who does not complete the required work before the deadline will be assigned a grade of zero for the incomplete work. The instructor will submit a Change of Grade form upon completion of the work.

Should no grade change be submitted, the “I” grade will revert to an “F” grade for the course.

How to Calculate GPA [back to top]
All grades with a grade point value are used in the calculation of a yearly GPA, both for purposes of the official transcript of record and for the cumulative GPA used for determination of student progress through the academic program.

The GPA is determined by dividing the total grade points earned by the number of credit hours attempted, as follows:

Grade Posting and Reports
Final grades will normally be available to students via their secure access to my.StMU within two weeks after the final examination for an individual course.

Transcript Requests [back to top]
Transcripts are the permanent record of all matters relating to a student’s academic standing, including courses (attempted and earned), credits, grades, academic standing and probation.

Transcripts, official and unofficial, are issued only upon the written request of the student. A Request for Transcript of Academic Record form is available at the Enrolment Services Office, from our website, or students can request transcripts from my.StMU. There is a nominal charge for each transcript issued by the Enrolment Services Office, both official and unofficial. Students are able to print a copy of their unofficial transcript at no cost from my.StMU.

Official transcripts are signed by the Registrar, stamped with the official institution seal, placed in a sealed envelope and normally mailed directly to an institution. Transcripts can be given directly to the student to forward as long as the envelope containing the transcript remains unopened. Other institutions may require the transcript to be mailed directly to them in order for it to be considered official.

Transcript requests are processed in the order in which they are received. Transcripts will not be released if money is owed to St. Mary’s University College.

Grade Appeals [back to top]
Informal Appeal
A student who is dissatisfied with a grade should first discuss it with the course instructor within 15 days of receiving the grade. If this does not resolve the matter to the student's satisfaction, the student may wish to discuss the matter with the Area Chair. The chair will require a copy of the instructions given to the student and the assignment or test in dispute.

Formal Appeal [back to top]
If the student is not satisfied with the appeal to the instructor and Area Chair, and still believes that an error has been made, feels an injustice has been done, or has substantial new evidence, the student may make a formal appeal.

All formal appeals must be made in writing to the Office of the Registrar within 30 days of receiving the grade. The letter must include the decision being appealed, the grounds for appeal, and the remedy sought by the appellant. The student will pay a $25 fee for each grade appealed. This fee will be credited back to the student's account only if the appeal results in an increase in the grade.

The Registrar will notify the Vice-President Academic and Dean, who will form a grade appeal committee comprising the VP Academic and Dean, the Area Chair, and a subject specialist to hear the appeal. The final grade may be raised or lowered as a result of the reappraisal. The Office of the Registrar will notify the student of the result in writing. All decisions of the grade appeal committee are final.

GRADUATION POLICIES     [back to top]

All students who expect to receive a parchment from St. Mary's University College must satisfy the degree, diploma, or certificate requirements as outlined in the program descriptions section. Students are required to meet regularly with their academic advisors to ensure the progression of their program.

Applying to Graduate [back to top]
All students are responsible for notifying the Office of the Registrar of their eligibility and intention to graduate. They must complete and submit an Application to Graduate by April 30 of the year they intend to graduate.

If St. Mary's University College does not receive a student's application by the deadline, he or she will be ineligible to graduate that year. The student will have to wait until the next convocation before receiving the degree, diploma, or certificate.

Students will be notified in writing if they are eligible to graduate and will be asked to submit a Convocation Response Card accompanied by their $50 graduation fee. The graduation fee is mandatory for all graduating students regardless of the student’s attendance at convocation.

Students with outstanding fees, fines, or other charges on their account will not be permitted to graduate or participate in convocation.

Parchment Standards [back to top]
Students' names will appear on the parchments as they are recorded in their academic records. Students are encouraged to verify the accuracy and spelling of their names when they submit their Application to Graduate. Any name changes must be supported by legal documentation.

Graduation with Honours
Baccalaureate honours are awarded upon graduation based upon a student's cumulative GPA. Undergraduate students who have achieved a cumulative GPA of 3.5 to 3.74 with no failed courses will graduate “Cum Laude,” students who have achieved a cumulative GPA of 3.75 to 3.89 with no failed courses will graduate “Magna Cum Laude,” and students who have achieved a cumulative GPA of 3.9 or higher with no failed courses will graduate “Summa Cum Laude.”

Cum Laude is defined as"with praise," Magna Cum Laude is defined as "with great praise," and Summa Cum Laude is defined as "with highest praise." Students who qualify to graduate with honours will receive the designation on their parchment and it will be recorded on their academic transcripts.

Convocation [back to top]
Convocation, for the conferring of degrees, diplomas, and certificates, will be held in June of each year. A convocation package will be sent to all students who submit an Application to Graduate and who meet the graduation requirements. Upon receipt of this package, all graduands must notify the Office of the Registrar at least six weeks prior to the ceremony as to whether or not they will attend.

Degrees in Absentia
Graduands who do not attend the convocation ceremony will have their degrees conferred “in absentia." Parchments will be available at the Enrolment Services Office for pickup after convocation. Parchments not picked up after 30 days will be mailed.

Posthumous Degrees [back to top]
With the approval of Academic Council, a degree, diploma, or certificate may be awarded posthumously to a deceased student who had completed or was in the final term of his or her program. Posthumous awards will be noted on the transcript.

Replacement Parchments
St. Mary's University College reissues parchments that are lost, stolen, or damaged. Graduates must submit a reprint request in writing to the Office of the Registrar. A fee will be charged.

TRANSFER POLICIES      [back to top]

ADVANCED CREDIT FROM AP AND IB STUDIES
Advanced credit may be given for some Advanced Placement courses with grades of 4 or 5 and for some International Baccalaureate courses with grades of 6 or 7.

TRANSFER CREDIT FROM OTHER POST-SECONDARY INSTITUTIONS
Normally students may transfer to St. Mary's University College credit for courses completed at another accredited institution, subject to the following:

• complete an Application for Transfer Credit.
• provide an Official Transcript from the original institution.
• obtain a grade of C- or better.
  
• be working towards a degree at St. Mary's University College

Transfer credit is limited by the residency requirement, which stipulates the number of credit hours that students must complete at St. Mary’s in order to earn a St. Mary’s University College degree.

Courses from other institutions in Alberta for which there is an equivalency in the Alberta Transfer Guide are generally accepted. If the course is not part of the Alberta Transfer Guide or if the institution is outside Alberta, the student may be asked to submit a copy of the course outline and details of the qualifications of the course instructor or other indicators of course content and quality. While transfer courses do appear on the student's transcript, the grade is not included in the student's annual or cumulative GPA.

Students who wish to transfer to another institution should refer to the Alberta Transfer Guide, which lists all courses and program transfer agreements between post-secondary institutions in Alberta, the Northwest Territories and Nunavut. The Alberta Transfer Guide and other transfer information are available at www.transferalberta.ab.

Time Limits [back to top]
In most cases, courses will be considered for transfer credit regardless of when they were completed. However, in some cases, the University College may not approve transfer credit for management, computer science, or natural science courses that were completed more than ten years ago.

Residency Requirement [back to top]
In order to be granted a degree, a student must complete at least half of the required credit hours at St. Mary's University College. In addition, some degree programs may require specific courses to be completed at St. Mary's University College.

Letter of Permission [back to top]
A student enrolled in a St. Mary's University College degree program who wishes to take a course at another institution for transfer to St. Mary's University College must have permission from the VP Academic and Dean. In order to obtain permission, students must complete a Request for Letter of Permission form indicating the institution they plan to attend and the course they plan to take. A letter of permission will be produced, which the student must submit to the visiting institution. Upon completion of the course, the student must request that an official transcript be forwarded from the visiting institution to St. Mary's University College.

TRANSFER CREDIT TO OTHER POST-SECONDARY INSTITUTIONS [back to top]
Students wishing to transfer to other Alberta institutions should refer to the Alberta Transfer Guide, which lists all course and program transfer agreements. The guide and other transfer information are available online at www.acat.gov.ab.ca. St. Mary's University College academic advisors are available to help students interpret the guide and make course selections. An appointment with an academic advisor can be made through the Enrolment Services Office.

Students wishing to transfer to institutions outside Alberta are advised to contact the institution they plan to attend regarding transfer policies and required courses.

Science Foundations [back to top]
The Block Transfer Agreement for Biological Sciences allows students to obtain up to two full years of credit in the biological sciences program at the University of Alberta, University of Calgary or University of Lethbridge. Students must successfully complete the block of courses along with appropriate options at St. Mary's University College. Refer to the chart on the next page for course details.

Business/Management Foundations [back to top]
Students may complete up to half of required credits at St. Mary’s before transferring into the University of Lethbridge's Bachelor of Management program or the University of Calgary's Bachelor of Commerce program. Please consult with an academic advisor to discuss transfer requirements if you are considering completing a degree at another post-secondary institution.