Graduate Unsatisfactory Academic Progress Recommendation
Doctoral Students
The progress of all students working toward the Ph.D., D.M.A., and Ed.D. will be reviewed regularly and at least once each year in June by the home graduate program and the Dean of the Faculty of Graduate and Postdoctoral Studies. A student may be required to withdraw if progress has not been satisfactory as shown by coursework, the comprehensive examination, advancement to candidacy, progress on the thesis/doctoral dissertation, or other requirements of the graduate program or the Faculty.
Definition of Satisfactory Progress
A minimum of 68% (B-) must be achieved in all coursework taken for credit. Where a grade of less than 68% (B-) is obtained in a course, and on the recommendation of the graduate program and the approval of the Dean of the Faculty of Graduate and Postdoctoral Studies, the student may repeat the course for higher standing or take an alternate course. If the graduate program advisor does not make such a recommendation, or if the recommendation is not approved by the Dean of the Faculty of Graduate and Postdoctoral Studies, the student will be required to withdraw. A student who obtains a grade of less than 68% in more than one course will normally be required to withdraw. If progress in research is unsatisfactory, a student will be required to withdraw. The student will be informed of unsatisfactory academic progress in writing before any action regarding withdrawal is taken.
Please use the Graduate Unsatisfactory Academic Progress Recommendation form to make a recommendation to the Dean of the Faculty of Graduate and Postdoctoral Studies.
A minimum mark of 68% must be obtained in all courses taken by a student enrolled in a doctoral program. When repeating a failed required course, a minimum mark of 74% must be obtained. Higher minimum marks may be required by individual graduate programs.
For doctoral students registered in the Faculty of Graduate and Postdoctoral Studies, Fail (F) for individual courses is defined as below 68%. Some graduate programs may require a higher passing grade for specific courses.
| Percentage (%) | Letter Grade |
|---|---|
| 90-100 | A+ |
| 85-89 | A |
| 80-84 | A- |
| 76-79 | B+ |
| 72-75 | B |
| 68-71 | B- |
| 0-67 | F (Fail) |
If a course is repeated, both marks will appear on the transcript. The higher mark will be used to determine promotion in a program and in any decision to admit or withdraw a student from a program. For all other purposes, averages will be calculated using both marks.
"Class 1" or "first-class standing" is defined as 80% (A-) or better.
It is required that all doctoral students be admitted to candidacy within 36 months from the date of initial registration. A student who is not admitted to candidacy within this time period will be required to withdraw from the program. Extensions may be granted under exceptional circumstances and with the permission of the Dean of the Faculty of Graduate and Postdoctoral Studies.
Master's Students
The progress of all students working toward the master's degree will be reviewed regularly and at least once each year in June by the home graduate program and the Dean of the Faculty of Graduate and Postdoctoral Studies. A studentmay be required to withdraw if progress has not been satisfactory as shown by coursework, the comprehensive examination, progress on the thesis, or other requirements of the graduate program or the faculty.
Definition of Satisfactory Progress
The minimum passing grade in any course taken by a student enrolled in a master's program is 60%. However, only 6 credits of courses with grades in the C to C+ range (60-67%) may be counted towards a master's program. For all other courses, a minimum of 68% must be obtained. Some graduate programs may require a higher passing grade for specific courses.
Where a failing grade is obtained in a course, and on the recommendation of the graduate program and the approval of the Dean of the Faculty of Graduate and Postdoctoral Studies, the student may repeat a course for higher standing or take an alternate course. If the graduate program does not make such a recommendation, or if the recommendation is not approved by the Dean of the Faculty of Graduate and Postdoctoral Studies, the student will be required to withdraw. A student who obtains a grade of less than 68% in more than 6 credits will normally be required to withdraw for inadequate academic progress. The student will be informed of unsatisfactory academic progress in writing before any action regarding withdrawal is taken.
Please use the Graduate Unsatisfactory Academic Progress Recommendation form to make a recommendation to the Dean of the Faculty of Graduate and Postdoctoral Studies.
For master's students registered in the Faculty of Graduate and Postdoctoral Studies, Fail (F) for individual courses is defined as below 60%:
| Percentage (%) | Letter Grade |
|---|---|
| 90-100 | A+ |
| 85-89 | A |
| 80-84 | A- |
| 76-79 | B+ |
| 72-75 | B |
| 68-71 | B- |
| 64-67 | C+ |
| 60-63 | C |
| 0-59 | F (Fail) |
However, only 6 credits of pass standing (60-67%) may be counted toward a master's program. For all other courses, a minimum of 68% must be obtained. Some graduate programs may require a higher passing grade for specific courses.
When repeating a failed course, a minimum mark of 74% must be obtained. Individual graduate programs may require higher minimum grades.
If a course is repeated, both marks will appear on the transcript. The higher mark will be used to determine promotion in a program and in any decision to admit or withdraw a student from a program. For all other purposes, averages will be calculated using both marks.
Academic Assessment
Review for Authenticity
All work submitted by students (including, without limitation, essays, dissertations, theses, examinations, tests, reports, presentations, problem sets, and tutorial assignments) may be reviewed by the University for authenticity and originality. Without limiting the generality of the foregoing, such review may include the use of software tools and third party services including Internet-based services such as TurnItIn.com. By submitting work, students consent to their work undergoing such review and being retained in a database for comparison with other work submitted by students. The results of such review may be used in any University investigation or disciplinary proceedings (see Student Discipline).
Viewing Marked Work
Any examination, essay, problem set, laboratory report, or other assignment, should be marked in a reasonable time and although the work may be retained by the University, the student will receive feedback on expected and achieved outcomes. If there is a provision for marked work to be returned to the student and then resubmitted for the correction of marking errors or omissions, the instructor must provide clear guidelines in advance to ensure that the academic integrity of the work is maintained.
A final examination becomes the property of the University and must remain in the possession of the University for one year from the date of the examination, after which it should be destroyed or otherwise disposed of in accordance with UBC Policy GA4.
Where there is no scheduled review of an examination, a student may make written application (by January 31 for Winter Session Term 1 courses, by May 20 for Winter Session Term 2 and two-term courses, and by September 15 for Summer Sessions courses) to the course instructor who will make every reasonable effort to arrange for the student to view the marked final examination within 30 days of the request. If the instructor does not comply, at the student's request, the head of the department, director of the school, or dean of the faculty offering the course will make every reasonable effort to facilitate the viewing, which normally will be completed within 15 days of receipt of the request. The purpose of this exercise is purely pedagogic and distinct from the Review of Assigned Standing.
Deferred Standing
UBC Calendar - Campus-wide Policies and Regulations
Request deferred standing coursework form
Deferred standing may be appropriate if a student has a valid reason for not completing course requirements as scheduled (e.g. medical or personal problems of a very unusual nature), but there is reason to believe that the requirements can be completed with an extension of time.
Procedure for requesting Deferred Standing
To request Deferred standing, the student's graduate program advisor or designate completes a "Request for Deferred Standing in Coursework" form immediately after the end of the course. The following information is required on the form:
- Course information: start date, term(s), name, number, section, dates, credit value, etc.
- The date the student last attended the course.
- The reasons for recommending Deferred standing, and any documentation (e.g. note from doctor or medical professional).
- An interim grade provided by the course instructor, based on work completed in the course so far.
IMPORTANT: The interim grade must be a grade based on the work completed to date, assuming that no further work will be submitted. It must not be an estimate of the grade the student may receive if he/she completes the outstanding work.
Grad Studies will enter the interim grade and Deferred standing in the student’s record. Once the deadline for completing the work has passed, programs must submit a Change of Grade form to Grad Studies with the new grade for all the work completed. The Deferred standing will be removed and the new grade entered. If the work is not completed, the Deferred standing will be removed, and the interim grade will remain as the final grade for the course.
Deadlines
Students granted Deferred standing in Winter Session courses must complete all outstanding course requirements by August 23 following. Students granted Deferred standing in Summer Session courses must complete all outstanding work by December 25 following. (See Campus-wide Policies and Regulations in the Calendar.)
REVIEW OF ASSIGNED STANDING
Reviews of assigned standing are governed by the following regulations:
- Any request for the review of an assigned grade must reach Enrolment Services no later than July 15 for the Winter Session, and not later than October 15 for the Summer Session, and must be accompanied by the necessary fee for each course concerned which will be refunded only if the mark is raised.
- Each applicant for a review must state clearly why he or she believes the course deserves a grade higher than it received; pleas on compassionate grounds should not form part of this statement. Prospective applicants should remember that under Senate regulations instructors must re-examine all failing grades and indicate in their records that this has been done.
- Reviews will not be permitted in more than two courses in the work of one academic year, and in one course in a partial program of 18 credits or fewer or in the work of Term 1 or 2 of a Summer Session.
Supplemental examinations are not granted to students registered in a graduate program or to undergraduate students enrolled in a graduate course.
Download the application form or pick up a copy from Enrolment Services.
Senate Appeals on Academic Standing
Appeal Procedure
Students who wish to protest decisions relating to their academic studies may do so. The protest should be made initially as near the source of difficulty as possible, presumably an instructor, and progress to the head of the department concerned and then to the dean of the Faculty of Graduate Studies. There is a standing committee of the University Senate, the Committee on Appeals on Academic Standing, that reviews all appeals made to the Senate, the senior academic authority in the University. Please follow the policies and procedures as outlined by this Committee.
Use of the Grade T
A graduate student is expected to register for the thesis over the period required to complete the thesis. A grade of "T" is recorded on the transcript for each session until the thesis is completed. The "T" grade may also be used for graduating essays (in non-thesis master's programs), directed individual study or project courses in which the course requirements extend beyond the normal deadline for the submission of a final grade.