Student Records

Accuracy of Student Records

In order to ensure that admission information, registration materials, and other mailings reach students in a timely manner, it is each student’s responsibility to ensure their address and all other contact information is kept up-to-date. Students may update their contact information by locating the Update Personal Information card in MyKPU or by visiting kpu.ca/ses/personal-information for detailed instructions. KPU will contact applicants, students, and alumni through their mailing address, as well as through their KPU email address, which is provided upon application to the university. KPU does not accept responsibility for problems caused by incorrect or out-of-date address information.

A student who changes her or his legal name subsequent to applying and being accepted at KPU must officially notify the Office of the Registrar in writing and provide official documentation of the change (e.g., marriage certificate). Similarly, a student that provides documents to KPU that have been issued under a previous name must also provide official documentation of the change of name. A Student Information Change Form may be used to notify KPU and is available for download at kpu.ca/ses/forms.

Legal Name

A student’s legal name is used on all official documentation and records (transcripts, parchments, tax forms, student aid forms, etc.) issued by KPU. It is expected that students will provide a complete and accurate legal name upon application for admission and maintain and update this name as circumstances warrant. Requests to change all or part of a name by way of alteration, deletion, substitution, or addition must be made in writing by completing a Student Information Change Form, which is available for download at kpu.ca/ses/forms. Students who wish to change their name used for official purposes are required to provide acceptable documentation as outlined in the Student Information Change Form.

Confidentiality of Student Records

Information obtained from students as part of the application and registration process is confidential, as is the student’s academic record and information on library use and counselling files. This information is in the custody of, and is not to be released except on the authorization of the Registrar.

Only those administrators, faculty and staff who have a legitimate need to view a student’s record as a part of their normal duties will be permitted access to those records. All employees are expected to respect the confidentiality of the student information with which they work.

Students may authorize, in writing, release of any information contained in KPU files with the exception of documents submitted in support of their application or for transfer credit.

The Registrar may release information from student records without student authorization:

1. To the Ministry of Advanced Education or their agents for the purpose of statistical analysis or research, provided that the student is not named or otherwise identified.
2. To government departments or their agents where KPU is required by law to provide the requested information, or
3. Pursuant to a valid court order, search warrant, subpoena, summons, or request by a law enforcement agency.
4. Information that has been deemed a public record.
5. Information that has been routinely provided in the past will continue to be available to the public, with the exception of personal information.

Students are entitled to receive a copy of their academic record and an explanation of any information contained therein on one week’s notice upon receipt of a written request to the Office of the Registrar. The information will only be released upon presentation of photo identification.

See Policy IM8, Privacy. All KPU Policies can be viewed at kpu.ca/policies.

Freedom of Information & Protection of Privacy

Kwantlen Polytechnic University is subject to the Freedom of Information and Protection of Privacy Act, RSBC 1996, c.165 (“FIPPA”). The principles underlying this legislation are to make public organizations more accountable to the public, as well as to protect personal privacy by:

• Giving the public a right of access to records in the custody of, or under the control of, KPU
• Giving individuals a right of access to, and a right to request correction of, personal information about themselves
• Specifying limited exceptions to the right of access where disclosure would result in harm to a third party
• Preventing the unauthorized collection, use, or disclosure of personal information, and
• Providing for an independent review of decisions made under the Act

Under the Act, KPU must provide a legal right of access to records in the custody of, or under the control of KPU, while at the same time prevent the unauthorized collection, use or disclosure of personal information. Responding to requests for access to records, while at the same time protecting individual privacy, is a basic responsibility of KPU.

KPU gathers and maintains information used for the purposes of admission, registration, research, alumni and KPU Foundation activities, student association activities and other fundamental activities related to being a member of KPU’s community and attending a public post-secondary institution in the Province of British Columbia.

In submitting an Application for Admission, all applicants are advised that the information they provide and any other information placed into the student record will be protected and used in compliance with the Freedom of Information and Protection of Privacy Act. Guidelines and procedures to deal with the handling of requests for access to records under the Act are freely available to all members of the public. Information that has been routinely provided in the past will continue to be available to the public, with the exception of personal information.

The President makes the final decisions on access to information held by KPU. Decisions on access can be appealed to the Information and Privacy Commissioner through a request for review process.

For further details, visit kpu.ca/ogc/fippa, or see Policy IM2, Freedom of Information.

Request for Student Records for Legal Purposes

Request for Academic Records

A standard request for academic records will be fulfilled with an official transcript, which is a copy of the student’s permanent academic record at Kwantlen Polytechnic University (KPU) and reflects all courses taken or transferred to KPU. Requests by law firms for a student’s academic records must be submitted using a completed and signed Law Firm Request for Student Academic Record Form. Contact registrar@kpu.ca to obtain an up to date copy of the form. For more information regarding transcripts, visit kpu.ca/records/transcripts.

Request for Full Student Records

A request for full student records must be made to KPU's Legal Counsel, consistent with the Freedom of Information and Protection of Privacy Act (FIPPA). For more information regarding a FIPPA request, visit kpu.ca/ogc/fippa.

Grades

For more information on evaluation and grading, see Policy AC4, Student Evaluation and Grading.

Grading Systems

Standard Grading System

The standard grading system is used to describe the achievement level attained within a particular course.

Grading System

Grade	Grade Points	Percent Equivalent	Definition
A+	4.33	90-100	Exceptional achievement
A	4.00	85-89	Outstanding achievement
A-	3.67	80-84	Excellent achievement
B+	3.33	76-79	Very good achievement
B	3.00	72-75	Good achievement
B-	2.67	68-71	Good achievement
C+	2.33	64-67	Satisfactory achievement
C	2.00	60-63	Satisfactory achievement
C-	1.67	56-59	Marginal achievement. This grade does not permit a student to pursue another course for which the graded course is a prerequisite.
D	1.00	50-55	Minimal achievement. This grade does not permit a student to pursue another course for which the graded course is a prerequisite.
F	0.00	0-49	Unsatisfactory achievement. Student did not meet minimum course requirements.

Competency-Based Grading Systems

A competency-based grading system given to courses that demand a clearly defined high standard of performance, in which the student must demonstrate mastery of all knowledge and/or performance requirement. KPU has two competency-based grading systems. A course graded with a competency-based grading system does not factor into GPA calculations.

Mastery Grading System

A competency-based grading system given to courses that demand a clearly defined high standard of performance, in which the student must demonstrate mastery of all knowledge and/or performance requirements.

Grading System 2

Grade	Definition
MAS	Mastery. Student has met and mastered a clearly defined body of skills and performances to required standard.
NCG	No Credit Granted. Student has not met the required standard for the course and/or has not participated to the required level in course activities.

Experience Grading System

 A competency-based grading system given to courses in which an appropriate learning environment has been provided, but only the students can assess and decide the particular value(s) the course has yielded. Such courses demand student participation and, provided students participate, credit will be granted. 

Grading System 2

Grade	Definition
EXP	Experience. Student has participated at the required level in course activities.
NCG	No Credit Granted. Student has not met the required standard for the course and/or has not participated to the required level in course activities.

Grade Point Average

The grade point average (GPA) is a method of expressing the academic performance of a student in a set of courses as a numerical weighted average. GPA is calculated by multiplying the grade points for a course by the number of term credit hours assigned to that course, adding those values for a set of courses, and dividing the result by the total number of term credit hours for those courses. A separate GPA is calculated for each academic level that includes only courses designated at that academic level. The transcript will reflect each level separately if appropriate.

Grade points are specific numerical values associated with the letter grade assigned to a course. Provides a basis for calculating grade point averages. A specific numerical value assigned to a course, generally corresponding to either the number of contact hours per week throughout the term or to some other metric of student engagement. Most courses at KPU are 3 credits. Credit values for courses are used in the calculation of GPA and fees, as well as in the evaluation of credits required for a credential.

KPU recognizes the following GPAs:

Grading System 3

Grade Point Average	Definition
Institutional Cumulative GPA (Institutional CGPA)	The GPA calculated for all courses taken at KPU.
Program GPA	The GPA calculated for all courses applicable towards graduation with a specific credential.
Term GPA	The GPA calculated for all courses taken at KPU in a specific term.
Transfer GPA	The GPA calculated for all transfer and PLA courses.
Overall GPA	The GPA calculated for all courses.

Additional Information

Availability of Final Grades for Standard-Term Courses

Final grades for standard-term courses may be obtained by selecting View Grades from the navigation bar on your Student Profile, following the final grade submission deadline for the term. Previous grades and transfer credits may also be viewed through the Student Records and Transer Credits & PLA cards in MyKPU.

Dean's Honour Roll

A student enrolled in Senate-approved undergraduate programming who has completed six (6) or more term credit hours within the term and who has a Term Grade Point Average (TGPA) of 3.67 or higher for the term being evaluated, will be placed on the Dean’s Honour Roll. Each student placed on the Dean’s Honour Roll will receive a letter of commendation from their Dean (or designate). 

See Policy AR5, Dean's Honour Roll, for details.

Minimum Grade Required in a Prerequisite Course

To register in a course for which there is a prerequisite course (or courses), a student must have achieved a minimum grade of 'C' (or AEG, EXP, MAS, PLA, or TRF) in the prerequisite course(s). Some courses and programs require a higher grade than 'C' for prerequisites to their courses.

Minimum Passing Grade

• The minimum passing grade in a course using KPU’s Standard Grading System is a 'D' grade.
• The minimum passing grades in a course using KPU’s Competency-Based Grading Systems are 'MAS' or 'EXP'.

A course in which a passing grade has been achieved may be used to satisfy program requirements for graduation, unless otherwise specified by the program requirements in the University Calendar.

A course granted credit with a grade of TRF, PLA, or AEG may be used to satisfy program requirements for graduation, unless otherwise specified by the program requirements in the University Calendar. However, courses granted credit with a grade of TRF or PLA do not count towards KPU residency requirements.

GPA Neutral Grades

The following grades are not included in GPA calculations:

Grading System 2

Grade	Definition
AEG	Aegrotat. A pass standing based on satisfactory demonstration of course learning outcomes, assigned where disabling illness or other extenuating circumstances prevented completion of all course assessments.
Apprenticeship Grades	Recorded on the transcript as numeric (percentage) values (effective 2014/15).
AUD	Audit. Student attended classes but was not evaluated.
CIP	Course in progress. A temporary grade.
DEF	Deferred. A temporary grade. The course duration does not correspond to the usual term duration. A final grade will be assigned within a year.
EXP	Experience. Student has participated at the required level in course activities.
I	Incomplete. A temporary grade. Course requirements incomplete at the grade submission deadline and to be completed and a grade submitted before a specific deadline date.
MAS	Mastery. Student has met and mastered a clearly defined body of skills and performances to required standard.
NA	Never Attended. Student registered but did not attend and did not officially withdraw.
NCG	No Credit Granted. Student has not met the required standard for the course and/or has not participated to the required level in course activities.
PLA	Prior Learning Assessment - Student granted credit based on successful Prior Learning Assessment (PLA) assessment.
TRF	Transfer. Student granted transfer credit based on successful completion of equivalent course at another institution.
W	Voluntary course withdrawal. Student initiated withdrawal from course of program prior to the published deadline.
WE	Course withdrawal based on extenuating circumstances. An approved withdrawal from course or program past published deadline.

Grades for Repeated Courses

All grades are recorded on the student's transcript. If a course is repeated to replace a failed or lower grade, the higher grade will be used to compute grade point averages and to determine academic standing. Normally, a course may not be repeated more than once.

Incomplete Grade (I Grade) Contracts

The temporary 'I' Grade is intended to assist a student in completing course requirements when circumstances prevent them from doing so during and by the end of the term. Temporary 'I' Grade assignment is normally initiated by the instructor after consultation with a student. Students assigned a temporary I Grade must enter into an I Grade Contract, normally after consultation with the instructor. Once an I Grade Contract has been entered into a student will not normally be permitted to request a withdrawal under extenuating circumstances ('WE'). The following criteria are to be used by instructors in deciding whether to agree to an I Grade Contract:

1. Previous work in the course should have been at a satisfactory or passing level.

2. The student must have been prevented from completing requirements by some abnormal circumstance or juxtaposition of other responsibilities, such as 

   1. embarking on a project whose completion, as later affirmed by the instructor, turns out to be more time-consuming than contemplated.

   2. an emergency situation such as illness or accident has prevented the student from completing one or more of the course requirements.

3. Satisfying the conditions of an I Grade Contract should be achievable within a maximum of eight weeks after the grade submission deadline. Therefore, I Grade Contract deadlines should typically not be more than eight weeks in length and should never extend beyond the subsequent term for which they are applicable.

4. An I Grade and accompanying I Grade Contract may also be issued when an active academic integrity investigation has not concluded before the grade submission deadline for the term.

5. There is no limit to the number of I Grade Contracts that a student may carry or enter into.

6. The final grade for a student who has been assigned an I Grade must be submitted on a Grade Reporting Form.

Grade Changes - Error

A student who believes that an error has been made in recording a final grade should first contact the instructor to verify the grade. If an incorrect grade has been submitted, the instructor will submit a Grade Reporting Form to correct the error. A non-temporary grade change must be approved by the course instructor and the appropriate Dean or designate. The grade change must be submitted to the Office of the Registrar no later than four weeks after the end of the term. Upon receipt of the signed form, a correction will be made to the student’s academic record.

Grade Appeals

Only the instructor who assigned the grade may normally change a final grade. If a student feels that they have received an inaccurate and/or unfair grade, the student must first contact the instructor (or the Dean responsible for the course if the instructor is unavailable). If the student cannot reach a satisfactory resolution with the instructor, they may formally appeal the grade. Students wishing to file a grade appeal should refer to KPU’s Policy ST3, Grade Appeals.

Academic Standing

Kwantlen Polytechnic University (KPU) encourages students to take responsibility for success in their studies, and is committed to providing its students with opportunities to succeed in their academic pursuits. This success is characterized by a broad range of indicators, one of which is Academic Standing. At KPU, a student’s academic standing is assessed based on their assigned grades in programs in which letter grades are assigned at the end of each term. The academic standing of a student will form part of their permanent academic record and will appear as a notation on statements of grades and official transcripts.

All students attending KPU are expected to maintain an acceptable standard of academic achievement. For programs in which letter grades are assigned, a minimum Institutional Cumulative Grade Point Average (Institutional CGPA) of 2.00 is expected. Failure to meet this minimum academic standard will result in corrective action and can lead to permanent withdrawal from KPU.

Students who do not maintain an Institutional CGPA of 2.00 must thereafter achieve a Term Grade Point Average (TGPA) of 2.00 or better each term until their CGPA is again 2.00 or above. Students who do not achieve this standard will progress through the Academic Status reviews as detailed below. For a description of grades and GPA calculations, see the Grades section of the University Calendar.

For further information, see Policy ST6, Academic Standing.

Good Academic Standing

All students begin in Good Academic Standing. A student who has achieved a minimum Institutional Cumulative Grade Point Average (Institutional CGPA) of 2.00 is in Good Academic Standing unless stated otherwise on their academic record. 

Academic Warning

A student who has completed a minimum of 9.0 term credit hours and has achieved an Institutional Cumulative Grade Point Average (Institutional CGPA) of less than 2.00, will be placed on Academic Warning. Students will remain on Academic Warning until they have completed 18.0 term credit hours. A student who is on Academic Warning and who has completed a minimum of 18.0 term credit hours and has achieved both a Term Grade Point Average (TGPA) and an Institutional CGPA of 2.00 or higher will be restored to Good Academic Standing.

Academic Probation

A student who has been on Academic Warning, has completed a minimum of 18.0 term credit hours and has achieved an Institutional Cumulative Grade Point Average (Institutional CGPA) of less than 2.00, will be placed on Academic Probation. Students will remain on Academic Probation until they have completed 27.0 term credit hours. A student who is on Academic Probation and who has completed a minimum of 27.0 term credit hours and has achieved both a Term Grade Point Average (TGPA) and an Institutional CGPA of 2.00 or higher will be restored to Good Academic Standing. 

Required to Withdraw

A student who is on Academic Probation and who has completed a minimum of 27.0 term credit hours and whose Term Grade Point Average (TGPA) and Cumulative Grade Point Average (CGPA) are both less than 2.00, will be required to withdraw for a period of no less than two (2) standard terms. If a student is already registered in courses for the upcoming term, they will be de-registered and any fees paid for that term will be refunded in accordance with Policy FM8, Student Tuition and Fees. 

Re-admission to the University

Prior to applying for re-admission to the University, students must consult with an Academic Advisor and establish a Request for Reinstatement that will help them successfully complete their academic studies at KPU. The Request for Reinstatement must include:  

1. Reason(s) for being placed on Required to Withdraw
2. Step(s) taken or that will be taken to support academic success upon readmission to the University
3. Activities undertaken since leaving the University to upgrade academically or improve study skills
4. Educational goal, including reasons for changing or not changing the goal
5. Letters of reference from employers or instructors may be included. 

A student who has been Required to Withdraw may apply for re-admission to the University for a term which begins at least two (2) standard terms after the student was required to withdraw. The Request for Reinstatement, endorsed by an Academic Advisor, must be submitted one (1) month before the application deadline for the term for which the student is applying.

If re-admission is granted, the provisions under Academic Probation above will apply, with the exception that the student must have completed a minimum of 36.0 term credit hours before further action will take place.  

Extended Withdrawal

A student who has been re-admitted on Academic Probation and has completed a minimum of 36.0 term credit hours and whose Term Grade Point Average (TGPA) and Cumulative Grade Point Average (CGPA) are both less than 2.00, will be placed on Extended Withdrawal for a minimum of three (3) terms. 

Re-admission to the University

Prior to applying for re-admission to the University, students must consult with an Academic Advisor and establish a Request for Reinstatement that will help them successfully complete their academic studies at KPU. The Request for Reinstatement must include:

1. Reason(s) for being placed on extended withdrawal
2. Step(s) taken or that will be taken to support academic success upon readmission to the University
3. Activities undertaken since leaving the University to upgrade academically or improve study skills
4. Educational goal, including reasons for changing or not changing the goal
5. Letters of reference from employers or instructors may be included.

A student who has been placed on Extended Withdrawal may apply for readmission to the University for a term which begins at least three (3) standard terms after the student was placed on extended withdrawal. The Request for Reinstatement, endorsed by an Academic Advisor, must be submitted one (1) month before the application deadline for the term for which the student is applying.

The following additional resources are also available to help students succeed at KPU:

1. Academic resources and supports are available through the Learning Centres.
2. Students experiencing barriers due to disabilities or who require accommodations are encouraged to contact Accessibility Services.
3. Students seeking support with coping strategies may wish to speak to a Counsellor. 

If re-admission is granted, the student will be reinstated to Good Academic Standing. If re-admission is denied, the student may appeal the decision to the Senate Standing Committee on Appeals only on the basis of:

1. procedural unfairness, which means that established procedures were not followed or were improperly applied during the decision-making process; and/or
2. new information being available which could not have been available at the time of the decision, but could reasonably have impacted the decision. 

Transcripts

An official transcript is a copy of the student’s permanent academic record at Kwantlen Polytechnic University (KPU) that is imprinted with the signature of the Associate Vice President, Enrolment Services and Registrar. Transcripts reflect all courses taken or transferred to KPU; partial transcripts will not be issued. Completed credentials will only appear on a transcript once a student's graduation has been conferred by Senate. Transcripts are confidential and only released upon written request from the student.

Official transcripts are required for institutional transfer, educational verification, or any situation requiring a sealed or certified copy. Students may request an official transcript through their Student Profile. For detailed instructions for ordering an official transcript or accessing your unofficial transcript online, visit kpu.ca/records/transcripts.

Academic Renewal

KPU is committed to providing its students with opportunities to succeed in their academic studies. For various reasons, not all students are able to avail themselves of these opportunities when they are initially enrolled at KPU. Academic Renewal enables a student whose academic standing was unsatisfactory at the time of leaving KPU to resume their studies after a substantial absence without being penalized for their previous academic record.

A student who meets all of the following criteria may apply in writing to have grades earned for all courses taken previously at KPU (including those for which a passing grade was earned) removed from their Institutional Cumulative Grade Point Average (Institutional CGPA): 

• student has not been registered in classes at KPU for a minimum of two (2) years since their last term of study
• student had an Institutional CGPA of:
  • less than 2.00 at the end of the last term of attendance, for all Senate approved programs except master’s degree programs. 
  • less than 3.00 at the end of the last term of attendance, for all Senate approved master’s degree programs. 
• student’s request is accompanied by an Academic Renewal Plan, endorsed by an Academic Advisor.

These courses and grades will remain on the student’s permanent academic record and will appear on unofficial and official transcripts, with a note that Academic Renewal was approved. Academic Renewal may only be requested once and will be granted at the discretion of the Registrar or designate.

Students are advised that other post-secondary institutions may or may not recognize Academic Renewal, and may include courses approved for Academic Renewal at KPU in GPA calculations when determining eligibility for transfer.

Requests for Academic Renewal must be made in writing to the Office of the Registrar (registrar@kpu.ca) at the time of re-admission to the University or within the first term of returning to the University, in accordance with the criteria outlined in Policy ST12, Academic Renewal.

See Policy ST12, Academic Renewal, for further details.