Responsible officer:  Deputy Vice-Chancellor
Designated officer:  Director, Student Administration
Approving authority:  Academic Board
Approval:  25 November 2009
Last amended:
Effective starting date:  5 January 2010
Any rules/policies replaced by this policy:  Academic Rules and Grade Point Average (GPA) – Institutional Operating Policy

Policy number:  AB16
Related policies:

• Academic Progress and Exclusion – Institutional Operating Policy
• Admissions – Institutional Operating Policy
• Assessment: Courses and Coursework Programs – Governing Policy
• Award of Chancellor’s Medal – Institutional Operating Policy
• Award of Faculty Medals – Institutional Operating Policy
• Award of the University Medal – Institutional Operating Policy
• Credit Transfer – Institutional Operating Policy
• Enrolment – Institutional Operating Policy

Due date for next review: 5 January 2015 

Part A: Preliminary

1. Purpose of policy

This policy sets out to:

(a) provide a uniform grading scale and notations for the evaluation and assessment of all coursework courses throughout the University of the Sunshine Coast;

(b) articulate the purposes for which the Grade Point Average (GPA) is calculated at the University of the Sunshine Coast (USC) and the principles to be employed in determining a GPA.

2. Application of policy

2.1 This policy applies to all staff of the University of the Sunshine Coast and its decision-making and advisory bodies, and agents and partners of the University.

2.2 This policy applies to all coursework award programs offered by the University.

3. Definitions

In this policy the following definitions apply:

“Academic career” means all academic work undertaken by a student that is grouped into a single student record. Academic Career groupings include undergraduate, postgraduate, non-award and research.

“Cross-institutional enrolment” means an enrolment in a course(s) at another institution, which, on successful completion, may be credited to a program at the University.

“Grade” means a representation of the overall level of attainment achieved by a student in a course as recorded on a student’s academic record or transcript.

“Hurdle assessment task” means an assessment task that is identified in the Course Outline, as a task(s) that must be passed in order to pass the course.

“Limited grade course” means a course that is only assessed on a Pass/Fail basis. The use of limited grades is approved by Academic Board as part of the course approval process and is most appropriate if the course involves:

(a) a placement; or
(b) extensive project work/coursework in diverse settings external to the University; or
(c) the assessment of particular practical competencies.

“Notation” means temporary or permanent annotation recorded against a course when a final grade is not appropriate. They will be either: Interim Notations - the notations entered in place of a grade when either all necessary procedures for the final assessment of a course have not been completed by the student or by the Course Coordinator, or other requirements relating to the release of a final grade have not been met; or Final Notations - notations which are assigned to indicate the standing of a student in a course, where such standing is not an assessment of performance in that course.

“Official Statement of Academic Record” means the official University printed document that provides an accurate statement of the information about a student's academic and academic related activities at the University. This document satisfies the University's responsibilities to the student and other third parties (including other universities) for adequate and appropriate representation of relevant information about a student's academic and academic related activities.

“Study period” means the two periods, each spanning half an academic year, to which teaching sessions are allocated.

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Part B: Policy

Grades

4.1 Grades

4.1.1 The award of grades should be a deliberative process which requires the exercise of professional judgement to avoid the possibility of random and systematic errors.

4.1.2 The performance descriptors associated with each grade are offered for guidance only. It is recognised that these generic descriptors, in whole or in part, will not have universal application.

4.1.3 Passing grades

Each passing grade incorporates the characteristics of all lower passing grades plus an additional level of achievement.

High Distinction (HD)

Where a student’s assessment demonstrates understanding of key knowledge at an extended theoretical level, characterised by originality, application of learning in new domains and mastery of all course learning outcomes.

Distinction (DN)

Where a student’s assessment demonstrates evidence of integration and evaluation of significant ideas, the application of knowledge in flexible combinations within the field and principles and theories in relation to course learning outcomes.

Credit (CR)

Where a student’s assessment demonstrates understanding of important facts and ideas, awareness of their relevance, and applicability of key ideas in accepted ways within the field in relation to the course learning outcomes.

Pass (PS)

Where a student’s assessment demonstrates knowledge of fundamental concepts and essential skills sufficient to meet the course learning outcomes.

Pass in a Limited Grade Course (PU)

A Pass Ungraded is used in an identified limited grade course where a students assessment demonstrates a satisfactory level of achievement in all objectives but it is not possible, or not relevant, to distinguish between levels of performance.

Terminating Pass (TP)

Where a student fails a course that is taken in their final study period and it is the final requirement for that student to qualify for graduation from their enrolled program.

The following additional conditions apply:

(a) the student has failed a course that is weighted at no more than 12 units; and
(b) the student has pass results for all other courses in the teaching session or has not taken any other courses in the teaching session; and
(c) the student has failed the course with a result in the range of 45 to 49%.

A Terminating Pass is not available if:

(a) the failure in the course was due to academic misconduct; or
(b) the student has failed a hurdle assessment task in the course.

4.1.4 Failing grades

Fail (FL)
Where a student’s assessment demonstrates limited evidence of relevant learning in relation to course learning outcomes and they have not satisfied the minimum requirements of the course.

Fail in a Limited Grade Course (UF)
Where a student’s assessment demonstrates limited evidence of relevant learning in relation to course learning outcomes and they have not satisfied the minimum requirements of a course that is classified as ungraded.

Fail Absent (FA)
Where a student did not complete any of the required assessment tasks for the course that were due after the census date.

Withdrawn Fail (WF)
Where a student withdraws from the course after the final date for withdrawal without academic penalty and up to the last day of teaching, as determined in the Enrolments - Institutional Operating Policy.

4.1.5 Final notations

Exemption (EX)
Where a student’s prior learning has been recognised and they are granted an exemption for the course on the basis of the prior learning or credit transfer and are allowed to substitute it with another course.

Withdrawn without penalty (WN)
Where a student has withdrawn from the course after the census date and up to the final date for withdrawal without academic penalty as specified in the Enrolment - Institutional Operating Policy.

Withdrawn retrospectively (WR)
Where the student has been granted retrospective withdrawal from a course due to extenuating circumstances.

Withdrawn by the University (WX)
Where the University determines that a student has been withdrawn from a course, for example due to misconduct.

4.1.6 Interim notations

Alternative Examination (AE)
Where, in exceptional circumstances, a student is granted an alternative time for an examination other than the during the designated deferred examination period.

Deferred Examination (DE)
Where, in exceptional circumstances, a student has been granted approval to delay sitting a central examination until the designated deferred examination period.

Grade Pending (GP)
Where it is not possible for a grade to be given to a student as a result of exceptional administrative circumstances on the part of the University.

Incomplete (IN)
Where a student has been given an extension of time to complete on compassionate or academic grounds by the relevant Course Coordinator.

Not Examined (NE)
Where the course extends over more than one teaching session and no grade has been assigned to the student.

Result Withheld (RW)
Where the student has outstanding fees or charges administered by the University, or is subject to disciplinary proceedings, the results achieved by the student are withheld pending resolution.

Supplementary assessment
Supplementary assessment can only be offered to a student in a course that contains a hurdle assessment task. A student will be offered supplementary assessment when they have obtained 50 per cent or more in a course which contains hurdle assessment task(s) but have failed a hurdle assessment task.

A student’s access to supplementary assessment is negated by the following conditions:

(a) where the failure in the course or the hurdle assessment task was due to academic misconduct;
(b) where the student has failed more than one hurdle assessment task in the course;
(c) where the hurdle task was a placement; or
(d) where the course was taken as part of a Bachelor Honours Degree program.

The subsequent grade awarded after completion of a supplementary assessment cannot exceed that of “Pass (PS)”.

Supplementary examination (SU)
Where the supplementary assessment is in the form of a central examination.

Supplementary assessment – Other (SO)
Where the supplementary assessment is in the form of other than a central examination.

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4.2 Conversion of interim notations to grades or final notations

All interim notations relating to unfinalised results must be converted to final grade or final notations no later than six weeks after the deadline for submission of results.

4.3 Grade parameters

4.3.1 The percentages below constitute standard final grade parameters.

High Distinction:  85%–100%
Distinction:  75%–84%
Credit:  65%–74%
Pass:  50%–64 %
Fail:  0%–49 %

4.3.2 The University requires the use of these percentages to determine the grade. The Official Statement of Academic Record will include both the grade and final mark (percentage) for each student.

4.3.3 Final marks (percentage) are to be presented as a whole number (0.5 and above being rounded up).

4.3.4 When a student is awarded a final grade after undertaking a supplementary assessment no percentage is recorded. A ‘SP’ will be used as the mark notation after a Pass Grade has been awarded and a ‘SF’ after a Fail Grade has been awarded.

4.3.5 For any exceptions to the standard grade parameters, a case must be made to Academic Board when the course is initially submitted for approval.

4.4 Amending a final grade or mark

4.4.1 A final grade or mark may only be amended in the following circumstances:

(a) an administrative error;
(b) a computational error; or
(c) a successful review of appeal by the student based on the criteria identified in the Assessment: Courses and Coursework Programs – Procedures.

4.5 Responsibility

4.5.1 The Dean of Faculty has the responsibility to approve the final grades in courses offered in their Faculty.

4.5.2 The Dean of Faculty may delegate to another person or body the authority to approve grades. This delegation is normally to the chair of the Faculty Assessment Board.

4.5.3 Student Administration releases grades to each student in a form, and at a time, determined by the Director, Student Administration.

4.5.4 Following the release of assessment grades, the Dean of Faculty is responsible for advising Student Administration of any amendments to grades previously submitted. 

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Grade Point Average (GPA)

5.1 Purposes for calculating a Grade Point Average (GPA)

5.1.1 A GPA is calculated for the following reasons:

• to provide students with an indicator of their academic progress.
•  to provide the University with an indicator to assist in determining academic merit of individual students at the University of Sunshine Coast.
• to provide other institutions, professional bodies or prospective employers with an indicator of a student’s academic performance.

5.1.2 Internally, a GPA can also be used as a measure of academic merit to assist with other activities including:

• assessing the eligibility of an applicant for admission to a University program;
• awarding of a scholarship;
• determining the grade of honours;
• awarding of a prize or other merit award such as a Chancellor’s medal; and
• continuation in merit programs such as Deans Scholars Programs.

5.1.3 For each student enrolled in a coursework program, the University will calculate two GPA’s:

Cumulative GPA – This will be calculated at the end of each study period and will be based upon all courses completed at USC as part of the student’s Academic Career, including courses completed in any other program within that career.

Program enrolment GPA – This will be calculated when a student graduates and will be based on all courses studied during the student’s enrolment in the program(s) in which they are being graduated.

5.1.4 Both GPA’s will be shown on the student’s final transcript with explanations as to the basis for each calculation.

5.1.5 In exceptional circumstances, where a student can prove that they require a GPA calculation to be based on only those courses undertaken at USC as part of a specific award or program, the Director, Student Administration may approve the manual determination of a Special GPA. Such circumstances include:

• the need to differentiate courses within a combined degree where the student requires a GPA for one program only e.g., for admission to an honours degree; or
• where an external prize is to be determined; or
• where another University or professional body requires such a calculation.

5.1.6 Where it is not possible to determine which courses might be assigned to any individual program, such as where additional elective courses are available for the calculation, then those courses which most advantage the student will be included in the GPA calculation.

5.2 Double degree programs

5.2.1 A student enrolled within a sequential model double degree program, e.g., the Deans Scholars Program, will have both the Cumulative and Program GPA’s calculated on the basis of two individual programs as determined in 5.1.3.

5.2.2 A student enrolled within a concurrent model double degree program will have their Cumulative and GPA calculated as determined in 5.1.3.

5.3 Nested programs within the same academic career

5.3.1 A student who enrols in consecutive levels of an approved nested suite, such as a Graduate Certificate, Graduate Diploma and Master, will receive Program GPA’s at the completion of each of the nested components.

5.3.2 A student enrolled in a higher level of an approved nested suite, will receive one Program GPA on completion of the higher level qualification (e.g., Master).

5.4 Calculation of the Grade Point Average (GPA)

5.4.1 The following are included in the calculation of a GPA:

(a) all courses where the following University grades and grade notations have been awarded:

(b) all grades for completed courses. This includes fail grades for courses that have subsequently been undertaken at a later date, and for which passing grades have been awarded.

5.4.2 The grade value achieved for each course is multiplied by the unit value for that course. These grade values are totalled and then divided by the total course unit value for the courses undertaken within the period as specified for the relevant GPA being calculated. 

Example

5.5 Exclusion of grades and courses in the calculation of the GPA

5.5.1 The following grades and courses are not included in the calculation of a GPA:

(a) The following grades and grading notations are not included in the calculations:

Alternative Examination (AE)
Deferred Examination (DE)
Exemption (EX)
Grade Pending (GP)
Incomplete (IN)
Not Examined (NE)
Pass in a limited grade course (PU)
Fail in a limited grade course (UF)
Result Withheld (RW)
Supplementary Assessment (Examination) (SU)
Supplementary Assessment (Other) (SA)
Withdrawn Retrospectively (WR)
Withdraw Without Penalty (WN)
Withdrawn by the University (WX)

(b) courses completed as a cross-institutional enrolment or as part of the Global Opportunities Program (GO), unless forming part of a recognised agreement as determined by the University.

(c) courses for which credit transfer has been approved.

END

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