The procedure for submission of grades is set out by the Registrar’s Office. Since deadlines may vary, it is important to consult the restricted academic calendar to find out the deadline for propaedeutic year grades or the deadline for all grades (except propaedeutic year).
The grades teachers submit are reviewed by the sections’ marks conference (la conférence des notes). Teachers may be asked to verify or double-check grades so teachers should be available, easy to reach and they must ensure access to the related examination material.
After a grade has been submitted, it can only be changed in cases where there has been a verified error in grading. All grade changes must be verified and approved by a section director, who must confirm that a genuine grading error has happened, as well as the responsible teacher. Special care should be taken in cases where a change in grade will alter a student’s award level. This correction form (.pdf) duly completed and signed is indispensable for any change of grade.
It is advisable that all failing grades (grades less than 4) have been double checked before submission (see the annex to the internal directive concerning examinations).
Do not inform students of the marks they have obtained for an exam held during an examination session. The only exception is in the case of a Master project: you can tell a candidate whether or not she/he has succeeded in a Master project, but without giving the mark. According to article 19 of the Ordinance on study evaluation, only the Vice President for Academic Affairs can notify students of any decision regarding success or failure attached to grades or credits for each subject.
It is not advisable to tell a student, or allow them to infer that a mark was given with a certain degree of flexibility. After verification of the marks for the section’s marks conference, the results are final. In case of error, the student submits a written request for reassessment to the SAC.
After they have been notified of their results, students may ask the teaching staff member to consult their test scripts within a period of six months following the examination (see Ordinance on the evaluation of Bachelor and Master studies, Article 15).
Students must not be able to make changes to their script during the viewing process. Ideally students will get to view a copy of their script (rather than the original). Where students do view the original, viewing of the script must be carefully supervised.
During the viewing session, a teacher does not have to discuss their correction with the student. Such viewing sessions are not intended to be used for contesting or discussing a correction. If a student does not understand a correction or wishes to contest it, they should follow the procedure for appealing a grade by contacting the SAC.
Scripts are to be kept for six months after the end of the corresponding study programme. Remember not all students complete the programme in the minimum time possible. Therefore, in practice this means:
- For first-year preparatory programme: 6 months after the end of the programme
- For Bachelor programme: up to 4 years + 6 months
- For Master programme: up to 3 years + 6 months
- For Master project: 6 months