Academic Regulations

It is the policy of the college that upon the successful completion of a program of studies, learners will be awarded one of five parchments:
  1. A Certificate in (Program Title)
  2. A Diploma in (Program Title)
  3. A Post Diploma in (Program Title)
  4. An Advanced Diploma in (Program Title)
  5. A Certificate in Continuing Studies in (Program/Course Title)
Below is a list of Academic Regulations. Click the links to expand the different topics and find more information:

  • QUALIFICATIONS FOR A DIPLOMA, AN ADVANCED DIPLOMA, A POST DIPLOMA OR A CERTIFICATE
    To qualify for a diploma, an advanced diploma, a post diploma or a certificate, learners must meet the following requirements:
    1. Meet all the requirements as prescribed in the program of studies;
    2. Obtain a mark of not less than 50% in every course in the program unless otherwise specified;
    3. Attain a minimum grade point average of 2.0;
    4. Obtain 25% or more of their credits from the college.
    Learners who do not complete their diploma program in the prescribed time frame from first registration, may complete the program by following the regulations in effect at the time of first registration provided the program is completed in not more than three years beyond the regular date of completion. A learner who does not complete a program within these prescribed time limits may be required to complete additional courses or to repeat certain courses before being deemed eligible to receive the diploma.

    Learners who return to complete a Diploma in Technology may not receive credit for courses that were completed more than five years prior to the date of readmission.

    Learners enrolled in accredited Health Sciences programs will be permitted a maximum of one additional year to complete their program of studies.
  • ADVANCED STANDING
    Learners may receive advanced standing for up to 75% of the content of the program to which they have been admitted on the basis of successful completion of this content in the same or similar programs at another college and as assessed by the college.

    Applicants who wish to be considered for advanced standing should submit an application with the following documents:
    1. Proof of high school completion;
    2. Official transcript(s);
    3. Calendar description of the courses claimed for credit.
    Learners seeking advanced standing will not be excused from any course until written authority has been received from the office of the Registrar.
  • TRANSFER OF CREDIT STATUS
    Transfer of credit status is awarded for any course completed at the Marine Institute or at any one of the former colleges provided that the course uses the same course description and course number. When Transfer of Credit is awarded, the college will accept the passing grade as awarded by the institution and this mark will be used in the calculation of the G.P.A.
  • EXEMPTION STATUS
    Exemption status is granted if the course has a minimum of 70% equivalency in the course material required. When exemption status is awarded, no mark is reported on the transcript and the G.P.A. is not affected. The college will consider exemptions for courses if the learner received a passing grade.

    The college will accept any credit course from a recognized public post-secondary institution as an exemption for an elective even if that course is not offered at the college. For example, a course in Linguistics from MUN would be considered to have equivalent value to any other “elective” and, on request, could be granted exemption as a general elective. In some programs electives must be chosen from a designated group of courses, in which case a general elective cannot be used as a substitute.
  • CREDIT FOR PRIOR LEARNING

    It is the policy of the college that learners will be given every opportunity to receive credit for past learning experience through a comprehensive systematic process of evaluation referred to as Prior Learning Assessment and Recognition.

    Credits awarded for Prior Learning Assessment and Recognition will be recorded on the learner transcript as an exemption or as a mark.

    There will be no charge for Prior Learning Assessment and Recognition for learners who are enrolled in a college program. The maximum number of credits that can be awarded through the Prior Learning Assessment process is 75% of the number required to complete the certificate/diploma.

    Prior Learning Assessment and Recognition (PLAR) Application (60kb)
    Application for Exemption/Credit Transfer (117kb)

  • BLOCK TRANSFER/ADVANCED STANDING
    The college will recognize course work completed in other programs/courses that fulfill the requirements for a designated percentage of the program in which the learner is now applying. When learners are granted a block transfer, their academic grades will be calculated beginning at the point of entry to the program.
  • CREDIT SYSTEM
    A credit is a weighted value of a course based on the depth and breadth of the learning objectives.

    For the purpose of assigning credit values, the measurement of learning objectives is usually accomplished by equating the value with the period of time scheduled to deliver the content in the conventional lecture methodology as follows:

    Learning Objectives scheduled for delivery in a one hour period per week per semester constitutes a one credit value; therefore a course that is scheduled for three hours per week per semester represents a three credit value. However, a recognized laboratory experience is usually measured in the following manner:

    2 – 4 hours of lab/week/semester is equivalent to one credit
    5 – 7 hours of lab/week/semester is equivalent to two credits
    8 – 10 hours of lab/week/semester is equivalent to three credits
    11 – 14 hours of lab/week/semester is equivalent to four credits

    However, the actual process in achieving competency in specified learning objectives can be accomplished via a second equally legitimate and pedagogically sound methodology that is individualized and learner-centered. In this latter methodology which embraces distance delivery, time is a flexible factor, fixed schedules do not apply and the process is learner-driven. This is in contrast to the conventional lecture mode which is teacher-directed with fixed learning times and schedules. The one constant for both modes is the set of learning objectives. Therefore, credit value is assigned by determining the equivalent time required if the learning objectives were delivered in the conventional mode and applying the formula as described under the definition of a credit.
  • GRADE POINT MARKING SYSTEM
    The percentage mark in any course is converted to a grade point according to the following table:
    80% and over 4
    70%, 75% 3
    60%, 65% 2
    50%, 55% 1
    Below 50% 0
    The grade point average is obtained by multiplying the credit value of each course in the program by the grade point obtained in that course. The sum of all the products is then divided by the total number of credits.
     
    When a course is repeated or a supplementary examination is written, the highest mark attained will be used in the calculation of the grade point average.
     
    When learners complete more than the minimum number of electives, learners are able to select which electives will be used in the calculation of the G.P.A. by making application at the Registrar’s Office. Without such application the Registrar will select for calculation purposes the required number of electives as recorded chronologically on the transcript.
  • ACADEMIC STATUS
    Clear Standing
    1. Learners are in clear standing when they have passed all courses and have attained a grade point average of at least 2.0
    2. In Diagnostic Ultrasonography, Medical Laboratory Sciences II and III, Medical Radiography II and III, Respiratory Therapy II and III programs the pass mark is 60%, including a minimum of 60% on the final exam.
    3. In Industrial Trades programs, the pass mark is 70% in the practical component and 70% in the theory component.
    4. In Aircraft Maintenance Engineering Technician and Aircraft Structural Repair the passing grade is 70%.
    5. In Primary Care Paramedicine, the pass mark is 70%, including a minimum of 70% on the final exam.
    Conditional Status
    Learners are classified as conditional when: they have a cumulative grade point average between 1.00 and 1.99 in any semester, or when they must clear course deficiencies in order to graduate (e.g., learners who must successfully complete a failed course through supplementary examinations or repetition).
     
    Learners are expected to attempt courses from previous semesters (if available), before registering for any new course, and must consult with a faculty advisor and/or counsellor on or before registration.
     
    Academic Dismissal
    Learners will be academically dismissed if their cumulative grade point average is less than 1.0 and/or they have not passed a minimum of 40% of the credits attempted in the semester.
     
    One-Time Forgiveness
    The college will waive the academic dismissal policy on a “one-time forgiveness” basis as per the following:
     
    Learners, who, for the first time fail to meet the minimum re-admission requirements will be given an academic warning and will be permitted to register for the next semester provided:
    1. Those learners are referred to a Counsellor and will participate in a review of their career/academic goals and will develop learning strategies that will lead to success.
    2. An appropriate course load will be developed by the learner in consultation with the academic advisor/counsellor. The maximum course load will not exceed the normal semester workload for the program.
    Learners will be permitted to register only for those courses for which prerequisites have been successfully met.
     
    Academic Dismissal
    Learners who have availed of the “one-time forgiveness” policy and who fail to meet the re-admission requirements for a second occasion will be academically dismissed.
     
    Learners who have been academically dismissed will not be accepted to return until a period of six months has elapsed.
     
    Learners who have been academically dismissed will be permitted to register for one course for credit in a certificate or diploma program, or any number of courses for credit in the Adult Basic Education program or the Comprehensive Arts and Science (CAS) Transition Program.
     
    Academically dismissed learners are not eligible to write supplementary exams.
     
    Learners in the Health Sciences programs will be required to withdraw from their program of study at the point in their program where it is determined that the one additional year (maximum) will not be adequate for them to complete all the requirements of the program.
     
    Learners who have been academically dismissed on two or more occasions will not be eligible for readmission for a period of two years from the date of dismissal.
     
    Promotion Denied (General)
    Learners who do not achieve a pass in all courses and a G.P.A. of 2.0 or better may not be able to continue with their program but may return to the college to complete deficiencies.
     
    Promotion – Engineering Technology Programs from First Year
    To qualify for the technical intersession, at the end of the first two semesters learners must normally have successfully completed all prescribed courses and attained a minimum overall G.P.A. of 2.00. Learners who have a G.P.A. between 1.00 and 1.99 at the end of the second and subsequent semesters may, with the permission of the college, be conditionally admitted to the next semester if there is a determination that the learners are capable of attaining clear standing by the end of the subsequent semester.
     
    Promotion – Medical Sciences
    Promotion from Semester 2 to Semester 3 will be governed by the following:
    1. Learners will compete for places in the third semester of the programs.
    2. Competition will be based on academic standing in Semesters I and II of the program. Learners must pass all first and second semester courses (minimum of 50%) and have a minimum G.P.A. of 2.00 to be eligible for promotion from second to third semester.
    3. Learner’s weighted averages at the end of the second semester will be used to calculate academic standing for purposes of competition.
    Promotion from second technical year (6th Semester)
    For Medical Laboratory II, Respiratory Therapy II and Medical Radiography II learners must have passed all courses in semesters 1 to 5 and have a minimum G.P.A. of 2.00 to be promoted at the sixth semester (start of the clinical year).
     
    Promotion in Nutrition and Food Service Management
    Learners must pass all first and second semester courses (minimum of 50%) and have a minimum G.P.A. of 2.00 to be eligible for promotion from Semester 2 to Semester 3.
  • CO-OP REGULATIONS
    1. Work term learning is integral to co-operative education, and a co-op diploma will be awarded to learners who successfully complete work terms as articulated in their program structure. Work terms provide unique learning experiences in a real work place setting. They are program relevant, full-time, 12 – 16 weeks in duration, and normally remunerated. Scheduling of work terms varies by program, however they alternate between academic semesters. Work term start and finish dates correspond with academic semesters; however specific dates are established with each employer.
    2. To be eligible for a work term, a learner must have “clear standing” for all courses prescribed in the program to the point where the work term marketing occurs; or be able to attain clear standing by writing one supplementary or one upgrading supplementary.
      Since work term arrangements are often made in advance of the commencement of the work term and before current academic assessments are available, eligibility will be based on the most recent transcript. Once a learner has been confirmed for a work term, this arrangement shall be honored regardless of academic standing.
    3. The co-op term mark will result from both employer and institutional evaluation. Learners must achieve a minimum of 50% in each of the work term performance evaluation and the work term report, and must achieve a combined grade of 60%. The work term mark will be recorded on the learner transcript.
      1. Work term performance is evaluated by the employer and monitored by the college.
      2. The work term report is validated by the employer and graded by faculty/coordinators. A learner receiving a 40% or 45% grade on the work term report will be eligible to re-submit the report. The report must be re-submitted no longer than four weeks after receipt of the work term evaluation.
    4. Learners are encouraged to obtain their own work terms. Such work terms must be confirmed by letter from the employer and approved by the coordinator on or before the first day on which the learner commences work.
    5. Learners are required to sign a waiver giving permission to the college to supply learners’ resumes and transcripts to potential employers.
  • INDUSTRIAL TRADES
    There are incidents where Industrial Trades programs may deviate from standard academic regulations. These differences are identified below:
     
    Credit System
    The credit system is not applicable to programs in the School of Industrial Trades. Courses are assigned hours in order to match with the Provincial Apprenticeship Program Structure.
     
    Grade Point Marking System
    The Grade Point Marking System is not applicable to programs in the School of Industrial Trades. Courses are assigned hours in order to match with the Provincial Apprenticeship Program Structure.
     
    Conditional Status
    Learners are classified as conditional when they must clear course deficiencies in order to graduate. Learners who are required to successfully complete a failed course must follow the regulations as outlined in College Rewrite Policy AC-117 / AC-117-PR.
     
    Supplementary Exams
    Learners will follow regulations as outlined in the College Rewrite Policy AC-117 / AC-117PR.
     
    A rewrite of a final evaluation provides an opportunity for learners to improve their standing in a course in which they have attained a failing grade. The grade attained in the rewrite will be used to determine the final grade.
     
    The following conditions must be met in order to qualify for a rewrite:
    1. A score of 60% on the original exam
    2. Attendance of 90%
    Learners may be eligible for a maximum of two rewrites during the fall semester; a maximum of two rewrites during the winter semester and a maximum of one rewrite during intersession. For complete details please refer to the College Rewrite Policy AC-117 / AC-117PR.
     
    Deferred Exams
    Learners who are prevented by illness or bereavement or other acceptable cause from writing a final examination, where one is scheduled, may apply for permission to write a deferred exam. The deferred examination is the final examination for the individual concerned.
     
    Incomplete
    The Incomplete regulation does not apply to Industrial Trades.
  • TRANSFER OF CREDIT STATUS
    Transfer of credit status is awarded for any course completed at any post-secondary institution that matches the course numbers in the Provincial Plan of Training as outlined by the Department of Advanced Education and Skills.
  • EXEMPTION STATUS
    Exemption status is granted if the course has a minimum of 70% equivalency in the course material required. When exemption status is awarded, no mark is reported on the transcript. The college will consider exemptions for courses if the learner received a passing grade in the course.

    The college will accept any course from a recognized post-secondary institution as an exemption if the course can match 70% of the objectives in the current Provincial Plan of Training as outlined by the Department of Advanced Education and Skills.
  • REGISTRATION
    It is the policy of this college that all learners will register for full-time programs at the beginning of each semester including the Intersession. Learners accessing “continuous intake” programs will be admitted and will engage in the initial registration process at any time during a semester but will be required to register with all other learners at the beginning of each subsequent semester.

    Date of Registration
    Learners will register in person on the date and at the time and place prescribed and publicized by the college. Registration for continuous intake programs will be scheduled on a continuous basis, and learners will be admitted as vacancies occur.
     
    Late Registration
    With permission, late registration may sometimes be acceptable, up to two weeks after the official registration day.
  • ADMISSION TO CLASSES
    Learners will not be admitted to a class until they have satisfied the regulations regarding entrance and complied with the General College Regulations.
  • COURSE LOAD
    COURSE LOAD
    The number of courses constituting a normal semester workload for a learner is specified in the outline for each program as published in the College Calendar.

    Extended Course Loads
    Learners who wish to register for extra courses must make application to the program administrator or designate.
  • REPEATING COURSES
    With the permission of the campus administrator or designate, learners may repeat any course for which a passing grade has previously been awarded.* The original passing grade will remain on the transcript and a second entry will be recorded with the new grade. The highest mark attained will be used in the calculation of the G.P.A.

    *Space limitations and other considerations will determine approval.
  • INDEPENDENT STUDIES
    When required courses are not available in a particular semester, full-time learners may make application to the campus administrator to register for such courses through independent study. Applications must be processed within two weeks from the commencement of the term.

    Access to courses through Independent Study may be permitted when resources are available and with the permission of the campus administrator and the coordinator (where applicable) in consultation with the faculty. Strategies to ensure adherence to course requirements may be documented in contract format to be signed by the learner, the course instructor, the campus administrator and the program coordinator (where applicable).
  • CHANGE OF REGISTRATION
    Adding Courses
    The last date for adding courses is two weeks from the commencement of the semester (one week from the commencement of the intersession/summer session) in which that course begins. In extenuating circumstances, in the normal semester the two-week period may be extended. Learners must complete the appropriate registration change form. Changes must be approved by the campus administrator or designate.
     
    Withdrawing
    Courses may be dropped without academic prejudice up to the end of the eighth week from the scheduled date of registration for a semester (or the end of the second week in the intersession/summer session). Courses dropped after this date are recorded as “Dropped/Fail” and will have a zero mark entered on the academic record for the course or courses dropped unless, in extenuating circumstances, the learner has received the written permission of the campus administrator to drop a course without penalty. Learners are required to complete the appropriate registration change form which must be approved by the instructors concerned and by the campus administrator or designate.

    Registered learners who wish to withdraw from the college will be invited to discuss the situation with the appropriate Learners Services official. The withdrawal form must be completed and signed by the appropriate faculty and the campus administrator.

    Transfer Process for Engineering Technology (First Year)
    If a learner wishes to change his/her original program choice, he/she MUST request a program transfer and complete the appropriate form (Request to Transfer Form) which is available through the campus Learner Services Office.

    Applicants cannot request a change in program prior to entry into the first year. A request to transfer does not guarantee entry into one’s alternate, “new” program choice. Program transfer will be granted only if sufficient space is available. The following conditions apply:
    1. The Request to Transfer Form must be received at the campus Learner Services Office by February 15.
    2. Transfers are granted based on (a) space availability and (b) the learner’s weighted average at the end of semester one. In cases where the learner has been exempted from courses in the first semester, the mark(s) obtained by the learner at another post-secondary institution or high school will be used in calculating the weighted average.
  • PROGRAM TRANSFER
    Learners wishing to change their program of study must apply for a Program Transfer.
    Program Transfer Request applications are available from the campus Learner Services Office. Transfers will only be approved if:
    1. Learners meet the entrance requirements for the program requested;
    2. Space (i.e. a seat) is available in the program requested;
    3. The appropriate counselling process has been followed.
    4. Learner is an enrolled student at the time of the transfer request.
    Learners must complete the following steps to apply for a program transfer:

    1. complete and sign the applicable section of the Program Transfer Request application;
    2. complete a counselling process with the campus Counsellor regarding the requested transfer;
    3. receive a written recommendation from the Counsellor supporting the transfer request;
    4. receive written approval from the Campus Administrator(s) or designate at the campus of origin for the recommended transfer;
    5. submit completed Program Transfer Request application with appropriate signatures to Learner Services for processing.
    The Registrar’s designate at the sending campus will contact the Campus Administrator (or designate) at the receiving campus for appropriate approval and to determine appropriate transfer time frame and program start date.

    Program transfers will be processed by date of receipt of the learner’s application to the program for which they are currently enrolled.
  • EXAMINATIONS AND TESTS
    Dates of mid-terms, final, and supplementary examinations will be set in advance. No more than two mid-term and final examinations will be scheduled for a learner on any one day.
     
    Learners evaluation will be conducted on a continuous basis. The method of evaluation will be recommended in the official Course Description. The final grades submitted to the campus Learner Services Office will be rounded in units of five.
     
    Instructors shall not be permitted to give quizzes worth more than 10% of the total final mark in the two week period prior to the start of semester examinations. As well no previously unassigned work may be assigned in the last two weeks of the semester. This regulation does not apply to:
    1. Courses with no final semester examination.
    2. Laboratory examinations.
    3. Self-directed and modular courses.
    4. Courses with block teaching.
    5. Assignments given prior to this period which are due in the two weeks prior to examinations.
    6. Courses offered in the intersession and summer session (i.e. 5 – 7 week periods). The time frame for these courses will be one week prior to the start of examinations.
  • SUPPLEMENTARY EXAMINATIONS
    Supplementary examinations provide an opportunity for learners to improve their standing in a course in which they have attained a failing grade of 5 or 10 marks below the stated pass mark.

    For upgrading purposes, in their last semester of studies, learners may be given an opportunity to write a supplementary examination for a course in which they have attained the minimum pass mark or five marks above the minimum pass mark.

    The grade attained in a supplementary examination will replace only the grade attained in the final examination for the course in question and will be combined with marks previously attained for term work. The following conditions must be met in order to qualify for supplementary examinations:
    1. Learners may be eligible to write one supplementary per semester.\
    2. Supplementary exams will not apply to any course in which the final exam is worth less than 30%
    3. Supplementary examinations will be scheduled and should be written during the supplementary period following the regular examination period.
    4. Learners must apply, in writing, for supplementary examinations. The established standard fee per supplementary examination must accompany the application form. Refunds of such fees will be permitted only if permission to write an examination is not granted.
    5. If the mark obtained in the supplementary is lower than the original mark obtained on the regular examination, the original mark will be included in calculating the grade point average.
    6. Where circumstances warrant, supplementary examinations may be written off-campus; ths campus Learner Services Office must be contacted for permission and guidelines prior to the examination period. All costs associated with the administration of off campus supplementary examinations will be borne by the learner.
    7. Academically dismissed learners are not eligible to write supplementary exams.
    8. For purposes of transfer of credit, learners must be aware that other post-secondary institutions may not accept grades attained through Supplementary Examinations.
    9. Comprehensive Arts and Science (CAS) Transfer: College-University Program learners who write supplementary examinations are advised to consult with the Counsellor at a campus where the Comprehensive Arts and Science (CAS) Transfer: College-University Program is offered concerning their transferability of courses to Memorial University.
    10. Before writing a Supplementary Examination in the Comprehensive Arts and Science (CAS) Transfer: College-University Program, a learner must be informed in writing of #8. The written communication (i.e., form) must be signed/dated by the learner, the instructor of the course and the Campus Administrator. Copies should be kept by the instructor and Campus Administrator, and a copy must be placed in the learner’s file in Learner Services.
  • DEFERRED EXAMS
    Learners, who are prevented by illness or bereavement or other acceptable cause from writing a final examination, where one is scheduled, may apply for permission to write a deferred examination. The deferred examination is the final examination for the individual concerned.

    Where possible, deferred exams should be completed by the last day of exams/classes for that semester, or as soon as feasible thereafter.

    A request for deferred examinations must be submitted to the campus Learner Services Office as soon as possible after the date on which the regular examination was scheduled. The request for a deferred exam will be assessed by the campus administrator or designate in consultation with faculty members. Learners should note that permission to write deferred examinations is a privilege, not a right, granted solely on the basis of extenuating circumstances.
  • INCOMPLETE
    Subject to the approval of the campus administrator or designate, an incomplete grade may be assigned when the mandatory components of the course are not completed. Incompletes must be cleared by the end of the third week after the beginning of the subsequent semester. If incompletes are not cleared by this date, learners will receive a failing grade.
  • REASSESSMENT OF GRADES
    Learners, who feel that they may not have been accurately assessed on any assignment, examination, term paper, or laboratory or shop exercise should, in the first instance, discuss the matter with the instructor teaching the course. This should be done within three instructional days of the receipt of the assessment. If this does not result in a satisfactory resolution, learners may request that the matter be reviewed by the campus administrator. If this action is taken, it must be done within five instructional days of receipt of the assessment. Unsatisfactory resolution of the dispute at this stage may enable learners to request a review of the grade(s) by the Academic Appeals Committee. Such an appeal should be made within ten days of receipt of the assessment.
  • RE-READ OF FINAL EXAMINATIONS
    Learners may apply to have a final examination paper re-read.

    An application for re-read must be made in writing to the campus Learner Services Office within one month following the release of the marks.

    A re-read fee must be paid at the time of application. If the mark is changed after the re-read, the fee is refunded; if the mark is unchanged, the fee is forfeited.

    The mark obtained in a re-read stands as the official mark in the course and is used in all calculations of the learner’s academic record.
  • AEGROTAT STATUS
    Learners who, through illness or other exceptional circumstances, have been absent from a scheduled final examination, or who have been unable to complete all of the required work in a course, may, on the recommendation of the Counsellor, in consultation with the campus administrator and faculty be given credit for the course.
    Application for Aegrotat Standing, with full details duly authenticated, must be made to the campus Learner Services Office within two weeks after the last day of examinations, indicating each course for which the application is being made.
  • ACADEMIC DOCUMENTATION
    Note: Transcripts, diplomas and certificates will be withheld from a learner who is in possession of college property such as books, equipment or supplies or who owes money to the college.

    Grade Reports
    Grade reports will be issued at the end of each semester and intersession.

    Transcripts/Records of Achievement
    1. Official Transcripts/Records of Achievement may be obtained at any time from the campus Learner Services Office.
    2. A transcript includes the learner’s academic record to date including academic decisions which may have been taken. Transcripts that are released will include the learner’s complete academic history.
  • LEARNER APPEALS (ACADEMIC)
    All registered learners of the college have the right to appeal decisions or rulings which affect them and which pertain to academic matters.
  • LEARNER APPEALS (NON-ACADEMIC)
    All learners of the college have the right to appeal decisions or rulings that affect them and which pertain specifically to non-academic matters. Please consult the Student Handbook for details regarding these policies.

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