REGULATIONS and POLICIES

Some of the policies UCFV has established are listed below. For more information about UCFV regulations inquire at Admissions & Records or Student Services.

Freedom of information and protection of privacy

UCFV gathers and maintains information used for the purposes of admission, registration, and other fundamental activities related to being a member of the UCFV community and attending a public post-secondary institution in the Province of British Columbia. In signing 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, SBC 1992. Requests for information under the act should be sent to the Dean of Employee Relations.

Students and parents of students should be aware that information about a student cannot be released to a third party, including a parent, without a written release or court order.

Confidentiality of student records

UCFV endeavors to keep student records confidential and protect the privacy of the individual. Students are entitled to a transcript of their academic record and to an explanation of any information recorded on it. Requests for transcripts or other information from a parent, educational institution or community agency will not be honoured without written consent of the student.

UCFV will give information to government agencies for statistical uses, and will honour requests according to provisions of the B.C. Freedom of Information and Protection of Privacy Act. The B.C. Provincial Education number (PEN) is required for research into student participation. Student personal information given on the application form is used to verify or assign a PEN. Any personal information used for research purposes will be in non-identifiable form.

Grades

UCFV’s grading system reflects a commitment to high academic standards while encouraging students to explore the curriculum.

The following system will be used for all courses taken after September 1, 1990:
Grade     Points     Interpretation
A+           4.33
A             4.00          Excellent
A-            3.67
B+           3.33
B             3.00          Above Average
B-            2.67
C+           2.33
C             2.00          Average
C-            1.67
P              1.00         Pass (below average)
NC           0.00         No Credit (Fail)
I*             —            Incomplete (see below)
WD*        —            Course withdrawal prior to 40% duration of course
                                Not shown on official transcript
W*          —             Course withdrawal after 40% duration of course
AU*         —            Audit

*These indicate a non-graded status. They are not included in calculation of the GPA, nor are they removed from a transcript if the course is repeated.

A P grade does not, unless stated otherwise, permit the student to pursue another course for which the graded course was a prerequisite.

Some courses may be offered on a credit or no credit basis. In such cases, students achieving a level equivalent to C- or better will be assigned a CR (credit) grade. Students achieving below the C- level will be assigned an NCR grade. Credit/No Credit courses will not be included in the GPA. There is no equivalent letter grade.

Incomplete grades

An I (incomplete) grade may be assigned by an instructor when a student has not completed all the requirements of a course but does not, in the opinion of the instructor, warrant an NC or other grade. Students given an I grade may earn a passing grade by fulfilling an agreement with their instructors to complete certain assignments within a specified time, normally not more than six weeks after the end of a course. An I grade may also mean that grades have not been received by the Registrar’s office.

Grade point average

UCFV calculates a grade point average (GPA) of all courses taken for each student and shows it on the official transcript. To calculate the GPA:

1. For each course multiply the number of credits by the grade point value of the grade to determine course grade points.

2. Add up the course grade points.

3. Divide the total course grade points by the total number of credits.

The UCFV GPA includes only the higher grade of a repeated course. Course withdrawals and audit grades are not included. Grades for courses transferred to UCFV are not included in the GPA shown on the transcript. A student who has only audit grades has, by definition, a GPA of 0.

Transcripts

Students may obtain transcripts of their permanent records from the Admissions and Records office at a cost of $3 each.

Statement of completion

On the request of an instructor a statement of completion may be offered for the successful completion of any college course.

Prior Learning Assessment and Recognition

You may be able to obtain credit for prior learning through evaluation of previous studies or learning-through- experience. See Prior Learning Assessment and Recognition under the Transfer of Credit section, following this section.

Subsequent certificate, diploma, or degree

Students may be granted an additional credential provided they meet the program requirements. No more than 50% of the credits required may be transferred from a previous credential.

Academic appeal

Students may appeal academic decisions or practices of the University College which they would like to have changed. Appeals must be initiated by notifying the Director of Student Services no later than 10 UCFV work days after an incident has taken place. For more information about this procedure, obtain an Appeal Guide from Student Services.

Academic warning

Students may be required to withdraw from a course or program because of poor academic performance. Before this action is taken, students are entitled to a warning and an opportunity to improve their work. See also Continuance in Program.

Continuance in program

UCFV encourages students to take responsibility for their success in their studies. To that end UCFV will encourage students who do not meet minimum requirements to stop and reassess their goals.

Students in programs that have not set minimum requirements to continue in the program must maintain a minimum grade point average of 2.0 to continue in a program. Failure to do so may result in withdrawal from the program and/or loss of any registration priority for subsequent courses.

Amendment of permanent record

A course and accompanying grade may not be deleted from the permanent record. However, only the higher grade of a repeated course is calculated into the GPA.

An instructor may change the grade of a student with the consent of the appropriate dean.

Graduation

It is the student’s responsibility to ensure that all program requirements are met. This should be done by regular program review and/or consultation with the appropriate department.

UCFV recognizes a student’s graduation by awarding a degree, diploma, or certificate. Students must apply for graduation by completing a request to graduate form at the Admissions and Records office. This must be done no later than April 1, with program requirements completed by May 31.

Convocation

As of 2000, UCFV’s convocation is held the second Tuesday of June in either Abbotsford or Chilliwack. There are two ceremonies, to accommodate graduates in all the faculties. Students must normally apply to graduate by April 1. Please note, a fee for convocation/graduation may be instituted as of 2001.

Dean’s List

Students with outstanding scholastic records are given special recognition when their names are added to the Dean’s List of Distinguished Students. This list is prepared once each year in June.

To be eligible for the Dean’s List a student must be enrolled in at least 12 credits per semester over two consecutive semester prior to convocation, or have completed all graduation requirements. Eligible students must have a cumulative GPA of 3.5 in their current program, or within the previous five years, whichever is shorter, with a semester GPA of at least 3.0 in the most recent semester. Eligible students in Trades programs must have an average of 90% or higher in all courses. The requirements for the Dean’s List are under review.

Student conduct

UCFV requires student behaviour to conform to that normally expected of college students in an educational setting. Students are expected to respect all persons on campus, maintain integrity in scholastic work, meet contractual obligations, conduct themselves in a mature manner, and obey the law. Failure by students to maintain a satisfactory standard of conduct may result in disciplinary action.

Plagiarism

Plagiarism is a very serious academic matter. Students should be aware of the following UCFV policy:

“Plagiarism consists of a person’s failing to acknowledge that he/she has used someone else’s language, information or ideas by identifying that person, indicating what material belongs to him/her, and putting his/her language (whether a phrase or a paragraph) in quotation marks.” — from Plagiarism, author unknown

When an instructor has evidence of plagiarism by a student (for example, can show the source used, but not acknowledged, by the student), the instructor is entitled to assign a score of zero with the first incident and to require that the student withdraw formally from the course with the second incident. After the first incident, the student should be provided with a written notice that a second notice will result in the requirement that the student withdraw from the course. The instructor has the responsibility to inform students about plagiarism.

Accident and medical insurance

UCFV holds an accident insurance policy covering all registered students except those enrolled in non-credit or apprenticeship programs. Students are responsible for arranging their own medical insurance.

Smoking

On the basis of information from the Canadian Medical Association regarding the increased health risk from secondary tobacco smoke, it is UCFV policy that smoking be banned from inside premises of the University College.


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