RULES AND RELATED PROCEDURES
( i) discuss the matter, where appropriate, with an Enrolment Adviser to ascertain whether interruption is the best option available and what consequences it might have.
(ii) advise the Student Administration Officer on their campus of their decision, giving the reason or reasons.
Limits on the amount of leave which may be taken under this Rule have been established for each course and are stated in Appendix 1 to these Rules. Students who exceed these limits will be regarded as having terminated their enrolment, the effect of which is that re- admission must be sought before further enrolment will be accepted.
1.5 Termination of Studies
Students who wish to withdraw from their course permanently, or for a longer period than stated in Appendix 1, should advise Student Administration in writing or by completing a Change of Enrolment Details form. If such stu- dents subsequently wish to resume the same course, they will be required to apply for re-admission.
1.6 Re-admission
Students who have terminated their studies in a course but subsequently wish to resume that course, or who have been excluded from a course for a specific period and are eligible at the conclusion of that period to resume their course, must apply for re-admission to that course using a form avail- able from Admissions. Applicants for re-admission may be required to at- tend an interview.
1. 7 Late Fees
The Academic Registrar may impose a late fee in certain circumstances where students have not complied with instructions regarding enrolment, re-enrolment and other matters by previously notified dates.
Notification of such dates is made in writing, individually to students and on notices displayed throughout the College.
Late submission of enrolment or re-enrolment application Late return of confirmation of enrolment form
Late payment of BCAE Union membership fee Late request for student identity card
$10.00
$10.00
$10.00
$10.00 The Academic Registrar may waive the late fee in cases where students are able to demonstrate that the circumstances which led to the imposition of the late fee arose through illness or other circumstances beyond their control.
2 . TRANSFER OF CREDIT
RULES AND RELATED PROCEDURES
72
but only partially equivalent in content. Students are required to enrol in the unit(s) concerned in a specified semester and ascertain which assessment components are required for completion of the unit(s) from the lecturer in charge. Upon satisfactory completion of all other work required either full exemption from the unit or a grade will be award- ed, subject to the discretion of the Head of School or Division respon- sible for the course.
2. i .3 Substitution
The College may require applicants who have already completed a unit similar to one included in their current course to take a substitute unit.
2.2 APPLICATION FOR CREDIT 2.2. i Application Procedures
An applicant who wishes to seek credit for studies undertaken in another course, whether at this College or another recognised insti- tution, should apply to the Academic Registrar, stating the basis of the request and the amount of credit sought. Application for Credit forms are available from the Student Administration Offices on each campus or from the Academic Registrar.
2.2.2 Eligibility
Students already enrolled in a College course may submit an appli- cation for credit at any time, but they are advised to do so well before the commencement of any semester in which the award of credit may have an effect on their enrolment. Where late credit applications are approved, students may not be able to enrol in further units during a particular semester to replace units in which credit has been awarded.
Applicants for admission to the College who also seek credit should submit a credit application at the earliest possible time. While the Col- lege will consider all such applications promptly, it will not necessari- ly finalise consideration of applications during the admission period.
In determining eligibility for credit the Head of School or Division responsible for the course will consider details of the applicant's pri- or study i.e. content, grades achieved, recency, and may wish to in- terview the applicant, or may require the applicant to undergo an appropriate form of assessment which may be preceded by an individu- alised program of study.
2.2.3 Documentation
Applicants are responsible for providing an official transcript of results and copies of the outline or syllabus of units completed. Before doing so, applicants are encouraged to contact the appropriate Head of School, Division or Department to determine which of their former units are likely to be relevant. Undocumented applications will not be con- sidered.
2.2.4 Notification
Decisions on applications for credit will be conveyed in writing by the Academic Registrar.
2.3 LIMITATIONS ON THE AWARD OF CREDIT 2.3. i Maximum Credit Available
Subject to 2.3.5 below, the total credit given towards a course (that is exemptions plus partial exemptions) will not exceed one half of the total requirements of that course unless there are exceptional circum- stances. In such cases Academic Board approval is required. In cases
RULES AND RELATED PROCEDURES
where applicants have completed more than one half of a course at another institution but wish to complete their course at this College, arrangements may be made by applicants with their former institution to approve a specific course plan at this College which would lead to qualification for the award of the former institution.
2.3.2 Time Limit
Studies undertaken ten or more years preceding the date of applica- tion will not normally be considered for credit purposes, unless evi- dence can be produced on the current relevance of the unit(s) concerned and/or the extent to which applicants have been able to update their content knowledge. In such cases, applicants may be offered a viva voce examination or other form of assessment in order to demonstrate their capabilities in the unit(s) in which credit is sought.
2.3.3 Level of Course
Applicants will normally be eligible for credit only on the basis of studies completed at a level similar to or higher than the College course they intend to undertake.
Where an applicant for credit has completed studies at a lower level than the course in which credit is sought, credit will normally be award- ed in the form of partial exemptions. However, where the courses con- cerned cover substantially the same subject matter in comparable depth, full exemptions may be awarded where performance has met specified criteria.
2.3.4 Studies Undertaken as a Pre-requisite for Entry to a College Course The College will not give transfer credit for studies taken as part of any course or prescribed special program of bridging studies, com- pletion of which is regarded as a pre-requisite for entry to the College course in which the applicant is seeking credit.
2.3.5 Specified Minimum Study Requirements
Without limiting the generality of the foregoing, the College may, in respect of any course, prescribe a minimum number of units which all persons enrolled in that course are required to complete. Appli- cants for credit should refer to the Head of the School or Division responsible for the course.
3. ASSESSMENT
3.1 GRADING
Students' performance in units will be graded on a scale from one to seven as defined below, unless use of a two point (satisfactory/unsatisfactory) grad- ing scale has been approved by the appropriate Board of Studies for a par- ticular unit.
3.1 .1 Principal Grading Scale
7: High Distinction (HD): Exceptional performance, reflected in com- plete and comprehensive understanding of subject matter; genuine mastery of relevant skills; demonstration of an extremely high level of interpretive and analytic ability and intellectual initiative; and achieve- ment of all major and minor objectives of the unit.
6: Distinction (D): Excellent performance reflected in a very high level of understanding of subject matter; development of relevant skills to a very high level; demonstration of a very high level of interpretive and analytic ability and intellectual initiative; and achievement of all major and minor objectives of the unit.
5: Credit (C): Good performance reflected in a high level of understand- ing of subject matter; development of relevant skills to a high level;
demonstration of a high level of interpretive and analytic ability; and achievement of all major objectives of the unit; some minor objectives
RULES AND RELATED PROCEDURES
74
4: Pass (P): Satisfactory performance reflected in adequate under- standing of most of basic subject matter; adequate development of relevant skills; adequate interpretive and analytic ability; and achieve- ment of all major objectives of the unit; failure to achieve some minor objectives.
3: Pass Conceded (PC): Marginal performance reflected in inadequate understanding of basic subject matter; partial development of rele- vant skills; some evidence of interpretive and analytic ability; achieve- ment of most major objectives of the unit; failure to achieve some minor objectives.
2: Failure (F): Unsatisfactory performance reflected in inadequate un- derstanding of basic subject matter; inadequate development of rele- vant skills; insufficient evidence of interpretive and analytic ability; and failure to achieve a number of major and minor objectives of the unit.
1: Gross Failure (GF): Very unsatisfactory performance reflected in failure to master basic subject matter, failure to develop relevant skills;
little or no evidence of interpretive and analytic ability; and failure to achieve major and minor objectives of the unit.
3.1.2 Alternative Grading Scale
S: Satisfactory: Satisfactory performance reflected in adequate un- derstanding of most of basic subject matter; adequate development of relevant skills; adequate interpretive and analytic ability; and achievement of major objectives of the unit.
U: Unsatisfactory: Unsatisfactory performance reflected in inadequate understanding of basic subject matter; inadequate development of rele- vant skills; insufficient evidence of interpretive and analytic ability; and failure to achieve one or more major objectives of the unit.
3.1.3 Administrative Codes
A Assessment temporarily incomplete.
E Full exemption awarded on the basis of satisfactory comple- tion of a unit or units in another tertiary course (either at BCAE or another tertiary institution).
K Failure by withdrawal, awarded where participation in a unit ceases, no assessment items are attempted, and no inten- tion to withdraw is notified; or where an application to with- draw without assessment after the seventh week of lectures is not approved.
T Studies extending over more than one semester (thesis, dis- sertation or similar units) where the longer period is part of the accredited course requirements.
W Withdrawal without assessment, awarded where a formal re- quest for withdrawal from a unit during weeks three to seven inclusive, is approved.
3.2 SUPPLEMENT ARY ASSESSMENT 3.2.1 Eligibility
Supplementary assessment in a maximum of two units may be avail- able to a final semester student if satisfactory completion of the unit(s) would enable the student to graduate from the course. Under special circumstances, including failure in a compulsory unit offered only in the second last semester of a course, the Chairperson of a Board or Council or nominee may approve supplementary assessment in ord- er to allow the student to graduate without extension of the course.
Supplementary assessment should normally be completed before the commencement of the subsequent semester.
RULES AND RELATED PROCEDURES
Such assessment may take the form of an assignment, examination or other assessment procedure, as determined by the Head of School or Division.
3.2.2 Application Procedure
Students eligible for supplementary assessment will normally be ad- vised prior to or at the time of the release of results. However all stu- dents who believe they may be eligible, whether or not they have been notified, should apply to the Academic Registrar, within seven days of the release of results. A form is available for this purpose from cam- pus Student Administration Offices.
3.2.3 Notification
Students will receive written notification of the outcome of their appli- cation, including, where appropriate, the date, time, location and for- mat of the supplementary assessment, which would normally take place in January and August of each year.
3.3 Deferred Examinations 3.3. 1 Eligibility
Students who through illness or other circumstances beyond their con- trol are unable to attend an examination at the prescribed time or com- plete an examination, may subsequently be eligible for a deferred examination.
The term 'examination' here refers to any examination or test held under formal examination conditions.
3.3.2 Application Procedure
Application forms for deferred examinations are available from cam- pus Student Administration Offices and should normally be submit- ted to the campus Student Administration Officer prior to or within three days of the examination date.
In extreme cases where a student is unable to submit such an appli- cation, a telephone message explaining the circumstances should be relayed to the appropriate campus Student Administration Officer. A formal application should be submitted as soon as possible.
The application should clearly indicate the code and title of the unit, and the date, time and location of the examination. Full details of the circumstances leading to the application must be given, and, where appropriate, a medical certificate or other appropriate documentary evidence should be attached.
3.3.3 Notification
Students will receive written notification of the outcome of their appli- cation including, where appropriate, the date, time, location and for- mat of the deferred examination.
3.4 CHEATING
3.4.1 In undertaking assessment requirements in a unit, students are ex- pected to exhibit honesty and ethical behaviour.
3.4.2 Cheating is defined as any fraudulent response whatsoever by stu- dents to any item of assessment including any instance where: stu- dents deliberately copy or attempt to copy the work of other students;
students use or attempt to use information or materials that are pro- hibited from use in that form of assessment; students submit the work of another as their own; students consciously commit acts of plagiarism i.e. those actions which comprise taking and using as their own, the thoughts or writings of another with the intent to deceive, which oc- curs when:
RULES AND RELATED PROCEDURES
( i) (ii)
paragraphs, sentences, a single sentence or significant parts of a sentence which are copied directly, are not en- closed in quotation marks and appropriately footnoted;
direct quotations are not used, but text is paraphrased or summarised, and the source of the material is not ac- knowledged either by footnoting or other simple reference within the text.
3.4.3 Students found cheating in any item of assessment will have that item cancelled, receive no marks for it, and not be permitted to repeat it during that semester of enrolment.
3.4.4 Students found cheating on more than one occasion may be liable under College By-Law 8 to penalties applicable to a breach of dis- cipline.
3.5 PROGRESSION AND EXCLUSION
Students' academic performance is evaluated at the conclusion of each semester. Students whose results for a semester include one or more failures may be permitted to proceed with their respective courses undcer condi- tions imposed in regard to repetition or substitution of the unit(s) failed; or if the degree of failure in that semester or over a number of semesters is sufficiently serious, may be excluded from the course concerned.
Rules on repetition of units and on progression generally are established and applied at the discretion of Boards of Studies and vary from course to course. However, provisions regarding exclusion are common to all courses.
One or more of the following grounds may be specified in an individual case:
(a) failure on two occasions in the same unit;
(b) failure in more than a specified proportion of studies undertaken in a particular semester;
(c) failure to achieve a satisfactory level of performance in any mandato- ry studies taken as part of a particular course;
(d) accumulation of failures to levels specified for particular courses;
(e) failure to complete a course within a specified maximum period of time.
Students will be advised by the Academic Registrar of any actions required or conditions imposed consequent upon failure, and in the case of exclu- sion, of the specific ground or grounds involved and the period of exclusion.
4. REVIEW OF GRADES OR ACADEMIC RULINGS
76
4.1 APPLICATION
If a student has reason to believe that an error has been made or that an injustice exists after receipt of notification of an official final grade for a unit or of an academic ruling with respect to repetition of units or exclusion from a course, the student may apply for a review of such grade or ruling.
Such application must be made on the appropriate form available from Stu- dent Administration Offices on campus. The application must be lodged with Student Administration within fourteen days of the release of the grade or ruling. The application must be accompanied by appropriate information and documentation and must state clearly the specific grounds on which the re- quest for the review is based.
It should be understood that the review could lead to no change or to either a less favourable or more favourable outcome for the student.
RULES AND RELATED PROCEDURES
4.2 PROCEDURE
A review will be conducted only after receipt of a formal application. The form of the review shall be the responsibility of the relevant Head of School or Division and shall be carried out by appropriate members of the academic staff.
While students are encouraged to discuss their work with relevant mem- bers of staff during the semester a review of a final result in any unit or an appeal against it can only occur according to the prescribed formal proce- dures for handling such matters. After grades have been finalised, students should not expect members of academic staff to respond to informal ap- proaches or pressures.
4.3 NOTIFICATION
The student shall be advised of the outcome by the Academic Registrar as soon as practicable.
5. ACADEMIC APPEALS
5.1 OPPORTUNITY TO APPEAL
An appeal channel is open to a student who is convinced that an injustice remains following advice of the outcome of a formal review of a grade or ruling. An appeal will not be accepted unless such a review has taken place.
5.2 PROCEDURE
5.2.1 An appeal must be lodged with the Academic Registrar in writing no later than fourteen days after notification of the review decision has been mailed to the student. It must be accompanied by appropriate information and documentation and must state clearly the specific grounds on which the appeal is based.
5.2.2 Upon receipt of the appeal, the Academic Registrar shall notify the Chairman of the Academic Board and the appropriate Head of School or Division. Depending on the nature of the appeal, the Chairman may intervene and consult appropriately, with the object of seeking a reso- lution. Should no resolution acceptable to the Head of School or Divi- sion and to the student be reached, or should the Chairman decide that the appeal will proceed without such intervention, the appeal will go to an Appeals Committee of the Academic Board for determination.
5.3 MEMBERSHIP OF THE APPEALS COMMITTEE The Committee shall be composed of:
(i) the Director who shall be Chairman of the Committee;
(ii) the Chairman of the Academic Board;
(iii) one member of the Academic Board other than an elected staff or stu- dent member;
(iv) one elected staff member of the Academic Board;
(v) one elected student member of the Academic Board.
A quorum of the Committee shall consist of three members. The Academic Registrar or nominee shall act as Secretary to the Committee.