Academic Policies and Procedures

The policy: Academic Standing (pdf)

Purpose

This policy is to provide direction regarding the assessment of student academic performance during their studies at Capilano University.

Scope

This policy relates to all students who register in credit (academic) courses at Capilano University.

Continuing and Professional Education (CE) courses at Capilano University and the students completing these courses are not subject to this policy.

Policy Statement

Academic standing assessment is designed to provide feedback to students at the end of each term in regard to their term/ cumulative standing to assist the student in maintaining an awareness of their ongoing academic standing.

Academic standing assessment is not designed to be a punitive tool. Instead, is meant to provide ongoing feedback of a student academic standing. The assessment criteria are designed to ensure that students are provided with notification of standing in a fashion that is time sensitive and allows students the opportunity to seek academic assistance if needed, and maintain or return to Good Academic Standing throughout their studies at Capilano University. To ensure that students have sufficient time to seek assistance, students cannot move more than one step lower in their academic standing in any given term but are able to return to Good Academic Standing over one term.

The Academic Standing Policy outlines the University standard for assessment of academic standing and continuance in University registration. Please note that individual programs, when approved by Senate, may have continuance standards separate from this policy. When program continuance standards are separate from this policy, it is expected that these standards are made available to their prospective and current students through their program websites and in person.

Academic Performance Assessment Criteria

Academic standing is assessed based on the following criteria:

1. Upon completion of 9 credits of coursework after the first admission to the university
2. Using only grades assigned by Capilano University
3. Using only standard letter grades A+ through F.

Good Academic Standing

Students at Capilano University are deemed to be in Good Academic Standing if both their Term Grade Point Average (TGPA) and Cumulative Grade Point Average (CGPA) are 2.00 or higher.

The notation "Good Academic Standing" is recorded on the student's permanent student record and the student transcript for each term where this standing is granted.

Until such time that a student has completed 9 credits at the university, there is no Academic Standing evaluation completed for the student and the notation "Good Academic Standing" will be noted on their student record and their student transcript. Academic Standing will be evaluated at the completion of every term after the first standing evaluation occurs

Academic Alert

Students who achieve a TGPA and/or CGPA of less than 2.00 are placed on Academic Alert. The Academic Alert notation is listed on the student's permanent record but is not noted on the student transcript. Students on Academic Alert will continue to have the notation of "Good Academic Standing" on their student transcript.

The Academic Alert Standing is designed to provide students with an early warning regarding the potential shift in the academic standing. This early warning is provided to ensure that students are able to seek out services, both at the university and otherwise, to support their learning.

Academic Probation

Students who achieve a CGPA of less than 1.67 are placed on Academic Probation. The academic probation notation is listed on the student permanent record and is noted on the student academic transcript. 

Required to Withdraw

Students on Academic Probation will be  Required to Withdraw (RTW) if they achieve a CGPA of less than 1.59 and a TGPA of less than 1.67. The RTW notation is listed on the student's permanent record and is noted on the student academic transcript.

Students will be RTW for a minimum of one major term (Fall or Spring). Students who have registered for a subsequent term but who are RTW will be deregistered from that subsequent term and will be refunded their fees in full.

Re-Admission After Required to Withdraw Status

To return to studies students are required to submit an Application for Admission/ Readmission with the required application fee. Students who are readmitted are readmitted on Academic Probation and are subject to the conditions of Academic Probation as outlined in the previous sections

Definitions Used in Policy

• TGPA - Term Grade Point Average - the average of the final grades for all credit courses taken within that given term
• CGPA - Cumulative Grade Point Average - the average of the final grades for all credit courses taken since the first admission to the university
• RTW - Required to Withdraw

Students are eligible for Graduation with Distinction if they fulfill the following conditions:

• Complete a Capilano University credential of 30 or more credits of which no more than 20% of the program's credits can be Credit/ No Credit grades
• Achieve a minimum CGPA of 3.75, based only on courses used to satisfy program requirements; and 
• Have no grade lower than C+ in the program requirements

While credit may be given for transfer, equivalence, and so forth, the associated grades will not be used in calculating the program CGPA.​

Graduation with Distinction is recorded on the permanent student record and shall appear on the student's official transcript of academic record and on the parchment.

Students are eligible for the Graduation with Distinction if they fulfill the following conditions:​

• complete a Capilano University Degree in which no more than 20% of the credits can be Credit/No Credit grades;
• achieve a CGPA of 3.75, based on 300 and 400 level courses used to satisfy Capilano University requirements; and
• have no grade lower than C+ in the program requirements at the 300/400 level.​

While credit may be given for transfer, equivalence, and so forth, the associated grades will not be used in calculating the program CGPA.​

Graduation with Distinction is recorded on the permanent student record and shall appear on the student's official transcript of academic record and on the parchment.​

The Governor Generals Collegiate Bronze Medal

This award is presented to the graduate from a two-year program diploma or associate degree program who has achieved the highest cumulative grade point average and who has attained this grade point average on a minimum of 15 credit hours per term or full program load as outlined in the University Calendar, during attendance at Capilano University.

The Lieutenant Governor's Silver Medal

Awarded for academic excellence and contribution to the University and community to a graduate in a Career/ Limited enrolment program of less than two year's duration.

There are two types of academic honours at Capilano University: term honours and graduation honours.

1.1 Dean's List

Students are eligible for the Dean's list in the term they fulfil the following conditions:

• achieve a minimum of 3.67 on their term grade point average (TGPA)
• have no "Incomplete's", no "No Credit Granted" or "Fail" grades
• have completed a minimum of 12 credits for the term.

1.2 Merit List

Students are eligible for the Merit list in the term they fulfil the following conditions:

• achieve a minimum of 3.67 on both their term grade point average (TGPA) and cumulative grade point average (CGPA)
• have no "Incomplete's", no "No Credit Granted" or "Fail" grades
• complete fewer than 12 credits for the term.

The final grade appeal process offers an option of recourse to a student who substantive reason to believe that an inappropriate final grade has been assigned for a credit course.

Please visit Final Grade Appeals for further information.

An "I" grade or "Incomplete" may be assigned in exceptional circumstances when the student can achieve a passing grade by completing one or more units of the course. It is the student's responsibility to determine from the instructor what must be done to complete the course. If an Incomplete is not cleared within four months, the grade will be changed to the evaluation attained at the time the grade was assigned. For further information please see "Incomplete Grade 'I'" in the online University Calendar.

The University employs a letter grade system.

Grade Point Average (GPA)

Grade performance is expressed in terms of a grade point average (GPA). GPAs are reported on each Official Transcript of Academic Record. To calculate the term GPA, the grade point value for each grade is multiplied by the credit hours to produce a number of grade points for each course. For example, an "A" received in a three-credit course would become, for purposes of the calculation:

A = 4.00 x 3 credit = 12 grade points

To calculate the term GPA, the sum of the grade points is then divided by the number of credit hours taken in one term only. Similarly, the cumulative GPA recorded is the sum of total grade points for all terms, divided by the number of credits for all terms of enrolment.

The minimum grade point average for graduation is 2.00. Some programs require a higher grade point average for graduation purposes. Please refer to the relevant program section of the University Calendar for further information.

Participation

Up to a maximum of 10% of the total grade may be assigned to participation. (A percentage higher than 10% can be assigned with the approval of the Dean). Where participation is included in the total grade, the definition of participation will be included in the course outline.

Audit

An audit indicates the student has registered in, and attended a course without writing examinations or submitting work, papers, lab reports, etc. An Audit status is not calculated in the GPA, does not have credit attached, and may not be used toward completion of a credential.

Audit Denied

Students registered as audit status are required to attend lectures, labs and seminars. For those students who do not meet the attendance requirement, their permanent student record and transcript will be annotated with the comment Audit Denied.

Withdrawal - Extenuating Circumstances

Withdrawal from a course after the end of the withdrawal period is only granted for exceptional circumstances, which are often related to a medical situation. Information about the documentation required for such withdrawal is available from the Registrar's Office

CR or NC Grade

The grades CR or NC are assigned to courses in which a level of mastery is required for successful completion, but is not included in the GPA calculation.

F Grade

All Fail or F grades recorded on the student's Official Transcript of Academic Record are assigned a value of zero in the calculation of a student's term and cumulative GPA.

All requests for exemption, substitution or transfer credit must be submitted to the Registrar's Office on the Transfer Credit Request form. A decision will be made with the recommendation of an appropriate program coordinator, if applicable. The credit or action will be noted and approved by the Registrar's Office. Students will be notified in writing of the final decision.

Exemption:  An exemption indicates a student is not required to complete a particular course(s) in a program because of successful completion of a combination of post-secondary courses which, overall, constitute equal content. Exemption Standing does not reduce the total number of credits required to complete a credential. Approved Exemption is not noted on the student's Official Transcript of Academic Record.

Substitution:  A substitution indicates a Capilano course used in lieu of another Capilano course to complete a program's requirements. Credit must be equal. Approved Substitution is not noted on the student's Official Transcript of Academic Record.

Transfer Credit:  Transfer credit is credit given for work successfully completed at another institution. The transfer credits reduce the total number of credits required to complete a certificate, diploma, associate degree or degree. Approved transfer credit is noted on the student's Official Transcript of Academic Record. While grades are noted on the student record system, they are not included in the calculation of the GPA, nor are they printed on an official Capilano University transcript.

Prior Learning Assessment (PLA):  Prior Learning Assessment (PLA) is a process whereby students may receive university credits for learning acquired in formal and in informal situations. This process is of immense benefit to mature students who have work and life experiences that equate to courses offered at the University. For example, if you have on-the-job work experience with computers you may be able to receive credits offered in one or more office or business administration courses. You will need to prove that you have acquired the knowledge, skills and values required in the formal courses for which you are requesting credit. This is done by providing evidence of what you have learned. This might include any one or combination of the following: a work site visit, documentation, interview and oral presentation, portfolio. For more information about whether the PLA option is available in the program for which you are applying, please contact the program coordinator. Prior Learning Assessment fees will apply. Prior Learning Assessment granted will be recorded on the permanent student record.

Course Challenge: Admitted students may request a course challenge whereby an examination for achievement may be awarded for a very specific and limited selection of courses at the institution. Certain courses may not be challenged. Students interested in this procedure should contact their instructor. Course Challenge fees will apply. A course challenged successfully will be recorded on the permanent student record. 

Note: Transfer credit, exemption, substitution, PLA, or Course Challenge granted is only relevant for Capilano University. Other institutions to which you may transfer will re-evaluate your credits at the time of application to that institution.

Capilano University gathers and maintains information used for the purposes of admission, registration, alumni and other fundamental activities related to being a member of the Capilano University community and attending a public post-secondary institution in British Columbia. In signing an application for admission, or graduation, or a registration form, all applicants are advised that both the information they provide and any other information placed into the student record, as per section 35 of the Freedom of Information and Protection of Privacy Act of British Columbia, will be used on a confidential basis, for the purposes of admission, registration, research, alumni development, student association, and other purposes consistent with the mandate of the institution. Capilano University reserves the right for the Registrar to share information with the Ministry of Advanced Education, Training and Technology, or other related government agencies. Any questions concerning the collection and use of this information should be directed to the Privacy Assistant: privacy@capilanou.ca

Personal information contained on your student record will be used to verify your Personal Education Number (PEN) or to assign one to you. The PEN is a nine-digit number assigned to each student as they enter the British Columbia educational system. This identification number follows the student through their K-12 and post-secondary education. This number is used for multiple purposes including the distribution of funding to schools, transition analysis between schools, districts and post-secondary education, exams and student reporting. The Freedom of Information and protection of Privacy Act guarantees the privacy of information that is collected, regulates how it is collected and who has access to it. The PEN program follows the guidelines set out by the Freedom of Information and protection of Privacy Act www.mser.gov.bc.ca/privacyaccess.

If you have any questions about the use of PEN, please contact the Freedom of Information coordinator in writing at privacy@capilanou.ca or: Freedom of Information Coordinator, 2055 Purcell Way North Vancouver, B.C., V7J 3H5.

1. All official permanent student records are kept in the Registrar's Office and are considered confidential.
   
   Students may be provided with a copy of their academic record upon written request to the Registrar's Office.
   
   Academic record information will only be released upon presentation of photo identification (i.e. valid driver's license, passport, or Capilano University student identification card). Information will not be given to any agency or person other than the student unless the student has given their permission in writing, or for institutional research projects approved by the University. Exceptions are as follows:
   
   • a. To government departments or their agents where Capilano University is required by law to provide the requested information.
   • b. To respond to a valid court order, search warrant, subpoena, summons, or other legal document served upon the University.
   • c. To respond to appropriate parties if knowledge of the information is necessary to protect the health or safety of the student or other individuals.
     
     
2. Grade statements
   
   Grade statements are available online via the Student Information Web Service at the end of each term.
   
   
3. Transcripts
   
   Official transcripts are issued by the Registrar's Office, only at the request of the student, and are mailed directly to the institution or agency or to the student in a sealed envelope.
   
   Unofficial transcripts can be printed by students from myCapU Account.

For some Career/Limited enrolment programs, classes will continue as regularly scheduled throughout the examination period. In addition, a special examination schedule may be set. Detailed information is available from instructors or program coordinators.

The examination schedule will be posted by the end of the eighth week of instruction for the fall and spring terms.

For enrolment verification purposes Academic Year Standing is determined by the following:

• 1st Year: <24 credits
• 2nd Year: 24 credits
• 3rd Year: 54 credits
• 4th Year: 84 credits

Enrolment Verification letters (Confirmation of Enrolment) are available online via myCapU Account.

Full-time status:  A student registered in a minimum of nine credits is classified as a full-time student.

Generally, for provincial and federal financial aid purposes, a student registered in a minimum of nine credits will be considered to have met the enrolment requirement for financial aid.  Please verify eligibility with the Financial Aid & Awards Office. For participation in intercollegiate sports, enrolment in a minimum of nine credits will generally be considered to have met the enrolment requirement.

For most scholarships, the requirement for full-time status is 12 credits. Please refer to individual scholarship applications.

Audit:  An audit enrolment indicates the student has registered in and will attend a course without writing examinations or submitting work, papers, lab reports, etc. Full fees are required for audit enrolment. Attendance at lectures, labs and seminars is required. For those students who do not meet the attendance requirement, their permanent student record and transcript will be annotated with the comment AUDIT DENIED. Audit status in a particular course is not calculated in the GPA, does not have credit attached, and may not be used toward completion of a credential.

Students are permitted to register for audit status in a particular course only as of the first day of classes, on a space-available basis, with the instructor's signature. Students may change their registration in a course from credit to audit or audit to credit on or before the last day of the Add/Drop Period with the instructor's approval and signature

A student is expected to attend all classes in which s/he is registered, since the evaluation of progress in any course is cumulative, based on assignments, participation and examinations.

If illness, injury or death in the family prevents a student from completing an assignment or examination, s/he must notify the instructor immediately. if completing an assignment or examination is feasible and acceptable within the program, the student shall submit reasons an/ or documentation to the satisfaction of the instructor within seven days of the due date of the assignment or examination.

Faculty members are authorized to dismiss from a class a student who is disruptive to the learning process.