2017-18 Calendar

Probation and Termination

1. Academic Notice, Probation and Suspension Policy

The following policy shall apply to all students registered in an academic or professional degree, diploma or certificate program and enrolled in a minimum of three courses per semester. This policy only applies to the Fall and Winter semesters. It does not apply to the Summer sessions. 

Notice

Students are placed on academic notice after earning a semester grade average below 55%. Academic notice will not be indicated on the student transcripts.

Students on academic notice will be advised of their academic status and provided with information about services for academic support.

Academic Probation

Students are placed on academic probation after earning a semester grade average below 55% in two consecutive semesters. Academic probation will be indicated on student transcripts. Students on academic probation will be required to withdraw from academic and professional classes for one semester.

Students on academic probation will be notified of their academic status and provided with information about services for academic support.

Subject to Dean approval, a student may be reinstated with conditions and allowed to register in a limited number of academic and/or professional classes for the following semester. Appeals for reinstatement must be submitted by the student to their Program Dean or designate no later than the first Friday of the semester during which academic probation is to commence. If reinstated, the Dean shall inform the Registrar's Office of the conditions of the reinstatement. Students who are reinstated are returned to good academic standing upon earning a semester grade average of 55% or higher.

Students should be aware that academic probation can affect their eligibility for some awards and bursaries.

Suspension

Students will be subject to academic suspension after earning a semester grade average below 55% in three consecutive semesters. Students will not be permitted to register in academic and/or professional courses for 12 consecutive months following the notification of suspension. Academic suspensions may be reconsidered by both the Program Dean and Registrar upon student request. Appeals for reinstatement must be submitted by the student to their Program Dean or designate no later than the first Friday of the semester during which academic probation is to commence.

2. Probation Policy (Vocational and Trades programs)

Okanagan College reserves the right to terminate the training of a vocational or vocational health program student. Vocational and vocational health training may be terminated for the causes listed below.

Procedure for the Imposition of Probation and Termination: This procedure is established for the imposition of probation and termination in the event of: unsatisfactory performance, unexcused absence, and failure to comply with safety standards.

In the event that a student is placed on probation by the dean for reasons of unsatisfactory performance, unexcused absence or failure to comply with safety standards, and after having met with the student to establish the terms and conditions of the probation:

  • The dean shall inform the student, by means of a letter of probation, of the terms and conditions of probation. A copy of the letter will be sent to the instructor.
  • The dean shall inform the Registrar, if applicable, and notify Human Resources Skills Development Canada (and any other agency involved in the student's training),of his/her probationary status.
  • The instructor shall monitor the student's performance and report to the dean, in writing, no later than three (3) days before the end of the probationary period, on the student's progress with respect to the terms and conditions set down in the letter of probation.
  • The dean, based on the instructor's report, may either terminate the student's training or revoke the probationary status.
  • The dean's decision shall be communicated in writing to the student, the Registrar, and, if applicable, Human Resources and Skills Development Canada.
  • The termination shall be annotated on the student's permanent record.

a. Illness or Incapacity

Illness or incapacity refers to missing all or part of any scheduled classroom, laboratory, shop, clinical or practicum placement due to illness or injury. It also includes inability to perform required training activities where such inability is apparently attributable to illness, injury, disability or mental disorder.

If, in the opinion of the instructor, a student is incapable of successfully completing a program by virtue of a disability or health-related problem, the instructor shall report to the dean who shall meet with the student and inform the student that a professional assessment of the disability or health-related problem is a required condition of continued enrolment in the program. The dean shall confirm the student's conditional status in a letter to the student.

While the dean may assist the student in identifying an appropriate person, the student must make his or her own arrangements for the professional assessment to be sent directly from the person conducting the assessment to the dean's office. The dean shall request, in writing, that the student arrange to have a copy of a professional assessment sent directly from the person conducting the assessment to the Dean's office.

The dean, based on the findings of the professional assessment report, may decide to either continue or terminate the student's training. A decision to terminate the student's training shall be communicated by the dean, in writing, to the student and the Registrar.

b. Misconduct

Misconduct means conduct unbecoming of a student. It includes, but is not limited to, academic misconduct such as cheating or plagiarism, disruption of instructional activities, theft or damage to property, abuse or threatening behaviour or assault.

  1. The instructor shall forward a written report on student infractions to the dean.
  2. The dean shall meet with the student and the instructor, and subsequently make a written recommendation to the President.

c. Unsatisfactory Performance

Unsatisfactory performance means failure to demonstrate satisfactory attainment of knowledge, skills and attitudes as measured through the evaluation processes applied by the instructors in the program. Poor performance may lead to a decision by the dean to place a student on probation.

The purpose of probation is to alert a student to the seriousness of the matter and to establish a set of clear objectives and strategies which have as their aim the improvement of the student's performance. However, failure to attain the objectives set down for the probationary period may result in termination of the student's training.

  1. As general policy, whenever an instructor believes a student may not succeed in completing his or her training, the instructor shall meet with the student, discuss the circumstances, inform the student that he/she may not succeed, advise the student on steps which may improve the chances or his/her success, make a record of the discussion and recommendations, communicate the essence of the discussion and recommendations in the form of a letter to the student, and request that the student sign a copy of that letter. The student's signature signifies only that he/she has read the letter and not that he/she agrees or disagrees with the contents.
  2. If the student's performance does not improve, the instructor shall notify the dean, make a written recommendation regarding terms and conditions of probation, and provide the dean with a copy of any letter(s) detailing unsatisfactory performance.
  3. The dean shall meet with the student to discuss his/her performance and the terms and conditions of any probationary period imposed. The procedure for formal imposition or probation and/or termination due to unsatisfactory performance is subsequently articulated within this policy.

d. Unexcused Absence

Regular attendance is required of all vocational and vocational health students. Absence means missing all or part of any scheduled classroom, laboratory, shop, clinical or practicum placement and includes arriving more than ten minutes late for class at commencement or following class breaks, and leaving the class at any time before the end of the scheduled instructional period.

When a student has been absent on three or more occasions within a period of three months for any reason other than: personal illness, medical treatment or a visit to a doctor, death in the immediate family, job interview, legal proceedings, care for an ill or injured dependent or spouse, or responsibilities as a parent or guardian (e.g. conference with a school teacher)

  1. The instructor shall meet with the student and warn him/her that his/her training may be terminated if he/she continues to miss instructional time.
  2. The instructor shall prepare a letter documenting the meeting and the warning issued, and require the student to sign a copy of the letter to signify that the student has read its contents.
  3. If the student is unexcusably absent again, the instructor shall report the absences to the dean, and provide the dean with a copy of the letter of warning.
  4. The dean shall meet with the student to discuss his/her absences and the terms and conditions of any probationary period imposed.
  5. The dean, or designate, shall inform the student, by means of a letter of probation, of the terms and conditions of probation. A copy of the letter will be sent to the instructor.
  6. The instructor shall monitor the student's attendance and report to the dean, or designate, in writing, no later than three (3) days before the end of the probationary period, on the student's attendance with respect to the terms and conditions set down in the letter of probation.
  7. The dean, or designate, based on the instructor's report, may either terminate the student's course registration or revoke the probationary status.
  8. The dean's, or designate's, decision shall be communicated in writing to the student and the instructor. In the event of the student's registration being terminated, the Registrar shall also be informed.
  9. The termination shall be annotated on the student's permanent record by way of assigning a standing of "TA" for the course.

e. Failure to Comply with Safety Standards

Failure to comply with safety standards refers to any practice which, in the opinion of the instructor, may cause personal injury to the student, to others, or which may cause property damage. In the case of failure to comply with safety standards:

  1. The instructor shall meet with the student, explain the safety concern, and document the meeting in the form of a letter of warning to the student. The instructor shall require the student to sign a copy of the letter or warning to indicate that he/she has read it.
  2. In the event of any subsequent safety violation, the instructor shall provide a written report to the dean together with a copy of the letter of warning.
  3. The dean shall meet with the student and establish terms and conditions of probation, suspension or termination.

3. Probation Policy (Health and Social Development Performance and Practicum)

a. Withdrawal/Failure Policy

A student who withdraws from or receives a failing grade in any course may be required to withdraw from all other program courses due to concurrent registration requirements.

A student who withdraws or fails and who intends to apply for re-entry into the current program:

  • should discuss the matter with the department chairperson;
  • must normally return no later than one year from the time of withdrawal;
  • must apply for re-entry through the Registrar's Office.

Re-entry following withdrawal: the College reserves the right to grant readmission to the program in accordance with its general admission policies. Students applying for re-entry will not be given preference over other applicants.

The decision to allow re-admission to the program is made on an individual basis. The following factors will be taken into account in making the decision:

  • the student has demonstrated satisfactory performance in the program courses at the time of withdrawal.
  • the student has not previously withdrawn or failed.
  • the student has resolved the difficulty which led to the withdrawal (e.g. financial difficulties, onerous family responsibilities, obligations conflicting with studies).
  • the student has kept the chairperson informed of his/her current plans for re-admission to facilitate the department planning during the student's period of absence from the program.

Concurrent registration requirements will determine courses the student must enrol upon re-entry.

b. Re-entry Following Failure

The College reserves the right to grant re-entry in accordance with its general admission policies. Students applying for re-entry will not be given preference over other applicants.

The decision to allow re-entry into the program is made on an individual basis. The following factors are taken into account in making the decision:

  • the student has not withdrawn or failed previously;
  • the student has resolved any difficulties which contributed to the failure (e.g. financial/work or family obligations; prerequisite knowledge deficiencies, etc.);
  • the student has kept the chairperson informed of his/her current plans for readmission to facilitate the department planning during the student's period of absence from the program.

c. Practicum Placement

Clinical, practicum, and extern placements are integral components of health and social development programs. Locations are throughout, and are often outside, the Okanagan Valley. The College will endeavour to locate a placement in or near the student's community of choice. However, placement ultimately depends on the availability of suitable educational opportunities.

The College reserves the right to change a student's placement. The student has the right to be informed in writing of the reasons for a change in a planned placement. Travel associated with practicum experiences is entirely the responsibility of the student.

Attendance at clinical settings/practica sites is required. Students are expected to notify their instructor and the clinical/practicum site whenever they will be late or absent.

Students may be denied placement if the Dean of Health and Social Development programs determines their preparatory work is unsatisfactory. Students may also be denied placement if the dean determines his/her participation in a clinical or other placement puts the receiving agency or its clients at unreasonable risk.

A student may be required to withdraw on the basis of poor performance in a clinical or practicum setting. A student may be required to withdraw if the state of her/his health impairs ability to perform competently or poses a potential risk to clients.

4. Health & Social Development Review Committee

This policy applies to the following programs:

  • Bachelor of Science in Nursing (Years 1 and 2)
  • Certified Dental Assistant Certificate
  • Early Childhood Education Diplomas 
  • Health Care Assistant
  • Practical Nursing Diploma
  • Human Service Work Diploma 
  • Therapist Assistant Diploma
  • Pharamcy Technician

If a student in a practicum of clinical placement for one of the above professional programs is alleged:

  • to be incompetent, or
  • to have violated the ethical, professional or safety standards of the profession, or
  • to have violated a policy of the agency where their practicum or clinical placement is taking, or has taken, place or
  • to have breached the law

and, as a consequence, in the sole opinion of the Dean of Science, Technology and Health, poses a risk to the agency or its clients, the Dean may suspend the student from the practicum or clinical placement and, if necessary, classes and laboratories until the Health and Social Development Review Committee has held a hearing that examines the allegations and has reached a decision on the allegations.

a. Committee

The Health and Social Development Review Committee will consist of:

  • the Vice President Education or designate who shall act as Chair 
  • two department Chairs from the programs listed above
  • one Okanagan College faculty member, other than the person making the allegation, from the program or a related program
  • a practicing representative of the profession

b. Procedures

  • The proceedings of this committee are not open to the public. However, the proceedings are open to the student and, if he or she wishes, his or her advisor. A representative of the student association may attend as an observer.
  • The student may elect to give evidence and make submissions before the review committee. The student may be requested by the review committee to give evidence but cannot be compelled to do so.
  • Both the student and the party making the allegation shall receive at least five calendar days notice in writing of any hearing. Such notice shall contain the allegation(s) to be dealt with in the hearing. If the student fails to attend at the time and place set for the hearing after having received proper notice of the hearing, the committee can proceed in the absence of the student.
  • Evidence such as documents, photos and written reports presented by one party must be disclosed to the other party at least three calendar days before the hearing. At the request of either party the Vice President Education or designate can decide that some or all of the written evidence may be disclosed in camera.

c. Decision of the Committee

The Committee’s decision may exonerate the student and require immediate reinstatement into the program or may impose a penalty that can range from a written warning to expulsion from the program with such recommendations as the committee deems appropriate.

Decisions of the Health and Social Development Review Committee must be in writing and should be made available to the student within five working days of the end of the hearing. Decisions of the committee may be appealed in sequence to the General Appeals Committee and the Okanagan College Board of Governors.

Okanagan College Calendar: Printed 12/12/2017