Class Enrolment, Examinations and Grades

Frequently-asked questions about class enrolment

How do students register for classes?

Students in most Colleges register for classes through the University’s web portal, PAWS (Personal Access to Web Services). They do so through the Registration channel within the Academic Services tab. All class adds/drops in Colleges which use PAWS must be done by the student.

Students in the College of Law and second and third year students in the Western College of Veterinary Medicine are registered by their College. These students must obtain College authorization for adds/drops.

How important is the course outline?

Very! Your syllabus is a contract with the students which cannot be changed without notice. University Council Regulations on Examinations require that at the beginning of each class, the must indicate:

How do I access information about my class through PAWS?

First, your Department or College needs to make sure that your name is associated with the class you are teaching in the SiRIUS student information system. Once that is done, you can log into PAWS using your Network Services ID (NSID) and password (for assistance with NSIDs and passwords, contact the ITS Help Desk, 966-4817). Within the Academic Services tab in PAWS, you will have access to Instructor Services channel, where you can enter grades, and the My Courses channel and where you can manage your course tools.

How do I know how many students have enrolled in my class and who they are?

Instructors access their class lists through the Instructor Services channel within the Academic Services tab in PAWS. Class lists can be viewed online, printed as a hard copy, or downloaded into a spreadsheet.

What should I do if a student is attending my class but is not on my class list, or wants to get into my class after the deadline for enrolling?

It is the instructor’s responsibility to ensure that unregistered students are not attending their classes. University regulations (and other considerations such as insurance) require students to be formally registered in any classes they attend. If you discover an unregistered student attending your class, you should advise them to register immediately; if they do not subsequently do so, the student should be asked to leave your class.

Up until the add/drop deadline in a given term, students who register using PAWS can add or drop classes themselves without financial penalty. After that deadline, there is a process for late enrolment. Students must complete a Late Enrolment form, available at Department and College offices, Student Central, or online. The form must be signed by the instructor and the Department Head. Once signed, it should be taken to Student Central for the registration to be manually entered into the system. There is a $35 fee (per class) for late enrolment.

Law and second and third year Veterinary Medicine students who do not register using PAWS must contact their College office for late enrolments; there is a flat $35 fee for late enrolment for such students.

What happens to a student who registers for my class but never shows up and submits no work?

Normally, this is a situation where a student has registered, decided not to take the class, and forgot to withdraw themselves. Such a student will receive a grade of 0% and a grade comment of Incomplete Failure (INF) for the class. They will also be liable for full tuition for the class. On appeal to the student’s College, and with a signed statement from the instructor to confirm that the student never attended, the College may change the grade to Withdrawal (W), a grade which has no academic standing. If the College agrees to change the grade to a W, the student can then appeal to Student Central to have the tuition charges reduced by 50% as per the University’s fee appeal procedure.

What if my class is filled and a student wants to enrol?

Control of overriding class limits rests with Departments and Colleges. Students who register through PAWS and who wish to enrol in a class that is already full may obtain a Class Permit/Override form from their Department or College office, from Student Central, or online. Signed permission for an override must be given by both the instructor and Department Head. Once the completed form has been returned to the Department or College office, a staff member in the office will place the LIMIT permit/override on the student’s account, whereupon the student can register themselves through PAWS. The form is then retained by the Department or College as part of their normal records management process. Due to occupational Health and Safety regulations it is very important instructors do not allow more students than there are seats in a class.

Students who do not register using PAWS must contact their College office to register in filled classes.

Some Departments and Colleges opt to maintain waiting lists for filled classes; be sure you know the policy of your Department and College on waiting lists.

What happens if my class is cancelled?

Classes can be cancelled for insufficient enrolment. Most class cancellations will occur at least three weeks prior to the class start date. Any students registered in the class will be notified by their Department of the cancellation and no fees will be assessed to the student.

What if I want to teach on a different day or time or in a different room from the one that has been assigned?

Class schedules are made far in advance by Departments and Colleges. Students make their registration decisions based upon the posted schedules. Therefore, changing the scheduled day or time of a class after registration has opened is not normally possible without repercussions for the students. As for changing the assigned room, given space constraints this is often not easily accomplished. To ask about changing a room location, contact Room Scheduling.

How does a student get permission to register in a class that requires departmental approval or is restricted to students in a certain college or program?

The student simply goes to the Departmental or College office. If they meet the criteria established to take the class, a staff member in the office will place either a PERMISS (departmental approval) or RESTRICT (college or program restrictions) permit/override on the student’s account, whereupon the student can register themselves through PAWS. In some cases, both permits/overrides may have to be placed on the student’s account (and perhaps even a LIMIT override too if the class is full).

What should I do if a student wishes to audit my class?

Students may audit classes in which there is space as of the first day of classes, but they often need the consent of both the instructor and the Department Head. Departments who have given blanket authorization for students to audit their classes do not have "Audit Allowed With Permission" under Attributes in the Course Offerings website.

Registering to audit a class must be done in person at Student Central. If a student contacts Student Central to audit a class, Student Central first checks to see whether permission is required to audit the class, and if it is required the student is registered. Otherwise, the student must take a Permission to Audit and/or Change of Audit/Credit Status form to the instructor and Department Head to obtain signed permission. The completed form should then be returned to Student Central, whereupon the student is registered in the class and assessed the appropriate fee (50% of total tuition).

You have the right as an instructor to limit registrations in your class to students taking the class for credit. If you do allow a student to audit, you should know that you are not required to grade assignments or examinations for auditing students, and you may choose to limit their participation in class discussions. Students may (with permission) change from credit to audit, but must do so before the deadline for withdrawing from the class without academic penalty. Audited classes do appear on a student’s official transcript, though they receive no credit for the class; the grade for the class will be AU (Audit).

Students may also change from audit to credit on or before the add/drop deadline for a term.

What do I do if a student approaches me with a problem of a non-academic nature?

Many students face personal and financial problems, challenges, and crises while attending University. An important part of our retention strategy is having people who are willing to listen and who can help students in their time of need, whatever the nature of their problem.

There are several SESD offices which can offer advice and assistance to students: the Aboriginal Students’ Centre, Disability Services for Students; the International Students’ Office, Student Counselling Services, Student Health Centre, and the Student Employment and Career Centre. The Current Students website is also a useful source of information. Student Central is often a good starting point for a student who is not quite sure as to where to go or who to talk to on campus. You should feel free to contact any one of these offices or to direct students to them.

Is there a rule that states I can’t schedule any class work for the week following the February break?

No, there is no University-level rule that says this. It is up to the instructor whether or not they want to schedule mid-term examinations, essay due dates, or any other work during the week after the break.

How long are classes scheduled to run?

There are four terms: Fall, Winter, Spring, and Summer. Each term is divided into two quarters. The Fall and Winter terms are often called Term One and Term Two, while the Spring and Summer terms are often refered to by name.

Most classes follow standardized schedules. You can find out the start and end dates for each term or quarter by checking the academic and financial penalty deadlines. For classes with non-standard start and end dates, consult the non-standard formula or contact Student Central.

Frequently asked questions about examinations

The levels of authority and responsibility, units of measurement, regulations about fairness in evaluation, and procedural aspects of examinations are all governed by the University Council Regulations on Examinations, which are published in the University Calendar.

Do I have to have a final examination in my class, and does it have to be during the examination period?

It is up to your College to determine whether a final examination is necessary. Unless a course has received College approval for an exemption from a final examination, there must be a final examination in your class.

Final examinations MUST be scheduled during the final examination period. You cannot simply decide to hold your final examination at another time and/or date, as this has repercussions for the assignment of scarce rooms, for students who may not be aware of the move, for the Registrar's office staff who are tasked with ensuring grades are entered and sent for approval within five working days of the final examination, etc. The only way you can schedule a final examination outside of the examination period is with the permission of your Department Head and the Registrar. In addition, no other class activity should be scheduled during the final examination period. (The exception to this is classes which do not conform to the usual academic schedule; such examinations are scheduled by the Registrar in consultation with the College.)

How long should the final examination be?

Six-credit classes must have final examinations of three hours in duration. Classes of fewer than six credit units may have final examinations of two to three hours in duration.

When does the examination timetable come out?

Final examinations are scheduled by the Registrar. The examination schedule is published in early October for December examinations, early February for April examinations, and in May for the Spring and Summer terms and quarters. The schedule includes room assignments. The schedule is posted online; students and instructors can also view their personal examination schedule in PAWS.

How is the final examination timetable produced?

The final examination schedule is based on actual student registrations; the software that produces the schedule creates an optimization that eliminates direct time conflicts and three consecutive examinations in a row for any student, and minimizes the incidence of two-in-a-row examinations. Work on the schedule begins after the add/drop deadlines for the Fall and Winter terms, and before the Spring and Summer terms begin.

For the December and April final examinations, room assignments are based on instructor information collected through an online form. Instructors are notified by e-mail/PAWS announcement in August and December and asked to provide pertinent information via the online form. Each instructor is asked to indicate whether or not there are common papers with other classes, whether any special equipment for the examination is needed, and whether travel on University business precludes certain dates. We attempt to accommodate requests from instructors who will be away on University business wherever this is possible; if it is not possible, arrangements for another invigilator must be made by the Department or College. Rooms for Spring and Summer final examinations are assigned from a block of rooms set aside for the scheduling of examinations.

Night class examinations are held in the evening, within one or two weeks after the last class meeting. Off-campus examinations are scheduled by the Centre for Continuing and Distance Education and are held during the final examination period; those with papers common to on-campus classes are held at the same time as the on-campus examination.

Can I change the time or date of my final examination?

Instructors should realize that it is very difficult to change times and dates once the timetable has been released. Therefore, we will consider such changes only so long as the change has received the unanimous support all students registered in the class, and has been approved by the Department Head or Dean in non-departmentalized colleges. Only requests for an alternative slot within the period approved for final examinations will be considered. All Council regulations protecting student interests continue to apply; for example, students cannot be required to write final examinations in three consecutive examination slots.

Instructors seeking any change in posted times and dates for examinations should talk to their class about it the need for the change. The instructor can elect to obtain their students' consent in writing, or an acceptable alternative means of gaining consent is to send an e-mail through PAWS to everyone in the class proposing the change and explaining the reasons for the change, indicating the alternative time and date of the examination, and requesting that anyone who objects to the move should contact the examinations office by e-mail. If no one objects within 48 hours, you can consider this equivalent to unanimous written consent; however, if there are students who are opposed to the move (e.g., the move results in two examinations at the same time, the student has already made travel plans for the new time and date, etc.), it is up to the instructor to determine whether or not they will accommodate those students with a special sitting of the examination. If the instructor is not prepared to accommodate such conflicts, the examination will not be moved. If the class approves of the request and any students with conflicts can be accommodated, and the Department Head or Dean endorses the request, the instructor should then memo or e-mail the examination staff at Academic Services indicating that the examination can be moved.

Why isn’t my examination scheduled in the classroom in which I normally teach?

The number of students who can be seated for an examination in a given classroom is about half the number of students that can be accommodated for lectures as we try to use only every other seat or (in theatres) every third seat. Exams are scheduled into rooms that make the best use of that room's capacity.

Are mid-term examinations also scheduled by the Registrar?

No. Mid-term examinations are scheduled by the instructor and/or Department and are expected to be held during scheduled class times. If you require a special room for your mid-term examination you should contact Room Scheduling (966-4873, room.scheduling@usask.ca).

Who is responsible for invigilation of examinations?

Each Department is responsible for the invigilation of examinations for its classes. Where possible we try to accommodate all students writing the same examination in the same room, but there are often cases where students of a class must be divided between smaller rooms and extra invigilators are required. (For examinations in the gyms, Academic Services also creates and posts seating assignments.) Security Services is responsible for making sure that all buildings and rooms in which examinations will be held are unlocked and cleared well ahead of time. Be sure to arrive at the examination room in time to distribute the examination on the tables or desks (at least 15-30 minutes prior to the start of the examination).

Council has delegated to each College and Department the task of setting guidelines for invigilation. Check the : University Council Regulations on Examinations for further information on invigilation and with your Department as to any additional protocols.

Who provides examination booklets and who is responsible for duplicating and keeping the examination papers secure?

Departments are responsible for ordering examination booklets and/or transoptic sheets from the University's supplier, Grand & Toy. Tally sheets can also be printed off by instructors or Department and College staff. Examination booklets are provided by Academic Services for all examinations held in gyms, but you should bring your own tally sheets and OPSCAN (dot test) sheets. Instructors should be careful not to leave blank examination booklets in classrooms, as this potentially can lead to students using the examination booklets to cheat.

Reproduction of examinations takes place at Department or College offices; instructors are cautioned to ensure that examination papers are kept in a secure, locked place until the time of the examination. As well, instructors are required to keep all examination papers for one year after the examination date, whereupon they can be shredded.

What happens if a student misses the final examination or becomes ill during the examination?

Students who miss a final examination for valid reasons (such as illness or a family death or emergency) must apply to their College for a deferred examination within 3 business days of the missed final. A student who becomes ill during a final examination or who is unable to continue writing for some other valid reason may also apply to their College for a deferred examination. Students who apply for a deferred examination will be asked to complete an application for a deferred examination form (which must be approved by the instructor of the class) and to provide satisfactory medical or other documentation in support of their application.

What should I do if a student comes to me to ask for special final examination arrangements because of a disability or because the examination falls on a religious holy day?

The University has a duty to accommodate special needs under human rights legislation. Students with disabilities who require accommodation (which normally involves special equipment, a room alone, or an extended time period for writing) should be referred to Disability Services for Students. Students registered with Disability Services must meet deadlines to receive accommodation. The deadlines are as follows: two weeks notice for any non-final examinations; November 19 for December final examinations; March 19 for April final examinations.

Disability Services will make the necessary arrangements and obtain a copy of the examination paper so that their office can administer the examination; such an examination will normally be written at the same time the other students are writing. It is the student’s responsibility to contact Disability Services to register and meet deadlines surrounding special accommodation.

The University also has a duty to accommodate the religious practices of students. Students with a scheduling conflict related to religious practice should be referred to the examinations staff at Academic Services. Normally such students’ examinations are rescheduled; we provide invigilation, and the student is asked to sign an affidavit of secrecy which states that they will either not reveal the contents of the examination (if writing before the rest of their class) or will not ask others about the contents of the examination (if writing after the rest of their class).

What should I tell a student who says that he or she will not be able to write the final examination on the day on which it is scheduled?

In general, students are responsible for making themselves available to write final examinations as scheduled. If for any reason they cannot, the student must make an application with their College to write a deferred examination. There is a $40 fee for a deferred examination.

Deferred examinations for Fall term classes are held on the last four days of the February term break, and for Winter term classes and classes stretching over the Fall and Winter terms on the five business days following the second Thursday in June . Spring and Summer deferred examinations are held on a Saturday following the start of classes in September. For students unable to write during the regular deferred period, special deferred examinations may be granted by the student’s College and are scheduled at a mutually agreeable time. There is a cost of $80 to the student for a special deferred examination.

Departments are responsible for ensuring that an examination paper is available for students who are authorized to write a deferred or special deferred examination, whether or not the instructor who taught the class is still available to set the examination. The examination staff of Academic Services will write to advise Departments that a student has been authorized to write a deferred examination in a class administered by the Department; the notice includes instructions about how the examination is to be administered.

The deferred and special deferred examination schedule is posted online for students and instructors.

What if a student needs to defer a mid-term examination or a class assignment for medical, psychological or compassionate reasons?

With the exception of final examinations, where University regulations require documentation of reasons for absence, deferrals of mid-term examinations or class assignments is a matter that is best resolved through discussions between the student and the instructor.

In the case of illness, deaths in the family, or psychological distress, a system of trust should be adopted in which the student may directly request that the instructor grant a deferral or extension without involving medical or counselling staff. Likewise, when an illness is obvious, the instructor does not need to require further verifications to grant a deferral or extension. However, it is within the authority of an instructor to ask for documentation. But an instructor should keep in mind that, unless the student is previously known to them, professionals at the Student Health Centre or Student Counselling Services are often in no better position to assess situations where students are trying to obtain documentation after the fact to confirm how they were feeling previously.

What should I do if I discover a student cheating on an examination?

If you encounter a case of cheating, indicate to the student that an irregularity has been detected and advise her/him that a written report of the incident will be made to the Department and to the Dean of the student’s College. Relieve the student of any papers, other materials, or unauthorized aid which, in your opinion, should not be in the student’s possession during the examination. Allow the student to complete the examination unless the student’s conduct (e.g., disruption of other students) warrants expulsion. If possible, it is advisable to have another invigilator act as witness to any discussion you have with a student regarding a possible irregularity. Making notes on the student’s behaviour and, if a question of ghost writing, appearance (age, height, weight, hair and eye colour, eyeglasses, identifying features) is also recommended.

In order to prevent ghost writing, it is strongly advised that you check all students’ identification against your class list. Students must provide photo ID and you have the right to request to see some form of identification. Students are expected to bring their student cards or other photo identification to the examination and to display it on their desks. If the student does not have identification on their person, require them to bring it to your office by the next business day. If a student refuses to produce identification, inform the student that you consider the matter an irregularity and that you will report it.

Although you have the right to request a student’s cooperation in sorting out an irregularity (including asking for identification, asking for information that might help establish the identity of a student, or asking the student to accompany you to some other location), you do not have the right to make the student do or say anything against their will.

What is a supplemental examination and when are they written?

Supplemental examinations may be granted by a student’s College to allow a student to re-write a failed examination. Grounds for approving a supplemental examination are determined by the student’s College, normally at the time when promotion decisions are made. Supplemental examinations are written at the same time as deferred examinations. Departments are responsible for ensuring that an examination paper is available for students who are authorized to write a supplemental examination, whether or not the instructor who taught the course is still available to set the examination.

Frequently asked questions about grades

What grades are available to me to assign?

Most courses at the University are graded on a percentage basis; Colleges may grant a permanent exemption from the percentage system of evaluations for a course (normally for such courses as zero-credit seminars, theses, and clinical placements) in which a pass/fair (P/F) or completed requirements/in progress/fail (CR/IP/F) option is more appropriate.

Percentage grades map to literal descriptors which are published in the Calendar. Undergraduate percentage ranges and their literal descriptors are as noted in the accompanying text box.

The following are alternatives to percentage final grades:

Final grades recorded as percentage units may be accompanied by the following additional grade comments as warranted:

What grade should I submit if a student hasn’t handed in all of the assignments?

If a student has not completed the required assignments in a class by the time you are ready to submit the final grades of the class for approval to the Department Head (or Dean in non-departmentalized Colleges), you would assign a computed final percentage grade which factors in a grade of zero for the incomplete class work. This grade will be recorded along with the grade comment of INF (Incomplete Failure) if a failing grade. Students who can still pass the class simply get the calculated final grade without comment (unless, of course, the instructor has stipulated otherwise in the syllabus as per below).

There is one exception to the above grading scheme: if you have indicated in your syllabus that failure to complete the required class work will result in a failure in the class, and a student has a passing final percentage grade even after a grade of zero is factored in for incomplete class work, a final grade of 49% would be submitted along with a grade comment of INF. In other words, if an instructor has indicated that failure to complete the work in a class will result in a failure in the class, the best mark such a student can achieve is 49%.

If an extension is granted and the required course work is submitted within the allotted extension, you would then submit a revised final percentage grade (via the Grade Change Request form). The new grade, approved by the Department Head or Dean, will replace the previous grade and any grade comment of INF will be removed from the student’s academic record. However, such extensions must be approved by the Department Head or Dean and may exceed thirty days only in unusual circumstances. The student must apply to the instructor for such an extension and furnish satisfactory reasons as to why the extension should be granted. The Registrar does not need to be informed if an extension has been granted.

What grade should I submit if a student was absent from the final examination?

University Council regulations stipulate that it is up to your College to determine whether a student may obtain credit for a class even if the final examination is not written. However, at this time every College requires that a scheduled final examination must be written in order to pass the class (unless it is a course that is deemed final examination exempt).

In the event that a student is absent from a final examination, you will submit a failing final percentage grade which factors in a grade of zero for the missed final examination, along with a grade comment of INF (Incomplete Failure). This grade will change if a deferred examination for the student is authorized and written, and the grade comment of INF will be removed from the student’s academic record. In the event that such a student achieves a passing final percentage grade even with the missed final examination factored in as a zero, a final grade of 49% will be submitted along with a grade comment of INF. In other words, the best mark a student who missed a final examination can achieve is a 49%.

Can I choose to assign a non-percentage P/F/CR instead of a percentage grade?

Yes, but only with University-level approval. Exemption from the percentage system of evaluation for a course must be approved by your College and by Council, unless it is for a required non-credit seminar course. Different sections of the same class must all use the same system of evaluation.

Can I release grades to students?

Council regulations stipulate that only the Registrar may release official final grades. Final grades are available to students on PAWS as soon as they are rolled (i.e., saved electronically) to a student’s academic record. Academic Services staff normally roll final grades that have been submitted and approved twice daily.

Unofficial final grades should not be posted on your door, owing to the possibility of students being identified.

What weighting should I give to individual assignments and examinations to arrive at a final grade?

Council has delegated to each College responsibility for establishing general policies about types of evaluation that may be employed by its Departments, and regulations or guidelines concerning exam practice and weighting of individual examinations or term work. You should check with your Dean or Department Head if you are uncertain what these guidelines are for your College. There are, however, some overriding, University-wide regulations, including the requirement that at the beginning of each class the instructor must indicate to students the type and schedule of term assignments, with approximate due dates, the type and schedule of term examinations, the relative marking weight of all assignments and examinations, and attendance expectations and their contribution to the evaluation process.

How are grades reported to the Registrar?

Final grades are submitted online by the instructor (or a designate, such as a departmental assistant), and are approved online by the Department Head or Dean in non-departmentalized Colleges. Grades must be reported to the Registrar within five working days (not including weekends or holidays) of the final examination, regardless of term. If you cannot meet this deadline, you should contact the Grade Entry staff at Academic Services.

A brochure entitled Entering Final Grades Online (PDF) which provides details on the online grade entry and approval process is available from Academic Services or from your Department or College or online.

What should I do if I want to assign a grade for a student who attended my class and wrote the final examination but does not appear on the online grade entry form?

This student never registered for your class. As an instructor, it is your responsibility to ensure that such unregistered students are discovered prior to the writing of the final examination and informed that they have to register in the class if they wish to continue attending. Remember that no one can give a student permission to attend a class in which he or she is not registered.

If an unregistered student has written your final examination, there is no way to submit a final grade for this student until they have registered in the class. You must inform the student that they must obtain a Late Enrolment form, which both you and the Department Head must sign. The student must then take the form to Student Central, where they will be registered and assessed a $35 late registration fee (in addition to the tuition for the class). At this point, their name will appear in your online grade entry form and the final grade can by submitted and approved.

Can a student ask for a reread of an examination or assignment?

Yes. A student may request a formal consultation with the instructor with respect to a grade, as long as the request is made within 30 days of the grades being available to the student. A consultation with the instructor is not a reread; it is intended to provide a forum for the instructor and the student to air disagreements over grades and to allow each to make their arguments for or against a grade. Form A, available as part of the Council Regulations on Student Appeals in Academic Matters is used for a consultation with the instructor.

If a student is dissatisfied with the result of this consultation, the student may within 15 working days of the delivery of Form A request that the Department Head arrange a reread (Form B). There is a $20 fee for a reread, which is refundable if a student's mark increases by 5 percent or goes from Fail to Pass for non-percentile grades. Full procedural details are available in Council Regulations on Student Appeals in Academic Matters .

How do I change a final grade for a student once it has been submitted and approved?

There are several reasons why you might want to change a final grade for a student: you may have discovered an error in your calculations of the grade; the student may have pursued a successful reread; they may have completed an assignment for which they had an extension; or they may have written a deferred or special deferred examination.

A final grade for a student can be changed using the Grade Change Request form. A staff NSID and password is needed to access this form. The form can be filled in online, then printed off and signed by the instructor and Department Head (or Dean in non-departmentalized Colleges), or it can be printed off, filled in and signed by the instructor, and then signed by the Department Head or Dean. The completed form should then be sent to Academic Services whereupon the revised grade will be entered into the student’s Academic History. Photocopies of the form should be retained by the Department and forwarded to the College.