University of Guelph 2003-2004 Diploma Program Calendar

VIII--Associate Diploma Regulations and Procedures

Academic Regulations

The academic regulations outlined below are the basic regulations for undergraduate degree and associate diploma programs of the University as approved by the Senate. Terminology used to describe academic regulations is defined in the Glossary. In these regulations where the consent of the dean is required, the term "dean" is interpreted to mean the person responsible for the academic program, for example dean, director, chair of program committee, or the program counsellor / associate director in a particular diploma program. Approved changes in the regulations which affect a student's program of study will be included with the course selection or registration material.

Academic Structure

Senate

Under the University of Guelph Act, the Senate is the ultimate academic authority in the University. Senate Bylaws may be consulted in the office of the Secretary of Senate. College students and faculty at Alfred, Kemptville and Ridgetown may obtain this information from their Director's Office.

Diploma student senators are elected by their fellow students. The meetings of Senate are open to visitors who have tickets. Tickets are available from the Secretary of Senate (or the Director's office for regional Colleges). Senate directs the academic life of the University assisted by its boards and committees which report regularly to Senate. The Senate meets from September to June. Dates for the meetings may be obtained from the Secretary of Senate or from the Senate website <http://www.uoguelph.ca/Senate/>.

Board of Undergraduate Studies

The Board of Undergraduate Studies, which meets from the beginning of September to the end of June, controls all undergraduate degree and associate diploma programs under the authority of Senate. The Board of Undergraduate Studies shall consist of the Associate Vice-President Academic or designate; the University Registrar, the Coordinator of Undergraduate Curriculum; the Associate Vice-President Student Affairs or designate; the Chief Librarian or designate; the Director of Open Learning; the Director of the Centre for New Students; the Director of the Agri-Food Education Programs; one College Dean; five faculty; and four undergraduate students (one of whom shall be the Academic Commissioner of the C.S.A. and preference may be given to a diploma student for one of the other seats).

Provincial Diploma Programs Committee

The Provincial Diploma Programs Committee is a subcommittee of the Board of Undergraduate Studies comprised of one faculty/instructor and one senior diploma student from the College Curriculum Committees at OAC and the three Colleges, plus 8 ex-officio members including the Dean of OAC; the Director, Agri-Food Diploma Programs; the Associate Directors from each college; the Co-ordinator of Undergraduate Curriculum; the Director, Counselling and Student Development Centre (Guelph); and the Associate Registrar Undergraduate Program Services. The Committee has the responsibility to manage curriculum, approve new/deleted courses, review and revise the schedule of studies and make recommendations to the Board of Undergraduate Studies.

Other responsibilities include:

College Curriculum Committees

The Ontario Agricultural College and the Colleges at Alfred, Kemptville, and Ridgetown each have a Curriculum Committee chaired by the Associate Director (Director at OAC) and comprised of faculty/instructors from each Diploma Program offered at the College. Membership also includes students from years one and two of each Diploma program. Other faculty/students may be added as required. Students are elected by their peers. The Associate Director, one faculty/instructor and one senior student from the Curriculum Diploma Programs Committee represents their college on the Provincial Diploma Program Committee.

The responsibilities of each Curriculum Committee include:

Senate Committee on Student Petitions (O.A.C. at the University of Guelph only)

This committee assesses and disposes of academic appeals from students registered at the University of Guelph. The Senate Committee on Student Petitions consists of ten members of Senate and a chair, who is named by Senate and is a tenured faculty member or student member of Senate. Of the ten members of Senate, five are students and five are faculty members. The members of the committee are appointed annually by Senate based on recommendations from the Senate Committee on Bylaws and Membership.

Board of Appeal (Alfred, Kemptville and Ridgetown Colleges)

Each of the three Colleges has a Board of Appeal in place of the Senate Committee on Student Petitions. The Board of Appeal is comprised of six members including the chair. The six members of the Board are comprised of three students and three instructors/faculty appointed annually.

The Board assesses and disposes of academic appeals from students registered at that College of the University of Guelph.

Academic Consideration and Appeals

The University of Guelph is committed to supporting students in their learning experiences and responding to their individual needs. To this end a broad network of advising, counselling, and support services is provided to assist students in meeting their personal and academic goals. The University is aware that a variety of situations or events beyond the student's control may affect academic performance. Support is provided to accommodate academic needs in the face of personal difficulties or unforeseen events. Procedures for academic appeals are designed to ensure that every effort is made at these times to provide appropriate accommodation and consideration, thus enabling students to complete course and program requirements as quickly as possible.

Knowledge of the procedures, early action on the student's part, timely consultation with the instructor(s) and/or program counsellor, and immediate provision of any required documentation will facilitate a prompt, coordinated institutional response.

Students should familiarize themselves with the procedures outlined below under Academic Consideration, Grade Reassessment and Petitions.

Academic Accommodation of Religious Obligations

The University acknowledges the pluralistic nature of the graduate and undergraduate communities and that accommodation will be made to students who experience a conflict between a religious obligation and scheduled tests, mid-term examinations, final examinations, or requirements to attend classes and participate in laboratories. The type of accommodation granted will vary depending on the nature, weight and timing of the work for which accommodation is sought. Accordingly, the request for alternative arrangements normally must be submitted to the instructor in charge of the course within two weeks of the distribution of the course outline. A student requiring accommodation may submit the request to the instructor directly or through his/her program counsellor. The instructor has a responsibility to provide reasonable alternative arrangements that do not put the student at an academic disadvantage. In the case of a conflict with a final examination, the instructor should reschedule the examination to another time during the examination period taking care that the new date and time does not put the student at an academic disadvantage.

In the event that a student is not satisfied with the accommodation offered by the instructor, he/she may appeal to the Department Chair, or Director of the School, who may grant alternative accommodation. A student who remains dissatisfied with the outcome of his/her request may seek the assistance of the Human Rights and Equity Office to facilitate a resolution.

For a current list of major holy days, please check the following website http://www.uoguelph.ca/hre/HolyDaysList.html or contact the Human Rights and Equity Office.

Academic Consideration

The University will consider granting consideration for courses if there are sufficient extenuating medical, psychological or compassionate circumstances. Academic Consideration may take the form of an extended deadline, a deferred privilege, a late drop of a course(s) with or without failure, withdrawal from a semester with or without academic failure, or permission to continue on probationary status. A deferred privilege could take the form of approval to write a missed final examination or the completion of a course requirement after the end of the semester. Academic consideration is granted when acceptable medical, psychological or compassionate circumstances affect any portion of the semester work. Generally, work commitments will not constitute grounds for academic consideration. Depending upon the circumstances and whether the semester work is complete, consideration may be granted by the instructor, the program counsellor or the Academic Review Sub-Committee of the program in which the student is registered.

Students will need to assess the extent of the difficulty they face and the possible implications on their course work. For instance, an illness which lasts one or two days resulting in a missed deadline can usually be resolved between the faculty member and the student, often without documentation. Circumstances which affect the student's ability to attend classes, write term tests or meet assignment deadlines for an extended period of time may require more formal documentation and consideration. Students are encouraged to seek documentation if the situation extends for a significant length of time. The program counsellor, who is the dean's designate, should be contacted regarding appropriate procedures and documentation.

The program counsellor is the student's advisor in all matters pertaining to academic consideration and can assist in defining an appropriate course of action It is the student's responsibility to consult the program counsellor as soon as extenuating circumstances affect academic performance, in order to initiate action, and provide any required documentation.

All available evidence, including the student's performance during the semester, will be given careful consideration when making a decision. Questions about procedures and deadlines should be directed to the program counsellor.

Process for Academic Consideration and Appeals

Time of Semester

Type of Consideration

Consideration Granted by

Period of Consideration

Subsequent Appeal to

During the Semester

Incomplete examination or assignment

Academic Consideration:

Medical

Psychological

Compassionate

Instructor

Same semester

Academic Review Sub-Committee

Should be submitted as soon as possible but no later than the end of the following semester

End of Semester

Incomplete final examination or final assignment

Academic Consideration:

Medical

Psychological

Compassionate

Academic Review Sub-Committee:

Consult with program counsellor

Request should be submitted as soon as possible.

Petitions Committee (Guelph) or Board of Appeal-Colleges 90 day deadline for appeals of academic review decisions

After the Semester

Grade Reassessment:

Calculation error or omission

Methods and Criteria

Misapplication of an Academic Regulation

Instructor

Department Chair

Instructor

10 class days of the following semester

20 class days of the following semester

Should be initiated as soon as possible

No appeal

Petitions Committee (Guelph) or Board of Appeal-Colleges 10 days after decision of chair

Appeal first to chair then to dean then to provost

Academic Consideration

Course Results:

Medical

Psychological

Compassionate

Request for Probationary Status

Academic Review Sub-Committee: consult with program counsellor

Academic Review Sub-Committee: consult with program counsellor

No deadline: Should be submitted during or immediately after the semester

Should be submitted by the first deadline of the next semester

Petitions Committee or Board of Appeal -Colleges 90 day deadline for appeals of academic review decisions

Petitions Committee or Board of Appeal-Colleges

Grounds for Academic Consideration

Where possible, requests for academic consideration are to be accompanied by supporting documentation. Students unsure of documentation requirements are encouraged to contact their program counsellor.

Incomplete Semester Work

Semester work consists of term assignments, tests or labs that must be completed before the last class day. Instructors are responsible for granting academic consideration for semester work. Types of consideration that may be granted by an instructor include the setting of a make-up test, transferring the weight of a missed assignment to the final, extending a deadline or allowing the resubmission of an assignment. Students should consult with their program counsellor for advice on an appropriate course of action if:

For missed final assignments, projects or tests, see Incomplete Final Examinations/Final Assignments.

Incomplete Final Examinations/Final Assignments

If final examinations are not written or final term assignments, projects, or work term reports are not completed by the deadline date, academic consideration is not the responsibility of the faculty member but rather, the responsibility of the Academic Review Sub-Committee of the program in which the student is registered.

A request for academic consideration should be made to the Academic Review Sub-Committee during, or immediately after, the semester to which it refers.

A request to change an earlier decision of the Academic Review Sub-Committee may be made only on the basis of relevant information not previously submitted. Students wishing to resubmit a "Request for Academic Consideration" form with additional supporting documentation should consult their program counsellor. Students who believe that the decision of the Academic Review Sub-Committee is inappropriate may appeal the decision to the Senate Committee on Student Petitions or the Board of Appeal (Colleges) within 90 days of the academic review decision (see Petitions). The Senate Committee will not normally consider any appeals submitted past this deadline.

Academic Review

The Academic Review Sub-Committee of each program committee meets three times each semester as follows:

Refer to Section III--Schedule of Dates, for the submission deadlines for each of these meetings.

A request for academic consideration should be made to the Academic Review Sub-Committee during, or immediately after, the semester to which it refers. If a student is appealing a required to withdraw decision, the student should submit the "Request for Academic Consideration" form by the first deadline of the next semester.

The Academic Review Sub-Committee will consider requests for academic consideration with regard to:

All requests are to be made in writing, preferably type-written, on the "Request for Academic Consideration" form available from the program counsellor. Request forms must be accompanied by relevant supporting documentation. Requests that are inadequately documented or that lack clarity will not be dealt with but will be returned to the student. The student should meet with the program counsellor for advice on the preparation and submission of requests for academic consideration.

When the form is complete, the student should retain the third copy along with copies of all documentation submitted. The form, with the original documentation attached, should be submitted to the student's program counsellor.

An appeal of an Academic Review Sub-Committee's decision may be submitted to the Senate Committee on Student Petitions or Board of Appeal (Colleges) within 90 days of the decision (see PETITIONS). Students who are appealing the decision of an Academic Review Sub-Committee for denial of probationary status will not be allowed to attend classes.

Petitions

The Senate Committee on Student Petitions or the Board of Appeals (Colleges) will consider petitions and conduct hearings on requests which fall under one of the following:

Petitions Concerning a Course Grade(s) Involving Medical, Psychological or Compassionate Grounds

A student may appeal any decision of the Academic Review Sub-Committee to Petitions. The appeal must be submitted to the Office of the Judicial Officer within 90 days of receiving notification of the decision. Requests submitted after this deadline will not normally be considered.

Students should speak to the Judicial Officer before submitting a petition to ensure proper completion of the form.

The Committee will not normally consider a petition concerning an illness or incident that occurred at some time in the past unless there is a reasonable explanation for the delay in submitting the petition.

Petitions Concerning Methods and Criteria Used by an Instructor in Assigning a Course Grade

Before submitting such a petition the student must have submitted a written appeal to the chair of the department of the instructor assigning the course grade and have received from the chair of the department a written statement that every effort has been made at the department level to resolve the issue. The student must provide the Judicial Officer with a clear and concise statement of the allegations.

Academic Load

All students at the University or Colleges are registered each semester either as full-time or as part-time students. The admissions standards are the same for both classifications.

Full-time

Each program specifies the number of credits that constitute a normal credit load for a semester and students are warned that by registering for fewer credits, the student runs the risk of requiring one or more additional semesters to complete the program. A student who is registered in the normal semester credit requirements for the program (3.00 credits) is considered to be full- time. A student who wishes to register in one course more than the normal course load may do so with the approval of the appropriate program counsellor. An additional course becomes part of the requirements for the semester.

Part-time

A student who is registered in fewer than 2.00 credits in a semester is considered to be part- time.

Academic Misconduct

Academic misconduct is behaviour that erodes the basis of mutual trust on which scholarly exchanges commonly rest, undermines the University's exercise of its responsibility to evaluate students' academic achievements, or restricts the University's ability to accomplish its learning objectives.

The University takes a serious view of academic misconduct and will severely penalize students, faculty and staff who are found guilty of offences associated with academic dishonesty, misrepresentation of personal performance, restrictions of equal opportunities for access to scholarly resources, and damage to the integrity of scholarly exchanges. The Senate of the University has adopted a number of policies that govern such offences, including: the Student Academic Misconduct Policy, the Research Misconduct Policy, and the Students Rights and Responsibilities Regulations. These policies will be strictly enforced.

It is the responsibility of University of Guelph faculty, students, and staff to be aware of what constitutes academic misconduct and to do as much as possible to prevent such offences from occurring. Furthermore, all members of the community, students, faculty and staff have the specific responsibility of initiating appropriate action in all instances where academic misconduct is believed to have taken place. This responsibility includes giving due consideration to the deterrent effect of reporting such offences when they do occur, making one's disapproval of such behaviour obvious, and helping to ensure that the university community does nothing to encourage or facilitate academic misconduct.

Responsibilities

University of Guelph students have the responsibility of abiding by the University's policy on student academic misconduct regardless of their location of study; faculty, staff and students have the responsibility of creating an environment that discourages misconduct.

Offences

Academic misconduct is broadly understood to mean offences against the academic integrity of the learning environment. This would include, but is not limited to, the following examples:

Penalties

If a student is found guilty of academic misconduct, one or more of the following penalties may be assessed:

Note: The guidelines that deans consider when determining the appropriate penalty are available on request from any dean.

Note: On December 19, 1995, the University Senate approved the current policy for the granting of credit while on rustication. With regard to students who have been debarred for academic misconduct, the policy states that no credit will be given for courses taken during the debarral period (see Chapter VIII--Undergraduate Degree Regulations and Procedures, Readmission for complete policy). This policy applies to any university credit course taken during the debarral period, be it distance or on-campus, taken in open learning programs from either the University of Guelph or at another university.

Procedures

Detection and Documentation

Note: The word "dean" in any of the following procedures means "dean or designated associate dean".

Response to Academic Misconduct

Record of Academic Misconduct

Undergraduate Program Services, or the Dean of Graduate Studies, shall place in the student's file a record of all academic misconduct for which the student is penalized. Students in the Associate Diploma Program who are found guilty of academic misconduct in an Independent Study course taken through OAC Access towards their Associate Diploma will have the record of the finding of guilt placed against the appropriate term. This record shall be expunged from the student's file upon graduation, or completion of a certificate or diploma for open learners. Students who do not graduate from the University of Guelph or another university may submit an appeal to the Senate Committee on Student Petitions (or the Appeal Board at a regional college) to have the record expunged no sooner than 5 years after the date of last registration. Students who have graduated at another accredited university may submit verification of graduation to the Undergraduate Program Services, Office of Registrarial Services and have their record expunged. The record for expulsion is permanent, unless removed by petition to the President.

Access to the record of academic misconduct will be limited to those involved in processing appeals and those involved in processing additional complaints against the student. It is normally assumed that the penalties for repeat offenders will be more severe than those assigned for first offences.

Adding Courses

All course additions to a student's program for a particular semester are to be completed by the end of the add period.

The addition of a course after the end of the add period will be considered only in exceptional circumstances and will require the approval of both the instructor for the course and the program counsellor of the program in which the student is enrolled. The program counsellor's signature should be sought first but does not presume the judgement of the instructor as to the appropriateness of the late addition for his or her particular course. In practice, the following have been deemed to be exceptional circumstances: illness or compassionate grounds for missing all or part of the first three class days; interchanging courses with common lectures, one with and one without labs; late resolution of appeals; failure of a deferred course condition or examination; university errors in registration procedures.

Distance Education Courses may be added up to the end of the add period, with the permission of the Distance Education Office.

Program Approval

is required to add courses if the student's category is special or probationary or if the student is adding more than the normal number of courses.

Regular Courses

may be added without permission of the department. Regular courses are those courses that are not designated as Priority Access in Chapter XII.

Two-Semester Courses

When adding a two-semester course, students must complete the course selection process for each part of the course during the appropriate course selection period. (e.g. AGR*2351 in the Fall semester and AGR*2352 in the Winter semester). These courses must be taken in consecutive semesters as outlined in the course description.

Caution: Students granted permission to add a course after the end of the add period may encounter difficulty in mastering course content and may be unable to meet all course requirements. The University has no obligation to assist students to pick up material that has been missed because of late enrolment in a course.

Admissions

University of Guelph Associate Diploma students may, at some point, be required to complete and submit an application form for University of Guelph students to the Admission Services Office. The most common reasons for submitting this internal application form are: to apply to transfer to a degree program or to apply for readmission to a program.

Application forms must be submitted to Admission Services by the deadline date established for each semester. An application fee is payable at the time the application is submitted (refer to Section VI--Schedule of Fees).

Application deadline dates are published in Section IV--Admission Information.

Attendance at Class

Instructors will inform students of the attendance requirements for individual courses in accordance with the policy of the department or school.

Caution: A student who for any reason does not meet the attendance requirement may be required to withdraw from the course by the Academic Review Sub-Committee for the Associate Diploma programs. Such action on the part of the Committee will constitute a failure in the course.

Auditing Courses

A student may audit a course upon approval of the department offering the course and payment of a fee. The department shall provide to persons intending to audit a course a written statement prescribing the extent to which they may participate in the work of the course. No official transcript record of audited courses will be provided. The procedures for registration and course changes are the same as for regular course attempts, except that after the end of the add period, a student who is registered under audit status for a particular course is committed to that status and may not convert to credit status for the same course. A student may change from credit to audit status up to the drop deadline applicable, with approval. A fee is assigned for each audit course (refer to Section VI--Schedule of Fees) except in the case of a student holding full-time classification. full-time students who have received approval for audit courses are not assessed additional fees.

Permission to audit must be obtained from the instructor for the course, the chair of the department offering the course, and the student's program counsellor.

The student who receives approval to audit should discuss with the instructor the conditions under which that approval is given including, for example, attendance, submission of term work, taking of examinations.

An approved audit course does not constitute a course attempt. No official grade will be reported, and audit courses will not be used in the determination of the eligibility for continuation of study. Also, no official documentation will be provided to verify the auditing of a course.

Audit courses are not considered in calculating full-time or part-time status.

Categories

Each full-time or part-time student is registered as one of the following:

Regular

A student with category "Regular" is registered in the regular course requirement for a program.

Special

A student with category "Special" is admitted to a program and is required to complete course deficiencies necessary to proceed under the regular student category.

Probationary

A student who does not satisfy the program requirements for continuation of study will be allowed to continue in their program if granted probationary status-see Continuation of Study in this section.

Students who do not satisfy the program requirements and are not granted probationary status may appeal to the Academic Review Sub-Committee for probationary status to be granted based on medical, psychological or compassionate grounds.

Class Level Calculation

Programs determine semester level on the basis of successfully completed courses plus the number of courses in progress. Class Level is determined as follows:

Successfully Completed Credits and Credits In-progress

Class Level

0.25 - 3.00

1

3.25 - 6.00

2

6.25 - 9.00

3

9.25 - 12.00

4

12.25 +

5

As courses are dropped and added, or grades are received, the semester (class) level must be adjusted accordingly.

To determine class level for course selection in a future semester, the number of selected courses must also be included.

Continuation of Study

The continuation of study for Associate Diploma Programs (Schedule 3) applies to all students who register in Diploma Programs at the University of Guelph and its Colleges at Alfred, Kemptville and Ridgetown, and is based on the number of credits attempted.

Schedule 3

Credits granted towards an Associate Diploma for courses completed at other institutions, or in other programs of the University are included in the credit count for continuation of study. Students who have attempted fewer than 2.00 credits will not be subject to continuation of study requirements, but will receive a letter of warning if any course grades are below 60%.

Students who have attempted between 2.00 and 3.00 credits at the time of review:

Cumulative Average (C)

Status of Student

C<50%

Required to Withdraw

C>=50% but C<60%

Probationary Status

C>=60%

Eligible to Continue

Students who have attempted more than 3.00 credits:

If the student's standing is on probation at the time of review, the student's standing will depend first on the semester average, then on the cumulative average.

Semester Average (S) Cumulative Average (C)

Status of Student

S<60%

Required to Withdraw

S>=60% but C<60%

Probationary Status

C>=60%

Eligible to Continue

If the student is eligible to continue at the time of review, the standing will depend on the cumulative average:

Cumulative Average (C)

Status of Student

C<50%

Required to Withdraw

C>=50% but C<60%

Probationary Status

C>=60%

Eligible to Continue

Course Selection

This is the procedure by which students indicate their course requests for upcoming semesters. Program approval may be required. Students are cautioned that courses may be subject to listed enrolment restrictions.

Dean's Honours List (O.A.C.) / Director's Honours List (Colleges)

Effective Spring 1986, the University established a Dean's Honours List which has common criteria throughout all baccalaureate degree or Associate Diploma programs and which is recognized on students' transcripts. Prior to Spring 1986 colleges used different criteria and the designation was not recognized on transcripts. Effective Spring 1991 the Dean's Honours List procedures take into consideration the flexibility afforded to students by the semester system and its opportunities for alternating semesters of full-time and part-time study. Effective Fall 1996 the Dean's Honours List or Director's Honours List (Colleges) procedures were revised to include all undergraduate degree or diploma programs.

The Dean's Honours List (Guelph) or Director's Honours List (Colleges) will include:

Students who have consistently maintained a high average, but for whom a change in program, in part-time status in the graduating semester, or other anomalies have prevented placement on the Honours List, should consult the appropriate office about eligibility for the Honours List.

Students with a high level of academic achievement on exchange programs will be considered for the Honours List based on a recommendation to the appropriate Dean or Director from the exchange coordinator.

Note: The calculation of full-time and part-time status for students includes courses with credit (CRD) standing or pass (P) standing. These courses do not affect the calculation of the averages used to determine Honours. Within each period of consideration there must be at least one course with a numeric grade for a student to qualify for the Honours List unless the student has been on exchange for that period.

Deferred Privileges

When students do not write a required final examination, complete a final assignment, or complete a work term report by the deadline, they may be eligible for a deferred privilege. A deferred privilege is the opportunity to complete the final course requirements after the end of the semester. The nature of the deferred privilege may take the form of either a deferred condition or a deferred examination. The Academic Review Sub-Committee grants deferred privileges on the basis of medical, psychological, or compassionate consideration (see Academic Consideration and Appeals).

Deferred privileges are normally completed early in the semester immediately following the semester in which the course was taken.

If the Academic Review Sub-Committee assigns a passing grade or credit standing (CRD) on the basis of medical, psychological, or compassionate consideration, a student may request a deferred privilege instead. The student must make the request in writing within 10 days of the release of the grades. The grade resulting from the deferred privilege will become part of the student's official academic record.

Instructors do not grant deferred privileges. They can only grant academic consideration for work that is due during the semester and cannot grant extensions beyond their deadline for submission of final grades. The instructor should note on the "Instructor's Recommendation" form any special circumstances relating either to the student or to the way the course was conducted (see Final Grades).

Dropping Courses

All course drops from a student's program for a particular semester are to be completed by the dates specified in the Schedule of Dates (refer to Section III). Courses that are one semester long must be dropped by the end of the fortieth class day; two semester courses must be dropped by the last day of the add period in the second semester. The dropping of a course after the deadline is allowed only in exceptional circumstances and requires the approval of the program counsellor of the program in which the student is registered.

Deadline Dates

In all cases, if course changes are made, the "Undergraduate Course Request" form with appropriate approvals must be returned to Academic Records, Office of Registrarial Services by the drop deadline. Refer to Section VI--Schedule of Fees for the refund schedule.

The deadline dates for dropping courses (i.e. the fortieth class day) are noted in Section III--Schedule of Dates.

Instructor Notification

In some cases the instructor must be notified when a student is dropping a courses, for example, where students care for laboratory animals, or where supplies or books on loan must be returned. If instructor notification is required to drop the course, this will be specified on the course outline and announced in the first class meeting.

Refunds

Refer to Section VI--Schedule of Fees for refund schedule. Normally, changes to the effective date of dropped courses are only allowed for documented medical or compassionate reasons and require the approval of the program counsellor.

Regular Courses

Regular courses may be dropped from the start of the add period to the fortieth class day without approval except where instructor notification is required (see Instructor Notification above).

Two-Semester Courses

When dropping two-semester courses, both semesters of the course must be dropped. Students who wish to re-take a two-semester course must re-take both parts of the course. The drop deadline for a two-semester course is the last day of the add period in the second semester.

Examinations

During the examination period, Saturday is considered a regular day. Examinations may be scheduled on public holidays. Students are advised to note Section III--Schedule of Dates. Students who encounter a conflict between a scheduled mid-term or final examination and a religious obligation (see Academic Accommodation of Religious Obligations) must contact the instructor-in-charge or the Associate Director of their College to request that alternate arrangements be made. A listing of major religious holidays is available from the Office of Student Affairs.

Mid-Term Examinations and Term Tests

Term tests must not be scheduled during the last five class days prior to the final examination period.

Departments are urged by the Board of Undergraduate Studies to make every effort to schedule term tests and examinations in regularly scheduled class time. The Board recommends that faculty make every effort to accommodate students representing the University in extra-curricular activities when there is a conflict between those activities and scheduled tests or examinations held outside regularly scheduled classes.

The directors of schools and department chairs must apply the policy having due regard to the special needs of courses over which they have jurisdiction.

The Board of Undergraduate Studies has reaffirmed the commitment to maintain the 17:20 to 19:00 time slot free of academic activities as much as possible. However, from time to time approval may be given to scheduling classes or labs in that time slot. Requests for scheduling out-of-class mid-term examinations should also be restricted as much as possible to regular academic hours (8:30-17:20 and 19:00-22:00). In the event that appropriate space is not available during regular hours, the use of the 17:20-19:00 time slot may be approved.

Instructors are cautioned that if there is a scheduling conflict between a scheduled class for another course and the proposed time for the mid-term examination, the scheduled class takes priority and students with such a conflict must be accommodated.

All rooms for mid-term examinations are to be booked through the Reservations Clerk, Schedules Section, Undergraduate Program Services.

Department Chair's Responsibilities

Department chairs shall:

Instructor's Responsibilities

Faculty members:

Final Examinations / Assignments and Final Week of Classes

Final Week of Classes

Final term assignments or papers may be due in the last five class days prior to the final examination period. Due dates for these evaluations should be stated in the course outline. Final assignments along with all necessary resource material should be available to students no later than the end of the 9th week of classes. Take-home examinations may not be due in the last week of classes.

Term tests must not be scheduled during the last five class days prior to the final examination period. Exceptions may be granted by the Dean (or designates) for practical evaluations such as Laboratory or Studio tests, with the scheduling of such tests indicated in the course outline. Short quizzes which have been a regularly scheduled part of the course and which are intended to review small amounts of material are not considered term tests and may be held during the last five class days.

Final Examinations (Regular, Take-Home and Other Format) and Final Assignments

Where regular final examinations are to be given they must be given during the examination period. All regular final examinations shall be two hours in duration. The following guidelines for conducting final examinations have been approved by Senate.

The Office of Registrarial Services of the University is the final arbiter of the manner of conducting examinations and receives general directives on policy from the Provost and Vice President (Academic), and the Board of Undergraduate Studies.

The Office of Registrarial Services will, in cooperation with the appropriate examiners, establish special examination procedures as and when needed, for students who have temporary or permanent physical disabilities. Medical opinion shall be sought whenever there is doubt about the extent of the disability.

Student's Responsibilities

Department Chair's Responsibilities

Responsible for the security of the examinations printed in the department for the instructor.

Printing the required number of copies for each examination.

Responsible for distributing the copies of the examination to the instructor on the date set for the examination.

Distributing a copy of the "Final Examination Seating Plan" to each instructor concerned. The timetable is sent from the Office of Registrarial Services in course number sequence approximately one week prior to the final examinations.

Responsible for the conduct of all examinations held in their department by their faculty. They shall be responsible for appointing invigilators. The instructor-in-charge of the examination shall be the faculty member responsible for the course and the setting of the examination or a designate.

To distribute the examination attendance records provided by the Office of Registrarial Services.

To appoint invigilators for examinations under the direction of the Office of Registrarial Services (2 invigilators for a class of 20-25 students and 1 additional invigilator for each additional 50 students in a class, thus a class of 125 students should have 4 invigilators).

Completing the examination information sheets by the requested deadline dates, and informing the Schedules Section, Office of Registrarial Services, regarding any requests for changes.

Instructor's Responsibilities

The faculty member responsible for the course and the setting of the examination, or a designate, shall be the instructor-in-charge for that course.

If it becomes necessary to change an examination time or to add a final examination, the instructor-in-charge of the course is required to contact the Schedules Section, Office of Registrarial Services, and once a time is set, obtain the written approval of all students.

To advise the Schedules Section, Office of Registrarial Services, prior to the examination if an "open book" examination is to be written; otherwise, it will be considered "closed book".

To be present at the examination room thirty minutes prior to commencement of the examination and to be responsible for distribution of examination papers, attendance cards, if used, and other authorized materials.

To be responsible for the taking of attendance during the first hour of the examination period. (Attendance cards are used in the Athletic Centre and class lists in other locations.)

To be responsible for arranging the pick-up of examination books and papers and comparing the number of examinations collected to the number of attendance cards or student signatures collected. These records should be retained by the department for a period of one semester.

To ensure all examination books are securely packaged.

The instructor-in-charge and his/her invigilators shall not allow any student to enter the examination room after the first 60 minutes nor allow any student to leave during the first 60 or last 15 minutes of the examination period.

Include all instructions regarding the examination on the examination paper, i.e., writing on every other line, writing on the right hand pages of the book. No verbal instructions can be made at the examination hall with the exception of corrections to printed instructions and material.

Where a student does not write the final examination, the instructor shall follow the procedures outlined under Academic Consideration in this section of the calendar.

The instructors who wish to hold formal oral examinations should discuss procedures with their department chair. The latter may, of course, refer to the Registrar for guidance on University regulations.

Registrar's Responsibilities

A "Departmental Final Examination" form is distributed by the Schedules Section, Office of Registrarial Services, to all department chairs approximately six weeks prior to the semester to which it applies.

The Final Examination Timetable is computer prepared and is based on student course selections made during the course selection period. The Final Examination Timetable is available to the students at least 2 days prior to the start of classes.

Approximately 6 weeks prior to the start of final examinations, a Final Examination Seating Plan Information Sheet is distributed by the Schedules Section, Office of Registrarial Services, to the department chair. The department chair is asked to have the form completed by the deadline date in order that a seating plan can be arranged. It is most important that all information sheets be returned by the deadline date.

Under normal circumstances, changes to the published examination timetable are not allowed.

To provide each instructor-in-charge with an examination attendance record in the form of a print-out of all students registered in the course or attendance cards for those examinations being written in the Athletic Centre.

Examinations held in the Athletic Centre shall be under the direction of the Office of Registrarial Services or designate who shall be the co-ordinator responsible for the conduct of examinations during the final examination period.

The co-ordinator will start and end the examination.

The co-ordinator shall assist the instructor-in-charge to ensure that no student enters the examination room after the first 60 minutes or leaves during the first 60 minutes or the last 15 minutes of the examination period.

The Office of Registrarial Services shall prepare a set of guidelines for the instructor-in-charge and invigilators which will assist them in carrying out their duties in the examination rooms.

Students in distance education courses who live further than 170 km from campus will write their final examination at a selected off-campus examination site close to where they live. For further information please contact the Office of Open Learning at (519) 767-5000.

Policy on Student Access to Final Examination Materials

Final examination papers and term papers are to be retained by faculty members for a period of one semester.

Printed or written materials directly related to examinations conducted in the final examination time period, or related to final assignments shall be made available to a student, upon submission of a written request to the department chair. The request shall be submitted by the fifth class day of the next semester.

Printed or written materials to be made available include the examination question paper, the marking scheme keyed to desired responses to questions, where appropriate; the student's response to the examination questions; and records taken by examiners during oral or any other examination. Faculty members are encouraged to discuss openly with the student any questions raised. The department chair will make the necessary arrangements for student access to the material. When a large number of requests are received in connection with a specific course or when a faculty member is on leave it may be necessary for the department chair to delay access and make special arrangements, e.g., the posting of the marking scheme on a bulletin board, the scheduling of a special meeting at which the faculty member will review the examination, etc.

Exchange Programs

Exchange programs between the University of Guelph and other institutions are defined by the terms of formal exchange agreements. A copy of each agreement must be approved by the Associate Vice-President (Academic) and Registrar and registered with the Associate Registrar, Undergraduate Program Services.

Students participating in exchange programs pay full-time tuition fees at their home university, but select their courses at the university they will be visiting. The grades are recorded there and forwarded to the home institution at the end of the semester or academic year. Each institution participating in an exchange program designates a coordinator who will be responsible for arranging the details of the exchange. Students are advised not to leave on exchange without the written approval of the receiving university (refer to Section V- International Study).

Courses taken on exchange will appear on the transcript as non-specific University of Guelph courses and will be graded using the Outstanding/Pass/Fail format. Grades will be determined by the exchange coordinator using an official transcript submitted by the host institution.

Informal exchange programs where a formal agreement does not exist must be conducted by means of a letter of permission and tuition fees will be paid to the receiving institution (refer to Section VI--Schedule of Fees).

Failed Courses

A student who is eligible for continuation of study but has failed to gain pass standing in 1 or more of the courses attempted, shall be informed by the Academic Review Sub-Committee of the steps necessary to make up the deficiency. The Sub-Committee shall also decide upon the number of opportunities a student may be given to obtain pass standing in a failed course.

In general, a student who is eligible for continuation of study in the program but has failed to gain standing in one or more of the courses attempted will be required to repeat the course(s) or take an alternative credit. However, the University recognizes that there may be cases where it is unreasonable for the student to repeat the course to make up for the lost credit.

Therefore, the Academic Review Sub-Committee may, if appropriate and feasible, and only under special circumstances, allow a student the opportunity to gain credit standing in a failed course by granting a supplemental privilege. It is unlikely that any student with a final grade of less than 40% would meet the requirements of the granting of a supplemental privilege. The decision to grant the privilege will normally be made in consultation with the instructor and a review of the student's course performance during the semester.

At the discretion of the Academic Review Sub-Committee, one of the following will be granted to the student:

Credit standing will be awarded to the student who successfully completes a supplemental privilege. The original failing grade will remain on the student's academic record.

Supplemental Privilege Procedures

A student must apply to the Academic Review Sub-Committee for a supplemental privilege no later than the fifth day of classes of the semester following the failure. In considering the request, the Academic Review Sub-Committee will consult with the course instructor to obtain information on the student's performance during the course, the instructor's recommendation concerning the appropriateness and feasibility of a supplemental privilege, and the nature of the supplemental privilege. If the Academic Review Sub-Committee approves the request, the department (instructor) responsible for the course will determine the nature of the privilege, which could be a written exam, an oral exam, an assignment, a laboratory practical, or any other method or combination of methods of evaluation.

Grades

Grading System

A refined grading system was approved by Senate on May 21, 1991 effective Spring 1992 as follows:

A+

090-100%

A

085-089

A-

080-084

B+

077-079

B

073-076

B-

070-072

C+

067-069

C

063-066

C-

060-062

D+

057-059

D

053-056

D-

050-052

F

000-049

Courses taken on exchange are graded using the Outstanding /Pass /Fail alternate grading system. In addition, selected University of Guelph courses, approved by the Board of Undergraduate Studies, will use this alternate grading system.

Alternate Grading System

OP

Outstanding (Pass)

P

Pass

F

Fail

XXP

Supplemental Privilege Passed

(XX represents the original failing grade)

XXF

Supplemental Privilege Failed

(XX represents the original failing grade)

Other Grade Notations

AUD

Audit

CRD

Credit

DEF

Deferred Privilege

INC

Incomplete

INP

In Progress

MNR

Mark Not Received

SUP

Supplemental Privilege

WF

Withdrawn with Failure

WNP

Withdrawn No Penalty

Grading Procedures

On May 1, 1976, the University Senate endorsed the following resolutions:

Resolution 1

That the assignment of grades at the University of Guelph be based on clearly defined standards, which are to be published in the Undergraduate Calendar for the benefit of faculty and students and that the definitions for each of the numerical grade range (letter grades) be as follows:

080-100 (A) Excellent. An outstanding performance in which the student demonstrates a superior grasp of the subject matter, and an ability to go beyond the given material in a critical and constructive manner. The student demonstrates a high degree of creative and/or logical thinking, a superior ability to organize, to analyze, and to integrate ideas, and a thorough familiarity with the appropriate literature and techniques.

070-079 (B) Good. A more than adequate performance in which the student demonstrates a thorough grasp of the subject matter, and an ability to organize and examine the material in a critical and constructive manner. The student demonstrates a good understanding of the relevant issues and a familiarity with the appropriate literature and techniques.

060-069 (C) Acceptable. An adequate performance in which the student demonstrates a generally adequate grasp of the subject matter and a moderate ability to examine the material in a critical and constructive manner. The student displays an adequate understanding of the relevant issues, and a general familiarity with the appropriate literature and techniques.

050-059 (D) Minimally Acceptable. A barely adequate performance in which the student demonstrates a familiarity with the subject matter, but whose attempts to examine the material in a critical and constructive manner are only partially successful. The student displays some understanding of the relevant issues, and some familiarity with the appropriate literature and techniques.

000-049 (F) Fail. An inadequate performance.

Resolution 2

That instructors must use evaluation criteria which measure quality of performance and not merely activity.

Resolution 3

That instructors are not to use predetermined, arbitrary distributions in the assignment of grades in individual courses.

Resolution 4

Part A

That, by the start of the course selection period for the semester in which the course will be offered, instructors will provide a course description for posting to the department web site. This course description shall include a brief summary of the course topics and requirements, the general format of the course, and the methods of evaluation.

Part B

That, by the first class meeting of the course (by the end of the first week of classes for distance education courses), the instructor must provide students with a written course outline that is a detailed description of course requirements, the methods of evaluation, and the timing of the evaluations.

Resolution 5

That the methods and/or timing of evaluation as indicated on the course outline should not be changed after the first class meeting except under strictly adhered to conditions. Notice of proposed change and of the class at which consent is to be sought, must be given at a previously scheduled class. Where the change is supported by the instructor and is consistent with University policies and procedures such change may be enacted with the unanimous consent of students. If unanimous consent of the students has not been obtained, the change may be enacted only with the approval of the chair of the department and only if alternative and equitable accommodation is available to students opposed to the change.

Resolution 6

That all term tests, assignments, laboratory reports, etc., should be returned to, or discussed with students, without undue delay and in any case before the last day of the examination period. If the material is necessary for the preparation of the final examination, it must be returned or discussed as soon as possible and in any case no later than three days before the examination.

Resolution 7

That departments must coordinate multiple section courses in terms of course content, evaluation procedures and final grades.

Department also refers to schools and to colleges (where multiple section courses are offered by, or coordinated by the Office of a College Dean).

Resolution 8

That each department must keep under continual review its grading procedures and matters that relate to academic standards to make sure the University's policies are being applied.

Resolution 9

That normally all courses at the 1000 and 2000 levels shall have final examinations and that exceptions require the approval of the Board of Undergraduate Studies.

The Board of Undergraduate Studies has by formal resolution undertaken to do as follows:

Resolution 10

Senate resolved on June 21, 1977 that in determining grades for written assignments the instructor should take into consideration the student's ability to use correctly and effectively the language appropriate to the assignment.

Resolution 11

Senate resolved on March 21, 1978 that the chair should review, prior to the commencement of classes, the manner in which a faculty member intends to conduct a course and to determine final grades. If the chair disagrees with the faculty member's intention or subsequently with the implementation of the stated intentions, the chair will discuss his/her concerns with the faculty member. If agreement cannot be reached, the matter will be referred to an appropriate department committee which will advise the chair in reaching his/her decision. The advice may include a recommendation on examination procedures.

Release of Final Grades

University grades are official on the day that they are mailed to students (refer to Section III--Schedule of Dates).

All grade reports are released by mail. It is the responsibility of the student to ensure that correct address information is reported. Duplicate copies are not released until the first day of classes of the subsequent semester. Students who require confirmation before that date may request an official transcript upon payment of the transcript fee.

Grade Reassessment

Grade re-assessment is the process of reviewing the calculation of grades, or the methods and criteria used to establish final grades for a student in a course or misapplication of an academic regulation. The outcome of a grade re-assessment may be a grade increase, a grade decrease, or no change to the grade. The detection of errors or omissions in the calculation of final grades will result in the assignment of a revised grade. Students normally initiate grade re-assessments, but instructors may initiate this process. However, instructors must NOT use the grade re-assessment process to:

Calculation Errors or Omissions

Students who believe there have been errors or omissions in the calculation of their final grade for a course may request a grade reassessment. They must submit a request in writing to the chair of the department offering the course no later than the 10th class day of the succeeding semester. The request must pertain to work completed during the semester. Students must also submit relevant assignments or tests that have been returned to them.

Where there is a change in the grade the student will be advised in writing. If there is no change to the grade, it is the chair's responsibility to inform the student in writing.

Methods or Criteria Used in Establishing Final Grades

The course outline distributed to the class at the beginning of the semester defines the methods and criteria used in establishing final grades for a course. The methods and criteria must conform to the grading procedures established by Senate and be continually reviewed by the department (see Final Grades).

Students who believe that the methods or criteria used by an instructor in determining a final grade have been unfair, unreasonable or inconsistent with the course outline, should request the chair of the department offering the course to review the methods or criteria used. They should submit the request in writing by the 10th day of the subsequent semester and should state the reasons for the request.

The chair shall make an effort to resolve the matter to the satisfaction of both parties as soon as possible. Both the instructor and the chair are free to discuss the student's work with the student or another instructor in the department, but are not obliged to do so.

If both parties are able to come to an agreement, the chair shall prepare a statement of the agreement to be signed by both parties. If the agreement results in a change to the grade of the student, the chair shall inform Undergraduate Program Services, Office of Registrarial Services.

If at any time the chair decides that he/she cannot resolve the matter informally, he/she will terminate all efforts at reconciliation and notify both the student and the instructor of this decision. The chair will advise the student to make an appeal to the Senate Committee on Student Petitions. The student must appeal to the committee within 10 days of being advised of the termination of the chair's efforts.

Misapplication of an Academic Regulation or Procedure

Academic regulations and procedures pertaining to grades can be found in the subsection of the "Grades" section entitled "Grading Procedures". Students who believe that the misapplication of an academic regulation or procedure has affected their final grade in a course should discuss their concern with the instructor. If the concern is not resolved to their satisfaction they may submit a complaint in writing to the chair of the department offering the course.

If the chair has reason to believe that the instructor has not adhered to the grading procedures established by Senate (see Final Grades) or other academic regulations of Senate, the chair should consult with the faculty member and, if necessary, the college dean. Ultimately, the Provost and Vice President (Academic) may have to take the necessary action to ensure compliance with the academic regulations of Senate.

Graduation

Conditions for Graduation

Students in Associate Diploma programs require a minimum of 12.00 credits to graduate. A minimum of 6.00 credits must be earned in the specific diploma program at the University or one of the Colleges; a maximum of 6.00 transfer credits for approved equivalent courses will be allowed.

The following are the specific requirements for the individual Diploma programs:

Students completing a second University of Guelph diploma may transfer, with approval, a maximum of 6.00 credits from their first diploma.

Application for Graduation

An "Application for Graduation" will be forwarded to each student registered in semester 4. If the student plans to graduate at the end of that semester, the application is to be returned by the date noted on the form.

Students who have not received an "Application for Graduation" form one week before the final date for submission of applications should contact the convocation clerk. It is the responsibility of the student to submit the completed form prior to the deadline date.

Applications for each convocation ceremony must be submitted by the deadline dates specified in Section III--Schedule of Dates. Late applications will be accepted for up to 10 working days after the due date with the submission of a late fee (refer to Section VI--Schedule of Fees). After 10 working days late applications will not be accepted but will be held for a subsequent ceremony.

Graduation Fee

The diploma graduation fee will be assessed when the student registers in the fourth semester.

Calendar

Students must satisfy the schedule of studies requirements for the Associate Diploma Calendar in effect at the time of their last admission to the program if possible.

Time Limitations

The approved program must be completed within five consecutive calendar years from the time of initial registration at the University. This applies to part-time as well as full-time students.

Students, regardless of program, who do not register in their program of studies for 6 or more consecutive semesters are required to apply for readmission. Students who are studying on exchange programs, study abroad, or work terms are considered to be registered at the University.

Academic Residence Requirements

The academic residence requirement is registration as a full-time student for four semesters, or the equivalent as a part-time student. A student registered as part-time may count a semester of residence credit when the total courses taken equal the normal semester course load of a full-time student in the program.

University of Guelph courses include courses taken on exchange and on study abroad programs. Letter of permission courses are not included.

Letters of Permission

A student at the University of Guelph who wishes to enrol in a course for credit at another institution and have that course considered as a credit toward a University of Guelph degree or diploma, must complete a "Request for Letter of Permission" form, available from the program counsellor, and obtain the appropriate approvals as indicated on the request form, prior to applying for admission to the other institution.

Credit for successful completion of such courses will be granted at the University of Guelph if a letter of permission has been presented prior to the student's enrolment at the other institution. A student taking a course on a letter of permission is responsible for ensuring that the other institution forwards the official transcripts to the appropriate office. If the transcript for the course taken on a letter of permission is not received by the 20th class day of the semester following completion of the course, a grade of "000" will be entered on the student's internal academic record.

All courses for which a letter of permission has been granted (and the grades attained), will be included in all internal academic records, but not in the official transcript of the University of Guelph. These courses will count as course attempts under the continuation of study regulations. Courses taken on a Letter of Permission will not count in the semester average or the overall academic average.

Students do not normally qualify for a letter of permission in the final semester of their diploma program.

Priority Access Courses

In cases where enrolment demand habitually exceeds course capacity and there is demonstrated need to restrict access to a particular cohort of students on a priority basis, departments may request the implementation of course restriction rules to ensure priority access to the appropriate student group(s) during the course selection process. The system will provide a message at the time of course selection for students who do not meet the enrolment criteria. In special cases the department may override the restriction by authorizing entry to the course with a signature on a "Course Requisite/Restriction Waiver" form.

Departmental requests for course restriction rules must be directed to the Co-ordinator of Undergraduate Curriculum who will determine if the request is acceptable and will then work with the department or school to develop the appropriate enrolment criteria and confirm that the restriction can be monitored. In general, course restrictions should be clearly defined in the calendar course listings so that students are advised in advance of the intended audience for the course.

New restrictions or changes to existing restrictions must be approved prior to the course selection period in which they are to be implemented.

Prior Learning Assessment

Prior Learning Assessment (PLA) is a mechanism whereby students who have acquired substantial experience in a non-traditional environment have an opportunity to "challenge" whether such learning is equivalent to a course(s) offered at the University. Note: PLA will only be available to a student if sufficient evidence is provided that the course material was acquired outside a degree program at a University. A request to challenge a course that has already been attempted at university will not normally be granted.

PLA is not open to students who simply wish to "challenge" a course. Students will be required to sign a contract stating that the learning occurred other than in a university course. Not all courses are appropriate for challenge. Each departments has the responsibility of determining which of its courses may be subject to a PLA challenge. The challenge process could include one or more assessment methods, including standardized tests, written and/or oral examinations, performance evaluations, interviews, and portfolio assessment. All these assessments require that the individual demonstrate, to a qualified faculty member, that pre-determined knowledge and skills have been acquired.

The maximum number of credits a student can challenge is 1.50 for diploma programs, or 30% of the certificate requirement for open learners. Credits acquired through PLA will be assigned credit status (CRD) (and will be recorded on the official transcript).

Students wishing to challenge a course(s) should contact Undergraduate Program Services to obtain an application form. A request must include a clear statement as to the course(s) the student wishes to challenge, an explanation of how the knowledge necessary for the course was gained, and any relevant supporting documentation to validate the claim. Requests will be forwarded to the appropriate department(s) for evaluation. Upon receipt of the response from all the departments concerned, Undergraduate Program Services will inform the student which, if any, courses have been approved for challenge.

If a challenge has been granted, the department will determine the nature of the assessment and the deadline by which time the work must be complete. It is the student's responsibility to contact the department with respect to the details of the assessment within three weeks of being informed by Undergraduate Program Services of being granted the privilege. Upon completion of the assigned task(s), the department will inform the Office of Registrarial Services as to the student's success or failure of the challenge.

Those students (a) whose application for a challenge is reviewed by the faculty members of the department concerned, and who are subsequently denied the opportunity to challenge, or (b) who fail a challenge examination, may appeal the decision first to the chair of the department, and subsequently, if necessary, to the dean of the college.

Readmission

Previously registered students must apply to Admission Services for readmission under any of the following conditions:

Readmission to a program at the University of Guelph is not automatic. Students who are required to withdraw must apply for readmission to the University after completing the minimum two semesters of rustication. Students should consult Section IV - Admission Information regarding appropriate admission requirements and deadline dates. Applications for readmission should include a statement which outlines the basis for readmission. Criteria used for readmission may differ by academic program. Students considering readmission should consult with the appropriate program counsellor regarding procedures and criteria for readmission to that program.

Students requiring readmission must apply to Admission Services, Office of Registrarial Services, University Centre, Level 3. Applications for readmission must be submitted by the deadline date established for each semester (see Section III--Schedule of Dates). An application fee is payable at the time the application is submitted (see Section VI--Schedule of Fees).

On December 19, 1995, the University Senate approved the following policy for the granting of credit while on rustication:

Note: This policy applies to any credit course taken during the rustication period, be it distance or on-campus, taken in open learning programs from either our university or at another university.

Students who do not require readmission to their program register under the normal regulations as an in-course student.

Registration

A student is considered as registered for a particular semester only when courses to be attempted for that semester have been reported to the Registrar no later than the third class day and financial arrangements, satisfactory to Student Financial Services, have been made for the associated tuition and other fees. Coincident with the registration process, students may complete other business arrangements with the University such as reporting of address information, receipt of post office box keys, residence payments, meal card contracts, parking permits, and receipt of identification cards.

New Students--A day is set aside for the registration of new students prior to the commencement of classes, and it is the student's responsibility to attend at the appropriate time.

In-Course Students--All in-course students must complete the registration procedures prior to the deadline dates as published in Section III--Schedule of Dates.

Students who are readmitted will be advised of registration procedures.

MAIL MUST BE POST-MARKED ON THE DEADLINE DATE OR EARLIER TO AVOID THE ASSESSMENT OF A LATE REGISTRATION FEE.

Note: In-course students who complete the registration procedures are advised that this registration is conditional on their eligibility for continuation of study into that semester. A student who is required to withdraw is advised not to attend classes as the registration will be cancelled and an appropriate adjustment automatically will be applied to the student's account (see also--Withdrawal).Cancellation/Withdrawal Procedure

If you have paid and wish to cancel your registration before classes begin please call and a full refund will be arranged. Students are advised that there is a withdrawal procedure as of the first day of classes. (see Withdrawal).

Late Registration

Students who do not register by the time designated as the registration deadline for the semester in question are subject to additional fee adjustments. Exceptions will only be made for acceptable reasons with documented evidence. Appeals against the additional fee adjustments must be made in writing within 10 class days of the commencement of classes.

Schedule of Studies

Students must satisfy the requirements in effect at the time of the initial declaration of a schedule of studies or at the time of any subsequent change in declarations. If a student has not declared a schedule of studies the requirements in effect at the time of entry to the program will apply. When program requirements or schedules of studies are altered by the University, a student may elect to satisfy the requirements in effect when the student entered the program, or its equivalent, or a subsequent schedule within a program if the student finds it more favourable. Students wishing to alter the schedule used to monitor their progress should seek assistance from a program counsellor or Associate Director.

Study Abroad

Students participating in study abroad programs are subject to the normal rules and regulations of the University of Guelph. This includes dates and procedures associated with registration, academic conduct, academic consideration, and grades. Students who are contemplating participation in a study abroad program should contact the coordinator for the program. The coordinator will arrange to enrol the participating students at the colleges.

Students must pay their fees and select their courses prior to leaving for the study abroad program. Details on specific study abroad programs can be found in Section V--International Study Opportunities.

Transcripts

An official transcript may be ordered by submitting the "Request for Transcript" form along with payment to the appropriate office. Students must have met all financial obligation to the University before official transcripts can be released for any purpose. Official transcripts from the University of Guelph will show that a diploma has been awarded only after the convocation ceremony.

Note: Individuals seeking an official transcript for academic work completed at a college run by the Ontario Ministry of Agriculture and Food (OMAF) which is no longer in operation should contact the Registrar's Office at Ridgetown College for assistance.

Transfer of Program

Students wishing to transfer from one diploma program to another are required to submit an application form to Admission Services at the University of Guelph or to the Registrar's Office at the Colleges. To clarify possible conditions or requirements for transfer, students are encouraged to consult with the admission counsellor for the program to which they wish to transfer before submitting their application. In cases where the student's performance has been inconsistent, the applicant must also submit a comprehensive support letter outlining the reasons for transfer as well as any factors contributing to the previous academic performance.

Note: Students who wish to transfer from one specialization to another in the same program are not required to apply. Such students should contact the departmental advisor for the specialization in which they wish to register.

Transfer between University of Guelph Colleges

Students wishing to transfer to another College of the University for a semester or more may do so by applying to their Associate Director (the Director at O.A.C.) for approval. Entry to certain restricted enrolment programs may not be approved. Transfer into the same diploma program at another University of Guelph College location is encouraged, where space allows.

Withdrawal

This section provides a summary of rules and regulations with respect to various types of withdrawal from the University. In some instances other sections of the calendar are referenced and these also should be consulted to ensure that a full understanding of the regulations is obtained. There are two types of withdrawals: voluntary or required.

Voluntary Withdrawal

Students who complete the procedure for registration by mail and who subsequently decide not to attend that semester may cancel their registration by notifying the registrarial office at the regional campus concerned, or Undergraduate Program Services on the Guelph campus, in writing up to but not including the first class day. Student Financial Services will arrange for the appropriate refund of fees paid. Commencing with the first day of regular classes the formal withdrawal procedure from the University is required and outlined below.

A student intending to withdraw from the University must notify Undergraduate Program Services, Office of Registrarial Services in writing or the appropriate regional campus registrarial office and complete the Notice of Withdrawal procedure. Students contemplating withdrawal are urged to meet with their program counsellor / college director / program coordinator to discuss the implications of withdrawal. A student receiving financial assistance through the Ontario Student Assistance Program is strongly advised also to contact Student Financial Services regarding the status of that award upon withdrawal.

The timing of the withdrawal and the reasons for it may have academic and financial implications. Up to the 40th class day, a student may withdraw without academic penalty. However, unless the withdrawal is for illness or compassionate grounds, students will be liable for fees payable in accordance with the refund schedule (see Section VI--Schedule of Fees regarding Refunds). Students seeking a refund on grounds of illness or compassionate circumstance must provide documented evidence related to the grounds to Undergraduate Program Services, Office of Registrarial Services, within thirty days of the withdrawal.

Do not put a stop payment on any cheque that has been presented to Student Financial Services as settlement for tuition fees. This does not constitute notification of your intention to cancel/withdraw from the semester and results in the assessment of a cheque refusal fee (refer to Section VI--Schedule of Fees).

A student who withdraws from the University after the fortieth class day of the semester, other than for illness or compassionate reasons will be considered to have failed the courses for which the student is registered at the time of withdrawal. Students seeking academic consideration on grounds of illness or compassionate circumstance must appeal to the Academic Review Subcommittee for their program (see Academic Consideration in this chapter). Depending on the timing and circumstances students may be able to obtain a fee refund after the fortieth class day. Students should consult with Undergraduate Program Services or their program counsellor.

A student who withdraws from the University must return all outstanding loans from the Library immediately upon withdrawal regardless of the original due date. Any items not returned will be declared "lost" and charged to the student's account.

Students who do not register in a program of study for six or more consecutive semesters are required to apply for readmission. Students who are studying on exchange programs, study abroad, or work terms are considered to be registered at the University (see Time Limitations in this chapter).

Required to Withdraw

Students may be required to withdraw for reasons of academic performance or academic misconduct.

Readmission (refer also to the section on Readmission, earlier in Chapter VIII)

Students who meet one of the following 3 criteria must apply to Admission Services for readmission:

Readmission to a program at the University of Guelph is not automatic. Students should consult Section IV-Admission information regarding appropriate admission requirements and deadline dates. Applicants for readmission should include a statement which outlines the basis for readmission. Criteria sued for readmission may differ by academic program. Students considering readmission should consult with the appropriate program counselor/associate director/program co-ordinator regarding procedures and criteria for readmission to that program.

Students who withdraw without academic penalty after the termination of the official drop period for medical or psychological reasons must clear their re-entry in a subsequent semester through the dean or director of the college concerned. Students who withdraw on more than two occasions may be required to meet with the dean / director in order to clear their re-entry into a subsequent semester. At the discretion of the dean / director, the condition of re-entry may be a recommendation of either Student Health Services or the Counseling Unit of the Counseling and Student Resource Centre that re-entry is advisable. Students who wish to appeal the decision of the dean have recourse to the Senate Committee on Student Petitions or the College Appeals Board.

A student who wishes t be considered for readmission following a suspension for academic misconduct must make an application that will be judged on the basis of eligibility to continue. A student who is suspended for academic misconduct and also fails to meet the continuation of study requirements will normally be required to serve the associated penalties consecutively.

A student who has been expelled from the University for academic misconduct is not eligible for readmission to the University for at least five years. A student who wishes to be considered for readmission must petition the President to have the expulsion status removed (please refer to the Academic Misconduct Policy for detailed procedures).

Granting of Credit while on Rustication

Senate's Policy on granting of credit for work done while on rustication is outlined below. It applies to any university credit course taken during the rustication period, be it distance or on-campus, taken in open learning programs from either this university or another university.




Admission inquiries: Admission Services ~ ~ ~ General calendar inquiries: Undergraduate Program Services
Last revised: 14 May 2003

2003 Office of Registrarial Services, University of Guelph