Continuous application — Applications are accepted throughout the year, the names of applicants with complete applications are added to a waiting list, and a seat is offered to qualified applicants when a space becomes available.

If you are applying to a continuous application program and want to enrol in General Studies while you are waiting, you must submit a second application form.

Specific date application — For these programs, you apply on or after a certain date. You are advised to mail in your application for two reasons: to avoid lining up and to obtain priority over hand-delivered applications. The postmarked date is used to determine the “date” of a mailed-in application, regardless of when it is received by UCFV.

Be sure to submit all the documents required for a complete application, as listed in each program information section. If an application is incomplete, the “date of application” is normally changed to the date the application becomes complete. Students currently registered in courses required for admission should submit a confirmation of enrollment in these courses, along with a transcript showing courses already completed. Students currently attending Grade 12 have until April 10 to submit test scores and official transcripts of final grades and/or interim grades for required courses, but should submit all other required documents with their applications form. See Documents for further information.

Application timelines for specific date applications:

   * Some programs may reach capacity before this date. Programs with seats available may accept applications after this date, but applicants should check with Admissions & Records before sending an application. Please note that applicants who apply after these dates, or who do not provide all the required documents by these dates, will generally be scheduled to register later than other applicants for the semester.

What we do with your application

• We check the application to make sure you have included all of the information we need to process it. For example, we look for a signature, a B.C. personal education number (for B.C. high school students only), and all documents required by your program.
• We record your application postmarked date.
• We forward the complete application to the appropriate department for review, if necessary.
• We check for transferable course work.

What you should expect to receive from our office

A letter will be sent to you ...

• upon receipt of your application, acknowledging that it is complete, and advising you if an interview or program orientation is scheduled for your program.
• Note: If your application is not complete we will advise you. Your “date of application” will be changed to the date your application becomes complete, which may affect your position on the applicant list for program and/or your registration time. A complete application includes all the documents required in the How to Apply section for each program, and the application fee.
• advising you whether or not you have met the entrance requirements for your program, and if so, whether there is space available for you.
• advising you of your registration time, if you are accepted into program.

Documents

Official transcripts from other institutions attended are required for entrance to many programs. Transcripts are considered official when they are bearing the institution seal or authorized signature and are in the original sealed envelope of the issuing institution. If official transcripts are required for entrance to a program, and you are having them mailed directly to UCFV, please attach a note to your application.

The majority of credit programs, including General Studies, require that students be high school graduates or 19 years of age by the first day of the semester. Students who are under 19 and not in school will be required to submit proof of high school graduation (an official high school transcript) with their application forms. Students currently enrolled in Grade 12 in B.C. can arrange to have their grades sent directly from the Ministry of Education, however, if the program requires completion of specific high school courses, students must submit interim high school grades by April 10. Report cards will be accepted for interim grades.

Students who have taken course prerequisites at other institutions will also need to submit official high school and/or post-secondary transcripts for evaluation. An Application for Transfer Credit form is required to evaluate post-secondary transcripts.

A certified translation is required for documents in a language other than English (some exceptions may be possible for documents in French).

Documents submitted become the property of UCFV. Only documents that are considered by UCFV to be irreplaceable will be returned to the student on request.

B.C. secondary school graduation or equivalent

Many programs require that students have B.C. secondary school graduation or equivalent in order to meet entrance requirements. Students who have graduated from the secondary school system (Grade 12) in the Yukon, Northwest Territories, Nunavut, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, and Newfoundland are considered to have satisfied this requirement. Students from Quebec who have completed one full academic year at CEGEP and students from Ontario who have completed six OAC courses or Grade 13 are also considered to have satisfied this requirement.

Students who have completed the Provincial diploma (Adult Basic Education completion), or the General Education diploma (GED) may be considered to have the equivalence of B.C. secondary school graduation.

However, students who are applying for any program that requires specific secondary school level courses for entrance, e.g., Math 11 or equivalent, or who intend to register for a course that has a specific secondary school course as a prerequisite, must still produce evidence of having completed that requirement. This will normally require the student to provide an official transcript showing a final grade in the appropriate subject.

Conditional offers of admission

If an admission decision is based on courses in progress, acceptance will be conditional upon proof of completion of final academic requirements. Your offer of admission will state a final date for receipt of this information. However, applicants are encouraged to submit final proof as soon as it is available.

Priority admission

Certain programs grant priority admission to applicants with higher academic qualifications. This will be noted under Entrance Requirements in the program description sections of the calendar and on the program chart list. Priority admission means that an early registration time is given, but it does not guarantee a seat in any particular program. It is available for the Fall semester only.

Applicants are considered to have higher qualifications if they have one of the following based on their most recent education:

1. New students who have not completed post-secondary courses and whose grade point average is 3.5 or higher based on the following 16 credits:

• English 12, plus
• three highest grades achieved in provincially authorized four-credit Grade 12 courses. Contact the Admissions and Records office if clarification is needed for a particular course.

Students who do not have English 12 will be considered if they provide a CPT score of 65 or higher. The GPA will be based on the three provincially authorized courses.

The Ministry of Education grading scale will be used. GPA is assigned as follows: A = 4.0; B + = 3.0; C+ = 2.5; C = 2.0; C- = 1.0; below C- = 0.

2. Students 23 years of age or over who have not completed any post-secondary courses and have a Composition Placement Test score of 65 or above.

3. Post-secondary students whose grade point average on courses completed in their most recent semester is 3.5 or greater. The grade point average is based on the report of grades or transcript available to the student on the deadline for priority admission.

Requests are considered for Fall entry only.

Apply April 1–30 in writing to the Associate Registrar, Admissions and Records office. Only requests which include supporting documents will be considered. Grade 12 students must submit interim grades. Be sure to enclose a separate copy of your grades with your Priority Admission request, even if you are sending your grades in for program entrance.

Special admission

Any person who does not meet stated admission requirements may petition our Academic Standards committee for special consideration. Special Admission application forms are available at Admissions and Records. Special admission applications and supporting documents should be forwarded to the Associate Registrar, Admissions.

Special Admissions applicants may be required to undertake testing, write provincial examinations, attend an interview, and/or write an essay in order to assess their academic level.

Concurrent studies

Secondary school students may take a course at UCFV while still working toward secondary school graduation. Concurrent studies may be permitted under the following guidelines:

1. The student is attending a secondary school.

2. The student is deemed to have exceptional ability or may benefit substantially by taking the university college course.

3. A similar course is not available at the secondary school.

4. The principal of the secondary school provides written support.

5. The course instructor and program/department head approves the request.

6. There is space in the course at the time classes begin.

Applications for concurrent studies should be submitted to the Associate Registrar, Admissions, at least one month before the start of classes.

Interim grades, letters from both the student and principal, and the application fee, must accompany the application form. Written permission from the instructor must be available at time of registration.

Need to apply for re-admission (under review)

Students who have previously attended UCFV and who fall into any of the following categories must apply for re-admission.

1. Absence from the University College for three or more consecutive semesters (including fall, winter, and spring). A student who does not register in at least one of three consecutive semesters will be considered to have withdrawn.

2. Voluntary withdrawal from the first semester of attendance before completing any course work.

3. Official completion of a UCFV program or a change to another program.

International Education

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Increasingly, UCFV is called upon to respond to the needs of foreign students. These include exchange students sponsored by local community groups, visitors from overseas and others residing temporarily in our communities, as well as students applying from outside Canada. Although it is not always possible to meet the needs of international students completely due to the priority for college services which is reserved for local residents, the University College does, wherever possible, attempt to make available its full range of services to interested students. For further information concerning International Education and the enrolment of foreign students please call the International Education office at (604) 853-7441 or (604) 854-4544.

Placement tests

Students may be required to take tests which will help to determine skill levels and aid selection of courses appropriate to their educational backgrounds and abilities. Placement tests are also required for entrance in some courses and programs. Students need to review program entrance requirements and course prerequisites to determine whether they need to write the following:

CPT

The Composition Placement Test (CPT) is designed to assess the level of your writing skills and has two functions at UCFV:

• as a prerequisite when registering for courses such as any first-year English course numbered 105 or above, or some Communications courses (see the notes in the Course Descriptions section of the calendar at the back, under English and Communications).
• as an entrance requirement when applying for some programs such as Social Services, Early Childhood Education, Library and Information Technology.

Because applying for a program and registering for courses usually happens at different times, you need to schedule a CPT sitting accordingly (allow about three weeks for results).

For dates, times, location, cost, minimum scores, preparation, etc., detailed handouts on the CPT are available at any Admissions and Records or Student Services offices.

Students who have an A in English 12 or English Literature 12 do not need to write the CPT in order to register in ENGL 105–170.

Note: The Language Proficiency Index (LPI) can be used in lieu of the CPT. An essay score of 30 (level 5) is considered equivalent to a CPT score of 48.

MPT

The Math Placement Test (MPT) is designed to assess the level of your math skills and direct you in choosing the math course which will be most suitable for you. It is also a prerequisite for the UCFV equivalents of Math 11 and 12.

For dates, times, location, cost, minimum scores, preparation, etc., detailed handouts on the MPT are available at any Admissions and Records or Student Services offices.

CSPT

The Computer Skills Placement Test (CSPT) is designed to show basic computer literacy. This means knowing how to run programs from a Windows environment and have basic Internet, word processing and spreadsheet skills. It can be used to meet:

• prerequisites for some CIS, COMP, and BUS courses (refer to the Course Descriptions section of this calendar, under Computer Information Systems, Computing, and/or Business Administration).
• the requirement for a course in Semester I of the Computer Information Systems, Computing, and Business Administration programs.

Students who do not have CIS 100 with at least a C may require this test prior to beginning Computer Information Systems programs.

Information Technology 11 or 12 will not satisfy any requirement for Computer Science 11 or 12. Students should take the CSPT if they believe they have the necessary skills to register in a particular computer course.

For dates, times, location, cost, minimum scores, preparation, etc., detailed handouts on the CSPT are available at the CIS department office or Student Services.

Registration

This section provides information about registration in credit courses. For information about registration in Continuing Education courses, please refer to the Continuing Education section and/or to the Continuing Education booklet published in September and January each year.

Registration — student responsibility

Students are responsible for the accuracy and completeness of their registrations, and for meeting the stated prerequisites and corequisites of a given course or program.

Students will be given, and should always keep, a receipt of their registration and/or withdrawals for their records.

Choosing your courses

The Admissions and Records office publishes a timetable of course offerings prior to each registration period. The timetable is also available on the web (click here to see current timetables.)

You should plan your courses carefully prior to your registration time. If you need help, arrange to meet with an educational advisor in Student Services or your program area.

Registration times

Registration times are assigned according to UCFV registration priority policy. This policy is under review. Under current policy, students are generally assigned registration times on a first-come, first-served basis. Continuing students who are currently registered in credit courses or who have completed credit courses within the calendar year prior to the semester, generally register before new applicants or students who are returning after one or more year’s absence. Some exceptions apply: continuing students with a GPA of 3.5 in their previous semester register before most other students, students in General Studies with a GPA of less then 2.0 in their previous semester usually register last, and new applicants who are granted priority admission register earlier than other new students.

The Admissions and Records office will advertise when the list of registration times for continuing students is ready. Registration packages and registration times are mailed to new students only. Continuing students must consult the appointment book in Admissions and Records.

Prerequisites and corequisites

A prerequisite is a requirement which must be met before a student enters a course or program. A corequisite is a course which must be taken concurrently with another course. In some cases it can be taken previously. A P grade does not, unless stated otherwise, meet a prerequisite or corequisite requirement. Students who do not have the stated prerequisite or corequisite courses may not register in a course having these requirements without written permission of the instructor.

Unless otherwise stated, any British Columbia secondary school course that is used to satisfy program entrance requirements or course prerequisites must be completed for full value (four credits).

Course waiting lists

If a class is full students may put their names on the waiting list, but the class must fit their timetable. If students are registered in a course they may not also be on a waiting list for another section of the same course.

Until classes begin, the Admissions and Records office will contact students if space comes available. They will be given a deadline to register and pay. If they do not meet the deadline, they will be removed from the waiting list.

Once classes begin, students must have an instructor’s written permission to register for any course. They may go to the first class to get permission. Instructors will use the waiting lists for the first class only.

Reserved seats

UCFV may reserve seats for students to enable them to enrol in a particular sequence of courses. Reserved seats are usually removed approximately 10 days before classes begin.

Repeating a course

Students may not register in a course more than twice without permission of the appropriate dean or designate. The GPA at UCFV includes only the higher grade of a repeated course.

Some programs limit the number of courses which can be repeated.

Attendance

Students are expected to attend scheduled lectures, laboratories, field trips, seminars and examinations unless given instructions to the contrary.

Note: To ensure maximum class size and an opportunity for students on wait-lists to occupy vacant seats, students must attend the first meeting of the class or notify the instructor in advance if they are unable to attend. Students who fail to attend the first class and who do not notify the instructor in advance may, at the discretion of the instructor, be required to withdraw from the class if there is a waiting list for the class.

Late entry

After 7 percent of a course is completed, students may enter only with the written permission of the instructor (see Schedule of Events for specific dates). A late registration fee of $10 per course applies. Late entry will not be permitted after 30 percent of the course is completed except with the permission of the instructor and the appropriate dean (see Schedule of Events for specific dates).

Course withdrawal

Students may withdraw from a course at any time up to approximately 75% of the course is completed (see Schedule of Events for withdrawal deadlines) by completing the appropriate forms at the Admissions and Records office. Withdrawal prior to the date on which 40% of the course is completed will not be recorded on the official transcript. Withdrawal after 40% of the course is complete will be shown on the transcript (see Schedule of Events). A student who does not properly withdraw from a course is given an NC grade.

A student may be permitted to withdraw in the last 25% of the course duration if the student can show that there were extenuating circumstances. Extenuating circumstances are defined as unusual circumstances beyond the student’s control, such as a serious illness, which make it impossible for the course to be completed. A withdrawal in the last 25% of the semester requires the majority decision of a committee of the dean, department head, and instructor concerned. A withdrawal, if granted, would be recorded on the official transcript.

Audit (policy under review)

A student may audit a course with instructor’s permission upon payment of the prescribed tuition. An audit student is expected to attend classes and participates as a regular class member, but does not complete any or all class assignments or examinations.

Many instructors will not permit a change to audit status after the first few weeks of class. In other courses, a student may change to audit status up to the last day of classes, with the permission of the instructor. Students should check with their course instructor during the first weeks of class.

An audit is not a grade as such and is therefore not included in the calculation of the grade point average, but is reported on the official transcript.

The fee to audit is the same as the regular course tuition fee.

Course challenge

Some UCFV courses may be challenged for credit. This means that a student who can demonstrate mastery of course objectives may be granted credit without taking the course.

Course challenge is available to students who are currently registered in credit courses at UCFV, or who have completed one or more credits at UCFV within the past three academic years, and have been re-admitted to a UCFV program. Admissions and Records or Student Services will provide a list of courses that may be challenged, and instructions. A slightly reduced tuition fee applies. Students require permission from the instructor or department head before they may register for a challenge.

Credits

UCFV measures the workload of a student by assigning units of credit to a course or program. A typical university studies or career course is three credits (three or four hours/week of instruction for 15 weeks) or four credits (five to seven hours/week of instruction for 15 weeks). In other programs, one credit is generally defined as the equivalent of one week of full-time study. The credit value of a vocational program is equal to the number of weeks of full-time study normally required to complete the program. In Continuing Education courses, credits (when they are applicable) may be determined on the basis of one credit for every 30 hours of instruction.

Courseload — university transfer/general studies

A full courseload is normally five courses per semester. Students are encouraged to enrol in not more than five courses per semester and may not enrol in more than six courses without permission of a dean. Some university-transfer programs, such as Engineering, require an overload in first year.

Definition of a full-time student

A full-time student is enrolled in 60% or more of the standard course load for a given program. A part-time student is enrolled in less than 60% of a standard course load. Students who are applying for a student loan should consult the Financial Aid office for more information.

ID cards

Student identification cards are issued by the Library to all registered students. There is a five dollar charge to replace an ID card.

Where to find out more information

• Contact Student Services to sign up for a free Introduction to UCFV session and individual appointments (phone (604) 854-4528 — Abbotsford, (604) 795-2808 — Chilliwack).
• The Admissions and Records office will assist you with any questions regarding your application (phone (604) 854-4503 — Abbotsford, (604) 795-2802 — Chilliwack).
• Contact your department directly by calling your nearest UCFV centre.

Admissions and Records Office
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Applications, for all admission course registrations, course changes, and withdrawals are handled by this office. Individual student records, including transcripts, are also kept in this area, and are available to you on request.

Registrar: Bill Cooke, BSc (McMaster)
Associate Registrar (Admissions): Elaine Harris, BA (SFU), MEd (UBC)
Assistant Registrar (Systems): Rory Kine, Dip. Operations Mgmt (BCIT)
Records Supervisor: Lisa Louko
Admissions Coordinator: Robin Smith, Adult Ed. certificate (UVic)
Admissions staff: Lynn Best, Colleen Moshenko, BA (UBC), Tami White
Registration staff: Annette Aerssens, Denise Browne, Bernadette Dickie, Gloria Dyck, Rose Merritt, Anne Reisenger, Laura Stobbe, Rosemary Wolf, Val Cave
Room bookings: Vera White Phipps; Bev Lowen

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