Academic Calendar - 2018

Western University Academic Calendar. - 2018

Policy Categories

Academic Rights and Responsibilities
Administration
Admission
Degree Requirements and Graduation
Examinations and Grading
Registration




Registration

ACADEMIC COUNSELLING FOR UNDERGRADUATE STUDENTS

Academic Counselling

Academic Counselling

Academic counselling will be on a continuous basis as a responsibility of the Faculties for full and part-time students.

The Dean of each Faculty shall appoint a body of academic counsellors, responsible directly to the respective Dean, to help students in their choice of, and progression within, their programs of study.

Departments of the Faculties shall designate members to assist the coordination of academic counselling in each faculty.

The recommendations for academic counselling should not be construed as to prohibit use of students in academic counselling.

No additional remuneration shall be paid to faculty members participating in academic counselling services, except those participating in the summer counselling program.

Each department shall provide course outlines and reading lists for the Academic Counsellors for all courses offered by the department.

Counselling is compulsory for all undergraduate and special students who intend to register in courses at Western University. (This does not apply to students in programs in Medicine, Dentistry, Law and Education.)

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Student Responsibility for Course Selection

Student Responsibility for Course Selection

A student in a degree program must select courses in accordance with the published requirements. Many courses have prerequisites or require the approval of the Department. These requirements, and any enrolment limitations, should be noted carefully prior to registration. Substitutions for prescribed courses require the written approval of the Department and the Dean. Students registering in the Fall/Winter Session and intending to take second-term half-courses must register for those courses during the course registration period.

Students are responsible for ensuring that their selection of courses is appropriate and accurately recorded, that all course prerequisites have been successfully completed, and that they are aware of any antirequisite course(s) that they have taken. If the student does not have the requisites for a course, and does not have written special permission from his or her Dean to enrol in the course, the University reserves the right to cancel the student's registration in the course. This decision may not be appealed. The normal financial and academic penalties will apply to a student who is dropped from a course for failing to have the necessary prerequisites.

Students are responsible for determining the deadlines for adding and dropping courses. Although every effort will be made to accommodate late registrants, students are warned that courses may be filled by the last day to add a course in that term.

Students registered at Western or at an Affiliated University College (Brescia, Huron, King's) should note that if a course appropriate to their program is offered in an academic unit other than their own, they may register in it providing that their academic unit does not offer the course. However, students must have the written permission of the Dean of their Faculty prior to registering in a course that is offered both at Western and an Affiliated University College.

 

Academic Handbook, General Policy, Academic Counselling

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ADDING / DROPPING COURSES

Adding and Dropping courses

Courses normally may not be added and dropped after the specified deadline dates. In exceptional cases and on presentation of evidence of medical or compassionate grounds or other extenuating circumstances, the Dean (or designate) of the faculty of registration may grant a petition to waive the regulation.

The Office of the Registrar, in consultation with the academic community and appropriate administrative offices, will determine all applicable sessional dates for the academic year and communicate them to Senate. The list of sessional dates will be maintained on the Office of the Registrar's website in the Academic Calendar at www.westerncalendar.uwo.ca

Deadline dates for adding or dropping a course normally will be calculated according to the table below. If the deadline to drop a course falls on a Saturday, Sunday, or Statutory Holiday, it will be extended to the next working day.

Once classes begin, a course may be added or dropped only with the joint approval of the Dean (or designate) of the Faculty in which the student is registered and the Chair (or designate) of the Department concerned.

A course that has been dropped by the last date specified for adding a course shall be expunged from the records. A course that has been dropped after the last date specified for adding a course but before the last date for dropping a course without academic penalty (or subsequently, if a petition is granted by the Dean) shall be recorded as "WDN."

A course that has not been dropped in accordance with the above regulations and that has not been completed satisfactorily by the student shall be recorded as "F."

TYPE OF COURSE
SESSION                 
LAST DAY TO ADD LAST DATE OR DAY
TO DROP
  (Date or number of business days from and including the start date of the session)
Full course Fall/Winter 7 November 30
First term full course Fall/Winter 7 November 12
First term half course Fall/Winter 7 November 12
“U” and “V” courses offered by Education Fall/Winter 7 November 30
First term quarter course (“Q” course offered by Education Pre-Service Sept. to Dec.) Fall/Winter 7 October 15
First term, first quarter “Q” course Fall/Winter 5 10
First term, second quarter “R” course Fall/Winter 5 10
Full year half course Fall/Winter 7 November 30
Second term full course Fall/Winter 7 March 7
Second term half course Fall/Winter 7 March 7
Second term quarter course (“S” course offered by Education Pre-Service Jan. to Apr.) Fall/Winter 7 February 15
Second term, first quarter “S” course Fall/Winter 5 10
Second term, second quarter “T” course Fall/Winter 5 10

 

SUMMER COURSES
SESSION
LAST DAY TO ADD
LAST DAY TO DROP
    (Date or number of business days from and including the start date of the session)
Full (1.0) course - 12 weeks Summer Evening
Summer Distance
5
5
25
25
Full (1.0) course - 6 weeks Intersession
Summer Day
2
2
15
15
First-term and second-term half (0.5) course - 6 weeks Summer Evening
Summer Distance
5
5
20
20
First-term and second-term half (0.5) course - 3 weeks Intersession
Summer Day
2
2
10
10
Q First-term quarter (0.25) course - 3 weeks Summer Evening 2 10
R Second-term quarter (0.25) course - 3 weeks Summer Evening 2 10

 

 

Students in “W” accelerated language courses may transfer to the equivalent full year course with the permission of their Faculty prior to November 1.

Some of the quarter courses offered by the Richard Ivey School of Business do not fit into the standard timelines. For these courses, the last day to add a course will be ten (10) business days from and including the start date of the session; the last day to drop a course without penalty will be 50% of the way through the course (from and including the start date of the session) excluding Conference week.

For quarter courses in Kinesiology:

“Q” These courses will start the first Monday of the term; the last day to add the “Q” quarter course will be five (5) business days from and including the Monday start date; the last day to drop the “Q” quarter course without penalty will be ten (10) days from the Monday start date.

“R" The start date will be tabulated as thirty-one (31) business days from the start of the “Q” session; the last day to add the “r” quarter course will be thirty-five (35) business days from the start of the “Q” session; the last day to drop the “R” quarter course without penalty will be forty (40) business days from the start of the “Q” session.

“S” These courses will start the first Monday of the term; the last day to add the “S” quarter course will be five (5) business days from and including the Monday start date; the last day to drop the “S” quarter course without penalty will be ten (10) days from the Monday start date.

”T” The start date will be tabulated as thirty-one (31) business days from the start of the “S” session; the last day to add the “T” quarter course will be thirty-five (35) business days from the start of the “S” session; the last day to drop the “T” quarter course without penalty will be forty (40) business days from the start date of the “S” session, excluding Conference week.


For “H” (8 week) and “J” (6 week) courses offered by the Faculty of Health Sciences in the Compressed Time Frame Nursing program, the last day to add a course will be five (5) business days from and including the start date of the session; the last day to drop a course without academic penalty will be ten (10) business days from the start date of the session.

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Faculty of Law

Faculty of Law
In the Faculty of Law, the add/drop period for Fall courses in the first five days of the Fall Term.  The add drop period for January intensive courses is the first day of the Winter Term. The add/drop period for courses taking place over the remainder of the Winter Term is the first five days of the balance of Winter Term.

 

Academic Handbook, Registration, Adding and Dropping Courses

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CAREER-RELATED LEARNING: INTERNSHIPS, CO-OPS, PLACEMENTS, ETC.

Guidelines on Career-Related Learning: Internships, Co-Ops, Placements, etc.
Rather than try to make Faculties standardize their use of the terms “internship,” “co-op” or “placement”, SCAPA approved and informed Senate that, under the heading “Career-related Learning,” all courses which are offered by Western to provide students with professional experience, curriculum enrichment, and/or extracurricular experience will be listed on The Student Success Centre's website.

The information has been posted on the following website which will be updated, as necessary, by The Student Success Centre to ensure that it is kept current: http://success.uwo.ca/experience/index.html.

Off-Campus Placements
Externships, Practicums, Practice Teaching, Clinical Placements, and other such programs, providing students with specialized training under professional supervision in selected institutional and community settings, are an important component of a number of undergraduate degree programs.

Admission to an off-campus placement is granted by a host institution on the recommendation of the relevant teaching Department, School, or Faculty of the University or Affiliated University College.

Students granted admission to an off-campus placement are subject to all the rules and regulations of the host institution. It is recognized, provided that client confidentiality is maintained, that discussion by the student of the content of his or her professional training placement with the academic Faculty involved, is a necessary and desirable feature of such placements.

Ultimate responsibility for evaluating the performance of each student rests with the faculty members of the student's home Faculty, School, or Department. Students who fail to meet the requirements of the host institution, or whose performance is judged to be unsatisfactory, or whose behaviour places the host institution or its patients or clients at risk, will be reported to the Dean of the student's Faculty. The Dean, or his or her designate, on the recommendation of the Department or School concerned, may suspend the student's placement, withdraw the student from the placement, or take such other action as may be warranted.

 

Academic Handbook, Registration, Career-Related Learning

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COURSE LOAD FOR UNDERGRADUATE STUDENTS

Normal Course Load

Normal Course Load

1. The normal course load for a first-year program is 5.0 courses numbered 1000 to 1999.

2. Students enrolled in 3.5 courses or more in the Fall/Winter session are considered full-time students; students enrolled in fewer than 3.5 courses in any term are considered part-time students.

3. For students in second year and above, the normal course load is 5.0 courses, but 1.0 additional course may be included in any academic year with the consent of the Dean of the faculty in which the student is registered.

4. In order to maintain a balanced course load, students may not take more than 2.5 courses in each of the Fall (September – December) and Winter (January – April) terms, unless the Dean of the student’s faculty provides an exemption, or the student is also registered in a course that is offered outside of a regular session (i.e. X, Y course).

5. Students may not take more than 3.0 courses by distance studies during fall/winter session. Students wishing to take more than the permitted number of distance studies course must receive permission from the dean of their academic faculty before course selection.

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Spring/Summer Sessions, including Distance Education

Spring/Summer Sessions, including Distance Education

6. The workload for the Spring/Summer/Distance Sessions* (i.e. May to August) at this University or any other shall be restricted to a maximum of 2.5 courses, with no more than 2.0 courses to be taken simultaneously (excluding Distance Education courses). In the case where 2.0 courses are taken simultaneously, only 1.0 of them may be a laboratory course.

7. The Dean of the faculty in which the student is registered may authorize enrolment different from the above.

* Because the Summer Evening Session runs concurrently with Intersession and the regular Summer Day Session, the significance of "simultaneously" is that the limit of two courses applies whether the two courses are taken in a single session or in two concurrent sessions.

 

Academic Handbook, Registration, Course Load

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COURSE NUMBERING POLICY, ESSAY COURSES, AND HOURS OF INSTRUCTION

Blended Courses

Blended Courses
Blended courses have both face-to-face and online instruction, as well as on-campus exams.  These course offerings are clearly identified by designated section numbers in the undergraduate academic calendar and lecture timetable.In the identified blended courses, at least 30% of student learning integral to the course occurs in the online interactive learning environment.  For example, in a half (0.5) course at the undergraduate level, at least 8 of the required 26 contact hours will occur online.

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Course Numbering

Course Numbering

1. Course Numbers: Courses are labeled with a ten-character field where the first four characters are numeric and the last six characters may be used for an alphabetic suffix.

Course Titles: If the title exceeds 30 characters the course must be given an alternate “short title” of 30 characters or less for use by the Registrar’s Office. Course Descriptions: May not exceed 50 words.

2. Each course will be identified by the department/program offering it. If the course is to be cross-listed and offered by more than one department/program, this should be stated clearly in the original proposal for the course.


3. Courses will be numbered according to the following format:

0001 - 0999* Pre-University level introductory courses
1000 - 1999 Year 1 courses
2000 - 4999 Senior-level undergraduate courses
5000 - 5999 Professional Degree courses in Dentistry, Education, Law, and Medicine
6000 - 6999 Courses offered by Continuing Studies
9000 - 9999 Graduate Studies courses


* These courses are equivalent to pre-university introductory courses and may be counted for credit in the student's record, unless these courses were taken in a preliminary year.  They may not be counted toward essay or breadth requirements, or used to meet modular admission requirements unless it is explicitly stated in the Senate-approved outline of the module.

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Course Suffixes

Course Suffixes

1. All suffixes are in upper case and indicate the following with regard to course weight and session. The suffixes I and O will not be used to avoid confusion with numbers.

2. Suffixes will be added according to the following format:

No suffix 1.0 course not designated as an essay course
A     0.5 course offered in first term
B   0.5 course offered in second term   
A/B    0.5 course offered in first and/or second term
C     January courses in the Faculty of Law (4.0 credit weight)
D February/March/April (FMA) courses in the Faculty of Law
E 1.0 essay course
F 0.5 essay course offered in first term
G 0.5 essay course offered in second term
F/G 0.5 essay course offered in first and/or second term
H    1.0 accelerated course (8 weeks) in the School of Nursing
J   1.0 accelerated course (6 weeks)in the School of Nursing
0.75 course (integrated curriculum of HBA1 program) at the Richard Ivey School of Business
L 0.5 graduate course offered in summer term (May - August)
M/N/P Not yet designated
Q   0.25 course offered in the first half of first term
R 0.25 course offered in the second half of first term
S 0.25 course offered in the first half of second term
T 0.25 course offered in the second half of second term
U 0.25 course offered in other than a regular session
V    0.375 course offered by the Faculty of Education
W 1.0 accelerated course offered in first term   
X 1.0 accelerated course offered in second term
Y 0.5 course offered in other than a regular session
Z 0.5 essay course offered in other than a regular session

 

Undergraduate Course Offerings
1. Course Designations

In most cases:

  1. A full course (1.0 course) will have no suffix or will have an E suffix. A full course has a minimum of 52 contact hours.
  2. A half course (0.5 course) will have an A, B, F, G, Y or Z suffix. Two 0.5 courses are the equivalent of one 1.0 course, whether or not they have been taken in the same subject. A half course has a minimum of 26 contact hours.
  3. A quarter course (0.25 course) will have a Q, R, S, T or U suffix to indicate the term. A quarter course has a minimum of 13 contact hours.


Other designations have also been approved, as follows:

  1. C and D courses are offered by the Faculty of Law
  2. H and J courses are offered by the Faculty of Health Sciences in the Compressed Time Frame Nursing program
  3. K courses are offered by the Richard Ivey School of Business
  4. V courses are offered by the Faculty of Education
  5. W and X courses are accelerated full courses (often language courses) which are offered in one term only. They may not be designated as essay courses and normally will not be scheduled during high demand hours, i.e., Monday to Friday from 10:30 a.m. to 3:30 p.m.


2. Course Inactivation

  1. If a course is not offered for a period of five years, following consultation with the relevant Faculty, School or College, the Office of the Registrar will inform DAP (the Deans: Academic Programs virtual committee) that the course will be withdrawn from course offerings and removed from the calendar and master timetable.
  2. If a Special Topics course has been offered with the same topic for a period of three years, the Faculty, School or College must introduce the course as a regular course offering and include the former course as an antirequisite for the years it was offered as a Special Topics offering, e.g., “Geography 1106A/B, if taken in 2001-02, 2002-03, 2003-04.”

 

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Essay Courses

Essay Courses
Students are encouraged to take an essay course in first year. Only Western courses designated as essay courses may be used to fulfil this requirement.

Departments must identify essay courses, and the courses will be designated as such in the Calendar. However, courses which are not identified as essay courses may require a significant component of course work in the form of essay writing.

The guidelines for the minimum written assignments refer to the cumulative amount of written work in a course but excludes written work in examinations.

An essay course must normally involve total written assignments (essays or other appropriate prose composition, excluding examinations) as follows:

Full course (1000 to 1999): at least 3000 words
Half course (1000 to 1999): at least 1500 words
Full course (2000 and above): at least 5000 words
Half course (2000 and above): at least 2500 words

and must be so structured that the student is required to demonstrate competence in essay writing to pass the course.

The structure of the essay course must be such that in order to pass the course, the student must exhibit some minimal level of competence in essay writing and the appropriate level of knowledge of the content of the course.

The term "essay" is to be understood broadly to include many of the reports, reviews, summaries, critiques, and some laboratory reports that are currently assigned, as well as essays in the strictest sense. The essential point is that the assignments involve assembling information and argument and presenting it in connected prose.

Depending on the course, the language of the essay may be English, French, or any of the foreign languages, but artificial and/or machine languages do not meet this requirement.

Course-wide uniformity of designation is a practical necessity. Where a multisectioned course is identified as an essay course, all sections of that course must include the appropriate essay component.

The alternative of separate courses with different course numbers, differing only in the essay course component (or lack of it), remains. This is consistent with existing regulations but requires "new course" approval through the Dean's Office by means of the Deans: Academic Programs (DAP) committee.

Hours of Instruction For Courses
The following course prescriptions are established:

  • A full (1.0) course at the undergraduate level shall require a minimum of fifty-two (52) contact hours.
  • A half (0.5) course at the undergraduate level shall require a minimum of twenty-six (26) contact hours.
  • A course with a weight of 0.375, offered by the Faculty of Education, shall require a minimum of twenty (20) contact hours.
  • A quarter (0.25) course at the undergraduate level shall require a minimum of thirteen (13) contact hours.

 

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First Year Courses/Classes

Hours of Instruction - 1000-Level Courses
The hours of instruction for courses at the 1000-level in the Faculties of Arts and Social Science shall not exceed three class hours per week, or a combination of class and laboratory hours not to exceed four hours per week in total.

First Year Courses/Classes

  1. In each department, lecturing in first year courses should, in general, be done by members of faculty.
  2. Departments will single out the teachers best qualified for first year teaching for assignment to first year classes.
  3. Departments will make every effort to ensure that first year classes taught by more than one person have cohesion and continuity.
  4. A common curriculum will be established in each course (1000-1999) with multiple sections.
  5. Each department periodically will reappraise its first year course offerings to ensure that they adequately accommodate changes in Secondary School curricula, changes in the discipline, and the diverse levels of preparation attained by incoming students.


*Note on Distance Studies course offerings: In each course offered by Distance Studies, departments will set an alternative examination which will be written independently of the intramural examination. Where the circumstances of students in a Distance Studies course do not appear to warrant a separate examination, the Dean of the Faculty concerned will so notify the Office of the Registrar.

Academic Handbook, Registration, Course Numbering

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CRIMINAL RECORDS CHECK AND VULNERABLE SECTOR SCREENING

Faculty of Health Sciences

Faculty of Health Sciences

The following policy applies to all Schools/Programs in the Faculty of Health Sciences.

Faculty of Health Sciences: Records Check and Vulnerable Sector Screening

The University of Western Ontario does not require a Criminal Records Check or other screening procedure (e.g., Vulnerable Sector Screen {VSS}) as a condition of admission into its programs in the Faculty of Health Sciences. However, prospective students should be aware that a criminal records check or VSS may be required by other facilities used for clinical or co-op placements or experiences related to an academic course assignment. It is the student’s responsibility to have the necessary procedure completed. In some programs students will not be permitted access to such courses without having completed this requirement.

Students will share VSS or record check information directly with the facility or agency for which they have been assigned a placement and may, if they wish, disclose results to their School or Program. Students unable to complete a clinical requirement of their program because they are unable to meet a facility’s requirement for such a screening, or because a facility refuses to accept them on the basis of the information contained in the record check or other screening procedure, will not be eligible for progression or graduation. Those students enrolled in an internship placement, clinical practice placement or co-op as a course requirement may not be able to pass the course if they have not met an agency’s requirement or if the agency refuses to accept them on the basis of the information contained in the record check or other screening procedure. Students should check with their School or Program for details as to policy on course access and to the time frame within which a screening must be completed.

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King's - Social Justice and Peace Studies

King's University College
 
Social Justice and Peace Studies: Records Check and Vulnerable Sector Screening
The Social Justice and Peace Studies program at King’s University College at The University of Western Ontario does not require a Criminal Records Check or other screening procedure (e.g., Vulnerable Sector Screening {VSS}) as a condition of admission into its programs. However, prospective students should be aware that a criminal record check or VSS may be required by other facilities used for practicum placements, or experiences related to an academic course assignment. It is the student’s responsibility to have the necessary procedure completed. In some programs, students will not be permitted access to such courses without having completed this requirement.

Students will share VSS or other record check information directly with the facility or agency for which they have been assigned a placement and may, if they wish, disclose the results to their Program Coordinator. Students unable to complete a placement requirement because they are unable to meet a facility’s requirement for such a screening, or because a facility refuses to accept them on the basis of the information contained in the record check or other screening procedure, will not be eligible for progression or graduation. Those students registered in an internship placement, clinical practice placement or co-op as a course requirement may not be able to pass the course if they have not met an agency’s requirement, or if the agency refuses to accept them on the basis of the information contained in the record check or other screening procedure. Students should check with their Program Coordinator for details as to the policy on course access and to the time frame within which a screening must be completed.

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King's - Thanatology

Thanatology: Records Check and Vulnerable Sector Screening
The Thanatology program at King’s University College at The University of Western Ontario does not require a Criminal Records Check or other screening procedure (e.g., Vulnerable Sector Screening {VSS}) as a condition of admission into its program. However, prospective students should be aware that a criminal record check or VSS may be required by other facilities used for clinical or practicum placements, or experiences related to an academic course assignment. It is the student’s responsibility to have the necessary procedure completed. In some programs, students will not be permitted access to such courses without having completed this requirement.

Students will share VSS or other record check information directly with the facility or agency for which they have been assigned a placement and may, if they wish, disclose the results to their Program Coordinator/King’s University College. Students unable to complete a placement requirement because they are unable to meet a facility’s requirement for such a screening, or because a facility refuses to accept them on the basis of the information contained in the record check or other screening procedure, will not be eligible for progression or graduation. Those students registered in a placement as a course requirement may not be able to pass the course if they have not met an agency’s requirement, or if the agency refuses to accept them on the basis of the information contained in the record check or other screening procedure. Students should check with their Program Coordinator for details as to the policy on course access and to the time frame within which a screening must be completed.

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King's - Social Work Practicum

Social Work Practicum
Assignments to Practica will be determined by the Coordinator of Field Instruction following consultation with students. Students should be aware that there may be financial costs (such as parking, transportation, manual and insurance) and special agency requirements (such as police checks and health requirements) associated with the Practicum. A car may be needed for some community-based placements.

Neither The University of Western Ontario nor King’s University College requires a Criminal Records Check or other screening procedure (e.g., Vulnerable Sector Screen [VSS]) as a condition of admission into the Bachelor of Social Work (Honors) program. However, prospective students should be aware that a criminal records check or VSS may be required by other facilities used for field placements or experiences related to an academic course assignment. In such cases, it is the student’s responsibility to have the necessary procedure completed. Students will not be permitted access to such courses without having completed this requirement.

Students will submit a copy of their VSS or other record check information directly to the School of Social Work for retention in their confidential Student Practicum File. Students may be required to share their VSS or other record check directly with the facility or agency to which they have been assigned depending on the facility or agency policy and requirements. Students unable to complete a Practicum because they are unable to meet a facility’s requirement for such a screening, or because a facility refuses to accept them on the basis of the information contained in the record check or other screening procedure, may not be eligible for progression or graduation. Students enrolled in a Practicum may not be able to pass the course if they have not met an agency’s requirement, or if the agency refuses to accept them on the basis of the information contained in the record check or other screening procedure.

Students should check with the School of Social Work for details regarding course access and the time frame within which a screening must be completed.

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King's - Catholic Studies for Teachers

Catholic Studies for Teachers: Vulnerable Sector Screening
Neither The University of Western Ontario nor King’s University College requires a Criminal Records Check or other screening procedure (e.g., Vulnerable Sector Screen [VSS]) as a condition of admission into the Catholic Studies for Teachers program. However, prospective students should be aware that a criminal records check, VSS, and or medical tests, may be required in order to take part in the school field placement. In such cases, it is the student’s responsibility to have the necessary procedure(s) completed. Students will not be permitted access to such courses without having completed this requirement.

Students will share VSS or other record check information directly with the facility or agency to which they have been assigned a placement and may, if they wish, disclose results to the Department. Students unable to complete a field placement because they are unable to meet a facility’s requirement for such a screening, or because a facility refuses to accept them on the basis of the information contained in the record check or other screening procedure, will not be eligible for progression or graduation. Students enrolled in a field placement may not be able to pass the course if they have not met an agency’s requirement, or if the agency refuses to accept them on the basis of the information contained in the record check or other screening procedure. Students should check with the Department for details regarding course access and the time frame within which a screening must be completed.
 
Schulich School of Medicine & Dentistry

Police Records Check / Vulnerable Sector Screening Policy (MD Program)

See the Admissions Policy for the MD Program.

 

Academic Handbook, Registration, Criminal Records Check and VSS

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EXCHANGE COURSE GRADES

Undergraduate Grades for Courses Taken on Exchange
Grades for undergraduate courses taken on exchange will be recorded as pass/fail (“PAS” or “FAI”) on a student’s official academic record. Numerical or alpha grades earned will not be recorded.

Students with continuing scholarships/awards will be deemed to have satisfied the progression requirements for retention of their scholarship/award if a) they take the equivalent of a full course load per term (2.5 Western course equivalents) at the host institution, and b) pass all of their courses.

Students planning to take courses that are mandatory for their program or module, or which serve as specific prerequisites for further study, should consult the appropriate Faculty Dean’s Office and/or Academic Counselling to ascertain if there are any specific requirements that must be met in order to receive appropriate credit.

This policy applies ONLY to courses taken “on exchange.” Courses taken on Letter of Permission will continue to be recorded on the basis of the numerical or alpha grades issued by the host institution.

Notes:

  1. Students who go on exchange will be eligible for the “with distinction” designation on graduation if they pass all of the courses taken on exchange and meet the criteria for “with distinction” in all other years.
  2. Students will not be eligible for the “Dean’s Honor List” in the year that they are on exchange.
  3. Students who go on exchange in the final year of their degree program will not be eligible for the Gold Medal in their program.
  4. Students also need to be aware that certain graduate programs, professional schools, and other postgraduate programs normally require original transcripts from the exchange year and use these grades in their evaluations.

 

Academic Handbook, Registration, Exchange Course Grades

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LETTER OF PERMISSION

Transfer Credit to Western

A Letter of Permission is a document that enables a Western undergraduate to enroll in one or more specific courses at another university without having to apply for formal admission to the other institution. Upon completion, the courses are transferred to the student's record at Western.

Students apply to the Dean of their Faculty for a Letter of Permission to take courses at another university. * Approval shall be at the discretion of the dean, who shall base the decision on the applicant's overall academic record, the appropriateness of the particular course to the applicant's program at Western University, and on any other factors he/she may deem relevant. For substitution of required, principal or prerequisite courses, the Dean will also obtain departmental approval. Following authorization, the Registrar's Office will issue to the university concerned a Letter of Permission that is contingent upon successful completion of progression requirements.

* A non-refundable fee is charged for Letters of Permission.

Students granted permission to take the final course(s) of their program during a Fall/Winter Session may not graduate until the next Autumn Convocation, unless marks, in the form of an official transcript, are received by the Registrar's Office by May 15. Students who receive permission to take the final course(s) of their program during a Spring/Summer Session, must submit an official transcript to the Registrar's Office by October 1; otherwise, their graduation may be postponed until the next Spring Convocation.

Non-graduating students must ensure that the Registrar's Office receives, no later than November 1, an official transcript for any course attempted on a Letter of Permission in the previous Fall/Winter and Spring/Summer Sessions. Courses for which no transcript is submitted shall be awarded a failing grade.

Courses taken at another university on a Letter of Permission during a Spring/Summer Session are included within the maximum permissible academic load for the period, May to August.

Not more than five courses may be taken at another university on a Letter of Permission to fulfil graduation requirements for any baccalaureate program at Western.

It is the student's responsibility to ensure that an official transcript for any courses attempted on a Letter of Permission is submitted to the Academic Records-Registrar's Office.

For Letter of Permission courses, grades will be included in average calculations for progression and graduation in the same manner as Western courses. In order to accomplish this, grades presented on the LOP transcripts as non-percentage or under a different grading scale than Western, will follow the normal conversion practices used by the Western Admissions Office. When this occurs, failing grades presented as non-percentage will be converted to "F" on the Western record, and it will be included in averages as 40%.

 

Academic Handbook, Registration, Letter of Permission

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PART-TIME STUDENTS - REGISTRATION (INCLUDING SPRING/SUMMER SESSIONS)

Eligibility For Registration - Spring/Summer Sessions
Registration in Spring/Summer Sessions shall be available to full and part-time students provided that the performance in the preceding Fall/Winter session has not been conditioned by deferred, special or supplemental examinations or by incomplete standing and that the Deans of Faculties shall be empowered to authorize registration in a Spring/Summer Session(s) of students enroled in their faculties preceding Fall/Winter Sessions whose performance was conditioned (i.e., by deferred, special or supplemental examinations, or by incomplete standing).

Course Content and Structure of Summer Session and Distance Studies Courses
The content and structure of courses offered in Summer Sessions and by Distance Studies shall be, essentially, equivalent to the content and structure of the comparable courses offered in the intramural sessions.

For summer session courses, this includes the formal hours of instruction - lecture, laboratory, tutorial, and the academic work load including in-class and out-of-class assignments.

For summer session half courses, instruction shall be conducted throughout the entire session. Under special circumstances, a department may be granted exemption from this regulation by the dean of the faculty, acting on the advice of the Educational Policy Committee (or equivalent) of the Faculty Council.

For Distance Studies courses, where possible, the academic workload, assignments and course materials shall be the same as intramural sessions.

 

Academic Handbook, Registration, Part-Time

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