Academic Policies and Procedures for Students

It's important to know and understand your rights and responsibilities as a student so we've created a summary of the most referenced academic policies, procedures, expectations and accountabilities.

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

Refer to Policy E-1.8 Prior Learning Assessment.

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.

See also Policy E-1.1 Academic Progress

Each college instructor will provide each student in his/her class with a course syllabus 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.


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 myCamosun account will be able to check their grades online using myCamosun.

Note If students are unable to access their grades via the web, a "Student File Restriction" may have been placed on their student record.

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 accommodated 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.

Student Conduct Policy

Camosun College students are expected to comply with the standards of conduct set out in the Student Conduct Policy (E-2.5).

Student Appeals Policy

Camosun College is committed to the provision of a fair and timely appeal process through which student concerns regarding final grades and imposed discipline can be addressed. Students have access to a multi-stage process within their Schools for appealing a decision regarding a final grade or imposed discipline.

Refer to Policy E-1.14 Grade Review and Appeals

Student Penalties and Fines Policy

Refer to Policy E-2.7 Student Penalties and Fines

Program/Course Withdrawals Policy

Refer to Policy E-2.2 Course Withdrawals


Program Change Requests: Current Domestic Students

A current Camosun College domestic student may apply into another Camosun open enrolment program without paying an additional application fee, provided they meet the program admission requirements. Students interested in changing to a limited enrolment program must apply online through EducationPlannerBC. Review Program Availability to learn more about program types and availability.  
Domestic students may use this form to request a program change. Requests will be reviewed in date order and may take up to 5 business days to be evaluated. Communications will be sent by email in response to the program change request.

Program change request form