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 Manager 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, signed 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.

Student names, addresses, telephone numbers, and ID numbers will be given to the Student Union Society to assist in the delivery of services and conduct of elections. Names and addresses of graduates are given to the UCFV Alumni Association.


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

The following system is used for all courses taken after September 1, 1990:

Grade, Points, Interpretation












 Above Average












 Pass (below average)



 No Credit (Fail)



 Incomplete (see below)



 Course withdrawal prior to 40% duration of course. Not shown on official transcript



 Course withdrawal after 40% duration of course




* 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) based on grades for all courses taken by a student. Semester and overall (cumulative) GPA show on the official transcript.

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

To calculate the GPA:

1. Multiply the number of credits for each course by the grade point value of the grade to determine course grade points. Omit any courses that have been repeated with a higher grade.

2. Add up the course grade points.

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


Students may obtain transcripts of their permanent records from the Admissions and Records office at a cost of $3 each (subject to change for Fall 2003).

Statement of completion

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

Residency requirement

In order to earn a UCFV certificate, diploma, or degree, a student must complete at least 25% of the required credits for the credential at UCFV. Some programs require that up to 50% of the required credits be completed at UCFV. Please refer to the program information for further information. Credits earned through Prior Learning Assessment,  including course challenge, do not meet this requirement.

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 Credit for Prior Learning section for more details.

Academic appeal

Students may appeal academic decisions or the application of UCFV policies based on special circumstances. Appeals must be initiated by notifying the Director of Student Services as soon as is reasonably possible 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 given 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 continuance requirements 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.


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 April 30. Students who intend to use credit from other institutions to meet graduation requirements for a UCFV credential, need to apply for transfer credit at least three to four months before applying to graduate. There is a $25 graduation fee.


UCFV’s convocation ceremonies are held in the second week of June. The exact date, time, location, and format of each ceremony will be announced by the Convocation committee by the preceding November. Students must apply to graduate by April 1, and normally must complete all requirements by April 30. Please note: There is a $25 graduation fee.

Students who plan to use credits from other institutions to meet requirements of a UCFV credential must apply for transfer credit at least three months before applying to graduate.

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 for each semester and for convocation.

To be eligible for the Dean’s List a student must be enrolled in at least 15 credits in a semester with a semester GPA of 3.5, or have completed all graduation requirements. Eligible graduating 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.

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.

Harassment prevention

Under UCFV’s Harassment Prevention policy, harassment is defined as aggressive, intimidating, or threatening behaviour that is inappropriate and unwelcomed. It can include but is not limited to:


Plagiarism is considered a serious breach of student conduct. Students should be aware that UCFV has policies regarding academic dishonesty, including plagiarism and cheating. The policy defines plagiarism as follows:

Plagiarism occurs when a student presents work or data as original when part, or whole, was written or composed by someone other than the student.

Plagiarism occurs when paragraphs, phrases, sentences, or ideas within the work are taken from another source without referencing or citing the author.

When an instructor has evidence of plagiarism or cheating by a student, the instructor is entitled to assign a score of zero with the first incident, and to issue a written notice that any further incident will result in the student being required to withdraw from the course. With any further incidents of plagiarism or cheating, the student may be required to withdraw formally from the course.

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.


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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