Regulations and Policies

Some of the policies UCFV has established are listed below. For a complete list of UCFV policies please see UCFV's online policy manual. For more information about UCFV regulations inquire at Admissions & Records or Student Services.

Security and privacy

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 from the student or a court order.

Confidentiality of student records

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.

Security of your student records

To ensure that no unauthorized person can obtain access to a student’s records, students are expected to keep their UCFV student numbers private and confidential. Students will be required to set a unique PIN (Personal Identification Number) to use student web services. It should be kept safe and secure. Students are responsible for any transactions made using their student number and PIN.

Grading and academic records

Grades

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

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.

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.

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.

Transcripts

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 2007).

Statement of completion

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

Continuance in program

The continuance policy is being reviewed to more clearly define the continuance requirements. The new policy will be come effective September, 2007 and will replace the current one on the UCFV web site.

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 UCFV cumulative 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.

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.

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.

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.

Deans' List

The Deans’ List recognizes those University College students who have maintained a high academic standard throughout their course of studies. It is prepared for Convocation and the end of each semester.

To be eligible for the Deans’ List a student:
(a) must have successfully completed at least fifteen credits in a semester with a semester grade point average of at least 3.5; or
(b) must have a documented permanent disability, which affects his/her ability to participate in full-time studies and have successfully completed at least nine credits in a semester with a semester grade point average of at least 3.5; or
(c) must have completed all the program graduation requirements with a grade point average of at least 3.5 based on the credits earned while in the program or the previous five years, whichever is shorter, with a semester GPA of at least 3.0 in the most recent semester in which at least one graded course was completed; or
(d) must be in an entry-level Trades program and have an average of 90% or higher in all courses.

Graduation

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 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.

Convocation

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.

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. Please note: There is a $25 graduation fee.

Student conduct

Student behaviour

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. For more information see UCFV policy 310.12, Student Conduct.

Plagiarism

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. For more information see UCFV policy 310.12, Student Conduct.

Harassment prevention

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

• behaviour that is considered discriminatory under the Human Rights Code of B.C., including offending or demeaning a person or group of persons on the basis of race, colour, ancestry, place of origin, nationality, family or marital status, physical or mental disability, age, sex, sexual orientation, political belief, or conviction for an unrelated criminal offence
• unwanted sexual attention, sexual solicitation, or sexually-oriented remarks or behaviour made by a person who knows or ought reasonably to know that such attention or solicitation is unwanted
• abuse of power, threatening behaviour or intimidation, or reprisals or the threat of reprisals against any participant in a complaint.

For more information see UCFV policy 110.25, Harassment Prevention.

Smoking

Smoking is banned from inside premises of the University.

English language policies

English language entrance proficiency

English is the language of instruction at UCFV. UCFV recognizes that applicants must have a level of English sufficient to participate and be successful in the learning process. Applicants to all college and university-level programs, and students registering in post-secondary courses are expected to be able to demonstrate language proficiency, and beginning with the Fall 2007 intake, will be required to do so. Meeting English language entrance proficiency meets language requirements for post-secondary courses, except for English and communications courses which have specific requirements.

Any one of the following can demonstrate acceptable language proficiency for beginning post-secondary studies:

• Primary language of English
• Completion of grade 11 and 12 (including high school graduation) in an English language high school.
• Graduation from a degree or diploma from an English language accredited post-secondary institution. An official unopened transcript is required, and applicants need to contact the Admissions office directly.
• Any of the test scores or courses listed under English Language continuance proficiency policy, below.

For more information see UCFV policy 340.29, English Language Entrance Proficiency.

English language continuance proficiency

UCFV recognizes that students' success in programs depends in large part on their ability to be proficient in English and communications skills. One of the objectives in each program is to enhance students’ communication skills beyond the level at admittance. This policy establishes levels of proficiency in English and communications required for students to continue their studies. 

Students in post-secondary programs (other than certificate programs) will be expected to have met English language continuance proficiency once they have completed 31 or more UCFV credits. Students who have not done so will be required to register in formal upgrading in order to meet the requirements in their next semester and if the prerequisite is not met by the end of that semester they will be placed on academic warning.

Continuance policy may be met by completion of one of the following:

• CAEL Canadian Academic English Language – score of at least 70
• Cambridge Proficiency Exam (Certificate of Proficiency in English) min C
• CanTEST – Min. score of 4.5 in Listening and in Reading; 4.0 in Writing.
• CPT  (Composition Placement Test ) at UCFV- score of 48 or higher
• IELTS – overall score of at least 6.5 with no band less than 6.0
• LPI – essay score of 30 or higher
• MELAB – Score of at least 85
• TOEFL paper-based – score of at least 570 plus TWE score of 4.0
• TOEFL computer-based – score of 230
• English 12 or English Literature 12 with final grade of A
• ENGL 081 or 091 C+ or better
• ENGL 099 or CMNS 099, with C or higher
• ESL WG84 with a C+ or higher
• Technical & Professional Communications with final grade of A
• First-year English course transferable to or taken at UCFV
• First-year Communications course transferable to or taken at UCFV
• AP English Lit & Comp, or Engl Lang & Comp (minimum grade of 4)
• IB standard or higher level English (minimum grade of 5)

Students who have completed any of the above courses or tests through institutions other than UCFV must submit official unopened transcripts or test scores to A&R.

For more information see UCFV policy 340.30, English Language Continuance Proficiency.

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. Transfer credits and credits earned through prior learning assessment, including course challenge, do not meet this requirement.

Subsequent degree

Students who have already completed a degree at the bachelor’s level may be granted an additional bachelor’s degree provided that the two degrees are different, and that the student has met the program requirements. No more than 75 percent of the credits required for the additional degree may be applied from any previous degree. At least 30 upper-level (300-400) credits for the subsequent degree must be taken at UCFV.

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.

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