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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 the Office of the Registrar or Student Services. For additional regulations for graduate level programs, see the General regulations for Graduate studies in the Graduate studies section of this calendar.

• Security and privacy

• Grading and academic records

• Academic standing/Continuance policy

• Course Loads, Academic Program policy

• Graduation

• Student conduct

• English language requirement

• Residency requirement

• Subsequent degree
 

Security and privacy

Freedom of information and protection of privacy

UFV collects and maintains personal 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 their student record will be protected and used in compliance with the Freedom of Information and Protection of Privacy Act [RSBC 1996]. Requests for access to information under the Act should be directed to the Freedom of Information and Protection of Privacy Office.

Students should be aware that information about a student cannot be released to a third party, including a parent, without written, signed consent from the student or a valid court order.

Confidentiality of student records

UFV will share information with government agencies for statistical purposes, and will respond to requests for access to records according to provisions of the Freedom of Information and Protection of Privacy Act. The B.C. Provincial Education number (PEN) is required for research into student participation. Students’ personal information provided on the application form is used to verify or assign a PEN. Any personal information collected for research purposes will be disseminated in non-identifiable form.

Student names, addresses, telephone numbers, and ID numbers will be shared with the Student Union Society to assist in the delivery of services and the conduct of elections. Names and addresses of graduates are shared with 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) in order 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.

For additional information about the University’s obligations under the Freedom of Information and Protection of Privacy Act, please contact the University’s Information Privacy Office at ufv.ca/informationprivacy.

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 Office of the Registrar at a cost of $10 each, pending approval by Board of Governors.

Undergraduate Academic standing/Continuance policy

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.

The Undergraduate Continuance policy applies to undergraduate students not admitted directly into a program and/or in programs without existing program continuance policies. A student’s academic standing, based on grade point averages, determines his or her enrolment status and any conditions associated with that status, including the ability to continue as a student of UFV.

For more information see UFV's Undergraduate Continuance policy (92).

Procedures for continuance in programs with continuance requirements

Students who do not meet program continuance requirements are subject to the academic warning policy under policy (79). Program continuance requirements are included in the relevant program information section in this calendar.

Continuance requirements for graduate studies are in the General regulations for Graduate studies section of 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.

Final grade appeal

Students who have cause to appeal may appeal final grades. Students may not appeal individual items of work inclusive of examinations, quizzes, projects, assignments, practicums, or field work assessments except in the context of an appeal of the final grade.

For more information about final grade appeals see UFV's Final Grade Appeals policy (217) or visit the Office for Academic Integrity and Appeals website.

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.

Course Loads, Academic Program policy

A full course load for an undergraduate student is normally five courses per semester. Students are encouraged to enrol in not more than five courses per semester and may not enrol in more than 20 credits of coursework per semester without prior permission. Some university-level programs, such as Engineering Transfer, require an overload. Please refer to the Course Loads, Academic Program policy (63).  

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 Office of the Registrar. 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

Convocation ceremonies are held in the second week of June. The date, time, and location of the ceremonies is available online at ufv.ca/convocation.

Students must apply to graduate by April 1. There is a $25 graduation fee, plus a regalia rental fee. Regalia should be ordered online prior to the ceremony; see ufv.ca/convocation for details or email convocation@ufv.ca.

Student conduct

Student Non-Academic Conduct

UFV requires student behaviour to conform to that normally expected of university students in an educational setting. Students are required to conduct themselves in a mature and responsible manner, consistent with the University mission, policies, and regulations and in compliance with federal, provincial, and municipal laws. Students will be held accountable for their actions whether acting alone or in a group. Failure by students to maintain a satisfactory standard of conduct may result in disciplinary action. For more information see UFV's Student Non-Academic Conduct policy (204).

Student Academic Misconduct

Members of the University community are expected to carry out their scholarly work with honesty, to meet the highest ethical standards, to respect the facts and appropriate standards of evidence, and to acknowledge the contributions and scholarship of others. As members of the University community, students are expected to demonstrate appropriate academic conduct. They are responsible for their actions, whether acting alone or in a group.

The University will vigorously investigate allegations of academic misconduct, while taking all reasonable steps to protect the rights and interests of individuals whose work or performance is questioned. For more information see UFV's Student Academic Misconduct policy (70).

Harassment prevention

Under UFV policy BRP-201.02 and Harassment Prevention policy (18), harassment is defined as behaviour that is inappropriate or unwanted, and which the individual ought reasonably to know or have known would cause offence or harm. It comprises objectionable acts, comments, or displays that demean, belittle, or cause personal humiliation; and acts of intimidation or threats which would be considered by a reasonable person to create an intimidating, hostile, or offensive environment for work, study, and other university-related activities.

Harassment includes behaviour which would be considered discriminatory under the B.C. Human Rights Code, including humiliating, offending, or demeaning a person or group of persons on the basis of race, colour, ancestry, place of origin, political belief, religion, marital status, family status, physical or mental disability, sex, sexual orientation, age, or unrelated criminal conviction.

Sexual harassment is defined as unwanted sexual attention, sexual solicitation, or sexually-oriented remarks. It includes unwanted behaviour such as touching, suggestive or demeaning remarks, jokes or other types of verbal abuse of a sexual or sexist nature directed at an individual or group; and graphic or suggestive comments about an individual’s appearance, sex, or sexual orientation, made by a person who knows or ought reasonably to know that such attention, solicitation, or behaviour is unwanted.

For additional information about UFV’s Harassment Prevention policy, please contact the University’s Human Rights and Conflict Resolution Office on the Abbotsford Campus at 604-864-4660, humanrights@ufv.ca, or ufv.ca/hrcro.

English language requirement

English is the primary language of instruction at UFV. Students in post-secondary degree, diploma, or certificate programs require at least a minimum level of English language proficiency. Applicants meet the English language proficiency requirement for admission to l post-secondary programs if they can demonstrate English language competence through any of the English language proficiency standards.

For further details, see English language proficiency requirement in the Admissions section of the calendar, and UFV's English Language Proficiency Requirement policy (99).

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 50% or more 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% 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.