To register, a student must have submitted an Application for Admission and have been accepted for admission to Kwantlen. Upon acceptance, each student will be provided with information regarding the registration process for the program in which she or he wishes to enrol.

Web Registration - Selective entry and open registration programs

Registration for open registration and for most selective entry programs is on-line. Instructions for Web registration are included in the Registration Guide & Timetable for each semester. For programs that are not listed in the timetable, Web registration instructions are provided following acceptance into the program.

The Registration Guide and Timetable will usually be available as follows:

• Fall: Late - June
• Spring: Late - October
• Summer: Late - February

Currently registered students, re-admitted students and new applicants will be sent a notification card and may pick up a timetable at any campus Admissions Office or view it on-line.

To avoid having unauthorized persons tampering with their registration records or gaining access to their grades and other academic records, students are expected to keep their student number and Personal Identification Number (PIN) private. This will ensure the security of their student records. Any student who is concerned that others may know her or his assigned PIN is strongly advised to change their personalized PIN by using Kwantlen's on-line Web services.

Acceptance into a selective entry program guarantees the student a space in each of the courses required for the program. Registration information will be provided upon acceptance into the program.

Open registration programs are those in which students may register for one or more courses in accordance with an established registration priority system. Most semester-based programs are open registration programs.

Not all courses in open registration programs are offered in every semester. Registration of students into courses is subject to space being available at the student's registration appointment time. Kwantlen is committed to accepting all qualified applicants who apply on or before the application cut-off date. Because we cannot predict the course needs of each applicant, the number of courses desired by qualified applicants can exceed the number of spaces available in courses. Therefore, acceptance to Kwantlen University College is not a guarantee of registration in any or all of the courses or course sections an applicant may desire. It is important that students be flexible in their course choices, be open to attending classes on more than one campus, and be persistent in their attempts to register.

Information on the registration process will be provided to each student in advance of the semester in which she or he intends to enrol. A Registration Deposit is required to gain access to the Registration System. Students must also ensure that they have satisfied any course prerequisites before they register. A student who attends throughout a Fall or Spring semester will automatically receive registration information for the following Spring or Fall semester. However, a student who is not in attendance for a semester (excluding Summer) or who withdraws or is dropped from all courses, must apply for re-admission by the application deadline in order to receive registration information.

Registration Priority

See policy C.30 which can be viewed at the Library or on-line at www.kwantlen.ca/polices for further details.

Registration priority for new and continuing students will be allocated as follows:

Priority 1. Continuing students with an institutional Cumulative Grade Point Average (CGPA) of 2.00 or greater, ranked in descending order by total institutional semester credits earned. In the case of a tie with respect to total semester credit hours earned, students will be ranked in descending order by CGPA. In the event that a tie still exists, students will be ranked by qualification date, earliest to latest.

Priority 2. New students who have met the application cut-off date. These will be assigned registration priority based on the date the student qualified for admission to an open registration program (earliest to latest). In the event of a tie, students will be ranked by application date (earliest to latest).

Priority 3. Continuing students with an institutional Cumulative Grade Point average (CPGA) of less than 2.00 ranked in descending order by total institutional semester credits earned. In the case of a tie with respect to total semester credit hours earned, students will be ranked in descending order by CGPA. In the event that a tie still exists, students will be ranked by qualification date, earliest to latest.

If the application cut-off date is extended, applicants for admission or re-admission who apply after the application cut-off date register after all other students, in order by date of application.

Ranking for continuing students will be determined immediately following the application cut-off date for the next semester. Ranking will take into account grades and semester credit hours from previous semesters but not those from the current semester.

A new student who does not enrol in classes for the semester originally applied for must re-apply and will be assigned a new application date. Similarly, a student who withdraws completely or is dropped from all courses in his or her first term at Kwantlen must re-apply and will be assigned a registration priority as if she or he was a new applicant.

A continuing student who has not been enrolled for a period of one semester or more (excluding Summer) or who withdraws completely or is dropped from all courses in a semester is required to apply for re-admission. To retain registration priority as a continuing student, a student must register in one of the next three semesters (excluding Summer). If the period of non-enrolment is three semesters or more (excluding Summer), the student will be assigned a new application date that will be the same as the date the application for re-admission is received by the Admissions Office. The student will be scheduled for registration as if she or he was a new applicant.

Late Registration

Late registration is scheduled for the first week of classes in a semester. During this period students may:

• add one or more courses on a space-available basis
• drop courses
• change courses or sections
• apply to audit courses

On-line registration will not be permitted after the end of the first teaching week (fifth or sixth day of classes) of a semester. Courses may not be added on-line after the late registration period.

Specific deadlines for adding courses and for dropping courses without penalty are listed in each semester's Registration Guide & Timetable.

Course Load

A normal course load for a full-time student in most open registration programs is five (5) courses, although some programs may require more than this number. If a student is not enrolled in such a program and wishes to enrol in more than five (5) courses in one semester, she or he must obtain permission from the Registrar, Associate Registrar or designate. Normally, a B average will be required before permission will be granted to carry an extra course. A course overload will not normally be considered for a student in his or her first semester at Kwantlen.

Semester Credit Hours

Many University College courses have semester credit hours assigned to them. The semester credit hour is a standard unit that represents a minimum of one (1) hour of instruction per week for a semester. Most post-secondary level courses carry three (3) semester credit hours, although they may require more than three hours of classroom instruction per week.

Full-time Status

A student who is enrolled in nine (9) or more semester credit hours is considered to be full-time.

Part-time Status

A student who is enrolled in fewer than nine (9) semester credit hours is considered to be part-time.

Note: A minimum course load of 9 semester credit hours, at the post-secondary level, is required to qualify for a student loan.

Repeating a Course

A student may register for either credit or audit status for the same course a maximum of two times. A student who withdraws will be considered to have registered if the withdrawal occurs during the period when a grade of W is assigned. This policy applies to all registrations, whether the course was successfully completed or not. The student retains the right to apply for special consideration or exemption from this policy by submitting a request for special approval to Admissions. Students who register for a course a third (or higher) time without prior approval may be dropped from the course without notification.

In the case of a repeated course, the grade used in computing Grade Point Average (GPA) will be the highest grade received. The grades for all attempts will remain on the student's academic record and will appear on the transcript.

Auditing a Course

A student who wishes to take a course but does not wish to do so for credit may request to audit the course. An auditor is expected to attend class but does not participate in the evaluation process. To audit a course, a student must obtain the approval of the Registrar, Associate Registrar or an Educational Dean and be currently eligible to enrol. Audits will only be considered during the late registration period. Priority is given to credit students so the student is not permitted to register for a course and then change to audit status. The tuition fee for auditing a course is the same as that for a student taking the course for credit.

Guided Study

See policy C.16 which can be viewed at the Library or on-line.

Guided study refers to the offering of a course using a mode of instruction other than classroom instruction or distributed learning. In general, this will primarily involve self-study by the student with periodic guidance from an instructor. Guided study is not to be construed as instruction by correspondence or distance education.

Only courses listed in the Kwantlen University College calendar may be offered by guided study and the goals and objectives of the course must be adhered to. A course will not be offered by guided study if it is currently being offered by classroom instruction on the student's home campus. Courses that involve work experience or substantial laboratory work will not be offered by guided study. Similarly, courses that depend heavily on student-instructor interaction will not be offered by guided study.

To be eligible to enrol in a course offered by guided study, a student must normally meet the following criteria:

• have successfully completed or transferred a minimum of four (4) courses totalling a minimum of twelve (12) semester credit hours at/to Kwantlen University College
• have achieved a minimum Cumulative Grade Point Average (CGPA) of 3.00
• be currently enrolled in at least one (1) course at Kwantlen

Enrolment in a course taught by guided study must not result in the student exceeding the normal academic workload for her or his program.

The tuition and other fees for a course taught by guided study are the same as those charged for a course taught by classroom instruction. Because of the particular fee arrangements for the instructor's services, no refund will be issued after the course has begun.

Admission to Class

An instructor will admit to class only officially registered credit or audit students. Visitors will be admitted at the discretion of the instructor. Such visits will normally be permitted for only one or two classes in a semester.

Course Outlines

Kwantlen has official course outlines for every credit course taught. These have first been approved by a Kwantlen Curriculum Committee and then by the Kwantlen Education Council. They are available for inspection at all Counselling and Advising offices and at the Library.

Course Presentations

Each instructor will provide every student in her or his class(es) with a written course presentation, outlining the required and optional texts and materials, the evaluation scheme used, the instructor's policy on late assignments, the tentative schedule of topics, office hours and office room number and Kwantlen's policy on plagiarism and cheating.

Withdrawing from a Course

Students may withdraw from open registration and most selective entry courses until the end of the eighth week of a semester. To officially withdraw from a course, a student must do so by the published deadline. The deadline for withdrawing is published in each semester's Registration Guide & Timetable.

Non-attendance by itself does not constitute withdrawal from a course. A student is considered fully registered until she or he has either withdrawn using Web registration system or submitted a Course Status Change form (if registration in the program is not by Web). A student who stops attending class but does not withdraw by the deadline will be assigned a grade of "F" for the course.

Before withdrawing from a course, recipients of student loans should check whether their status will be affected by the withdrawal. To be eligible for a student loan, a student must be enrolled in at least sixty (60) percent of a full course load for her or his program.

If a student withdraws during the first week (five (5) teaching days) of classes in a semester, the course(s) will not appear on the student's official transcript.

If a student withdraws during the second to eighth week of classes in a semester, the course(s) will appear on the student's official transcript with a grade of W. Withdrawals will not be permitted after the end of the eighth week of classes.

Note: A student who withdraws from all courses in a semester must apply for re-admission by the application deadline in order to register again at the University College.

Fixed Term Programs

Most Vocational and some Community and Health Studies programs have a limited number of seats, and begin and end on dates that are different from the regular semester dates. Qualified applicants will be wait-listed by date of qualification and seats in each program intake will be offered to applicants on the wait-list in order by qualification date. Registration information is provided to each student who is offered a seat. Acceptance of the offer reserves a seat in the program for the student. Notification of the date by which fees must be paid in order to hold the seat will be provided to each student at the time the offer is made.

A student who is registered in a fixed term program and who wishes to withdraw must complete the appropriate section on a Program Status Change form, obtain signatures from the Library and the instructor, and submit the form to the campus Admissions Office. Students may withdraw from courses only until the mid-point of each course.

Continuous Intake Programs

Some College trades and vocational programs enrol students as seats become available, usually at the beginning of a month. Upon acceptance, qualified applicants for a continuous-intake program are placed on a wait-list in order of date of qualification. Each applicant is informed of the approximate date on which she or he will enter the program. This date may be adjusted forward or backward due to completions, extensions and/or no-shows.

When a space becomes available, the applicant at the top of the wait-list is contacted and informed of the date she or he can begin the program. The applicant may refuse the offer of a seat once without penalty. A second refusal will result in the applicant being dropped from the applicant list.

A student in a continuous-intake program who wishes to change her or his enrolment status must complete the appropriate section on a Program Status Change form, obtain an instructor signature and submit the form to the campus Admissions Office. Changes in enrolment status may only be made at the beginning and middle of a month.

A student who is registered in a continuous-intake program who wishes to withdraw must complete the appropriate section on a Program Status Change Form, obtain signatures from the Library and the instructor, and submit the form to the campus Admissions Office.

Compassionate Withdrawal

See policy C.34 which can be viewed at the Library or on-line.

Kwantlen expects students to attend the scheduled educational activities for which they have registered and to complete the required course and program requirements. Kwantlen also recognizes that may not be possible due to family, medical or emotional problems. In such cases the student will be treated with compassion and every effort will be made to help them complete their studies.

Students with short-term medical, emotional or other problems may request extensions on deadlines or other considerations from instructors or program coordinators. Where possible, such requests will be responded to favourably and without prejudice.

Students with longer-term medical, emotional or other problems who are unable to meet the deadline for withdrawal may request a complete withdrawal on compassionate grounds. Withdrawal under such circumstances will normally be without academic penalty, provided students notify Kwantlen in a timely manner and are in good academic standing at the time the medical, emotional or other problem developed.

Appeals and Complaints

Appeals of Academic or Admissions Decisions

See policy C.5 (currently under review) which can be viewed at the Library or on-line.

Kwantlen University College recognizes that, from time to time, a student may be dissatisfied with an academic or admissions decision made by a University College employee, or may wish to appeal a grade. For this reason, Kwantlen provides an appeal procedure through which these and similar issues may be addressed. Any University College employee whose decision is being appealed at any level of the process must be made aware of the appeal and given the opportunity to state his or her position.

The student must attempt informal resolution with the concerned individual prior to proceeding with a formal appeal in the case of academic decisions or grade appeals. Prior to submitting a formal appeal, the student should consult a counsellor in Counselling and Advising Services to obtain information and advice on how to proceed.

If informal resolution is not successful, the student should obtain an appeal form from the Registrar's Office on any campus and complete it in full.

Complaints about Instruction, Services, Employees, Students or Kwantlen Policies

See policy C.6 which can be viewed at the Library or on-line.

Kwantlen University College has a tradition of service to students. Problems, however, may sometimes occur in a community as diverse as Kwantlen. Kwantlen recognizes that from time to time students may wish to complain about instructors or other College employees, services or other students or College policies. Procedures have been established to deal with these matters and will be communicated to students and employees. These procedures have been developed to protect the rights of all concerned. Corrective action may range from a reprimand to initiation of dismissal or suspension proceedings.

There are services at Kwantlen University College that students may be referred to for general assistance and advice on how to proceed with a complaint. This assistance can include guidance on whether the matter is serious enough to complain about or on the complaint process itself. These services include:

Counselling Services - this service can provide assistance to students regarding the complaint process.

Student Association - the Association maintains a student advocate on each campus to assist students.

Dean, Student Services - this administrator can provide advice and support to students.