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Academic Regulations

Academic Probation

Students will be placed on Academic Probation if they do not maintain the minimum GPA standards for the program as follows:

  • Undergraduate programs: minimum 2.00 GPA; or
  • Graduate (MBA) programs: minimum 3.00 GPA.

Once a student is placed on Academic Probation (AP), the minimum GPA must be achieved and the student has two (2) courses to achieve the required GPA. No student on Academic Probation can register for more than a full-time course load. If the student does not achieve the minimum GPA but is close, the student may continue on AP if approved by the Dean, Chair, or academic program head. If progress towards the required GPA is not adequate as determined by the Dean or Program Chair, the student may be dismissed from the program.

A student on AP should contact Student Services so that the situation is clearly understood. Student Services can assist the student to develop a planned approach as the student moves forward in the program.

Attendance

Class attendance and punctuality are essential for academic success. Student attendance and engagement in all scheduled classes and activities are important for ensuring a positive educational experience for all students. University Canada West understands that there are circumstances such as illness, injury, family crises, or other situations that may prevent students from attending classes.

General

A student who is not officially registered in a course may not attend or participate in classes, either on campus or online. Students are expected to attend all classes for courses in which they are registered and to participate and contribute to group work and assignments unless they have a valid reason for being absent. Students are expected to provide notification to the instructor by email in advance of the class start time (where possible) for upcoming absences.

Student “attendance” or absence in an online course is determined by the instructor according to the weekly course activities and requirements outlined in the Course Syllabus. Absences due to health reasons must be reported to the instructor immediately. The appropriate medical documentation must be presented to the instructor, and forwarded to Student Services. Absences due to other acceptable reasons (e.g., death in the family, authorized attendance at a university event, etc.) require immediate notification and documentation where possible. Medical or other documentation for absences will not be accepted after the end of the term unless there are extraordinary circumstances.

A student must have a valid reason for being absent for a major grading event such as an examination or presentation. He/she must notify the instructor in advance where possible and if absent for health reasons, must provide written documentation of illness to the Registrar’s Office from a recognised healthcare professional.

Students who miss 12 hours or more of class time per semester without instructor approval may be withdrawn from the course and awarded a grade of “RW”. The Chair must approve the grade of “RW”.

Note the special requirements for International Students.

A student who is unable, due to his/her religious beliefs, to attend class or to participate in an examination or study requirements on a particular day shall be excused from any such study or examination requirement and shall be provided with an opportunity to make up the activity which was missed. The student must informthe instructor of any intended absences for religious observances within the first week of the term so that accommodation can be made in advance.

Prior notification is especially important in connection with final examinations, since failure to reschedule a final examination before the conclusion of the final examination period may result in loss of credits for the term. A faculty member may refuse admission to a student to a given class period or scheduled examination for reasons of lateness, misconduct, inattention, or failure to meet the responsibilities of the course. Students are not automatically dropped from a class if they do not attend. They must complete and submit a “Request to Drop” or “Request to Withdraw” by the published deadlines in the University Canada West Calendar to avoid a grade of “F”.

Students who neglect their academic work, including assignments, may be refused permission to write the final examination.

Unexpected University closures due to inclement weather, emergency, or disaster may occur from time to time. Students are required to complete coursework missed due to these or other class cancellations.

Students who are absent for health related reasons are responsible for obtaining and submitting appropriate medical documentation to the Registrar’s Office prior to or immediately upon returning to class. If long term absence from class is necessary due to expected or unexpected health or other acceptable reasons, the instructor and Student Services must be notified in advance or as soon as the situation occurs. In such cases, the appropriate medical documentation must be sent to the Registrar’s Office immediately upon notification and prior to the end of the term.

Students are expected to attend all classes in which they are registered and to participate and contribute to group work and assignments. A student may be required to withdraw from a course if registered in another course that conflicts in scheduling. Faculty may refuse a student admission to a lecture or laboratory because of lateness, misconduct, inattention, or failure to meet the responsibilities of the course. Students who neglect their academic work, including assignments, may be refused permission to write the final examination. Students absent because of illness, accident, or family affliction should explain their circumstances to their faculty when returning to classes. Faculty may require any student who disrupts or interferes with a class or with the learning of other students to leave the classroom. International students must be aware that University Canada West is required to submit reports to CIC on students who do not attend according to conditions of a student study permit.

International Students

University Canada West is required to submit reports to Citizenship and Immigration Canada (CIC) on International students who do not attend according to the conditions of their student study permit. International students on campus who are absent for eight (8) hours of class time or more in a term shall be reported to CIC as possibly non-compliant with the terms and conditions of their study permit unless an absence is supported by medical documentation from a recognised health care professional.

Vancouver Students

In order to be respectful of the faculty member’s and other students’ time, all students should plan to arrive 10 minutes prior to the class start. It is disrespectful to others to disrupt classes by arriving late. A faculty member may refuse admission to a student to a given class period or scheduled examination for reasons of lateness, misconduct, inattention, or failure to meet the responsibilities of the course. Students are expected to provide clear and acceptable reasons for any prior absence upon returning to class, and are expected to notify the faculty member by e-mail at least two hours in advance when they know they will not be able to attend a given class.

Students may use personal laptop computers or other technology devices for note-taking, but use of email communication or other distracting activities during class is not permitted. Students may not make audio or video records of class sessions without prior consent of the faculty member, Dean, Chair, or Academic Program Head. A student in violation of this standard may be asked to shut down the device and/or leave the class.

Online Students

Online courses are no different from classroom courses. Student “attendance” in online course, is defined as active participation in the course as described in the course outline. Online courses have weekly mechanisms for student participation such as “Discussion Questions”, submission/completion of assignments, etc. to track student attendance and participation.

Deferred Examinations

If the results of a deferred examination/project affect the student’s standing, an authorization to register may be withheld until final course results are available, depending on the student's academic status.

Directed Studies

Unless otherwise approved by the Dean, Chair, or Academic Program Head, the maximum number of directed studies (DS) courses permitted for an undergraduate program is two (2), and for a graduate (MBA) program is one (1).

Internet Enhancement

All courses are “internet-enhanced”. This means that course outlines, schedules, lectures, slide shows, sample quizzes, supplementary course notes and many readings, and web references are available on MyUCW.

Leave of Absence

Any student at University Canada West who plans to interrupt their studies for more than one term must request a leave of absence in advance of their expected departure. The student must specify, as part of the request, the intended term start date after the leave. University Canada West recognizes that occasionally, a student may wish or be required to interrupt his/her studies for a limited period of time. It is important for students to understand the implications of a leave of absence upon their overall program completion.

Any student who wishes to take a leave of absence from his/her studies for more than one (1) termn should consult with Student Services. A “Leave of Absence Request” form must be approved by the relevant Chair (Undergraduate or Graduate Programs). The student must submit a “Leave of Absence Request” form at least two (2) weeks prior to the expected start date of the leave. The leave request must contain:

  • Expected start date of the leave,
  • Expected term start date of return to University Canada West;
  • Rationale for the leave; and
  • Contact data while on leave.

If a leave of absence is for medical or compassionate grounds, the student must include appropriate documentation with the leave request form. Student Services shall advise the student of the academic implications of a leave of absence, and shall assist the student in developing a leave plan which includes dates of intended return.

The Chair shall only approve a leave if Financial Services verifies a student has cleared all outstanding financial obligations to University Canada West.

A student on approved leave must contact Student Services prior to his/her return term start to determine availability of courses.

Students holding ‘on-leave’ status from the University are not normally provided with academic supervision or with access to the University’s facilities, technology, or services. Any student requesting an exception due to extenuating circumstances must provide a written rationale as part of his/her request.

Access to the University’s facilities, technology, or services during a leave of absence is granted only with prior written permission of the relevant Chair.

The maximum duration for a leave of absence is normally two (2) consecutive terms. If a student is absent from University Canada West for more than two (2) consecutive terms without prior approval from the Chair he/she may be withdrawn from the University.

Student on leave for periods longer than one (1) term may be subject to changes in their degree program requirements or degree completion pathway.

A student is not normally eligible for a leave of absence during the final research project of his/her program. Any student requesting an exception due to extenuating circumstances must provide a written rationale as part of his/her request. Exceptions are granted only with the written permission of the Chair. International students on a leave of absence must ensure they remain in compliance with the terms and conditions of his/her study permit and/or visa. Domestic students on a leave of absence must ensure they remain in compliance with the terms and conditions of his/her student loans.

Students have the right to appeal to the Vice President Academic (VPA) if the Chair denies a leave of absence. The decision of the VPA is final. There is no academic penalty associated with an approved leave of absence.

All documentation for requested leaves, whether approved or not, will be held in the Registrar’s Office as part of the student’s official academic record.

Maximum Course Load

A full time undergraduate student is expected to carry four (4) 3-credit courses in any one term. A maximum course load for undergraduate students is five (5) courses. A full time graduate (MBA) student is expected to carry three (3) 3-credit courses in any one term. A maximum course load for graduate (MBA) students is four (4) courses. Any student who wishes to register for more than the maximum course load must have written approval from the Dean, Program Chair, or Academic Program Head.

Maximum Program Length

The typical length of an undergraduate program is four (4) years full time study. However, undergraduate degree programs must be completed within a maximum of seven (7) years from the student’s date of first course registration in the University.

The typical length of a graduate (MBA) program is 2½ years full time study. However, graduate degree (MBA) programs must be completed within a maximum of five (5) years from the student’s date of first course registration in the University.

If a student leaves University Canada West and is subsequently readmitted to the University, the maximum time for the degree is calculated from the date of the first course registration after readmission.

Minimum Course Load

Not all courses are offered on a regular basis. Therefore, students are advised to carry a full course load each term. Students should note that Canada Student Loans and CIC (international students) require enrolment in at least four (4) courses or 12 credits (excluding duplicate and/or equivalent course work) in each term for undergraduate programs or at least three (3) courses or nine (9) credits for graduate programs to maintain eligibility for student loan status and meet student study permit requirements for full time studies.

Unless otherwise provided in a modified Degree Pathway approved by the Dean, Chair, or academic program head, an undergraduate student is considered by the University to be in full-time studies when enrolled in a minimum of four (4) courses in each term for a minimum of three (3) terms per Academic Year. A graduate student is considered by the University to be in full-time studies when enrolled in a minimum of three (3) courses per term for a minimum of three (3) terms per Academic Year. There is no normal course load for an online student. An online student who wants to study full time can register in four (4) courses per term and complete the 40-course degree in two and a half years of continuous study. An online student with a full-time job would normally take one (1) course per term, although two (2) per term would be allowed, subject to acceptable academic performance.

Readmission Following Withdrawal

Students who have been inactive for two (2) or more terms must apply for readmission through the Registrar’s Office, unless they are on an approved leave of absence. Students who have withdrawn from University Canada West and who wish to be considered for readmission must reapply through the Registrar’s Office and obtain the Admissions Committee’s approval. Students who have been required to withdraw are not eligible for readmission until any time period specified in their withdrawal notice has elapsed. If a student is required to withdraw for academic reasons, he/she is not normally eligible to apply for readmission for at least 1 year.

Students who do not meet the Admissions Committee’s conditions for reinstatement but who meet the criteria to appeal may submit a written letter of appeal to the Admissions Appeals Committee. Any final appeal rests with the Vice President Academic.

Students who have been inactive for a year or more must pay the readmission fee. Applicants must also submit official transcripts of any courses taken elsewhere during their period of University Canada West inactivity.

Students who return after a period of inactivity may be required to complete a revised degree pathway, and additional requirements deemed appropriate by the Admissions Committee to meet current University Canada West requirements.

Required Withdrawal from Program (RW)

The University may cancel the registration of a student who cannot demonstrate that all course prerequisites have been met, who fails to meet course attendance requirements, or fails to meet the minimum GPA requirement of 2.00 for undergraduate courses and 3.00 for graduate (MBA) courses. The student is eligible to apply for readmission a minimum of 1 year after being required to withdraw. A student may also be required to withdraw from a course for academic or conduct reasons. This withdrawal will appear as a RW on the students official transcript.

Terms Off

Any student who wishes to take a term break must notify Student Services in advance with the expected date of departure and expected date of return to class. International students who take a term break should ensure they request a Letter of Confirmation of their enrolment from the Registrar’s Office well in advance of their departure to facilitate their return to Canada after their break. If a student is absent from University Canada West for two (2) or more terms, they may be withdrawn from the University. International Students may only take one term off per Calendar year in order to maintain their study permit eligibility.

Voluntary Withdrawal (VW) from Program

A student may voluntarily withdraw from their program of studies by completing a “Request to Withdraw” form and submitting the completed form to Student Services. The withdrawal form is available at Reception and on MyUCW. The withdrawal will only be effective once the Registrar’s Office has been informed that all financial obligations to the University have been cleared. The official date of the withdrawal is the date the written notification is received by the Registrar’s Office. If an International student is withdrawing to attend another institution, she/he is required to attach a copy of their acceptance letter from that institution. If no proof of acceptance is attached, the student will be deemed to be in violation of their Student Study Permit and will be reported to Citizenship & Immigration Canada (CIC) as required by federal law.

A student who does not take courses in two (2) consecutive terms is deemed to have voluntarily withdrawn from the University and will have to apply for readmission. A student may also be required to withdraw from the University at any time for failure to abide by the University's regulations. If a student is withdrawn from the University, they will receive official notification from the Registrar’s Office and will be advised how they may appeal the decision if they so choose.

Compassionate Withdrawal

A student may be permitted to withdraw past the refund or academic penalty dates for compassionate reasons. Supporting documentation must be provided. Any such requests for compassionate withdrawal without penalty must be made directly to the Registrar.