Documentation:DE Policy Guide

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Overview

The Distance Education Policy Guide is put together by the Centre for Teaching, Learning and Technology and Enrolment Services.

Distance Learning at UBC

The University of British Columbia has been offering Distance Education courses for over 60 years. Many of these courses have been jointly developed by Faculties across campus and the Centre for Teaching, Learning and Technology. Some Faculties develop their own to fit their own students' needs.

The following is a general overview of the units that offer Distance Education courses:


CENTRE FOR TEACHING, LEARNING AND TECHNOLOGY (CTLT)

The Centre for Teaching, Learning and Technology collaborates with UBC Faculties to design and deliver high quality, innovative courses and programs that leverage technology to support learning and teaching at a distance. CTLT offers over 120 distance education courses, spanning more than 30 different subject areas. CTLT's distance education course offerings are all full-credit courses which can be used towards degree programs.

http://ctlt.ubc.ca/distance-learning


CONTINUING STUDIES

Over 1000 adult learners each year participate in UBC Continuing Studies distance learning opportunities for professional and personal development. A diverse range of non-credit courses and programs are available 100% online and in formats that blend face-to-face sessions with significant online components. Students engage and interact with instructors and classmates online while benefiting from a university-level curriculum researched and developed by subject-matter experts.

http://www.cstudies.ubc.ca


OPTIONAL RESIDENCY MFA PROGRAM, CREATIVE WRITING

The UBC Creative Writing program is Canada’s oldest and most respected. Since 1965, students have been coming from across Canada and around the world to study writing at the undergraduate and graduate levels in an unique, multi-genre environment. In 2005, the program launched Canada’s first distance education MFA in Creative Writing, meeting the needs of learners who cannot move to Vancouver to further their writing. Like its parent program, the Optional Residency MFA is innovative, offering seven separate genres of writing. Students can work on a part-time basis, with an optional summer residency held at UBC each July.

http://www.creativewriting.ubc.ca/programs_mfa_op_residency_about.shtml


EXTERNAL PROGRAMS AND LEARNING TECHNOLOGIES (EPLT), FACULTY OF EDUCATION

External Programs and Learning Technologies has a long tradition of offering and supporting distance education courses. Over the past two decades, the flexibility of EPLT course delivery has enabled thousands of UBC students to complete their programs and receive degrees.

http://www.eplt.educ.ubc.ca/


SCHOOL OF REHABILITATION SCIENCES (RHSC)

The School of Rehabilitation Sciences in the Faculty of Medicine offers an online Master of Rehabilitation Science and an online Graduate Certificate in Rehabilitation. These programs allow students to continue their education without interrupting their work. They can choose to complete their studies sooner or later depending on the course load they desire.

http://www.mrsc.ubc.ca/default.asp


SAUDER SCHOOL OF BUSINESS (SAUDER)

As one of the world’s leading business faculties, Sauder School of Business represents the future of management thinking. Combining award-winning research, an outstanding faculty, and unmatched global partnerships, Sauder School of Business generates new business knowledge, fuels organizations with innovative ideas, and graduates tomorrow’s business leaders.

The Sauder School of Business offers courses that can be fully-credited towards their diploma and degree programs.

http://www.sauder.ubc.ca

Section Classifications

The following are the different section classifications or codes for Distance Learning courses at UBC:


CTLT:

GIS – Distance Education: fee code for Centre for Teaching, Learning and Technology delivered courses


EPLT:

ETEC – fee code for the Master in Education Technology Program

DEO – Distance Education: Faculty of Education for fee category

EDE – Distance Education: Faculty of Education for fee category

EDG – Distance Education: Faculty of Education for fee category

EDI – Distance Education – Faculty of Education for fee category


RHSC:

MRSC – Master of Rehab Science

GCRS – Grad Certificate in Rehab Science


SAUDER:

SATL – Satellite Course: used by Medicine and Commerce for courses offered electronically at another location

Roles and Responsibilities

The following section illustrates the roles and responsibilities of the groups involved in Distance Learning offered through CTLT at UBC.


LEARNING SUPPORT STEERING COMMITTEE (Partnership between Enrolment Services and CTLT)


Roles & Responsibilities:

  • Discuss and make recommendations on policy issues related to distance learning and specifically course delivery via the Centre for Teaching, Learning and Technology.
  • Provide a liaison point between front line learner support staff, and CTLT course development and delivery staff to ensure communication pathways are maintained.
  • Document and disseminate data related to course delivery issues (including instruction) that come forward on a regular basis).


Contact Information:

Paul Poole
Manager: Non-Degree Studies: Enrolment Services
Phone: 604 – 822 – 1428
Email: paul.poole@ubc.ca

Susan Wong
Course Support Liaison: CTLT
Phone: 604 – 822 – 6550
Email: susan.wong@ubc.ca

Jeff Miller
Senior Manager, Distance & Blended Learning: CTLT
Phone: 604 – 822 – 0735
Email: jeff.miller@ubc.ca

Cindy Underhill
Strategist, Learning Resource Design: CTLT
Phone: 604 – 822 – 1340
Email: cindy.underhill@ubc.ca


FACULTIES


Roles & Responsibilities:

  • Advise students, through the faculty academic advising office, on program planning, course selection, and course loads.
  • Review student requests concerning per term academic credit limit, academic concessions, and taking distance education courses.
  • Strategize the use of resources to develop distance education courses in conjunction with university and faculty goals.
  • Set and approve course curriculums and academic requirements for all degree-granting programs.


Contact Information:

Please contact respective faculty academic advising offices and/or dean’s offices. (see Contact Directory)

For more information on academic advisors please email: distance.education@ubc.ca


ACADEMIC DEPARTMENTS


Roles & Responsibilities:

  • Set and approve course curriculums and academic requirements for their respective programs.
  • Strategize the use of resources to develop and deliver distance education courses in conjunction with university and faculty goals.
  • Appoint instructors to teach distance education courses.
  • Advise students on program requirements and general eligibility for distance education courses.
  • Discuss with instructors issues concerning academic concessions.
  • Address student complaints regarding instructors and consequently instructor’s serious concerns about student behaviour or progress in a course.
  • Review and adjudicate on students of their final grades.
  • Assist instructors in returning marked assignments to students.


Contact Information:

Please contact respective academic departments. (see Contact Directory)


CENTRE FOR TEACHING, LEARNING AND TECHNOLOGY (CTLT)


Roles & Responsibilities:

  • Collaborate with Faculties on course development and delivery to ensure high academic standards.
  • Address technical problems related to distance education courses, especially with online courses and computer related course components.
  • Act as a resource for instructors.
  • Resolve issues concerning online exams, course design, and materials.
  • Manage the ordering of textbooks and course materials in collaboration with the UBC Bookstore.
  • Orient instructors and learners to the online/distance environment.
  • Collaborate (with student development, library and others) on the creation of academic support resources for learners.


Contact Information:

Please see Contact Directory.


ENROLMENT SERVICES


Roles & Responsibilities:

  • Advise students regarding admission, registration, tuition and fee requirements.
  • Provide guidance to students regarding academic concessions.
  • Facilitate contact between instructors and students where needed.
  • Act as a resource to students and faculty in resolving issues related to academic concessions, exams or registration.
  • Refer students to support services on campus, including access and diversity, counseling services, and student financial assistance.


Contact Information:

Brock Hall
2016 - 1874 East Mall
Vancouver, BC V6T1Z1
Website: http://www.askme.ubc.ca
Phone: 604 - 822 - 9836 or 1 - 877 - 272 - 1422
(toll free in Canada and the US)
Email: distance.education@ubc.ca


IT SERVICES (ITS)


Roles & Responsibilities:

  • Resolve performance issues of WebCT Vista and Connect course components and issues related to Campus-Wide-Login (CWL), passwords, and/or login.
  • Provide technical resources for internet browser tune-up in order to properly access WebCT Vista and Connect.


Contact Information:

IT Services
Phone: 604 – 822 – 2008
Website: http://www.it.ubc.ca/contact/helpdesk.html


DISABILITY RESOURCE CENTRE (DRC)


Roles & Responsibilities:

  • Arrange for the adaptation of course materials for student needs.
  • Lend specialized equipment to students with disabilities.
  • Arrange for suitable accommodation for examinations.
  • Provide student aides when needed by students with disabilities.


Contact Information:

Access and Diversity
Student Development & Service
Brock Hall, Room 1203
1874 East Mall
Vancouver, BC V6T 1Z1
Phone: 604 – 822 – 5844
TTY : 604 – 822 – 9049
Fax: 604 – 822 – 6655

Crane Library
Phone: 604 – 822 – 6111
Fax: 604 – 822 – 6113
Email: access.diversity@ubc.ca


STUDENT FINANCIAL ASSISTANCE AND AWARDS

Roles & Responsibilities:

  • Assist students with information and resources on grants, bursaries, work/study, and/or student loans.


Contact Information:

Student Financial Assistance and Awards
Enrolment Services
Brock Hall
1036 - 1874 East Mall
Vancouver, BC V6T 1Z1
Phone: 604 – 822 – 5111
Fax: 604 – 822 – 6929


LIBRARY

Roles & Responsibilities:

  • Provide assistance concerning issues on library access, proxy server authentication, and access to UBC online resources.
  • Assist in searching, printing, and citing online full-text articles.
  • Deliver books, articles, DVDs, and video’s to distance education students for free.


Contact Information:

Library
Phone: 604 – 822 – 6275
Email: library.systems@ubc.ca
Website: http://www.library.ubc.ca/home/proxyinfo/#acces

Policies and Processes

Credit Limitations

ARTS, FACULTY OF

Faculty of Arts students are allowed to take up to 60 credits of Distance Education courses. However, students should be aware that after the completion of 60 credits, only 42 Distance Education credits will be counted toward the degree program. Students are allowed to take up to 12 credits for the entire winter or summer session.

Source: http://www.arts.ubc.ca/Credit_Limit.505.0.html
http://www.arts.ubc.ca/Distance_Education.516.0.html


BUSINESS, SAUDER SCHOOL OF

Commerce students are limited to six credits of distance courses (GIS) during a given session (summer - May to August or winter - Sept to April). Students must obtain permission from an academic advisor within the faculty to take further distance courses (GIS) beyond these six credits during a session.


EDUCATION, FACULTY OF

There is no limit to the number of distance education courses taken to fulfill the specified requirements.


FORESTRY, FACULTY OF

All students are blocked from registering for distance education courses. If a student is interested in taking a distance education course through UBC they will need the permission of their Program Advisor or Program Director. Once they have been given written permission, students should please see Candace Parsons, FSC 2615 in order to register for the course.

Source: http://www.forestry.ubc.ca/Students/Undergraduate/StudentServices/AcademicRegulations/tabid/89/Default.aspx


LAND AND FOOD SYSTEMS, FACULTY OF

No credit limitations for DE courses.


MUSIC, SCHOOL OF

During the winter session, BMUS students may take up to 12 credits of distance education. During the summer session, it is also 12.


NURSING, SCHOOL OF

There is no limit to the number of distance education courses taken by a Nursing student.

Course Repeats

ARTS, FACULTY OF

A student may repeat a failed course only once. This restriction does not apply to courses required to satisfy the Faculty of Arts language requirement or to MATH 100, 101, 102, 103, 104, and 105, any of which may be repeated twice, or courses in first year English (which a student registered in the Faculty of Arts may repeat twice).

Source: http://www.students.ubc.ca/calendar/indexcfm?tree=12,197,282,54


BUSINESS, SAUDER, SCHOOL OF

If students obtain a ‘Fail’ standing on a Commerce course ending in the first term, they may re-register for the same course in the second term, provided the course load in the second term does not exceed 18 credits. A failed course may be repeated in the Summer Session if available.

Source: http://www.sauder.ubc.ca/bcom/academic_program/grades/index.cfm


EDUCATION, FACULTY OF

Because courses in the Faculty of Education change significantly over time, certain advanced curriculum and instruction courses and other second-level courses may be re-taken for credit, but only five or more years after they were taken previously and only with the prior permission of the Faculty. Two versions of the same course may not both be used for credit towards the same degree or diploma, though one may be used towards one program (e.g., a Bachelor of Education or one diploma specialization) and a more recent version towards another program (e.g., a different diploma specialization). Basic curriculum and instruction courses and introductory courses without prerequisites may not be repeated.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,202,320,160


FORESTRY, FACULTY OF

If you fail a required course, it can only be repeated once. If you happen to fail a course for the second time, you will need to make arrangements to take the course at another institution.

If you pass the lab portion of a failed course, you can repeat the course without having to repeat the laboratory portion of the course, provided you take the course in the subsequent session. The lab grade will only be held over for one academic session.

Source: http://www.forestry.ubc.ca/Students/Undergraduate/StudentServices/AcademicRegulations/tabid/89/Default.aspx


LAND AND FOOD SYSTEMS, FACULTY OF

There is no official policy for course repeats; however, a student can only repeat a failed course twice.


NURSING, SCHOOL OF

Except in unusual cases, no student may repeat a course more than once. A student who fails a course for a second time, or fails two or more courses, will be required to discontinue study in the School of Nursing for at least one year.

Source: http://www.nursing.ubc.ca/Current_Students/Policies/Progression_and_Advancement.htm


REHABILITATION SCIENCES, SCHOOL OF

A course in which a grade of less than 60% for Master’s students (68% for PhD ) was obtained may be repeated for a higher standing if recommended by the department and approved by the Dean of the Faculty of Graduate Studies.

Source: http://www.physicaltherapy.med.ubc.ca/students_alumni/current_students/student_handbook.htm


SCIENCE, FACULTY OF

No failed course may be repeated more than once without special permission of the Dean. This does not apply to courses in first-year English or mathematics, which may be repeated twice. Courses on the Science Credit Exclusion List are considered to be the same course for the purposes of this rule.

If you pass a course in the Faculty of Science you will NOT be able to repeat the course for higher standing.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,215,410,407
http://www.escience.ubc.ca/academic/planning/courses/index.htm

Late Force-Ins

Students may be forced in to course sections after the close of registration as follows:

  • One week past the deadline for UNCL student registration, any remaining ACES seats will be made available for general registration.
  • Students must meet the pre-requisites for the course.
  • Late force ins and addition of students on wait lists is managed through Enrolment Services: distance.education@ubc.ca

Course Accelerations

Accelerating a course means completing all of the course assignments and writing the final examination during an earlier examination period than the scheduled course completion date that is posted on the Student Service Centre. Students may consider this option for student loan purposes or to meet a graduation deadline.

In order to accelerate a course’s completion, students will need permission from their instructor. It is at the instructor’s discretion whether or not a student will be permitted to accelerate the course. Some course structures do not allow for acceleration, while others do. If a student needs to accelerate a course’s completion, they must confirm that this is possible with their instructor before they register. Applications must be made at least 8 weeks in advance of the examination period in which they wish to write the final exam.

Please note: If the student is accelerating the course to meet graduation deadlines, then it is their responsibility to clearly communicate this to the instructor and inform their faculty.


Procedure:

  1. Students must contact the course instructor and ask permission. They will need the instructor’s permission in writing. It is advisable that the contact be made via email.
  2. Permission will be forwarded to: distance.education@ubc.ca. Note that the following information must be included in the email: student’s name, UBC student number, course name, number and section, and instructor’s name and permission.
  3. Once the application has been processed, the student will receive an email confirmation.


It is the student’s responsibility to ensure that the entire course workload is completed before the final exam. Once approved, they must communicate with their instructor to determine an acceptable assignment due date schedule to accommodate their acceleration.

Academic Concessions

Students enroled in Distance Education courses (delivered by the Centre for Teaching, Learning and Technology) are bound by the university’s policies related to academic concessions. Distance education requires some unique process adjustments. Practices related to course withdrawal and extension will vary according to circumstance and Faculty policies.


Basic Principles to Follow When Dealing With Academic Concessions:

The general principle in dealing with learner requests for academic concessions is to assist them in removing barriers to completing coursework or managing their academic course load when problems arise. It is important to recognize the following:

  • Learners need to know the status of their request well before the end of term or their final exam date.
  • The University requires basic documentation to support their request. Detailed accounts are not necessary and students need to know that they do NOT need to share any confidential information – just the recommendation (from another Unit ie. DRC or basic info to support their request).
  • Decisions are made in conjunction with instructors and academic advisors (where appropriate).
  • Follow up on requests should be prompt – students are often under stress waiting for an answer.


UBC Policy Reference

Students may request academic concession in circumstances that may adversely affect their attendance or performance in a course or program. Such circumstances include:

  • a medical condition;
  • emotional or other problems;
  • religious observance; and
  • military service.

Students who intend to, or who as a result of circumstance must, request academic concession must apply to Enrolment Services and will be guided by UBC policy referenced above.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=3,48,0,0


UBC Policy Reference by Faculty


ARTS, FACULTY OF

Students requesting Academic Concession will be required to complete a Deferred Standing and Academic Concession Request and provide supporting documentation as requested. In some cases it will be necessary for the student to attend an interview. Academic concessions are granted only by the senior staff of Academic Advising Services, and are a privilege not a right. Among academic concessions that may be granted are permission to drop or withdraw from a course after the normal deadlines are passed, Aegrotat Standing, Deferred Standing, and withdrawal from the University.

Source: http://www.arts.ubc.ca/Academic_Concession.512.0.html

Deferred Standing and Academic Concession Request Form:

http://www.arts.ubc.ca/fileadmin/template/main/images/departments/advising/Request_for_Academic_Concession.pdf


EDUCATION, FACULTY OF

Requests for academic concession must be directed to the Teacher Education Office as close as possible to the time attendance or performance is affected. Students should inform their instructor(s) and the Director, Teacher Education Office and provide documentation related to the reason for the request (medical condition; emotional or other problems; or religious observances). Documentation from a physician or other authority should provide sufficient details to support the concession requested. Concessions may include permission to drop a course(s), withdraw from the program, obtain course extensions or aegrotat standings.

See Contact Directory on how to contact the Teacher Education Office.

http://teach.educ.ubc.ca/bachelor/handbook/Faq_attend.htm


SCIENCE, FACULTY OF

Academic concessions are a privilege, not a right, and are granted only by the Dean or designate.

Among the academic concessions that may be granted are permission to withdraw from or drop a course after the normal deadlines, Aegrotat Standing or Deferred Standing, and withdrawal from the university.

Students who are absent for short periods of time or are unable to complete tests or other graded work because of short-term illness, or for other reasons, should normally discuss with their instructors how they can make up for missed work, according to written guidelines given them at the start of the course. Students who do not agree with an instructor’s decision have the right to request academic concession through the Science Information and Advising Office. Students whose academic performance or attendance is severely affected by medical, emotional, or other problems must consult the Science Information and Advising Office as soon as possible, and certainly before the end of an academic term, if they wish to request academic concession. Students absent from formal end-of-term examinations have the responsibility to request academic concession from the Science Information and Advising Office. Students may not make arrangements directly with the instructor without the involvement of the Science Information and Advising Office. Failure to follow appropriate procedures will normally result in the refusal of the Dean to grant an academic concession.

In order to request academic concession, a student who is absent from any formal examination must report within 48 hours of the end of the examination (in person, by telephone at 604-822-3820, or by email). Untimely notification will not normally be accepted. Students will be required to complete a “Request for Academic Concession” form and provide the necessary supporting documentation. Before missing an examination, students should consider that deferred standing is not granted automatically even with supporting documentation. Students must make every effort to avoid missing examinations. Students who have on-going health or emotional problems should consult Student Health Services or Student Counselling. Any student who has once been granted an academic concession should not assume they will be granted another.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,215,410,407

Course Withdrawals

Withdrawal from DE Courses Delivered by CTLT


UBC Policy Reference:

For purposes of withdrawal, all courses delivered by DE are considered to be single term courses, regardless of credit value (see UBC Calendar section 1.6.2, Refund of Undergraduate Student Tuition).

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=3,45,617,0


Process Reference:


The Centre for Teaching, Learning and Technology Distance Education Learner’s Guide

Students can be referred to the online Learner’s Guide: Policy and Procedures on the CTLT website found at:

http://ctlt.ubc.ca/distance-learning/learner-support/policies-and-procedures/


Withdrawals via the Student Service Centre (SSC)

Learners can withdraw themselves using the SSC within the first 6 weeks or so of the term in which the course starts. For specific withdrawal dates refer to UBC Student Services.


Withdrawals Before the Midpoint

After the SSC closes for self-service, withdrawals will be processed for distance education courses up to the half way point of the course. No documentation is required. Learners should send their request to distance.education@ubc.ca. Half way points are listed on the CTLT website. Look for the course start month across the top and completion month on the left column.


Late Withdrawals

After the course midpoint, withdrawals are only approved for extenuating medical, compassionate or unusual circumstances with appropriate documentation (medical certificate, etc). Learners should fill out the UBC Request for Withdrawal Form and attach all relevant documentation. The request will be forwarded to their Faculty for a decision.


Work in Progress:

Withdrawal deadlines (where DE course sections run parallel to on-campus sections) should be brought in line with deadlines for on-campus courses. Tuition fee installments should follow the same logic.


UBC Policy Reference by Faculty


FORESTRY, FACULTY OF

If students are trying to drop a course after the withdrawal deadline then they will need to have the Registration/Change of Registration Form signed by Candace Parsons, (FSC 2611). Original signatures are required.

Source: http://www.forestry.ubc.ca/Students/Undergraduate/StudentServices/OnlineAdvisingForms/tabid/91/Default.aspx


LAND AND FOOD SYSTEMS, FACULTY OF

If extenuating circumstances exist, learners may be allowed to withdraw from courses, even after the deadline has passed. If they have suffered from medical or personal problems, they should make an appointment to discuss their situation with either Joshua Robertson or Lynn Newman-Saunders (see Contacts Directory). At this meeting, they should bring a statement from their doctor or counsellor, and a “course drop” form signed by the course instructor verifying the date of last attendance. Students may visit Student Health Services on campus or their family doctor. They must not unnecessarily delay this consultation with a medical professional. Student services will follow up on notes with their health care professional. A doctor’s note does not guarantee that they will be allowed to withdraw past the deadline.

Please be aware that even if the course instructor signs a withdrawal form, it does not grant them permission to withdraw from a course past the deadline.

Source: http://www.landfood.ubc.ca/current/policies_handbook_ug.htm

Course Extension/Standing Deferred

Deferred Standing for DE courses delivered by CTLT


UBC Policy Reference:

Students may request an academic concession (such as extension} in circumstances which adversely affect their participation in a course or program (see UBC Calendar section V. Policies and Regulations: Academic Concession).

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=3,48,0,0


Process Reference:


Centre for Teaching, Learning and Technology: Distance Education Learner Support

Students can be referred to the Learner Support: Policy and Procedures on the CTLT website found at:

http://ctlt.ubc.ca/distance-learning/learner-support/policies-and-procedures

Academic concessions such as course extensions are granted on medical or compassionate grounds as outlined by UBC policy and require supporting documentation and permission from your course instructor.

Extensions are granted for a maximum of 4 months.

If the student has not been able to begin the course work or make much progress and it is well into the course, they will be advised to contact the Learner Support Advisors at Brock Hall, their Faculty Advisor or Access Studies to discuss their options. Please note that students who have neglected their course past the midpoint risk receiving a failed standing.

To apply for an extension on a course:

  • The student should discuss their progress and plans for completion with the instructor.
  • Send an email to distance.education@ubc.ca briefly explaining the reasons for the request and attach relevant supporting documentation where required. We will consult with the Faculty and Instructor(s) in making determinations about course extensions.

The extension will be approved or denied based on the following:

  • Documentation submitted to support the request.
  • Recommendations from the Disability Resource Centre (if relevant).
  • Instructor’s comments regarding the student’s plan for a new completion date.
  • Amount of work the student has completed at the time of their request.
  • Relevant information provided by the academic advising office in the Faculty to which the student belongs.
  • Recommendations from the Disability Resource Centre.

For further information, please contact a Learner Support Advisor at 604 - 822 - 1428

Source: http://ctlt.ubc.ca/distance-learning/learner-support/policies-and-procedures

Exams

Exam policies for DE courses delivered by CTLT


UBC Policy Reference: http://www.students.ubc.ca/calendar/index.cfm?tree=3,41,89,0


Process References:


Exam Dates for Distance Education http://www.students.ubc.ca/coursesreg/distance-education/final-examinations


Centre for Teaching, Learning, and Technology: Distance Education Learner Support

Source: http://ctlt.ubc.ca/distance-learning/learner-support/policies-and-procedures


General Information

Enrolment Services manages examinations for all distance education (CTLT) delivered courses. Online examinations are not administered by Enrolment Services, and students should contact their instructor with any questions they may have. For more information about policies and processes go to the Centre for Teaching, Learning and Technology - Distance Education Learner Support - Policies and Procedures section: http://ctlt.ubc.ca/distance-learning/learner-support/policies-and-procedures.

For exam information queries please email: student.exams@ubc.ca

Most undergraduate courses at UBC require students to write and pass a final examination in order to receive credit for the course. Check your course manual, course website or consult your instructor to determine whether or not an examination is required for your course. In most cases, students must complete all assignments before writing their final examination. Please contact your instructor and refer to your course manual or course website for clarification.


Application for Final Exam

Regardless of location, students must apply to write their final examination. Approximately two months prior to the examination period, students will be emailed instructions on how to do this.

When a student applies to write their final examination, they will be given a choice of examination centres within BC, or they will submit an application to write outside of BC. If they write their final exam at a BC examination centre, then they do not need to pay a fee. If a student is writing elsewhere, there is a fee. For specific information on fees, please email: student.exams@ubc.ca

Students must keep their email and mailing address updated on the UBC Student Service Centre.

  • If they have a disability and require special accommodations for their exam, students should contact the Disability Resource Centre at the beginning of their course to plan for their needs. They must also submit an Exam Accommodation form to Enrolment Services two weeks prior to the first day of examinations.
  • If they are incarcerated, they should proceed with the application process as described above. If they have any questions or will require special consideration, email: student.exams@ubc.ca


Exam Schedules

Students are expected to view their exam schedule on the web via the Student Service Centre.

A student may wish to write their exam earlier. They must apply for permission to accelerate the course at least eight weeks prior to the first day of the examination period. They must have this permission in writing (as an email) clearly stating in which month they will be permitted to write their exam.

When they have this permission:

Students should send the email confirming permission to student.exams@ubc.ca

  • Ensure that they have completed the required amount of course work prior to the exam. The instructor will advise the student of revised due dates to meet the requirements for course acceleration.
  • Proceed with the exam application process.

Note: Instructors may choose NOT to accept any outstanding course work following the exam date. In this case the student will be issued a mark based on their graded work prior to the exam. If a student misses an exam due to illness or emergency, they must submit a request for deferral to the next exam session with an explanation and supporting medical or other documentation as soon as possible after the exam. Only medical reasons or emergencies (with supporting documentation) will be considered acceptable reasons for missing and deferring an exam. In all other circumstances, a student will be issued a “0” for the exam and risk a failed standing in the course.


Deadlines and Extensions

If a student forgets to send their exam application, they are required to apply for an extension. Approval will be subject to the same criteria stated in the Course Completion section (see Course Extensions).

If a request for extension is not approved, the student will be asked to apply for withdrawal. If the withdrawal is not approved, they risk receiving a failed standing in the course.

If the student receives an extension, they must apply to write their final examination as per above procedure. Please contact student.exams@ubc.ca if you have any questions.


Supplemental Exam

Re-writing an exam is referred to as a “supplemental” at UBC. Supplementals are not permitted in most Faculties. Check the UBC Calendar on the web for more details.

Policies and Processes - Exams 28 Distance Education Policy Guide

  • A student may re-register in a course once in order to achieve a better grade. In this case, they must inform that instructor that it is a re-registration.
  • They may be permitted to re-submit their work; however, some instructors will ask them to submit new work.
  • A different exam than what was received the first time will be provided.

They will be required to pay the full tuition for re-registration.


UBC Policy References by Faculty


APPLIED SCIENCE, FACULTY OF

Exams

Examinations are held in December and in April. In any course which includes both lecture and laboratory work, a student must complete the laboratory assignments with satisfactory standing before being admitted to the written examination of the course and must pass in the material of both components before standing will be granted in the subject. The minimum passing mark in each course is 50%.

Applications for special consideration for examinations missed on account of illness or domestic affliction must be submitted to the Dean before or immediately after the missed examination(s). For information regarding medical certificates see Academic Concession.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,195,272,29

Supplemental Exams

There are no supplemental examinations for any courses offered within the Faculty of Applied Science, with the exception of 400-level courses. Additionally, supplemental examinations may not be offered in all 400-level courses within the Faculty. Supplemental examinations are only available to students who have passed their year. A student must have failed a course, but received a final grade of at least 40% in order to be eligible to write a supplemental examination in that course. Supplemental examinations are only offered during the deferred/supplemental examination period of July to August.

Supplemental examinations for courses which terminate in December will normally be made available to students only during the supplemental examination period in July to August.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,195,272,29


ARTS, FACULTY OF

Exam Conflict

If students have two exams scheduled at the same time, they must notify Enrolment Services as soon as they discover the conflict. Enrolment Services will make every effort to see that one of their exams is rescheduled at a at a new time.

An examination hardship is defined as three exams scheduled within a 24-hour period (start to finish). If a student faces an examination hardship they will be given an alternative examination date for the middle examination. Please notify the instructor of the second examination no later than one month prior to the examination date. Be aware that alternative schedules are not always possible. Consult the department or faculty advisor if necessary and refer to Examination Hardships in the UBC Calendar.

Unfortunately, if students do not have an exam clash or an examination hardship, it is usually not possible to change an exam date. If they have extenuating circumstances which will impact their exam writing, students should consult an Academic Advisor as soon as possible to discuss their options.

Source: http://www.arts.ubc.ca/What_do_I_do_if_I_have_two_exa.778.0.html

Missed Exams

Students absent from final examinations held in the official examination period must complete a Deferred Standing and Academic Concession Request at Arts Academic Advising Services, or, if they are Bachelor of Music students in the School of Music or Bachelor of Social Work students in the School of Social Work and Family Studies, from the Director of their school. Absences from final examinations held in the official examination periods in any term must be reported as soon as possible after the missed examination.

Students must bring all relevant documentation and a list of courses, instructors and assignments outstanding. An advisor will determine the appropriate academic concession and may request that they attend an advising interview to discuss the situation.

It is the student's responsibility to make suitable arrangements with their instructor(s) once academic concession has been granted.

Source: http://www.arts.ubc.ca/I_missed_my_final_exam__What_s.786.0.html


DENTISTRY, FACULTY OF

Exams

Examinations in the Faculty of Dentistry may be held at various times throughout the year. These examinations are obligatory for all students.

Should students find that they will be unavoidably absent from a sessional examination, they, or someone familiar with the situation, must notify the Dean’s Office of the facts in the case before the end of the period during which the examination is scheduled. Non-observance of this rule may result in a failing grade for the course.

When a sessional examination has been missed through illness or some other justifiable cause, application for deferred examination or special consideration must be made in writing to the Associate Dean Academic and Student Affairs as soon as possible. If the absence was for reasons of health, a physician’s certificate indicating the nature and duration of the illness must be submitted to the Dean’s Office.

Students may be denied the privilege of writing a sessional examination in any subject because of unsatisfactory work or attendance, and in this case they will be considered to have failed in the course.

In any module/course which involves assessment of professionalism and/or clinical skills and/or knowledge, a student is required to achieve satisfactory standing in each part. If the module/course is repeated, no exemption will ordinarily be granted from the work in any part.

Term essays and examination papers may be refused a passing mark if they are illegible or noticeably deficient in English.

The passing mark in the Faculty of Dentistry is 60%.

All final module/course grades will be reviewed by the Dentistry Promotions Committee. Examination results may be posted at the discretion of the Module/Course Coordinator. Grades are not final until received by the Promotions Committee. Release of module/course grades will be done by the Dean’s Office; final Course grades will be released by Enrolment Services. Final module/course grades will not be communicated through any other channel.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,201,314,152#2391

Supplemental Exams

If the progress of a student has been unsatisfactory in any given session, the Faculty may permit a supplemental examination in the subject(s) failed, provided an average of at least 60% in the work of the year, including the failed courses, has been attained. The Module Coordinator(s)/Course Director(s) concerned may direct such work as will be necessary to prepare for the supplemental examination. It is the responsibility of the student to consult with the Module Coordinator(s)/Course Director(s) concerned about such arrangements. A student who satisfies the requirements of the modules/courses concerned and passes each supplemental examination with a mark of at least 65% will be promoted. All supplemental examinations must be taken at the University.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,201,314,152#2391


EDUCATION, FACULTY OF

Exams

If a course has an examination on campus, EPLT makes arrangements for students to site their exams. The Faculty Service Centre allows instructors to submit grades online for their class. It is the responsibility of the instructor to enter grades. Grades are due 7 business days following the date the examination was held.

If a course has a final exam in WebCT Vista or Connect, students will be provided with all the details inside the course site.

Source: http://eplt.educ.ubc.ca/webct/instructors/examinfo.htm

Supplemental Exams

In any session a student may be granted the privilege of writing supplemental examinations in not more than 6 credits of course work provided that the student:

1. wrote the scheduled final examination and achieved an overall grade of at least 40% in the course in question, and

2. achieved credit in at least 60% of a course load of over 12 credits or in at least 50% of a course load of 12 or fewer credits.

The Promotions Committee, at its discretion, may grant supplemental privileges in a further 6 credits to a student whose course load during a regular Winter Session is in excess of 30 credits.

The committee may also prescribe a supplemental Practicum, not to exceed six weeks, for students who at the conclusion of the Extended Practicum have made significant progress but who have not attained the required standard of teaching performance.

For the 12-month teaching programs, supplemental examinations for Term 1 courses will be scheduled during the first week of Term 2.


FORESTRY, FACULTY OF

Supplemental Exam

In addition to University regulations governing supplemental examinations, the Faculty will apply the following guidelines in granting supplemental examinations:

  • Supplemental examination privileges will be granted in a course provided:

1. the normal final exam has been written and a grade submitted;

2. the grade attained is at least 40%; and

3. the overall average for the year including the failed courses is at least 60%.

  • Notwithstanding eligibility under point 1, supplemental examination will not be granted if:

1. The failure is due to a substandard performance in the laboratory part of a course.

2. In departments outside the Faculty of Forestry, supplementals are not offered.

3. In no case shall supplemental examination privileges be granted in more than two courses or more than nine credits, whichever is the lower.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,203,328,167


LAND AND FOOD SYSTEMS, FACULTY OF

Exams

Students who neglect their academic work and assignments may be excluded from the final examination. Students who are absent from December or April examinations because of illness must submit a certificate obtained from a physician to the Student Health Service as soon as possible. If injury or illness did not cause the absence, an explanation of the circumstances should be written to the Associate Dean Academic.

Applications for special consideration on account of illness or domestic affliction must be submitted in writing to the Associate Dean Academic as soon as possible after the close of the examination period.

Formal written examinations are required at the end of all courses terminating in December or April and also in December for courses continuing all year. The formal written examination may be replaced by alternative examination procedures only upon approval of the program advisor and with permission of the Associate Dean Academic.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,194,795,0

Supplemental Exam

The Faculty does not allow supplemental exams, regardless of whether or not the course is offered by the Faculty.

Source: http://www.landfood.ubc.ca/current/policies_handbook_ug.htm


MEDICINE, FACULTY OF

Exams

Examinations in the Faculty of Medicine may be held at various times throughout the year. These examinations are obligatory for all students.

Should a student be unavoidably absent from a sessional or final examination because of illness or other reason, the Dean’s Office must be notified of the facts in the case before the end of the period during which the examination is scheduled. Failure to observe this rule may result in a failure being recorded in the course.

When a sessional or final examination has been missed through illness or some other justifiable cause, application for deferred examination or special consideration must be made in writing to the Dean not later than 48 hours after the close of the examination period. If the absence was for reasons of health, a physician’s certificate indicating the nature and duration of the illness must be submitted to the Dean’s Office.

A student may be denied the privilege of writing a sessional examination in any subject because of unsatisfactory work or attendance, and in this case will be considered to have failed the course.

In any course which involves several components (for example tutorial performance, laboratory work and written examinations), a student is required to achieve satisfactory standing in all parts of the course. If the course is repeated, no exemption will ordinarily be granted from the work in any part.

Term essays and examination papers may be refused a passing mark if they are illegible or noticeably defective in English.

The passing mark in the Faculty of Medicine is 60%.

All results of final examinations will be passed upon by a promotions committee. Final examination results will be released by Enrolment Services.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,209,374,341


NURSING, FACULTY OF

Exams

In clinical nursing courses the student is required to have successfully completed clinical practice before being allowed to write the final examination.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,211,386,380

Supplemental Exams

Supplemental examinations are not offered.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,211,386,380/


SCIENCE, FACULTY OF

Exams

Formal written examinations are required at the end of all courses and also in December for two-term courses. These are scheduled during official examination periods at term end. The formal written examination may be replaced by alternative examination procedures only at the discretion of the head of the department and with the permission of the Dean.

Supplemental examinations and examinations for higher standing are not available in any course in the Faculty.

Passing the final examination may not in itself be sufficient to pass a given course. Students may be denied a passing grade for unsatisfactory work during the session or if their essays, laboratory reports, or examination papers are deficient in English. Furthermore, in any science course that has both laboratory work and written examinations, students must complete and pass both parts to pass the course. A student who fails the laboratory work may be refused permission to take the final written examination.

Regular attendance is expected of students in all their classes, including lectures, laboratories, tutorials, and seminars. Students who neglect their academic work and assignments may, on the recommendation of the head of the department, be excluded by the Dean from the final examinations.

In general, students who pass a course can use it as a prerequisite for a subsequent course in that subject. However, departments do have the right to bar entrance to their programs and third-year courses to students who obtain only a minimum passing grade in their first- or second-year prerequisite course or courses.

No failed course may be repeated more than once without special permission of the Dean. This does not apply to courses in first-year English or mathematics, which may be repeated twice. Courses on the Science Credit Exclusion List are considered to be the same course for the purposes of this rule.

Source: http://www.students.ubc.ca/calendar/index.cfm?tree=12,215,410,407

Student Complaints

Student complaints are typically related to the course design, some aspect of course delivery or the instructor. Course design/delivery questions should be routed to Jeff Miller (jeff.miller@ubc.ca) (, Senior Manager, Distance & Blended Learning at the Centre for Teaching, Learning and Technology (CTLT), as these can be addressed by the course development team in consultation with the instructor.

Complaints about the instructor are an academic matter and must first be substantiated by Enrolment Services Learner Support staff at distance.education@ubc.ca (with copies of email correspondence, etc.) and with any other detail relevant to the student’s standing or progress in the course. The issue should (ultimately) be brought forward to the relevant Department Head with the summary and supporting documentation attached. This may come directly from Enrolment Services or via CTLT.

Contacts

Enrolment Services


General Contact Information:

Email: distance.education@ubc.ca

Phone: 604 - 822 - 9836 or 1 - 877 - 272 - 1422


Exams:

Sheila Williamson

Exams Coordinator

Phone: 604 - 822 - 8116

Email: student.exams@ubc.ca


Learner Support:

Paul Poole

Manager, Non-Degree Studies

Enrolment Services

Phone: 604 – 822 – 1428

Email: distance.education@ubc.ca


CTLT


Course Support and Materials

Susan Wong

Course Support Liaison

Phone: 604 – 822 - 6550

Email: susan.wong@ubc.ca

  • Provides emailed course and support information for students at start of term and mid term.
  • Assists students with problems related to course materials.


Technical Help Desk

Email: dl.helpdesk@ubc.ca


Course Design/Instructional Issues:

Jeff Miller

Senior Manager, Distance and Blended Learning

Phone: 604 – 822 – 0735

Email: jeff.miller@ubc.ca

  • Manages the development of new projects/courses
  • Provides information regarding the proposal process for new project funding/major revisions.
  • Manages course updates and revisions


English Language Institute

2121 West Mall

Vancouver, BC V6T 1Z4

Phone: 604 - 822-1555

Website: http://www.eli.ubc.ca

Email: esl@eli.ubc.ca


Teacher Education Office

2125 Main Mall

Vancouver, B.C. V6T 1Z4

Phone: 604 - 822 - 5242

Fax: 604 - 822 - 8227

Email: teacher.ed@ubc.ca


IT Services

Phone: 604 – 822 – 2008

Email: webct-students@interchange.ubc.ca

Website: http://www.elearning.ubc.ca/students


Academic Advising

Applied Science, Faculty of

Rob Bacon

Undergraduate Student Advisor

Phone: 604 - 822 - 6556

Email: rob.bacon@ubc.ca


Arts, Faculty of

Susan Goodison

Senior Academic Advisor

Phone: 604 - 827 - 5465

Email: susan.goodison@ubc.ca


Chavah Avraham

Academic Advisor

Phone: 604 - 827 - 5463

Email: chavah.avraham@ubc.ca


Elinor Delgatty

Academic Advisor

Phone: 604 - 822 - 1614

Email: elinor.delgatty@ubc.ca


Robert Tudhope

Academic Advisor

Phone: 604 - 827 - 3580

Email: robert.tudhope@ubc.ca


Kathyrn Curran

Academic Advisor

Phone: 604 - 827 - 4255

Email: kathyrn.curran@ubc.ca


Indy Batth

Academic Advisor Transition and Retention

Phone: 604 - 827 - 5727

Email: indy.batth@ubc.ca


Donald Johnson

Academic Advisor First Nations Students

Phone: 604 - 827 - 5727

Email: donald.johnson@ubc.ca


Business, Sauder School of

Susan Reh-Bosch

Academic Advisor

Phone: 604 - 822 - 8333

Email: susan.rehbosch@sauder.ubc.ca


Dentistry, Faculty of

Connie Reynolds

Manager Admissions and Academic Progress

Phone: 604 - 822 - 1847

Email: connier@interchange.ubc.ca


Education Faculty of

Anne Scholefield

Special Projects Coordinator

Phone: 604 - 822 - 5069

Email: anne.scholefield@ubc.ca


John Yamamoto

Program Coordinator

Secondary Practicum

Phone: 604 - 822 - 5222

Email: john.yamamoto@ubc.ca


Robert Shoofey

Program Coordinator

Elementary & Middle Years Practicum

Phone: 604 - 822 - 5243

Email: robert.shoofey@ubc.ca


Gary Rupert

Program Coordinator

Student Services

Phone: 604 - 822 - 2214

Email: gary.rupert@ubc.ca


Bette Shippam

Program Coordinator

Student Services

Phone: 604 - 822 - 5444

Email: bette.shippam@ubc.ca


Forestry, Faculty of

Candace Parsons

Director of Student Services

Phone: 604 - 822 - 3547

Email: candace.parsons@ubc.ca


John Nelson

Program Director, Forest Resources Management

Phone: 604 - 822 - 3902

Fax: 604 - 822 - 9106

Email: john.nelson@ubc.ca


Dennis Bendickson

Program Director

Forest Operations

Phone: 604 - 822 - 5932

Fax: 604 - 822 - 9106

Email: dennis.bendickson@ubc.ca


Dr. Sally Aitken

Program Director

Forestry/Forest Sciences

Phone: 604 - 822 - 6020

Fax: 604 - 822 - 9102

Email: sally.aitken@ubc.ca


Dr. Scott Hinch

Program Director

Natural Resources Conservation

Phone: 604 - 822 - 9377

Fax: 604 - 822 - 9102

Email: scott.hinch@ubc.ca


Dr. Simon Ellis

Program Director

Wood Products Processing

Phone: 604 - 822 - 3551

Fax: 604 - 822 - 9104

Email: simon.ellis@ubc.ca


Dr. Peter Marshall

Associate Dean

Undergraduate Programs

Phone: 604 - 822 - 4918

Email: peter.marshall@ubc.ca


Human Kinetics, School of

Fran Harrison

Undergraduate Program Administrator

Phone: 604 - 822 - 9616

Email: fran.harrison@ubc.ca


Deborah Gromer

Advising Secretary

Phone: 604 - 822 - 4512

Email: deborah.gromer@ubc.ca


Land and Food Systems, Faculty of

Lynn Newman-Saunders

Director, Student Services

Phone: 604 - 822 - 9702

Email: lnewmans@interchange.ubc.ca


Joshua Robertson

Advising Officer

Phone: 604 - 822 - 2989

Email: joshua.robertson@ubc.ca


Art Bomke

Associate Professor, General Agroecology

Phone: 604 - 822 - 6534

Email: art.bomke@ubc.ca


Kimberly Cheng

Professor, Animal Studies and Pre-Vet

Phone: 604 - 822 - 2480

Email: kimberly.cheng@ubc.ca


Kathy Baylis

Assistant Professor

Resource Economics

Phone: 604 - 827 - 5081

Email: kathy.baylis@ubc.ca


Andrew Riseman

Assistant Professor

Horticulture

Phone: 604 - 822 - 2640

Email: andrew.riseman@ubc.ca


Maja Krzic

Assistant Professor

Soil and Environment

Phone: 604 - 822 - 0252

Email: maja.krzic@ubc.ca


Karol Traviss

Dietetic Education Coordinator

Phone: 604 - 827 - 5046

Email: karol.traviss@ubc.ca


Judy Chan

Advising Officer

Food & Nutritional Sciences

Phone: 604 - 822 - 2806

Email: judyc@interchange.ubc.ca


Richard Barichello

Associate Professor

Food Market Analysis

Phone: 604 - 822 - 3473

Email: richard.barichello@ubc.ca


Kathy Baylis

Assistant Professor

Food Market Analysis

Phone: 604 - 827 - 5081

Email: kathy.baylis@ubc.ca


Zhaoming Xu

Associate Professor

Nutritional Sciences

Phone: 604 - 822 - 6253

Email: zhaoming.xu@ubc.ca


Raja Rajamahendran

Professor

Pre-vet: Nutritional Sciences

Phone: 604 - 822 - 4784

Email: raja@interchange.ubc.ca


Brent Skura

Program Director

Global Resource Systems

Phone: 604 - 822 - 5685

Email: brent.skura@ubc.ca


Roxana Quinde

Global Resource Systems Coordinator

Phone: 604 - 822 - 0181

Email: roxana.quinde@ubc.ca


Medicine, Faculty of

Diane Blue

Advisor and Non-Academic Evaluator

Phone: 604 - 822 - 7184

Email: dblue@medd.med.ubc.ca


Shelley Small

Advisor and Academic Evaulator

Phone: 604 - 822 - 6464

Email: ssmall@medd.med.ubc.ca


Music, School of

Rayne Graham

Student Advisor

Phone: 604 - 827 - 5502

Email: rayne.graham@ubc.ca


Pharmaceutical Sciences, Faculty of

Margaret Nicholson

Undergraduate Student Queries

Phone: 604 - 822 - 0344

Email: manichol@interchange.ubc.ca


Science, Faculty of

Nanci Martin

Academic Advisor

Phone: 604 - 822 - 2509

Email: martin@science.ubc.ca


Social Work and Family Studies, School of

Christine Graham

Program Advisor

Phone: 604 - 822 - 4119

Email: swsf.advisor@ubc.ca