Academic Policies

Academic policies are set by the Academic Board, and students wanting explanation of these policies should consult with a Counsellor. Students who wish to dispute a College academic policy, or its application, should address their concern in writing to the Academic Board, which will normally respond in writing within two weeks. This decision may be appealed to the Board of Governors.

General Classroom Conduct and Attendance

Students at Columbia College are expected to show respect for the rights of other students, in particular the right to study and learn. Any behavior in a classroom that interferes with the instructor’s ability to conduct the class, or a students’ ability to learn, be treated as disruptive; the penalties for disruptive behaviour are set out in the College Academic Calendar, and include suspension and even expulsion from the College. In general students are expected to be attentive and courteous during class and lab time, to complete assigned work, and to accept responsibility for their own achievement. More information can be found here.

Disciplinary Action

Disruptive behaviour of any sort is subject to review by the Academic Board and may result in a student being denied access to the class in question while receiving a failing grade. Generally, disciplinary actions taken will be progressive, with more serious action taken for repeated violations of the Code of Conduct. Measures may include verbal warnings, written warnings, denial of class access, and in more serious cases it can result in suspension or expulsion from the College. Parents or guardians of students under the age of 19 will be notified of any disciplinary action taken against their child.

Accommodating Students with Disabilities/Special Needs

It is the responsibility of students with a disability or special needs to contact the College at their earliest opportunity in order to inform the College of the nature of their disability/special needs and to provide the relevant medical or psycho- educational documentation from a specialist, so that a Counsellor and student can jointly determine the appropriate accommodation(s) for the student, and so that the Counsellor can inform the relevant Instructors of the accommodation(s) required.

The documentation in support of the request for accommodation must include a recent (within 3 years) formal diagnosis and must explain the nature and degree of the disability or special need(s). In addition, the documentation should indicate that some degree of academic accommodation is required.

It is preferable that the relevant documentation be acquired by the student prior to arriving in Canada, as appropriate diagnosis and recommendations for accommodation once in Canada may require considerable time and expense on the part of the student.

With this information, Columbia College can then take reasonable measures to accommodate these students. The College will do its best to ensure that such students have an equal opportunity to achieve their optimum performance. These measures include, but are not limited to, the following adaptations/modifications to classroom management and the delivery of course content:

Preferential seating;
Alternative delivery of lecture material;
Distraction-reduced environment for tests/exams/essays;
Permission to record lectures;
Extended time (both in-class and outside class) to complete assignments, essays, tests, and exams;
Regular washroom breaks

Note: All costs related to diagnosis, obtaining documentation, and ensuring accommodation of a special need or disability are the responsibility of the student.

Plagiarism and other forms of cheating

Plagiarism and other forms of cheating on course work will be treated as misconduct. Plagiarism, the presentation of another’s words, thoughts or inventions as one’s own, is regarded as a grave offense in all courses at Columbia College.

Associated dishonest practices include the faking or falsification of data, cheating, or the uttering of false statements by a student to obtain unjustified concessions.

Students are asked to review the College’s “Cheating and Plagiarism Policy and Protocols” available from Student Services or at the web link above.

Students may not bring electronic devices (besides approved calculators), including cellphones, into an exam. Violation of this policy will be viewed as a form of cheating.

If an instructor believes that a student has plagiarized, the instructor contacts a Counsellor. Within one business day of receiving a plagiarism charge from an instructor, the Counsellor will email the student at their Columbia College email address, thereby initiating the 7-day appeal period. The email will advise the student of the charge being filed, the consequences of the charge, the right to appeal, and the necessity to see a Counsellor prior to returning to that class.

Should a student be accused of cheating and/or plagiarism, he or she should contact a Counsellor immediately. The Counsellor will review the College’s “Cheating and Plagiarism Policy and Protocols” with the student and provide advice. Less serious matters may be dealt with informally with the consent of both parties. In more serious cases the instructor will recommend a penalty in accordance with the College’s published protocols. This penalty may be appealed to the Cheating and Plagiarism Appeal Committee which will make a final decision on the matter.

A student expelled for plagiarism will be assigned grades of “F” on all course taken in that semester.

Records of plagiarism are kept in the student’s file.

Probation

Students are placed on probation if their semester GPA falls below 1.7 in University Transfer (UT) courses or their average falls below 55% in high school courses. To remove probation, students must raise their next semester’s GPA to 1.7 or above (or 55% or above in high school courses).

Students on academic probation for two consecutive semesters, need permission from the Academic Probation Committee to register for another semester. They should consult a Counsellor. After three consecutive semesters on probation, students are typically not allowed to continue at Columbia College. Appeals for special consideration can be made to the Academic Board if there are documented extenuating circumstances. Students should consult a Counsellor to appeal.

Students denied registration due to probation must reapply to Columbia College if they wish and show an improved academic performance at another institution (usually a “C” average on at least nine transferable credits).

Students on probation for misconduct must show satisfactory conduct and academic performance (semester GPA of 1.7 or above in UT courses or 55% or above in high school courses) to continue at the College. Probation students are typically limited to a full-time load of 12 secondary credits (3 courses) or twelve university (or equivalent) credits per semester.

High School Program students on probation must maintain full-time status with at least three courses. University Transfer Program students on probation have no limits on course withdrawals.

Honour Roll

Transcripts

Student Copy

The College generates an up-to-date transcript for each student at the end of each semester. If a student is under 19 and in a Foundation Program or ESL, a copy is also sent to the parents. Parents of University Transfer students under 19 usually do not receive regular updates on registration and performance. However, they can contact Student Services for more information if they have concerns.

In accordance with Canadian privacy laws, parents of students over 19 will not receive information about the student's progress unless the student signs a consent form. This can be done during initial registration or as part of the application process.

Students may view their transcripts on the Student Portal and can print their own unofficial copies.

Official Copies

Upon the request of a student, official transcripts will be mailed directly to a university or college. Official transcripts will normally not be released to students directly. Official transcripts can be ordered online. For transcript ordering fees see “Fees”.

Registration

Students must register for courses each semester. Before registration, they may consult with a Counsellor to plan their courses. University Transfer Program students register online, while High School students register in person with a Counsellor. Online registrants will be assigned a specific login time. Priority is given to longer-term students, so newer students may find their preferred courses full and may be placed on a waitlist. The College strives to offer enough courses and may add more if demand is high.

Fees must be paid in full at the time of registration. Continuing students can register in the week after final exams and are encouraged to do so as popular courses fill up quickly. Registration for continuing students continues until the first day of the next semester's classes.

Late Registration takes place during the first 5 days of classes, space permitting. A late fee will apply. Additional penalties will be assessed if tuition fees have not been paid in full by the fifth teaching day of the semester.

Repeated Courses
Students are not normally permitted to repeat a credit course more than twice.

Course Selection
Students usually register online. Counsellors are available to assist with course selection. (Course selection is subject to the College’s approval.) Students who have successfully completed a higher-level course may not be permitted to register in a lower level course in the same subject area.

Course Changes: Add or Drop
Students may add, drop, or change courses up to the end of the fifth day of classes each semester. Courses dropped will not appear on the student’s permanent record.

Withdrawals
After the 1st week of classes, and up to the end of the first day of the 10th week of classes, students may withdraw from a course. The notation “W” will appear after the course name on the student’s permanent record. This course will not be considered when the GPA is computed. There will be no refunds on course withdrawals. Canadian immigration authorities may view withdrawals as changing a student’s status from full-time to part-time.

In the case of a Secondary student under the age of 19, the College requires the written permission of a parent (or guardian) before a course withdrawal will be permitted. Secondary students wishing to withdraw from a course must consult a Counsellor. Failure to attend a course after registering for it does not constitute withdrawal, and will result in an F (or N, see “Grading System”) grade on the student’s record. Withdrawals are not permitted from required English courses, and the right to withdraw from courses in some programs (such as the University Preparatory Program) is limited. Students who are retaking courses for the purpose of improving a passing grade may withdraw from these courses up to the last day of classes. Students wishing to withdraw from a course should consult a Counsellor.

Semester Timetable and Course Offerings:

The semester timetable is issued by the Registrar and will be available prior to the end of the preceding semester. The College reserves the right to make changes to the timetable at its discretion.
If the number of students registered for a course is insufficient to warrant it being offered, that course may be cancelled. Conversely, additional sections may be added to a course where it is warranted.
Late adjustments to the timetable may involve changing instructors. Students should note that when they register, they are registering to take a particular course and section rather than to take a course with a specific instructor.

Addresses
All communications mailed to students are sent to the local address provided by the student. All students are urged to assist the College in keeping the College’s records current, and to notify the College of any changes.