AA39: Program Progression and Graduation Requirements

  • Policy #: AA39
  • Responsible Authority: Registrar
  • Approval Authority: President's Executive Committee
  • Executive Sponsor: Vice President, Academic
  • Approval Date: 1998/01/30
  • Last Reviewed: 2011/10/05
  • Mandatory Revision Date: 2016/10/05
  • Downloadable Version: Program Progression and Graduation Requirements

PURPOSE

To state the requirements to be met by students in order to graduate from an Ontario College Credential program

SCOPE

All students registered in a program of study

DEFINITIONS

Word/Term

Definition

Academic achievement level

Courses to be taken in a given term

Academic Administrator

Program Chair, Course Chair, Academic Manager or Dean.

Cumulative Grade Point Average

The Cumulative Grade Point Average is calculated by dividing the total number of grade points earned to date in a program by the total number of normative instructional hours attempted to date in that program.  A cumulative GPA is calculated for all courses applicable to the program.

Graduate

Student who has achieved the approved program learning requirements

Ontario College Credential Programs      

Ontario College Certificate, Diploma, Advanced Diploma, Graduate Certificate and Bachelor’s Degree programs 

OCAS

Ontario College Application Services

Program of Study

A group of courses leading to a certificate, diploma or degree

POLICY

  1. Students are required to successfully complete all course requirements in an approved Program of Study in order to graduate from an Ontario College Credential.
  2. The Program of Study version is established by the Academic Administrator, approved by the Dean and the Vice President, Academic and is subject to modification once an academic year.  Modifications are approved as of April 1 of each year and apply to the following Fall, Winter and  Spring Terms.  Changes made to the curriculum can be retroactively implemented for students already registered in the program of study and are binding on students in terms of progression and graduation requirements.
  3. When students are admitted to a program, they are assigned to the current version of the Program of Study.
  4. Students will be informed in their course outlines of the promotion criteria which will determine their successful  progression through the Program of Study leading to graduation.
  5. Progression through the Program of Study is dependent upon successful completion of courses,  including course prerequisites and concurrent registration in course corequisites.  Where courses are assigned to academic achievement levels, progress from one level to the next is dependent upon meeting program progression criteria.  In addition, in some programs, an overall review of progress will be required at various stages.
    For some students, courses on the Program of Study may be accounted for through advanced standing, transfer of academic credit, Prior Learning Assessment and Recognition, or course substitution.
  6. Assignment to an academic achievement level for the purposes of registration and calculation of classification is the responsibility of the Registrar’s Office.
  7. Students who fail to meet the progression criteria to advance to Level 2 in a program must reapply through the Ontario College Application Services (OCAS).
  8. Some students may not be able to complete their full-time program requirements to graduate within the terms indicated in the program of study.  For these students, the following timelines apply:
    a)  Students registered in a full-time certificate program must complete program requirements within two academic years of being admitted to the program.
    b)  Students registered in a full-time, non-semestered diploma program (NSDP) or a full-time diploma program must complete program requirements within four academic years of being admitted to the program.
    c)  Students registered in a full-time advanced diploma program must complete program requirements within six academic years of being admitted to the program.
    d)  Students registered in bachelor’s degree must complete program requirements within eight academic years of being admitted to the program.
    These timelines apply to students who have been registered in a program on a continuous basis.
    Selected programs offered on a part-time basis through the Centre for Continuing and Online  Learning allow a longer period for completion.
  9. For students who have interrupted and then resumed their studies, the timeline for completion of the program requirements is reassessed at the time of assignment to the appropriate version of the Program of Study.
    Students who resume their studies after an interval of two or more academic terms must have their previously earned credits assessed to ensure their currency and relevancy by the Department and approved by the Academic Administrator against the current version of the Program of Study.  Upon approval, students are placed in the assessed version of the Program of Study.  A record of this assessment is placed on the student’s file in the Registrar’s Office and a copy is given to the student.
  10. Students may complete certificate programs on a part-time basis.  These will be recognized toward the completion of Ontario College Credential Programs.  Students who are currently registered in or have successfully completed an Ontario College Credential diploma or advanced diploma program will not be awared the related College certificate.
  11. Graduation from the progam is dependent upon:
    a)  successful completion of all course requirements of the Program of Study version,
    b) fulfilment of the twenty-five percent (25% of the normative hours of the program) residency requirement, and
    c)  good standing in the College.
    Upon certain delivery circumstances, upon review by the Curriculum Review Committee and with a recommendation to and approval by the Registrar, the residency requirement may be adjusted.
  12. An “Honours” standing is awarded to a student who completes the program requirements with a cumulative Grade Point Average of 3.60 or higher.
  13. Upon graduation from a program, the student’s academic record remains permanent, including the cumulative Grade Point Average (GPA) 

PROCEDURE 

Action


 Responsibility                         

1.

Program of Study




1.1

Indicate to the Registrar’s Office an intention to resume their program after being away for two or more academic terms and request that their earned credits be assessed against the current version of the Program of Study.  


Student

1.2

Request the coordinator of the program to assess the student’s earned credits against the current version of the Program of Study and submit the assessment to the Academic Administrator for approval.


Registrar’s Office

1.3

Assign the student to the approved assessed version of the program of study and give the student a copy


Registrar’s Office

2.

Course Progression 




2.1

Determine course prerequisites, corequisites and progression requirements for each course during the Annual Curriculum Review and recommend approval to the Dean.  Minimum grades may be established in prerequisite courses.


Professors and Academic Administrator

2.2

Approve course prerequisites and corequisites annually.


Dean

2.3

Update prerequisite, corequisite and progression requirement tables on the Student Information System annually.


Vice President, Academic’s   Office

2.4

Verify grades achieved in prerequisite courses during the registration process, and if met, complete the student registration.  If the prerequisite requirements are not met, register the student in the course as conditional.


Registrar’s Office

2.5

Review the conditional registrations and actions changes accordingly within the ten-day Ministry-defined refund period.


Program Coordinator

3.

Program Promotion

 


3.1

Review progression criteria annually during the Annual Curriculum Review and recommend approval to the Dean.

 

 Program Coordinator or Academic Administrator

3.2

Approve progression criteria submitted as part of Annual Curriculum Review.

 

Academic Administrator

3.3

Publish program progression criteria as part of course outline production.

 

Academic Administrator

3.4

Provide course outlines at the beginning of each term to students registered in the program.

 

Professors

3.5

Verify that each student meets the program progression criteria at the end of the term and inform Registrar’s Office by the set timelines.

 

Academic Administrator

3.6

Refer students, who have failed to meet program progression criteria, to the Academic Administrator for review and advising. 

 

Registrar’s Office

4.

Graduation

 


4.1

Establish and publish fees and procedures regarding graduation.

 

Registrar’s Office

4.2

Evaluate the student’s academic record against the Program of Study version assigned to the student to determine the student eligibility to graduate.

 

Registrar’s Office

4.3

Certify that the student has:

  1. met all the requirements of the approved Program of Study version,

  2. met the residency requirement, and

  3. has no outstanding financial obligation(s) to the College.

 

Registrar

4.4

Assign an “Honours” standing on the transcript and on the credential of any student who completes the program requirements with a cumulative Grade Point Average of 3.60 or higher.

 

Registrar

4.5

Publish the official list of graduates and formally advise graduates of their status.

 

Registrar’s Office

4.6

Assign students who have met the full requirements of their Program of Study a “Graduate” status and place in student’s academic record.  

 

Registrar’s Office

SUPPORTING DOCUMENTATION
None

RELATED POLICIES
AA 13    Evaluation of Student Learning
AA 09    Transfer of Academic Credit (Internal)
AA 10    Transfer of Academic Credit (External)
AA 12    Prior Learning Assessment and Recognition
AA 14    Grading System
AA 19    Academic Appeal
AA 26    Course Outlines and Course Section Information
SA 07     Student Conduct

RELATED MATERIALS
None