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Academic Policies
The NEC Native Education College expects all registered students to abide by all the academic policies of the college and of the program of studies in which they are enrolled.
Main Content
Academic Standards
Academic Performance Policy
The following academic performance standards apply to all NEC Native Education College students.
Students should attend all classes. We understand that situations may arise where a student is unable to attend classes for personal reasons. If unable to attend a class, students must notify their Program Coordinator or Instructor in advance or as soon as possible. Students who have missed a class must complete the work on their own time and not interrupt the learning activities of other students.
Continuation in a program is based on academic standing. A student who is unable to complete a course due to low academic performance may be withdrawn from the program. It is usually better to withdraw from a course or program than to receive a failing grade which remains permanently on your student record.
The process for low academic performance is as follows:
- The student receives a verbal warning from the Instructor.
- If low academic performance continues, the Instructor contacts the Program Coordinator, who writes a Letter of Concern to the student.
- If there is no improvement, the student is placed on a Probation Agreement. Clear written conditions are outlined. Examples of conditions are improved attendance and deadlines for assignments. The Probation Agreement provides a specific timeframe to correct the concern.
- The Probation Agreement will be re-evaluated by the Coordinator according to the specified timeframe. Failure to abide by the terms of probation will result in withdrawal by the NEC President, in consultation with the Academic Dean.
Grading System
| Grade | Grade Point | Percentage | Definition |
|---|---|---|---|
| A+ | 4.33 | 90-100 | Exceptional Achievement |
| A | 4.00 | 85-89 | Outstanding Achievement |
| A- | 3.67 | 80-84 | Excellent Achievement |
| B+ | 3.33 | 76-79 | Very Good |
| B | 3.00 | 72-75 | Good |
| B- | 2.67 | 68-71 | Good |
| C+ | 2.33 | 64-67 | Satisfactory |
| C | 2.00 | 60-63 | Satisfactory |
| C- | 1.67 | 56-59 | Marginal |
| D | 1.00 | 50-55 | Minimal achievement. This grade does not permit students to pursue another course for which the graded course was a prerequisite. |
| F | 0.00 | 40-49 | Unsatisfactory achievement. Student did not meet minimum course requirements. |
| I | NC | Incomplete (No credit granted) | |
| E | CR | Exempt-Credit granted | |
| W | NC | Approved withdrawal (No credit granted) | |
| N | NC | Ceased to attend classes | |
| S | CR | Satisfactory - Credit Granted | |
| U | NC | Unsatisfactory - No credit granted | |
| # | Grade not available at time of printing | ||
| IP | Course in Progress. |
Academic Probation Policy
Any student whose cumulative Grade Point Average (GPA) at the end of any semester of studies is 2.00 or below is placed on academic probation. If the cumulative GPA does not exceed 2.00 at the end of the next semester, the student will be required to withdraw from the college for at least one semester. Students who are required to withdraw must apply for readmission.
Incomplete Grades
Incomplete grades are used only in cases in which:
- Previous work in the course was at a satisfactory level; and,
- An emergency situation such as illness or accident has prevented the student from completing one or more of the course requirements.
Most students are expected to complete their (I) grades within two to four weeks to minimize interference with their education.
A temporary grade of (I) will only be granted when accompanied with an Incomplete Contract. The contract must be signed by the student, the Instructor and the Program Coordinator and will specify the work to be completed, the date the work will be completed, the current standing in the course and the evaluation plan for outstanding assignments. A grade of (I) will automatically revert to the previous grade assigned if the work is not completed within the time specified on the contract.
A student with more than one incomplete course will not be eligible to undertake a workplace practicum. Under no circumstances will a student with an incomplete grade be eligible to graduate.
Academic Honesty Policy
Instructors will outline the academic expectations of students at the start of each course. This will include matters such as the course activities, learning outcomes and evaluation plan. Instructors are expected to be consistent in the application of deadlines, participation, grading and individual assistance. To be fair to students, no single assignment or test will count for more than 30% of a final grade. Students of the Native Education College are expected to familiarize themselves with the course guidelines and meet with an instructor as soon as they become aware of any difficulties with the course.
Plagiarism and Cheating
Plagiarism is the deliberate formal presentation or submission of words, ideas, illustrations or diagrams of others as one's own without citation or credit. Cheating is the use of unauthorized aids, assistance or materials in the preparation of assignments or in examinations. During examinations, it is considered cheating to communicate with others to obtain information, to copy from the work of others or to deliberately expose or convey information to others. The resubmission of one's own work for which credit has already been granted in another course, without instructor permission, is also cheating.
When an Instructor has evidence of plagiarism or cheating by a student, the Instructor is entitled to assign a score of zero on the evaluation in question. Any further incident in the same course will result in the student being required to withdraw from the course. Evidence of plagiarism or cheating in more than one course may result in immediate dismissal from the college.
When an Instructor has evidence of plagiarism or cheating by a student, the Instructor is entitled to assign a score of zero on the evaluation in question. Any further incident in the same course will result in the student being required to withdraw from the course. Evidence of plagiarism or cheating in more than one course may result in immediate dismissal from the college.
Academic Appeal Policy
A student has the right to appeal a final grade in a course that s/he feels is not warranted. If a student feels s/he has a legitimate complaint regarding an academic decision, the following process is to be followed.
- The student must meet with the Instructor to discuss the grade and seek to resolve the concern.
- The student presents a formal letter of appeal to the relevant Program Coordinator. The letter, signed by the student, must outline both the situation and the specific reasons why the decision should be changed.
- The Program Coordinator may interview the student, the Instructor and may review any relevant materials. The Program Coordinator will provide a written decision regarding the legitimacy of the appeal. If the appeal is supported, the Coordinator will award a new grade or take other corrective actions. If the appeal is rejected, the student may appeal to the Academic Dean in writing. The letter must outline the additional reasons why s/he feels the decision of the Coordinator was not acceptable. The Academic Dean will hold a meeting with the student and the Instructor to review the course outline and the Instructor’s evaluation of the student. The Academic Dean will notify the student, Instructor and Coordinator of the final decision.
Attendance and Absenteeism Policy
Students should attend all scheduled instructional activities. They must have legitimate reasons for absences, such as illness (in some programs, medical notes may be required). Students are responsible for contacting the instructor(s) and informing them of their reasons for non-attendance. Students are expected to complete the required course assignments regardless of their absence.
Students are required to be present, on time, and participate in their classes. The following are the specific student attendance processes:
- A student who is absent for three consecutive days will be given a Letter of Concern indicating that further absence will result in a Probation Agreement. The Probation Agreement will indicate the actions required by the student to remain in their program of study.
- A student who is absent for five non-consecutive days or is late four times will be given a Letter of Concern. Failure to meet the conditions set out in the letter will result in a Probation Agreement.
- The Probation Agreement will be re-evaluated by the Instructor and Program Coordinator according to the timeframe specified. Failure to abide by the terms of probation will result in withdrawal by the NEC President in consultation with the Academic Dean.
A student will be considered withdrawn from fulltime studies if:
- The student does not maintain a course load of 60% (40% for students with permanent disabilities) for the entire length of their study period, as determined by the school.
- The student is absent for 10 consecutive days, where the school is open for instruction. A student is not considered withdrawn if the absence is less than 10 consecutive days, unless the student is unable to complete the program of studies.
- The student is absent for more than 20% of the prescribed attendance. For example, if a student must attend 1000 hours to complete their program, they are considered withdrawn if absent more than 200 hours (1000 hours x 20% = 200 hours).
Admissions Policy
Student Refund Policy
1.3(a) A non-refundable registration fee equal to 10% of the total cost of the program of instruction will apply to a maximum of $100.00.
1.3(b) Thirty (30) calendar days prior to the semester start or within seven (7) days after the contract has been made. Students must give written notice of their intent not to proceed with the program of study to the Native Education College by
registered mail or in person. The college will refund to the student or sponsor any money received except for the registration fee as outlined in section 1.3(a);
1.3 (c) Less than thirty (30) calendar days prior to the semester start Students must give written notice of their intent not to proceed with the program of study to the Native Education College by registered mail or in person. The college will refund to the student or sponsor any money received except for:
- The registration fee as outlined in Section 1.3.a; and
- Twenty percent of the program fees for one year of instruction
1.3(d) After the start of the semester students must give written notice of their intent to discontinue with the program of study to the Native Education College by registered mail or in person. The college will refund to the student or sponsor any money received except:
- The registration fee as outlined in section 1.3.a; and
- The fees earned will be calculated on the basis of elapsed time as follows:
i) If 10% or less of program of study has been completed, 30% of the entire program of study cost is retained;
ii) If more than 10% of the program has been completed, 50% of the entire program’s cost will be retained;
iii) If more than 30% of the program has been completed, 100% of the program’s cost will be retained.
1.3(e) Where the Native Education College closes, voluntarily or otherwise, before the complete program can be delivered, the Executive Director of the Private Post Secondary Education Commission may order a full or partial refund of all monies paid.
1.3(f) Where the Native Education College has provided the student with equipment in addition to written material for a program. The college receives written notice as set out in section 1.3(d) the college may charge for such equipment not exceeding the cost of the equipment (for the use thereof as the case may be) except where the person returns all of the equipment to the institution unopened or as issued, within ten (10) days of the receipt of the equipment by the student.
1.3(g) Where the Native Education College is required to refund money under subsections 1.3.b, 1.3.c., or 1.3.d., the college will refund the student or sponsor with in thirty (30) days of receipt of the notice.
1.3(h) Where the Native Education College has after the start of a semester dismissed a student due to academic failure or failure to pay required fees as due, the college will
within thirty (30) days of issuing the notice of dismissal, refund any money paid by or on behalf of the student to the student or sponsor except:
- The registration fee as outlined in Section 1.3.a;
- The fees retained will be calculated on the basis of elapsed time as follows:
i) If 10% or less of program has been completed, 30% of the entire program of study cost will be retained;
ii) If more than 10% up to and including 30% of the program has been completed, 50% of the entire program of study cost will be retained;
iii) If more than 30% of the program has been completed, the entire program cost is retained.
1.3(j) If the Native Education College changes the commencement date of program after entering into a contract with a student, the student is entitled to a full refund, including the registration fee and other fees charged, should the new date be unsuitable.
Freedom of Information and Protection of Privacy Policy
Personal information is any information about an identifiable individual, including name, address, phone number, age, sex, race and educational or employment history. The College may collect such personal information directly from students for purposes of admission, registration and other fundamental activities related to attendance at a post secondary institution in British Columbia. Such information will form part of an official student record.
The Associate Registrar’s office keeps all such records. Except for statistical or institutional research projects approved by the College and official College business or other strictly limited exceptions provided within the Act (e.g. to locate next of kin in an emergency), the College will not divulge any information on file to any agency or person other than the student without the student’s written permission. The College protects the information provided and any other information placed in the students’ record, and uses such information only in compliance with the Freedom of Information and Protection of Privacy Act (even if a specific waiver has not been included).
Criminal Record Check
A Criminal Record Check is an entrance requirement for a number of NEC programs and a practicum requirement for FCC and AJS. ECE applicants must obtain a CRC from the Solicitor General in Victoria.
If the applicant has a criminal record, the applicant is referred to the Academic Dean (or delegate) who, in consultation with the Program Coordinator, will determine if the record will stop the applicant from working in the field for which they want training. If it will not, the Dean (or delegate) will advise the applicant on the process required to ensure that NEC has a copy of the record, and the process of applying for a pardon.
If the applicant’s criminal record will preclude them from employment in the field for which they want training, the Dean (or delegate) will so advise them. The Dean (or delegate) will inform the applicant of the process to obtain a pardon, and refer them to Admissions to discuss career/training options.
Student Conduct Policy
The protocols of the Longhouse are clear: Be respectful of all; be willing to work out differences in a good way; behave in a way that promotes a safe and nurturing space that supports learning and growth for everyone. The consequences of unacceptable conduct are explained after the list of behaviours below:
Unacceptable conduct includes:
- Physical or verbal assault or threatening behaviour
- Engaging in acts of hate and contempt
- Endangering the safety of others
- Failure to comply with reasonable requests of college employees issued in order to protect the rights, privileges or safety of any member of the college community
- Disruptive behaviour or disorderly conduct
- Unauthorized entry or presence
- Theft of personal or college property
- Vandalism
- Making false or frivolous complaints
- Inappropriate use of computers (no downloading of software, movies, music or inappropriate material is allowed. In order to protect our network, our computers are monitored.)
- A student shall not possess, buy, sell, use, transmit, apply or be under the influence of any alcohol, narcotic or illegal drug.
Any student engaging in unacceptable conduct may be asked to leave the college for the remainder of the day, and then must report to the Dean of Student Services on the morning of the following day.
- College staff will immediately submit a Critical Incident Report to the Dean of Student Services.
- When the Dean meets with the student(s) the next day, she will go over the nature of the critical incident, and the student conduct policy. Should the situation warrant, the Dean will give the student written notification of a suspension of up to 5 days while the incident is investigated.
- The President will make the final decision on the consequence. Prior to the student returning to school, the student will receive notification in writing from the President outlining the consequence of his/her unacceptable conduct, as well as the process for returning or readmission to the College following the suspension. The consequences may include but are not limited to an additional suspension for a period of time deemed appropriate by the President, or expulsion.
Dispute Resolution Policy
The Native Education College maintains a dispute resolution policy available to all students. Students having disputes with other students, or regarding decisions made by college staff, may use this policy. Disputes regarding grades are normally referred to the Academic Appeal Policy.
The following steps should be followed to seek the resolution of a dispute.
- If possible the student should approach the staff member or department with whom they have a dispute with and try to resolve the issue.
- Upon receipt of a written request, the Dean of Student Services or designate will request written submissions from all parties involved in the dispute within three working/school days.
- A written decision will be provided to all parties within seven working/school days of receiving notice. The written decision will review the evidence upon which the decision was made and will state the reasons for the decision.
- The Native Education College President will make the final decision on the resolution of the dispute.
Animals on Campus
All animals are prohibited from property that is owned, leased operated or maintained by NEC Native Education College, except for service animals required by people with disabilities or on duty guard or police dogs.
Children on Campus
For safety standards it is understood that children are not to be on campus, except in extreme circumstances. Children will not attend classes with parents and are to be in the care of a responsible adult at all times when inside the College.
Student Records Policy
NEC Native Education College is committed to ensuring confidentiality of student records and to maintaining files in accordance with governing bodies' policies. The purpose of Student Records Retrieval and Archiving System policy and procedures is to ensure files are organized, safely and securely stored, and easily accessible for current and future retrieval.
Security of Student Files
All student records are kept in a locked filing cabinet in the Admissions Department. During the day, this office door is always locked when the Admissions staff is not is not in the office as well as at the end of business day. Students wishing to view their own student file must make a request to the Admissions department. The file is viewed in the Admissions department and students are not permitted to remove their files from the office. The Admissions staff will photocopy any documents from the student file at the request of the student.
NEC maintains full student records for a minimum seven years. Full student records include the Student Enrollment Contract, results of NEC Entrance Exam, a copy of the student diploma and transcript, payment records, refund and student dispute and/or withdrawal or dismissal information. After seven years, NEC may choose to reduce the student record to only include the Student Enrollment Contract, student transcript and certificate/diploma received. All other documents are shredded. The Student Enrollment Contract and student transcript will be kept for a minimum of 55 years.
Duplicates or Copies of Student Files
Students may request a duplicate diploma or transcript by contacting the Admissions department. The student must provide the Admissions department with his/her full name, address, telephone number, program name and start date on the transcript request order form. The student must pay the replacement processing fee of $8.00 for each diploma/certificate or $4.00 for each transcript at the time of request. Processing of replacement diploma and transcripts will take approximately one week.