Student Records and Transcripts
MacEwan University will create and maintain student records necessary to meet the administrative and academic needs of the university and shall collect, retain, use, disclose, and dispose of all information collected in accordance with the following policies:
- Management of Student Records and Information;
- Records Management;
- Use of Information Technology Resources (Standard);
- Other related policies, official manuals of the university, and provincial/federal legislation pertaining to access to information and protection of privacy.
Official Student File and Record
The Official Student File and Official Student Record are maintained by the Office of the University Registrar, which is accountable for the management of these records. Student records are managed according to the provisions of Management of Student Records and Information Policy.
Additional records relating to students may also exist elsewhere in the university. Original consents to releases personal information submitted by students to other departments must be sent promptly to the Office of the University Registrar, for placement on the Official Student File.
Official Student Transcript
An Official Transcript of the student academic record is created and maintained by the Office of the University Registrar.
The Official Transcript includes the legal name, birth date, program of study (including declared major and minor), courses, grades, academic standing, grade point average, program of graduation and graduation date.
Students may request an Official Transcript online through myStudentSystem or by submitting a Transcript Request Form to the Office of the University Registrar.
Transcripts are considered confidential information and will not be released without proper authorization. Transcripts will be issued only as authorized on the official request, this can include mail, fax, or pick-up in person by an authorized third party. Additionally, Official Transcripts can be sent electronically to member institutions of the Alberta Post-Secondary Application System. MacEwan University requires proper authorization to have transcripts sent to institutions, employers, legal counsel and other agencies. If students want the transcript(s) sent to a party other than themselves or a post-secondary institution, the name and address (including postal code) must be included.
MacEwan University utilizes the Alberta Common Grading Scheme for the reporting of final grades in credit courses. All final grades are reported to the Office of the University Registrar using letter grades. Letter grades shall be converted to the four-point grading scale for the calculation of a Grade Point.
|Letter Grade||Grade Point Value||Grade Description|
*discontinued, effective the 2015-16 academic year
Grades and Notations Not Included in the GPA Calculations
|CIP||Course In Progress|
|IP||In Progress (continued next term)|
|NCR||Not Completed Requirements|
|NGR||No Grade Received|
|S||Supplemental Privilege (not included in GPA if subsequent grade is recorded)|
|W||Withdrawal (without academic penalty)|
|Required to Withdraw|
Grade Point Average
Grade Point Value: a number between 0.0 and 4.0 that is assigned to a letter grade.
Grade Point: Grade Point Value multiplied by course credits and then used to calculate a Grade Point Average (GPA).
Grade Point Average (GPA): a weighted average calculated by dividing the sum of all grade points by the sum of all credits attempted. Courses with the notations of W (Withdrawal), TR (Transfer Credit), or AU (Audit) are not included in the GPA calculation.
|Course||Grade||Grade Point Value||Credits||Total Grade Points|
|TPPR 109||In progress||-||-||-|
Term Grade Point Average (Term GPA): calculated by dividing the sum of grade points achieved in the term by the sum of all credits attempted in the term. The Term GPA is included on the transcript.
Cumulative Grade Point Average (CGPA): calculated by dividing the sum of the total grade points achieved by the sum of all attempted credits.
Graduation Grade Point Average (GGPA): The GGPA is calculated by dividing the sum of the total grade points achieved and counted towards a program credential by the sum of all those credits.
Grading: Although a pass in a course is a D (1.0), in some courses students are required to achieve more than a minimal level of achievement in order to proceed in their program, or to transfer a course to another program or institution.
Student performance in a course shall normally be assessed on more than one occasion. No single evaluation event shall have a value of greater than 60% of the course grade, with the following exceptions:
- All one-credit courses are exempted
- Directed Field Studies courses (in Applied Degree programs) may be exempted where a single project or research study constitutes the course requirements
- Clinical courses in baccalaureate nursing, psychiatric nursing, nursing refresher, and specialty nursing programs may be exempted
- 400-level seminars, independent study courses, directed research courses, and thesis courses may be exempted
Deferred Exams: Application for a deferred examination must be made using a Deferred Examination Request form no later than two business days after the missed examination or final assessment activity date (also see Policy C2005 Final Assessment).
Reassessment of Final Exam: Students can apply for a reassessment of a final examination. This application must be made in writing to the program/department chair responsible for the course. This application must indicate the reason for the application and must be accompanied by proof of payment of the final examination reassessment fee. The application must be made within 15 days of the official issuance of grades.
Supplemental Examinations: Students wishing to write a Supplemental examination shall contact the program/department chair to ascertain eligibility for a Supplemental examination within five business days of the posting of grades.
Any student who leaves a co-op job without approval will receive a failing grade for the work term and may be prohibited from continuing in the Co-operative Education program (Policy
Former Grading Scales
1990 – 2004 – No grade of A+
September 1978 to August 1990
|A =||Excellent: 4 Grade Points/Credit|
|B =||Very Good: 3 Grade Points/Credit|
|C =||Average: 2 Grade Points/Credit|
|D =||Low Pass: 1 Grade Point/Credit|
|CR =||Completed Requirements: Not Calculated in GPA|
|I =||Incomplete: Not Calculated in GPA|
|W =||Withdrew: Not Calculated in GPA|
|F =||Failure: 0 Grade Points/Credit|
|AUD =||Auditor: Not Calculated in GPA|
|NMR =||No Mark Received: Not calculated in GPA Hours of Instruction|
MacEwan University is committed to academic success and provides a variety of services to help students achieve success. As part of this commitment, the university establishes criteria for assessing academic performance and reviews students’ performance. The existence of established criteria for academic performance allows students to monitor their own performance. The results of the academic review enable the university to recognize superior performance and to address unacceptable performance. The university undertakes to complete the review of academic standing as quickly as possible. Students are responsible for monitoring their own progress and for seeking assistance.
The categories and criteria for academic merit and good standing follow:
1. Dean’s List
Students who maintain a Grade Point Average (GPA) of 3.7 or higher while enrolled in 24 or more credits of study in two consecutive terms and no less than 12 credits in any one term shall be entered on the Dean’s List. A notation will be made on the student’s transcript and the dean will send a letter.
2. First Class Standing
Students who have an Academic Standing GPA of 3.30–3.69 while enrolled in 24 or more credits of study in two consecutive terms and no less than 12 credits during a term shall be deemed to have attained First Class Standing. A notation will be made on the student’s transcript.
3. Good Standing
Students who have an Academic Standing GPA of 2.0 or higher shall be in Good Standing. No transcript notation will be made.
Students must also achieve satisfactory performance in all clinical, field placement, ensemble setting, or equivalent requirements of their program in order to be in Good Standing or to receive recognition of merit.
Notifications of Unsatisfactory Academic Performance
- Students who have an Academic Standing GPA between 1.3 and 1.99 are placed on Academic Probation.
- Students are Required to Withdraw (RTW) when they meet one of the following conditions:
- Academic Standing GPA (ASGPA) below 1.3 in an Academic Standing Year
- ASGPA below 2.00 for two consecutive Academic Standing Years
- ASGPA below 2.00 for two non-sequential years when the intervening year is not an Academic Standing Year
- ASGPA below 2.00 in any single year after returning from Required to Withdraw status unless five years has elapsed since the last Required to Withdraw.
- A student placed on academic probation for the third time is subject to review and can be required to withdraw by the Dean.
- The performance of a student in a clinical, field placement, ensemble setting, or equivalent may be reviewed at any time, and, if the student is failing to meet the prescribed level of performance, the student may be withdrawn from the Program. Upon receiving instruction from the Dean to withdraw the student, the University Registrar (or designate) shall notify the student in writing.
- A student who fails to complete a prerequisite course designated as being required for progress in the program may be withdrawn from the program. Upon receiving instruction from the Dean to withdraw the student, the University Registrar (or designate) will notify the student in writing.
Students who are placed on Academic Probation are advised in writing by the Office of the University Registrar of the consequences of Academic Probation and requirements to regain Good Standing. Students also receive information about sources of assistance available within the university.
Students who have been Required to Withdraw are advised in writing by the Office of the University Registrar of the consequences of being Required to Withdraw, requirements for re-admission, and sources of advice within the university.
The transcript indicates if a student has been Required to Withdraw or placed on Academic Probation due to unsatisfactory standing. This notation is not removed from the transcript.
Conditions of Unsatisfactory Academic Standing
- After being assigned a standing of Academic Probation, to regain Good Standing a student must achieve a grade point average of 2.0 or higher on a minimum of 18 credits in the next Academic Standing Year.
- Programs may require probationary students to limit the number of credits in which they enrol and to engage in remedial activities. In cases where programs limit the number of credits and/or require students to engage in remedial activities, these requirements shall be communicated through official channels, informing students of the requirements set by the program for probationary status.
- Students who have been Required to Withdraw for unsatisfactory academic performance may be considered for re-admission after 12 or more months have elapsed since the student was Required to Withdraw.
- Re-admission, after Required to Withdraw, is not guaranteed (See Admissions Policy for regulations regarding re-admission).
Students wishing to appeal their Academic Standing must do so in accordance with the Student Appeals Policy. For purposes of this policy, the Department Chair shall be considered the initial ruler of the decision.
Change of Name or Address
This information is only used for official university business. Having current name, address and contact information on file with MacEwan University is critical to effective university communications with students.
Change of Legal Name: All legal name changes must be submitted in writing or on the appropriate form to the Office of the University Registrar, and accompanied by at least one of the following official government issue identification (ID): valid driver’s license, provincial ID card, passport, or citizen documentation. Only current ID will be recognized as valid. Expired ID will not be accepted for a name change.
Change of Address: All program students at MacEwan University are given access to myStudentSystem. This allows students to change their address and telephone number via the web. Students may also complete a Notification of Change of Address form or mail a post office change notice to the Office of the University Registrar.
Change of Preferred Name: Students may change or update their preferred name through myStudentSystem.