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Academic Policies and Procedures

Freedom of Information and Protection of Privacy

Camosun College gathers and maintains information used for the purpose of admission, registration and other activities related to being a member of the Camosun College community and attending a post-secondary institution in British Columbia.

In signing an application for admission, all applicants are advised that both the personal information they provide and any other personal information placed into the student record will be protected and used or disclosed in compliance with the Freedom of Information and Protection of Privacy Act.

Further, the information is used for administrative and statistical research purposes of the college and/or the ministries or agencies of the Government of British Columbia and the Government of Canada. The information will be protected, used, and disclosed in compliance with the College and Institute Act and the Freedom of information and Privacy Act. Camosun College may be required to disclose a student's personal information in the case of compelling circumstances where there is a risk to the health and safety of the student or of others.

Prior Learning Assessment (PLA) Policy

Standards of Academic Progress

Each school has standards of academic progress that students should familiarize themselves with upon enrolment in a program or course. These Standards of Academic Progress statements can be found in each school's chapter. For further information on the Camosun College Academic Progress Policy, click here.

Student Evaluation Procedure

Each college instructor will provide each student in his/her class with a course outline which includes the evaluation process during the first meeting with that class. If a final examination will be used as a part of the formal evaluation, it must be specifically identified at this time.

Grade Changes

There are special circumstances for which grades can be changed (e.g., when there has been a grade appeal or in the case where an "I" grade has been assigned awaiting completion of outstanding requirements).

Other than in the case of an "I", grade changes after initial submission by instructors require approval of the Dean.

"I" grades will be accompanied by a form which describes the outstanding requirements for course completion. The instructor will provide a copy of this form to the student and the school office. Any "I" grade that has not been changed after the six-week period will be converted to an "F" grade. Extensions to this six-week period will be considered only for exceptional reasons and will require written approval of the Dean.

Promotion

In most cases a "C" or "COM" grade is required to move to the next level of study. However, some programs and/or courses require a higher level of achievement before a student can progress. Where a higher level of achievement is required it will be clearly outlined in the Course Descriptions on the Camosun College website.

A grade point average (GPA) of 2.0 is normally required to graduate from a Camosun College program. Where a higher GPA is required for graduation, it will be published on the appropriate program page of the Camosun College website.

Grade Notification

Students with a Camlink account will be able to check their grades online using Camlink.

Note: If students are unable to access their grades via the web, a restriction may have been placed on their student record. See the "Student File Restrictions" section, and contact Student Services for further information.

Final Examinations

All final exams will occur during the final exam period. Students are expected to write tests and final examinations at the scheduled time and place. Final exam schedules will be posted. Where possible, students will write no more than two final examinations on the same day.

Where a student has more than two final exams scheduled on one day, the student is to contact the instructor(s) to discuss alternate arrangements.

In emergency circumstances, a student may write a test or final examination before or after the scheduled time if the student would otherwise be unable to complete the program or course. Exceptions due to emergency circumstances, such as unavoidable employment commitments, health problems, or unavoidable family crises, require the approval of the appropriate instructor. Holidays or scheduled flights are not considered to be emergencies. The student may be required to provide verification of the emergency circumstance.

Invigilators will inform students of any rule which may apply to the conduct of a specific examination. This may include, but is not limited to, rules for the following:

  • the consumption of food or beverages within the final examination room;
  • late entry to the final examination room thirty minutes after the scheduled commencement of the examination; • students leaving during the first 30 minutes of the examination;
  • the use of calculators, cell phones, terminals or other information-processing devices;
  • the access to washroom facilities during the final examination;
  • the use of supplementary books, manuals or reference sources;
  • the use of previously completed course material, studio or shop projects or experiments; and,
  • the provision of special arrangements for any disabled students.

Retention of Records

All instructors' records of all student marks (e.g., marks, books, breakdowns of marks) shall be retained by the instructional area for 12 months after the conclusion of a course. Final examination papers are the property of Camosun College. For the purposes of appeal, all major examination papers or assignments not returned to students must be retained by the instruction area for 12 months after the submission of the final grade.

All students will be given the opportunity to review their final examination papers, but the ultimate disposal of both the examinations and completed papers is the sole responsibility of the appropriate department and/or faculty member. All instructors using a common examination must agree if these documents are to be returned to the students.

Academic Progress Policy

Student Conduct Policy

Student Appeals Policy

Student Penalties and Fines Policy

Withdrawal Policy

Forms

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Admissions Policies and Procedures

Program Admission

Applicants must be deemed qualified in order to be admitted into a program. Current students receive provisional application status when:

  • enrolled at Camosun College;
  • completing the academic admission requirements to their chosen program and they will complete the necessary course(s) two months prior to the program start;
  • all non-academic admission requirements to the program have been met.

How to Apply

Admission Requirements

For high school graduates 2007 onward, Camosun will not require BC provincial exam grades for courses in which the exams are optional for BC high school graduation. The only BC provincial exam mark Camosun requires for high school graduates 2007 onwards is English 12, or equivalent. (Home schooled students can write either the provincial exam for English 12, or English 12 First Peoples (EFP 12), or equivalent, or our English assessment). For all other admission requirements (math, biology, chemistry, physics), the provincial exam mark is optional. We will accept the higher of the exam/final or final grade only. For applicants who have completed the BC Adult Graduation Diploma program, provincial exams are not required.

For high school graduates between 1984-2006, provincial exams are required and will be used for admission and prerequisite requirements.

Baccalaureate and Advanced Placement

Camosun College generally grants credit for International Baccalaureate and Advanced Placement subjects. Official documents outlining the courses and grades completed in these programs must be submitted and are subject to the processes as outlined in the "Assessment of Transfer Credit" section.

Admission Process

Applications are processed in order of receipt, and are reviewed to:

  • ensure application fee is paid, if required;
  • ensure applications are complete;
  • determine applicant satisfies the college's Admission Policy; and
  • determine admission requirements have been submitted and have been met.

Complete applications are processed on a first-qualified, first-served basis. Applications with incomplete documentation will become inactive, and must be resubmitted if the required documentation is not received within 12 months.

Acceptance of an application does not guarantee admission to a program or course. Seat offers in programs and courses are based on space availability.

Official notification of the status of an application will be mailed within four weeks of receiving the application. Written notification will include any further steps the applicant must complete and the associated deadline(s). It is the applicant's responsibility to ensure deadlines are met.

While Camosun College will make every attempt to provide realistic deadlines, the college cannot accept any responsibility for delays resulting from Canada Post.

For information on International Education Applications, please contact Camosun College International.

Student Status

New Students

A new student is one who submits an application and has never attended the college.

Returning Students

A student who has experienced an enrolment break of greater than 12 months (from the month of his or her last attendance to the month of his or her return to the college) needs to submit a new application and application fee.

Continuing Students

A continuing student is one who is registered in the current academic year and will continue to take classes in the same program in the next academic year; there is no need to reapply.

Seat Deferral

Applicants who are unable to accept a seat offer may defer their space one time within 12 months. One seat deferral per program is granted. Deferrals will be granted only when the request is received prior to the start date of the program.

Requests for deferrals received after the program start date will not be granted. A new application must be submitted to be processed and the applicant will be placed on the Applicant list as of this date.

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Fees and Financial Policies and Procedures

Application Fee

A nonrefundable application fee of $39.41 per application for domestic students is required.* Please note that incomplete or inadmissible applications will be held for up to 12 months pending receipt of documentation, and the nonrefundable application fee will be retained.

*Course Audit - General Interest students are exempt from paying the application fee.

Registration Deposit

All students (except Apprentice, Audit – General Interest) are required to pay a nonrefundable registration deposit of $175 for each registration period. This deposit must be paid:

  • at least one week prior to their registration day; OR
  • according to deadlines provided by Registration when confirming acceptance into a program.

The nonrefundable registration deposit is not an additional fee. It is tuition and applies to the total fees payable for that academic term with the balance of fees payable according to published fee deadlines. The deposit must be paid prior to registration.

Continuing Education

Most Continuing Education (CE) certificate programs require a nonrefundable registration deposit of $500 due and payable upon acceptance into the program.

The nonrefundable registration deposit is not an additional fee. It is tuition and applies to the total fees payable for that academic term with the balance of fees payable according to published fee deadlines. Failure to pay the registration deposit will result in forfeiting the seat.

International Education

Visit the Camosun International website for specific information on international fees.

Tuition Fees and Payment

Rates are effective September each year and are subject to change. Tuition rates are approved annually and changes will take effect September 1. See each program page and the course fee listings for details.

Program and Course Fees

Camosun calculates course tuition based on a cost-per-hour calculation. Course hours are referenced in the course description for each course. For the purpose of assigning tuition rate (cost-per-course hour equivalent), programs with similar operating features are grouped into categories. Fees vary by course and by program. A complete listing of course fees is available on the Camosun website.

  • Non-profile courses: These courses are not funded by the Ministry and have a set rate.
  • Self-paced programs: Tuition fee rates will be set on the basis of weeks of full-time attendance.

Apprenticeship

Tuition fees are applicable to the year in which the apprentice course occurs.

Fees are due at least 60 days prior to start date. Students who withdraw at least 60 days prior to start date will receive a full tuition refund. Students who withdraw 30-60 days prior to start date will receive tuition refund minus $175. Students who withdraw within 30 days of program start or after program start will not receive a refund of tuition.

Continuing Education

Continuing Education (CE) fees are due and payable upon registration. For some programs, tuition fees may be paid in instalments. The balance of fees is due by the published fee deadlines for each program. Tuition fee deadlines are published in the CE calendar and in specific program information brochures and sheets. Some course fees are subject to GST. Failure to pay by the deadline will result in withdrawal from the program.

A complete listing of the current CE courses is available on the college website.

Co-operative Education/Internships/Work Terms

Tuition for Co-operative education and internship work terms is calculated by the duration of the work term.

Non-co-op work terms are a required element of the Bachelor of Business Administration. The tuition is set at a flat rate equivalent to two thirds of the rate for the four-month co-op work term.

The balance of tuition is due in full 14 days after the start of the semester/quarter in which the work term takes place.

Course Audit – General Interest

Members of the community can audit credit courses for half the tuition, plus Student Society Fees and Levies. Course fees are due according to the published fee deadlines for each term, for both new and current students.

International Education

A complete listing of the current tuition for international students studying at Camosun is available on the college website.

Student Society Fees and Levies

Rates are effective September each year and may be subject to change. Student Society (CCSS) fees and levies are approved annually and changes will take effect in September.

Fee Deadlines

Fees are due according to published deadlines in the Important Dates calendar, timetables and/or in correspondence from the Registration office.

Late Payment Fee

It is a student's responsibility to pay fees by the fee payment deadline. Failure to pay fees by the deadline will result in a late payment fee being assessed according to the amount of fees owing. The late payment fee will be assessed as follows:

Amount Owing Late Payment Fee
Less than $50 None
$50 to $499 $50
Greater than $500 $100

Non-payment of fees will also result in a restriction being placed on the student file.

Payment Methods

Direct Payment

Payment may be made via online banking, debit cards/Interac, cheque/money order, and cash. Post-dated cheques will not be accepted. Credit cards are no longer accepted for domestic fees (except for the application fee, registration deposit, and tuition for Continuing Education courses).

Sponsorship

If fees are paid by a sponsoring agency, a fully completed and authorized 'Sponsor Agency Approval for Fees' form must be submitted by the fee payment deadline. It is the student's responsibility to obtain a valid sponsorship for any/all sessions.

Students should be aware that sponsor agencies may require considerable lead-time to approve sponsorship. It is the student's responsibility to confirm with the sponsor whether the extended health and/ or dental plan will be sponsored. If the sponsorship does not include the premiums for the Student Benefits Plan, the student is required to opt out or pay the assessed fees by the published fee deadlines.

The sponsor agency will be sent an invoice by the college Finance office after the tuition fee deadline.

Passport to Education

The Provincial Passport to Education (awarded to secondary school students) may be applied towards the payment of tuition fees for academic, career or vocational programs/courses at Camosun College. Please note that the Passport to Education must be used within five years (of June 30) of the year of issue. Refer to expiry dates printed on the passport.

Registration Deposit Transfers

  • The nonrefundable registration deposit is transferable:
    • between programs within the same term, when multiple program offers are provided. This includes the transfer to a Continuing Education certificate program. The request must be received prior to the program start date; or,
    • as a one-time transfer to the next possible intake of a student's program (within 12 months). The request must be received prior to the program start date; or,
    • when an applicant/student has requested a Seat Deferral (according to the guidelines outlined in the Seat Deferral section). Seat Deferrals will be granted only when the request is received prior to the start date of the program.
    • Students must notify Student Services prior to the start of the program/term/semester if they would like their deposit transferred.

Co-operative Education/Internship

In some cases, the nonrefundable registration deposit may be transferred to the next term if it cannot be applied towards a course in the current term.

Fee Refunds

Application and Assessment

Application fees and assessment fees will not be refunded.

Registration Deposit

The registration deposit is nonrefundable, except in the following circumstance:

  • Fully Refunded: A full refund of the registration deposit is issued when a student is still waitlisted for all classes on the day following the fee deadline
  • Co-operative Education/Internship: Students who do not register in either a work term or courses should see the Co-operative Education and Student Employment office for potential refund options of the Registration Deposit.

Tuition Fee Refunds

To receive a refund, students must officially withdraw from a course or program according to the following timelines.

  • Courses that span a period of 62 calendar days or less in length: Students must officially withdraw within seven (7) calendar days following the first day of the term.* Fees will be refunded less the nonrefundable registration deposit.
  • Courses that span a period of more than 62 calendar days in length: Students must officially withdraw within 14 calendar days following the first day of the term.* Fees will be refunded less the nonrefundable registration deposit.

* For courses that start outside of the term start week, the seven or 14 days are calculated based upon the course start date.

Continuing Education

Refund policies vary due to the nature of these programs and courses. Students should consult the Continuing Education calendar for further details. A special refund policy is in place for some credentialed CE programs. For more information, click here.

Co-operative Education/Internship

Co-op students unable to secure a placement will be eligible for a tuition refund. Students who are unplaced for a work term must obtain a signed withdrawal form obtainable from the Co-operative Education and Student Employment office, and present it to Registration. This form must be submitted no later than five days after the last possible day to start a work term in order for students to receive a refund of the Co-op/Internship tuition. No refund will be given following the withdrawal deadline of five days after the last possible day to begin a work term.

Course Audit

There is no tuition refund after the fee deadline.

International Education

Refer to the International website for the international student refund policy.

Medical/Compassionate Withdrawals

Students who have medical or compassionate circumstances may apply for consideration of a late withdrawal (a grade change), or a tuition refund. Late withdrawal and refund requests will normally only be approved prior to the beginning of the next term. See the forms page.

Self-paced Programs and Courses

It is possible for students to complete the course material early for some self-paced trades (Electrical, Plumbing, Welding) and self-paced School of Access courses (English Language Development, and Academic Upgrading Foundations) before the scheduled end of the course. In the case of early completion for these students, tuition for the entire unused weeks and Camosun College Student Society fees for the total unused months will be refunded.

Student Society Fees and Levies (Ancillary) Refunds

Refunds of Student Society fees and levies* are not provided after published fee deadlines.

* Early completers in self-paced vocational and access programs will be eligible for refund for those months of Camosun College Student Society fees which they have paid for full months not in attendance.

Note: In the case of the Student Benefit fee, students who drop below full-time status prior to the opt-out date will be refunded their Student Benefit fee.

Sponsored Students

Sponsored students are advised that refunds will be provided to the sponsoring agency.

Miscellaneous Fees and Charges

Note: Fees are subject to change. For updates, check the college website.

Fee 2014/15 Rate 2015/16 Rate
Application Fee $38.64 $39.41
Courier Service: Within Canada $20 $20
Courier Service: To USA $30 $30
Courier Service: International $50 $50
Criminal Record Check $50 $50
Criminal Record Check Duplicate Results Letter $10 $10
Duplicate Credentials $10 $10
Duplicate Registration Receipt $5 $5
Duplicate Tax Forms (T2202A) $5 $5
Letter/Verification of Enrolment $10 $10
NSF Charge $20 $20
Transcript Fee: Online (Camlink) $10 $10
Transcript Fee: In-person/by mail $20 $20
Transcript Fee: In person - Rush $30 $30
Transcript Fee: Fax and Mail (additional cost per transcript) $3 $3
Assessment Test $10 $30
Computer Skills Assessment $20 $20
External Testing $35 $35
Keyboarding Assessments $25 $29
Out-of-Town Assessments (single) $20 $20
Out-of-Town Assessments (two) $30 $30
Transcript Evaluation Fee: Per transcript, within BC $50 $50
Transcript Evaluation Fee: Per transcript, within Canada $80 $80
Transcript Evaluation Fee: Per transcript, outside Canada $100 $100
Replacement Photo ID $15 $15

Dishonoured Cheques and Credit Cards

The consequences of issuing a dishonoured cheque or credit card rest entirely on the student. Students who realize a cheque issued to the college may be returned for any reason should, for their own interest, contact the college's Finance office immediately. All issuers of dishonoured cheques or credit cards to the college will be charged for each dishonoured cheque (or credit card).

If a cheque or credit card issued to the college is returned by the financial institution to the college, the following will happen:

  • The college will mail a dishonoured cheque or credit card advice to the student at the address on record in the student's registration file;
  • A dishonoured cheque or credit card is to be redeemed within five working days of the date of the written advice. The student remains liable for the transaction. The college will take all legal steps necessary to recover such debts;
  • Students who have unsettled dishonoured cheque or credit card debts owing to the college will not be permitted to register again at the college until such debts plus all related costs assessed by the college have been satisfactorily settled;
  • Students who redeem a dishonoured cheque or credit card will be assessed the normal tuition amounts applicable. (There will be no tuition penalty; however, the dishonoured cheque/credit card fee will not be waived or cancelled.) Such students, however, cannot be guaranteed seats. Course seats may be filled immediately as they are vacated. Issuing a dishonoured cheque may therefore prevent students from getting a seat(s) in the course they want;
  • The college reserves the right to ask that dishonoured cheques or credit cards be redeemed in cash, by money order, by bank certified cheque or by bank debit card; and,
  • The college reserves the right to refuse to accept payment by cheque or credit card from anyone who has tendered two cheques or credit cards to the college which have been returned by the bank.

Student File Restrictions

Students will be restricted from registration and other services in the event a restriction has been placed on a student file. File restrictions are due to a financial obligation to the college, and are initiated by the affected department.

A restriction will be placed on a student file for the following reasons:

  • An application to the college where the applicant has declared permanent resident status but has not provided proof of this status (Admissions);
  • The submission of a dishonoured cheque or credit card for payment of fees (Finance office);
  • The submission of a dishonoured credit card for payment of books (Bookstore);
  • The non-return of library books or the non-payment of library fines (Library/Media Centre);
  • The submission of a dishonoured cheque or credit card for payment of library fines (Finance office);
  • The submission of a dishonoured cheque or credit card for payment of Child Care fees (Finance office/Child Care); and,
  • The non-payment of fees, including Camosun College Student Society fees (Registration office).

Student Services will not undertake any transactions until the restriction has been removed by the department involved, nor will it be responsible for any consequences that result from the restriction. The consequences affect the issuing of official transcripts, registration services (including web registration), processing applications for admission, and receipt of other college services. Course withdrawals up until and including the last day to withdraw, payment transactions and tax receipts are exceptions.

Tax Receipts

T4A Tax Receipts

A T4A for tax purposes is issued in February of each year and is mailed to the address on record. This tax receipt will provide the cumulative amount of all ABESAP, Canada Study Grants for high-need, part-time students, bursaries, and scholarships, Passport to Education or other awards received by students.

Tuition/T2202A Tax Receipts

For income tax purposes, T2202As will be available on Camlink commencing the 3rd week in February for the previous calendar year. Previous taxation years are also available for students on Camlink if required.

Students enrolled in qualifying programs may also be eligible to claim an education amount for full or part-time enrolment. Students may consult Canada Revenue Agency for detailed information pertaining to their claims.

U-Pass (Bus Passes)

U-Pass fees may be claimed on your personal income tax return. The amount that each student may claim is available on Camlink>Financial Information>Fee and Payment Details. Refer to Canada Revenue Agency for additional information.

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Registration Policies and Procedures

Student Responsibility

Students are responsible for the accuracy and completeness of their program at Camosun College. They must:

  • ensure the Registration Department has proof of prerequisites on file for each course registration;
  • ensure they meet the prerequisite requirements for courses in which they enrol, and in the event requirements are not met, they must withdraw from the course or may be withdrawn;
  • check the accuracy of their registration;
  • ensure that the selected courses are appropriate to their final goal;
  • determine if the selected courses will meet requirements for graduation at Camosun College or transfer to another institution (if required to meet the students' future educational goals);
  • ensure fees are paid by published deadlines;
  • ensure they withdraw from courses by published deadlines; and,
  • ensure the Registration Department has their current mailing and email address and phone numbers on file at all times.
  • ensure their complete high school records (usually Grades 10, 11 and 12) and any post-secondary records are on file prior to registration in classes.

Students planning to transfer from Camosun College to another post-secondary educational institution are advised to consult with the institution to which they are transferring in order to confirm suitability of their courses and gather information on quotas, grade point averages (GPA) or other admission requirements.

Attendance

It is each student's responsibility to attend the first class meeting of each course. If a student does not attend and does not contact the instructor within two working days following the first class with a satisfactory explanation, admittance to the course may be denied.

If a student does not attend classes and does not officially withdraw (via Camlink or Student Services) prior to fee deadlines, they will be required to pay all outstanding fees, will receive no further service until the fees are paid, and may receive an "F" grade.

Compassionate Leave of Absence

If there is a death of an immediate family member and a student has to be absent from classes, the student should notify the college by contacting the education school offering the program or course. School phone numbers are listed at the beginning of each school chapter in this calendar.

If a student does not attend classes and does not officially withdraw (via Camlink or Student Services) on or before fee deadlines, he or she will be required to pay all outstanding fees, will receive no further service until the fees are paid, and may receive an "F" grade.

Full-Time Enrolment

There are many different guidelines for determining whether a student is a "full-time" student. Camosun College's definition of full time is that the student be enrolled in at least 60% of a full-time course load for his or her program of studies. (This measure is used to support eligibility for financial aid.) Some external agencies may set different requirements and guidelines (e.g., Canada Customs and Revenue requires students to be enrolled in a minimum of 10 hours per week).

Registration Process

Camlink

Camosun College uses a web-based registration system called Camlink. Camlink provides services for students to check available course offerings and timetables, self-register in classes, pay fees, view grades, update personal contact information, and provides information relevant to each registration period.

Students who are required to register in courses using Camlink will be provided access and instructions on using Camlink prior to their first registration period.

Students who are not required to use Camlink will be notified.

Web Declare

Web Declare is used by continuing students to inform the college they plan to return to study in the upcoming semester or term.

This process also provides students with their registration date.

Registration Deposit (Non-refundable)

Note: For information on International Education Applications, please see the Camosun International website.

For each academic session, most new and continuing students are required to pay a $175 non-refundable registration deposit:

  • at least one week prior to their registration date; OR
  • according to deadlines provided by the Registration Department to confirm acceptance into a credit program.

This registration deposit is not an additional fee. It will be applied to the total fees for that academic period.

Note: Payment of a registration deposit does not guarantee entry to courses as this is dependent upon academic prerequisites and upon the availability of seats.

Registration Priority

For some college programs, it is necessary to assign different registration dates to students needing the same courses. The following guidelines direct this process:

  • Continuing students generally have registration priority;
  • Priority for continuing students may be established by number of credits successfully completed and successful academic standing;
  • The college reserves the right to register new and returning students before continuing students who fail to demonstrate satisfactory academic progress.
  • For most career programs, full-time students have a priority for registration over part-time students.

Course Prerequisite Assessments

Course prerequisite assessments can occur when a Chair, Coordinator or designate ascertains a learner can enter a course without meeting the defined prerequisites. If approved, the Chair, Coordinator or designate will provide the learner with a signed Prerequisite Waiver form to present to the Registration Department. Course prerequisite assessments are course-and term-specific and do not provide entry to other courses with the same prerequisite.

Auditing Courses

Course Audit – General Interest

Course Audit — General Interest registration is for those individuals who are interested in taking a credit course for general interest only, and who have no intention of completing course work or writing exams for the audited course. Students auditing a course for general interest only:

  • Will apply and register from the first day of class until the fee deadline, and only with instructor permission. Apply using the Audit Application form.
  • An instructor may sign an Audit Application form if space is available after waitlisted students have been served;
  • Will pay 50% of the course tuition plus ancillary fees;
  • Will not have to satisfy course prerequisites;
  • Will be expected to attend classes regularly. No assignments are expected, no examinations are written;
  • Cannot use audited courses as credits for student loan purposes;
  • Cannot be changed to credit (enrolled status);
  • Are not assigned a grade other than "AUD";
  • Cannot use an "AUD" grade as a prerequisite for other courses; and,
  • An "AUD" grade is not calculated in GPA.

Course Audit – Students Currently Enrolled in Credit Courses

An audit student is one who participates in a credit course while concurrently enrolled in other credit classes. Current students auditing courses must be aware of the following requirements:

  • Will register between the first day of class until the fee deadline, and only with instructor permission.
  • An instructor may sign a Permission to Audit form if space is available after waitlisted students have been served;
  • Will be expected to attend classes regularly. No assignments are expected, no examinations are written;
  • Will pay 50% of the tuition for the audit course (applicable until fee deadline); However, if changing from registered to audit status after the fee deadline, full tuition fees will be applied;
  • Enrolled students can change to audit during the first 66% of the semester/ term/quarter with instructor permission. An authorized 'Permission to Audit' form must be submitted to the Student Records Department;
  • Cannot use audited courses as credits for student loan purposes;
  • Cannot use audited courses as credits for student loan purposes;
  • Are assigned a grade "AUD";
  • Cannot use an "AUD" grade as a prerequisite for other courses; and,
  • An "AUD" grade is not calculated in GPA.

Course Wait Lists

In the event that a preferred course is full, students should:

  • select an alternate section (time/day);
  • select an alternate course; or,
  • waitlist for the preferred course and section.

Course Wait List Procedure

Students in college preparatory and university transfer courses, associate degrees, bachelor and specified part-time career programs will be automatically enrolled from wait lists until midnight of the day prior to when the semester or term commences, if seats become available, prerequisites are met, and the waitlisted course does not conflict with enrolled courses.

Students should not waitlist for a different section of a course in which they are registered. Should this occur, they will not be registered in the waitlisted section. Students who waitlist in more than one section of the same course will be offered a seat (if available) in only one section.

During the first week of classes, waitlisted students should attend the classes for which they are waitlisted. If there is space, instructors may sign a Permission to Register form (PTR). PTR forms will not be issued or accepted until the first day of classes, and will be accepted only up to the fee deadline for the term.

In order to enrol in the class you must drop off the completed Permission to Register form in the BLUE Student Service drop boxes located at either campus:

  • Lansdowne:  Main floor of the Dawson or Fisher buildings
  • Interurban:  2nd floor of Liz Ashton Campus Centre

If the form is dropped off:

  • prior to 12 noon you will be able to register online (CAMLINK) after 4pm the same business day
  • after 12 noon you will be able to register online (CAMLINK) after 11am the next business day

Permission to Register forms will be accepted up until 12 noon the day of fee deadline.

Changes in Registration

Students should refer to the college's refund policy in the Fees and Financial Policies and Procedures.

Adding and Changing Courses

Regular online course registration will cease at midnight of the day prior to when the semester or term commences. From the first day of class to the published fee deadline, courses can be added only with permission of the instructor and submission of a completed Permission to Register form.

In rare cases, a student may be added to a course after the fee deadline; however, a 'Request to Add or Drop Course After Fee Deadline' form must be authorized by both the instructor and the Dean.

Exception: Academic Upgrading Foundation level courses may accept students up to two months after the start of classes, with permission of the school.

Dropping or changing courses may negatively affect completion of Camosun programs or transfer to university. Students are recommended to assess the impact of adding/changing courses. Students may wish to consult with Academic Advisors or program Chairs.

Dropping or changing courses and/or programs during the academic year may jeopardize students' eligibility to continue to receive financial aid during that year. It is imperative that students receiving assistance consult the Financial Aid and Awards office before any drop or change of course(s) or program.

Withdrawing from Programs and Courses

Camosun College recognizes that students may need to withdraw from course(s). Financial and/or academic penalties for course withdrawals may be imposed depending on whether students withdraw before or after the fee deadline or course withdrawal deadline.

As established in the Course Withdrawal Policy, students who have attended one or more classes who do not officially withdraw prior to the published deadlines, and who fail to successfully complete required course work will be assigned a final grade of "F" or "NC" depending on the grading system being used in the course.

Students can withdraw from courses up to the tuition fee deadline without tuition charge, less the non-refundable registration deposit. Students who fail to withdraw prior to the fee deadline will be required to pay outstanding fees. Refer to late fee penalties - Fees and Financial Policies and Procedures.

Prior to the course withdrawal date students must follow official course withdrawal procedures. A "W" (withdrawal) status will be entered on the student's record to indicate an official withdrawal has taken place.

Students wishing to officially withdraw from a course after the tuition fee deadline must submit a signed Request to add or drop a course after fee deadline form to the Registration Department.

Withdrawing from credit courses does not affect grade point averages (GPA) providing students officially withdraw before the deadline. The deadline to withdraw without academic penalty falls after completion of 66% of the academic term. Please see the Important Dates calendar for the precise date. Withdrawals will not be permitted after this deadline date. Students who do not withdraw prior to official published deadlines and fail to successfully complete the course will be assigned an "F" grade.

Note: Students receiving financial assistance such as student loans are advised to speak to a Financial Aid Advisor before withdrawing from courses.

Career and Vocational Programs

To be fully informed of the implications of withdrawing from a course, students enrolled in career and vocational programs are required to obtain the signature of their program Chair/Leader prior to withdrawal via completion of a Request to Withdraw from Career or Vocational Program or Course(s) After Fee Deadline form.

International Students

International students who wish to withdraw are required to obtain a signature from an International Advisor.

Medical/Compassionate Withdrawals

To request a refund (less the non-refundable registration deposit and all Student Society fees and levies) after the fee deadline for exceptional medical or compassionate reasons, complete the medical compassionate withdrawal form, and submit with appropriate documentation to Student Services.  For more information, please refer to the Policy.

Student File Restrictions

Refer to Fees and Financial Policies and Procedures for more information on student file restrictions.

Students will be restricted from registration and other services in the event a restriction has been placed on a student file. File restrictions are due to a financial obligation to the college, and are initiated by the affected department.

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Student Records

Confidentiality of Student Records

Camosun College regards the information contained in a student's permanent record as personal and private. Therefore, no transcript or other personal information about a student will be released except in the following circumstances:

  • Information released to the student;
  • Information released with the written authorization of the student;
  • Information, pertaining to delinquent debts owed by students to the college, released to the college's collection agents to facilitate recovery of such debts;
  • Information released in response to a court order;
  • Information, pertaining to delinquent debts owed by students to the Canada Student Loan program, released to the government's collection agents to facilitate recovery of such debts; and,
  • Information released to government departments for the purpose of statistical analysis and research, provided there is an assurance of confidentiality.

Please refer to the college's Freedom of Information and Protection of Privacy Policy statement.

Access to student records (paper or computer) will be provided to a third party only where the student has submitted a valid, signed 'Permission to Release Information' form granting that individual access. Identification will be required from the student granting access and from the third party seeking access.

Grade Notification

Grades are posted within three to four days at the end of each exam period. Check Camlink for your grades.

Grading Systems

For detailed information about grading systems, see our website.

Repeating a Course and GPA

If a course is repeated, the grade for each attempt will be recorded on the student's permanent student record (transcript). Only the highest grade achieved, however, is included in the cumulative GPA computation. Credit will be granted only once. Students are cautioned that other institutions may include both grades in their admissions GPA computation. Those students planning to transfer from Camosun College to another post-secondary educational institution are advised to consult with the institution to which they are transferring in order to confirm the method of GPA computation.

College Credentials

All Camosun College programs leading to a credential have received formal college approval through Education Council. The college issues the following types of credentials:

  • Post-Degree Certificate: acknowledges completion of an approved advanced level or specialized program which builds on a previously completed recognized degree (equivalent to one semester of full-time, advanced-level studies).
  • Post-Degree Diploma: acknowledges completion of an approved advanced level or specialized program which builds on a previously completed recognized degree (equivalent to two semesters of full-time, advanced-level studies).
  • Bachelor Degree (Applied Degree): acknowledges completion of an approved, advanced-level, specialized program (equivalent to 8-10 semesters of full-time, post-secondary studies). An applied degree normally contains diploma entry and exit options, includes formally credited work experience, integrates career/technical work-place applications with theory, and is designed to meet demonstrated labour market needs for advanced programming. Applied degrees prepare graduates for employment; preparation for graduate studies is not an essential feature of applied degrees. Graduate work may be limited to the specialized area of study of the applied degree unless further undergraduate preparation is obtained.
  • Associate Degree: acknowledges completion of an approved program consisting of 20 university transfer courses (equivalent to 16 months of full-time university studies).
  • Advanced Diploma: acknowledges completion of an approved advanced level or specialized program which builds on a previously completed diploma, or on at least five years related work experience (equivalent to a minimum of three months of full-time study beyond a diploma).
  • Diploma: acknowledges completion of an approved two or three year career/technical program (equivalent to 16-30 months of full-time studies).
  • Advanced Certificate: acknowledges completion of an approved advanced level or specialized program which builds on previously completed certificate of a minimum duration of six months (equivalent to a minimum of three months of full-time study beyond a Certificate).
  • Certificate: acknowledges completion of an approved basic-level program (equivalent to 60 hours to one year of full-time study. The duration of the program will be stated on the Certificate).

Certificates, Diplomas and Degrees

Students completing an academic, career or vocational program are encouraged to apply for their credential by completing the 'Application to Graduate/Request for Credential' form (also available at the Student Services office). Allow up to six weeks after the end of exams for the document to be produced and mailed.

The academic requirements for a certificate, diploma, associate or applied degree are listed as part of the program descriptions in this calendar.

Credentials will only be issued upon written authority of the student. Parents, other relatives and friends may request a copy of a certificate or diploma only with the student's written approval. It is the student's responsibility to ensure completion of the 'Application to Graduate/Request for Credential' form. Original certificates, degrees and diplomas are issued free of charge.

Note: Credentials will not be issued for a student whose file has been flagged.

Multiple Credentials

Students who have completed one credential at Camosun College and want to apply some or all of their course work towards an additional credential may use a limited amount of credit from the original credential to the new credential.

To acquire a subsequent or higher level credential, a student must complete all the requirements of the credential. In addition, at least 25% of the credits must be new. The chart below outlines the steps required to acquire a subsequent or higher level credential.

Certificates, Diplomas, Advanced Diplomas, and Associate Degrees

To be awarded a certificate, diploma, advanced diploma or associate degree, students must complete all program requirements and satisfy Camosun College's residency requirement by completing at least 25% of the required program or program credits through Camosun College. The exceptions to this rule are the BC Adult Graduation Diploma in which one course must be completed at Camosun College.

Bachelor

To be awarded a Bachelor (applied degree), students must complete all program requirements and satisfy Camosun College's residency requirement by completing a minimum of 30 credits (equivalent to one academic year) of the Bachelor program at Camosun College.

Timelines Governing Completion of Programs

The standard time limit for completion of a credential is twice the normal length of the program in which the student is enrolled. The college cannot guarantee that courses or programs will be available for students to complete graduation requirements after this time.

A student who is unable to complete in twice the normal length of the program will be required to meet the program requirements at the time of credentialing. The required courses for students taking their program over an extended time would normally be those in effect at the time of original program registration. If program changes result in removal of any of these courses, the Dean of the school may approve the substitution of other appropriate courses such that the student may complete the program. This may require that the student repeat certain courses, complete additional courses, or follow a new or revised program of studies in order to graduate.

Graduation and Awards Ceremonies

The college will convene at least one graduation ceremony each year as follows:

  • In June for all students who will complete their requirements by the last Friday in April. Students must submit their 'Application to Graduate/Request for Credential' form by March 1.
  • The graduation form is also available at the Student Services office. For more details about graduation, click here.

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Last updated: November 25, 2015 4:49 pm

Contact Us
Camosun College Lansdowne
3100 Foul Bay Rd
Victoria BC V8P 5J2
Camosun College Interurban
4461 Interurban Rd
Victoria BC V9E 2C1
  • 250–370–3000
  • 1–877–554–7555 (toll-free)

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