Graduate General Regulations and Policies


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:
  1. 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;
  2. to establish procedures for investigating a complaint that a student has breached this policy;
  3. to provide penalties for those students who have breached this policy; and,
  4. 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
  1. “Campus life” is any activity that occurs as part of life on campus. This includes but is not limited to:
  1. being present on campus, whether as a student or the guest of a UNBC student,
  2. living in Residence,
  3. working on campus,
  4. attending classes, university-sponsored events, student society-sponsored events,
  5. conducting university-sponsored research or lab activity, and
  6. 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
  1. 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.
  2. 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.
  3. 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.
  4. Student members of the University are expected to:
  1. comply with the generally applicable laws of Canada and British Columbia;
  2. honour contractual obligations arising in connection with a student’s membership in the University community;
  3. comply with the applicable academic regulations of the University, and;
  4. 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:
  1. 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;
  2. participating in disruptive action including but not limited to:
    1. disrupting instructional activities including lectures, seminars, labs, examinations and tests;
    2. physically or verbally abusing another person;
    3. repetitive or intrusive use of indecent, profane or vulgar language in a public place that disturbs others;
    4. obstructing the rights and privileges of other members of the University community;
    5. disrupting campus life by electronic means, whether directly or indirectly;
    6. obscenity
  3. harming another person at or in connection with that person’s participation in campus life;
  4. misappropriating, converting, destroying, permanently defacing, or otherwise damaging University property, resources, or the property and resources of other members of the University community;
  5. possessing the property of other members of the University Community without proper authorization;
  6. forging, falsifying, misusing, or altering any University data or record whether in physical or electronic form;
  7. obtaining or using, whether directly or indirectly, University equipment, material, or services by fraudulent or other unlawful means;
  8. possession or use of intoxicants on campus, except within approved areas under the University’s Liquor Policy;
  9. possession for use or sale of illegal drugs;
  10. possession or use of firearms, fireworks, or other inherently dangerous objects on campus;
  11. 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;
  12. breaching any law of general application of Canada or British Columbia in connection with campus life;
  13. aiding, abetting, or acting as an accomplice at or in connection with any prohibited conduct; and;
  14. 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:
    1. the reasons for the Complainant’s delay in filing the complaint;
    2. whether there will be prejudice to the Respondent or another person as a result of the delay, and;
    3. 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: 
    1. that the allegations, if true, do not constitute misconduct under this policy and decline to act on the Report or the Complaint;
    2. not to investigate the Report or the Complaint because the allegations are trivial or frivolous;
    3. 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;
    4. 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: 
    1. a written reprimand, which will form part of the student’s permanent record;
    2. a performance contract;
    3. suspension for a specified period;
    4. suspension for an indefinite period, with or without the ability to apply for readmission to the University after a fixed period;
    5. eviction from UNBC Residences
    6. prohibition from entering UNBC Residences
    7. payment in part or for all of the costs for replacing or repairing damage to the University’s property;
    8. 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 University Act 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: 
    1. The Decision Maker incorrectly applied a University policy and, as a result, the decision was unfair;
    2. 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;
    3. 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. 
    1. 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.
    2. 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.
    3. 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:
    1. 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;
    2. The SCSDA may uphold the disciplinary decision;
    3. 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.

    V. General Academic Regulations

    Note: Graduate students are directed, as well, to the Graduate Programs Admissions and Regulations section of this Calendar.


    1. Purpose of Academic Regulations

    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.
    Unofficial transcripts are available to students directly through student online services at https://www.unbc.ca, Web for Students.


    7. Evaluation of Transcripts

    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 Vice President Research and Graduate Programs or designate.


    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.


    12. Repeating Courses

    Graduate students may not repeat graduate courses except under exceptional circumstances and only with the approval of the Vice President Research and Graduate Programs or designate 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

    1. 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.
    2. 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
    4.33A+90 -100%Excellent
    4.00A85-89.9%
    3.67A-80-84.9%
    3.33B+77-79.9%Good
    3.00B73-76.9%
    2.67B-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:


    PPassing gradecredit awarded
    AEGAegrotat standingcredit awarded
    DEFDeferred gradeno credit awarded
    WWithdrawnno credit awarded
    WEWithdrawn under extenuating
    circumstances
    no credit awarded
    AUDAudit of courseno credit awarded
    INPCourse or Thesis work in progress 
    NGRNo 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 600-4B3.04 credit hours x 3.0=12.00
    2.PSYC 610-3A+4.333 credit hours x 4.33=12.99
       Total7 credit hours 24.99
       Semester GPA24.99/7 = 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 Vice President Research and Graduate Programs or designate.
    Students do not apply for graduation with distinction.


    18. Examinations


    1. When a graduate course has a final examinations, the examination shall normally be worth at least 25% of the total course marks.
    2. 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.
    3. 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.
    4. Final exams are no longer than three hours in duration. Exceptions must be approved by the Program Chair.
    5. 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:
    1. 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)).
    2. 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.
    3. Candidates must not communicate in any way with other candidates in the examination room.
    4. Candidates must not leave their seats, except when granted permission by the proctor.
    5. Candidates must turn in all materials, including rough work, upon leaving the examination room.
    6. 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:
    1. 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. 
    2. 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)).
    3. Submitting False Records: Knowingly submitting false medical or criminal records, transcripts, or other such certificates or information.
    4. 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.
    5. 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.
    6. Falsification of Results: The falsification of laboratory and research results.
    7. Submission of False Information: The submission of false or misrepresented information on any form used by the University or an agent thereof.
    8. Aiding or Abetting any of the above academic offences.

    25. Procedure on Suspicion of an Academic Offence

    1. 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.
    2. 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.
    3. 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:
    1. 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.
    2. 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.
    3. 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


    1. 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.
    2. Appeals must be submitted in writing, within 15 working days of the action or decision being appealed.
    3. 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:
    1. The student obtains an Academic Appeals Form from the Office of the Registrar and submits it to the Program Chair.
    2. The Chair meets the instructor(s) on the matter, obtains the instructor’s(s’) comments and adds the Chair’s comments.
    3. If no resolution favourable to the student is reached within seven working days, the Chair, without delay, submits the form to the Dean.
    4. 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.
    5. 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:
    1. The student obtains an Academic Appeals Form from the Office of the Registrar and submits it to the Program Chair.
    2. The Chair meets the instructor(s) on the matter, obtains the instructor’s(s’) comments and adds the Chair’s comments.
    3. If no resolution favourable to the student is reached within seven working days, the Chair, without delay, submits the form to the Dean.
    4. 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.
    5. 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:
    1. 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 Office of Graduate Programs, with a copy to the student. The report shall notify the Office of Graduate Programs of the particulars of the case, and of the result of the meeting.
    2. 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 Vice President Research and Graduate Programs or designate within 15 days of receiving the letter from the Chair or other appropriate official. The Vice President or designate will acknowledge receipt of the notice within 5 days of receiving it.
    3. The Vice President Research and Graduate Programs or designate will conduct an investigation of the matter. In the course of this investigation, written reports from each member of the Committee may be requested. 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 Vice President Research and Graduate Programs or designate will come to one of the following decisions:
      1. If the Vice President 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 Vice President may decide to uphold the decision.
      2. If the Vice President is convinced that the examination or other assessment process was flawed or improper, the Vice President 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 Vice President.
      3. If the Vice President is convinced that the examination or other process was correct, but that factors other than academic merit may have influenced the decision, the Vice President 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 Vice President.
      4. If the Vice President 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.
      5. 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:

    1. A student experiencing such difficulties should attempt to resolve them informally at the level of the individual instructor or the Program Chair.
    2. 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 Vice President Research and Graduate Programs or designate, who shall follow one of the following procedures:
      1. If the Vice President Research and Graduate Programs thinks it advisable, the Vice President shall seek to bring about a solution through informal means.
      2. If in the opinion of the Vice President Research and Graduate Programs the complaint is invalid, the Vice President Research and Graduate Programs shall advise the student of this opinion, and take no further action.
      3. If in the opinion of the Vice President the complaint is valid but an informal solution is unlikely, or if the Vice President has attempted an informal solution and has failed, he/she shall advise the student of this fact.
      4. 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.