The student records officers are located in the Office of the Registrar and are responsible for processing all activities pertaining to the student’s record. Please contact this office at firstname.lastname@example.org if you have any inquiries regarding registration and achievement.
Grading and transcript explained
|Grade||Grade Point||Range||Effective Sept. 2005|
|F||0||Below passing grade for the course|
|ITC||Internal Transfer Credit|
|AT||Attended an ungraded course|
|W||Withdrawal from course (before the drop deadline)|
|Y||Discontinued by the College|
|DNA||Registered but did not attend|
|I/P||Course remains in process at end of term|
|NC||||Course is not complete due to exceptional circumstances (effective April 2020)|
The minimum passing grade for a course is 55% unless otherwise stated on the course outline or College calendar. Conestoga College Academic policies are available here.
Some courses and programs may also record achievement as:
Pass(P) The course outcomes are satisfactorily met in a course which uses the pass/fail grading system.
Fail(F) Failure to meet course outcomes in an acceptable manner
Some courses are ungraded and these will record that a student/ participant either:
AT attended an ungraded course
DNA registered but did not attend
At the end of each course, the final grade earned or other notation is recorded on the student record and made available through the Student Portal at the end of each session/semester or upon completion of a program of study. The session Grade Point Average and/or the Program Grade Point Average will be automatically calculated and recorded on the transcript.
Grade Point (GP)
- Assigned to each course, the Grade Point is a numeric representation aligned to an alpha grade and/or a percentage range.
Session Grade Point Average (GPA)
- Represents the courses taken within a program session. The session GPA is printed on transcripts and achievement records for cohort based programs. It is calculated by averaging the grades achieved and credit weighting by the credits assigned to each course.
Program Grade Point Average (GPA)
- Represents all courses taken for the specified program code/version. These courses may have been taken either via the cohort or through part time studies (non-cohort). The program GPA is not related to a given session. It is based on the program code/version and all the courses the student took that are part of the program, including electives
Grade Point Average - calculation
The Session Grade Point Average and/or the Program Grade Point Average will be displayed on the transcript/achievement record and calculated as follows:
- The enrolled course must have a credit value.
- The grade scale associated to the course must be included in the GPA calculation.
(Pass/Fail courses are not included.)
- Alpha grades not assigned a grade point value (AU and DNA) do not have a grade point value)
- Transfer Credits are not included in the calculation of GPA.
- The grades of I/P (In Process) and I (Incomplete) are not included in the GPA calculations.
- If a course is repeated (including equivalencies) the most recent grade will always be used to compute the program GPA. If the first course taken is a failure and the same course is repeated (including equivalencies) and it is a failure, only one failure will be used in the calculation of the GPA.
- Course failures associated to an enrolment status of PLA will not be included in any GPA calculation.
Use of Grade Point Average
The Program/Cohort GPA may be used to determine the academic standing and academic awards.
Academic decisions are based on a student’s academic achievement with respect to the promotion standards of the program of study. Academic decisions are entered on the student’s permanent academic record and will appear on the transcript. Progress from one level to the next is dependent upon successful completion of courses and/or meeting program promotion standards.
Students are informed in advance of the standards which will determine successful progression through the Program of Study to program completion. Students who require longer than the designed program duration to complete their studies are accountable for completing any new and/or additional courses or program requirements that may result due to changes in the Program of Study. In such cases, the chair of the program may grant exemptions where it is deemed appropriate.
Based on a student’s academic achievement and following the promotion guidelines of the program, an academic standing decision is assigned to the student record indicating progress/promotion/graduation.
- Allowed to graduate.
- Met Requirements
- Met requirements of program.
- Eligible to Continue
- Promoted to the next academic level of the program.
- Special Timetable - Same Level
- Not promoted, or allowed to graduate due to missing/failed course(s). However, student is allowed to return to the program to repeat/complete missing/failed course(s).
- Academic Probation
- Promoted to next level with a special timetable and academic conditions.
- Decision Pending
- A temporary decision, pending receipt of final marks.
- Discontinued (formerly College Withdrawal)
- Initiated by the College due to the student’s failure to meet program objectives.
- Required to Withdraw
- College initiated termination of studies due to non-academic performance.
The Student Achievement Report includes an Academic Standing Decision and all courses with or without a formal assessment component. These reports are available at the end of each session via the Student Portal or those with decisions other than "Eligible to Continue" will be issued/mailed by the Registrar's Office. Marks are considered confidential information and, therefore, are not given out over the telephone under any circumstances. When inquiring about achievement, the Student Identification Number must be provided.
Official transcripts contain the academic achievements of a student and bear the official stamp of the educational institution and are usually sent to a third party. Applicable fees apply for transcript requests.
Note: Allow at least two weeks for processing. Due to volume, the college will not fax or make special arrangements for delivery. Official transcripts will not be issued to students with outstanding tuition, residence or incidental fees.
How to request a transcript
If you are applying online to college (www.ontariocolleges.ca)
or university (www.ouac.on.ca) and are currently attending or previously attended an Ontario college or university; to have your transcript transferred, you must complete the online ontariocolleges.ca or OUAC transcript request form.
If you require an official Conestoga College transcript for other purposes, complete the Request for Transcript form.
- Full-time students should access the Request for Transcript form through the Student Portal. Select the “Services” tab, then select the “My Forms” button. Please ensure your current address is updated on the portal before submitting your request.
- Continuing Education students, former students, and alumni should use this version of the Request for Transcript form.
Depending on the program, the official documents awarded by the Board of Governors in recognition of successful completion of a program are:
Ontario College Certificate
Ontario College Advanced Diploma
Ontario College Diploma
Ontario College Graduate Certificate
Additional information on academic policies and procedures may be found at our policies website.
An Affirmation for courses with a formal assessment component may be obtained by completing the General Request Form (pdf) and submitting to the Registrar’s Office with the applicable fee. This document is suitable for framing.
Statement of Participation
A Statement of Participation indicates the student's attendance and participation in a course in which there is no formal assessment (provided the course is eligible) and may be obtained by completing the General Request Form (pdf) and submitting to the Registrar's Office with the applicable fee. This document is suitable for framing.
Certificate of Achievement
Awarded by the Office of the Registrar to students who have successfully completed outcomes of a prescribed program; typically less than 180 hours in duration. This certificate will include the logo and seal of the Conestoga and will be signed by the Registrar.
Recognition of Learning
This document is awarded by the program team in order to recognize learning that does not qualify for a credential/document as outlined in the definitions above.
If a duplicate copy of a Document is required, the request must be made in writing to the Registrar's Office. A General Request Form (pdf) is available for this purpose. Documents that can be requested are Certificates, Ontario College Certificates, Ontario College Diplomas, Ontario College Advanced Diplomas, Ontario College Graduate Certificate, Applied Degrees, Affirmations and Statements of Participation. Applicable fees apply.
Official graduation ceremonies take place in June and November and feature presentation of diplomas, certificates, degrees and presentation of special college-wide awards.
To be eligible to participate, the student must have successfully completed all program requirements by a specific date (which permits the registrar’s office to process your records) and the program must qualify for participation in the ceremonies. If program requirements are not completed until after the date set, the student would be eligible to participate in the next scheduled convocation.
Information on convocation is mailed to all potential graduates. To attend the ceremony, students must register their attendance through the student portal.
Note: In programs where an Academic Standing Decision of "Met Requirements" is assigned upon completion of the program, the students are not eligible to participate in the convocation ceremony.
Application to Graduate
Application to Graduate: If a student is not registered in a full-time program, and is completing the final course(s) of the program on a part-time basis, the Application to Graduate Form (pdf) must be completed and submitted to the registrar's office. Applicable fee will apply.
Conestoga is committed to respecting your privacy and protecting your personal information. In accordance with Section 39(2) of the Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, this is to advise you that your personal information is collected under the legal authority of the Ontario Colleges of Applied Arts and Technology Act, 2002, and may be used and/or disclosed for administrative, statistical and/or research purposes of the college and/or ministries and agencies of the government of Ontario and the government of Canada, including, but not limited to, tabulating and reporting data on Key Performance Indicators (graduation rate, graduate employment, graduate satisfaction and employer satisfaction). You may also be contacted by ministry- or college-authorized third parties for your voluntary participation in surveys to evaluate student and graduate experiences and outcomes.
Conestoga College is required to disclose personal information such as Ontario Education Numbers, student characteristics and educational outcomes to the Minister of Training, Colleges and Universities under s. 15 of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, Chapter M.19, as amended. The ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other post-secondary educational and training institutions and to conduct research and analysis, including longitudinal studies, and statistical activities conducted by or on behalf of the ministry for purposes that relate to post-secondary education and training. Further information on how the Minister of Training, Colleges and Universities uses this personal information is available on the ministry’s website.
Further information on the collection and use of student-level enrolment-related data can be obtained from the Ministry of Training, Colleges and Universities website or by writing to:
Director, Postsecondary Finance and Information Management Branch,
Postsecondary Education Division, 7th Floor, Mowat Block
900 Bay Street
Toronto, ON, M7A 1L2
Notification of disclosure of personal information to Statistics Canada
Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.
It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand ‘outcomes’. In order to conduct such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada, student identification information (student’s name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, enrolment information, previous education, and labour force activity.
The federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used for statistical purposes only, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.
Students who do not wish to have their information used can ask Statistics Canada to remove their identifying information from the national database. On request by a student, Statistics Canada will delete an individual’s contact information (name, address, or other personal identifiers) from the PSIS database. To make such a request, please contact us:
Monday to Friday
8:30 a.m. to 4:30 p.m. EST
Institutional Surveys Section
Centre for Education Statistics
Statistics Canada, Main Building, SC 2100-K
Tunney’s Pasture, Ottawa, ON K1A 0T6
Statistics Canada maintains a recommended standard disclosure notice for reporting to Statistics Canada’s Postsecondary Student Information System (PSIS) on the PSIS Website
Under current provincial law, a student’s records are considered confidential and will be released to a third party only upon the written authorization of the student or by exception as noted under the Release of Information section of this Guide. Information collected in student records will be used to administer the programs and activities of the College. While student records are the property of the College, students have the right to view their own records upon request. Student records may include personal, academic and non-academic information (for example, identification photographs).
The term “student record” refers to the collection of data dealing with an individual who is associated with a program or course of study at the College. Most of the data is categorized as academic, personal and/or financial and is maintained by the Registrar’s Office. The Official College Record for each student is a permanent record consisting minimally of the student’s name, student number, personal data, achievement, and academic decisions and should be maintained for a minimum of 55 years.
Academic Record: consists of academic activity (program/course registration, achievement, transfer credits and academic standing) at the College.
Personal Record: consists of biographical data and may include previous educational achievements such as secondary school records. Please ensure that the address in the Registrar’s system is the correct one for mailing purposes. Contact the Registrar’s Office to request a Personal Data Information Change Form to change your address or update other personal data on your Student Record.
Financial Record: consists of financial transactions with the College relating specifically to tuition and incidental fees.
Accuracy of the Student Record: The student is personally responsible for the completeness and accuracy of their student record, which is maintained by the Registrar’s Office. This includes mailing address, personal data and achievement. It is also the responsibility of the student to ensure that their program requirements are being met.