Policies and Forms

Glossary

Academic history: A record of courses completed at a post-secondary institution. It may also include information such as credit transfers, GPA, final grades, repeated courses, etc.

Academic penalty: A Fail Grade (F) will appear on the student record.

Application vs. Registration: Application refers to applying for admittance to a program. Registration refers to enrolling in a course or courses.

General (unallocated) Credit: Approved elective credit based on prior learning that is not considered equivalent to specific courses, but that still meets the learning outcomes of a program.

Registration / Revision period: The time period during which you can register for courses and/or drop courses and receive a tuition refund. Typically, but not always, it ends two weeks after the course start date.

Student & Instructor Services (SIS): SIS can assist you with all your Extended Education needs: admissions; registration; student records; and payment requirements. If you require assistance, contact SIS.

Alternate Exams

An alternate final exam may be made available at a charge to students who are unable to attend the scheduled exam due to business conflicts, travel, personal reasons, or religious reasons. An application must be made no later than five business days prior to the scheduled final exam. The application will be approved by the Student Advisor. Fees are contained on the current Fee Schedule.

The student must apply for an Alternate Exam no later than 5 (five) business days prior to the scheduled Final exam by completing an Alternate Exam Form (PDF). The form, together with the payment of $50.00, must be submitted to Extended Education, Student & Instructor Services.

Student will be informed of the time and place of the new exam (instructors will create a new exam paper for these students).

Once the exam has been completed the instructors will mark and calculate the final grade. The Instructor will complete a Change of Grade form and submit it to Extended Education, Student & Instructor Services as soon as possible.

Alternate Exam Form (PDF)

Deferred Exams

If a student misses a final examination for medical, compassionate or religious reasons, they may be granted a deferred examination. Applications must be filed within 48 hours of the date of the missed examination. A medical certificate or otherwise appropriate documentation may be required.

The student must submit the request for a Deferred Exam Form (PDF) not more than 48 hours following the Final exam. The form must be submitted to Extended Education, Student & Instructor Services.

Student will be informed of the time and place of the new exam (instructors will create a new exam paper for these students).

Once the exam has been completed the instructors will mark and calculate the final grade. The Instructor will complete a Change of Grade form and submit it to Extended Education, Student & Instructor Services as soon as possible.

Application Fees

Extended Education will charge a Program Application fee. The application fee may be waived at the discretion of the Area Director.

  • Application Fee – Canadian citizen or landed immigrant $100.00
  • Application Fee – International Students $300.00
Transcript Fees

Official Transcripts can be requested at a charge of $13.50. Courier fees are extra.

All students must order their transcripts through the registrar’s office, either online through Aurora or by filling out the Transcript Request Form (PDF).

Please note: Non-degree students must indicate if they began their studies prior to March 31 2014 with a checkbox on the Transcript Request Form (PDF). If the student has been with Extended Education prior to 2014 and is continuing then they may receive more than one transcript due to the implementation of the new student administrative system.

Course Withdrawals

Unless otherwise stated, students withdrawing from a course during the posted registration/revision period will be eligible for a tuition refund. Withdrawals during this period will not be recorded on official transcripts.

Following the registration/revision period students may voluntarily withdraw from courses before the Voluntary Withdrawal (VW) date. The withdrawal will be recorded on official transcripts as “VW” but tuition will not be refunded.

Students cannot withdraw from a course after the VW date without academic penalty.

Students will use either FlexReg or Aurora Self-Serve to withdrawal from the course. Once the student has located the course they wish to withdraw from they will select the appropriate action from the drop down list provided.

Voluntary Withdrawal

Withdrawals from courses after the Voluntary Withdrawal date has passed may be granted by the Student Advisor on compassionate or medical grounds. Supporting documentation is required.

Normally dropping after the withdrawal end date will result in a “Fail”. Student, though, may apply for an “Authorized” withdrawal (AW) on compassionate of medical grounds.

Students will download and complete the Authorized Withdrawal Form (PDF) submitting it to Extended Education, Student & Instructor Services.

Retroactive Withdrawal

After the end of term, authorization for a retroactive withdrawal may be given by the Area Director. A retroactive withdrawal will change a failed grade to a grade of “W”. A retroactive withdrawal is an unusual privilege, not a right; supporting documentation is required. Depending on the situation, a Retroactive Withdrawal may be applied to the entire term.

Request for a Retroactive Withdrawal are to be submitted by the student in writing to the Area Director responsible for the program.

Prerequisite Overrides

Requests for prerequisite overrides must be approved by the Student Advisor.

The student may encounter restrictions while selecting courses each term. Prerequisites (or co-requisites) are restrictions that ensure students take courses in the correct order. If a restriction blocks the student from continuing then they are to contact their Student Advisor or speak with Student & Instructor Services. These restrictions may be lifted under some circumstances.

Capacity Overrides

Requests for capacity overrides must be approved by the Student Advisor.

The student may encounter restrictions while selecting courses each term. Capacity restrictions ensure that a class does not exceed the number of planned seats for the schedule facilities. If a restriction blocks the student from continuing then they are to contact their Student Advisor or speak with Student & Instructor Services. These restrictions may be lifted under some circumstances. If a number of students are needing to register beyond the anticipated seats then Extended Education may also provide an additional section of the course.

Repeats

Students are permitted to repeat non-degree courses. The last grade will stand as their recorded grade.

Students are permitted to repeat a course within Extended Education. While registration will restrict their selection initially the student can approach their Student Advisor to have the restriction removed for the next term.

This restriction is in place to allow the Student Advisor an opportunity to check in with the student on the reason for the repeating the course.

Auditing Courses

To audit a course, a student must have the permission of the Student Advisor. Normally, a student must meet program and course prerequisites in order to audit a course. A student auditing a course is not entitled to take part in evaluated course work (e.g. tests and assignments), nor write examinations in the audited course. Students shall not receive academic credit for audited courses. The fee for auditing a course is outlined in the current Fee Schedule.

Some courses are available for auditing. The manual registration form for a course contains a checkbox which the student will select “Audit course (50% of course fee) approval required.” The student will first need to speak with the instructor and/or Student Advisor to get permission. The student must already have been enrolled in a program before they may audit.

The instructor must provide a written note approving the request for auditing. This is to be submitted to the Student Advisor before the student applies for the course. Student & Instructor Services will check with the Student Advisor prior to registering any audit requests.

Course Registration Form (PDF)

Program Extensions

Program extensions will be authorized by the Student Advisor.

Students may make a request to their Student Advisor in writing for an extension to the period of time they are permitted to complete their program requirements. The decision is at the discretion of their Student Advisor. An extension will be granted for a maximum of one year at a time.

Grade Structure

Final grades in most courses are expressed as letters, ranging from D, the lowest passing grade, to A+, the highest. Each letter grade has an assigned numerical value which is used to calculate grade point average (GPA). Some courses are graded on a pass/fail basis, and because no numerical value is assigned to these courses, they do not affect a student’s GPA. Courses graded in this manner are clearly identified in course descriptions and program outlines

Final Grade Appeals

Students may appeal final grades by filling out a request form and submitting it with the required fee of $35 to the Student Advisor. Appeal request forms must be received no later than 30 calendar days following the course end date, final examination date or final assignment due date, whichever comes last. If the appeal is successful, the fee will be refunded and the grade changed.

The student will come into to Extended Education, Student & Instructor Services (or mail/fax) to complete the Application for Appeal of Assigned Final Grade Form (PDF) accompanied by the required fee (see the current Fee Schedule). The student will be required to include supporting documentation to back their appeal.

Course Extensions & Grades

Course extensions for term work will be granted at the discretion of the Instructor or academic administrator. As grades must be entered into Banner, a grade of “F I” will be entered until a grade change is authorized. Cross listed courses or courses laddering into a degree will follow the appropriate faculty policy.

Students are required to complete all assignments, quizzes, tests and exams as identified in the course outlines. If, by the end of the term, the student requires additional time to complete their course work then the student may fill in the Request for Time Extension for Completion of Term Work Form (PDF) and submit it to their instructor for approval. This does not apply to Final Exams (see Alternate or Deferred Exams).

Transfer Credit

Transfer credit requests, based on official academic history are considered on a course equivalency basis and assigned a University of Manitoba equivalency where possible. In cases where a direct equivalent does not exist, students may receive general (unallocated) elective credit or program hours.

Students may apply for transfer credit either at the time of acceptance into a program or during the program period. The total transfer credit accepted into a program will not exceed one-half (1/2) of the total number of courses or hours required to complete the program. Only courses completed within the last 10 years will be considered for transfer credit.

Transferring courses from other institutions will be performed free of charge to new students at the time of program enrolment.

Transfers:
The student will complete the Transfer Course Credit form (PDF) and submit it to Student & Instructor Services along with:

  • An official/original grade transcript covering the courses under consideration for credit (for CED courses a student report will suffice).
  • A course outline for the course completed (the course outline must make reference to the contact hours and/or course objectives, textbook and materials required, and the method of student evaluation).

If the student’s course already appears on the Course Equivalency database then approval will be simple. If it does not then the Course Credit Committee will be required to review the course outline provided by the student before making a decision on the request.

Substitutes:
The student will complete the Request for Course Credit form for a substitute course credit and submit it to the Student Advisor responsible for the program in which the student is registered. The request must be supported by a clear rational backed up by appropriate documents (e.g. transcripts or certificates showing related studies, course outline).

It is advisable that applicants would receive written approval from the Student Advisor prior to registering for a substitute course, although approval of a successfully completed course is possible.

Challenge for Credit

The purpose of Challenge for Credit is to provide students with some means of obtaining academic credit (not otherwise obtainable as a transfer credit) for practical training and experience, or study previously completed.

To be eligible to challenge for credit a student must first be admitted to a non-degree program. Students will be required to demonstrate their competence in the course(s) which they are challenging for credit. The assessment methods for Challenge for Credit may vary by course. Formal, written examinations may be required as the method of assessment.

Students are not allowed more than one challenge attempt per course. The total credit accepted into a program on the basis of challenge will not exceed one-half (1/2) of the total number of courses or hours required to complete the program. Students who have applied to challenge may not attend classes in the course(s) for which they request a Challenge for Credit.

A fee may apply for Challenge for Credit. Students should contact the Student Advisor for information regarding requirements, methods of assessments and fees.

The above policy covers the following three types of challenge transfers available to the student:

Challenge for Credit:
The student will apply in writing for a Challenge for Credit to the Student Advisor responsible for the program in which the student is registered. The request must be supported by a clear rational backed up by appropriate documents (e.g. transcripts or certificates showing related studies, work experience).

A fee based on the cost of the full course tuition must accompany the student’s written request.

Credit based on Seminar Studies:
The student must submit a letter to the Academic Administrator and receive preliminary approval for Credit for Seminar Study at least two weeks prior to the start of the seminar. The student’s letter should include:

  • Title of seminar, workshop, or course
  • Instructor/facilitator information
  • Name of sponsoring institution
  • Description of the course and copy of brochure/advertising if available
  • Number of credits or contact hours of the seminar
  • A non-refundable challenge fee
  • A statement of learning objectives for attending the seminar, including how this seminar is expected to further the student’s learning related to the certificate program

Prior Learning Assessment:
The student may discuss past work experience or training with the student administrator to determine whether they have any prior learning which leans itself to meet the learning outcomes of any of the courses within their program. This prior learning may contribute towards the meeting of requirements of a credit or unallocated credit (elective).

The discussion with the student advisor will help the student determine whether the prior learning or transfer of credits is a more appropriate route to RPL (Recognition of Prior Learning).

The student must have a detailed list of learning outcomes in which to compare their prior learning against. There are few courses where this level of detail has been provided. The instructor of the course in question may need to be called upon – which carries an additional cost to EE.

If the student decides to proceed then they will write a letter to the student advisor making the formal request. They must also include a payment of the initial non-refundable assessment fee.

The student will discuss what additional steps will be required. The student will then declare whether they would like to proceed or not. If the student does decide to proceed then the remaining fee will be due.

The student will meet as often as necessary with the instructor to determine how they will match their knowledge and skills against the outcomes of the course or program.
The student may need to complete any gaps in learning as identified by the instructor during the assessments together.

Fees:

  • Challenge: A non-refundable application fee as well as a portion of the assessed tuition fee.
  • Seminar Study: A fee assessed based upon the number of credits the student is applying for (up to 20 or 20 and above)
  • Prior Learning Assessment: An initial assessment fee following by the remaining (full) fee if the student decides to proceed.
Disciplinary Action

Extended Education will follow the University’s policy regarding Disciplinary Action (UDC). Students may appeal Disciplinary Actions by submitting an appeal UDC Appeal Form (PDF). The appeal will be heard by the Extended Education Appeals Committee.

All student disciplinary matters, with the exception of matters involving sexual harassment and academic dishonesty, shall be dealt with informally in the first instance by the disciplinary authority having the closest connection with the particular alleged violation (see University procedures).