KSR Faculty Regulations

The holding of term examinations is optional for each course and Faculty. "Term exam" is used to refer to any written or oral exam, test or quiz (other than a final exam) which is scheduled as part of the term work of a course. 

Excused absence for a missed exam is not automatic and is granted at the discretion of the instructor (in the case of term exams). Since presence at lectures, participation in classroom discussions and projects, and the completion of assignments are important components of most courses, students will serve their interests best by regular attendance. Those who choose not to attend must assume whatever risks are involved.

The University recognizes that occasionally life events occur that require a student to miss term work, term examinations, or final examinations. However, excused absences are not granted automatically and will be considered only for acceptable reasons such as incapacitating mental and/or physical illness, severe domestic affliction, or for circumstances as described in the University's Discrimination, Harassment and Duty to Accommodate Policy (including religious belief). This policy is available on the University of Alberta Policies and Procedures Online (UAPPOL) website at https://policiesonline.ualberta.ca. A multi-faith calendar is available at www.registrarsoffice.ualberta.ca/Calendar/Academic-Schedule.aspx.

Instructors and Faculties are not required to grant excused absences for unacceptable reasons that include, but are not limited to personal events such as vacations, weddings, or travel arrangements. When a student is absent without acceptable excuse, a final grade will be computed using a raw score of zero for the work missed. Any student who applies for or obtains an excused absence by making false statements will be liable under the Student Academic Integrity Policy. Students should consult their Faculty for detailed information and requirements.

Any student who is incapacitated because of illness, is suffering from severe domestic affliction or has other compelling reasons (including religious conviction) may request an excused absence for the missed exam.

The instructor has the discretion either to waive the term exam, or require the student to write a make-up exam. If a waiver is granted, the percentage weight allotted to the term exam missed is added to the percentage weight allotted to the final exam. For a make-up exam, the student is required to write an equivalent exam at a time set by the instructor. If the student does not write the assigned make-up exam at the prescribed time, a raw score of zero will be assigned for the missed term exam. In the Faculty of Kinesiology, Sport, and Recreation, the instructor is responsible for the date/time and place of the student completing the missed mid-term exam.

Failure to follow the policies outlined below may result in denial of a student's request. Students with concerns should see Procedures for Registering Complaints about Marking, Grading, and Related Issues located in the UofA Calendar. Students should also review the Faculty of Kinesiology, Sport, and Recreation, Undergraduate Programs, Academic Resources, Appeal Policy and Procedures manual which can be found here: Faculty of Kinesiology, Sport, and Recreation, Undergraduate Programs, Academic Resources Webpage

Absence from Term Work

Approval for an excused absence from term work (e.g., classes, labs, assignments, quizzes, term papers, reports, or term examinations) is at the discretion of the instructor.

To apply for an excused absence where the cause is incapacitating mental and/or physical illness and most other cases including severe domestic affliction, a student must inform the instructor(s) within two working days following the scheduled date of the term work or term exam missed, or as soon as the student is able, having regard to the circumstances underlying the absence.

For an excused absence where the cause is religious belief, a student must contact the instructor(s) within two weeks of the start of Fall or Winter classes; and within three days of the start of Spring or Summer classes.

All other accommodation requests covered by the Duty to Accommodate Procedure should be discussed with the instructor(s) as soon as the student is able, having regard to the underlying circumstance.

In all cases, instructors may request adequate documentation to substantiate the reason for the absence at their discretion such as a form from the student's Faculty or a statutory declaration. Medical notes cannot be required. For more information, contact your faculty or visit What to do when you are sick (students) on the office of the Registrar website.

Missed Term Exams:

A student who misses a term exam shall report to the instructor within two working days following the missed term exam or as soon as the student is able.

1.       Where the cause is incapacitating illness:

a)      a medical note cannot be required.

b)      Instructors may request other adequate documentation at their discretion such as a statutory declaration. Statutory declarations are available through Student Connect at the Office of the Registrar. 

2.       In other cases, including domestic affliction or religious conviction, adequate documentation must be provided to substantiate the reason for an absence.

The marking of final examinations is given first priority in order to expedite the submission of Final Grades for Faculty Approval and the posting of Student Final Grades. No member of a Faculty shall be permitted to leave the University taking the original examinations papers with him/her for marking without permission of the Associate Dean (Undergraduate Programs).

Examinations and assignments shall be marked only by the Instructor(s) or by persons expressly authorized by the Associate Dean (Undergraduate Programs).

All projects, papers, essays, and other evaluated assignments should be returned to students in a timely manner.  Ideally, this means within 2 weeks or less, and no more than one month after the assignment due date. Assignments should be returned to students at least once during a term.  When an assignment is due within the last week of classes, it should be returned no later than the day of the scheduled final exam.  Marked papers and assignments should be handed back to students during class if at all possible. 

Normally all term work will be returned on or by the last day of classes in the course, with the exception of a final major assignment (which may be due on the last day of classes), which will be returned by the date of the scheduled final examination or, in Faculty Council approved non-examination courses, by the last day of the examination period. All undergraducate course exceptions and exemptions from this requirement must be authorized by KSR Faculty Council. 

Contact the Associate Dean Undergraduate Programs with any inquiries regarding an exemption from these or any other University Academic Regulation.

Students are required to wear clothing suitable for the physical activity components that are a part of course requirements (e.g., clothing and footwear that they can safely and comfortably participate in course requirements in).

Every course offered by the Faculty of KSR must hold a final exam, unless otherwise authorized by Faculty Council. Except for 100-level PAC/DAC courses, the final examination must be worth at least 30% and not more than 70% of the course weight. 

Note: a permanent exemption to this minimum weighting has been authorized for 100 level PAC/DAC courses (must hold a final exam but with a minimum term weighting of 20%). 

The final examination will be held during the normal final examination period as outlined by the Registrar Office. The Office of the Registrar determines time and place of each undergraduate course final exam. This schedule must be adhered to and cannot be altered. To determine the date and time of your FINAL Examination, please refer to the Office of the Registrar, Examinations. 

Final examinations must be held and must be conducted at the time and date pre‑set by the Office of the Registrar.  Final examinations may NOT be held during class time or on the last day of classes in the term.

The Faculty requires a copy of all final examinations. Please send an electronic copy to Student Services Main Office (ksradmissions@ualberta.ca). 

Examinations supplies (e.g. examination booklets, optical scoring sheets, pencils, etc.) are available in the Copy and Mailrooms of the Van Vliet Complex: Rooms 2-158, 3-130, 4-229, 4-410, and Student Services 3-134). If supplies are low, please contact the Student Services Office at 780-492-5604. 

For comprehensive and detailed policies governing the scheduling and conduct of examinations, please refer to the section Final Examinations of the University of Alberta Calendar.

Instructors who wish to explore and/or request a final examination exemption and/or an exemption to reduce the minimum final examination weighting of 30% for their assigned course/s, for as long as they are have been assigned to the course (commencing Spring Session 2022), are asked to email the KSR Associate Dean Undergraduate Programs directly (Angela Baydiza; ksradu@ualberta.ca) with their request.

KSR Undergraduate Course Final Exam Exemption Requests Procedure for Application

An excused absence for a missed final exam is not automatic. 

Deferred final exams are approved ONLY at the discretion of the student’s home Faculty.  Course Instructors do not have the authority to approve a deferred final exam in their courses. 

Faculties are not required to grant excused absences from final exams for unacceptable reasons that include, but are not limited to personal events such as vacations, weddings, or travel arrangements. When a student is absent from a term or final exam without acceptable excuse, a final grade will be computed using a raw score of zero for the exam missed. Any student who receives an excused absence by making false statements is considered to be a serious breach of the Student Academic Integrity Policy. 

Any student who is incapacitated because of illness, is suffering from severe domestic affliction or has other compelling reasons (including religious conviction) may apply for an excused absence for the missed final exam.

Please refer to the following calendar link for further information: 

https://calendar.ualberta.ca/content.php?catoid=33&navoid=9816#deferred-final-exams

A. Missed Final Exams/Deferred Final Exams:

A student who has missed a final exam because of incapacitating illness, severe domestic affliction or other compelling reason (including religious conviction) may apply for a deferred final exam.

During Fall and Winter terms, students needing to apply for a deferred final exam must present themselves at their Home Faculty Student Services Office. The application and supporting documentation pertaining to the absence must be presented to the Faculty within two working days following the scheduled date of the exam missed or as soon as the student is able.

1.       Where the cause is incapacitating illness:

a)      a medical note cannot be required.

b)      Faculties may request other adequate documentation such as a statutory declaration.

2.       In other cases, including domestic affliction or religious conviction, adequate documentation must be provided to substantiate the reason for an absence.

3.        Students with two or more deferred exams outstanding from a previous term may be required to reduce the number of courses in which they are registered.

4.        The student must seek the approval of the dean or designate of the student’s Faculty on the application for a deferred final exam.

5.       In the case of an approved application for deferred final exam, the student’s Faculty will inform the Department responsible for the course of the approved deferred exam. The Department will then notify the instructor.

B. Deferred Final Exams:

For those students completing an in person deferred final exam and have a Faculty approved deferred final exam, the time and place of the deferred final exam for each student will be determined and facilitated by the Faculty of KSR as part of the approval process. 

The common deferred final examination dates for courses in the Faculty of Kinesiology, Sport, and Recreation are as follows: 

i. Fall Term 2023: Friday and Saturday, January 12-13th, 2024

ii. Winter Term 2024: Friday and Saturday, May 10-11th, 2024

For those students completing a remote deferred final exam and have a Faculty approved deferred final exam, the time and place of the deferred final exam will be determined and facilitated by the instructor in consultation with the student and in accordance with University Academic Regulations regarding deferred final exams.

Instructors are encouraged to include the date, time and place of a remote deferred final exam in the course outline in the event that a remote deferred final exam be required. 

Please refer to the Deferred Final Exams section under Examinations (Exams) in the Academic Calendar, for further information.

For specific KSR related information regarding the deferred final exam process:

Please contact Shenin Mehnaj (KSR Academic Programs Coordinator, ksracprg@ualberta.ca) and/or Nicole Lazorek (KSR Manager, Academic Programs; lazorek1@ualberta.ca) .

Fall Term

Fall Term deferred final exams must be held by the end of Reading Week in accordance with Absence from Final Exams and the following provisions:

i. If the date and time of the deferred exam are included in the course outline given to students, the exam may be scheduled at any time prior to the end of Reading Week.

ii. Otherwise, mutually agreeable arrangements must be made with all students eligible for the deferred exam if it is to be held prior to January 19.

iii. In the absence of either of the above two arrangements the instructor will submit the time and place of the exam to the department office as early as possible and no later than January 12. It is important that students come to the department to obtain this information on January 15 or as soon as possible thereafter. The exam must be scheduled between January 19 and the end of Reading Week in February.

Students requesting deferred final exams should be referred to their Home Faculty to complete and sign the Deferred Final Examination Request Form.

Winter Term

Winter Term and Fall/Winter deferred final exams must be held by June 30 in accordance with the following provisions:

i. If the date and time of the deferred exam are included in the course outline given to students, the exam may be scheduled at any time prior to June 29.

ii. Otherwise, mutually agreeable arrangements must be made with all students eligible for deferred exam if it is to be held prior to May 18.

iii. In the absence of either of the above two arrangements, the instructor will submit the time and place of the exam to the department office as early as possible and no later than May 8 (exception: students in the MD program should consult the undergraduate office for information on deadlines). It is important that students come to the department to obtain this information May 15 or as soon as possible thereafter. The exam must be scheduled between May 20 and June 30.                                                                                                                                                                                       Students who have not been previously informed must check with the department office on the specified date to obtain the time and place of the deferred final exam.

Spring/Summer Session Deferred Final Exams:

The time and place of the deferred final exam will be determined by the instructor who will make this information available to all students in the course.

The exam must be held within two weeks of the date of the final examination missed and not later than August 31.

Please refer to the Examinations (Exams) section of the University Calendar.

Deferred Final Exams Scheduled at the Same Time:

If a student discovers that he or she has two (or more) deferred final exams scheduled at the same time, the student shall inform both instructors as quickly as possible and at least five days before the exam date. The instructors will then consult with one another and make appropriate arrangements with the student.

Deferred Final Exams Not Written:

Students who have been granted a deferred final exam in accordance with guidelines in this section but have not written the deferred final exam on the scheduled date must re-apply for a second and final opportunity to write the deferred exam at another time agreed to by the Associate Dean (Undergraduate Programs). Students must complete an application form (available at their Faculty Student Services Office). The Faculty will determine the date, time, and place of the second deferred final exam and will notify the student. The date scheduled must be no later than the end of July. Once set, the date for a second deferral is final and applications for further deferrals will not be considered or accepted.

Absence from Deferred Final Exam Without Justifiable Cause:

When a student is absent from a deferred final exam without acceptable reason, a final grade will be computed using a raw score of zero for the final exam.

Deadline for Application:

The application and the documentation pertaining to the absence must be presented to the Faculty within two working days following the scheduled date of the deferred final exam missed or as soon as the student is able, having regard to the circumstances underlying the absence.

FINAL EXAM RE-APPRAISAL:

KSR subscribes to the belief that there is educational value in permitting students to see their final examination papers after they have been marked. Instructors are not only at liberty, but are encouraged, to make the final examination paper available to students upon request, and to allow for discussion where possible. 

HOWEVER, the objective here is an educational end and it is not a substitute for existing reappraisal procedures for the reconciliation of grades. An instructor may grant outright release of the examination paper but must not do so until the deadline for applications for reappraisal has passed, since an appeal cannot be entertained after the custody of the paper has been relinquished to the student.

Since great care is taken in marking final examination papers, a student should apply for reappraisal of the final examination paper only if he or she has good reason to believe a mistake has been made. The Associate Dean (Undergraduate Programs) receives final exam reappraisal requests in consultation with student service office staff members and instructors. A request for reappraisal must be made in writing (for further infomation, please refer to the Faculty of Kinesiology, Sport, and Recreation, Undergraduate Programs, Academic Resources, Appeal Policy and Procedures) to the Faculty's Student Service Ofice (c/o the Associate Dean, Undergraduate Programs) by February 1 in the case of Fall Term courses; by June 22 for other Fall/Winter courses; and within thirty days of the publication of results for courses offered in Spring/Summer. The request must include a statement of whether the intent of the request for a reappraisal of the final examination is to raise or lower the final grade. If a student fails to include such a statement it will be assumed that the intent is to have the final grade raised. 

Refer to Obtaining and Paying Your Fee Assessment for details to share with students on where they are to pay fees and the Schedule of Fees for Special Services for fees for special services. Payment of the required fee will normally be made at the time of the request but must be made no later than two weeks after submission of the request; the fee will be refunded if the requst for reappraisal is successful. 

Students who wish to apply for a final exam re-appraisal should:

• Ensure that they meet the eligibility criteria for re-examination.

• Complete the "Request for Re-Appraisal of a Final Examination" application form which can be found here: Faculty of Kinesiology, Sport, and Recreation, Undergraduate Programs, Academic Resources, Appeal Policy and Procedures

• Submit the completed application form to the KSR Student Services Office, Room 3-134 Van Vliet Complex, University Hall. The application deadline is 10 days after posting of the official results; however, students are advised to apply early, in order to obtain the necessary approvals.

• Have the Application for reappraisal approved by the Associate Dean (Undergraduate Programs). 

The privilege of having final examination papers reappraised applies only to final examinations.

A student may apply for reappraisal of no more than two final examination papers in each of the Fall and Winter terms. A student enrolled in the Spring/Summer period will be limited to two reappraisals.

Please note: If the reappraisal results in a final grade change, the new grade - whether higher or lower than the original grade - replaces it as the student's official grade in that course.

FINAL EXAM RE-EXAMINATION:

• Undergraduate students who have written and submitted a final examination may be considered for a reexamination provided the student meets the following conditions. Reexaminations are not permitted for graduate students.

  • The course was failed.

  • The final examination is 40 percent or greater, as originally scheduled for the class as a whole.

  • For a Fall Term course, the student achieved a Term Grade Point Average of 2.0 inclusive of the failed course. For Winter Term and Fall/Winter courses, a Fall/Winter GPA of 2.0 inclusive of the failed course.

• Students should be advised that it may not be possible to make a ruling until all grades for a term or two-term period are recorded. Students for whom a term GPA cannot be computed at the end of the Fall Term will have to wait for the computation of a GPA following the Winter Term. In this case, the Application for Reexamination form should be left with the Faculty office for a later ruling. Faculty of Law students in the first and second year and all Faculty of Pharmacy and Pharmaceutical Sciences students will be considered for a reexamination on the basis of the computation of their Fall/Winter GPA.

• Reexaminations are Not Permitted for students who were granted a deferred final examination in accordance with Absence from Final Exams but did not write.

• The Reexamination mark received for the reexamination replaces the original final examination mark and is used in computing the final grade in the course.

• The percentage of the final grade allotted to the reexamination shall be the same as the percentage of the final grade allotted to the student's final examination in the course.

• Number of Reexaminations that May be Granted: Reexamination may be granted in one course only, regardless of the units of course weight, in a Fall/Winter or Spring/Summer period. Reexaminations may be granted in courses to a total of ★12 while the student is enrolled in a Faculty.

• Reexamination Deadlines:

  • Fall Term Courses: Apply: Within 10 days of the posting of the results. Exam to be held by: End of Reading Week (see Academic Schedule, Dates, and Deadlines)

  • Winter Term and Fall/Winter Courses: Apply: Within 10 days of the posting of the results. Exam to be held by: June 30 (see Academic Schedule, Dates, and Deadlines)

  • Spring/Summer Courses: Apply: Within 10 days of the posting of the results. Exam to be held by: August 31*

• Students who wish to apply for a reexamination should:

  • Ensure the student meets the eligibility criteria for application noted above.

  • Student completes the "Re-Examination Request" application form which can be found here: Faculty of Kinesiology, Sport, and Recreation, Undergraduate Programs, Academic Resources, Appeal Policy and Procedures

  • Submit the completed application form to the KSR Student Services Office, Room 3-134 Van Vliet Complex, University Hall. The application deadline is 10 days after posting of the official results; however, students are advised to apply early, in order to obtain the necessary approvals.

  • Have the Application for reappraisal approved by the Associate Dean (Undergraduate Programs). 

• Refer Obtaining and Paying Your Fee Assessment for details on where to pay fees and to Schedule of Fees for Special Services for fees for special services. Payment of the required fee will normally be made at the time of approval of the application but must be made no later than two weeks after approval. Once approval has been granted reexaminations are to be written at a time and place agreed upon by the instructor and the students concerned. Dentistry students write by August 15. Normally, students in the Faculty of Law write in June. Refer to the Academic Schedule, Dates, and Deadlines for the applicable dates.

The University of Alberta employs an electronic grade submission process  where all final grades are submitted through Bear Tracks electronically within five (5) working days of the completion of the final exam. Final Grades are then reviewed and approved by the Associate Dean (Undergraduate Programs). Please remember that final grades are not official until approved and should not be released to students prior to this approval.  

All final examination papers/materials are to be kept on file by the Instructor or in the Faculty for a period of one year. After one year any exams on file in the Faculty will be shredded/deleted.  

The Faculty of KSR employs the UofA GFC approved marking and grading process where grades are determined by a combination of both the absolute term total out of 100 achieved by a student in the course on a distribution of scores out of 100 for all students enrolled in the course, and the relative, determined quality of performance judged by the instructor of all of the term weighted scores, on all assessments, by all students, within the given iteration of the course. 

Please refer to the UAPPOL Assessment and Grading Policy of the University of Alberta.  Upon request, instructors are required to provide the process used to generate the final grade. 

Final Grades in any KSR course, examination or other academic assessment are not mandated on the basis of a curve or historic, predetermined distribution of student final grades. The distribution of final grades shall not be predetermined by any system of quotas that requires a certain number or percentage of grades at any particular level. 

As per UAPPOL Grading Policies, a student’s level of achievement of the goals/outcomes of a course, their grade, and the descriptor of that grade (i.e., A and “excellent”, B and “good”, C and “satisfactory”, etc., as defined in the University Calendar section on Academic Regulations) must be aligned. There is no universal required grading scale. However, instructors must ensure that there is a fair, reasonable and equitable distribution of grades, and no course can be graded on a pass/fail basis (unless it has received Faculty approval to be graded on a pass/fail basis). Given the variety of purposes served by assessment of student performance and achievement, final grades should be reliable, valid, fair, transparent and consistent with course or program goals and objectives. 

Each instructor will keep a record of the raw scores or numerical marks achieved by students on each test, examination, or other assessment item within the course and based upon the percentage weight assigned to each item of assessment, then calcuate the studens' final term weighted totals out of 100 to then determine the final grades in the course. The details contained in this record must enable the instructor (or the Department on the instructor’s behalf) to reconstruct the student’s final grade where the necessity arises. Instructors should use raw scores or percentages to calculate the final weighted term total out of 100 to then determine the final grades. The instructor should not use letter grades, except when converting the final numerical mark (i.e., term weighted total out of 100) in the course to a final letter grade. 

A mathematical distribution of weight between term based assessment items and the final examination is required. However, the instructor is free to make a subjective assessment of the total worth or relative performance of a student's term weighted total, provided that students have been told what is expected of them, what will be taken into account (i.e., if the mathematical distribution has not misled them into thinking that they are required simply to accumulate points), and access to assessment results (e.g., mean scores, range of scores) has been provided to students throughout the term. Instructors may therefore take into account class participation, completion of assignments, improving or deteriorating performance, etc., provided that their students are aware in advance of what is involved. 

Instructors are encouraged to approximate to the Mean GPA guide provided by the University (see the Final Grade Breakdown template or Grading Procedure (Appendix A): Historical Distribution of Grades) where appropriate, but are not required to hit the exact Mean GPA guide listed for their level of course offering.

KSR Instructors should also familiarize themselves with the following document for general principles and procedures of the grading process in KSR:

Faculty of Kinesiology, Sport, and Recreation Grading Process General Principles and Procedures

The assignment of marks and grades is the initial responsibility of a course instructor. 

Any grievances concerning where students have concerns about the instructor's marking and grading (i.e., the final grade) should first be discussed with the instructor. If the problem is not resolved at the level of the course with the instructor, the student is then encouraged to talk with the chair of the department where the course is taught, and/or with the dean/dean's delegate of the Faculty where the course is taught (i.e, in KSR the Associate Dean, Undergraduate Programs).

This informal process is meant to precede and to avoid formal appeal, but does not preclude formal appeal. 

Students should contact the KSR Academic Programs Coordinator Shenin Mahnaj (ksracprg@ualberta.ca) for complete grade appeal procedures and deadlines in order to learn the procedures which must be followed and the deadlines to be met. 

Students who are unsure of the validity of their grievance or are needing advice on these matters should may and can also contact and consult with an advisor at the Office of the Student Ombuds

Students who wish to apply for a formal request to reveiw a final grade of a course offered by KSR should be encouraged to :

• • Ensure that they meet the eligibility criteria for a request for review of a final grade.

  • Refer to pg 9 of the Faculty of Kinesiology, Sport, and Recreation, Undergraduate Programs, Academic Resources, Appeal Policy and Procedures manual 

  • Complete the " Request to Review a Grade or Practicum" application form.

  • Submit the completed application form to the College of Health Sciences, Office of Education (chsadi@ualberta.ca).

  • The application deadline is 10 days after posting of the official results; however, students are advised to apply early, in order to obtain the necessary approvals.

  • Have the Application for Review of a Final Grade approved by the Associate Dean (Undergraduate Programs).