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

• Security and privacy

• Grading and academic records

• Academic standing/Continuance policy

• Graduation

• Student conduct

• English language policies

• Residency requirement

• Subsequent degree

• Accident and medical insurance
 

Security and privacy

Freedom of information and protection of privacy

UFV gathers and maintains information used for the purposes of admission, registration, and other fundamental activities related to being a member of the UFV community and attending a public post-secondary institution in the Province of British Columbia. In signing an application for admission, all applicants are advised that the information they provide and any other information placed into the student record will be protected and used in compliance with the Freedom of Information and Protection of Privacy Act, SBC 1992. Requests for information under the act should be sent to the Manager of Employee Relations.

Students and parents of students should be aware that information about a student cannot be released to a third party, including a parent, without a written, signed release from the student or a court order.

Confidentiality of student records

UFV will give information to government agencies for statistical uses, and will honour requests according to provisions of the BC Freedom of Information and Protection of Privacy Act. The BC Provincial Education number (PEN) is required for research into student participation. Student personal information given on the application form is used to verify or assign a PEN. Any personal information used for research purposes will be in non-identifiable form.

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

Security of your student records

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

Grading and academic records

UFV’s grading system reflects a commitment to high academic standards while encouraging students to explore the curriculum. The following system is used for all courses taken after September 1, 1990:

Grade Points Interpretation

* These indicate a non-graded status. They are not included in calculation of the GPA nor are they removed from a transcript if the course is repeated.

A P grade does not, unless stated otherwise, permit the student to pursue another course for which the graded course was a prerequisite.

**Some courses may be offered on a credit or no credit basis. In such cases, students achieving a level equivalent to C- or better will be assigned a CR (credit) grade. Students achieving below the C- level will be assigned an NCR grade. Courses with CR grades may be used as a course prerequisite, provided the course prerequisite does not require a grade above a C-. Credit/No Credit courses will not be included in the GPA. There is no equivalent letter grade.

Grade point average

UFV calculates a grade point average (GPA) based on grades for all courses taken by a student. The semester and overall (cumulative) GPA show on the official transcript. The semester or term GPA (TGPA) is the grade point average for all UFV coursework completed in one semester.

The cumulative GPA (CGPA) is the grade point average for all coursework completed at UFV in which a letter grade was assigned. For repeated courses, only the course with the higher grade is used in this calculation. Course withdrawals and audit grades are not included in the calculations. A student who has only audit grades, has, by definition, a GPA of 0.

To calculate your GPA:

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

2. Add up the course grade points.

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

Incomplete grades

An I (incomplete) grade may be assigned by an instructor when a student has not completed all the requirements of a course but does not, in the opinion of the instructor, warrant an NC or other grade. Students given an I grade may earn a passing grade by fulfilling an agreement with their instructors to complete certain assignments within a specified time, normally not more than six weeks after the end of a course.

Transcripts

Students may obtain official transcripts of their permanent records from the Admissions and Records office at a cost of $5 each.

Academic standing/Continuance policy

Continuance

UFV encourages students to take responsibility for success in their studies. To that end, UFV will encourage students who do not meet minimum requirements to stop and reassess their goals.

Students must have a semester GPA of at least 2.0 to remain enrolled in good academic standing at UFV. In addition, they must meet the continuance requirements set by their program in order to remain enrolled in the program. See policy 340.21 on the UFV website.

Procedures for continuance at UFV

1. A student whose GPA in one semester is below 2.0 will have two enrolled semesters in which to achieve a semester GPA of 2.0.

2. If the student does not achieve a semester GPA of 2.0 within two semester attempts the student will be withdrawn from UFV.

3. A student who is withdrawn may be considered immediately for readmission to a developmental program or after an absence of two semesters may reapply to any other program.

4. A student admitted under procedure 3 will be placed on academic probation and must achieve a semester GPA of 2.0 within two semester attempts or will be withdrawn from UFV.

5. A student withdrawn under procedure 4 may not be considered for readmission to any UFV program until a time period of two semesters has elapsed.

Procedures for continuance in a program

Students who do not meet program continuance requirements are subject to the academic warning policy under policy 340.03. Program continuance requirements are included in the relevant program information section in this calendar.

Academic warning

Students may be required to withdraw from a course or program because of poor academic performance. Before this action is taken, students are given a warning and an opportunity to improve their work. See also Continuance in Program.

Academic appeal

Students may appeal academic decisions or the application of UFV policies based on special circumstances. Appeals must be initiated by notifying the Student Affairs Officer as soon as is reasonably possible after an incident has taken place . For more information about this procedure, obtain an Appeal Guide from Student Services or visit the student affairs website at www.ufv.ca/studentaffairs.

Amendment of permanent record

A course and accompanying grade may not be deleted from the permanent record. However, only the higher grade of a repeated course is calculated into the GPA.

An instructor may change the grade of a student with the consent of the appropriate dean.

Deans' List

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

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

Graduation

It is the student’s responsibility to ensure that all program requirements are met. This should be done by regular program review and/or consultation with the appropriate department.

UFV recognizes a student’s graduation by awarding a degree, diploma, or certificate. Students must apply for graduation by completing a request to graduate form at the Admissions and Records office. This may be done once a student is registered in the final semester of the program. Students must apply to graduate no later than April 1, with program requirements completed by April 30, to be eligible for graduation the following June. There is a $25 graduation fee.

Students who intend to use credit from other institutions to meet graduation requirements for a UFV credential, need to apply for transfer credit at least three to four months before applying to graduate.

Graduation requirements

Graduation requirements for a program may change over time. Your graduation requirements for a program, major, or minor will be determined by the academic year in which you are formally admitted to the program or formally declare the major or minor. You will not be permitted to graduate using requirements that were in place prior to formal admittance.

Convocation

UFV’s convocation ceremonies are held in the second week of June. The date, time, location, and format of each ceremony will be announced by the Convocation committee by the preceding November. Students must apply to graduate by April 1, and normally must complete all requirements by April 30.

Student conduct (under review)

UFV requires student behaviour to conform to that normally expected of university students in an educational setting. Students are expected to respect all persons on campus, maintain integrity in scholastic work, meet contractual obligations, conduct themselves in a mature manner, and obey the law. Failure by students to maintain a satisfactory standard of conduct may result in disciplinary action. For more information see UFV policy 310.12, Student Conduct.

Plagiarism

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

• Plagiarism occurs when a student presents work or data as original when part, or whole, was written or composed by someone other than the student.
• Plagiarism occurs when paragraphs, phrases, sentences, or ideas within the work are taken from another source without referencing or citing the author.

When an instructor has evidence of plagiarism or cheating by a student, the instructor is entitled to assign a score of zero with the first incident, and to issue a written notice that any further incident will result in the student being required to withdraw from the course. With any further incidents of plagiarism or cheating, the student may be required to withdraw formally from the course. For more information see UFV policy 310.12, Student Conduct.

Harassment prevention

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

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

For more information see UFV policy 110.25, Harassment Prevention.

Smoking

Smoking is banned from inside the premises of UFV.

English language policies

English language policies are currently under revision. To view the most up to date policy, check the policy manual at www.ufv.ca/senate/policy_manual under Admissions and Standards.

English language entrance proficiency (policy under review)

English is the language of instruction at UFV. UFV recognizes that applicants must have a level of English sufficient to participate and be successful in the learning process. Applicants to all university-level programs must be able to demonstrate language proficiency prior to admission. Meeting English language entrance proficiency meets language requirements for post-secondary courses, except for English and communications courses which have specific requirements.

For details, see UFV policy 340.29, English Language Entrance Proficiency. This policy is under English Language Entrance Proficiency.

English language continuance proficiency (policy under review)

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

Students in post-secondary programs (other than certificate programs) are expected to have met English language continuance proficiency once they have completed 31 or more UFV credits.

For details on the existing policy, see UFV policy 340.30, English Language Continuance Proficiency. This policy is under review.

English language proficiency and a student's record

To help students recognize their compliance with the UFV English Language policies, UFV will determine and record an "English Language Policy value" in "test scores" on the student's academic record. The ELP value should be interpreted as follows:

• 100: Student has met English language entrance and continuance proficiency requirements.
• 080: Student has met English language entrance proficiency requirements.
• 070: Student has met University Foundations Level 2 entrance requirements.
• 060: Student has met University Foundations Level 1 entrance requirements.
• Missing ELP values, or values less than 060, may mean that insufficient data has been received from the student.

Residency requirement

In order to earn a UFV certificate, diploma, or degree, a student must complete at least 25% of the required credits for the credential at UFV. Some programs require that up to 50% of the required credits be completed at UFV. Programs may also specify that a minimum number of upper-level credits be completed at UFV. Please refer to the program information in this calendar for further information. Transfer credits and credits earned through prior learning assessment, including course challenge, do not meet this requirement.

Subsequent degree

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

Accident and medical insurance

UFV holds an accident insurance policy covering all registered students except those enrolled in non-credit or apprenticeship programs. Students are responsible for arranging their own medical insurance.