I. Notification of Disclosure of Personal Information to Statistics Canada
Statistics Canada is the national statistical agency. As such,
Statistics Canada carries out hundreds of surveys each year on a wide
range of matters, including education.
It is essential to be able to follow students across time and
institutions to understand, for example, the factors affecting
enrolment demand at post-secondary institutions. The increased emphasis
on accountability for public investment means that it is also important
to understand "outcomes". In order to carry out such studies,
Statistics Canada asks all colleges and universities to provide data on
students and graduates. Institutions collect and provide to Statistics
Canada student identification information (student's name, student ID
number, Social Insurance Number), student contact information (address
and telephone number), student demographic characteristics, enrolment
information, previous education, and labour force activity.
The Federal Statistics Act provides the legal authority for Statistics
Canada to obtain access to personal information held by educational
institutions. The information may be used only for statistical
purposes, and the confidentiality provisions of the Statistics Act
prevent the information from being released in any way that would
identify a student.
Students who do not wish to have their information used are able to ask
Statistics Canada to remove their identification and contact
information from the national database.
Further information on the use of this information can be obtained from
Statistics Canada's website: http://www.statcan.ca or by writing to
the Postsecondary Section, Centre for Education Statistics, 17th Floor,
R.H. Coats Building, Tunney's Pasture, Ottawa, K1A 0T6.
II. BC Freedom of Information and Protection of Privacy Act
The University of Northern British Columbia gathers and maintains
information used for the purposes of admission, registration, and other
fundamental activities related to being a member of the UNBC community
and attending a public post-secondary institution in the Province of
British Columbia. Information provided to the University by students,
and any other information placed into the student record, will be
protected and used in compliance with the BC Freedom of Information and
Protection of Privacy Act (1992).
III. Student Conduct Statement of Principles
1. Introduction
The University of Northern British Columbia (“University”)
is an academic community whose purpose is to search for knowledge through
teaching, research, and the free exchange of ideas. As such, the University is
committed to developing among its members an enduring sense of community rooted
in a working and learning environment which emphasizes mutual respect and
tolerance and which is free from discrimination, harassment, disruptive
behaviour, and violence. The members of the University community include
students, faculty, staff, administrators, governors, senators, and, in certain
contexts, visitors. In order for the members of the University community to
participate fully and effectively in the University’s purpose, certain
standards of conduct must be recognised and respected.
2. Purpose
The
purpose of this policy is:
to set out the standards of conduct which
apply to student members of the University community in connection with their
participation in University-related activities and behaviour while on any of
UNBC’s campuses;
to establish procedures for investigating a
complaint that a student has breached this policy;
to provide penalties for those students who
have breached this policy; and,
to
identify the procedure which will govern an appeal by a student who has been
found to have breached this policy.
This
policy is intended to address major concerns about student misconduct and is
not intended to interfere with faculty and administration’s ability to deal
with minor acts of misconduct in an informal and consensual manner, where
appropriate.
3. Definitions
“Campus life” is any activity that occurs as
part of life on campus. This includes but is not limited to:
being present on campus, whether as a student or
the guest of a UNBC student,
conducting university-sponsored research or lab
activity, and
operating a vehicle on campus
b. "Director" is the Director, Student Success
c. "University employee" is a faculty or staff member or a university security officer.
4. Statement of Principles
Every student has the right to participate
freely as a member of the University community subject only to reasonable
conditions governing eligibility and the payment, when required, of appropriate
fees or charges.
Free participation in campus life requires the
existence of an environment free from discrimination, violence and threats of
violence, direct or indirect physical interference with one person by another
person, intimidation, and verbal abuse, whether oral or written.
Members of the University community must
recognize and accept that the free exchange of ideas will involve exposure to
the formulation and expression of ideas with which an individual is in
fundamental disagreement or which an individual finds offensive. The University’s
purpose requires that the formulation and expression of such ideas must be
tolerated, provided that neither the formulation nor the expression of such
ideas violates any generally applicable laws of Canada or British Columbia or
any policies of the University. Toleration does not require acceptance of such
ideas, nor does it preclude the formulation and expression of a critical
response to such ideas, provided that neither the formulation nor the
expression of such a response violates any generally applicable laws of Canada
or British Columbia or any policies of the University.
Student members of the University are expected
to:
comply with the generally applicable laws of
Canada and British Columbia;
honour contractual obligations arising in
connection with a student’s membership in the University community;
comply with the applicable academic regulations
of the University, and;
comply with the University’s policies.
e. This policy must be interpreted and applied in
conformity with both the University’s
purpose as an academic community and the
above Statement of Principles.
5. Student Standards of Conduct
Within the framework set out in the Statement of
Principles, acts of student misconduct subject to penalty under this policy
include but are not limited to:
threatening or engaging in behaviour that a
reasonable person would perceive to be intimidating or offensive, or that may
endanger the health or safety of students, faculty, staff or administration of
the University;
participating in disruptive action including but
not limited to:
disrupting instructional activities including lectures,
seminars, labs, examinations and tests;
physically or verbally abusing another person;
repetitive or intrusive use of indecent, profane
or vulgar language in a public place that disturbs others;
obstructing the rights and privileges of other
members of the University community;
disrupting campus life by electronic means,
whether directly or indirectly;
obscenity
harming another person at or in connection with
that person’s participation in campus life;
misappropriating, converting, destroying,
permanently defacing, or otherwise damaging University property, resources, or
the property and resources of other members of the University community;
possessing the property of other members of the
University Community without proper authorization;
forging, falsifying, misusing, or altering any
University data or record whether in physical or electronic form;
obtaining or using, whether directly or
indirectly, University equipment, material, or services by fraudulent or other
unlawful means;
possession
or use of intoxicants on campus, except within approved areas under the
University’s Liquor Policy;
possession for use or sale of illegal drugs;
possession or use of firearms, fireworks, or
other inherently dangerous objects on campus;
failing to comply with the reasonable
directions of a University employee or a University Security Officer, or a
Police Officer when they are acting in performance of their duties at or in
connection with campus life;
breaching any law of general application of
Canada or British Columbia in connection with campus life;
aiding, abetting, or acting as an accomplice
at or in connection with any prohibited conduct; and;
any other misconduct which significantly
interferes with the University’s operations.
6. Responding to Apparent Breaches of This Policy
Emergencies
If a student’s conduct appears to pose a threat
to the student’s own safety or to the safety of another person, any person
witnessing the conduct should contact campus security immediately. Where there
is a risk of injury or harm to any person or property, the student whose
conduct is in question may be required to leave the University’s property
immediately pending and during an investigation into the alleged misconduct. Campus
security must promptly prepare a Report to be given to the Director.
Reports of Allegations of Student Misconduct
University employees, including faculty,
administration and staff may report allegations of student misconduct to the
Director on the prescribed form.
Complaints of Allegations of Student Misconduct
Members of the University community who are not
University employees (students, vendors, external stakeholders) may file a
Complaint alleging that a student has engaged in misconduct, in breach of this
policy. The person filing the Complaint will be known as the “Complainant.” The
person about whom the Complaint is made will be known as the “Respondent.” Such
a Complaint must be made to the Director on the prescribed form and must set
out in detail the facts on which the Complaint is based. A Complaint must be
made within 45 days of the last event which is the subject of the Complaint,
unless the Director allows a longer period of time. In allowing a longer period
of time the Director must consider the following factors:
the reasons for the Complainant’s delay in
filing the complaint;
whether there will be prejudice to the
Respondent or another person as a result of the delay, and;
the seriousness of the misconduct alleged
against the Respondent.
The Director will, upon receipt of the Report or
the Complaint, consider the alleged acts of misconduct and decide:
that the allegations, if true, do not constitute
misconduct under this policy and decline to act on the Report or the Complaint;
not to investigate the Report or the Complaint
because the allegations are trivial or frivolous;
that the allegations fall under another
University policy or fall under both this policy and another University policy,
in which case the Director must refer the Report or the Complaint to the
University official responsible for the administration of the other University
policy and consult with the other University official and determine an orderly
method of proceeding that will ensure that all elements of the Report or
Complaint will be investigated;
that the allegations in the Complaint or the
Report should be investigated or otherwise addressed in accordance with this
policy.
The Director will notify the person who made the
Report or the Complaint of the decision.
Prior to investigating a Complaint and with the
consent of the Complainant and the Respondent, the Director may refer a
Complaint to mediation by a mediator appointed by the Director. If the
Complaint is resolved, the resolution will be put in writing, signed by the
parties and filed with the Director. If the Complaint is not resolved through
mediation, the Director will investigate the Complaint.
Reports or Complaints of Criminal Misconduct
If the Director determines on reviewing a Report
or a Complaint that the allegations may constitute one or more criminal
offences, the Director must inquire as to whether the Complainant has reported
or intends to report the allegations to the police. If the Complainant has
reported or intends to report the allegations to the police, the Director will
coordinate the University’s investigation with the police investigation.
Investigation of Allegations in a Report or Complaint
In conducting an investigation, the
Director will engage in detailed interviews of the person who filed the Report
or the Complainant; and with the student about whom the Report is made or the Respondent;
and with any other witness who the Director believes has information relevant
to the investigation; and will review all documents which the Director
identifies during the investigation as relevant to the investigation.
After
concluding the investigation, the Director must prepare an Investigation Report
for the Provost setting out findings of fact and a conclusion about whether
those findings constitute a breach of this policy.
Duties of the Provost in Disciplinary Cases
On receipt of the Investigation Report,
the Provost must deliver a copy to the Complainant and to the Respondent. Both
the Complainant and the Respondent will be entitled to make a written
submission about any matter contained in the Investigation Report. Any such
submission must be delivered to the Provost within a time limit established by
the Provost, always provided that the time limit must not be less than 5
working days and must be the same for both the Complainant and the Respondent. The
Provost has the discretion to extend any time limit previously set.
After the deadline for any submissions has
passed, the Provost must review the Investigation Report and all of the
submissions received in the case of a Complaint and must make a decision. The
Provost has the discretion to accept or vary the Director’s conclusion.
If the Provost decides that a breach has
not occurred or that the Complaint is trivial, the Provost will dismiss the
Report or the Complaint. If the Provost decides that a breach of this policy
has occurred, the Provost will decide on the appropriate penalty. The available
options include, but are not limited to, the following:
a written reprimand, which will form part of the
student’s permanent record;
a performance contract;
suspension for a specified period;
suspension for an indefinite period, with or
without the ability to apply for readmission to the University after a fixed
period;
eviction
from UNBC Residences
prohibition
from entering UNBC Residences
payment
in part or for all of the costs for replacing or repairing damage to the
University’s property;
any other action deemed appropriate in the
circumstances, including the provision of remedial measures to the Complainant
(where applicable).
If the disciplinary response involves any form
of suspension, the President must review the Director’s Investigation Report
and any submissions made by a Complainant and a Respondent and make the decision.
7. General Matters
Nothing in this
policy affects the President’s authority under the UniversityAct to suspend a student or to deal summarily with a matter
of student discipline.
It is a serious act of misconduct to file
a false and malicious Complaint under this policy or to file a Complaint
solely
for the purpose of retaliating against another person. Similarly, it is a
serious act of misconduct to retaliate in any manner against a person
for
filing a Complaint or a Report or responding to a Complaint or a Report
or for
participating in a proceeding under this policy. The University will
respond to
all such acts of misconduct under the terms of the policies and
contracts
governing the University’s relationship with the person who has engaged
in the
misconduct.
8.Appeal of a Decision Imposing Discipline Under the Student Conduct Statement of Principle
A student who is subject to a penalty imposed by the
President or Provost (or delegate) (the "Decision Maker”) under Regulation and
Policy III, Student Conduct Statement of Principles (“Student Conduct Policy”), may appeal to the Senate Committee on Student
Discipline Appeals (“SCSDA”). The SCSDA
is the final adjudicator of appeals under the Student Conduct Policy.
A copy of the procedures for appeals under the Student
Conduct Policy is available from the Office of the Registrar. Please
note that the procedures include a 15-day time limitation for filing a notice
of appeal.
Appeals of academic decisions under Regulation and Policy
V: General Academic Regulations and appeals of decisions under Regulation IV:
Harassment, Discrimination and Diversity Initiatives are addressed under those
regulations and policies.
9.Grounds for an Appeal Under the Student Conduct Policy
An appeal to the SCSDA is not a full re-hearing of the
decision to impose discipline. A student’s appeal of the imposition of
discipline under the Student Conduct Policy to the SCSDA must be made on one of
more of the following bases:
The
Decision Maker incorrectly applied a University policy and, as a result,
the
decision was unfair;
The
student has material evidence that was not reasonably available prior
to the time of the decision under appeal, and
knowledge of that evidence would probably have led to a different
decision;
During the
process leading up to the imposition of discipline the student did not
know the
substance of the complaint and was not given, at some point in the
process, a
reasonable opportunity to respond, or the process was otherwise
procedurally
unfair.
10.Standards of Review
The SCSDA
will review the Decision Maker’s decision on one or more of the three grounds
of appeal listed above, with regard to the standards of review listed
below.
Where
the appeal is under 9 a., the appropriate standard as to whether the
Decision
Maker misapplied a University Policy is correctness. The standard of
review as to whether the
decision was, as a result, unfair, is reasonableness; that is whether a
reasonable person, knowledgeable about the facts, would perceive it to
be
unfair to let a decision based on the incorrect application of the
policy
stand.
Where
an appeal is under paragraph 9 b., the appropriate standard of review
is
reasonableness; that is whether a reasonable person, knowledgeable about
the
facts, would perceive it to be unfair to let a decision made without
consideration of the new evidence stand.
Where
an
appeal is under paragraph 9 c., the appropriate standard of review is
reasonableness; that is whether a reasonable person, knowledgeable about
the
facts, would perceive the process to be unfair.
11.Outcomes
An appeal under the Student Conduct Policy will
result in one of the following three outcomes:
The
Chair of the SCSDA, in consultation with the Registrar, may dismiss the
appeal
on a preliminary basis, on the basis that the appeal is frivolous,
vexatious or
an abuse of process;
The
SCSDA may uphold the disciplinary decision;
The
SCSDA may refer the matter back to the Decision Maker for further
decision, or
for further investigation and then further decision, as the Decision
Maker may
determine.
In all cases,
where an appeal is allowed, the original penalty will remain in effect until
the matter is reconsidered and a further decision is made by the Decision
Maker.
IV. Harassment, Discrimination and Diversity Initiatives
The University of Northern British Columbia is committed to providing a
working and learning environment in which all students, staff and
faculty are treated with respect and dignity. The University of
Northern British Columbia acknowledges the right of all individuals in
the University community to work or learn without discrimination or
harassment because of race, colour, ancestry, place of origin,
religion, family status, marital status, physical disability, mental
disability, sex, age, sexual orientation, political beliefs or criminal
or summary conviction offense unrelated to their employment. An
approved policy, available at http://www.unbc.ca/assets/policy/diversity/harassment_and_discrimation_final.pdf,
applies to all members of the UNBC community and is
administered by the Harassment and Discrimination Advisor. For further
information or assistance please contact the Harassment and
Discrimination Advisor at 960-6618.
UNBC is committed to high academic standards as well as to assisting students to achieve their educational goals.
The Academic Regulations provide the framework within which academic
programs are completed, and offer academic guidance along the program
path.
The University reserves the right to add to, to alter, or to amend these regulations at any time.
2. E-mail Communication
E-mail is one of the official means of communication between UNBC
and its students. All students are assigned a UNBC e-mail address upon
course registration. The e-mail address assigned to a student by the
University will be the only e-mail address used by UNBC for
communication with students for academic and administrative purposes.
Students are responsible for checking their UNBC e-mail account
regularly so as to remain current with administrative and academic
notifications. It is the student's responsibility to ensure that
time-critical e-mail is accessed, read, and acted upon in a timely
fashion. If a student chooses to forward University e-mail to another
e-mail address, it is the student's responsibility to ensure that the
alternate account is active.
3. Full-Time Studies
A full-time graduate student during any one of the academic semesters
is one who is either enrolled in courses totaling a minimum of six
credit hours during a single semester or working on a dissertation,
thesis, or comprehensive examination (Master's level only) project during a semester (see Graduate Programs Admissions
and Regulations section).
4. Part-Time Studies
A part-time graduate student during any one of the academic semesters
is one who is enrolled in courses totaling less than six credit hours
during a single semester, and who is not working on a dissertation,
thesis or project (see Graduate Programs Admissions
and Regulations
section).
5. Class Attendance
Students are expected to attend classes on a regular basis. Instructors
may establish attendance requirements for each class. These
expectations must be defined in the course syllabus.
6. Official & Unofficial Transcripts
Official transcripts are confidential and are only released on written request from the student. Transcripts issued to an institution, company, or agency are mailed directly to their address, or held for pick-up at the Office of the Registrar in confidential envelopes marked ‘Official Transcript’. In extenuating circumstances, transcripts may be issued to a student. Third-party requests must be accompanied by a signed authorization from the student.
Each transcript will include the student’s complete record at the University. Since credit earned is determined on the results of final examinations, a transcript will not include results of mid-term examinations.
Transcripts will not be released without payment of the required transcript fee, and/or if there is an outstanding financial obligation.
Requests for transcripts can be made online though UNBC Online Services https://www.unbc.ca, or by completing a Transcript Request Form available in the Office of the Registrar. There is a 10-day turnaround for transcript requests.
The evaluation of transcripts is the responsibility of the Office of the Registrar. 8. Criminal Records Search
Under the requirements of the Criminal Records Review Act (1996) UNBC
requires, as part of the application process, criminal records searches
for applicants to program areas that involve working with children or
other vulnerable persons. The cost of this search is the responsibility
of the student. Criminal Records Search forms are available in the
Office of the Registrar. Results which identify relevant criminal
convictions may disqualify an applicant from admission into a program.
Submission of a Criminal Records Search at the point of admission does
not preclude either the program or provincial certification bodies from
requesting a subsequent Criminal Records Search prior to field
placement or professional registration.
Criminal Records Searches are requirements for the following Graduate programs:
Community Health Science (MSc)
Disability Management (MA)
Counselling (MEd)
Nursing (MScN, MSCN:FNP)
Social Work Programs (MSW)
9. Student Access to Official University Record
Students have the right to inspect their Official University Record,
including the student file, under the supervision of a staff member and as maintained by the Office of the
Registrar. Students have the right to have access to their financial
assistance file, as maintained by the Financial Aid and Awards Office
under the supervision of a staff member. Assessment reports and letters
of reference submitted by third parties in support of students applying
to Graduate programs will not be available for inspection. Students may
inspect their Official University Record during normal office hours,
and upon advance request in writing. When students inspect their
original records, examination will be permitted only under conditions
that will prevent alteration or mutilation. In the event of a dispute
as to the accuracy of the information maintained in their Official
University Record, a student may appeal to the Registrar.
10. Registration After the Published Revision Deadline Date
No graduate student is permitted to alter their registration for any
course after the last date to revise registration as published in the
Calendar except on the express written permission of the instructor and
the Dean of Graduate Programs.
11. Change of Grade after Submission of Final Grades
Except for grade changes resulting from formal Academic Appeal, any
changes in final grade after the initial grade submission must be
transmitted to the Office of the Registrar through the Dean of Graduate Programs.
12. Repeating Courses
Graduate students may not repeat graduate courses except under
exceptional circumstances and only with the approval of the Dean of Graduate Programs on the recommendation of the supervisory committee. In
the event that a course is repeated, it is the second grade earned
which will be used in the grade point average calculation.
13. Graduation
Students must apply to graduate. The Application for Graduation
Form must be received by the Office of the Registrar no later than
March 1 of the calendar year in which graduation is contemplated,
accompanied by the appropriate (non-refundable) graduation fee.
Students who have any outstanding obligation to the University are
not permitted to graduate. Outstanding obligations include, but are not
limited to, the following:
tuition fees owing,
library or other fines,
outstanding library loans,
outstanding equipment or other loans.
14. Grounds for Withholding Official Transcripts
In instances of non-payment of any portion of tuition, prescribed
fees or University library fines and/or bills, or of delinquency in the
return or replacement of University property on loan, or non-repayment
of cash advances or loans, or violation of a residence license
agreement, the University shall not permit a student to register for
further courses, and shall not issue an official transcript. The above prohibitions shall be in force until such time as
indebtedness to the University has been cleared to the satisfaction of
the University.
15. Grading
Each course taken for academic credit is assigned a final grade at the end of the semester. The final grade for each course will be indicated by a letter grade on the student's transcript.
Grade Point Average: Grade Point Average (GPA) is a method of
expressing a student's academic performance as a numerical value. Each
letter grade is assigned a numerical equivalent, which is then
multiplied by the credit hour value assigned to the course to produce
the grade point.
Semester Grade Point Average: Semester Grade Point Average
(SGPA) is computed by dividing the total number of grade points earned
by the total number of credit hours taken in a semester.
Cumulative Grade Point Average: The UNBC Cumulative Grade Point
Average (CGPA) expresses performance as a numerical average for all
UNBC courses for all semesters completed. The CGPA is calculated by
dividing the total number of grade points earned to date by the total
number of credit hours undertaken to date. (Letter grades of P or W are
not assigned a numerical value and are not used in calculating the
grade point average.) See Academic Regulation 11 (Repeating Courses)
for the treatment of repeated courses in GPA calculations. The CGPA
provides the numerical value used to determine good academic standing
or academic probation.
Graduation Requirement: In order to graduate, a student must
have the minimum cumulative grade point average required by the
student's program, and also have satisfied non-course-based
requirements of the program.
Grading System - Graduate Students
UNBC
Grade Point
Letter
Grade
Percentage
Definition/
Standing
4.33
A+
90 -100%
Excellent
4.00
A
85-89.9%
3.67
A-
80-84.9%
3.33
B+
77-79.9%
Good
3.00
B
73-76.9%
2.67
B-
70-72.9%
Passing grade is B- for all courses taken towards a graduate degree.
Courses in which achievement is less than B- are assigned a letter
grade of "F". Individual programs may set higher standards.
The following are not included in academic average:
P
Passing grade
credit awarded
AEG
Aegrotat standing
credit awarded
DEF
Deferred grade
no credit awarded
W
Withdrawn
no credit awarded
WE
Withdrawn under extenuating
circumstances
no credit awarded
AUD
Audit of course
no credit awarded
INP
Course or Thesis work in progress
NGR
No grade reported
Calculation of Grade Point Average
The following is an example of how a student's GPA is calculated at the end of a semester:
1.
PSYC 600-4
B
3.0
4 credit hours x 3.0
=
12.00
2.
PSYC 610-3
A+
4.33
3 credit hours x 4.33
=
12.99
Total
7 credit hours
24.99
Semester GPA
24.99/7 = 3.57
16. International Exchange Grading
In the case of a formal exchange, the grades from an exchange
university are reported using a Pass/Fail grading system and are not
counted towards a student's UNBC CGPA.
17. Academic Distinction
Each year a very small number of students will be graduated with Distinction. Selection criteria take
into account the student’s overall academic record and, as appropriate, the quality of the thesis; and are applied by a Dean’s Committee on Graduate Honours chaired by the Dean of Graduate Programs.
Students do not apply for graduation with distinction.
18. Examinations
When a graduate course has a final examinations, the examination shall normally be worth at least 25% of the
total course marks.
With the exception of laboratory, clinical or practicum-based final examinations, tests worth, aggregate, more than 10% of the final grade must not be administered
during the final week of classes. During the last two weeks of classes, major papers or projects must not be newly assigned.
Students are required to write no more than two final exams in any
one 24-hour period. When a course has a final examination, it must be
given during the scheduled examination period.
Final exams are no longer than three hours in duration. Exceptions must be approved by the Program Chair.
College Deans may make exceptions to this policy in extraordinary cases.
Such exceptions must be made at the beginning of the semester, and have
the approval of the Program Chair.
19. Conduct in Examinations
Students must be prepared to present appropriate identification upon entering the
examination room. Appropriate identification is defined as a UNBC
student card and/or some other form of photo identification acceptable
to the proctor. The following regulations apply to the conduct of
examinations:
Books, papers, or other materials or devices must not be in
the possession of the student during an exam except by the express
permission of the examiner. Specifically, without such permission,
no laptop computers, mobile phone sets, handheld electronic devices or
the like may be in the possession of the student in the examination room
(see Regulation 22 (b)).
No candidate is permitted to enter the examination room more than
30 minutes after the beginning of the examination, or permitted to
leave within 30 minutes after the examination has started.
Candidates must not communicate in any way with other candidates in the examination room.
Candidates must not leave their seats, except when granted permission by the proctor.
Candidates must turn in all materials, including rough work, upon leaving the examination room.
Food and beverages other than water are not permitted in the examination room.
20. Student Access to Final Examinations
The instructor will, on request by a student, informally review the
final examination with the student after the semester grade has been
released.
Final examinations will be retained by the instructor for a period of
one year after the examination period, after which time they may be
shredded or destroyed by other acceptable means.
21. Religious Holidays/Examination Schedule
In some instances, students may find themselves, for religious reasons,
unable to write a final examination on a scheduled day. If the final
examination cannot be rescheduled to avoid the conflict, the student
concerned shall be evaluated by other means, which may include another
examination scheduled at a different time. Students must complete the
appropriate form and notify their instructors of a conflict at least
two weeks prior to the examination period.
22. Final Examinations Missed
Satisfactory explanation, with supporting documentation as appropriate,
for any final examination missed must be made by the student or
designate to the Office of the Registrar within 48 hours from the time
the examination was written.
Within 48 hours of receiving a submission, the Registrar (or designate)
may direct the Program under which the course is offered to arrange the
writing of a special examination in the case of an examination which
was missed.
Normally, for explanations of sickness, a doctor's certification is required.
23. Deferred Examinations and Grades
Students may apply for a deferred examination or a deferred status to
complete required term work if medical or compassionate reasons prevent
attendance at an examination or completion of assignments. Written
application for a deferment, along with supporting documentation and
written approval from the Instructor and Program Chair, should be
received by the Office of the Registrar without exception before the
date of the final examination; after that date, Academic Regulation 22
(Final Examinations Missed) applies. Forms for deferred status are
available to Faculty from the Office of the Registrar. If a student is granted a
deferral, the exam must be written or the assignment(s) completed and
graded before the last day of classes in the following semester, unless
prior arrangements have been made with the Instructor and notification
has been submitted to the Office of the Registrar. If a student is
granted a deferral but does not complete the required work, or does not
appear for the examination, a grade of F will be assigned. If a
student's request for deferred status is refused, the instructor will
submit a final grade.
24. Academic Offenses
Any conduct that violates the standards of the
University as set out in the Graduate University Calendar, particularly
those related to academic honesty, is a serious offense. The formal processes
set out in these Regulations are to be followed. The Senate
Committee on Academic Appeals provides for impartial review of decisions
made at lower levels as defined in these Regulations. Minimum
sanctions for an academic offense include reprimands and
reduction of grades; the maximum sanction is dismissal from the student’s
academic program or suspension from the University (see Academic Regulation
26 (Academic Sanctions)). Such offenses include, but are not limited to the
following:
Plagiarism: Plagiarism occurs when a student submits or
presents work of another person in such a manner as to lead the reader to
believe that it is the student's original work; self-plagiarism is the
submission of work previously submitted for academic credit without prior written
and signed approval of the current course instructor.
Cheating: Cheating takes numerous forms and includes, but
is not limited to, the following: copying from another student's work or
allowing another student to copy from one's own work; obtaining a copy of an
examination before it is officially available; misrepresenting or falsifying
references, citations, or sources of information; knowingly recording or
reporting false or invented empirical or statistical data; and
possession of notes, books, diagrams or other aids during examinations that are
not authorized by the examiner (See Regulation 39(a)).
Submitting False Records: Knowingly submitting
false medical or criminal records, transcripts, or other such certificates or
information.
Withholding Records: Non-disclosure of previous attendance at a
post-secondary institution, and of the transcript of record pertaining
thereto, or of other documentation required by the University.
Misrepresenting One's Own Identity: Impersonation or the imitation of a student in
class, in a test or examination or class assignment. Both the impersonator and
the individual impersonated may be charged.
Falsification of Results: The falsification of laboratory and research results.
Submission of False Information: The submission of false or
misrepresented information on any form used by the University or an
agent thereof.
Aiding or Abetting any of the above academic offences.
25. Procedure on Suspicion of an Academic Offence
An instructor, invigilator, or administrator
who suspects plagiarism, cheating, or any other academic offence, and
has evidence to support the accusation, will review the contents of the
student's file in the Office of the Registrar to determine whether the record
indicates a prior academic offense, and will obtain a copy of the UNBC Report Form
for Academic Misconduct. The
instructor or administrator then will contact the student to inform the
student fully of the offence and to present the evidence for it. The
student may request that a third party (for example another faculty member, a
teaching assistant, a staff member, or the ombudsperson) be present at
this or any subsequent meetings.
If the issue is resolved at this level,
the faculty member or administrator will fill in Part A of the UNBC
Report Form for Academic Misconduct and forward it to the Office of the
Registrar to be placed in the student's file. Discussions with the Chair or Dean may be
held at the request of either the faculty member or the student, and the Dean
may also be brought in at any stage if requested by either party.
If the matter is not resolved between the
student and faculty member or administrator, it will be discussed by the
student, faculty member, and the Chair of the program involved or, in the
case of professional programs that have their own internal appeals committees, reviewed
by those committees. After these discussions or reviews, the Chair
and Dean will complete Parts B and C respectively of the
Report Form for Academic Misconduct. Whether or not a penalty is
imposed, a copy of the Report Form will be placed in the student's file in
the Office of the Registrar, and copied to the student.
26. Academic Sanctions
“Every student accepted for registration at the
University of Northern British Columbia shall be deemed to have agreed to be
bound by the regulations and policies of the University and of the Program in
which that student is enrolled” (Academic Calendar notices, p.1). A student not adhering to the University’s
Regulations and Policies shall be subject to academic sanctions.
A range of penalties is described below:
Reprimand: This is a written warning to a student from the
Instructor, Program Chair or the Dean of Graduate Studies that the student's
behaviour is considered unacceptable to the University and that a record of
the unacceptable behaviour has been placed in the student’s file in the Office
of the Registrar.
Reduction of Grade: A reduction of grade, including assigning a failing
grade, may be applied to an examination, test, assignment or
course to which an offense is relevant and will be decided upon by the
instructor, in consultation as may be appropriate with the Chair or Dean of
Graduate Programs.
Suspension: The Dean of Graduate Programs may recommend
suspension, either for a specified period or indefinitely, to the
President. On the recommendation of the Dean, the President may suspend a
student from the University, either for a specified period or indefinitely.
Prior to the President's decision becoming final, the student will be informed
in writing of the recommendation. The student will be given 15 working days
following such notification to lodge an appeal before the President's final
decision becomes effective. Any such appeal must be made in writing to the
Registrar and will be reviewed by the Senate Committee on Academic Appeals. Once the matter of suspension is final and
upheld, a permanent notation will be placed on the student’s transcript.
27. Academic Appeals - Definition
Academic appeals deal with the evaluation of a student's academic work:
course grades, grades assigned on research papers and other course
work, the outcome of written and oral thesis examinations, the results
of an assessment to determine if a student's academic performance
warrants continued enrolment in his/her Graduate Program, the outcome of a
language examination, and any other academic assessment or evaluation
that may be carried out within a Graduate Program.
28. General Procedure on Academic Appeals
It is expected that, where appropriate and possible, a student will
attempt to resolve a problem informally with the instructor or the
appropriate person before initiating a formal appeal process.
Appeals must be submitted in writing, within 15 working days of the action or decision being appealed.
The person to whom the appeal is addressed will normally be a
course instructor (for appeals of grades) or a supervisor (in the case
of other appeals as listed in Academic Regulation 22 above). This
person must acknowledge receipt of the appeal in writing within 10 days.
29. Appeals Process
All students have the natural and reasonable
right to appeal grades given during the term, the final grade of a course,
and other academic policies and decisions of the University. The Senate
Committee on Academic Appeals is the final adjudicator in such matters.
All formal appeals must be made through the Registrar, in writing and with
necessary documentation, within 15 working days of the receipt of the decision
in question. The student’s written appeal must state clearly the decision
being appealed, the reason(s) why the decision is considered to be unfair, what
decision would be considered fair, and why it would be fair. It is incumbent upon the student to
advise the University, via the Office of the Registrar, of their current contact
information. All written appeals to the Senate Committee on Academic
Appeals should indicate whether an in-person hearing is being requested.
Otherwise, cases are adjudicated on the basis of the written submissions.
30. Senate Committee on Academic Appeals: Procedures
The
Senate Committee on Academic Appeals follows the principles of natural
justice. That is, its procedures are
fair and open, appropriate to the matter under consideration, and provide the
opportunity for those affected to put forward their views fully for
consideration by the Committee. Following
these principles, the Committee develops its own procedures and
practices to conduct appeals and is not constrained by strict rules of
procedure and evidence.
A
quorum consists of a majority of voting members, including at least one student
member and two faculty members. No faculty or student committee member with
previous direct involvement in the case may hear the appeal. The
appellant has the right to challenge the neutrality of any member of the
Committee scheduled to hear his/her appeal. The Chair, with the advice of the
Committee, will rule on the validity of the challenge.
If
the appellant requests an in-person hearing, the interested parties (e.g.,
the course Instructor(s), Chair and/or Dean) will be notified and may
also appear at the appeal, when available. Appeals shall be based on the
appellant's written submission (all relevant evidence and documentation related
to the matter which is under appeal, and all relevant information contained in
the student record). New evidence cannot be presented at the hearing.
If
the appellant asks to be present at the hearing yet fails to appear before the
Committee on the appointed day and time, the Committee may, without further
notice, proceed to hear the appeal based on the written submission. If there
are compassionate or medical grounds for nonappearance, the Chair or the
Secretary to the Committee must be notified immediately. The Chair will
determine the acceptability of these grounds and whether the appeal hearing
should be postponed.
All forms of
adjudication are held in the strictest confidence and normally are attended
only by members of the Committee and the parties to the particular
appeal. Upon written notification to the
Senate Committee on Academic Appeals, appellants may be accompanied by an
additional party for the purpose of personal support.
Neither
the appellant nor the University shall have the right to representation by
legal counsel during appeal hearings except by permission of the Committee
Chair. The Chair, at the Chair’s sole discretion, may allow legal
representation where he or she judges the circumstances of the case to be
exceptional.
The Secretary of Senate, in consultation with the Committee Chair as
appropriate, reviews each request to hear an appeal before any hearing
or adjudication. This review is intended to ensure that the nature of the
appeal is consistent with the mandate of the Committee and to ensure
that the appeal is both valid and could not be resolved by other means.
In some instances the review may lead to a reversal of the decision before
review, while in other instances it may indicate there are insufficient grounds
for an appeal or that further documentation is required. In all cases, however,
any decision to hear or not to hear an appeal rests with the Committee.
The Senate Committee on Academic Appeals reviews
decisions made at lower levels when requested to do so by the appellant. Normally it rules in two areas. It considers whether appropriate and fair
adjudication was exercised in respect of a case and, where it concludes that
there was unfairness, it may direct a readjudication using a procedure that it
prescribes as being appropriate and fair.
It considers whether the penalty assessed was consistent with University
Regulations and practice and was not pernicious and, where it concludes that
there was a lack of consistency or an unreasonable response, it may state its
concerns clearly and direct a reconsideration.
The Committee may act, whether a reconsideration has been directed or
not, to overturn or to support a decision.
Whatever the matter under consideration, the Committee and all parties
to the appeal are provided by the Registrar with the same information,
sufficient to permit a meaningful hearing.
The Committee maintains a record of its deliberations and provides the
reason(s) for its decisions.
31. Appeal of Term Grades While Course is in Progress
Students who have reason to believe their term grade, while a course is
in progress, is inaccurate should meet with their course instructor
immediately. If both the instructor and the student agree on the basis
of an informal review, the matter is thereby concluded and a change of
grade is submitted if necessary.
Students who wish to appeal grades other than
final grades, formally, should initiate the following process:
The student obtains
an Academic Appeals Form from the Office of the Registrar and submits
it to the Program Chair.
The Chair meets the instructor(s) on the matter,
obtains the instructor’s(s’) comments and adds the Chair’s comments.
If no resolution favourable to the student
is reached within seven working days, the Chair, without delay, submits
the form to the Dean.
If no resolution acceptable to the student is
reached within seven working days, the Dean, without delay, submits the
form to the Registrar for advancement to the Senate Committee on Academic
Appeals.
At any stage in the process, the student may
choose to withdraw the appeal by notifying the Registrar.
An appeal may result in a higher, equal or lower grade. The final
recourse for all appeals is the Senate Committee on Academic Appeals.
32. Appeal of Final Grade
Students who have reason to believe their final
grade in a course, once released by the Office of the Registrar, is
inaccurate should meet with their course instructor immediately, if possible (see
Academic Regulation 18). If instructor and student agree, on the basis of
an informal review, the Office of the Registrar is advised of a grade change
and the matter is thereby concluded.
Students who wish to appeal their final grade, formally, should initiate
the following process:
The student obtains
an Academic Appeals Form from the Office of the Registrar and submits it to the Program Chair.
The Chair meets the instructor(s) on the matter,
obtains the instructor’s(s’) comments and adds the Chair’s comments.
If no resolution favourable to the student
is reached within seven working days, the Chair, without delay, submits
the form to the Dean.
If no resolution acceptable to the student is
reached within seven working days, the Dean, without delay, submits the
form to the Registrar for advancement to the Senate Committee on Academic
Appeals.
At any stage in the process, the student may
choose to withdraw the appeal by notifying the Registrar.
An appeal may result in a higher, equal or lower
grade. The final recourse for all appeals is the Senate Committee on Academic Appeals.
Evaluation of a student's academic
performance for continued enrolment or qualification to graduate will
not be done prior to the completion of a grade appeal process, if the grade in
question is pertinent to the said
evaluation.
33. Appeals Concerning Academic Program Matters
In the case of appeals concerning matters other than those listed above, the following procedures shall be followed:
The student must meet with the supervisor, or
the supervisory committee, or the Chair of the Program as appropriate (or,
if the instructor is the supervisor, the Chair; or, if the Chair is the
supervisor, the College Dean; or, if the College Dean is the supervisor, the Provost)
in an attempt to resolve the matter. Within 5 days of the meeting, the Chair of
the Program (or College Dean) must send a written report of the meeting
to the Dean of Graduate Programs, with a copy to the student. The report shall
notify the Dean of Graduate Programs of the particulars of the case, and
of the result of the meeting.
If, after the process set out in 26.a) is
completed, the student is unsatisfied with the result and wishes to continue
the appeal, a written notice of the student's intention must be sent to the
Dean of Graduate Programs within 15 days of receiving the letter from the Chair
or other appropriate official. The Dean will acknowledge receipt of the
notice within 5 days of receiving it.
The Dean of Graduate Programs will conduct an investigation of the
matter. In the course of this investigation, the Dean may ask for
written reports from each member of the Committee. Committee members
may submit reports even if not asked to do so. Copies of all reports
will be made available to the student. After reviewing these reports,
the Dean of Graduate Programs will come to one of the following
decisions:
If the Dean is convinced that the process was appropriate, and that
the reports clearly indicate academic deficiencies on the part of the
student for which the original decision which led to the appeal was
appropriate and reasonable, the Dean may decide to uphold the decision.
If the Dean is convinced that the examination or other assessment
process was flawed or improper, the Dean may order a re-examination or
other re-evaluation as appropriate. The new examination or evaluation
will be conducted either by the same examining committee as the
original one, or by a new one, as deemed appropriate by the Dean.
If the Dean is convinced that the examination or other process was
correct, but that factors other than academic merit may have influenced
the decision, the Dean may order a re-examination or a re-evaluation,
as he/she deems appropriate. The new examination or evaluation will be
conducted either by the same examining committee as the original one,
or by a new one, as deemed appropriate by the Dean.
If the Dean is convinced that a new examination or evaluation is
unlikely to resolve the issue, or if the result of the new examination
or evaluation is appealed, he/she may, with the consent of the Program,
appoint external assessors to evaluate the student's performance.
In all cases concerning appeals, a further
appeal may be made to the Senate Committee on Academic Appeals, which shall
deal with it according to its rules of procedure (See Academic Regulation 30).
34. Appeals Concerning Academic Relationships
Appeals may arise out of other difficulties involving the academic
relationship between students and faculty members. It is sometimes
necessary, for instance, for a student to change supervisors, or a
student may have other difficulties with a supervisor, or a student may
have difficulties of a personal nature with a faculty member. Because
the personal and professional relationship between student and faculty
member can become entangled, and because problems of this sort can be
perceived as potentially career-threatening by a student, there is a
need for a process by which a student can seek mediation and resolution
in such cases. Because each is different, and because a formal
committee procedure as outlined under Academic Regulation 23 may not be
appropriate in such cases, the following procedure shall be followed:
A student experiencing such difficulties should attempt to resolve
them informally at the level of the individual instructor or the
Program Chair.
If this cannot be done, or if the nature of the problem is such
that the student does not wish to attempt it, the student should seek
the advice of the Dean of Graduate Programs, who shall follow one of the
following procedures:
If the Dean of Graduate Programs thinks it advisable, the Dean shall seek to bring about a solution through informal means.
If in the opinion of the Dean of Graduate Programs the complaint is invalid, the Dean of Graduate Programs shall advise the student of this opinion, and take no further action.
If in the opinion of the Dean of Graduate Programs the complaint is valid but an informal solution is unlikely, or if the Dean of Graduate Programs has attempted an
informal solution and has failed, he/she shall advise the student of
this fact.
In the case of 31.b) ii) and 31.b) iii), the student may choose not
to proceed further, or the student may choose to proceed with the
matter. In the latter case, the student shall make a written complaint,
through the Registrar, to the Senate Committee on Academic Appeals, which shall consider it according to its rules of procedure.
35. University Closure/Weather
On rare occasions, the President (or designate) may elect to close the
University due to inclement weather or other human or natural
circumstances. In such circumstances, classes and examinations will be
formally cancelled and will be rescheduled. Assignments due on the date
of the closure must be submitted on the next day that the University is
open.
