College Policies

Governance and Leadership: Compliance with Legislative Statutes and Regulations (Policy Code and Number G-02)

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Policy Manager(s): President

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Introduction

Alexander College complies with all legislative statutes and regulations relevant to College operations.

Human Rights

The College abides by the Human Rights Code (BC) and the Canadian Charter of Rights and Freedoms.

Authorization as a Designated Learning Institution

Alexander College is authorized by Citizenship and Immigration Canada’s International Student Program (ISP) as a Designated Learning Institution. To apply for (or extend) study permits on or after June 1, 2014, students require a Letter of Acceptance (LOA) or Confirmation of Enrolment letter (COE) from a designated learning institution. Alexander College’s DLI# is O19347185182.

Additional information about these new regulations and a list of Citizenship and Immigration Canada’s (CIC) list of Designated Learning Institutions is available at the following link: www.cic.gc.ca/english/study

Degree Authorization Act

Alexander College is governed by the Degree Authorization Act, available at the following link:
www.bclaws.gov.bc.ca.
Additional information on the authorization process for private degree-granting institutions is available here:
www2.gov.bc.ca/gov/content/education-training 

Governance and Leadership: Mission, Core Themes, and General Educational Goals (Policy Code and Number G-03)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): President

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Introduction

This policy is intended to provide the College community with a shared sense of purpose. It describes Alexander College’s mission, core themes, and general educational goals.

Mission

Alexander College strives for excellence in higher education for students from many cultural backgrounds and language abilities by providing internationally recognized university transfer courses and degree programs, individual support services, and campus activities to foster local and global community engagement.

Core Themes

• Provide a supportive learning environment for students with many cultural backgrounds and language abilities.
• Offer internationally recognized university transfer courses and degree programs.
• Support individual growth and development through academic achievement and community engagement, preparing students for future studies and careers.

General Education Goals

Communication

The ability to read, write, speak, listen, and use non-verbal skills effectively with different audiences.

Upon graduation, students will demonstrate the ability to:

• Use appropriate methods to communicate (written and oral) based on audience and purpose.
• Evaluate the effectiveness of communication of both self and others.
• Use English in a style and tone appropriate to academic discourse.
• Present ideas in an organized framework.
• Develop ideas using concrete reasoning and clear explanation.
• Understand and interpret complex material.
• Recognize the role of culture in communication.

Critical Thinking

The ability to think using analysis, synthesis, evaluation, problem-solving, judgment, and the creative process.

Upon graduation, students will demonstrate the ability to:

• Identify and summarize problems in clear and concise terms.
• Think critically and creatively.
• Formulate and re-evaluate positions based on available evidence.
• Ask appropriate questions that challenge assumptions and conventional wisdom.
• Integrate ideas and values from different disciplines and contexts.
• Recognize own biases.
• Recognize that cultural perspectives influence perception and judgment.
• Weigh evidence and draw reasonable conclusions.
• Solve problems.

Personal Growth and Responsibility

The ability to understand and manage self, to function effectively in social, cultural, and professional environments; the ability to recognize ethical and moral issues that may arise from scientific and technological developments or that may be inferred from aesthetic and humanistic works.

Upon graduation, students will demonstrate the ability to:

• Make commitments that reflect ethical and informed decision-making.
• Assume responsibility for own actions.
• Plan and pursue their own learning.
• Set, articulate, and pursue realistic individual goals for education, work, and leisure.
• Respect personal and cultural differences.
• Contribute effectively as a team member.
• Interact effectively in diverse professional environments.
• Respect the environment.
• Respect the impact of arts and humanities on culture.

Technology and Quantitative Literacy

The ability to locate, understand, evaluate, and synthesize information and data in a technological and data-driven society and to use logic and mathematics to deal effectively with problems and issues.

Upon graduation, students will demonstrate the ability to:

• Use technology to access information for professional and personal needs.
• Use technology to obtain information and draw conclusions in a variety of disciplines.
• Create and interpret mathematical functions, models, graphs, and use numerical methods to draw logical inferences.
• Use empirical evidence and logical argument to reach conclusions.
• Reason by deduction, induction, and analogy.
• Distinguish between causal and correlational relationships.

Appreciation of the Arts, Culture, and Humanities

The ability to recognize, appreciate, encourage, and contribute to human society.

Upon graduation, students will demonstrate the ability to:

• Be aware of cultural diversity and its contribution to society.
• Develop and appreciate aesthetic sensibilities.
• Be aware of belief systems and religion and understand how they contribute to society.
• Examine their own culture, society, and nationality from perspectives acquired through understanding other cultures and nations, including their language, literature, art, history, and geography.

Information Literacy

The ability to recognize the need for information, and the ability to locate, evaluate, and use it effectively.

Upon graduation, students will demonstrate the ability to:

• Determine the nature and extent of information needed.
• Locate information effectively and efficiently.
• Critically evaluate information and its sources.
• Use information effectively and persuasively.
• Handle information in an ethical and legal manner.

Scientific Reasoning and Literacy

The ability to apply the basic principles of science and methods of scientific inquiry.

Upon graduation, students will demonstrate the ability to:

• Define major concepts, principles, and fundamental theories in at least one area of science.
• Describe methods of inquiry that lead to scientific knowledge.
• Demonstrate an understanding of the nature of evidence and the methods of acquiring and testing scientific evidence.
• Acquire data through controlled experiments or rigorous observation.
• Formulate a hypothesis, given a simple problem or question, and then design a valid experiment to test it.

Board of Governors Terms of Reference (Policy Code and Number G-04)

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Policy Manager(s): President

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Summary

Alexander College has a number of committees with interlocking structures and functions that are responsible for completing tasks, making decisions, and generally overseeing the academic work of the College. The Board of Governors is the chief governing committee of the College. Responsibility for governing the College is assigned to the board by the owners of the College.

Membership

• The Board of Governors consists of the president and members appointed by the owner; a representative may be appointed by the Alexander College Student Association.
• The owner of the College appoints from five to ten members to the board who serve at the pleasure of the owner. No more than fifty percent of board members may have a direct financial interest in the College.
• The student community may elect a representative to the board for a term of one year. The student’s participation in some discussions and decisions may be limited by the board majority, at its discretion.
• All members of the board are full voting members.

Duties and Responsibilities

• Develops and approves overall policy of the College, informed by the president and other sources; and gives direction to the president.
• Approves academic programs and ensures that periodic reviews and formal assessments are conducted as needed and at least every five years.
• Receives from the president complaints and/or concerns from students or staff that have not been satisfactorily resolved and provides direction for resolving these complaints and/or concerns.
• Ensures, to the best of their ability, that the College complies with all legal requirements and always exercises high moral and ethical standards.

Duty to Avoid Conflict of Interest

Board members shall avoid all conflicts of interest. These may include ethical, legal, financial, professional, academic, or other conflicts of interest.

President and Senior Administrative Team (Policy Code and Number G-05)

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Policy Manager(s): President

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Introduction

Administrators at Alexander College work in close collaboration to fulfill their respective responsibilities. This policy outlines the primary duties of most members of the administrative team.

Senior Administrators

• President

The owners have delegated governance authority to the College board, which selects and appoints a president for the College. The president is the chief executive officer of the College and operates the College according to the directives of the board. The duties and conduct of the president are explained in greater detail in the College Constitution.

• Provost

The provost is the chief academic officer of Alexander College, providing primary administrative leadership, direction, and, under the president, is responsible for the creation and implementation of the academic priorities for the College and for advising on allocation of resources that will support those priorities.

• Vice-President Academic

The vice-president academic assists the president in the conduct of all academic matters, devoting attention primarily to curricular and academic policies of the College. This includes faculty relations, promotion recommendations, replacements and assignments, student affairs, the library, and any examination and evaluation of the academic progress and standing of the College. The vice-president academic shall also advise the board on academic matters and shall accept and discharge such additional duties as the president or the board designate.

• Vice-President Academic Affairs

The vice-president academic affairs shapes the intellectual culture of the College by building a community of teaching and learning, providing the organizational and financial structure to support that community, and by collaborating with the president and other members of the leadership team at the College to advance institution-wide goals.

The vice-president academic affairs is responsible for academic strategic planning, academic budget planning and management, overall assessment of student achievement and institutional performance, approval of new faculty, and professional growth for faculty and administrators in the Academic Division. The vice-president academic affairs is responsible for overseeing curricula, enforcing academic standards, and maintaining academic records.

• Vice-President Operations

The vice-president operations is the chief business officer of the College and has supervisory responsibility for enrolment, financial services, human resources, auxiliary services, physical plant services, and the financial aid program. The vice-president operations shall have primary responsibility for the direction and administration of the admission efforts and the enrolment of new students. Duties include program planning and market research.

Executive Committee Terms of Reference (Policy Code and Number G-06)

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Policy Manager(s): President

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Introduction

The Executive Committee is responsible for business planning and overseeing the operation of the College. It monitors the business feasibility of all operational matters, including academic plans and decisions.

Membership

The Executive Committee consists of the president, provost, and vice-presidents.

Duties and Responsibilities

The Executive Committee meets as needed to oversee the continued operation of the College. It monitors programs to ensure the availability of resources and the efficient and effective administration of the College. The Executive Committee also makes recommendations to the president and to the Alexander College Board of Governors.

Education Committee Terms of Reference (Policy Code and Number G-08.1)

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Policy Manager(s): Provost

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Introduction

Alexander College’s Education Committee (EdCom) was redesigned in Fall 2024 to fulfill the role of an academic council as defined by the Ministry of Post-Secondary Education and Future Skills Quality Assessment Process and Criteria (September 2024). This committee is responsible for academic policies and standards, and for ensuring the academic integrity of programs.

Overall, the Education Committee is the central forum for internal consideration of college academic matters. Decisions made by the Education Committee are reviewed for approval by the Operations Committee to ensure alignment with the college’s operational needs. Decisions that have a significant impact on the college as a whole (e.g., the implementation of new programs) undergo final review for approval by the Board of Governors to ensure alignment with strategic priorities.

Membership

The Education Committee consists of 16 members who represent a broad cross-section of institutional stakeholders, including administration, faculty, staff, and students. During the inaugural year of redesign, all members are appointed by the president for one-year terms. Thereafter, members will be appointed by the president or elected for one- or two-year terms. Elections are conducted by the Registrar’s Office. Membership categories, voting rights, ongoing appointment processes, and duration of terms are described below. All terms are renewable.

Duties and Responsibilities

The Executive Committee meets as needed to oversee the continued operation of the College. It monitors programs to ensure the availability of resources and the efficient and effective administration of the College. The Executive Committee also makes recommendations to the president and to the Alexander College Board of Governors.

While members of the Education Committee are appointed or elected from a breadth of institutional constituencies whose voices need to be heard, members ultimately endeavour to serve the best interests of the college as a whole, to the best of their ability.

Education Committee members who exhibit a pattern of sustained absenteeism from meetings may be replaced by another candidate. Removal of a committee member will be initiated by the committee chair under the direction of the president.

Officers and Recording Secretary of the Education Committee

The officers of the Education Committee are the chair and vice-chair. Whereas the chair is appointed by the president, the vice-chair will be elected each year by and from the voting members of the Education Committee.

The institution will appoint a recording secretary for the Education Committee, typically the Administrative Assistant to the Deans’ Office. The recording secretary is not a committee member.

Responsibilities

The Education Committee must advise the Operations Committee, and the latter must seek advice from the Education Committee, on the following matters:

1. The mission statement and educational goals, objectives, and strategic planning.
2. Proposals about the implementation of new courses or programs, with an emphasis on academic standards and content.
3. Internal and external quality assurance reviews of existing programs and educational services.
4. Deactivation of programs or courses offered by the institution or changes in the length/hours for courses or programs offered by the institution.
5. Academic policies in general, including policies related to library and resource centres, faculty member qualifications, and adjudication/appeal procedures for student academic matters (grade appeals, etc.).
6. Admissions criteria for programs and courses.
7. Policies that address faculty and student research, and research ethics approval.
8. Criteria and policies related to examinations and the evaluation of student performance.
9. Criteria and policies for academic standing, academic standards and the grading system.
10. Criteria for awards recognizing students’ academic excellence.
11. Criteria and policies that define academic integrity and the acceptable use of external resources such as Artificial Intelligence platforms.
12. Other matters specified by the Operations Committee, the Senior Executive Committee, or the College Board.

Meeting Frequency and Procedures

The Education Committee meets every one or two months throughout the academic year, depending on needs. Meetings are conducted according to Robert’s Rules of Order.

Handbook

To supplement this policy, the Education Committee will develop a handbook of by-laws that elaborate on the duties of the chair and vice-chair, the conduct of meetings, quorum, motions, voting procedures, the distribution of minutes, etc.

Curriculum Committee Terms of Reference (Policy Code and Number G-09)

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Policy Manager(s): Associate dean & Registrar

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Introduction

The Curriculum Committee helps to ensure that Alexander College’s curriculum is academically sound, consistent with provincial guidelines and standards for post-secondary institutions, responsive to changing social conditions, and aligned with the college’s mission, goals, and educational commitments to students.

Membership

• Committee Members
• Vice-president operations
• Dean of arts and sciences
• Associate dean of arts and sciences (committee co-chair)
• Registrar (committee co-chair)
• Department heads
• Department coordinators

The vice-president operations, dean, associate dean, and registrar comprise an oversight group that ensures curriculum initiatives align with institutional strategic planning. The oversight group provides annual direction to the Curriculum Committee.

Advisors

Committee advisors (e.g., representatives from various college departments and/or external experts) may be invited to specific meetings and participate in some activities.

Duties and Tasks

Under the guidance of the oversight group, the Curriculum Committee primarily facilitates the development of new programs, disciplines, and courses.

Procedures

Procedural details that apply to the Curriculum Committee are outlined in the Development of New Programs and Courses policy and in the Curriculum Committee Operations Manual.

Meetings

Normally, the Curriculum Committee meets once every 4-6 weeks.

Development of New Programs (Policy Code and Number G-12)

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Policy Manager(s): provost, dean, associate dean, registrar

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Introduction

This policy outlines the development and approval of new programs.

Development of New Programs

Any member of the college community (including faculty, staff, students, administration, and external stakeholders) may submit suggestions for new programs, using the Program Suggestion Template, to the Co-Chairs of the Curriculum Committee. Completed templates should not exceed one page. Faculty are expected to first consult with their department heads.

The Curriculum Committee co-chairs vet suggestions for new programs within the Curriculum Committee oversight group, which ensures that all program development initiatives align with institutional strategic planning.

Where the oversight group deems that program suggestions merit further investigation, the Curriculum Committee co-chairs bring these suggestions to the Curriculum Committee for further consideration.

Where the Curriculum Committee deems that program suggestions merit further investigation, the Committee appoints a program development working group to undertake comprehensive research.

The working group completes the Program Viability Template, which includes consultation with all interested parties, such as affected departments and appropriate member(s) of the Standing Academic Standards Committee. A viability study is based on DQAB criteria and includes a needs and sustainability assessment. Completed Viability studies should be approximately five pages.

Completed viability studies are considered by the Curriculum Committee, which may ask the working group to provide more preliminary information, put the initiative on hold, reject the initiative, or ask the working group to develop a formal program proposal.

The format of a program proposal varies according to the type of program under consideration:

1. Proposals for new micro-credentials, certificates, or diplomas are in a format determined by the Dean’s Office and the applicable regulating body.
2. Proposals for new associate degree concentrations follow the Associate Degree Concentration Template provided by the Dean’s Office and are approximately ten pages.
3. Proposals for new degrees follow criteria in the Degree Quality Assessment Board (DQAB) document entitled Degree Program Review: Criteria and Guidelines (last revised September 2024). The information in this 20–25-page document explains the content of submissions for the Post-Secondary Institution Proposal System (PSIPS).

Completed proposals are submitted to the Curriculum Committee, which consults with affected departments and with the Standing Academic Standards Committee. At this stage, the Curriculum Committee may request more information, put the initiative on hold, reject the initiative, or approve the proposal.

Proposals passed by the Curriculum Committee are presented to the Education Committee for approval. Following Education Committee approval, proposals are then considered by the Operations Committee and ultimately by the Alexander College Board of Governors.

Upon completion of all internal approvals, the president and provost oversee external approval through the appropriate regulating bodies and procedures (e.g., new degrees must be posted on the Postsecondary Institution Proposal System).

Program Review (Policy Code and Number G-13)

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Policy Manager(s): Provost & Dean

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Introduction

As part of its commitment to provide effective educational programs, the College fosters an environment that supports constructive evaluation and continuous improvement. The main purpose of all program review activities is to verify the appropriateness and effectiveness of Alexander College programs, including curriculum, policies, and procedures. Review activities may result in recommendations about improving any aspect of programming or any aspect of the evaluation process itself. Program review is a vital means of quality assurance and assists the College with educational planning. Program review includes consideration of faculty professional development needs and faculty input.

Program review activities occur on the following three timelines:

1. End-of-Term Reviews
2. Annual Reviews
3. In-Depth Program Reviews

End-of-Term Reviews

• Course Archives

The dean of arts and sciences maintains a course archive folder for every course section taught by the College. These archives are updated at the end of every term that the course is taught, with the following information:

• the dates, times, and room number of the section offered.
• the name of the instructor.
• the Course Syllabi.
• all Course Exams.
• a summary of student feedback from the relevant Student Course Evaluation form.
• a list of students with grades for each assessment and final grades.
• any other information or reports that may be relevant to a particular iteration of the course, including observations from department heads, SASC members, and the instructor.
• Department Head Term Reports

At the end of each semester, department heads use the course archiving process and additional institutional research data to prepare term reports that address multiple aspects of programming in their departments.

• Standing Academic Standards Committee (SASC) Term Reports

Similarly, at the end of each semester, SASC members use the course archiving process and additional institutional research data to prepare term reports that address multiple aspects of programming in the departments they advise.

• Faculty Course Assessment Reports

On an as-needed basis, in consultation with department heads, continuing- and limited-term faculty may also conduct Faculty Course Assessment Reports and Deep Faculty Course Assessment Reports.

• Dean and Provost

After reviewing course archives, department head term reports, SASC term reports, and faculty course assessments, the provost and dean of arts and science may make recommendations to the Education Committee.

Annual Course and Program Review

• DQAB Annual Reports

In July of every year, the College prepares an Annual Report for DQAB, to fulfill requirements established by the Ministry of Advanced Education and Skills Training. The purpose of the Annual Report is to ensure the accountability of institutions that have obtained consent under the Degree Authorization Act (the Act). This report includes a consideration of factors related to programming, such as student support, faculty complements, and academic policies.

• Department Head Annual Reports

In October of every year, department heads use the course archiving process and additional institutional research data to prepare annual reports that address multiple aspects of programming in their departments during the previous academic year.

• Standing Academic Standards Committee (SASC) Annual Reports

In October of every year, SASC members use the course archiving process and additional institutional research data to prepare annual reports that address multiple aspects of programming during the previous academic year.

• Dean and Provost

After reviewing annual reporting materials, the provost and dean of arts and science may make recommendations to the Education Committee.

In-Depth, Five-Year Program Review

In-depth program reviews may be conducted at any time but are normally undertaken to prepare for five-year reporting requirements established by the Ministry of Advanced Education. In-depth program reviews are overseen by the provost and by the dean of arts and science. In-depth program reviews are ultimately submitted to DQAB and consist of the following processes and information.

• Self-Study

An in-depth review begins with the preparation of a Self-Study. Program Self-Studies are comprehensive documents that require input from managers throughout the institution. Self-Studies consider the following:

• Admission requirements: an explanation and rationale for program admission requirements.
• Course requirements: an explanation and rationale for the requirements for each course, highlighting any special requirements.
• Transferability: an annotated list of articulation agreements.
• Student course selection: samples of student course selection, illustrating the most chosen programs and the range of course choices available to students.
• Instructors: a list of instructors hired in the last five years indicating their qualifications, courses taught, and all assessment information available. Also included are comments on the success and availability of instructors in each subject area, differential salaries, mobility, staffing projections, and any other relevant information. In compiling instructor information for their area, department heads invite feedback from instructors themselves.
• Administrative Staff: a list of administrative staff members with their positions, qualifications, and effectiveness.
• Facilities space: a diagram and list of classrooms, laboratories, student study and meeting areas, with surface area and comments concerning the amount of use each location receives. Comments and recommendations for improvements to the use of space are included.
• Equipment: a list of all instructional and non-instructional A/V, computer, and laboratory equipment available in the College.
• Library: a full description of the library mission, holdings by subject area, space, staff, facilities, and equipment. Comments and recommendations for improvements to the library are included.

College-Appointed External Reviewer

The next stage of an in-depth review involves the selection of an external reviewer (or an external review panel). College-facilitated external reviews provide an independent, comprehensive assessment of the Self-Study and all other relevant college documents, including the Academic Calendar. The work of the external reviewer (or review panel) culminates in a report. The institution then prepares a summary and response to the external review. Responses are prepared by the relevant program unit and by the dean or provost. The institutional summary and responses are made available on the College website.

Preparation of Documents for the Degree Quality Assurance Board (DQAB)

The in-depth program review process culminates in material that is submitted to the Degree Quality Assurance Board, including a program review (or application for renewed consent) and an organizational review where required. Program reviews are uploaded to the Post-Secondary Institutional Proposal System (PSIPS) for provincial consideration. Following DQAB guidelines, Alexander College provides a summary of (and response to) DQAB panel reviews for each program.

Green Committee Terms of Reference (Policy Code and Number G-14)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Provost and Director of student affairs

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Introduction

The Alexander College Green Committee is a group of staff, faculty, and students who work together to increase environmental awareness at Alexander College while creating events and leading initiatives in order to decrease our environmental impact.

Alexander College Sustainability Mission Statement

Alexander College strives for sustainability through education, community engagement, and modeling waste reduction best practices. We aim to produce environmentally responsible global citizens and contribute to the overall health of the communities in which we live.

Core Themes and Objectives

Education

• Increase student, staff, and faculty awareness of the importance of implementing sustainable practices in the school environment and beyond.
• Serve as a resource on recycling and waste management questions, energy and water conservation, environmentally preferable purchasing, and other initiatives.

Sustainability

• Collect, measure, and report on AC’s environmental performance in order to initiate alternatives to existing practices that will positively affect the environment.
• Foster individual growth and development by supporting each student’s academic achievement and involvement in the community life of the College.
• Institute energy and water conservation strategies, as well as environmentally friendly purchasing strategies, including a preference for reusable and compostable materials.
• Promote AC as an environmentally conscious institution and cultivate sustainable habits that have widespread effects for the community.

Waste Management

• Improve the effectiveness and accessibility of AC’s waste management system by implementing multi-waste sorting bins in common areas and classrooms.
• Communicate and model best practices for sorting and disposing of waste, recycling, and compost.
• Increase and promote recycling and composting while contributing to a larger regional waste diversion goal.

Community Engagement

• Create and facilitate frequent green events, including beach and park clean-ups, gardening events, and lunch-and-learn sessions.
• Create and promote ongoing volunteer and educational opportunities for all members of the AC community to take part in eco-friendly initiatives and events.

Admissions, Registration, and Records: Admission Requirements (Policy Code and Number A-01)

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Policy Manager(s): Registrar

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Introduction

Alexander College provides admission to educational programs for the greatest range of students possible. Where appropriate, however, access to programs and courses is restricted to students who satisfy established admission criteria at both general and program-specific levels.

General Admission Requirements

• Completion of Secondary Education (12 years, or equivalent) or mature student admission
• Academic and/or GPA requirements specific to individual programs, if applicable
• Demonstrated proficiency in the English language
• Canadian Citizenship or legal authorization to study in Canada (e.g., permanent residency or study permit)
• Minimum age of 16 years, as of the first day of classes

Program-Specific Admission Requirements
English as a Second Language

Entry from Grade 12:

• BC secondary program (Grade 12) or equivalent, the A.B.E. (Adult Basic Education) Program, or G.E.D. (General Educational Development) Testing Program, or mature student status
• Evidence of English proficiency

University Transfer:

• At least 9 transferable post-secondary credits, with a cumulative GPA of 1.50 or higher. University transfer applicants with cumulative GPA’s below 1.50 may be admitted provisionally.
• Evidence of English proficiency

English for Academic Purposes

Entry from Grade 12:

• BC secondary program (Grade 12) or equivalent, the A.B.E. (Adult Basic Education) Program, or G.E.D. (General Educational Development) Testing Program, or mature student status
• Evidence of English Proficiency (see requirements indicated in Policy A-03)

University Transfer:

• At least 9 transferable post-secondary credits, with a cumulative GPA of 1.50 or higher. University transfer applicants with cumulative GPA’s below 1.50 may be admitted provisionally.
• Evidence of English Proficiency (see requirements indicated in Policy A-03)

University Transfer & Associate of Arts Degree Programs (all concentrations)

Entry from Grade 12:

• BC secondary program (Grade 12) or equivalent, the A.B.E. (Adult Basic Education) Program, or G.E.D. (General Educational Development) Testing Program, or mature student status
• BC ENGL 12 with a minimum grade of C, or equivalent

University Transfer:

• At least 9 transferable post-secondary credits, with a cumulative GPA of 1.50 or higher. University transfer applicants with cumulative GPA’s below 1.50 may be admitted provisionally.
• BC ENGL 12 with a minimum grade of C, or equivalent

Associate of Science Degree Program

Entry from Grade 12:

• Graduation from 12-year compulsory education, or mature student (aged 19+) status
• BC ENGL 12 with a minimum grade of C, or equivalent
• Two of: Biology 12, Chemistry 12, Physics 12, Geography 12, Geology 12 (or equivalents)
• Mathematics 12, grade of ‘B’ or higher (or calculus-based equivalent)

University Transfer:

• At least 9 transferable post-secondary credits, with a cumulative GPA of 1.50 or higher. University transfer applicants with cumulative GPA’s below 1.50 may be admitted provisionally
• BC ENGL 12 with a minimum grade of C, or equivalent
• At least 6 credits first-year biological or physical sciences (e.g., Biology, Chemistry, Physics, Geography, Geology)
• 3 credits first-year mathematics (e.g., Pre-calculus, Calculus), with a grade of ‘C’ or higher

English is the language of instruction at Alexander College, and successful study depends heavily upon fluency in the English language. Students who do not meet the English Language Proficiency requirement for admission to their program may apply to the English for Academic Purposes (EAP) Program.

Admission GPA Requirement

A minimum cumulative GPA of 1.50 (on a 4.33 scale) is required for regular admission, calculated on the applicants most recently completed academic history.

Applicants who do not meet this requirement may be admitted conditionally (see Provisional Admission). Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Admissions, Registration, and Records: Application for Admission (Policy Code and Number A-02)

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Policy Manager(s): Registrar

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Online Application for Admission

Each new student is assigned an Education Advisor at the application phase of their studies. Education Advisors at Alexander College are responsible for answering general questions, providing personalized support, and ensuring that each student has a direct contact and connection to the College. Applications for Admission are received electronically, and can be completed online at https://myac.alexandercollege.ca/online-application

Application Deadlines

Evaluation of an application begins when the Application for Admission form and all required supporting documentation have been submitted. Programs at Alexander College are considered to have open enrolment, and applications for admission are accepted until the add/drop/change deadline in a given semester, as space allows. Applicants should be aware that some courses can fill quickly. New students are encouraged to register early in order to have the greatest selection of courses.

Processing Times

Alexander College strives to evaluate all Applications for Admission within 3-5 business days.

Academic Disclosure

All applicants are required to submit a satisfactory amount of academic history, so that Admissions can make a reasonable determination for admissibility. Failure to disclose academic history may result in one or more of the following:

• Denial of the Application for Admission or dismissal from the institution
• Change of academic standing (e.g., academic probation)
• Denial of transfer credit for coursework completed prior to admission

Applicants with questions about disclosure of academic history are encouraged to inquire with Admissions prior to submitting their Application for Admission.

Academic Documents

Students are responsible for submitting original academic documents (e.g., transcripts, language test scores, etc.) with their application for admission, or later. Students may present official documents in person or arrange to have their official documents sent directly to the College by their previous institution(s). Original academic documentation that is not in English must be accompanied by a certified English translation bearing the declaration or stamp of a registered/licensed English translator.

Retention of Documents

Documents submitted in support of applications become the property of the College and will not be returned to the student. International documentation, as deemed irreplaceable by the Office of the Registrar, may be returned to a student on submission of a “Return of Irreplaceable Documentation” request form within two years of their last term of study. Student records inactive for two years are digitally archived and all physical file documents destroyed. Note: Documentation deemed evidence in a case of misconduct will not be returned to the student under any circumstance.

Application with Unofficial Documentation

Alexander College is committed to providing students with an opportunity to be successful in their academic studies. Full academic disclosure is a requirement of admission, and it is the responsibility of the student to provide a complete and official record of their educational history. Alexander College allows for the Admissions process to be completed based on unofficial or photocopied academic documentation (e.g., transcripts, test results, etc.). Applications are not considered complete, however, until all official copies of necessary supporting documentation have been provided.

• Documents submitted in support of applications become the property of the College and will not be returned to the student.
• All official/original transcripts, certificates, and language test results must be provided to the College before a student is eligible to order an official transcript or graduation documents.
• International documentation, as deemed irreplaceable by the Office of the Registrar, may be returned to a student on submission of a “Return of Irreplaceable Documentation” request form. If approved to be returned, the documents will be verified by an authorized officer and made available for pick up from the reception desk after two business days. Please note that domestic documentation will not be returned under any circumstance.
• All student file documents are digitally archived and securely destroyed two years from the last enrolled term. Physical documentation cannot be stored indefinitely and therefore it is the responsibility of the student to be aware of the disposition schedule and ensure that any irreplaceable documents are requested to be returned in a timely manner.

Applicant Declaration

By signing and applying to Alexander College, students acknowledge and are thereafter bound by the established terms and conditions:

• Information disclosed with an application, including academic history and all other supporting documentation, must be true and complete.
• Evidence of falsified information or documents will result in permanent cancellation of an application and/or permanent dismissal from the College.
• Alexander College is committed to using personal information in accordance with the Personal Information Protection Act (PIPA). Personal information within an application may be used solely for the purposes of providing academic and student support services.
• Alexander College is authorized to use Personal Education Numbers (PENs) to conduct research and statistical analysis relating to student mobility and academic success in accordance with section 170.1 of the School Act.
• Alexander College may verify the information submitted within application, and the authenticity of all supporting documentation.
• It is the student’s responsibility to be aware of and to comply with the policy and procedures of Alexander College.
• The Registrar may share information with other post-secondary institutions if an applicant or student is found to have misrepresented information or falsified documents.

Documentation Requirements

All applicants are required to submit a satisfactory amount of academic history, so that the Admissions Office can make a reasonable determination for admissibility. All documents above may be submitted in copy form at the time of application; however, a Registrar hold will be applied to the student file until required official documentation has been presented to Admissions. Students are strongly encouraged to submit their official documents at the time of application. All application documents that are not in the English language must be accompanied by an English translation made by a licensed translator. Further information on admissions procedures and requirements is provided on the College website.

Admissions, Registration, and Records: Admissions Categories and Special Considerations (Policy Code and Number A-03)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Office of the Registrar

The Office of the Registrar is one of the main points of contact between students and the College administration. The Office of the Registrar administers policy and procedure, and oversees many areas of the College administration, including admissions, course registration, registrar services, financial aid, transfer credit, grades, performance standards, academic records, and more.

Student Selection

Alexander College reserves the right to deny admission based on overall academic record and to limit enrolment by selecting those who will be admitted from among qualified applicants.

Admission GPA Requirement

A minimum cumulative GPA of 1.50 (on a 4.33 scale) is required for regular admission, calculated on the applicants most recently completed academic history. Applicants who do not meet this requirement may be admitted conditionally (see Provisional Admission). Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Provisional Admission

Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Provisional Admission is applicable to applicants who have a demonstrated history of academic difficulty. This applies to students who meet all other admission requirements but who present a cumulative post-secondary academic GPA below 1.50 and/or have been required to withdraw or are suspended from another institution. Applicants are required to sign a letter of acknowledgement prior to course registration and may be issued an official Letter of Acceptance for a maximum study period of one (1) year. Students admitted to the College on provisional admission and who receive a GPA greater than 1.50 after their first semester will be granted regular admission and continue under normal admission policy Students who receive a GPA lower than 1.50 after their first semester will normally be suspended from the College.

Admission Categories

International and Domestic Students who are Canadian citizens, permanent residents, or Convention refugees are classified as domestic students. Students who are dependents of diplomats or have their own diplomat status may also be classified as domestic students after presenting the necessary documentation. All other students are classified as international students.

Minor Student Admission

Applicants who are 18 years of age or under, and who have not graduated from high school, may be admitted in the category of Minor Student. Minor students are eligible to enrol in non-credit coursework only. Applicants under 16 years of age are not admissible.

Mature Student Admission

Applicants who are 19 years of age or older, as of the first day of classes in each term, may be admitted in the category of Mature Student. Mature students are exempt from the requirement to have completed secondary education, if they meet all other requirements and can provide academic transcripts for the highest level of education completed and have met the requirements for English language proficiency. Students must provide evidence that they have an opportunity to be successful at the College. Effective September 9, 2024: Students admitted under the mature student category are provisionally admitted and begin their studies on academic probation.

Regular Admission

Applicants that have graduated from high school and provided a full academic history, with an application GPA of 1.50 or greater, may be admitted in the category of Regular Admission.

Provisional Admission

Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Concurrent Admission

BC secondary school students demonstrating outstanding academic and non-academic performance may apply to participate in the Concurrent Studies Program (CSP) through our sister school, Alexander Academy. The program provides an opportunity for selected students to earn post-secondary credit while in their senior year (grade 12) of secondary school.

Special Considerations Admission Appeals

Requests to exempt an applicant from an admissions policy or decision may be submitted by completing an Admissions and Registration Request form to the Registrar. Supporting evidence (medical notes, course outlines, etc.) must be attached.

Applicants with Disabilities

Academically qualified applicants who have physical, sensory, or specific learning disabilities are encouraged to apply. We will ensure that applicants are not denied admission as a result of a disability that does not reasonably impact the ability of the student to achieve success in post-secondary study and that can be accommodated by the College.

Limits to Accommodation

Notwithstanding our policy to accommodate the individual and special needs of students, requirements for accommodation may arise that exceed the capacity of the College to respond. For example, a student might require equipment or infrastructure alterations that the College cannot afford. A student might present a personality or behavioral issue that, in the judgment of the registrar presents a potential danger to that student or to other students, and/or cannot be managed with the resources available to the College.

In cases where requirements for accommodation exceed the ability of the College to provide accommodation, the student will not be permitted to enroll in the College. If the student is already enrolled, enrollment for the current term will be withdrawn. If the student has paid fees to the College, these fees will be refunded according to the refund policy. In addition, the College will seek to find and will attempt to provide information concerning agencies and places where the student may find appropriate accommodation.

Domestic High School Graduation and Equivalencies Completion of Secondary Education

Applicants must successfully complete a nationally regulated secondary education program (12 years) and are required to submit transcripts showing the most recent two years of senior education (normally grades 10-12).

General Education Diploma (G.E.D.) taken within Canada

Minimum of 5 GED examination subjects, with a minimum score of 450 in each subject area and an averaged battery score of at least 450. General Education Diploma (G.E.D.) taken outside of Canada. Minimum of 4 GED examination subjects, with a minimum score of 145 in each subject area and an overall cumulative score of at least 580)

International High School Graduation and Equivalencies

Some international senior secondary courses may be used to meet program requirements/course prerequisites. For detailed information, by country, please visit: alexandercollege.ca/admissions

Advanced Placement (AP)

The Advanced Placement (AP) program is an enriched secondary school program offered at high schools around the world by the College board apstudent.collegeboard.or With appropriate grades, completion of AP courses in grade 12 provides students with the opportunity to earn advanced credit towards their undergraduate degree.

International Baccalaureate (IB) Diploma

IB program coursework can be presented by students from any country, most commonly the UK, US, and India. Subjects completed with high scores are often eligible for credit at the university level. Students need to accumulate 24 points in order to gain an IB Diploma. One exception to the rule is for students who score a two or less on a Higher-Level exam. If this is the case, then the total marks a student must accumulate increases to 28.

British Patterned/Cambridge Education System (GSCE/IGSE/GCE)

Minimum of 5 GCSE/IGCSE O-level academic subjects, with a minimum accepted grade of E or higher. Students successfully completing courses with good grades at the GCE (A or A/S) level may be awarded advanced standing or transfer credit on a case-by-case basis.

Advanced Standing

Some advanced standing programs allow students to undertake post-secondary level studies while completing secondary school. With appropriate grades, these courses may be eligible for credit at the university level.

Advanced Placement (AP)

An Advanced Placement (AP) course with an articulated equivalent in the BC Transfer Guide (via triangulation to Alexander College) may be eligible for transfer credit with a grade of 4 or higher (out of 5). A grade of ‘3’ is accepted for the purpose of placement/prerequisite only.

AP ENGLISH

AP MATHEMATICS

AP SCIENCE

AP equivalencies can be found in the British Columbia Council of Admissions and Transfer’s AP Guide:
http://www.bctransferguide.ca/search/ap
International Baccalaureate (IB) Diploma

An International Baccalaureate (IB) course with an articulated equivalent in the BC Transfer Guide (via triangulation to Alexander College) may be eligible for transfer credit with a grade of 5 or higher (out of 7).

Note on IB Mathematics:

To be granted credit, the course must be the standard/compulsory “Mathematics” course, (Mathematics HL, SL, Further, Methods, or Studies not accepted – – students must provide course outlines.
IB equivalencies can be found in the British Columbia Council of Admissions and Transfer’s IB Guide: http://www.bctransferguide.ca/search/ib

English Proficiency Requirements

English is the language of instruction at Alexander College, and successful study depends heavily upon fluency in the English language.
All applicants to Alexander College are expected to be proficient in the English language and may satisfy the English proficiency requirement with a final grade of B or higher in BC English 12, or an accepted equivalent (as indicated below).

BRITISH COLUMBIA ENGLISH 12

OTHER CANADIAN PROVINCES

OTHER CANADIAN PROVINCES

Note: Essential (E) and Technical & Professional (T) coursework cannot be used to meet the English language proficiency requirement.

Canadian Certified Offshore Schools

With a valid graduation certificate issued by the Canadian province, offshore school coursework will be assessed according to the standards for the issuing province.

English 12 Equivalent from Designated English-Speaking Countries

A senior secondary English language course taken outside of Canada may be deemed equivalent to “English Language Arts 12” for the purpose of meeting the English Language proficiency requirement, provided that the medium of instruction was English and the course is completed in one of the countries listed below.

CAMBRIDGE GENERAL CERTIFICATE OF SECONDARY EDUCATION (GCSE) ORDINARY-LEVEL ENGLISH

Students who complete GCE ‘A’ or ‘A/S’ level English with a final grade of B or higher may be eligible for advanced standing or credit, at the discretion of the Registrar.

INTERNATIONAL BACCALAUREATE

Must be a ‘Language A’ course (evaluation by the English department will be required for all other course types).

ADVANCED PLACEMENT (AP)

Post-Secondary English Equivalent from Designated English-Speaking Countries

Applicants holding a 3 or 4-year baccalaureate degree taken outside of Canada may be considered to have met the English language proficiency requirement for direct entry (no further English language testing required), provided that the medium of instruction for all components of the degree program was English, and all years of studies for the program were completed in one of the countries listed below.

BCCAT articulated post-secondary English

A first-year level English course taken at another BCCAT member institution may be used to meet first-year English prerequisites, provided that the course has been articulated in the BC Transfer Guide or has been previously transferred via internal evaluation. If an equivalent cannot be found in the BC Transfer Guide, the course may be evaluated similarly to a transfer credit request. The student will be expected to provide course outlines and the course will be evaluated by the responsible faculty chair.

BC articulated English for Academic Purposes (EAP)

The Articulation Guide for English as a Second Language Programs in the British Columbia Post- Secondary Transfer System is published by the BC Ministry of Advanced Education and is updated semi-annually.

Courses are listed by equivalency level using the numerals I-IV. These levels correspond to Alexander College EASL 068-089 levels, and EAP levels 098-099, as follows:

For example, a student successfully completing a level II course would be considered to have passed EASL 088 and EASL 089 (formerly ENGL 097) and be placed in ENGL 098.

Students who do not meet the English Language Proficiency requirement for admission to their program may apply to the English for Academic Purposes (EAP) Program.

Validity of Standardized English Test Results

All standardized tests used for English level placement (IELTS, TOEFL, etc.) are valid for a period of two years from the date of sitting.

Please note that only TOEFL test results that include a photo will be accepted.

TOEFL unofficial score reports printed from the online portal are not acceptable.

ESL University Pathways

Alexander College maintains university pathways from several partner institutions offering English-as-a-Second Language (EASL), English Language Learning (ELL), and BC English 10-12 coursework. Final grades for courses completed at an ESL partner are considered as valid for a period two years after completion.

ALEXANDER ACADEMY

EC CANADA

INLINGUA

INTERNATIONAL LANGUAGE ACADEMY OF CANADA (ILAC)

INTERNATIONAL LANGUAGE SCHOOLS OF CANADA

KAPLAN

ST. GEORGE INTERNATIONAL COLLEGE

Alexander College English Placement Test (EPT)

Students who choose to enroll in Alexander College without documentation of English proficiency are required to complete the English Placement Test (EPT). The result of this assessment will determine whether a student possesses adequate English language and writing skills for direct entry to university-level studies. Placement test results are valid for a period of two years from the date of sitting.

If the result of the EPT indicates that a student is not prepared for university-level study in the English language, he or she may alternately be admitted to the English for Academic Purposes (EAP) program. The EAP program is a full-time, integrated, intensive English and academic skills program designed to prepare students for College and university studies in the English language.

Applicants whose EPT results indicate insufficient literacy in the English language are not admissible to the College. If an admitted student is unable to commence studies due to the result of their EPT, they may defer the commencement of their studies. A student may rewrite the EPT once per semester (see policy: Placement Test Rewrites).

Note: Alexander College does not accept internal English placement or assessment tests written at other institutions.

Math Placement Requirements

Mathematics proficiency is not an admission requirement, however all math courses have at least one math prerequisite which can be satisfied through one of the following equivalencies:

BC PRINCIPLES OF MATHEMATICS, PRE-CALCULUS, OR CALCULUS

OTHER CANADIAN PROVINCE, MATH 12 EQUIVALENT

Canadian Certified Offshore Schools Math 12

With a valid graduation certificate issued by a Canadian province, offshore school coursework will be assessed according to the grade scale of the issuing province (if the province does not use a grade scale, use the BC scale).

International Math 12 Equivalent (selected examples)

GENERAL CERTIFICATE OF SECONDARY EDUCATION (GCSE) ORDINARY-LEVEL MATHEMATICS

INTERNATIONAL BACCALAUREATE (IB)

Must be the standard/compulsory ‘Mathematics’ course, Mathematics HL, SL, Further, Methods, or Studies will require students to submit course outlines for evaluation.

ADVANCED PLACEMENT

BCCAT articulated post-secondary Mathematics

A first-year level Mathematics course taken at another BCCAT member institution may be used to meet course prerequisites, provided that the course has been articulated in the BC Transfer Guide or has been previously transferred via internal evaluation. If an equivalent cannot be found in the BC Transfer Guide, the course may be evaluated similarly to a transfer credit request. The student will be expected to provide course outlines and the course will be evaluated by the responsible faculty chair.

Alexander College Math Placement Test (MPT)

Students who do not meet the requirements for direct entry to university-level math (Pre-Calculus or Calculus) are placed into MATH 099. Alternately, the student may elect to take a Math Placement Test (MPT).

Placement test results are valid for a period of two years from the date of sitting. A student may rewrite the MPT once per term (see policy: Placement Test Rewrites).

Admissions, Registration, and Records: Admissions Categories and Special Considerations (Policy Code and Number A-03.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

---

Office of the Registrar

The Office of the Registrar is one of the main points of contact between students and the College administration.

The Office of the Registrar administers policy and procedure, and oversees many areas of the College administration, including admissions, course registration, registrar services, financial aid, transfer credit, grades, performance standards, academic records, and more.

Student Selection

Alexander College reserves the right to deny admission based on overall academic record and to limit enrolment by selecting those who will be admitted from among qualified applicants.

Admission GPA Requirement

A minimum cumulative GPA of 1.50 (on a 4.33 scale) is required for regular admission, calculated on the applicants most recently completed academic history.

Applicants who do not meet this requirement may be admitted conditionally (see Provisional Admission). Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Provisional Admission

Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Provisional Admission is applicable to applicants who have a demonstrated history of academic difficulty. This applies to students who meet all other admission requirements but who present a cumulative post-secondary academic GPA below 1.50 and/or have been required to withdraw or are suspended from another institution. Applicants are required to sign a letter of acknowledgement prior to course registration and may be issued an official Letter of Acceptance for a maximum study period of one (1) year. Students admitted to the College on provisional admission and who receive a GPA greater than 1.50 after their first semester will be granted regular admission and continue under normal admission policy Students who receive a GPA lower than 1.50 after their first semester will normally be suspended from the College.

Admission Categories

International and Domestic Students who are Canadian citizens, permanent residents, or Convention refugees are classified as domestic students. Students who are dependents of diplomats or have their own diplomat status may also be classified as domestic students after presenting the necessary documentation. All other students are classified as international students.

Minor Student Admission

Applicants who are 18 years of age or under, and who have not graduated from high school, may be admitted in the category of Minor Student. Minor students are eligible to enrol in non-credit coursework only. Applicants under 16 years of age are not admissible.

Mature Student Admission

Applicants who are 19 years of age or older, as of the first day of classes in each term, may be admitted in the category of Mature Student. Mature students are exempt from the requirement to have completed secondary education, if they meet all other requirements and can provide academic transcripts for the highest level of education completed and have met the requirements for English language proficiency. Students must provide evidence that they have an opportunity to be successful at the College.

Regular Admission

Applicants that have graduated from high school and provided a full academic history, with an application GPA of 1.50 or greater, may be admitted in the category of Regular Admission.

Provisional Admission

Provisional Admission is intended to allow students with a demonstrated history of academic difficulty or who have been required to withdraw from another institution to be admitted to the College.

Concurrent Admission

BC secondary school students demonstrating outstanding academic and non-academic performance may apply to participate in the Concurrent Studies Program (CSP) through our sister school, Alexander Academy. The program provides an opportunity for selected students to earn post-secondary credit while in their senior year (grade 12) of secondary school.

Special Considerations Admission Appeals

Decisions regarding eligibility for admission are based on college policy and regulations. In the event of extenuating circumstances, a student may submit a request for policy exemption to the registrar or designate, using the appropriate form. The forms are available on the college website and must be accompanied by evidence (e.g., medical documents, travel itinerary, etc.). The decision of the registrar on admissions appeals is final.

Applicants with Disabilities

Academically qualified applicants who have physical, sensory, or specific learning disabilities are encouraged to apply. We will ensure that applicants are not denied admission as a result of a disability that does not reasonably impact the ability of the student to achieve success in post-secondary study and that can be accommodated by the College.

Limits to Accommodation

Notwithstanding our policy to accommodate the individual and special needs of students, requirements for accommodation may arise that exceed the capacity of the College to respond. For example, a student might require equipment or infrastructure alterations that the College cannot afford. A student might present a personality or behavioral issue that, in the judgment of the registrar presents a potential danger to that student or to other students, and/or cannot be managed with the resources available to the College.

In cases where requirements for accommodation exceed the ability of the College to provide accommodation, the student will not be permitted to enroll in the College. If the student is already enrolled, enrollment for the current term will be withdrawn. If the student has paid fees to the College, these fees will be refunded according to the refund policy. In addition, the College will seek to find and will attempt to provide information concerning agencies and places where the student may find appropriate accommodation.

Domestic High School Graduation and Equivalencies Completion of Secondary Education

Applicants must successfully complete a nationally regulated secondary education program (12 years) and are required to submit transcripts showing the most recent two years of senior education (normally grades 10-12).

General Education Diploma (G.E.D.) taken within Canada

Minimum of 5 GED examination subjects, with a minimum score of 450 in each subject area and an averaged battery score of at least 450. General Education Diploma (G.E.D.) taken outside of Canada. Minimum of 4 GED examination subjects, with a minimum score of 145 in each subject area and an overall cumulative score of at least 580.

International High School Graduation and Equivalencies

Some international senior secondary courses may be used to meet program requirements/course prerequisites. For detailed information, by country, please visit: https://alexandercollege.ca/admissions-and-registration/admission-requirements/international-students/

Advanced Placement (AP)

The Advanced Placement (AP) program is an enriched secondary school program offered at high schools around the world by the College board apstudent.collegeboard.or

With appropriate grades, completion of AP courses in grade 12 provides students with the opportunity to earn advanced credit towards their undergraduate degree.

International Baccalaureate (IB) Diploma

IB program coursework can be presented by students from any country, most commonly the UK, US, and India. Subjects completed with high scores are often eligible for credit at the university level. Students need to accumulate 24 points in order to gain an IB Diploma. One exception to the rule is for students who score a two or less on a Higher-Level exam. If this is the case, then the total marks a student must accumulate increases to 28.

British Patterned/Cambridge Education System (GSCE/IGSE/GCE)

Minimum of 5 GCSE/IGCSE O-level academic subjects, with a minimum accepted grade of E or higher. Students successfully completing courses with good grades at the GCE (A or A/S) level may be awarded advanced standing or transfer credit on a case-by-case basis.

Advanced Standing

Some advanced standing programs allow students to undertake post-secondary level studies while completing secondary school. With appropriate grades, these courses may be eligible for credit at the university level.

Advanced Placement (AP)

An Advanced Placement (AP) course with an articulated equivalent in the BC Transfer Guide (via triangulation to Alexander College) may be eligible for transfer credit with a grade of 4 or higher (out of 5). A grade of ‘3’ is accepted for the purpose of placement/prerequisite only.

AP ENGLISH

AP MATHEMATICS

AP SCIENCE

AP equivalencies can be found in the British Columbia Council of Admissions and Transfer’s AP Guide:
http://www.bctransferguide.ca/search/ap

International Baccalaureate (IB) Diploma

An International Baccalaureate (IB) course with an articulated equivalent in the BC Transfer Guide (via triangulation to Alexander College) may be eligible for transfer credit with a grade of 5 or higher (out of 7).

Note on IB Mathematics:

To be granted credit, the course must be the standard/compulsory “Mathematics” course, (Mathematics HL, SL, Further, Methods, or Studies not accepted – – students must provide course outlines.
IB equivalencies can be found in the British Columbia Council of Admissions and Transfer’s IB Guide: http://www.bctransferguide.ca/search/ib

English Proficiency Requirements

English is the language of instruction at Alexander College, and successful study depends heavily upon fluency in the English language.
All applicants to Alexander College are expected to be proficient in the English language and may satisfy the English proficiency requirement with a final grade of C or higher in BC English 12, or an accepted equivalent (as indicated below).

BRITISH COLUMBIA ENGLISH 12

OTHER CANADIAN PROVINCES

OTHER CANADIAN PROVINCES

Note: Essential (E) and Technical & Professional (T) coursework cannot be used to meet the English language proficiency requirement.

Canadian Certified Offshore Schools

With a valid graduation certificate issued by the Canadian province, offshore school coursework will be assessed according to the standards for the issuing province.

English 12 Equivalent from Designated English-Speaking Countries

A senior secondary English language course taken outside of Canada may be deemed equivalent to “English Language Arts 12” for the purpose of meeting the English Language proficiency requirement, provided that the medium of instruction was English and the course is completed in one of the countries listed below.

CAMBRIDGE GENERAL CERTIFICATE OF SECONDARY EDUCATION (GCSE) ORDINARY-LEVEL ENGLISH

Students who complete GCE ‘A’ or ‘A/S’ level English with a final grade of B or higher may be eligible for advanced standing or credit, at the discretion of the Registrar.

INTERNATIONAL BACCALAUREATE

Must be a ‘Language A’ course (evaluation by the English department will be required for all other course types).

ADVANCED PLACEMENT (AP)

Post-Secondary English Equivalent from Designated English-Speaking Countries

Applicants holding a 3 or 4-year baccalaureate degree taken outside of Canada may be considered to have met the English language proficiency requirement for direct entry (no further English language testing required), provided that the medium of instruction for all components of the degree program was English, and all years of studies for the program were completed in one of the countries listed below.

BCCAT articulated post-secondary English

A first-year level English course taken at another BCCAT member institution may be used to meet first-year English prerequisites, provided that the course has been articulated in the BC Transfer Guide or has been previously transferred via internal evaluation. If an equivalent cannot be found in the BC Transfer Guide, the course may be evaluated similarly to a transfer credit request. The student will be expected to provide course outlines and the course will be evaluated by the responsible faculty chair.

BC articulated English for Academic Purposes (EAP)

The Articulation Guide for English as a Second Language Programs in the British Columbia Post- Secondary Transfer System is published by the BC Ministry of Advanced Education and is updated semi-annually.

Courses are listed by equivalency level using the numerals I-IV. These levels correspond to Alexander College EASL 068-089 levels, and EAP levels 098-099, as follows:

For example, a student successfully completing a level II course would be considered to have passed EASL 088 and EASL 089 (formerly ENGL 097) and be placed in ENGL 098.

Students who do not meet the English Language Proficiency requirement for admission to their program may apply to the English for Academic Purposes (EAP) Program.

Validity of Standardized English Test Results

All standardized tests used for English level placement (IELTS, TOEFL, etc.) are valid for a period of two years from the date of sitting.

Please note that only TOEFL test results that include a photo will be accepted.

TOEFL unofficial score reports printed from the online portal are not acceptable.

ESL University Pathways

Alexander College maintains university pathways from several partner institutions offering English-as-a-Second Language (EASL), English Language Learning (ELL), and BC English 10-12 coursework. Final grades for courses completed at an ESL partner are considered as valid for a period two years after completion.

ALEXANDER ACADEMY

EC CANADA

INLINGUA

INTERNATIONAL LANGUAGE ACADEMY OF CANADA (ILAC)

INTERNATIONAL LANGUAGE SCHOOLS OF CANADA

KAPLAN

ST. GEORGE INTERNATIONAL COLLEGE

Alexander College English Placement Test (EPT)

Students who choose to enroll in Alexander College without documentation of English proficiency are required to complete the English Placement Test (EPT). The result of this assessment will determine whether a student possesses adequate English language and writing skills for direct entry to university-level studies. Placement test results are valid for a period of two years from the date of sitting.

If the result of the EPT indicates that a student is not prepared for university-level study in the English language, he or she may alternately be admitted to the English for Academic Purposes (EAP) program. The EAP program is a full-time, integrated, intensive English and academic skills program designed to prepare students for College and university studies in the English language.

Applicants whose EPT results indicate insufficient literacy in the English language are not admissible to the College. If an admitted student is unable to commence studies due to the result of their EPT, they may defer the commencement of their studies. A student may rewrite the EPT once per semester (see policy: Placement Test Rewrites).

Note: Alexander College does not accept internal English placement or assessment tests written at other institutions.

Math Placement Requirements

Mathematics proficiency is not an admission requirement, however all math courses have at least one math prerequisite which can be satisfied through one of the following equivalencies:

BC PRINCIPLES OF MATHEMATICS, PRE-CALCULUS, OR CALCULUS

OTHER CANADIAN PROVINCE, MATH 12 EQUIVALENT

Canadian Certified Offshore Schools Math 12

With a valid graduation certificate issued by a Canadian province, offshore school coursework will be assessed according to the grade scale of the issuing province (if the province does not use a grade scale, use the BC scale).

International Math 12 Equivalent (selected examples)

GENERAL CERTIFICATE OF SECONDARY EDUCATION (GCSE) ORDINARY-LEVEL MATHEMATICS

INTERNATIONAL BACCALAUREATE (IB)

Must be the standard/compulsory ‘Mathematics’ course, Mathematics HL, SL, Further, Methods, or Studies will require students to submit course outlines for evaluation.

ADVANCED PLACEMENT

BCCAT articulated post-secondary Mathematics

A first-year level Mathematics course taken at another BCCAT member institution may be used to meet course prerequisites, provided that the course has been articulated in the BC Transfer Guide or has been previously transferred via internal evaluation. If an equivalent cannot be found in the BC Transfer Guide, the course may be evaluated similarly to a transfer credit request. The student will be expected to provide course outlines and the course will be evaluated by the responsible faculty chair.

Alexander College Math Placement Test (MPT)

Students who do not meet the requirements for direct entry to university-level math (Pre-Calculus or Calculus) are placed into MATH 099. Alternately, the student may elect to take a Math Placement Test (MPT).

Placement test results are valid for a period of two years from the date of sitting. A student may rewrite the MPT once per term (see policy: Placement Test Rewrites).

Admissions, Registration, and Records: Assessment Testing (Policy Code and Number A-04)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Placement Testing

Placement testing in English and Mathematics is available to students who are unable to meet admission and/or course requirements based on their previous educational history.

English Placement Test (EPT)

Students who choose to enroll in Alexander College without documentation of English proficiency are required to complete the English Placement Test (EPT). The result of this assessment will determine whether a student possesses adequate English language and writing skills for direct entry to university-level studies. Placement test results are valid for a period of two years from the date of sitting.

If the result of the EPT indicates that a student is not prepared for university-level study in the English language, he or she may alternately be admitted to the English for Academic Purposes (EAP) program. The EAP program is a full-time, integrated, intensive English and academic skills program designed to prepare students for College and university studies in the English language.

Applicants whose EPT results indicate insufficient literacy in the English language are not admissible to the College. If an admitted student is unable to commence studies due to the result of their EPT, they may defer the commencement of their studies. A student may rewrite the EPT once per semester (see policy: Placement Test Rewrites).

Note: Alexander College does not accept internal English placement or assessment tests written at other institutions.

Math Placement Test (MPT)

Applicants to the College who have not completed BC Mathematics 12 (or equivalent) with a minimum grade of C+ are automatically placed in MATH 099.

Students who do not meet the math requirement and wish to enroll in a first-year mathematics course are required to complete the Math Placement Test (MPT). The result of this assessment will determine whether a student possesses adequate Mathematics skills for direct entry to university-level Mathematics (calculus). Placement test results are valid for a period of two years from the date of sitting. A student may rewrite the MPT once per semester (see policy: Placement Test Rewrites).

Overview

Mathematics is a science which investigates deductively (and inductively) the conclusions implicit in the elementary conceptions of spatial and numerical relations, and which includes as its main division’s geometry, arithmetic, and algebra.

Alexander College’s Mathematics Placement Test (MPT) is designed to test equivalent knowledge of the BC Grade 11 &12 Mathematics curricula (Foundations of Mathematics and Pre-Calculus 11 & 12), which is required for success in university level Mathematics.

The MPT will include questions related to selected BC Math 11 & 12 topics, and may include:

• Number, Exponents and Radicals
• Variables, Equations and Inequality
• Geometry
• Functions and their Graphs
• Trigonometry

Placement Test Rewrites

Students who have previously completed an English or Math Placement test may sit for a rewrite once per term.
In order to rewrite a placement test, the following criteria must be observed by the student:

• A Placement Test form must be completed by the Office of the Registrar, and a non- refundable fee of $50.00 paid at the Student Financial Services Office. The receipt for this fee must be attached to the Placement Test form.
• A placement test rewrite must be written in between semesters. This period begins the day after the last class of the current term, and up to 3pm of the last day of the add/drop period for the subsequent term.
• A placement test rewrite can be written during a term so long as the student is not currently enrolled in classes for which the test has any direct bearing. E.g.: A student is not currently taking an EAP course.
• No student can write more than one (1) Test (initial placement or rewrite) in a term.
• If a student writes an English or Math placement test rewrite outside this period, for any reason other than those stipulated above, the mark of the placement test rewrite will remain with the Placement Testing Officer until the criterion above are met.

The Placement Testing officer will submit the result to the Office of the Registrar, who will make the necessary notation in the student’s file and provide a copy to the student’s Education Advisor.

No-Show Policy

The speaking component of the English Placement Test (EPT) is structured in a way that allows no more than 6 students to be tested per testing period. In order to enforce this limit in the least disruptive way to our students, an online placement test booking system has been created.

Students who miss two or more appointments will be blocked from booking further appointments until they have paid a non-refundable $50.00 no-show fee and submitted their receipt to the Office of the Registrar or Placement Test Officer.

Admissions, Registration, and Records: Student Records (Policy Code and Number A-05)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Records Management

The following is an abridged version of the College’s Records Management policy.

The registrar supervises the records management program at the College, and provides direction concerning records creation, retention and disposal, storage, and standardized filing. The registrar assists staff and students with access and privacy issues specifically related to the Freedom of Information and Protection of Privacy Act (FIPPA). The registrar maintains an official academic record for all students attending Alexander College, which includes personal student information. Access to student records and information is administered by the Office of the Registrar.

Retention of Records

All records created or received by Alexander College are considered property of the College, including records pertaining to or supplied by a student, records related to operation and administration of the College, and records containing information concerning employees or students.

Students wishing to retain irreplaceable application documents (i.e., official transcripts, graduation certificates, etc.) should consult the Office of the Registrar to request that their original documentation be verified by appropriate staff members and returned.

All official/original transcripts, certificates, and language test results must be provided before a student is eligible to order official transcripts from Alexander College.

Records Disposition

Each department routinely complies with the College’s Records Retention and Disposition Guidelines. Departments prepare Record Retention and Disposition schedules based on the College’s guidelines and submit these schedules to the registrar. No records may be destroyed without an approved disposition. Once approved, record destruction is done in a timely manner. Transitory records are destroyed when no longer needed.

Destruction of records must be carried out under controlled and confidential conditions, and in such a matter as to preclude resurrection of any data.

Transcript Maintenance Plan

The following in an abridged version of the College’s Transcript Maintenance Plan.

As a measure of academic achievement, transcripts are an important record of student accomplishment. Students have a right to recognition of their credentials, and the College has a corresponding responsibility to ensure that students have permanent access to their academic record. The transcript is a trusted document, and every effort must be made to avoid undermining that trust.

Alexander College ensures that student data integrity is constantly maintained and that student transcripts are available to students for at least 55 years from the time they graduate.

Alternate Records Keeper

The following in an abridged version of the College’s Alternate Records Keeper policy.

Alexander College has an agreement with Corpus Christi College whereby CCC acts at Alternate Records Keeper, as described by the Ministry of Advanced Education through the Degree Quality Assessment Board, for Alexander College. This agreement is reviewed every five years.

Records Management Audit

The registrar conducts an annual audit to ensure that all areas comply with the records management policy. The audit review includes:

• Identification and transfer of inactive records to designated storage areas.
• Adherence with retention and disposal guidelines.
• Protection of permanently valuable records.
• Access practices, with particular emphasis on privacy provisions of FOIP legislation.
• Handling of formal requests received under FIPPA.

Access to Records and Document Ordering

Students may order official documents via the My Documents section of their MyAC student portal.

Note: Students who last attended prior to 2011 may contact the Office of the Registrar to set up a MyAC account or may request a paper-based ‘Document Order Form’ available from the Office of the Registrar.

Unofficial Transcript

Unofficial transcripts are used for student advising purposes only. Students may print their own unofficial transcript from the My Grades section of their MyAC student portal and must not be mailed directly from the College to other institutions, agencies, or companies.

Official Transcript

Official transcripts contain the students’ academic history at the College in its entirety and are equipped with several security features to prevent duplication. Transcripts are not issued to students under Financial or Registrar’s Hold. Third-party requests require a signed authorization letter from the student.

Official transcripts are to be distributed in sealed envelopes with a security stamp across the seal to ensure the integrity of the document. Official transcripts are intended to be sent directly from the sending to receiving institution, and many institutions will not consider a transcript to be official if it has been handled by the student or if the seal is broken. Alexander College recognizes the need for students to be mobile within the BC Transfer system and does allow students to pick up their official documents.

Confirmation of Enrolment Letter (COE)

A COE is an official document confirming student registration for a current term.

Confirmation of Graduation Letter

A Confirmation of Graduation letter is an official document confirming a student’s graduation details.

Holds and Flags

Holds and flags may be placed on a student record by the Office of the Registrar.

Registrar Hold

Under certain circumstances, there is a need to put a “hold” on a student record for academic or non-academic reasons over and above those triggering a Financial Hold.

The registrar determines the necessity and terms of a Registrar Hold on a student file. Another executive administrator (e.g., provost, vice-president, registrar, dean, director) may request a registrar’s hold to be applied, however the application of the hold remains at the discretion of the Registrar. The registrar, or their designate, adds the Registrar Hold flag on the student’s file in the database, includes the rationale and terms of the Hold on the student’s file, and advises the student of the specific actions necessary to remove the hold, including deadlines (if applicable).

The Registrar Hold functions by blocking the student from registering for courses, changing course registration, from ordering transcripts, and from receiving graduation documentation.

The Registrar Hold is removed when the outstanding issue has been resolved in accordance with any conditions established at the outset of the hold. Only one of the above staff members may remove a Registrar Hold.

Financial Hold

A student may be placed on financial hold as result of outstanding indebtedness to the College (e.g., unpaid tuition fees, library fines, etc.). The Director of Finance, or their designate, determines the necessity and terms of a Financial Hold on a student file. Another executive administrator (e.g., provost, vice-president, registrar, dean, director) may request a Financial Hold to be applied, however the application of the hold remains at the discretion of the Director of Finance.

The Financial Hold functions by blocking the student from registering for courses, changing course registration, from ordering transcripts, and from receiving graduation documentation.

The financial hold is be removed when the outstanding balance is paid in full. Interest may be charged on outstanding amounts that are past due.

Minor-Student Flag

The Minor Student flag is applied automatically if the student is under the age of 19 years, as of the first day of the admitted intake term and is not yet graduated from high school. The Minor Student flag is automatically removed once the student reaches the age of 19 years, or when the student presents proof of high school graduation.

The Minor Student flag functions by restricting the type of courses that the student can register in. Minor students are only eligible to register for non-credit courses (e.g., EASL, EAP, MATH 099).

Academic Warning Flag

The Academic Warning flag indicates that a student’s GPA has fallen below 1.50. Refer to Academic Standing policy.

An Academic Warning flag does not appear on the student’s official transcript, nor does it restrict registration activity.

Academic Probation Flag

The Academic Probation flag indicates that a student’s GPA has repeatedly fallen below 1.50. Refer to Academic Standing policy. An Academic Probation flag does not appear on the student’s official transcript; however, it does function by restricting registration activity. A student on Academic Probation may register for a maximum of 10 credits.

Suspension Flag

The Academic Suspension flag can indicate one (or BOTH) of the following conditions:

Suspension (Regular, Academic)

Indicates that a student’s GPA has repeatedly fallen below 1.50. An Academic Suspension flag does not appear on the student’s official transcript; however, it does function by restricting registration activity. A student on Academic Suspension is only eligible to register for University Preparation (UPRE 099), provided they have not taken it previously.

Suspension (Misconduct)

Indicates that a student has been placed on suspension due to academic (or non-academic) misconduct (e.g. plagiarism). Students who are suspended for misconduct are suspended for a specific period only, as indicated in the “Applicability” field. An Academic Suspension flag does not appear on the student’s official transcript; however, it does function by restricting registration activity.

Change of Legal Name

Students who have changed their legal name are required to provide a supporting legal document in order to update their student record. This must be an original document, not a photocopy. This original document will be verified by the Office of the Registrar staff, photocopied, and promptly returned to the student.

Acceptable supporting documentation must be one of the following:

• Change of Name certificate
• Birth certificate
• Passport
• Marriage certificate
• Divorce certificate

Corrections of Personal Information

If a student can demonstrate that an error was made in the entry of their legal name at the time of admission (e.g., a typo), the Officer may make the correction without the need to follow the formal name change procedure.

Preferred Name

Students may prefer to be called by a name that is different from their legal name, for example an ‘English’ name, or nickname. In some instances, a student may prefer to be addressed by a different name due to a difference between their biological sex and gender identity. Regardless of the reason, students are entitled to add a preferred name to their personal profile. If a student has entered a preferred name, they should always be addressed by that name when meeting with staff or being addressed in class. The preferred name is displayed at the top of the student record in brackets.

While a student may be addressed by their preferred name in informal settings, only the legal name of the student will appear on official school records, class lists, transcripts, letters, graduation documents, etc.

The Registrar reserves the right to remove a preferred name entered by the student if the name is offensive or contains profanity.

Change of Program

Students may request to change their program of study at any time during the academic year, subject to availability and provided they meet the requirements of the program requested. General and specific program requirements are available in the Alexander College Academic Calendar.

Change of Status

Students who have changed their citizenship or immigration status are required to provide a copy of a supporting legal document to update their student record.
Acceptable supporting documentation must be one of the following:

• Passport
• Citizenship card
• Permanent Resident card (or valid landing paper)
• Study permit

Admissions, Registration, and Records: Freedom of Information and Protection of Privacy (Policy Code and Number A-06)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Protection of Privacy

Alexander College manages a great deal of information that requires special care and is committed to using the personal information we collect in accordance with FIPPA. College records are created and maintained to ensure appropriate documentation of operating activities, and to meet operational, legal, regulatory, and fiscal requirements and in accordance with the Personal Information Protection Act (PIPA) in order to protect personal information.
Under the guidance of the registrar, Alexander College maintains systematic control of important records from their creation or receipt, through processing, distribution, organization, storage, and retrieval, to their ultimate disposition. It is the responsibility of the registrar to ensure that student records are kept according to the following principles:

• Accuracy: as far as possible the data is correct and free from error.
• Confidentiality: generally, all information is freely available. However, information about individuals is restricted. It is used within the College only for its intended purpose. Students may access their own records, but access by others is restricted.
• Parsimony: only information needed for the operation of the College is kept.
• Security: provisions are made to protect student data from loss caused by emergencies or unforeseen circumstances.

Collection, Use, and Disclosure of Personal Information

The College collects and records personal information as needed for the proper administration of the College and its programs, or as required by government. The College uses personal information only for the purpose for which it was obtained or compiled, or for a consistent purpose, where the individual has identified that information and consented to its use.
The College discloses personal information to third parties only under specific conditions.

Disclosure of Information

External requests for information are considered on a case-by-case basis.

Parents, Spouse, Guardians

Personal information and academic records are released to parents, spouses, or guardians only with written approval from the student. Urgent requests for student information based upon an apparent emergency are directed to the Registrar.

Government Agencies

Properly identified representatives of federal, provincial, or local government agencies, (e.g. the Ministry of Advanced Education, Immigration, Refugees, and Citizenship Canada).

Other Individuals or Organizations

Requests from other individuals or entities require written consent from the student.

Access to Information

Alexander College affirms the importance of conducting its operations as far as possible in ways that are open to public scrutiny. However, the College is committed to the protection of privacy and personal information of individuals who work and study at the College and is governed by the following basic principles:

• Information contained in college records is available to members of the College community. Exemptions from this general principle are limited and as specific as possible.
• Information concerning individuals is available only for the approved purpose for which it was collected, and otherwise only to the individual concerned.
• A system for the resolution of disputes within the College community concerning access to information and privacy protection matters is provided.

Access Right

The College grants faculty, staff, and students at the College access to college records, subject to the terms and conditions of these Guidelines and other applicable college policies, unless the College considers, upon reasonable grounds, that the request for access is frivolous or vexatious, or is exempt.

Exemptions from Access Right

In addition to those records that are not to be disclosed under College policies and guidelines, the College may refuse access to certain records where disclosure could be prejudicial to either the College or a member of the College. The following information is normally exempt:

• Information submitted in confidence, or assumed to be in confidence, such as a letter of reference.
• Where disclosure would constitute an unwarranted invasion of another individual’s personal privacy.
• Evaluative or opinion materials compiled for determining eligibility, suitability, or qualification for admission, scholarship, bursary, or loan adjudication, awards, employment, transfer, or promotion.
• Where disclosure could reveal the identity of a source of information, and where the source may reasonably have expected that his or her identity would remain confidential.
• Where medical or health-related information might reasonably be expected to prejudice the mental or physical state of the individual.

Admissions, Registration, and Records: Annual and Term Scheduling (Policy Code and Number A-07)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Scheduling

The registrar annually establishes and publishes key dates for the instructional year. The College instructional year begins on the first day of September. This date is the effective start date of the College’s academic year and any student services or student instructional related policy and procedure implementation.

The instructional year is divided into three regular and one intensive terms:

The start and end dates for courses and programs within the instructional year are determined by the number of hours or weeks required to complete the course or program with due consideration to maintaining transfer and accreditation status with appropriate external educational institutions and approving bodies. In addition, dates are chosen in consideration of the appropriate completion dates needed to permit transfer to and from other institutions. College instructional dates are published in one or more of the following: The Academic Calendar, the website.

The registrar ensures that the published dates within the instructional year include:

• The start and end dates of each term of study.
• The last date to add, drop or change status of courses and programs.
• The last date to withdraw from a course or program without academic penalty.
• The last date to receive a refund.
• The start and end dates for the formal exam period for courses or programs that use a formal exam.
• Statutory and institutional holidays.

In preparing the instructional year calendar, the registrar and president consider:

• The need for students to have appropriate reading breaks.
• The need for faculty to have adequate time to submit grades at the completion of a term of study before the next term of study begins.
• The length of time to add, drop or change courses or programs is about 10% of the term of study.
• The length of time to drop a course or program and receive a refund matches the period to add, drop or change courses.
• The length of time to withdraw from courses or programs without academic penalty is approximately 60% of the term of study.

ANNUAL COLLEGE CLOSURES/HOLIDAYS

Admissions, Registration, and Records: Course Registration (Policy Code and Number A-08)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Course Registration

All admitted students have access to the student portal ‘My AC.’ Students may log in by using their application or student ID number as the username, and their surname (in lower case letters) as the password.

Within the student homepage, students can view their current courses, or access the registration section by clicking the ‘Course Registration’ tab on the top of the student homepage. On the registration page, students will be able to view the courses which they are eligible to take. By scrolling over the course, they wish to take, they will be able to view the course details, such as instructor name and class times, and whether the course is available for registration or waiting list. If the student wishes to register for the course, they may click “Add” to add the course, or to waitlist, as appropriate.

Students may print a tuition fee invoice and detailed schedule of registered courses from the “Semester Registration” tab of their My AC account.

English and Academic Prerequisites

All courses at Alexander College have English level requirements/prerequisites. EAP English levels 098, and 099 (or higher) have been applied as prerequisites for all academic courses. Other prerequisites may be met by either completing transferable courses at other BCCAT member institutions, which are entered into the student database at the time of admission, or by successfully completing a prerequisite course at the College.

Co-Requisites

Some courses (namely Physics) allow a course and one or more of its prerequisites to be taken concurrently. In the event of concurrent course registration, students should be aware that withdrawal or failing of the prerequisite course will result in a deferred grade in the primary course.

Students may request to register for a course and its prerequisite concurrently by completing a policy request form in the Office of the Registrar. Permission to take a course and its prerequisite concurrently may be granted only in exceptional circumstances and to a student with a strong record of academic success.

Completion of English Course Requirements During First Two Terms

Students who are eligible for ENGL 099 or ENGL 100 must attempt the English course within the first two terms of study.

Passing Mark/Level Progression

The minimum grade to pass this course is D (50%). Unless otherwise stated, a minimum grade of C- (55%) is required for a course to fulfil a prerequisite.

The passing mark for all non-credit courses (e.g., ENGL 068-099, MATH 099, UPRE 099), is 60% (C).

Registration Restriction on Introductory Modern Languages

Introductory-level language courses (e.g., FREN 100, FREN 101) are intended for beginner language learners. Students are not permitted to enrol in beginner language courses if they have previously completed grades 11 or 12 study of the language (e.g., FREN 11, SPAN 12), studied in a high school language immersion program of the same language (e.g., French immersion), or are fluent or first-language speakers of the language.

Concurrent Course Registration

Students may request to register for a course and its prerequisite concurrently by completing a policy request form in the Office of the Registrar. Permission to take a course and its prerequisite concurrently may be granted only in exceptional circumstances and to a student with a strong record of academic success.

Registration with a Course-In-Progress at Another Institution

Alexander College is committed to providing students with an opportunity to be successful in their academic studies. In order to provide students with an opportunity to select courses while completing an eligible prerequisite at another institution, the College allows for registration based on a prerequisite course (or courses) that are currently being taken at another BC post- secondary institution and are transferable to an equivalent course at Alexander.

A transcript indicating the final grade(s) of the in-progress course(s) must be submitted to the Office of the Registrar prior to the first day of classes in each term. If the student is unable to provide the final grade, or receives a failing grade for the course, he/she is expected to drop the course(s). If the final grade is not provided to the Office of the registrar prior to the first day of classes, the student will be automatically withdrawn from the course(s) without further notice.

If the course(s) are dropped prior to the end of the regular registration period, the student will receive a 100% refund. If the course(s) are dropped during the late registration period or are dropped by the College prior to the first day of term, the student will receive a 75% refund, per the College’s refund policy.

Course Overloads

Students in good academic standing are permitted to register for a maximum of 6 courses in the fall and winter terms, 5 courses in the spring term, and 3 courses in the summer term. If a student wishes to register in additional courses in each term, s/he may submit a petition to the registrar by completing an Admissions and Registration Appeal. Considerations for approval include the student’s past academic performance and attendance record.

Course Audit

Audited courses are defined as those which are taken on a non- credit basis and for which no grade will be assigned. Students are generally expected to participate fully and to complete all coursework and exams. Fees for audit courses are the same as for credit courses.

Students who meet the course requirements may register to audit a course, or request to change their course status from credit to audit, after the first day of classes and until the course add/drop/change deadline. Students may request to audit a course by completing the Course Audit request form available online or from the Office of the Registrar and must obtain the written approval of the Registrar. There is no limit to the number of courses which may be audited in one semester. Students may not change their course status from audit to credit at any time after registration and may not challenge a previously audited course.

As with credit courses, students who are auditing a course are required to maintain a rate of class attendance greater than 70%. An attendance rate less than 70% will result in withdrawal from the course, and a notation of ‘W’ on the student’s permanent record. Successful completion of the course will result in the notation of ‘AUD’ on the student’s permanent record.

Reserved Course Seats

Course seats are for most courses are unreserved, however all course seats for ENGL 100 are reserved for full-time students at Alexander College, on a first-come-first-served basis.

Repeated Courses

Students may attempt courses in any order provided they meet course requirements.

Unless otherwise noted in a course listing, students may attempt any single course a maximum of two times. In exceptional circumstances, permission to attempt a course for a third or subsequent time may be requested through the process of appeal to the Registrar. An attempt is considered any undertaking of a course for which a final letter grade has been assigned, including a ‘W’ for course withdrawal.

When a course has been successfully repeated, only the higher grade is used in the calculation of grade point average.

Waiting Lists

Each course has been established with a maximum number of available course seats. The number of available course seats varies by course and is determined by either established teacher/student ratios or by classroom size.

When registration for a course has reached its maximum, subsequent registration is assigned to a waiting list. The waiting list is ordered in priority sequence by the time and date of waiting list selection. The place, or priority number, of the student is listed in the Course Registration section of My AC as a ratio of priority number/total list number, for example 2/8  Student is 2nd of 8 total students on the waiting list for the course.

Regular Registration Period

If a course seat becomes available, an option to ‘accept’ or ‘decline’ the available course seat appears beside the course name in the Course Registration section of My AC. It is the responsibility of the student to check their status in My AC regularly, as course seats can become available at any time.

Once a course seat becomes available, the option to accept or decline remains active for a period of 24 hours.

• If the student accepts the course seat, the course tuition fee must be paid within 5 business days. When there are fewer than 5 business days remaining in the regular registration period, payment must be received by 4:00pm on the first business day of the following week.
• If the student does not accept the course seat within 24 hours or accepts the course seat but does not pay the tuition fee prior to the payment deadline, the course is dropped.

Late Registration Period

If a course seat becomes available, the option to ‘accept’ or ‘decline’ the available seat appears beside the course name in the Course Registration section of My AC. It is the responsibility of the student to check their status in My AC regularly, as course seats can become available at any time. Once a course seat becomes available, the option to accept or decline remains active for a period of 24 hours.

• If the student accepts the course seat, the course tuition fee must be paid within 1 business day. On the last day of Late Registration, payment is due before 4pm on that date.
• If the student does not accept the course seat within 24 hours or accepts the course seat but does not pay the tuition fee prior to the payment deadline, the course is dropped.
• Waiting lists for all courses are cleared and closed at 4:00PM on the Wednesday before classes begin. Thereafter, any available seats may be obtained on a first-come-first-served basis, up to the add/drop deadline.

Full-time and Part-Time Enrolment Status

Full-time status requires one of the following:

Fall, Winter, Spring term:

One of:

• 3 or more university transfer level courses; or
• UPRE 099; or
• ENGL 098 plus one university transfer level course (Fall 2024 and before); or
• ENGL 098 (Winter 2025 and after); or
• ENGL 099 plus one university transfer level course.

Summer Intensive term:

• 2 or more university transfer level courses

*UPRE and EAP are not offered during the summer term due to the shortened term length.

Regularly Scheduled Break – Summer Intensive

Students may take the Summer Intensive (July – August) term off as a study break. While there are a small number of condensed classes offered during the summer months, the Summer Intensive (July – August) is not considered a regular term for the purposes of study permit or work permit eligibility provided that the student is enrolled, full-time, in both the term prior to the break and the term following the break.

Full-Time Equivalent (FTE) Calculation

University Transfer and Associate Degree Programs

FTE stands for full-time equivalent. This calculation is used for reporting purposes and may differ from definitions of full-time/part-time enrolment status. Full time equivalent (FTE) means 5 courses or 15 credits in a term. A student taking 3 courses would be 3/5 FTE. However, since we have quite a few 4-credit courses, credit hours rather than number of courses are used to calculate. A student taking a 4-credit course and two 3-credit courses would be taking 10 credits or 10/15 FTE.

English for Academic Purposes

Fall 2024 and before
A student enrolled in ENGL 088 only are classified as full-time (they are not permitted to take any other courses), so these courses count as 15 credits in the FTE calculation. ENGL 098 is calculated or weighted as 9 credits for the purpose of FTE calculation only, and ENGL 099 is calculated or weighted as 6 credits for the purpose of FTE calculation only.

Winter 2025 and after
A student enrolled in ENGL 088 or 098 only are classified as full-time (they are not permitted to take any other courses), so these courses count as 15 credits in the FTE calculation. ENGL 099 is calculated or weighted as 6 credits for the purpose of FTE calculation only.

Calculating Course/Program Hours

Each course has an established number of hours per week, in according with the Standing Academic Standards Committee approved curriculum guide.

WINTER AND FALL TERMS:

Spring Term:

Note: class hours are different from credit hours. Class hours in the Spring term should be calculated as follows:

Admissions, Registration, and Records: Course Registration (Policy Code and Number A-08.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Course Registration

All admitted students have access to the student portal ‘My AC.’ Students may log in by using their application or student ID number as the username, and their surname (in lower case letters) as the password.

Within the student homepage, students can view their current courses, or access the registration section by clicking the ‘Course Registration’ tab on the top of the student homepage. On the registration page, students will be able to view the courses which they are eligible to take. By scrolling over the course, they wish to take, they will be able to view the course details, such as instructor name and class times, and whether the course is available for registration or waiting list. If the student wishes to register for the course, they may click “Add” to add the course, or to waitlist, as appropriate.

Students may print a tuition fee invoice and detailed schedule of registered courses from the “Semester Registration” tab of their My AC account.

English and Academic Prerequisites

All courses at Alexander College have English level requirements/prerequisites. EAP English levels 098, and 099 (or higher) have been applied as prerequisites for all academic courses. Other prerequisites may be met by either completing transferable courses at other BCCAT member institutions, which are entered into the student database at the time of admission, or by successfully completing a prerequisite course at the College.

Co-Requisites

Some courses (namely Physics) allow a course and one or more of its prerequisites to be taken concurrently. In the event of concurrent course registration, students should be aware that withdrawal or failing of the prerequisite course will result in a deferred grade in the primary course.

Students may request to register for a course and its prerequisite concurrently by completing a policy request form in the Office of the Registrar. Permission to take a course and its prerequisite concurrently may be granted only in exceptional circumstances and to a student with a strong record of academic success.

Completion of English Course Requirements During First Two Terms

Students who are eligible for ENGL 099 or ENGL 100 must attempt the English course within the first two terms of study.

Passing Mark/Level Progression

The minimum grade to pass this course is D (50%). Unless otherwise stated, a minimum grade of C- (55%) is required for a course to fulfil a prerequisite.

The passing mark for all non-credit courses (e.g., ENGL 068-099, MATH 099, UPRE 099), is 60% (C).

Registration Restriction on Introductory Modern Languages

Introductory-level language courses (e.g., FREN 100, FREN 101) are intended for beginner language learners. Students are not permitted to enrol in beginner language courses if they have previously completed grades 11 or 12 study of the language (e.g., FREN 11, SPAN 12), studied in a high school language immersion program of the same language (e.g., French immersion), or are fluent or first-language speakers of the language.

Concurrent Course Registration

Students may request to register for a course and its prerequisite concurrently by completing a policy request form in the Office of the Registrar. Permission to take a course and its prerequisite concurrently may be granted only in exceptional circumstances and to a student with a strong record of academic success.

Registration with a Course-In-Progress at Another Institution

Alexander College is committed to providing students with an opportunity to be successful in their academic studies. In order to provide students with an opportunity to select courses while completing an eligible prerequisite at another institution, the College allows for registration based on a prerequisite course (or courses) that are currently being taken at another BC post- secondary institution and are transferable to an equivalent course at Alexander.

A transcript indicating the final grade(s) of the in-progress course(s) must be submitted to the Office of the Registrar prior to the first day of classes in each term. If the student is unable to provide the final grade, or receives a failing grade for the course, he/she is expected to drop the course(s). If the final grade is not provided to the Office of the registrar prior to the first day of classes, the student will be automatically withdrawn from the course(s) without further notice.

If the course(s) are dropped prior to the end of the regular registration period, the student will receive a 100% refund. If the course(s) are dropped during the late registration period or are dropped by the College prior to the first day of term, the student will receive a 75% refund, per the College’s refund policy.

Course Overloads

Students in good academic standing are permitted to register for a maximum of 6 courses in the fall and winter terms, 5 courses in the spring term, and 3 courses in the summer term. If a student wishes to register in additional courses in each term, s/he may submit a petition to the registrar by completing an Admissions and Registration Appeal. Considerations for approval include the student’s past academic performance and attendance record.

Course Audit

Audited courses are defined as those which are taken on a non- credit basis and for which no grade will be assigned. Students are generally expected to participate fully and to complete all coursework and exams. Fees for audit courses are the same as for credit courses.

Students who meet the course requirements may register to audit a course, or request to change their course status from credit to audit, after the first day of classes and until the course add/drop/change deadline. Students may request to audit a course by completing the Course Audit request form available online or from the Office of the Registrar and must obtain the written approval of the Registrar. There is no limit to the number of courses which may be audited in one semester. Students may not change their course status from audit to credit at any time after registration and may not challenge a previously audited course.

As with credit courses, students who are auditing a course are required to maintain a rate of class attendance greater than 70%. An attendance rate less than 70% will result in withdrawal from the course, and a notation of ‘W’ on the student’s permanent record. Successful completion of the course will result in the notation of ‘AUD’ on the student’s permanent record.

Reserved Course Seats

Course seats are for most courses are unreserved, however all course seats for ENGL 100 are reserved for full-time students at Alexander College, on a first-come-first-served basis.

Repeated Courses

Students may attempt courses in any order provided they meet course requirements.

Unless otherwise noted in a course listing, students may attempt any single course a maximum of two times. In exceptional circumstances, permission to attempt a course for a third or subsequent time may be requested through the process of appeal to the Registrar. An attempt is considered any undertaking of a course for which a final letter grade has been assigned, including a ‘W’ for course withdrawal.

When a course has been successfully repeated, only the higher grade is used in the calculation of grade point average.

Waiting Lists

Each course has been established with a maximum number of available course seats. The number of available course seats varies by course and is determined by either established teacher/student ratios or by classroom size.

When registration for a course has reached its maximum, subsequent registration is assigned to a waiting list. The waiting list is ordered in priority sequence by the time and date of waiting list selection. The place, or priority number, of the student is listed in the Course Registration section of My AC as a ratio of priority number/total list number, for example 2/8  Student is 2nd of 8 total students on the waiting list for the course.

Regular Registration Period

If a course seat becomes available, an option to ‘accept’ or ‘decline’ the available course seat appears beside the course name in the Course Registration section of My AC. It is the responsibility of the student to check their status in My AC regularly, as course seats can become available at any time.

Once a course seat becomes available, the option to accept or decline remains active for a period of 24 hours.

• If the student accepts the course seat, the course tuition fee must be paid within 5 business days. When there are fewer than 5 business days remaining in the regular registration period, payment must be received by 4:00pm on the first business day of the following week.
• If the student does not accept the course seat within 24 hours or accepts the course seat but does not pay the tuition fee prior to the payment deadline, the course is dropped.

Late Registration Period

If a course seat becomes available, the option to ‘accept’ or ‘decline’ the available seat appears beside the course name in the Course Registration section of My AC. It is the responsibility of the student to check their status in My AC regularly, as course seats can become available at any time. Once a course seat becomes available, the option to accept or decline remains active for a period of 24 hours.

• If the student accepts the course seat, the course tuition fee must be paid within 1 business day. On the last day of Late Registration, payment is due before 4pm on that date.
• If the student does not accept the course seat within 24 hours or accepts the course seat but does not pay the tuition fee prior to the payment deadline, the course is dropped.
• Waiting lists for all courses are cleared and closed at 4:00PM on the Wednesday before classes begin. Thereafter, any available seats may be obtained on a first-come-first-served basis, up to the add/drop deadline.

Full-time and Part-Time Enrolment Status

Full-time status requires one of the following:

Fall, Winter, Spring term:

One of:

• 3 or more university transfer level courses; or
• UPRE 099; or
• ENGL 098 plus one university transfer level course (Fall 2024 and before); or
• ENGL 098 (Winter 2025 and after); or
• ENGL 099 plus one university transfer level course.

Summer Intensive term:

• 2 or more university transfer level courses

*UPRE and EAP are not offered during the summer term due to the shortened term length.

Regularly Scheduled Break – Summer Intensive

Students may take the Summer Intensive (July – August) term off as a study break. While there are a small number of condensed classes offered during the summer months, the Summer Intensive (July – August) is not considered a regular term for the purposes of study permit or work permit eligibility provided that the student is enrolled, full-time, in both the term prior to the break and the term following the break.

Full-Time Equivalent (FTE) Calculation

Fall 2024 and Before
A student enrolled in ENGL 088 only are classified as full-time (they are not permitted to take any other courses), so these courses count as 15 credits in the FTE calculation. ENGL 098 is calculated or weighted as 9 credits for the purpose of FTE calculation only, and ENGL 099 is calculated or weighted as 6 credits for the purpose of FTE calculation only.

Winter 2025 and After
A student enrolled in ENGL 088 or 098 only are classified as full-time (they are not permitted to take any other courses), so these courses count as 15 credits in the FTE calculation. ENGL 099 is calculated or weighted as 6 credits for the purpose of FTE calculation only.

English for Academic Purposes

A student enrolled in EASL 068/069, EASL 078/079, EASL 088/089 only are classified as full-time (they are not permitted to take any other courses), so these courses count as 15 credits in the FTE calculation. ENGL 098 is calculated or weighted as 9 credits for the purpose of FTE calculation only, and ENGL 099 is calculated or weighted as 6 credits for the purpose of FTE calculation only.

Calculating Course/Program Hours

Each course has an established number of hours per week, in according with the Standing Academic Standards Committee approved curriculum guide.

WINTER AND FALL TERMS:

Spring Term:

Note: class hours are different from credit hours. Class hours in the Spring term should be calculated as follows:

Registration Appeals

Decisions regarding course registration are based on college policy and regulations. In the event of extenuating circumstances, a student may submit a request for exemption to the registrar or designate, using the appropriate form. The forms are available on the college website and must be accompanied by evidence (e.g., medical documents, travel itinerary, etc.). Decisions of the registrar on course registration appeals are final.

Admissions, Registration, and Records: Tuition and Fees (Policy Code and Number A-09)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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General Payment and Registration

1. All students must register during the designated registration period and pay all applicable fees prior to the published deadlines.
2. A non-refundable application fee of $200.00 must be submitted with each Application for Admission.
3. A Financial Hold is applied to student accounts in arrears (due to unpaid tuition fees, student association fees, Library fines, returned personal cheques, or any other recognized overdue payments).
4. Funds deposited as credit to a student account may be used to pay for tuition and supplemental fees only.
5. Students with unpaid tuition balances are contacted by phone, email, and letter mail and must submit payment in full within 10 business days from the date of the notice. Failure to submit payment in full may result in the student being dropped from the course(s) without further notice.
6. All fees paid are non-transferrable.
7. All fees are subject to change.

Regular Registration

(From the opening of registration until three Fridays before the start of classes)

• For courses registered during the priority registration dates in each registration period, tuition fee payment is due in full within 10 business days.
• For courses registered after the priority registration period and before the end of the regular registration period, tuition fee payment is due in full within 5 business days.
• When there are less than 5 business days remaining in the regular registration period, payment must be received by 4:00pm on the first business day of the following week.

Late Registration

(The Monday, 2 calendar weeks before the semester start date until the add/drop/change deadline in each semester)

• Tuition fee payment is due in full within 1 business day of course registration.
• On the last day of Late Registration, payment is due before 4pm on that date. Courses not paid by the end of the business day on the add/drop/change deadline are dropped.

Domestic Tuition Fees

• The following fees are in Canadian Dollars (CAD).
• The following fees apply to Canadian citizens, Permanent Residents, and Convention Refugees.
• All fees are subject to change without notice.

The following fees are in effect from Fall 2023, onward:

International Tuition Fees

• The following fees are in Canadian Dollars (CAD).
• All fees are subject to change without notice.

The following fees are in effect from Fall 2023, onward:

Tuition Deposit (International Students)

Upon admission, overseas international applicants who do not already possess a study permit, or who need to extend an existing study permit, are required to deposit tuition fees in advance of course registration. The amount of the required deposit (also referred to as a ‘tuition prepayment’) is normally equal to the tuition fee amount for 15 credits (5 x 3-credit university-level courses).

Applicants depositing an amount equal to 15 credits or greater, prior to or during their first enrolled term, will be issued a Letter of Acceptance (LOA) for a maximum of 2 years. Applicants depositing amounts equal to less than 15 credits will be issued a LOA for a decreased study period length, as follows:

Citizenship and Immigration Canada (CIC) has sole authority for determining the length of a study permit’s validity, and may, at their discretion, issue a study permit for a greater or lesser length of time than what is indicated on the LOA.

Supplemental Fees

Supplemental fees support the development and enhancement of the college’s co-curricular programs and services. Supplemental fees provide funding for specialized programs, extracurricular activities, and enhanced services that go beyond the core curriculum. These opportunities can help students develop new skills, explore their interests, and foster a well-rounded education. 100% of supplemental fees paid by students go toward the specified programming.

Supplemental fees are assessed for all students registered in a given term, as follows:

1. The following fees are in Canadian Dollars (CAD).
2. The following fees are mandatory for all registered students in a term.
3. The following fees are refundable if the student drops the course(s) prior to the first day of term.
4. All fees are subject to change without notice.

The following fees are in effect from Fall 2023

Fall, Winter, and Spring Terms

Summer Intensive

Student Association and Activities Fee

This fee contributes to the operational costs of the Alexander College Student Association (ACSA).

Student Life and Recreation Fee

This fee contributes to the operational costs of non-academic events and activities, clubs, and athletics.

Educational Resources and Technology Fee

This fee contributes to the operational costs of academic activities including field trips, as well as enhancements to educational resources such as Library and technical support.

Laboratory (Lab) Fee

This fund contributes to the operational costs of the science lab(s) and use of equipment and materials. The Laboratory fee is assessed for all students registered for a lab-science course (e.g., Biology, Chemistry, Physics) on a per course, per term basis.

ACADEMIC PROCESS FEES

NON-ACADEMIC PROCESS FEES

Tuition Tax Receipts

T2202 Tuition and Enrolment Certificate – This certificate is issued to a student who was enrolled during the calendar year in a qualifying educational program or a specified educational program at a post-secondary institution, such as a college or university, or at an institution certified by Employment and Social Development Canada (ESDC).

Tuition fees paid in respect of the calendar year to any one institution have to be more than $100. Fees paid to an institution certified by ESDC or to a post-secondary educational institution in Canada for courses that are not at a post-secondary school level, have to be for courses taken to get or improve skills in an occupation, and the student has to be 16 years of age or older before the end of the year.

Admissions, Registration, and Records: Tuition Refunds (Policy Code and Number A-10)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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General Rules (All Students)

• Refunds are granted only for courses officially dropped prior to the published deadline, based on the date the courses are dropped.
• For courses which are dropped or swapped for a course of lesser value during the regular registration period, an administrative fee of $50 per course will be applied. The administrative fees are applicable regardless of whether the funds are returned to the student or retained in the student account as tuition credit.
• Refund requests are processed within 4-6 weeks, after all required supporting documentation has been submitted.
• Refunds are issued in the name of the student unless an alternate request is submitted by the student in writing. Refund cheques may be picked up at the Student Financial Services Office.
• All refunds which are requested by wire transfer are subject to an administrative fee of $100. Banks may charge additional transaction fees.
• Refunds for non-school fees deposited by mistake are subject to an administrative fee of $50 for refund by cheque or $100 by wire transfer.
• Students who have been issued Official school letters (Official Letter of Acceptance, Confirmation of Enrolment Letter, Continuing Studies Status Letter, etc.) are not eligible for a tuition refund, even if the original document is returned to the College. Deposited fees (i.e., tuition credit) can only be deferred up to the program end date or date of completion indicated on the official letter. After this date, any unused funds revert to the College.
• Fees transferred from another institution are non- refundable.

International Students
Overseas International Students (not yet arrived in Canada)

International students who have been issued an Official Letter of Acceptance from Alexander College are not eligible for a refund unless the student is unable to register due to refusal of an initial Study Permit from Citizenship and Immigration Canada. If a new international student is refused an initial study permit, the prepayment amount is 100% refundable, less the application Fee of $200 and administrative fees of $300.

Temporary Amendment (Fall 2020): For students who are permitted to register while under Restoration status, but later receive study permit denial, the total refundable amount will also be less any portion of the prepayment amount which has been applied to term tuition and fees (if applicable), subject to the Course Drop/Withdrawal Policy.

The student is responsible for notifying the College of their study permit refusal, via the procedure outlined below, prior to the add/drop deadline in each term. If written notice is received after this deadline, any refund given will be subject to the Course Drop/Withdrawal Policy.

Procedure: the student must submit the following:

• Refusal of Study Permit form.
• Refusal letter, issued by Citizenship and Immigration Canada. The date of the refusal letter must be after the issue date of the most recent Letter of Acceptance.
• Bank Information Request form (if requesting a refund by wire transfer).
• Letter of Authorization from the student (if the account is not in the name of the student).

Local International and Returning Students (study permit extensions)

Local international or returning students who have been issued an Official Letter of Acceptance or Confirmation of Enrolment letter from Alexander College are not eligible for a refund unless the student is unable to continue their studies due to refusal of a study permit extension from Citizenship and Immigration Canada.

If a student is refused a study permit extension, and is not registered for courses, any remaining balance is 100% refundable, less the $200 application fee and administrative fees of $300, if applicable.

Procedure: the student must submit the following:

• Refusal of Study Permit form.
• Refusal letter, issued by Citizenship and Immigration Canada. The date of the refusal letter must be after the issue date of the most recent Letter of Acceptance or Confirmation of Enrolment Letter.
• Bank Information Request form (if requesting a refund by wire transfer).
• Letter of Authorization from the student (if the account is not in the name of the student).

If the student is registered for courses, the student is responsible for notifying the College, via the procedure outlined below, prior to the end of the Regular Registration period in each term. If this notification is not received during the Regular Registration period, the refund amount is based on the Course Drop/Withdrawal policy.

Procedure: the student must submit the following:

• Request to Drop a Course form.
• Refusal letter, issued by Citizenship and Immigration Canada. The date of the refusal letter must be after the issue date of the most recent Letter of Acceptance or Confirmation of Enrolment Letter.
• Bank Information Request form (if requesting a refund by wire transfer).
• Letter of Authorization from the student (if the account is not in the name of the student).

Tuition Refund for Course Drop/Withdrawal

All tuition refunds require written notice of drop/withdrawal (Request to Drop a Course form). See Course Drops and Withdrawals policy (A-14). Written notification must be received by the College before the published deadlines, as follows:

Before the First Day of Term

• 100% refund up to the last day of the Regular Registration period.
• 75% refund during the Late Registration period, up to the term start date (from the Monday, 2 calendar weeks before the term start date until the business day before the term start date).

After the First Day of Term

• 50% prior to 4pm on the first Wednesday of the first week of the term.
• 30% after 4pm on the first Wednesday of the first week and prior to the end of the first week of the term.
• No refund is issued for course withdrawals after 4:00pm at the end of week 1.

Tuition Refund for Withdrawal on Medical/Compassionate Grounds

Students who withdraw from courses after the end of week 1 are not normally eligible for a tuition refund. However, on exceptional medical or compassionate grounds, students may appeal the refund policy. A Refund Appeal form must be submitted to the Student Financial Services Office, along with supporting documentation.

Note:

• Financial hardship does not qualify as a suitable rationale for an appeal of the refund policy.
• Student who has been issued official letters are ineligible for a refund.
• Submission of a Refund Appeal does not guarantee that a tuition fee refund will be granted.
• The decision of the Financial Services Office is final.

Tuition Refund for Requirement to Discontinue Studies

If a student is required to discontinue studies due to expulsion, 50% of any remaining credit balance is refunded to the student or other individual (with written consent from the student).

Exception: The student is not eligible for a refund of any amount if the remaining credit balance is left over from a total amount deposited for an official Letter of Acceptance (LOA) or Confirmation of Enrolment issued to the student.

Tuition Refund for Unclaimed Funds

Students who discontinue studies are expected to claim refundable funds within 24 months of discontinuation. Funds that are unclaimed by the end of 24 months will revert to the College.

 

Admissions, Registration, and Records: Tuition Refunds for Degree and University Transfer Programs (Policy Code and Number A-10.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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The following refund policy is in effect from October 28, 2024.

Introduction

This policy presents provisions and procedures that relate to tuition refunds for degree and university transfer programs at Alexander College. Except where otherwise specified, the following content applies to all students enrolled in degree and university transfer programs, both domestic and international.

1.0 Definitions

• 1.1 Domestic Student: Canadian citizens, Canadian permanent residents, and Convention refugees in Canada are classified as domestic students. International students who are dependents of foreign diplomats in Canada or have their own diplomatic status in Canada may also be classified as domestic students.
• 1.2 International Student: Non-Canadian students who do not hold permanent resident, convention refugee, or diplomatic status in Canada, and who must obtain the authorization of the Canadian government to enter or study in Canada, are classified as international students.
• 1.3 Tuition Refund: A tuition refund may take the form of (a) tuition credit that is returned to the student’s myAC account or (b) an amount that is returned directly to the student in the form of cheque or electronic transfer.
• 1.4 Regular Registration Period: The period between the first day of course registration until three Fridays before the start of term.
• 1.5 Late Registration Period: The period approximately 2 calendar weeks before the start of term until the add/drop/change deadline in a given term.
• 1.6 Add/Drop Period: The period at the beginning of each term during which students can make changes to their schedule by adding or dropping courses. Changes made during this period will not appear on the official transcript.
• 1.7 Course Drop: Discontinuation of registration in a course prior to the course drop deadline (the end of week one of a given term). If tuition fees have been fully paid for the dropped course, the refund amount is determined by the course drop/withdrawal policy.
• 1.8 Course Withdrawal: Discontinuation of registration in a course after the course drop deadline and prior to the course withdrawal deadline. In accordance with the course drop/withdrawal policy, no refund is given for course withdrawals.

2.0 General Rules

• 2.1 Application for Admission fees are non-refundable and non-transferrable.
• 2.2 Standard refund requests are normally processed within 6 weeks, after all required supporting documentation has been submitted.
• 2.3 Refund appeals due to exceptional circumstances are normally processed within 8 weeks after all required supporting documentation has been submitted.
• 2.4 Refunds are issued in the name of the student, unless an alternative request is submitted by the student in writing.

3.0 Course Drop/Withdrawal

Subject to Sections 8-10 below, students who drop a course are eligible for a refund of tuition fees as follows:

• 3.1 Before the first day of term: 100% refund prior to the start of classes.
• 3.2 After the first day of term:
  • 3.2.1. 70% prior to 4:00pm on the first Wednesday of the first week of term.
  • 3.2.2. 50% after 4:00pm on the first Wednesday of the first week and prior to the end of the first week of term.
  • 3.2.3. No refund is issued for course withdrawals after 4:00pm at the end of week one.
• 3.3 Drop or withdrawal of registered courses must be performed electronically using the myAC student information system prior to the published deadlines. The eligible refund amount is determined by the time and date of the drop and credited to the student’s myAC account immediately.

4.0 Refund of Supplemental Fees

• 4.1 Term-based supplemental fees are fully refundable if the student drops all courses prior to the add/drop deadline.
• 4.2 Laboratory fees are fully refundable if the student drops the applicable lab science course(s) prior to the add/drop deadline.

5.0 Refund Appeal Due to Exceptional Circumstances

• 5.1 Students who are unable to commence or continue studies due to exceptional circumstances may submit an appeal to the Student Financial Services department for a partial or full refund. Alexander College reserves the right to determine what an exceptional circumstance is and what supporting evidence must be submitted. The decision of the Refund Appeals committee is final.

6.0 Refund of Unclaimed Funds

• 6.1 Students who discontinue studies are expected to claim refundable funds within 24 months of discontinuation. Funds that are unclaimed by the end of 24 months from the last date of active enrolment will revert to the College.

7.0 Refund of Commitment Fee for New International Students

• 7.1 A Commitment fee is a lump sum deposit of fees equivalent to 15 credits, which is required to be paid by new international students prior to issuance of a Letter of Acceptance for the purpose of applying for an initial study permit.
• 7.2 Commitment fees paid by new overseas international students are non-refundable and non-transferrable after an LOA has been issued unless the student is unable to commence studies due to refusal of an initial Study Permit from Immigration, Refugees and Citizenship Canada (IRCC). In the event of an initial study permit refusal, students are eligible for a full refund of the Commitment Fee less the $200 application for admission fee and an administrative fee of $300.
• 7.3 New overseas international students are responsible for notifying the College of their study permit refusal using the appropriate form.

8.0 Refund of Tuition Deposit for Continuing International Students

• 8.1 A tuition deposit is a lump sum deposit of fees equivalent to at least 9 credits, which is required to be paid by continuing international students prior to issuance of another Letter of Acceptance (LOA), Confirmation of Enrolment (COE), or Confirmation of Continuing Studies Status (CCSS) for the purpose of applying for a study permit extension or restoration.
• 8.2 Tuition deposits are non-refundable and non-transferrable after an LOA or COE has been issued unless the student is unable to continue studies due to refusal of a study permit extension or restoration of status from IRCC.
• 8.3 In the event of a refusal of a study permit extension or restoration of status from IRCC, non-registered students are eligible for a full refund of the tuition fee deposit less the $200 application for admission fee and a $300 administrative fee.
• 8.4 In the event of a refusal of a study permit extension or restoration of status from IRCC, registered students are required to notify the college, using the appropriate form, prior to the regular registration deadline. Refund eligibility follows the course add/drop provisions described in Section 3.

9.0 Refund Request Procedures

• 9.1 Commitment Fee or Tuition Deposit Refund Request
  The student must submit the following:
  • Refusal of Study Permit form
  • Refusal letter, issued by Citizenship and Immigration Canada. The date of the refusal letter must be subsequent to the issue date of the most recent Letter of Acceptance, Confirmation of Enrolment Letter or Continuing Studies letter.
  • Electronic Funds Transfer (EFT) form, if applicable.
  • Letter of Authorization from the student (if the bank account is not in the name of the student), if applicable.
• 9.2 Tuition Refund Request (Excluding Commitment Fee and Tuition Deposit)
  The student must submit the following:
  • Refund Request form.
  • Electronic Funds Transfer (EFT) form, if applicable.
  • Letter of Authorization from the student (if the bank account is not in the name of the student), if applicable.
• 9.3 Tuition Appeal Procedure
  The student must submit the following:
  • Refund Appeal form.
  • Evidence of exceptional circumstances, as directed by the Student Financial Services Department.
  • Electronic Funds Transfer (EFT) form, if applicable.
  • Letter of Authorization from the student (if the bank account is not in the name of the student), if applicable.

Admissions, Registration, and Records: Third Party Funding (Policy Code and Number A-11)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Passport to Education

The Passport to Education Program recognizes and rewards student achievement in Grades 10 to 12 in a broad range of academic and non-academic areas according to guidelines set out by the Ministry of Education. The intent of the program is to motivate all students to study consistently during the years leading to graduation, and to encourage secondary school students to pursue further education through post-secondary institutions and job-training programs. Passport awards are used to further students’ post-secondary education and job training.

Redemption

Booklets (stamps) cannot be split up for redemption. The entire award will be redeemed when sent in. To redeem their accumulated stamps (Passport award), students must be registered, attending, and paying tuition in a program at an accredited and designated (approved for Canada Student Loans in BC) post-secondary institution. A qualifying educational program or course should last at least three consecutive weeks and requires a student to spend no less than 10 hours per week on courses or work in the program. A one-day course is not an acceptable program. If a student attends an accredited and designated post-secondary institution in British Columbia, the passport award can be applied directly to the student’s tuition fees by the student giving it to the institution upon registration. The Ministry will then pay the institution and the institution will put the monies towards the student’s outstanding tuition.

If a student has already paid all their tuition and/or is attending an accredited, designated post-secondary institution outside British Columbia, they should send a completed Redemption Form (from the website), the Passport to Education booklet (with stamps affixed), SIN, proof of registration at the PSI, proof of tuition fees paid (or a large portion paid). The tuition fees paid should be as close to matching the amount (or over) of the full Passport award. A current address to mail the cheque should be supplied for the Ministry to pay the student directly.

Post-Secondary Student Support Program (PSSSP)

Indigenous Services Canada (ISC) provides financial assistance to First Nations students who are enrolled in eligible post-secondary programs. Students awarded PSSSP funding are required to submit a Letter of Support issued by their band office prior to the date that tuition fees are due.

For more information about the program and eligibility requirements, visit: www.sac-isc.gc.ca

Admissions, Registration, and Records: Financial Aid (Policy Code and Number A-12)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Student Loans (StudentAid BC)

Canadian citizens and permanent residents of Canada are eligible to apply for educational funding from the province of British Columbia through StudentAid BC.

For more information about student loans through StudentAid BC, visit: www.studentaidbc.ca

Eligibility Requirements

• Canadian citizen, permanent resident, or protected person status
• Canadian social insurance number that does not start with the number 0 or 8 (these numbers are not eligible for funding)
• Resident of British Columbia
• Enrolled in an eligible program of study *Eligible programs at Alexander College are Associate of Arts degree, Associate of Arts (Business) degree, and Associate of Science degree.
• Demonstrate financial need
• In Good Academic Standing

Split Enrolment

A student may apply to combine their studies at two eligible institutions by completing a Split Enrolment form from the Office of the Registrar. When applying for financial aid with split enrolment, the student will need to identify which institution is their ‘home institution’ and which is their ‘visiting institution.’ The home institution is the institution in which the student has been or is currently enrolled in the most courses, or where the student is completing a degree. The visiting institution is typically where a student is completing a few courses which they intend to transfer back to the home institution upon completion.

An authorized signature is required by the Financial Aid administrators of both institutions.

Deadline for Application:

In order to ensure funding will arrive in time for the beginning of the semester, applications for financial aid should be submitted at least one month prior to the start of classes. All applications must be submitted no later than 6 weeks prior to the term end date.

Apply online at www.studentaidbc.ca

School and Program Codes

Admissions, Registration, and Records: Student Medical Insurance (Policy Code and Number A-13)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Medical Insurance

Medical insurance coverage is mandatory for all residents of British Columbia. The College provides information and assistance by helping students to secure access to provincial healthcare or by connecting students with a suitable insurance provider.

Proof of medical insurance coverage is mandatory for all students prior to course registration and must be maintained while attending the College. All students are expected to maintain valid medical insurance for the duration of their studies.

The College is not liable for any medical or dental expenses. Students from outside British Columbia, particularly international students, must obtain Visitors to Canada medical insurance to provide them with coverage for the first 90 days upon arrival in Canada. This 90-day waiting period is required by the BC government in order to process the student’s application for BC Medical Services Plan (MSP) and is governed by the BC MSP Act. The BC MSP card becomes effective 90 days after your arrival in BC and the temporary Visitors to Canada medical insurance expires accordingly. Students from other Canadian provinces must also obtain BC MSP and should check with their respective provincial medical services plan to verify what coverage would apply until they receive their new BC MSP card.

Medical insurance information, assistance, and application forms are available to be picked up from the Office of the Registrar at either campus.

Admissions, Registration, and Records: Course Drops and Withdrawals (Policy Code and Number A-14)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Introduction

Officially dropping or withdrawing from a course requires that the student completes the appropriate online process by the deadlines specified by the College. These dates are available on the College website and in the Academic Calendar. Non-attendance does not constitute dropping or withdrawing from a course.

Applicable refund policies are addressed in the Tuition Refunds policy (A-10).

Admissions, Registration, and Records: Course Drops and Withdrawals (Policy Code and Number A-14.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Introduction

Alexander College students may drop and withdraw from courses according to dates that are officially published on the College website (https://alexandercollege.ca/registration/semester-schedule/). These dates are published in additional College resources such as the Academic Calendar. To officially drop or withdraw from a course, students must complete the online process described below. Non-attendance does not constitute dropping or withdrawing from a course.

Procedure for Drops and Withdrawals

Students manage their own course drops and withdrawals by going to their digital course registration page in myAC, Alexander College’s student registration system. Within the relevant time periods, icons for course drops or withdrawals are readily available. To avoid errors, this digital process involves two steps.

Drops and withdrawals must be completed by the specified deadlines. Any applicable refunds are addressed in the Tuition Refunds policy (A-10.1).

Appeals for Late Withdrawal

Late Withdrawal may be granted only in unusual circumstances beyond the student’s control (e.g., severe illness, death of an immediate family member, etc.), which make it impossible for the student to complete the course.

Appeals brought forward under this policy are referred to the registrar or designate for disposition. If the request is granted, the notation ‘LW’ (Late Withdrawal) appears on the student’s transcript and the course is not counted in the calculation of GPA.

Procedure

Students who wish to request a late withdrawal from a course may do so by completing the appropriate form that is available on the college website The form must be accompanied by evidence (e.g., medical documents, travel itinerary, etc.).

Decisions by the registrar or designate on late withdrawal appeals are final.

Admissions, Registration, and Records: Student Attendance and Lateness (Policy Code and Number A-15)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of Student Affairs, Registrar, and Dean

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Introduction

This policy addresses student attendance as both an academic matter and as a consideration related to international student study permit compliance. Lateness is also addressed.

Attendance as an Academic Matter

EAL, EAP, and UPRE Courses

Standardized attendance requirements apply to all courses offered by the English as an Additional Language (EAL), English for Academic Purposes (EAP), and University Preparation (UPRE) programs:

• The attendance requirement for EAL and EAP courses is 75%.
• The attendance requirement for UPRE is 80%.

Students who do not meet the EAL, EAP, and UPRE minimum attendance requirements cannot write the final exam.

Undergraduate-Level Courses

In all undergraduate-level courses, instructors may individually set an attendance requirement that does not exceed 70%. Failure to meet the attendance requirement in an undergraduate-level course may have various consequences determined by the instructor, including not being allowed to write a final exam.

Distinction between Attendance and Participation Marks

Regardless of program or course, any marks assigned for participation do not include attendance.

Accommodation, Enforcement, and Appeal

The attendance requirements outlined above are mandatory unless Alexander College grants a formal Accommodation during the first three weeks of a term under policy S-06.

Additional exceptions may only be made through the formal appeal process, which is also coordinated through the Student Advocacy unit. Difficult cases are referred to the Director of Student Affairs for a final determination.

Attendance and Study Permits

Academic considerations aside, international students on a study permit are required by Immigration, Refugees, and Citizenship Canada (IRCC) to maintain regular and continuous attendance. The Office of the Registrar is required by IRCC and Canada Border Services Agency (CBSA) to report on the status of individual international student attendance on both an ad hoc and quarterly basis. Accordingly, all instructors (except those teaching asynchronous online courses) are required to keep daily class attendance records even if attendance is not an academic criterion in their course.

Student Lateness

Alexander College expects all students to be punctual when attending classes. Late policies for individual courses are determined by instructors.

Inability to Attend Class

Students who are unable to attend class, for whatever reason, should notify their instructor(s) as soon as possible.

Admissions, Registration, and Records: Attendance (Policy Code and Number A-15.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of Student Affairs, Registrar, and Dean

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Introduction

This policy addresses student attendance as both an academic matter and as a consideration related to international student study permit compliance. Lateness is also addressed as an aspect of attendance.

Attendance in EAL, EAP, and UPRE Courses

Standardized attendance requirements apply to all courses offered by the English as an Additional Language (EAL), English for Academic Purposes (EAP), and University Preparation (UPRE) programs:

• The attendance requirement for EAL and EAP courses is 75%.
• The attendance requirement for UPRE is 80%.

Students who do not meet the EAL, EAP, and UPRE minimum attendance requirements cannot write the final exam.

Undergraduate-Level Courses

In all undergraduate-level courses, instructors may individually set an attendance requirement that does not exceed 70%. Failure to meet the attendance requirement in an undergraduate-level course may have various consequences determined by the instructor, including not being allowed to write a final exam. Individual instructors specify attendance requirements and the consequences of non-attendance in their course syllabi.

Attendance vs. Participation Marks

Regardless of program or course, attendance does not count as participation marks.

Attendance and Study Permits

Notwithstanding academic considerations, international students on a study permit are required by Immigration, Refugees, and Citizenship Canada (IRCC) to maintain regular and continuous attendance. Moreover, the Office of the Registrar is required by IRCC and Canada Border Services Agency (CBSA) to report on the status of individual international student attendance on both an ad hoc and biannual basis. Accordingly, all instructors are required to keep class attendance records even if attendance is not an academic criterion in their course.

Student Lateness

Alexander College expects all students to be punctual when attending classes. Late policies for individual courses are determined by instructors as specified in course syllabi.

Absence Reporting Process

Students who are unable to attend class, for any reason, should notify their instructor(s) as soon as possible. Notification is to be provided in a manner specified by the instructor in the course syllabus, normally via the Canvas LMS.

Exemptions and Appeals

The attendance requirements outlined above are mandatory unless Alexander College grants a formal disability accommodation during the first three weeks of a term under policy S-06.

Appeal Process

Additional exceptions may only be made through the formal appeal process, which is coordinated through the Student Rights and Responsibilities unit. Appeals are referred to the unit manager. Students are encouraged to follow the steps outlined below:

1. File an Attendance Policy Request (Appeal) Form.
2. Attach supporting evidence.
3. Submit the application to The Office of Student Rights and Responsibilities via email: srr@alexandercollege.ca

The decision of the Student Rights and Responsibilities manager on attendance appeals is final.

Admissions, Registration, and Records: Grading (Policy Code and Number A-16)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar and Dean

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Grading System

Alexander College’s Grading System is based on a percentage grade for most courses with some courses issuing separate theory and practical marks for a single course. Course passing grades vary, and courses may be assigned a standing code instead of a percentage grade. Following are the approved grades and standing codes for Alexander College effective September 2006.

Withdrawn Late Withdrawal Course has been repeated, and appears elsewhere on the transcript Audit Did not write the final exam Required to discontinue Course in progress Deferred

Reporting of Grades

It is the responsibility of instructors to inform students of their ongoing progress in a course by entering unofficial marks for various graded components of a course (e.g., quizzes, tests, assignments, examinations, papers, etc.) using Canvas LMS. Instructors may post class marks for graded components of a course using lists showing student numbers in numeric order; however, student names must not be shown. If instructors intend to post marks in this manner, they must ensure that all students are advised prior to any grades being posted. Students may request that their grades not be posted, in which case the instructor must exclude the student from the posting.
All marks displayed within Canvas LMS or elsewhere (e.g., marks posted in the classroom) are to be considered informal and unofficial. Marks and/or grades are not official or permanent until they appear on the student’s permanent academic record (i.e., official transcript).

SUBMISSION OF FINAL GRADES

Grading Deadlines

Final grades are due to be submitted by faculty, using My AC, according to the timelines specified in the table above. The due date may be adjusted at the discretion of the Registrar under certain conditions, for example statuary holidays.

The deadline to submit final grades, the procedure for submission, and the unlock code, are emailed to faculty by the Registrar at the start of the last week of classes.

Review of Final Grades

The College Registrar is the authority responsible for ensuring that the College’s grading policies and procedures are consistently adhered to. Following the final examination for a course, final grades are to be submitted by faculty via the My AC system, through which they are transmitted for review by the responsible department head prior to submission to the Registrar for final approval.

If there are any errors detected in the data entry, the Registrar will make the necessary correction(s), in consultation with the dean, department head and instructor. If there is a red flag detected in the instructor’s grading practices, the Registrar will decide whether to release the grades to students, or to withhold the grades pending further investigation.

The latter is standard practice, as the timeline to process all class grades is short. Whether the grades are released to students or withheld pending investigation, the Registrar will notify the appropriate department head by email (copy to Dean, Associate Dean) to inform them of the situation. It is then the responsibility of the department head, under the guidance of the Dean’s Office, to investigate further or work with the instructor on future grading practices.

In the rare event of a grading anomaly or discrepancy, the Registrar may withhold the grades and initiate a review of grading practices in consultation with the appropriate department head and the dean. Once all final grades for a course are satisfactorily reviewed by the responsible department head and the registrar, they are published to the student’s permanent record.

Late Grade Submissions

Despite our best efforts to enforce timely grade submission by faculty, it is not uncommon for one or more faculty to be late in submitting their final grades. It is the registrar’s responsibility to keep tabs on the submission of grades, and to proactively send reminders to any faculty who have not yet submitted grades one or two days ahead of the deadline.

The final grade submission interface My AC closes automatically according to the deadline set by the registrar in the system (normally 4:00pm on the specified deadline). If an instructor has not submitted their grades by the due date (precisely), they will be unable to enter their grades using My AC and will instead need to email their grade sheet to the registrar for manual entry. This is an intentional set up, to keep the number of late submissions to a minimum. The registrar will also email a firmly worded reminder to any late faculty, with copy to the dean and department Head.

On rare occasion, an instructor may experience an unforeseen circumstance (e.g., serious illness, injury, etc.) that prevents them from submitting their final grades by the due date. It is the instructor’s responsibility to notify their department head and the registrar as soon as possible, so that they can work out a resolution before the grades roll date. Normally, the resolution of such occurrences require that the registrar enter a grade of DE for the whole class, in order to perform the grades roll. The true final grades can then be updated once the instructor is able.

Grade Changes

Grades may be changed upon the instructor’s request, or as the result of a deferred or conflict exam. The registrar has discretionary authority over grade change requests and may request the rationale for the change from the instructor to ensure that the grades are not being changed due to entry or calculation error, and not as the result of grade bargaining by students.

Grade change requests are to be emailed to the registrar (registrar@alexandercollege.ca) by the instructor, along with the student’s name, ID number, course code, and final percentage score. The registrar will then make the requested change in My AC and reply to the instructor to confirm. It is the responsibility of the instructor to communicate about grade changes with their students.

The registrar is the only individual authorized to edit final grades at Alexander College.

Admissions, Registration, and Records: Articulation (Policy Code and Number A-17)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar and Dean

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Articulation

Alexander College is a participant in the BC Transfer System, and regularly undergoes the process of articulation and articulation updates through BCCAT’s Transfer Credit Evaluation System (TCS).
Articulation of our courses with other colleges and universities is important and we take our responsibilities to BCCAT, to other colleges and universities, and to our students very seriously. As a small private institution, we cannot be expected to engage in articulation activities in the same way as a large public institution would. Our policy on articulation is guided by the following considerations:

1. We must maintain credibility with the major research universities. If we were to grant credit for a course that none of these universities recognize, it would bring the quality of our degree into question.
2. Alexander College is too small for us to set our own standards. We look to the major public institutions to establish what should be taught in the various courses. Triangulation is an essential tool for ensuring that the content of our courses meets the accepted standards.
3. In cases where we do not have the requisite experts on staff (instructors or members of SASC), decisions about articulation are made by the Registrar and the Dean. We do not grant transfer credit for courses where we have neither comparable courses nor expertise suitable for assessing such courses.

As a Sending Institution

We strive to align our courses with the expectations of the five research universities in BC: UBC, SFU, UVic, UNBC, and TRU. We are required by Ministry of Advanced Education policy to articulate every course we offer with at least one of these institutions. We realize, however, that processing an articulation request consumes a considerable amount of the receiving institution’s resources; therefore, we are parsimonious about such requests. Our priority is to request a direct credit articulation from each of the four major institutions. If a direct credit equivalent does not exist, we seek unassigned credit in an appropriate university department. Achieving this goal may sometimes require slight modifications to our courses.

Our second priority is to establish course articulations with other institutions with which we exchange the most students. We normally do not seek articulation with institutions with which we have a very low rate of student exchange. Students with successfully completed courses taken for credit at another BCCAT member institution can apply for an assessment and credit is awarded whenever possible.

As a Receiving Institution

All our courses have been designed to be articulated directly with an equivalent course at one or more of the four major institutions. When an articulation request is accepted by a major institution, we automatically recognize the reciprocal articulation, accepting their course as equivalent to ours.

When we receive an articulation request from another BCCAT member institution, we first perform a search using the BC Transfer Guide to determine if the course in question and our own course are both equivalent to a third course at one or more of the four major universities; a process called ‘triangulation.’ If a determination of equivalency can be estimated using the triangulation method this does not guarantee that an articulation agreement will be made but does change the onus from looking for reasons to approve the request to reasons for rejecting it.

To process an articulation request, we require a course outline that has been issued by the sending institution and represents the standard curriculum of the course. A course outline created and used by a single instructor is not normally accepted for consideration. We use the term Curriculum Guide or Official Course Outline to describe this document. If we find acceptable reason to approve, and no good reasons to disapprove articulation of a course, the request is then sent to the appropriate division coordinator for further review. The coordinator may choose to seek advice from regular or sessional instructors within the division. After careful consideration, the coordinator makes a recommendation with written comments.

Evaluating an articulation request requires a considerable expenditure of staff resources. While we recognize the value of this activity, we must restrict the number of requests we are able to evaluate to those from institutions with which we exchange the most students. We normally do not accept articulation requests from institutions with which we have a very low rate of student exchange.

Admissions, Registration, and Records: Transfer Credit (Policy Code and Number A-18)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Transfer Credit

Alexander College participates fully in the BC Council on Admissions and Transfer (BCCAT) system for articulation of courses among institutions in British Columbia. It is our policy to compare our courses to the courses of other participating institutions and to recognize course to course equivalencies where appropriate.
Policy on credit transfer includes the following specifications:

Individual Student Requests

Individual students who apply for transfer credit will have their prior courses individually assessed. All credentials issued by BCCAT member institutions receive generous consideration. Credentials issued by non-BCCAT member institutions within Canada are also considered, provided that the institution is authorized to grant degrees. The same process of assessment outlined above is employed. In addition, careful records are kept documenting the outcome of each request and ensure that similar requests are treated in the same manner.

Limitations on Quantity of Transferred Credit

Alexander College participates fully in the BC Council on Admissions and Transfer (BCCAT) system for articulation of courses among institutions in British Columbia. It is our policy to compare our courses to the courses of other participating institutions and to recognize course to course equivalencies where appropriate.
Unless otherwise noted, external credit granted may not exceed one half of the total credit required for the program. For example, 60 credits are required for completion of the Associate of Arts degree and therefore a maximum of 30 credits can be presented for transfer into the program.

International Credential Evaluation Service (ICES)

All students applying for transfer of credit taken outside of Canada must first obtain a comprehensive report from the International Credential Evaluation Service (ICES). ICES is an external service which authenticates academic credentials and provides a report on how the credentials are comparable within the BC education system.

International Credit Transfer

For courses completed in Canada, students may apply to transfer a maximum of ten subjects per request. For courses completed outside of Canada, students may apply to transfer a maximum of five subjects per request. Additional requests may be considered after the previous request has been completed.
To ensure that the program learning outcomes are met, a maximum of 25% international transfer credit may be applied to an Associate degree. Effective Winter 2017 term, onward.

International Course Evaluation Fee

A course evaluation fee of $50 is charged for the service of international course evaluation by Alexander College. The fee for this service is charged per international course submitted for evaluation, is non-transferable and non-refundable. Payment of the fee does not guarantee that transfer credit will be granted. It is the responsibility of the student to select which courses to submit for evaluation based on applicability to a degree program, and to ensure that course outlines contain the required information.

Unassigned Credit

Assigned credit is given for a course that matches (with 75% correspondence or greater) a specific Alexander College course.
Unassigned credit is given for a course accepted as fulfilling a requirement but not matching a specific Alexander College course. Arts electives, including fine arts, are assigned to either Humanities (HUMN) or Social Sciences (SOSC).
In order to ensure that the program learning outcomes are met, a maximum of 25% unassigned credit may be applied toward an Associate degree.

Applicability

Credit transfer cannot be used as a substitute for meeting all the credential requirements. For example, obtaining a total of 60 credits does not eliminate the requirement to complete a laboratory science course.
Each course accepted for transfer credit must satisfy at least one requirement for the credential.

Level of Study

AC will only accept undergraduate courses for credit transfer and prerequisites to a maximum of a 200-level credit at AC. Graduate courses may be considered for exemptions to this policy (via application to the Associate Registrar), so long as the courses adhere to the College’s credit transfer guidelines and do not interfere with the student’s ability to attempt further courses at the College.

Minimum Grade

Courses accepted for credit or prerequisite must have been completed with a grade of at least C- (1.67) effective September 9, 2024.

Stale Dating

Credit is not normally given for courses completed more than 10 years in the past. A decision to not accept a course for credit can be appealed to the Registrar who will consult appropriate experts (instructors or SASC members) for a decision.

Disclosure of Post-Secondary Studies

Unless they are disclosed at the time of admission, post- secondary courses completed prior to the date of admission to Alexander College are not eligible for transfer credit, however, may be used to satisfy course prerequisites.

BCCAT-Transferable Courses

Transferability of courses with the BC Post-Secondary Transfer System is determined by articulation agreements between member institutions. Course transferability is viewable online using the BC Transfer Guide. Students who wish to transfer credit from another BCCAT member institution are required to submit the following:

• Completed Transfer Credit Request Form
• Official transcript

Where BCCAT articulations exist, transfer credit requests will normally be completed within 2-4 weeks from the date that all documentation was submitted. It is responsibility of the student to ensure that credit transfer/course evaluation requests are submitted at least 4 weeks prior to the posted registration deadline.
When an equivalent course cannot be found using the BC Transfer Guide, Admissions Officers may refer to the credit transfer folder on the Admissions server. This folder contains records of courses previously reviewed and approved by the Registrar on a case-by-case basis. If an equivalent course cannot be found using these two sources, the procedure for non-BCCAT transferable courses (below) will apply.

Non-BCCAT Transferable Courses Completed within Canada

Students who wish their courses to be evaluated for transfer credit consideration are required to submit the following:

• Completed Transfer Credit Request Form
• Official transcript
• Course outline (also called course syllabus) for each requested course. Course outlines may be printed (hard copy) or emailed (soft copy) in a secure format (e. g .pdf)
  At a minimum, the course outline must contain all the following information:

   

  • Name of institution or official stamp
  • Name/course code/title and program year of the course
  • Number of course hours (e.g., number of hours per week x number of weeks) Minimum of 40 hours per term for non-lab course/minimum of 60 hours for lab course
  • Grading system used, including passing mark
  • Learning outcomes and/or topics covered
  • Learning resources (textbooks and other resources) Currency of text may be a factor in the acceptance or rejection of a course in certain subject areas, at the discretion of the evaluator
  • Any transcripts or course outlines not in the English language must be accompanied by an original translation by a licensed translator. College staff are not authorized to translate documents

Once provided, the course outline and official transcript will be submitted to a subject area specialist/faculty member or to the Dean for review. The Dean may also refer evaluation to the SASC member responsible for the subject area.
Where transfer credit is approved, the Admissions Officer will input the details into the student database and check off any prerequisites satisfied. A transfer articulation letter is created by the Admission Officer, approved by the Registrar, and placed into the student file. An additional copy may also be made available for pick up by the student.
Course evaluation requests will normally be completed within 6-8 weeks from the date that all documentation was submitted. It is responsibility of the student to ensure that credit transfer/course evaluation requests are submitted at least 8 weeks prior to the posted registration deadline.

Non-BCCAT Transferable Courses Completed outside of Canada

Students who wish their courses to be evaluated for transfer credit consideration are required to submit the following:

Course evaluation requests will normally be completed within 6-8 weeks from the date that all documentation was submitted. It is responsibility of the student to ensure that credit transfer/course evaluation requests are submitted at least 8 weeks prior to the posted registration deadline.
International students who transfer credit from outside of Canada are cautioned that using international transfer credit to fulfill Associate degree requirements may impact eligibility for the Post-Graduation Work Permit or may result in a permit being issued for a shorter than expected duration.

1. Completed Transfer Credit Request Form
2. Prepare the following documentation:
   • International Credential Evaluation Service (ICES) Comprehensive Report
   • Completed Application for Transfer of Credit (International) form
   • Official transcript
   • Course outline (also called a syllabus) for each requested course. Course outlines must be emailed (soft copy) in a secure file format (e.g., pdf)
3. Submit your application documents in person to the Office of the Registrar at Burnaby Campus, or by email to: transfercredit@alexandercollege.ca. Please note that an Officer will only verify that all required documents are present but will not review the documentation until the evaluation fee has been paid. If all required documents are present, an Officer will sign the form, and instruct you to submit payment of the course evaluation fee.
4. After the form has been signed by the Office of the Registrar, submit the form to the Student Financial Services Office and pay the course evaluation fee. Return a copy of the payment receipt in person to the Office of the Registrar, or by email to: transfercredit@alexandercollege.ca
5. Wait for processing. You will be contacted by email if more information or documentation is required. If you are unable to provide the requested additional information within 90 days of the original request submission date, evaluation of the associated course will be cancelled without refund.

Academic Standing (Policy Code and Number A-19)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Academic Standing and Performance

Academic standing is recalculated four times per year, following the release of final grades at the end of each term.

Provisional Admission

Applicants to the College who provide academic transcripts indicating poor academic performance, according to the College’s 1.50 minimum academic standard, will be admitted on Provisional Admission. These students are admissible to the College on Academic Probation and are subject to the conditions and restrictions of Academic Probation (see below).

Good Academic Standing

A student is in good academic standing when their term GPA is above or equal to a minimum of 1.50 and they are not under Academic Alert, Probation, or Suspension.

Academic Warning

A student is considered to be on Academic Warning if their term GPA is below a minimum of 1.50 with fewer than 15 credits attempted.

At the end of the Fall, Winter, and Spring terms, academic standing is calculated. All students who have a term or cumulative GPA of less than 1.50 are placed on Academic Warning.

Academic Probation

Academic Probation is a caution to students indicating that their continuation at the College is in jeopardy.
Students are placed on Academic Probation for three principal reasons:

• Grades. Students’ term GPA must not drop below 1.50.
• Academic Misconduct. Students must avoid academic misconduct such as cheating or plagiarism.
• Provisional Admission. Students who are admitted under our Provisional Admission policy start their studies on Academic Probation.

Students are not subject to probation until they have completed at least 15 credits of academic coursework. Where a course has been repeated, the higher grade is used.

Academic Probation is lifted, and the student is returned to good academic standing when the student has successfully completed the subsequent term with a term GPA of at least 1.50. A student on probation may not attempt more than 10 credits in a single term.

Academic Suspension

A student who meets the requirements for Academic Probation who is already on Academic Probation is normally suspended.

Students on Academic Suspension may be reinstated in good academic standing one of two ways:

1. Successful completion of UPRE 099 – University Preparation

• Students who only take and pass UPRE are readmitted in good academic standing.
• Students who fail UPRE continue on Academic Suspension.

2. Successful completion , with a minimum term GPA of 1.50 or higher, of 9 or more credits of
transferrable coursework taken at another BCCAT member institution within a single academic term. This term of studies must be a term subsequent to the last term of study taken at Alexander College. Students presenting such records will be reinstated in good standing. Effective October 13, 2024 for Winter 2025 – exclusively online asynchronous courses are not accepted for the purpose of reinstatement.

Performance Following Reinstatement

Students who are reinstated to the College are readmitted in good academic standing. If the term GPA in the subsequent term is below 1.50, the student will be placed on Academic probation for the following semester without the accumulation of 15 academic credits.

Academic Recognition (Policy Code and Number A-20)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Academic Recognition

Students are expected to maintain acceptable standards of academic performance, and a student whose academic performance is of a superior standing will be recognized:

Honour Roll

Students who achieve a semester GPA of 3.50 to 3.99 in a minimum of 12 credits are placed on the Honour Roll.

Dean’s List

Students who achieve a semester GPA of 4.00 or higher in a minimum of 12 credits are placed on the Dean’s List.

Graduation and Conferral of Credentials (Policy Code and Number A-21)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Graduation

Graduation refers to the process by which a student is conferred a credential upon completion of a program of study. When a student has completed, or is about to complete, their final term of the program of study, they are eligible to apply for graduation. Regardless of whether a student plans to attend the convocation ceremony, they must apply for graduation in order to receive a credential.

Students who wish to apply for graduation will contact our Graduation unit to book an appointment to check requirements and prepare the Application for Graduation package. The graduation unit can be reached at graduation@alexandercollege.ca

Applications for Graduation are submitted by the Graduation Officer to the Registrar for final approval. Credentials are issued to graduation by the Student Records unit of the Office of the Registrar.

For more information, visit: alexandercollege.ca/registration/graduation

Minimum CGPA Requirement for Graduation

To be eligible for graduation in an Associate Degree program, students must complete all program requirements with a minimum cumulative program grade point average of 2.0 (equivalent to a ‘C’ average).

Name on Credential

The name printed on the degree will be the legal name of the graduate, as recorded in Alexander College’s central student information system, My AC. The name will appear in the form

of First name Last name. It is the student’s responsibility to ensure that the spelling of their name is accurate in the student portal prior to applying for graduation. If the legal name of the graduate has changed, a Change of Name request form must be submitted, along with supporting documentation, to the Office of the Registrar prior to graduation.

Requesting a Duplicate/Replacement Degree Parchment

Some graduates require an additional degree parchment due to request by an employer, if the original degree parchment has been lost or damaged, or if their legal name has changed. Graduates may order a duplicate or replacement degree parchment from their MyAC account (‘My Documents’ page). Student’s graduating prior to 2011 can order a duplicate parchment by completing a paper-based order form, available upon request.

The cost per degree parchment is $25, and the processing time is approximately 2 weeks. All subsequent printings of a degree include a small notation of ‘duplicate or replacement document,’ in parenthesis.

NON-ACADEMIC PROCESS FEES

Posthumous Credential

Introduction

The passing of a student prior to completion of their credential is a sombre event, and the utmost care must be taken to honor the deceased and provide the family with an opportunity to celebrate the accomplishments of their loved one.

In times of mourning, it is helpful for the family and administrators to have clear guidance on how to deal with practical matters, such as the academic record.

Procedure

On notification of death, in accordance with policy A-23 Death of a Student, the Registrar will perform an assessment of the student’s academic record to determine if the student may be eligible to be awarded a posthumous credential.

To be considered eligible for a posthumous credential, the deceased must have met the following minimum requirements:

• Have been actively enrolled at the time of death, or within the preceding 12 months from last day of the final term of study
• Have met the residency requirement, and completed at least 75% of their program of study
• Have been in good standing (i.e., not required to discontinue) and made satisfactory academic progress such that eventual completion of the credential was expected

If the deceased is eligible to be awarded a posthumous credential, the registrar will communicate with the next of kin to offer the credential and explain how it might be received, with sensitivity to their wishes. If the next of kin wishes to receive the posthumous credential, the Registrar prepares the records and documentation, then informs the Director of Student Affairs, who commences communication with the next of kin regarding the convocation ceremony.

With respect to the convocation ceremony, the family of the deceased is invited to attend the next scheduled ceremony, and given the option to identify one or two family members to cross the stage and receive the credential on behalf of the graduate. The family member(s) will symbolically carry the regalia of the student over their arm, and receive the credential on their behalf.

A notation indicating that the credential has been issued posthumously is included on the transcript and convocation program, but does not appear on the credential parchment.

*A posthumous credential may also be awarded to a student with a terminal illness according to the same criteria and procedure, if the student is unable to complete their studies and death is expected to occur imminently. Where possible, and in accordance with the wishes of the student and their family, a private ceremony may be arranged on campus, in the student’s home or hospital room. The credential may be presented to the student by any senior administrator known to the student (if possible) in full regalia.

Rescinding of Credential
Introduction

Alexander College reserves the right to rescind a credential if an individual is subsequently found to have obtained the credential by dishonest or fraudulent means. This may include, but is not limited to, evidence of plagiarism, impersonation, falsified admission documentation, etc.

Procedure

The procedure for rescinding a credential is as follows:

The recommendation to rescind a credential is made by the registrar, who coordinates with the director of student affairs to arrange a disciplinary hearing. The hearing is presided over by the registrar and attended by the president and/or provost and the director of student affairs. The student has the right to be represented by council at the hearing. If the student does not attend the hearing, is unable to disprove the evidence and/or presents no new information pertinent to the case, the hearing is adjourned.

Subsequently, the registrar, president/provost, and director of student affairs deliberate about revocation of any course grades obtained by fraudulent means, as well as the rescinding of the credential. If a motion to rescind the credential is carried, the credential is voided immediately.

The registrar notifies the student of the decision to revoke course grades and/or to rescind the credential and is provides instructions for surrender of the physical documentation, including the credential parchment, which must be made within 10 business days.
The registrar places a notation indicating that a credential has been rescinded on the student’s transcript. The registrar may also notify external bodies that the credential has been rescinded, including but not limited to, Immigration, Refugees, and Citizenship Canada (IRCC), Canada Border Services Agency (CBSA), etc.

Records Management and Disposition (Policy Code and Number A-22)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

---

Records Management

Alexander College maintains systematic control of important records from their creation or receipt, through processing, distribution, organization, storage, and retrieval, to their ultimate disposition.

College records are created and maintained to ensure appropriate documentation of operating activities, and to meet operational, legal, regulatory, and fiscal requirements and in accordance with the Personal Information Privacy Act (PIPA) to provide public access to information and to protect personal information.

It is the responsibility of the College Registrar to ensure that student records are kept according to the following general principles:

• Accuracy – As far as possible, all data is correct and free from error
• Confidentiality – Generally, all information is freely available. However, information about individuals is restricted. It is used within the College only for its intended purpose. Students may access their own records, but access by others is restricted.
• Parsimony – Only information that is needed for the operation of the College is kept.
• Security – Provisions are made to protect data from loss caused by emergency or unforeseen circumstances.

Scope and Applicability

All records created or retrieved by Alexander College are considered College property, including records related to the operation and administration of the College and records containing information concerning individual faculty, staff, and students.

Student Records

The student’s physical record may include any or all the following:

• Application form
• Correspondence concerning admission
• Conditional letter of acceptance/offer of admission letter
• Course change request forms
• Registration forms
• Letters of permission
• Withdrawal forms
• Appeal documentation
• Official grades, marks, and changes
• Documents related to the basis of admission (i.e., standardized test results, transcripts, etc.)
• Documentation of disciplinary measures
• Other information deemed appropriate by the Registrar

The Student’s Electronic Record

The student electronic file is the primary student record. Information contained in this record is described in detail in Appendix B.

Records Management Life Cycle

Alexander College manages records throughout their life cycle, including the following phases:

Creation/Collection

• Each administrative unit of the College creates, receives, uses, and maintains records that relate to the administration or operation of the College. These records are the property of the College.
• Personal information is collected only when necessary for operating an approved program or activity or is required under a statute or regulation of BC or Canada.
• Where possible, all records are dated when created or received.

Maintenance and Use

• The College maintains its records with sufficient security to protect privacy and confidentiality, and permit disclosure or prevention of disclosure of records and information where appropriate.

Records Retention and Disposition

• Each department routinely complies with the College’s Records Retention and Disposition Guidelines. See Forms and Documents.
• Departments prepare Record and Retention Disposition schedules based on the College’s guidelines and submit these schedules to the information and privacy advisor (the Registrar). No records may be destroyed without an approved disposition. Once approved, record destruction is done in a timely manner. Transitory records are destroyed when no longer needed.
• Destruction of records must be carried out under controlled and confidential conditions, and in such a manner as to preclude resurrection of any data.

Access to Information

Alexander College affirms the importance of conducting its operations as far as possible in ways that are open to public scrutiny. However, the College is committed to the protection of privacy and personal information of individuals who work and study at the College, and is governed by the following basic principles:

• Information contained in college records is available to members of the College community. Exemptions from this general principle are limited and as specific as possible.
• Information concerning individuals is available only for the approved purpose for which it was collected, and otherwise only to the individual concerned.
• A system for the resolution of disputes within the College community concerning access to information and privacy protection matters is provided.

Access Right

The College grants faculty, staff, and students at the College access to college records, subject to the terms and conditions of these guidelines and other applicable college policies, unless the College considers, upon reasonable grounds, that the request for access is frivolous or vexatious, or is exempt.

Implementing Access Right

The right of access is normally implemented by making available, upon written request, a photocopy or other reproduction of the record in question. Providing records may be subject to prior payment of applicable fees.

Where a request for access pertains to a record containing material that is exempt from the general right of access together with material that is not exempt, the College shall make reasonable efforts to separate and disclose the non-exempt material.

Exemptions from the Access Right

In addition to those records that are not to be disclosed under college policies and guidelines, the College may refuse access to certain records where disclosure could be prejudicial to either the College or a member of the College. The following information is normally exempt:

• Information submitted in confidence, or assumed to be in confidence, such as a letter of reference.
• Where disclosure would constitute an unwarranted invasion of another individual’s personal privacy.
• Evaluative or opinion materials compiled for determining eligibility, suitability, or qualification for admission, scholarship, bursary, or loan adjudication, awards, employment, transfer, or promotion.
• Where disclosure could reveal the identity of a course of information, and where the course may reasonably have expected that his or her identity would remain confidential.
• Where medical or health-related information might reasonably be expected to prejudice the mental or physical state of the individual.

Protection of Privacy: Collection, Use, and Disclosure of Personal Information

• The College collects and records personal information as needed for the proper administration of the College and its programs, or as required by the government. The College uses personal information only the purpose for which it was obtained or compiled, or for a consistent purpose, where the individual has identified that information and consented to its use.
• The College discloses personal information to third parties only under specific conditions, described below under Access to confidential records and information.

Correction Rights

• Every individual has the right to request correction of the personal information where the individual believes there is an been an error or omission. The College attaches a notice of objection to the data if a correction was requested by not made.

Records Management Audit

The Registrar conducts an annual audit to ensure that all areas comply with the Records Management policy.
The audit review includes:

• Identification and transfer of inactive records to designated storage areas.
• Adherence with retention and disposal guidelines.
• Protection of permanently valuable records.
• Access practices, with particular emphasis on privacy provisions of FOIP legislation.
• Handling of formal requests received under FOIP.

Access to Confidential Student Records and Information

Alexander College collects and maintains student information, and this information is maintained in a confidential manner in accordance with B.C.’s Freedom of Information and Protection of Privacy Act.

This policy provides general guidelines for access to confidential student information and recommendations for the protection and security of personal and other sensitive records and information regarding students.

Student Information and Records

The Registrar maintains an official academic record for all students attending Alexander College, which includes personal student information. Access to student records and information is administered by the Office of the Registrar.

Access to Confidential Student Records and Information

All requests for confidential student record information are reviewed on a case-by-case basis. The information is normally disclosed as follows:

Student Access

Students have the right to inspect their personal information records. Proper identification is required. A written request may be required for clarity or where the request is considered non-routine.

Students are normally not permitted to handle or examine original documents. Copies of 10 pages or less are provided free of charge. A charge may be made for copies above this amount.

Conditions such as outstanding financial obligations to the institution, failure to return library books or materials, violations of non-academic regulations, or non-payment of the Emergency Student Loan Fund will normally result in withholding official academic records such as transcript, diploma, or certificate from a student.

Office of the Registrar Personnel

Personnel within the Office of the Registrar are custodians of student records and normally have full access to all student information; however, access is restricted to the information necessary for the performance of the duties of the employee. Non-authorized use or disclosure of student information is considered a serious offense and grounds for dismissal.

Education and Academic Advisors

Personnel within Education Advising and Academic Advising have access to the student’s academic record (i.e., transcript) including the address and telephone number, for the students that they advise.

Other Staff of the College

Faculty and administrative staff of the College who require information to serve the interest of a student may be permitted limited access to student records.

College executive officers have access to student records, including address and telephone.
Course instructors have access to student information directly related to their course(s), e.g. previously assigned marks or prerequisite requirements

External Access

In accordance with Canadian Privacy laws, the College does not release student information to anyone other than the enrolled student without the student’s signed consent. Staff of the College are prohibited from sharing student information to the extent that they may not acknowledge whether an individual is enrolled at the College, or provide any information whatsoever, without the written consent of the student.

Parents, Spouse, Guardians

Personal information or academic records are released to parents, spouse, or guardians only with written approval from the student. Urgent requests for student information based on an apparent emergency are directed to the Registrar, or in their absence, an appropriate College official.

Written Consent

• To give consent to a parent, guardian, or agency to request information, order or pick up documents on an ongoing basis, a student must complete a “Consent to Release Student Information” form, available from the Office of the Registrar. This information is recorded in the student file within the student database, and the original form is placed into the physical student file.
• To give consent to a parent, guardian, agency, or other individual to request information, order or pick up documents on a single occasion, a student is required to complete a “Consent for Third Party Order or Pick Up” form, available from the Office of the Registrar.

Government Agencies

Properly identified representatives from federal, provincial or local government agencies, (e.g. the Ministry of Advanced Education, Statistics Canada, HRDC, IRCC or CBSA may be given the following information if expressly requested:

• Verification of date of birth and citizenship.
• Enrolment data: program, level, dates.
• Mailing address, telephone numbers.
• Name and address of parent or guardian.
• Diploma or certificate earned.
• Other information approved by the president.

Requests for other information require written approval from the student.

Other Individuals or Organizations

Requests from other individuals or organizations require written approval from the student.

Transcript Maintenance Plan

As a measure of academic achievement, transcripts are an important record of student accomplishment. Students have a right to recognition of their credentials, and the College has a corresponding responsibility to ensure that students have permanent access to their academic record. The transcript is a trusted document, and every effort must be made to avoid undermining that trust.

Alexander College ensures that student data integrity is constantly maintained and that student transcripts are available to students for at least 55 years from the time they graduate. College records are backed-up at an off-site and secure location at least weekly.

College records are maintained in a My AC system developed specifically for use by Alexander College. Student transcripts are also maintained as image data and backed up at a remote site at least weekly.

Transcript Information

All credentials are displayed on a single transcript, which reflects the entire academic experience of the student at Alexander College. The academic record is complete and historically accurate; notes and accomplishments are added, but changes are not made retroactively.
Transcript information includes the following:

Student information

• The student’s name, contact information and student ID number.

Basis of Admission

• The qualifications that form the basis for the student’s admission to the institution.
• Information about any credits transferred, entrance examinations and prior learning assessment used for admission or advanced placement.
• The name(s) of any other post-secondary institution(s) attended by the student, and the dates of attendance.
• The name and completion date of any degree, diploma or certificate earned by the student before registering at the institution.

Academic History

• The dates of the student’s admission and completion or withdrawal from his/her program(s) of study.
• The date(s) of each academic semester or term during which the student studied at the institution.
• A list of all courses completed, in progress or withdrawn from at the institution.
• A list of credits and grades earned by the student.
• The student’s grade point average per academic term and overall.
• A notation of academic suspension, dismissal, or probation if any of these actions has been taken against the student.
• Academic awards or honors given to the student.
• The name of any degree earned by the student and the date the degree was granted by institution.

Institutional Information

• The institution’s name, location, and address.
• The institution’s grading key.
• The name and authorized signature of the registrar or similar official.
• The institution’s seal.
• The date on which new information was last added.
• The date the transcript was issued to the student or other body.

This information is kept, archived, and protected for at least 55 years from the time a student graduates.

Obtaining a Transcript

Students have access to their own records and may view or print their unofficial record using My AC.

Official transcripts can be obtained only through an application by the student to the Office of the Registrar, and requires payment of a transcript fee, as set by the Operations Committee. Official transcripts contain all the required information and are printed on security paper to prevent alteration. This paper contains several security features to prevent duplication or alteration. On application, the student may direct that his or her transcript be picked up at the College or mailed to a specified location. A note on the transcript indicates whether it was delivered to the student. Official transcripts are always provided in a sealed envelope.

Alternate Records Keeper

Alexander College maintains an association with an Alternate Records Keeper. Alexander College apprises the Alternate Records Keeper of any significant change in operations that may affect their responsibility.

If Alexander College becomes unable to provide transcripts to students, Alexander College will immediately notify the Ministry of Advanced Education and inform the Alternate Records Keeper. The Alternate Records Keeper will assume responsibility for issuing transcripts to Alexander College students. At this time, Alexander College will provide the following items to the Alternate Records Keeper:

• The College’s Official Seal.
• The College’s remaining supply of special transcript paper and instructions and materials necessary for obtaining additional paper for transcript production.
• A letter from the Registrar of Alexander College authorizing the Alternate Records Keeper to produce transcripts for all students at Alexander College.
• All other information, materials, and direction that may be necessary to enable the Alternate Records Keeper to accept responsibility to produce Alexander College transcripts.

If the Alternate Records Keeper becomes unwilling or unable to act as Alternate Records Keeper for Alexander College, Alexander College will immediately notify the Ministry of Advanced Education and seek a replacement Alternate Records Keeper.

Alternate Records Keeper

Corpus Christi College
5935 Iona Drive
Vancouver, B.C.
V6T 1J7

Telephone: (604) 822-6862
Fax: (604) 822-4659
Website: http://www.corpuschristi.ca/
Contact Person: Gabriel Pillay, Director of Student Services & Registrar (gpillay@corpuschristi.ca)

Electronic Records Backup

Alexander College has an agreement with Corpus Christi College whereby CCC acts at Alternate Records Keeper, as described by the Ministry of Advanced Education through the Degree Quality Assessment Board, for Alexander College. This agreement is reviewed every five years.

Permanent Student Records are backed up with the Alternate Records Keeper for the purpose of storage and security in the unlikely event that Alexander College becomes unable to operate due to a major disruption in operation and/or services. Alexander College entrusts Corpus Christi College, located in Vancouver, to act as Alternate Records Keeper.

The electronic record data is copied and submitted to the Alternate Records Keeper by the Registrar approximately four weeks following each of the three major terms, Fall, Winter, and Spring (excluding summer term).
This electronic student record data includes:

• Exported Permanent Student Records (transcripts)
• Exported Student List
• Letter of Instruction
• Copy of Transcript Back

Records Retention and Disposal Guidelines

The retention and archival of all records are the responsibility of the Registrar, who may delegate responsibility for receiving, creating, maintaining, archiving, and/or destroying records to suitable College officials.

Not all records are treated in the same way. The following table describes how the different types of records are handled. The following codes are used:

Retention

Retention is the period that a record is maintained in active status. This period may be required by statute or recommended according to standard business practices. The following codes are used to indicate retention status.

Board of Governors Records

Administrative Committees Records

ADMINISTRATION

---

ACADEMIC DEPARTMENTS INCLUDING LIBRARY AND MEDIA SERVICES

---

MARKETING

---

OFFICE OF THE REGISTRAR

---

FINANCIAL SERVICES

---

HUMAN RESOURCES

---

STUDENT ACADEMIC RECORD FIELDS AND TRANSCRIPT INFORMATION

---

The student record contains a Program record for each program in which the student registers

---

The student record contains a record of each course in which the student registers.

---

EXTERNAL LEARNING RECOGNIZED

---

GRADUATION RECORD

---

TRANSCRIPT ISSUANCE RECORD

Secure Destruction of Records

In accordance with Alexander College’s Records Management Policy, physical student files and documents (e.g., student file documents, unclaimed documents, etc.) are archived or destroyed after a predetermined period of inactivity (see “Records Retention and Disposal Guidelines” for the complete list of document retention periods and procedures).

Physical records which are eligible for disposal, according to the Guidelines, are to be securely destroyed with no possibility of resurrection.

Each department at Alexander College handles its own records disposal procedures independently, and the Office of the Registrar organizes its own shredding service approximately once every 2-3 months or when the volume of material begins to exceed our capacity to store it. We do not normally allow other departments to add their own shredding, unless agreed do by special request.

We maintain an account with Super Save shredding, which has an on-site shredding truck in the Burnaby area on Fridays only. The service is booked by the registrar or designate and is prepaid by company credit card on the account. The registrar appoints a team member to be responsible for overseeing the process on the day of the service.

Records Management and Disposition (Policy Code and Number A-22.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

---

Records Management

Alexander College maintains systematic control of important records from their creation or receipt, through processing, distribution, organization, storage, and retrieval, to their ultimate disposition.

College records are created and maintained to ensure appropriate documentation of operating activities, and to meet operational, legal, regulatory, and fiscal requirements and in accordance with the Freedom of Information and Protection of Privacy (FOIP) Act to provide public access to information and to protect personal information.

It is the responsibility of the College Registrar to ensure that student records are kept according to the following general principles:

• Accuracy – As far as possible, all data is correct and free from error
• Confidentiality – Generally, all information is freely available. However, information about individuals is restricted. It is used within the College only for its intended purpose. Students may access their own records, but access by others is restricted.
• Parsimony – Only information that is needed for the operation of the College is kept.
• Security – Provisions are made to protect data from loss caused by emergency or unforeseen circumstances.

Scope and Applicability

All records created or retrieved by Alexander College are considered College property, including records related to the operation and administration of the College and records containing information concerning individual faculty, staff, and students.

Student Records

The student’s physical record may include any or all the following:

• Application form
• Correspondence concerning admission
• Conditional letter of acceptance/offer of admission letter
• Course change request forms
• Registration forms
• Letters of permission
• Withdrawal forms
• Appeal documentation
• Official grades, marks, and changes
• Documents related to the basis of admission (i.e., standardized test results, transcripts, etc.)
• Documentation of disciplinary measures
• Other information deemed appropriate by the Registrar

The Student’s Electronic Record

The student electronic file is the primary student record. Information contained in this record is described in detail in Appendix B.

Records Management Life Cycle

Alexander College manages records throughout their life cycle, including the following phases:

Creation/Collection

• Each administrative unit of the College creates, receives, uses, and maintains records that relate to the administration or operation of the College. These records are the property of the College.
• Personal information is collected only when necessary for operating an approved program or activity or is required under a statute or regulation of BC or Canada.
• Where possible, all records are dated when created or received.

Maintenance and Use

• The College maintains its records with sufficient security to protect privacy and confidentiality, and permit disclosure or prevention of disclosure of records and information where appropriate.

Records Retention and Disposition

• Each department routinely complies with the College’s Records Retention and Disposition Guidelines. See Forms and Documents.
• Departments prepare Record and Retention Disposition schedules based on the College’s guidelines and submit these schedules to the information and privacy advisor (the Registrar). No records may be destroyed without an approved disposition. Once approved, record destruction is done in a timely manner. Transitory records are destroyed when no longer needed.
• Destruction of records must be carried out under controlled and confidential conditions, and in such a manner as to preclude resurrection of any data.

Access to Information

Alexander College affirms the importance of conducting its operations as far as possible in ways that are open to public scrutiny. However, the College is committed to the protection of privacy and personal information of individuals who work and study at the College, and is governed by the following basic principles:

• Information contained in college records is available to members of the College community. Exemptions from this general principle are limited and as specific as possible.
• Information concerning individuals is available only for the approved purpose for which it was collected, and otherwise only to the individual concerned.
• A system for the resolution of disputes within the College community concerning access to information and privacy protection matters is provided.

Access Right

The College grants faculty, staff, and students at the College access to college records, subject to the terms and conditions of these guidelines and other applicable college policies, unless the College considers, upon reasonable grounds, that the request for access is frivolous or vexatious, or is exempt.

Implementing Access Right

The right of access is normally implemented by making available, upon written request, a photocopy or other reproduction of the record in question. Providing records may be subject to prior payment of applicable fees.

Where a request for access pertains to a record containing material that is exempt from the general right of access together with material that is not exempt, the College shall make reasonable efforts to separate and disclose the non-exempt material.

Exemptions from the Access Right

In addition to those records that are not to be disclosed under college policies and guidelines, the College may refuse access to certain records where disclosure could be prejudicial to either the College or a member of the College. The following information is normally exempt:

• Information submitted in confidence, or assumed to be in confidence, such as a letter of reference.
• Where disclosure would constitute an unwarranted invasion of another individual’s personal privacy.
• Evaluative or opinion materials compiled for determining eligibility, suitability, or qualification for admission, scholarship, bursary, or loan adjudication, awards, employment, transfer, or promotion.
• Where disclosure could reveal the identity of a course of information, and where the course may reasonably have expected that his or her identity would remain confidential.
• Where medical or health-related information might reasonably be expected to prejudice the mental or physical state of the individual.

Protection of Privacy: Collection, Use, and Disclosure of Personal Information

• The College collects and records personal information as needed for the proper administration of the College and its programs, or as required by the government. The College uses personal information only the purpose for which it was obtained or compiled, or for a consistent purpose, where the individual has identified that information and consented to its use.
• The College discloses personal information to third parties only under specific conditions, described below under Access to confidential records and information.

Correction Rights

• Every individual has the right to request correction of the personal information where the individual believes there is an been an error or omission. The College attaches a notice of objection to the data if a correction was requested by not made.

Records Management Audit

The Registrar conducts an annual audit to ensure that all areas comply with the Records Management policy.
The audit review includes:

• Identification and transfer of inactive records to designated storage areas.
• Adherence with retention and disposal guidelines.
• Protection of permanently valuable records.
• Access practices, with particular emphasis on privacy provisions of FOIP legislation.
• Handling of formal requests received under FOIP.

Access to Confidential Student Records and Information

Alexander College collects and maintains student information, and this information is maintained in a confidential manner in accordance with B.C.’s Freedom of Information and Protection of Privacy Act.

This policy provides general guidelines for access to confidential student information and recommendations for the protection and security of personal and other sensitive records and information regarding students.

Student Information and Records

The Registrar maintains an official academic record for all students attending Alexander College, which includes personal student information. Access to student records and information is administered by the Office of the Registrar.

Access to Confidential Student Records and Information

All requests for confidential student record information are reviewed on a case-by-case basis. The information is normally disclosed as follows:

Student Access

Students have the right to inspect their personal information records. Proper identification is required. A written request may be required for clarity or where the request is considered non-routine.

Students are normally not permitted to handle or examine original documents. Copies of 10 pages or less are provided free of charge. A charge may be made for copies above this amount.

Conditions such as outstanding financial obligations to the institution, failure to return library books or materials, violations of non-academic regulations, or non-payment of the Emergency Student Loan Fund will normally result in withholding official academic records such as transcript, diploma, or certificate from a student.

Office of the Registrar Personnel

Personnel within the Office of the Registrar are custodians of student records and normally have full access to all student information; however, access is restricted to the information necessary for the performance of the duties of the employee. Non-authorized use or disclosure of student information is considered a serious offense and grounds for dismissal.

Education and Academic Advisors

Personnel within Education Advising and Academic Advising have access to the student’s academic record (i.e., transcript) including the address and telephone number, for the students that they advise.

Other Staff of the College

Faculty and administrative staff of the College who require information to serve the interest of a student may be permitted limited access to student records.

College executive officers have access to student records, including address and telephone.
Course instructors have access to student information directly related to their course(s), e.g. previously assigned marks or prerequisite requirements

External Access

In accordance with Canadian Privacy laws, the College does not release student information to anyone other than the enrolled student without the student’s signed consent. Staff of the College are prohibited from sharing student information to the extent that they may not acknowledge whether an individual is enrolled at the College, or provide any information whatsoever, without the written consent of the student.

Parents, Spouse, Guardians

Personal information or academic records are released to parents, spouse, or guardians only with written approval from the student. Urgent requests for student information based on an apparent emergency are directed to the Registrar, or in their absence, an appropriate College official.

Written Consent

• To give consent to a parent, guardian, or agency to request information, order or pick up documents on an ongoing basis, a student must complete a “Consent to Release Student Information” form, available from the Office of the Registrar. This information is recorded in the student file within the student database, and the original form is placed into the physical student file.
• To give consent to a parent, guardian, agency, or other individual to request information, order or pick up documents on a single occasion, a student is required to complete a “Consent for Third Party Order or Pick Up” form, available from the Office of the Registrar.

Government Agencies

Properly identified representatives from federal, provincial or local government agencies, (e.g. the Ministry of Advanced Education, Statistics Canada, HRDC, IRCC or CBSA may be given the following information if expressly requested:

• Verification of date of birth and citizenship.
• Enrolment data: program, level, dates.
• Mailing address, telephone numbers.
• Name and address of parent or guardian.
• Diploma or certificate earned.
• Other information approved by the president.

Requests for other information require written approval from the student.

Other Individuals or Organizations

Requests from other individuals or organizations require written approval from the student.

Transcript Maintenance Plan

As a measure of academic achievement, transcripts are an important record of student accomplishment. Students have a right to recognition of their credentials, and the College has a corresponding responsibility to ensure that students have permanent access to their academic record. The transcript is a trusted document, and every effort must be made to avoid undermining that trust.

Alexander College ensures that student data integrity is constantly maintained and that student transcripts are available to students for at least 55 years from the time they graduate. College records are backed-up at an off-site and secure location at least weekly.

College records are maintained in a My AC system developed specifically for use by Alexander College. Student transcripts are also maintained as image data and backed up at a remote site at least weekly.

Transcript Information

All credentials are displayed on a single transcript, which reflects the entire academic experience of the student at Alexander College. The academic record is complete and historically accurate; notes and accomplishments are added, but changes are not made retroactively.
Transcript information includes the following:

Student information

• The student’s name, contact information and student ID number.

Basis of Admission

• The qualifications that form the basis for the student’s admission to the institution.
• Information about any credits transferred, entrance examinations and prior learning assessment used for admission or advanced placement.
• The name(s) of any other post-secondary institution(s) attended by the student, and the dates of attendance.
• The name and completion date of any degree, diploma or certificate earned by the student before registering at the institution.

Academic History

• The dates of the student’s admission and completion or withdrawal from his/her program(s) of study.
• The date(s) of each academic semester or term during which the student studied at the institution.
• A list of all courses completed, in progress or withdrawn from at the institution.
• A list of credits and grades earned by the student.
• The student’s grade point average per academic term and overall.
• A notation of academic suspension, dismissal, or probation if any of these actions has been taken against the student.
• Academic awards or honors given to the student.
• The name of any degree earned by the student and the date the degree was granted by institution.

Institutional Information

• The institution’s name, location, and address.
• The institution’s grading key.
• The name and authorized signature of the registrar or similar official.
• The institution’s seal.
• The date on which new information was last added.
• The date the transcript was issued to the student or other body.

This information is kept, archived, and protected for at least 55 years from the time a student graduates.

Obtaining a Transcript

Students have access to their own records and may view or print their unofficial record using My AC.

Official transcripts can be obtained only through an application by the student to the Office of the Registrar, and requires payment of a transcript fee, as set by the Operations Committee. Official transcripts contain all the required information and are printed on security paper to prevent alteration. This paper contains several security features to prevent duplication or alteration. On application, the student may direct that his or her transcript be picked up at the College or mailed to a specified location. A note on the transcript indicates whether it was delivered to the student. Official transcripts are always provided in a sealed envelope.

Alternate Records Keeper

Alexander College maintains an association with an Alternate Records Keeper. Alexander College apprises the Alternate Records Keeper of any significant change in operations that may affect their responsibility.

If Alexander College becomes unable to provide transcripts to students, Alexander College will immediately notify the Ministry of Advanced Education and inform the Alternate Records Keeper. The Alternate Records Keeper will assume responsibility for issuing transcripts to Alexander College students. At this time, Alexander College will provide the following items to the Alternate Records Keeper:

• The College’s Official Seal.
• The College’s remaining supply of special transcript paper and instructions and materials necessary for obtaining additional paper for transcript production.
• A letter from the Registrar of Alexander College authorizing the Alternate Records Keeper to produce transcripts for all students at Alexander College.
• All other information, materials, and direction that may be necessary to enable the Alternate Records Keeper to accept responsibility to produce Alexander College transcripts.

If the Alternate Records Keeper becomes unwilling or unable to act as Alternate Records Keeper for Alexander College, Alexander College will immediately notify the Ministry of Advanced Education and seek a replacement Alternate Records Keeper.

Alternate Records Keeper

Corpus Christi College
5935 Iona Drive
Vancouver, B.C.
V6T 1J7

Telephone: (604) 822-6862
Fax: (604) 822-4659
Website: http://www.corpuschristi.ca/
Contact Person: Gabriel Pillay, Director of Student Services & Registrar (gpillay@corpuschristi.ca)

Electronic Records Backup

Alexander College has an agreement with Corpus Christi College whereby CCC acts at Alternate Records Keeper, as described by the Ministry of Advanced Education through the Degree Quality Assessment Board, for Alexander College. This agreement is reviewed every five years.

Permanent Student Records are backed up with the Alternate Records Keeper for the purpose of storage and security in the unlikely event that Alexander College becomes unable to operate due to a major disruption in operation and/or services. Alexander College entrusts Corpus Christi College, located in Vancouver, to act as Alternate Records Keeper.

The electronic record data is copied and submitted to the Alternate Records Keeper by the Registrar approximately four weeks following each of the three major terms, Fall, Winter, and Spring (excluding summer term).
This electronic student record data includes:

• Exported Permanent Student Records (transcripts)
• Exported Student List
• Letter of Instruction
• Copy of Transcript Back

Records Retention and Disposal Guidelines

The retention and archival of all records are the responsibility of the Registrar, who may delegate responsibility for receiving, creating, maintaining, archiving, and/or destroying records to suitable College officials.

Not all records are treated in the same way. The following table describes how the different types of records are handled. The following codes are used:

Retention

Retention is the period that a record is maintained in active status. This period may be required by statute or recommended according to standard business practices. The following codes are used to indicate retention status.

Disposition

When the retention period has expired, the record may be destroyed or retained in archives. The following codes are used to indicate the disposition status.

Board of Governors Records

Administrative Committees Records

ADMINISTRATION

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ACADEMIC DEPARTMENTS INCLUDING LIBRARY AND MEDIA SERVICES

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MARKETING

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OFFICE OF THE REGISTRAR

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FINANCIAL SERVICES

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HUMAN RESOURCES

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STUDENT ACADEMIC RECORD FIELDS AND TRANSCRIPT INFORMATION

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The student record contains a Program record for each program in which the student registers

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The student record contains a record for each term in which the student registers

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The student record contains a record of each course in which the student registers.

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EXTERNAL LEARNING RECOGNIZED

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GRADUATION RECORD

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TRANSCRIPT ISSUANCE RECORD

Secure Destruction of Records

In accordance with Alexander College’s Records Management Policy, physical student files and documents (e.g., student file documents, unclaimed documents, etc.) are archived or destroyed after a predetermined period of inactivity (see “Records Retention and Disposal Guidelines” for the complete list of document retention periods and procedures).

Physical records which are eligible for disposal, according to the Guidelines, are to be securely destroyed with no possibility of resurrection.

Each department at Alexander College handles its own records disposal procedures independently, and the Office of the Registrar organizes its own shredding service approximately once every 2-3 months or when the volume of material begins to exceed our capacity to store it. We do not normally allow other departments to add their own shredding, unless agreed do by special request.

We maintain an account with Super Save shredding, which has an on-site shredding truck in the Burnaby area on Fridays only. The service is booked by the registrar or designate and is prepaid by company credit card on the account. The registrar appoints a team member to be responsible for overseeing the process on the day of the service.

Records Appeal

Decisions regarding records, including official and/or irreplaceable documents, are based on college policy and regulations. In the event of extenuating circumstances, a student may submit a request for policy exemption to the registrar, using the appropriate form. The forms are available on the college website and must be accompanied by evidence. The decision of the registrar on records appeals is final.

Death of a Student (Policy Code and Number A-23)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Introduction

In the tragic event of the death of an actively enrolled student, Alexander College will:

• Respond to the tragedy in an appropriately compassionate and sensitive manner;
• Ensure administrative procedures are carried out as carefully, efficiently, and unobtrusively as possible;
• Ensure all appropriate departments are notified and instructed to enact established procedures.

Any information regarding the death of a student actively enrolled within the previous 12 months must be immediately reported to the College’s Registrar. The registrar will be the main point of contact with the deceased student’s next of kin or executor, in accordance with BC law, and is responsible for coordinating the actions of the Response Team and preparing a package of information for the next of kin.

Response Team:

• Registrar (lead)
• Provost and/or president
• Dean of arts and sciences
• Vice-president of operations
• Director of student affairs
• Wellness counselor
• Director of campus operations
• Director of finance
• Human resources manager

Roles and Responsibilities
Registrar

• Confirms the death via documentation (Certificate of Death or confirmation letter issued by the BC Coroners Services) and establishes next of kin. Next of kin is determined in accordance with British Columbia law: www2.gov.bc.ca
• Confirms the full name, student ID, and enrolment details of the deceased.
• Prepares a Deceased Student Notification (see form “Deceased Student Notification”) and copies it to the response team, instructing each to initiate their respective roles and responsibilities, as follows:

The president or provost will:

• Prepare a written letter of condolences for the next of kin.
• Handle public relations in the event that a statement is requested by media.

The vice-president of operations:

• If the deceased was an international student, the vice-president of operations communicates with the assigned Enrolment Advisor, and discusses any special considerations related to the student’s homestay, agency, or other special circumstances.

The Registrar will:

• Communicate with the family/next of kin to determine their wishes (e.g., posthumous credentials, financials, privacy of information, etc.).
• Withdraw the student from registered courses, make the appropriate notations on the student record, notify the instructor(s) (if applicable).
• Ensure that all records pertaining to the death are included with the student file.
• Determine whether the student received financial aid through StudentAid BC. If the student received Financial Aid, provide the appropriate forms and assist the next of kin to notify StudentAid BC.
• Determine whether the student may be eligible for a posthumous credential, and if so, include this information in communication with next of kin.

Director of student affairs

• Determines what needs may arise among the student body as a result of the death, most importantly Health and Wellness Services.
• May task the Student Association or Health and Wellness team to organize an honorary event or activity on campus, make a donation in the name of the student to a registered charity, etc.

Health and Wellness Counselor

• If the student had been actively attending class(es) at the time of their passing, the counsellor may visit the student’s class(es) to share news of the student’s passing and offer bereavement services to the instructor/classmates, in accordance with privacy law and the wishes of the next of kin as communicated by the registrar. If the next of kin does not wish for news of the student’s passing to be shared with classmates, the health and wellness counselor may alternatively consider promoting general counseling services in the classroom, on–campus, and/or on social media.

The director of finance will:

• Balance any fees outstanding to $0. Any outstanding supplemental fees (e.g., library fines, or other) will be nullified.
• Fully refund any remaining tuition credit on the student account. Student Financial Services will make a refund to the payment method on file, or arrange a wire/bank transfer to the next of kin. Alternatively, a bank draft may be issued to the next of kin (or executor), made payable to the “Estate of (student name).”

The director of campus operations will:

• Determine if the deceased was assigned a locker on campus. If so, the contents are to be made available to the next of kin.

The Human resources manager will:

• Determine whether the student had been employed by the College as student worker. If the student had been employed by the College during the previous three fiscal years, Human Resources prepares income-related documents for the next of kin (e.g., T4A and/or T2202A).

Once all personnel/departments have enacted their respective responsibilities, each is required to respond by the specified deadline and include any requested information and/or documentation (e.g., tax forms, banking information forms, etc.).

The registrar compiles all the information, forms, etc., along with a letter detailing written instructions, and sends these to the next of kin by email and letter mail.

Leave from Studies (Policy Code and Number A-24)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Introduction

According to Immigration, Refugees, and Citizenship Canada (IRCC) policy, international students require a study permit to study in Canada, and must comply with the terms of the permit throughout their studies. Foremost among the terms of a study permit is the requirement to be actively pursuing studies by maintaining continuous enrolment at a Designated Learning Institution (DLI), without any unauthorized breaks in study.

By process of appeal to the college’s registrar, study permit holders in good academic standing may be eligible to take an authorized leave from studies under certain circumstances beyond their control, and still be considered actively pursuing studies during the approved period. Students must have successfully completed at least one term of full-time study prior to the term of requested leave. Authorized leave from studies may extend to a maximum of 150 days or one regular term.

Background

Reasons for requesting authorized leave from studies could include (for example):

• Medical – Critical physical or mental condition/illness
• Pregnancy/Maternity – third trimester or high-risk pregnancy, recent childbirth
• Family – critical immediate family emergency or death of an immediate family member. (For the purpose of leave from studies, immediate family includes the student’s: parent or step-parent, legal guardian, sibling or step-sibling, spouse or common law partner, child or step-child, grandparent, and in-law.)

Adequate written/documented evidence to support the request must be included and may not contain photographs or videos of a graphic nature. This information will be regarded as strictly confidential between the student and a limited number of registrar’s office staff handling the case (i.e., not shared with others or saved in the student record) unless information disclosed raises a concern for the safety of the student or others.

Students approved for a period of authorized leave by Alexander College are not required to inform IRCC, but should retain a letter of Confirmation of Authorized Leave for their own records (if proof of approval is requested by IRCC at a later date). Students approved for authorized leave must return to full-time studies in the subsequent term, and may not work during the authorized leave.

Procedure

To request authorized leave from Alexander College for up to one regular term, students are required to:

• Complete the Request for Authorized Leave from Study form [PDF].
• Attach evidence detailing the reason for the requested leave
• Submit by email registrar@alexandercollege.ca or in-person at the Registrar and Enrolment Services Counter.

Applicants will be contacted if more information is needed, and notified of the decision within 10 business days. If approved, students will be provided with a Confirmation of Authorized Leave letter.

Authorized Leave from Studies (Policy Code and Number A-24.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Registrar

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Introduction

According to Immigration, Refugees, and Citizenship Canada (IRCC) policy, international students require a study permit to study in Canada, and must comply with the terms of the permit throughout their studies. Foremost among the terms of a study permit is the requirement to be actively pursuing studies by maintaining continuous enrolment at a Designated Learning Institution (DLI), without any unauthorized breaks in study.

By process of appeal to the college’s registrar, study permit holders in good academic standing may be eligible to take an authorized leave from studies under certain circumstances beyond their control, and still be considered actively pursuing studies during the approved period. Students must have successfully completed at least one term of full-time study prior to the term of requested leave. Authorized leave from studies may extend to a maximum of 150 days or one regular term.

Background

Reasons for requesting authorized leave from studies could include (for example):

• Medical – Critical physical or mental condition/illness
• Pregnancy/Maternity – third trimester or high-risk pregnancy, recent childbirth
• Family – critical immediate family emergency or death of an immediate family member. (For the purpose of leave from studies, immediate family includes the student’s: parent or step-parent, legal guardian, sibling or step-sibling, spouse or common law partner, child or step-child, grandparent, and in-law.)

Adequate written/documented evidence to support the request must be included and may not contain photographs or videos of a graphic nature. This information will be regarded as strictly confidential between the student and a limited number of registrar’s office staff handling the case (i.e., not shared with others or saved in the student record) unless information disclosed raises a concern for the safety of the student or others.

Students approved for a period of authorized leave by Alexander College are not required to inform IRCC, but should retain a letter of Confirmation of Authorized Leave for their own records (if proof of approval is requested by IRCC at a later date). Students approved for authorized leave must return to full-time studies in the subsequent term, and may not work during the authorized leave.

Procedure

To request authorized leave from Alexander College for up to one regular term, students are required to:

• Complete the designated form..
• Attach evidence detailing the reason for the requested leave
• Submit by email to registrar@alexandercollege.ca or in-person at the Registrar and Enrolment Services Counter.

Applicants will be contacted if more information is needed, and notified of the decision within 10 business days. If approved, students will be provided with a Confirmation of Authorized Leave letter.

The decision of the registrar on authorized leave requests is final.

Governance and Leadership: Compliance with Legislative Statutes and Regulations (Policy Code and Number G-02)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs, registrar, dean, associate dean

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Student Responsibility

It is the student’s responsibility to be aware of the policies, procedures, and deadlines which are in effect at Alexander College. This information is printed in the Calendar and other publications. Questions regarding these matters may be directed to the student’s Education Advisor, or to the Office of the Registrar.

For all matters, it is considered sufficient notice by the College to mail information to a student’s address as recorded in the student information system.

It is also the student’s responsibility to attend classes regularly, to keep work up-to-date, and to complete assignments as required. Final grades are based largely on complete assignments, test, and class participation.

Students should ensure that they are available during the entire time set aside at the end of the term for formal examinations. Instructors are not obliged to schedule an alternate examination time to accommodate the student.

Student Appeals and Requests for Exam Deferral (Policy Code and Number S-02)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs, registrar

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Introduction

Alexander College explicitly incorporates the principles of natural justice in all student appeal policies and procedures. These principles safeguard fundamental rules of due process and fairness, including adequate notice, the right to be heard, and unbiased treatment. Appeal policies and procedures are printed in the College calendar and available on the College website, informing students how to deal with situations that appear unjust.

Academic Alert Appeals

See the Academic Alerts policy (S-10).

Admissions, Records, and Registration Appeals

Decisions regarding eligibility for admission and course registration, eligibility to order official documents, or to have irreplaceable documents returned are based on college policy and regulations. In the event of extenuating circumstances, a student may submit a request for policy exemption to the Registrar.

Procedure

Students who wish to appeal an admissions, records, or registration policy or procedure may do so by completing an Admissions, Records, and Registration Appeal form. The form must be accompanied by evidence (e.g., medical documents, travel itinerary, etc.). The Admissions, Records, and Registration Appeal form is available on the College website.

Exam Deferral Requests

Students may submit a formal request to defer the date of a midterm or final examination when circumstances beyond their control prevent them from attending at the scheduled exam time. The request must be in writing and must be approved by Student Advocacy.

Requests are granted only in exceptional circumstances, such as a death in the family or a medical emergency. Any requests arising from poor planning or inconvenience, such as booking a flight before the exam schedule is published or conflict with another activity, will not be approved.

The forms for requesting a Midterm Exam Deferral and Final Exam Deferral Form are available on the College website.

Student Procedure

• Complete the appropriate request form, also available from the reception desk or Student Advocacy.
• Attach documentation to provide evidence of the exam conflict.
• Attach a photocopy of the $150.00 exam deferral fee receipt. This fee is used to cover the expense of requiring an instructor to generate and grade new exam content, invigilation of the rescheduled exam, and associated administrative costs in processing the request.
• Submit the form, receipt, and supporting documents to the Student Advocacy Office.

Students are contacted about the outcome of their request once the information is assessed, and a decision is made by administration. Where requests are approved, students are given the time, date, and location of the rescheduled exam.

Grade Appeals

Students have the right to appeal grades for individual assessments while a course is in progress and to appeal the final grade for a course by requesting review of specific assessments.

Grounds for Denying or Proceeding with a Grade Appeal

Typically, a request for appeal may be denied on the following grounds:

• The appeal form is submitted past the deadline.
• The appeal form is incomplete (missing course information and/or supporting documents).
• The appeal is filed for an invalid reason.

Typically, an appeal may be pursued on the following grounds:

• The instructor did not follow the College policy, procedures, and/or timelines relating to the assignment of grades.
• The instructor did not follow the grading outline in the approved Course Syllabus distributed to students. Students must be notified in writing of any changes of substance and relevance to the Course Syllabus.
• The instructor did not provide fair treatment in relation to other students.

Grade Appeal Process

Step 1: Before pursuing the formal appeal process, all reasonable steps should be taken by the student to resolve a grade dispute by communicating with the instructor in a timely manner. Students are also advised to contact Student Advocacy for advice.

Step 2: If the concern remains unresolved and the student chooses to proceed with a grade appeal, they complete the Grade Appeal Form available on the College website or from Student Advocacy. The completed form must be submitted to Student Advocacy within 30 calendar days of grade availability. The form must be accompanied by:

• Supporting documents including evidence to support grounds for appeal.
• Receipt of a $50.00 fee payable at the front desk.

Step 3: A Student Advocacy Officer considers whether there are grounds for appeal. Where it is determined that the grounds for appeal are not met, the student is normally informed within 5 days from the date of appeal.

Where it is determined that the grounds for appeal are met, the review process is normally completed within 20 business days from the date of appeal:

• The Student Advocacy Officer requests any additional, relevant material from the student, instructor, or other parties, including all related assessment guidelines.
• The Student Advocacy Officer consults with the appropriate department head (when available) on selection of an alternate Alexander College instructor within the same subject area.
• Considering all relevant material, the alternate instructor independently re-grades the student’s assignment or exam. An original grade may be raised, lowered, or remain the same. When advisable, the department head and/or dean’s Office is consulted to make a final determination.
• The Student Advocacy Officer then communicates the result to the student, the original instructor, and the department Head. The registrar’s Office is also notified if a final grade is affected.

The grade appeal process outlined here is final.

Late Withdrawal Appeals

Late Withdrawal may be granted only in unusual circumstances beyond the student’s control (e.g., severe illness

Grade Appeals (Policy Code and Number S-02.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs, registrar

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Introduction

Alexander College explicitly incorporates the principles of natural justice into all student appeal policies and procedures. These principles safeguard fundamental rules of due process and fairness, including adequate notice, the right to be heard, and unbiased treatment. Appeal policies and procedures are printed in the College calendar and available on the College website, informing students how to deal with situations that appear unjust.

Students have the right to appeal grades for individual assessments while a course is in progress and to appeal the final grade for a course by requesting review of specific assessments.

Procedure

Step 1: Before pursuing the formal grade appeal process, students must verify the grade with the course instructor to ensure that no error has been made. Moreover, all reasonable steps possible should be taken by the student to resolve a grade dispute with the instructor before pursuing the formal appeal process. In discussing their grade with their instructor, students must not engage in grade bargaining (see Student Misconduct policy, A-08).

Step 2: If the concern remains unresolved and the student chooses to proceed with a grade appeal, they complete the Grade Appeal Form available on the College website. The completed form and all relevant evidence must be submitted to the Student Rights and Responsibilities unit within 30 calendar days of grade availability (srr@alexandercollege.ca). The form must be accompanied by:

• Supporting documents including evidence to support grounds for appeal.
• Proof of an attempt to resolve the grade issue with the instructor (e.g., screenshot of an email correspondence)
• Payment of the $50.00 grade appeal fee, which is required upon approval of the appeal.

At this step, Students may contact the Student Rights and Responsibilities unit to discuss the reasons for the appeal and the appeal process.

Step 3: A Student Rights and Responsibilities officer screens appeals to ensure completion of appeal documentation and eligibility for appeal.

A grade appeal may be forwarded for adjudication only if one of the following grounds are met:

• The instructor did not follow the College policy, procedures, and/or timelines relating to the assignment of grades.
• The instructor did not follow the grading outline in the approved Course Syllabus distributed to students. Students must be notified in writing of any changes of substance and relevance to the Course Syllabus.
• The instructor did not provide fair treatment in relation to other students.

An appeal may be closed on one of the following grounds:

• The appeal form is submitted past the deadline.
• The appeal form is incomplete (missing course information and/or supporting documents).
• The appeal does not comply with procedure and does not specify eligible grounds.

Whether it is determined that the grounds for appeal are met or not met, the student will be informed of an outcome within 30 days of submitting a complete appeal.

Step 4: The Student Rights and Responsibilities officer requests any additional, relevant material from the student, instructor, or other parties, including all related assessment guidelines.

Step 5: The Student Rights and Responsibilities officer consults with the appropriate department head (when available) on selection of an alternate Alexander College instructor within the same subject area.

Step 6: Considering all relevant material, the alternate instructor independently re-grades the student’s assignment or exam. An original grade may be raised, lowered, or remain the same. When advisable, the department head and/or deans office is consulted to make a final determination.

Step 7: The Student Rights and Responsibilities officer then communicates the result to the student, the original instructor, and the department head. The Registrar’s Office is notified if a final grade is affected.

The outcome of the grade appeal procedure is final.

Student Awards (Policy Code and Number S-03)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs

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Introduction

Alexander College acknowledges and celebrates the academic achievements of its students. This policy describes College awards and related procedures.

Academic Scholarships

In order to better recognize academic excellence within each subject area in each major term (Fall, Winter, Spring), Alexander College has established a set of Academic Scholarships to be awarded to the strongest students within each discipline.

Scholarships are awarded each major term and are each worth $1250 CAD (to be reduced to $1200 CAD starting 2022). The scholarships will be in the form of a tuition credit unless the student has no upcoming tuition payments; in such cases, the student will be provided with a cheque for the scholarship amount.

Subject Rotations

Fall term (award given in Winter):

• Norman Swartz Philosophy Scholarship
• English Scholarship
• Biology Scholarship
• Asian Studies Scholarship
• Computing Science Scholarship
• Film Studies Scholarship

Winter term (award given in Spring):

• Commerce Scholarship
• History Scholarship
• Chemistry Scholarship
• EAP Scholarship
• Psychology Scholarship
• Communications Scholarship (starting Winter 2022)

Spring term (award given in Fall):

• Physics scholarship
• Sociology Scholarship
• Peter Kennedy Economics Scholarship
• Math Scholarship
• French Scholarship

Process Followed by the Student Affairs Division

1. Dates are established for the upcoming semester:
   • First announcement via email at the beginning of the semester
   • Reminder email at the midterm point in the semester
   • Final reminder email sent prior to final exams
   • Last day to submit nominations (10 days after final exams)
   • Shortlist of nominees sent to selection committees (10 days after d.)
   • Selection committees meet and select scholarship recipient (up to 2 weeks after e.)
   • Winners announced publicly (approx. 10 days after f.)
2. The Web and Online Team are contacted to create a poster for the scholarships available in each semester. Once created, the poster on the Alexander College website page is updated.
3. The first Academic Scholarships are emailed to relevant department heads, who are asked to distribute them to instructors.
4. The poster is included with this email. The second email is sent to department heads at the midterm point in the semester.
5. The final reminder email is sent to department heads with the template on how to submit a nomination.
6. After the deadline has passed, nominations are screened to verify CGPA and ensure nominees meet credit requirements. Student Services checks for any duplications.
7. Department heads are sent a shortlist of eligible nominees with the date to have it returned by.
8. Selection committees will meet to discuss shortlist and department heads respond with their three ranked choices for the scholarship award.
9. Notification is provided to Department Heads, Dean, Student Financial Services Office, and Director of Student Affairs of the academic scholarship.
10. Recipients of the award winners are contacted via email using the academic scholarship template.
• Include the Scholarship Claim form for students is included. Student Financial Services Office and Web team are bcc’d so they can follow up with of the Scholarship winners.

Timeline

The Dean’s List and Honour Roll recipients are evaluated based on the three major terms: Fall, Winter, and Spring of each year. Recipients are notified by email of their award in the following term, after the one they were evaluated and selected for.

Dean’s List Qualifications

Selection to the Dean’s List is based upon achievement of a 4.00 or higher GPA after completion of a minimum of 12 credits in the term being evaluated.

Honour Roll Qualifications

Selection to the Honour Roll is based upon achievement of a 3.50 to 3.99 GPA after completion of a minimum of 12 credits in the term being evaluated.

Recipients List

Selection to the Honour Roll is based upon achievement of a 3.50 to 3.99 GPA after completion of a minimum of 12 credits in the term being evaluated.

Procedure

1. To access and download the Dean’s List and Honour Roll recipients list, students must log
2. After logging in, students proceed to the left hand-side of the page and click on ‘Academic Awards’ located below ‘My Profile’.
3. On the right hand-side, select the ‘term’ and ‘Dean’s List’ or ‘Honour Roll’. Once you’ve selected the list you want, click to download the Excel file. It will contain recipient information for your review.
4. Log into the AC Web Canva account. The certificate templates for both Dean’s List and Honour Roll are in Canva, under the Student Services folder. Using the Excel list, enter the recipients legal name on the corresponding certificate.
5. Download files from Canvas and upload to the Dean’s List and Honour Roll Student Services SharePoint Folder.
6. Once you have made all the certificates and printed them all out. Then you must send them directly to the Registrar to have them signed and sent back to you.
7. Once the certificates are signed, contact all the recipients individually using the email templates provided.
8. For online terms, attach the recipient’s certificate to the email.

Student ID Cards (Policy Code and Number S-04)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs and Registrar

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Introduction

Students must have a verified photo in their My AC profile to be eligible to write final exams. Physical ID cards are only required for in-person final exams and borrowing physical library materials. Students who are currently registered for the current term and who do not have a photo in their My AC profile need to fulfil the assignments in the AC Photo ID Canvas Course. Students receive their ID cards from the library.

Lost or Stolen Cards

Lost or Stolen Cards should be reported to the library. To obtain a new card a $25 replacement fee must be paid at the bookstore. Students must present the receipt at the library along with an approved form of government ID such as a Passport, BC identification Card/BC Drivers License with a photo, or Permanent Residency Card.

Replacement Cards

Replacement cards are issued at a cost of $25, tax included. To obtain a replacement card students must pay the fee at the bookstore and present the receipt at the library along with an approved form of government ID such as a Passport, BC identification Card/BC Drivers License with a photo, or Permanent Residency Card.

Expired Cards

Enrolled students can request a new student ID if their old ID has expired. Reprints for expired cards are issued for free. To obtain a replacement for an expired card students must present their expired card to the library. Students are unable to write exams with an expired card.

Examination Scheduling, Rules, and Conflicts (Policy Code and Number S-05)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs

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Introduction

Examinations are intended to measure each student’s individual knowledge and competence on a particular body of instructional material. For this policy, the term “exam” is used to identify instructor-developed mid-term and final examinations used for student assessment in College courses. This excludes informal classroom testing and externally developed tests regulated by agencies related to vocational programs.

Scheduling

For every credit course offered, the Student Affairs Division schedules final exams in the examination period at the end of each semester. All mid-term and final course exams are:

• Of a rigor, quality, and content appropriate to the level of the course and program.
• Invigilated by the instructor or designated College staff member.
• Prepared at least two weeks in advance.
• Under circumstances detailed in the SASC Handbook, exams may be reviewed by the appropriate SASC.
• Developed, distributed, scheduled, invigilated, and stored according to established procedures.

A comprehensive and consistently updated list of all exam policies and procedures can be found in the Alexander College Canvas Invigilation Training course.

Examination Rules (in person examinations)

Students must complete their exam using only their own knowledge and ability, and the materials specifically allowed for use during the exam.

All Instructors are expected to invigilate their own exam. If a class is large, it will be split for a final exam; an invigilator will be provided for the second classroom.

Invigilators are persons that supervise the exam process. It is their task to ensure that the rules are followed and that all students complete the exam in the required manner. If they observe any infraction of the rules, it is their responsibility to halt the exam for the student or students guilty of the infraction. Students are advised to avoid even the appearance of behavior that is not permitted.

If there is any missing information on an exam, an invigilator will attempt to contact the instructor. If the instructor cannot be reached at the time, an invigilator will decide on behalf of the instructor.

Instructors and invigilators may answer procedural or clarification questions during the exam.

There are ten general exam rules which are clearly posted around each campus prior to the exam period and are included on the exam schedule. These rules should be included in Course Syllabi for quick reference and referred to several times throughout the term:

1. Alexander College student ID is required to write all exams. Other ID will not be accepted.
2. No student entry after 30 minutes; nor are students are not permitted to leave the exam room for the first 30 minutes.
3. No bathroom breaks. If students leave the room during the exam, their exam will be over.
4. No cell phones or electronic devices in pockets (possession is considered cheating).
5. No jackets, hats, bags or watches. All student possessions must be placed at the front of the room.
6. Only writing supplies, approved calculators, student card and a beverage allowed on the desk. No pencil cases.
7. No sharing calculators or writing supplies.
8. Possession or use of information or materials not authorized by the instructor is cheating.
9. No talking or other communication except quiet communication with the invigilator or instructor.
10. No looking at other student’s exams – students have a responsibility not to cheat and not to appear to be cheating.

Examination Rules for Virtual Classrooms (COVID 19)

For exams conducted in virtual classrooms:

1. No student entry after 30 minutes and no leaving the exam room for the first 30 minutes.
2. Students must log in by the set examination time (rooms will be open 10 minutes prior to the start of the exam).
3. When the instructor calls “time,” students must stop writing and submit your exam.
4. Students must log out once their exam has been submitted.
5. No bathroom breaks. If students leave the room during the exam, their exam will be over.
6. Students must only use instructor-approved materials during their exams: no online searching or using other devices, books, etc. to cheat during a final exam.
7. Possession or use of unapproved information or materials not authorized by the instructor is cheating.
8. Students must not talk, text, or other communicate with anyone other than their instructor during the exam.
9. Students must always leave their camera on, be fully visible from the chest up, and be audible to the instructor
10. Only the student taking the exam may be present in the room.
11. It is students’ responsibility not to appear to be cheating.
12. Exams will be recorded as necessary to enforce this policy.
13. College Intellectual Property rules apply to the contents of this exam.
14. It is unlawful to copy, share, or otherwise distribute any part of the exam without permission from the College administration or the instructor.

Examination Time Conflicts

The Student Affairs Division resolves any exam scheduling conflicts by making alternative arrangements with instructors in cases where a student has overlapping exams (i.e., a scheduled exam conflicts with another scheduled exam), or has more than two exams scheduled in one day. Students are responsible for identifying an exam conflict, and for reporting the conflict at least two calendar weeks before the scheduled exams. Alternate arrangements can be made for the student to write an examination at a different time or date.

Examination Deferral

See Student Appeals and Request for Exam Deferral policy (S-02).

Oral Re-Examinations

For information on oral re-examination, see the Academic Alerts policy (S-10).

Examination Scheduling, Rules, and Conflicts (Policy Code and Number S-05.1)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs

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Introduction

Examinations are intended to measure each student’s individual knowledge and competence on a particular body of instructional material. For this policy, the term “exam” is used to identify instructor-developed mid-term and final examinations used for student assessment in College courses. This excludes informal classroom testing and externally developed tests regulated by agencies related to vocational programs.

Scheduling

For every credit course offered, the Student Affairs Division schedules final exams in the examination period at the end of each semester. All mid-term and final course exams are:

1. Of a rigor, quality, and content appropriate to the level of the course and program.
2. Invigilated by the instructor or designated College staff member.
3. Prepared at least two weeks in advance.
4. Under circumstances detailed in the SASC Handbook, exams may be reviewed by the appropriate SASC.
5. Developed, distributed, scheduled, invigilated, and stored according to established procedures.

A comprehensive and consistently updated list of all exam policies and procedures can be found in the Alexander College Canvas Invigilation Training course.

Examination Rules (in person examinations)

Students must complete their exam using only their own knowledge and ability, and the materials specifically allowed for use during the exam.

All Instructors are expected to invigilate their own exam. If a class is large, it will be split for a final exam; an invigilator will be provided for the second classroom.

Invigilators are persons that supervise the exam process. It is their task to ensure that the rules are followed and that all students complete the exam in the required manner. If they observe any infraction of the rules, it is their responsibility to halt the exam for the student or students guilty of the infraction. Students are advised to avoid even the appearance of behavior that is not permitted.

If there is any missing information on an exam, an invigilator will attempt to contact the instructor. If the instructor cannot be reached at the time, an invigilator will decide on behalf of the instructor.

Instructors and invigilators may answer procedural or clarification questions during the exam.

There are ten general exam rules which are clearly posted around each campus prior to the exam period and are included on the exam schedule. These rules should be included in Course Syllabi for quick reference and referred to several times throughout the term:

1. Alexander College student ID is required to write all exams. Other ID will not be accepted.
2. No student entry after 30 minutes; nor are students are not permitted to leave the exam room for the first 30 minutes.
3. No bathroom breaks. If students leave the room during the exam, their exam will be over.
4. No cell phones or electronic devices in pockets (possession is considered cheating).
5. No jackets, hats, bags or watches. All student possessions must be placed at the front of the room.
6. Only writing supplies, approved calculators, student card and a beverage allowed on the desk. No pencil cases.
7. No sharing calculators or writing supplies.
8. Possession or use of information or materials not authorized by the instructor is cheating.
9. No talking or other communication except quiet communication with the invigilator or instructor.
10. No looking at other student’s exams – students have a responsibility not to cheat and not to appear to be cheating.

Examination Rules for Virtual Classrooms (COVID 19)

For exams conducted in virtual classrooms:

1. No student entry after 30 minutes and no leaving the exam room for the first 30 minutes.
   • Students must log in by the set examination time (rooms will be open 10 minutes prior to the start of the exam).
   • When the instructor calls “time,” students must stop writing and submit your exam.
   • Students must log out once their exam has been submitted.
2. No bathroom breaks. If students leave the room during the exam, their exam will be over.
3. Students must only use instructor-approved materials during their exams: no online searching or using other devices, books, etc. to cheat during a final exam.
   • Possession or use of unapproved information or materials not authorized by the instructor is cheating.
4. Students must not talk, text, or other communicate with anyone other than their instructor during the exam.
5. Students must always leave their camera on, be fully visible from the chest up, and be audible to the instructor
6. Only the student taking the exam may be present in the room.
7. It is students’ responsibility not to appear to be cheating.
8. Exams will be recorded as necessary to enforce this policy.
9. College Intellectual Property rules apply to the contents of this exam.
   • It is unlawful to copy, share, or otherwise distribute any part of the exam without permission from the College administration or the instructor.

Examination Time Conflicts

The Office of Students Rights and Responsibilities resolves any exam scheduling conflicts by making alternative arrangements with instructors in cases where a student has overlapping exams (i.e., a scheduled exam conflicts with another scheduled exam), or has more than two exams scheduled in one day. Students are responsible for identifying an exam conflict, and for reporting the conflict at least two calendar weeks before the scheduled exams. Alternate arrangements can be made for the student to write an examination at a different time or date.

Examination Deferral Requests

Students may submit a formal request to defer the date of a midterm or final examination when circumstances beyond their control prevent them from attending at the scheduled exam time. The request must be in writing and must be approved by Student Rights and Responsibilities.

Requests are granted only in exceptional circumstances, such as a death in the family or a medical emergency. Any requests arising from poor planning or inconvenience, such as booking a flight before the exam schedule is published or conflict with another activity, will not be approved.

The forms for requesting a Midterm Exam Deferral and Final Exam Deferral Form are available on the College website.

Student Procedure

To request an exam deferral, students must:

• Check the Course Syllabus on Exam Deferrals and Make-up exams
• Complete the appropriate exam deferral request form
• Gather supporting documentation
• Submit the completed request form and supporting documents to the Student Rights and Responsibilities unit
• Upon approval of the request, pay the $150.00 deferral fee (per exam)

Students are contacted about the outcome of their request once the information is assessed, and a decision is made by the Office of Student Rights and Responsibilities. Where requests are approved, students are given the time, date, and location of the rescheduled exam.

Decisions made by the Office of Student Rights and Responsibilities on exam deferral requests are final.

Oral Re-Examinations

For information on oral re-examination, see the Academic Alerts policy (S-10).

Accommodation for Disabilities (Policy Code and Number S-06)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs

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Introduction

The College recognizes its moral and legal duty to provide academic accommodation to students with a disability. The goal of academic accommodation is to remove barriers to learning, enabling students to access College services, programs, and facilities, and to welcome all students as participating members of the College community.

Academic accommodation supports fair and consistent treatment of all students, including students with a disability, in accordance with their distinct needs, and in a manner consistent with academic policies and principles of natural justice.

The College provides academic accommodation to students with disabilities in accordance with the Human Rights Code (BC) and the Canadian Charter of Rights and Freedoms. Provision of academic accommodation shall not lower the academic standards of the College and does not exempt the student from evaluation or from the need to meet essential learning outcomes.

Students who have a disability or medical/psychological concern (e.g., a chronic illness) that may affect their attendance or participation in class must establish their need for accommodation with the Director of Student Affairs by the end of the third week of the term. If the student does not notify the administration in time, accommodations may not be granted for the student during that term.

Each student applying for accommodation will be considered individually, on a case-by-case basis, with respect and confidentiality. Instructors will make provisions as mutually agreed upon by themselves and the student.

Examples of Accommodations offered by Alexander College include but are in no way limited to:

• Providing a note taker in class
• Allowing for extra time on exams, tests, and quizzes
• Providing adaptive technologies to help you in class (for hearing, vision, mobility, etc.)
• Offering 1:1 tutoring services
• Ensuring exemption from formal attendance requirements / tardiness
• Providing a separate, isolated location for the purpose of examination

Student Bereavement (S-07)

College-Protected Document: Changes to be initiated by policy manager(s)

Policy Manager(s): Director of student affairs

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Introduction

Alexander College acknowledges that losing a family member or close relative can impact a student emotionally and affect their academic standing. To promote student well-being, the College has developed the Bereavement Policy to grant emergency leave immediately following the death of a close relation. The intention of this policy is to allow time for students to deal with their grief and bereavement and/or attend funeral services. This policy is enacted using the Bereavement Leave Request Form, which can be accessed by students through the College website or at the front desk.

Definitions:

1. Bereavement leave – a short, planned absence from classes and academic responsibility.
2. Group work – when an assignment in a course involves the bereaved student and at least one other student in the course.
3. Missed academic work – assignments, quizzes or tests/exams that the student would otherwise be responsible for if not using the Bereavement Policy.
4. Significant relationships can include:
   • spouse/domestic partner/significant other
   • parents/step-parents or legal guardians
   • children
   • siblings
   • roommate (with evidence of relationship)
   • grandparents
   • legal in-laws
   • aunts/uncles/cousins

If a student loses a family member or friend not covered in this policy, the Bereavement Policy may be considered on a case-by-case basis by the director of student affairs. Consideration for bereavement leave may also be given if a family member is terminally ill or in palliative care. These instances will also be considered on a case-by-case basis.

Notification

Students using the Bereavement Policy must notify the director of student affairs in writing, using the Bereavement Request Form to inform them that they will be requesting a leave. Notification must be made within one week of the death occurring (at the onset of the mourning period). Exceptions may be made on a case-by-case basis.

The director of student affairs or the health and wellness counsellor, if applicable, will provide a written notice to the student’s instructors, regarding the student using the Bereavement Policy. The notice will remind instructors that it is the student’s right to make up missed work.If the student is involved in group work/projects, the instructor will inform at least one group member that the student is taking an approved bereavement leave.

General Terms and Conditions

With the appropriate notification as described above, students who choose to use the Bereavement Policy will be permitted up to 3 – 5 consecutive days of absence from class (not including weekends or holidays). The length of time granted may be dependent on the nature of the course and based on the number of classes per term.

Travel days for attending funeral services or spending time with family may be granted with proof from the student that travel has been booked (i.e., an airline ticket in the student’s name). Students may have up to four more calendar days allowed for international travel. If more than four travel days are needed, this can be addressed on a case-by-case basis with the director of student affairs, where applicable.

Faculty and staff should be sensitive to and accommodate the needs of the bereaved students. Students who miss days of school due to using the Bereavement Policy should be given the opportunity to make up any missed assignments/tests/exams and other required work from their instructors. Work assigned during that absence should not be subjected to grade penalties, given that they are completed in a reasonable amount of time, and all efforts should be made to accommodate extensions for assignments in progress (i.e., research/term papers and essays).

The student is responsible for communicating with the instructor to make arrangements to complete coursework, including tests and exams.

Proof of Death

Students using the Bereavement Policy must produce proof regarding the death of their loved one. Proof must be submitted to the Director of Student Affairs within 2 weeks (14 calendar days) of submitting their Bereavement Request Form. Failure to provide proof will result in unexcused absences. Providing false documents or misleading information is treated as Academic Dishonesty, which will be dealt with seriously by the College.

Documentation of death includes:

• An obituary notice online or from a newspaper
• A copy of death certificate (with legal translations if required)
• Program from funeral/services
• Signed letter from funeral home

If any clarification is required between instructors and students in relation to the Bereavement Policy, the Director of Student Affairs will be responsible for handling student appeals and/or adjudicating the situation.

The College recognizes that grief impacts every student uniquely, and that some students may require more time to attend to their emotional health than the Bereavement Policy allows. Students should use their discretion about how to best address their academics through course drops or withdrawals. Counselling services are also available through the College for any student experiencing grief.