2016-17 Calendar

Probation and Termination

1. Probation Policy (Degree and Diploma programs)

The following Academic Probation policy shall apply to all students in a degree, or diploma program. Probationary status will be entered on the student's permanent record.

a. First Academic Probation

A student who achieves a semester grade average of less than 55% will be placed on first academic probation for the next semester in which he/she registers.

b. Second Academic Probation

A student who, while on first academic probation, achieves a semester grade average of less than 55% will be placed on second academic probation, will be required to withdraw for at least one semester, and will not be permitted to subsequently register for courses in degree and diploma programs until:

  • the following summer session if the student was placed on second probation at the end of the fall semester, or
  • the following winter semester if the student was placed on second probation at the end of either the winter semester or summer session.

c. Third Academic Probation

A student who, while on second academic probation, achieves a semester grade average of less than 55% will be placed on third academic probation and may not be permitted to register in any degree and diploma courses during the next 12 month period, counted from the end of the second academic probation.

Probationary status will be entered on the student's permanent record. A student will remain on academic probation until:

  • the student achieves a minimum semester weighted grade average of 55% over a minimum of three courses, or
  • the student subsequently registers at the College after a minimum absence of two consecutive semesters, not counting the summer session.

d. Reinstatement Appeals

Appeals for reinstatement while on probation must be submitted to the appropriate dean's office no later than the last day for late registration. A student placed on second probation may appeal to the dean for reinstatement while on probation.

Subject to approval of the dean, a student will be restricted to enrolment in no more than 60% of the courses required in a given semester for the degree, diploma, associate degree or certificate program in which the student is enrolled. The number of courses will be at the discretion of the dean.

A student granted reinstatement will be restricted to registering for his/her courses during the open or late registration periods and the student's enrolment in any course will be subject to the availability of remaining space at that time.

A student placed on third academic probation will be subject to a mandatory withdrawal for a 12-month period with no provision for reinstatement while remaining on third probation.

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

If a student is alleged to be incompetent, to have violated ethical, professional or safety standards, or to have violated agency policy or the law, and, as a consequence, in the opinion of the dean, poses a risk to the agency or its clients, the dean may suspend the student from the practicum or clinical placement until the Health and Social Services Review Committee examines the circumstances and recommends further action to the appropriate authority who may adopt the recommendation.

Recommendations may range from reinstatement to suspension to termination of the student's enrolment.

a. Committee

The Health and Social Development Review Committee will consist of:

  • the Vice President Education who shall act as Chair
  • two department Chairs from Health and Social Development
  • one Okanagan College faculty member from a program area related to the student's studies
  • a practicing representative of the profession
  • a representative of the student association may attend as an observer

b. Procedures

The proceedings of the hearing are open to the student and, if he or she wishes, his or her advisor. The student may elect to give evidence and make submissions before the review committee or be requested by the review committee to give evidence.

Recommendations of the Health and Social Development Review Committee may be appealed in sequence to the General Appeals Committee and the Okanagan College Board of Governors.

Okanagan College Calendar: Printed 02/26/2017