ADMISSIONS and REGISTRATION

Admissions and Records Office
E-mail: reginfo@ufv.ca

Applications for 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.

Admissions

The information that follows is intended to provide applicants with general admission guidelines. Each program description in this calendar outlines entrance requirements and information about when and how to apply.

Specific admission requirements are necessary to ensure a reasonable chance of success. Students who meet these requirements are admitted according to their date of application, provided a sufficient number of spaces are available. The dates listed in this section are for the 2001/2002 calendar year. A separate admissions guide is published in late spring and provides detailed information about the admissions process.

Admission to a program does not imply space availability in all courses required for the program.

What to send to the Admissions office

When you should apply

Early application is to your advantage, as assignment of registration times and acceptance to programs is by date of application. Applications should be complete upon submission (i.e., the application fee and all required documents for a complete application enclosed); otherwise, your date of application will be changed to the date all required documents are received. If you apply through the web, your application fee (if you did not provide a credit card number) and any required documents should be mailed the same day you transmit your application in order to retain your application date. If you have official transcripts sent directly from another institution, you should ensure they are ordered in time to arrive within two weeks of the date your application is submitted.

Check the program chart to determine which of the following application methods your program falls under.

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 enroll 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 daily 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, and mailed applications are assigned earlier application times than hand-delivered applications.

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

What you should expect to receive from our office

A letter will be sent to you ...

Note: If your application is not complete, 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.

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 spring 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 (policy under review; may be discontinued for 2002)

Certain programs grant priority admission to applicants with higher academic qualifications upon request. 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 may request Priority Admission 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 final grades or recent interim grades show a grade point average is 3.5 or higher based on the following 16 credits:

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 for Priority Admission April 1–30 in writing to the Associate Registrar, Admissions and Records office. Only requests which have supporting documents (grades enclosed) will be considered. Grade 12 students must submit recent 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 Admission 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. Applicants are advised to apply for special admission not later than August 8 for the Fall semester and not later than Sept. 30 for the Winter semester.

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. For Spring 2001, absence from the University College for three or more consecutive semesters (including fall, winter, and spring). Effective Fall 2001 semester, the revised re-admission policy is in effect. Continuing students do not have to apply for re-admission for most programs unless they are absent for more than five consecutive semesters (fall, winter, and spring). Exceptions apply for some programs, e.g., Computer Information Systems, Graphic Design, Health Sciences, Trades. Check individual program information.

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

E-mail: intl_ed@ufv.ca

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. Different fees, application forms, and procedures apply. For further information concerning International Education and the enrolment of foreign students please call the International Education office at (604) 504-7441 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:

Refer to your program of interest to determine if you need the CPT score at the time of application or prior to course registration.

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 a final grade of 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 assess the level of your basic Windows, Internet, word processing, and spreadsheet skills. Students passing the CSPT will not receive credit for CIS 100, but the CIS 100 prerequisite will be waived. If you feel you have the skills already obtained in CIS 100 (refer to the checklist on the back of the CSPT handouts found at locations listed below), you can use the CSPT to meet:

Please note that Information Technology 11 or 12, or Computer Science 11 or 12 do not satisfy the CSPT requirement.

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

Registration

This section provides information about registration in credit courses. For information about registration in Continuing Education courses, please refer to the Continuing Education web 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 Registration Guide and Timetable of course offerings prior to each registration period. The timetable is also available on the Web at www.ufv.ca/ar.

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 two or more years’ 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. (Note: The Priority Admission policy may be discontinued for 2002.)

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; if so, that should be stated in the prerequisite information. 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). Some courses or programs require that Math 12 be provincially examined.

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 just prior to classes beginning, 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 to fill vacancies 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

Once classes start, students may register only with the written permission of the instructor. A late registration fee of $10 per course applies to registrations after the second week of classes. 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 before approximately 75% of the course is completed (see Schedule of Events for withdrawal deadlines) 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 completed will be shown on the transcript. 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

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 and/or departments 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 but not later than, 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. Course challenge is not permitted for courses previously failed, or for which credit has been obtained at UCFV through transfer credit. A student may challenge a course only once. Students require permission from the department or program head before they may register for a challenge. Admissions and Records or Student Services will provide a list of instructions and courses that may be challenged. A slightly reduced tuition fee applies.

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 course load 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 full or standard course load for a given program. A part-time student is enrolled in less than 60% of a full 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) 854-4501 — 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 personnel

Registrar: Bill Cooke, BSc (McMaster)
Associate Registrar (Admissions): Elaine Harris, BA (SFU), MEd (UBC)
Records Supervisor: Lisa Louko
Admissions Coordinator: Robin Smith
Admissions staff: Lynn Best, Valerie Hughes, Tami White
Registration staff: Annette Aerssens, Laura Brown, Denise Browne, Val Cave, Bernadette Dickie, Gloria Dyck, Rose Merritt, Anne Reisenger, Rosemary Wolf
Room bookings: Vera White Phipps; Bev Lowen


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