Section 16.1 General Information

General Information

Personnel

Official University Document

The Calendar is an official University document defining academic programs and the regulations that pertain to them. It is accurate as of its publication date. The University Senate reserves the right to modify the academic programs and regulations at its discretion after the publication date of the Calendar. In addition, the University reserves the right to modify the published scale of tuition and other student fees at any time before the beginning of an academic term. The most current information is available from the Office of the Registrar and, for graduate programs, from the School of Graduate Studies. Moreover, the information contained in the Calendar or any other University document related to academic programs and regulations is subject to verification and correction by the Office of the Registrar and the School of Graduate Studies.

The regulations contained in this section apply to all students at the undergraduate level, whether they are enrolled in degree, certificate, microprogram, or Qualifying programs or registered as Visiting or Independent students, with the following exceptions:

a) Degree, certificate, microprogram, and Qualifying program requirements are determined by those in effect in the year of the student’s admission. (See Section 16.2 Curriculum Regulations.)

b) Regulations concerning residence requirements and academic performance are also governed by those in effect in the year of a student’s admission.

c) Determination of high academic achievement is governed by the most recent regulation in effect.

Regulations for graduate students can be found online at concordia.ca/academics/graduate/calendar/current.

Students who were admitted or readmitted prior to the current academic year should consult the appropriate Calendar and the Office of the Registrar or, for graduate programs, the School of Graduate Studies, for information on the regulations appropriate to the academic year in which the student was admitted or readmitted.

Specific written permission must be obtained from the appropriate authority for exemption from any academic regulation.

Students must have a valid ID card to access certain services.

Section 16.1.1 Academic Year

Academic Year

The academic year is defined by the calendar year in which it begins and the year in which it ends. It begins with a summer session (May to August) followed by a regular session (September to April).

Summer Session:

The summer session includes all courses offered between the beginning of May and the end of August.

Regular Session:

The regular session is divided into a fall term (September – December) and a winter term (January – April). Each term is 15 weeks long and includes a reading week break and an examination period, during which any final examination must be held. The Section 11 Academic Calendar lists precise dates for the beginning and end of classes, the reading week break and examination periods.

Section 16.1.2 Credit System

Credit System

Student academic activity is measured according to the credit system. Each credit represents a minimum of 45 hours of academic activity, including lectures, tutorials, laboratories, studio or practice periods, examinations, and personal work.

I. Full- and Part-Time Status

A student’s status is determined by the number of credits for which she or he is registered at the close of the tuition refund period, in the following way:

	Full-Time	Part-Time
Registration for both fall and winter terms	24 credits or more	Fewer than 24 credits
Registration for fall term only	12 credits or more	Fewer than 12 credits
Registration for winter term only	12 credits or more	Fewer than 12 credits
Registration for the summer session	12 credits	Fewer than 12 credits

Note: According to the rules established by the Government of Quebec, students receiving Quebec loans and bursaries must maintain registration of 12 credits or more each term. For further information, see Section 18.6.1 Government of Quebec Student Financial Aid (Aide Financière aux Études). For Quebec residency purposes, full‑time and part‑time are defined on a per‑term basis. Courses with DISC notation are included in the calculation. For further information, see Proof of Quebec Residency under Section 13.7 Required Documents.

II. Credit Loads

Regular Session ─ Full‑Time Status

Full-time students normally take 30 credits in each regular session. They may register for a maximum of 15 credits in each of the fall and winter terms. Engineering programs may require more than 30 credits. For information on Engineering credit loads, see Section 71 Gina Cody School of Engineering and Computer Science.

Regular Session ─ Part‑Time Status

Part-time students in all Faculties may register for a maximum of nine credits in each of the fall and winter terms.

Regular Session ─ Independent Status

Independent students may normally register for a maximum of nine credits in each of the fall and winter terms.

Summer Session

Any student, other than one in the Institute for Co-operative Education (Section 24 Institute for Co‑operative Education) or the Gina Cody School of Engineering and Computer Science (Section 71 Gina Cody School of Engineering and Computer Science), may register for a maximum of 12 credits during the summer session.

Section 16.1.3 Registration for Courses

Registration for Courses

Students select courses for each session (summer session and fall and winter terms in the regular session) prior to the start of classes.

All newly admitted students will receive advising and registration information in the offer of admission letter.
New Independent students can obtain registration information in the Student Academic Services of the Faculty whose discipline interests them and online at concordia.ca/admissions/independent-students.
New Visiting students can obtain registration information in the online Registration Guide at concordia.ca/students/registration.
Returning students in good standing can obtain registration information in the Student Hub at concordia.ca/students.

Most students will be able to register for all their courses online. Log into concordia.ca/students > My CU Account > My Student Centre > Academics > Enroll.

Section 16.1.4 Cancellation of Classes

Cancellation of Classes

If no class cancellation notice is posted on the classroom door, classes are officially considered cancelled if an instructor is 15 minutes late for a 50-minute class, 20 minutes late for a 75-minute class, or 30 minutes late for longer classes.

Section 16.1.5 Withdrawal

Withdrawal

1. The Student’s Responsibilities

It is the student’s responsibility to meet all deadlines and follow all necessary steps to withdraw from a course or courses, or from the University. Not attending classes or informing an instructor of intent to withdraw does not constitute withdrawal. Instructors are not required to provide students with any evaluation or feedback of their progress in a course before the withdrawal deadline. Students who do not properly withdraw before the published deadlines, and who do not complete assigned work, tests or exams, will receive failing grades.

2. Withdrawal from a Course or Courses

There are two different types of course withdrawal:

a) DNE (Did Not Enter)

The DNE withdrawal has no academic or financial impact on the student. The course from which the student officially withdraws prior to the DNE deadline will be removed from the student record and official transcript and no fees will be charged for that course. The DNE deadline is usually within the first two weeks of the fall and winter terms and within the first week of the summer session. For exact dates, please refer to point 4. Withdrawal Deadlines.

b) DISC (Discontinued)

The DISC withdrawal has both academic and financial impact on the student. For the course from which the student officially withdraws between the DNE and DISC deadlines, the DISC withdrawal notation remains on a student record and official transcript, but does not affect the student’s GPA. Nevertheless, the student is financially responsible for the payment of all tuition and other fees pertaining to the course. The DISC deadline is usually after the eighth week of classes of the term for fall and winter terms and within the first five weeks for the summer session. For exact dates, please refer to point 4. Withdrawal Deadlines.

Students who wish to withdraw (DNE or DISC) from a course or courses must do so online via the Student Hub: Log into concordia.ca/students > My CU Account > My Student Centre > Academics > Enroll > Drop.

When dropping courses online, students must make sure to confirm the transaction and/or verify their registration record to make sure that the course was properly dropped.

3. Withdrawal from the University

Students who wish to withdraw from the University must:

a) Withdraw from their courses by the appropriate deadline (see Section 11 Academic Calendar) online via the Student Hub: Log into concordia.ca/students > My CU Account > My Student Centre > Academics > Enroll > Drop.

and

b) Notify the Office of the Registrar in writing, by:

i. Registered letter addressed to:

Office of the Registrar
Records Office
Room S-FB 900
1455 De Maisonneuve Blvd. W.
Montreal, Quebec H3G 1M8

The student’s full name and Concordia student ID number must be clearly legible, and the letter must be signed by the student.

ii. A signed fax sent to 514-848-2621. The student’s full name and Concordia student ID number must be clearly legible, and the fax must be signed by the student.

Withdrawal from the University does not withdraw a student from his or her courses. A student enrolled at the University who wishes to withdraw from it must also withdraw from his or her courses.

Correspondence for course withdrawal must be received by the deadline dates (see Section 11 Academic Calendar).

4. Withdrawal Deadlines

Withdrawal deadlines are published online at concordia.ca/students/registration/term-dates-deadlines.

All financial regulations pertaining to course withdrawals, and refunds or financial credit for fees, are available online at concordia.ca/admissions/tuition-fees/how-fees-are-billed/undergraduate/refunds.

Students can view additional financial information in the Student Hub: concordia.ca/students > My CU Account > My Student Centre > Finances.

5. Lapsed Program Status

Students in the Faculty of Arts and Science who have been absent from their program for nine consecutive terms or more will be withdrawn from their program and must meet with an academic advisor before reinstatement into the program. Students enrolled in a microprogram in the Faculty of Fine Arts who have not registered for a course for four consecutive terms or more will have a lapsed notation entered on their student record.

Students in the John Molson School of Business who have been absent from their program for six consecutive terms or more will be withdrawn from their program and must meet with an academic advisor before reinstatement into the program.

Students in the Gina Cody School of Engineering and Computer Science who have been absent from their program for six consecutive terms or more will be withdrawn from their program and must submit a new application for admission through the Admissions Application Centre.

Students in the Faculty of Fine Arts who have been absent from their program for nine consecutive terms or more will be withdrawn from their program and must meet with an academic advisor before reinstatement into the program.

Section 16.1.6 Studies at Other Universities

Studies at Other Universities

With the following exceptions, students who wish to take courses at other universities for transfer credit (for example, in the summer) must obtain permission in advance from their Faculty Student Request Committee. Students who study at other universities should familiarize themselves with Concordia’s Residence Requirements (Section 16.2.2 Residence Requirements).

1. Interuniversity Registration within Quebec

The student must be authorized by his or her academic advisor, Associate Dean or delegate, and the University Registrar. General information can be found at the site of the Bureau de Coopération Interuniversitaire: bci-qc.ca/en/students/aehe. Specific instructions can be had by contacting the Student Academic Services in each Faculty.

2. Concordia Student Exchange Program and Internships Abroad

Authorization varies by Faculty. Specifics can be found at concordia.ca/students/exchanges/csep.

Section 16.1.7 Student Request Committees

Student Request Committees

1. Student Request Committees consider applications from students for exceptions to academic regulations or related matters, such as permission for course overloads, registration or withdrawals after the deadline, course substitutions, exceptions to residence requirements, permission to take courses at other universities, and exceptions to the rules governing the refund of tuition and other fees.

2. A student request shall be made on a Student Request form available online on the Course withdrawals web page: concordia.ca/students/registration/course-withdrawals. The completed request form, student statement, and all supporting documentation should be submitted as follows:

Students registered in a Faculty of Arts and Science program must submit to the academic department housing the program in which they are registered;
Students registered in a Gina Cody School of Engineering and Computer Science program must submit to the Faculty Student Academic Services Office;
Students registered in a Faculty of Fine Arts program must submit to the Faculty Undergraduate Student Academic Services Office;
Students registered in a John Molson School of Business program must submit to the Faculty Undergraduate Programs Office;
Independent students must submit to the Birks Student Service Centre.

Requests for refunds of fees will not be considered unless the student has officially withdrawn from the course(s) in question (DISC).

Requests based on medical grounds must be supported by a Student Request Medical Certificate duly completed by a registered medical practitioner. The Medical Certificate form is available online on the Course withdrawals web page: concordia.ca/students/registration/course-withdrawals.

3. A student request shall be made within a reasonable period of time from the circumstances giving rise to the request. Normally, the following guidelines apply:

A request with respect to a:	must be submitted by:
Summer-session course (session ending in 1)	November 1
Fall-term course (term ending in 2)	March 1
Fall/Winter course (term ending in 3)	August 1
Winter-term course (term ending in 4)	August 1

In determining whether the period of time elapsed is reasonable, all of the circumstances of the case shall be evaluated.

4. Each Faculty shall have a Student Request Committee composed of:

no fewer than three faculty members appointed by the Faculty Council;
one representative appointed by the University Registrar;
one student appointed by the Faculty Council;
the Associate Dean (or delegate) who shall chair the Student Request Committee.

The Independent Student Request Committee shall be composed of:

one representative appointed by each Faculty Council for a total of four representatives;
one student appointed by the Concordia Student Union;
one representative appointed by the University Registrar who shall chair the Independent Student Request Committee.

5. A Student Request Committee may delegate the responsibility for handling certain kinds of requests to designated individuals other than the chair of the committee (e.g. academic advisors, faculty advisors, student affairs coordinators). Where a decision is made by a delegated individual, the student may appeal that decision to the Student Request Committee, as a whole, based on new evidence or other serious grounds, by sending an appeal request in writing, to the Chair of the Student Request Committee within ten (10) working days of receiving a decision made by a delegated individual. Such decisions must be clearly indicated as having been made by delegation.

6. In all cases, the delegated individual and/or the Student Request Committee shall render a reasoned written decision, based on the complete and documented written request, within thirty (30) working days of receiving the request. Decisions of the Student Request Committee to grant a late DISC are final. In cases where the student has requested a full or partial refund of tuition and fees (late DNE, or late DISC with partial refund, respectively), and where the Student Request Committee supports the request, the SRC will forward its reasoned recommendation along with the complete dossier to the University Retroactive Withdrawal Committee, which will render the final decision.

The University Retroactive Withdrawal Committee shall be chaired by the University Registrar and composed of:

one (1) representative appointed by each Faculty Council for a total of four (4) representatives (two-year term, renewable);
the Director of Health Services or delegate;
the manager of the Student Accounts Office or delegate;
one (1) student appointed by the Concordia Student Union.

7. The University Retroactive Withdrawal Committee shall render a reasoned written decision, based on the complete and documented written request, within thirty (30) working days of receiving a recommendation from the Faculty Student Request or Independent Student Request Committee.

8. The decisions of the University Retroactive Withdrawal Committee are final.

Section 16.1.8 Graduation

Graduation

Degree and certificate candidates who expect to complete requirements in a particular year must apply to the Office of the Registrar before July 15 for fall graduation and before January 15 for spring graduation. Students must complete the graduation application online via the Student Hub: concordia.ca/students > My CU Account > My Student Centre > Academics (drop down menu) > Apply for Graduation. The graduation fee is payable whether or not a student attends convocation. Students enrolled in microprograms are not required to submit an application for graduation, but will graduate following completion of their program requirements.

Section 16.1.9 High Academic Achievement

High Academic Achievement

A degree “With Distinction” will be awarded to students who obtain a final graduation grade point average (FGGPA: see Section 16.3.10 Academic Performance II.c Final Graduation Grade Point Average) of at least 3.40 and below 4.00.

A degree “With Great Distinction” will be awarded to students who obtain a final graduation grade point average (FGGPA) of 4.00 or greater.

Section 16.1.10 Student Record

Student Record

The student record is a comprehensive report of a student’s academic history at the University. It is a complete academic record and includes all courses followed at Concordia. It is available to the student and to authorized University staff and faculty. Students may obtain a copy of their student record from the Birks Student Service Centre during normal operating hours or by written request.

A processing fee must accompany the request. (See the Tuition and Fees website at concordia.ca/students/financial/tuition-fees for the current fee.) Students may also access their student record through the Student Hub: concordia.ca/students > My CU Account > My Student Centre > Academics (drop down menu) > Transcript: View Unofficial, at no charge.

Section 16.1.11 Grading System

Grading System

At the end of each course, the instructor will submit a letter grade for every student registered. Using the grade point equivalents listed below, grade point averages (GPA) are calculated for the evaluation of academic achievement, honours standing, prizes, and academic standing.

	Grade	Grade Points
	A+	4.30	Outstanding
	A	4.00
	A-	3.70
	B+	3.30	Very Good
	B	3.00
	B-	2.70
	C+	2.30	Satisfactory
	C	2.00
	C-	1.70
	D+	1.30	Marginal Pass
	D	1.00
	D-	0.70
	F, FNS	0	Poor - Failure
	R	0	Very Poor - Failure
Grade Not Reported	(NR)	0

Just passing courses required to fulfill curriculum requirements is not sufficient to qualify a student to graduate. There is also an academic performance requirement (grade point average) in most degree and certificate programs. See the pertinent section of each Faculty’s entry in the Calendar for complete details:

Section 31 Faculty of Arts and Science

Section 61 John Molson School of Business

Section 71 Gina Cody School of Engineering and Computer Science

Section 81 Faculty of Fine Arts

Section 16.1.12 Official Transcripts of Credits

Official Transcripts of Credits

An official transcript of credits (hereafter “official transcript”) is a version of the student record intended for the use of external institutions, organizations, and employers. It is a complete academic record and includes all undergraduate and/or graduate courses followed at Concordia. It is accompanied by an explanation of its terminology and is sent directly to the addressee at the written request of the student, provided there is no outstanding balance owing to the University. An official transcript is printed on security paper, and is signed and sealed by the University Registrar.

Details on how to request an official transcript may be found at concordia.ca/students/records/transcripts/request-official-transcripts.