A. Undergraduate Academic Regulations
1. Approval of new Undergraduate Programs
1.1 Senate Authority
Under the terms of the Brock Act, Senate has the power “to determine the courses of study and standards of admissions to the University and continued membership therein, and qualifications for degrees and diplomas”.
1.2 Approval Process
All new undergraduate degrees, degree programs or programs of specialization must be approved by Senate upon the recommendation of the Academic Review Committee reflecting the criteria outlined in the Institutional Quality Assurance Process. (FHB III C.11).
2. The Calendar Year
2.1 Calendar Dates
A. Registration times and the first day of classes for each session shall be published annually by the Office of the Registrar.
B. The periods for Fall and Winter Term classes will be a full 12 weeks in length (structured so as to include 36 minimum contact hours per half credit and 72 minimum contact hours per full credit), with make-up days for class days lost to statutory holidays. The Winter Term will also include one day (a “snow day”) at the end of the term which can be used to make up class time which has been lost because of inclement weather. Classes in the Fall Term will normally begin on the week that includes Labour Day. Classes in the Winter Term will normally begin on the Monday after New Year’s Day. Classes in the Spring Session will normally begin on the first week of May.
Senate 341, 443, 499, 532, 667
C. A Fall Term Break period shall be scheduled for the full week that includes Thanksgiving Monday. A Winter Term Break period shall be scheduled for the full week that includes the Family Day Monday.
Senate 499, 616, 667
D. Spring Convocations shall normally be held during the second week in June. Fall Convocation shall normally be held during the third week of October.
Senate 438, 667
E. University examination periods in Fall and Winter terms shall be preceded by a reading period of two days if possible, but at least one day, not including Sunday. The Fall and Winter examination periods shall normally consist of twelve or fewer examination days. Examinations shall not be scheduled on the Saturday of Easter weekend.
Senate 341, 460
F. Final examinations shall be scheduled on the Friday and Saturday following the conclusion of Spring session. Progress (mid-course) examinations in Year 1 courses and final examinations in first-term half credit courses offered in Spring session will be scheduled by the Office of the Registrar on the Friday and Saturday following the mid-point in the session (see III: 9.2). Final examinations for Summer session will be scheduled one day following the conclusion of that session.
G. Examination scripts shall be submitted to the Office of the Registrar seven working days prior to examinations in the Fall/Winter session; five working days in the Spring Session; and three working days in the Summer Session.
Senate 119, 131, 137, 271, 279, 283, 526
3.1 Administration of Admissions Policy
The Undergraduate Student Affairs Committee is constituted to advise Senate on admission regulations, policies and academic standards. (see FHB II: 9.10).
The Office of the Registrar is responsible for the administration of the admissions policy of Senate.
[Senate 4, 388]
The Undergraduate Calendar, as reflecting the policies of the Undergraduate Student Affairs Committee and Senate, is the authority for admission to degree programs.
3.2 Undergraduate Admissions Procedure
Centralized undergraduate admission procedures, as approved by the Ontario Universities’ Council on Admissions (OUCA) are:
a) the universities use a common application form, to be completed by applicants and forwarded by the Ontario Universities’ Application Centre (OUAC) to the universities;
b) the universities will be free to ask applicants for additional information not on the common application form;
c) offers may be extended at any time during the application cycle as deemed appropriate by individual universities, as long as candidates receive an admissions decision no later than the common date announced annually by OUAC;
d) universities may require a candidate to formally accept an offer no later than a common response date announced annually by OUAC;
e) when a student confirms, through OUAC, an acceptance of an offer of admission, the other universities to which application has been made will be informed of this decision by OUAC.
Senate 20, 60, 137
Applicants for admission to a full-time undergraduate degree program must complete the appropriate OUAC application form. Applicants for admission to part-time study must complete the appropriate application for admission form which can be obtained from the Office of the Registrar. Every candidate is responsible for ensuring that high school transcripts and, where appropriate, official records of university and college work are sent to the Office of the Registrar by the institution or institutions involved. All of these records must indicate the marks earned in each subject. Candidates withholding or failing to provide information regarding previous university or college records, and/or submitting false documentation are liable to have their registrations cancelled.
Senate 31, 43, 136, 189, 222, 589
3.3 Standards for Admission
3.3.1 General Requirement
Enrolment is limited in order that Brock students may benefit from the University’s traditions of personal contact and individual attention. Applicants must be formally admitted to the University before they can register in degree credit courses.
Senate 60, 126, 136, 189, 277
3.3.2 Calculation of Admission Average
The admission average is the average of the best six Grade 12 University (U) and University/College (M) credits (including any program specific prerequisites) counted toward the Ontario Secondary School Diploma.
Senate 60, 308, 491
3.3.3 Equivalent Certificates
For applicants with qualifications from outside Ontario, the following certificates, which must give actual grades or marks obtained in each subject, are normally accepted as equivalent to the Ontario Secondary School Diploma which includes six Grade 12 University and University/College Courses:
a) Alberta, British Columbia, Manitoba, Newfoundland and Labrador, New Brunswick, Northwest Territories, Nova Scotia, Nunavut, Prince Edward Island, Saskatchewan, Yukon: Grade 12 senior matriculation with high standing.
b) Quebec: CEGEP General 1 (minimum of 12 academic courses), or Grade 12 with high standing. Advanced standing will be considered for applicants who have completed a two or three-year CEGEP program with high standing, to a maximum of five year one credits.
c) United States: Grade 12 diploma. For borderline cases, SAT scores are helpful in the evaluation process.
d) United Kingdom: Applicants will be considered for admission with the completion of 5 GCE/GCSE/IGCSE subjects with at least 2 at A-Level (GCSE grades at C or above). One GCSE/IGCSE/O-Level subject (grade C or above) and 4 AS-Level subjects will be considered provided the AS-levels do not duplicate subject matter at the GCSE/IGCSE or O-Level. In consultation with the appropriate academic department, the Office of the Registrar will consider transfer credit for those A-Level courses passed with a grade ‘C’ or better to a maximum of 3 credits. Transfer credit will not be considered for courses completed to AS-Level. Brock University will also consider applicants with VCE A-Level, VCE A-Level Double Award and BTEC Certificate/Diploma qualifications.
Applicants may also be considered for admission based on (1) the Cambridge Pre-U Diploma, or (2) a combination of Cambridge Pre-U Principal Subjects, Cambridge Pre-U Short Courses, A-Level Subjects and AS-Level Subjects. Pre-U Principal Subjects or Pre-U Short Courses with a minimum grade of Pass (P1) are required for admission to the University (admission is not guaranteed to specific programs by attainment of the minimum requirements as many programs require higher averages). Pre-U Principal Subjects and/or Pre-U Short Courses should be completed in the appropriate prerequisite subjects. In consultation with the appropriate academic department Pre-U Principal Subjects with a grade of Merit (M3) will be considered for advanced standing.
e) East and West Africa, Hong Kong: the General Certificate of Education with passes in five subjects, of which at least two must be from distinct areas at the advanced level; or passes in four subjects, of which at least three must be from distinct areas at the advanced level. (Note the proficiency in English requirements.) In consultation with the appropriate academic department, the Registrar’s Office will consider transfer credit for those advanced level courses passed with a grade of ‘C’ or better to a maximum of 3.0 credits.
f) Caribbean Territories: Applicants will be considered for admission with completion of the Caribbean Secondary Education Certificate (CSEC) as well as Caribbean Advanced Proficiency Examinations (CAPE) results. Applicants with passes in five subjects at the CSEC-Level (minimum grade 3), of which at least two subjects are completed to the CAPE Advanced Unit 2-Level (minimum grade 4) will be considered.
Alternatively, one CSEC-Level subject (minimum grade 3) and four Unit 1-Level subjects (minimum grade 4) will be considered as long as the Unit 1-Level subjects do not duplicate the subject matter at the CSEC-Level. Prerequisite subjects required for entry to a specific degree program must be completed to Unit 1-Level with grades of no less than 4. In consultation with the appropriate academic department, the Office of the Registrar will consider transfer credit for those Unit 2-Level courses passed with a grade of ‘3’ or better to a maximum of 3.0 credits.
g) International Baccalaureate Systems: Applicants who have successfully completed the IB Diploma with the appropriate prerequisite subjects will be considered for admission and may be awarded a maximum of 3.0 transfer credits for HL examinations completed at a minimum grade of 5.
Applicants, who successfully complete an IB Certificate program with a minimum of six subjects including prerequisites, may also be considered for admission and transfer credit.
h) Advanced Placement (AP) Program: Advanced Placement courses may be used to determine admissibility and also granting of transfer credit or exemption. Applicants who have completed Advanced Placement courses with a minimum grade of 4 may be eligible to receive university credit to a maximum of 2.0 Brock credits. An official AP transcript is required as part of the evaluation process.
i) Applicants from India, Pakistan and Bangladesh are considered for admission on the basis of:
1) Grade 12 secondary school standing with Division I or A standing
2) First year of a recognized university program with transfer credit being awarded for appropriate courses.
All applicants must meet the minimum TOEFL requirements, or equivalent, for international students whose first language is not English.
Senate 222, 277, 308, 316, 329, 406, 438, 444, 466, 485, 491, 513, 553
3.3.4 Home Schooled Admissions Policy
Preference is given to home schooled applicants who, after the eleventh year of home-schooling, complete the final year of secondary studies in an Ontario Ministry of Education inspected school, and present six 4U or 4M Ontario Grade 12 advanced level credits, as well as evidence of 40 hours of community service.
Canadian out-of-province applicants with equivalent preparation in the home province will be given equal consideration.
All other home schooled applicants who do not fall into the above category will be reviewed on a case-by-case basis. Normally, admission is limited to Humanities General Studies, Social Sciences General Studies or Sciences General Studies. Upon successful completion of first-year studies at Brock University, applicants may apply to declare a specific major.
3.4 Categories of Admission
3.4.1 Regular Admission
A. Early Admission
Candidates about to complete the Ontario Secondary School Diploma with six Grade 12 University or University/College courses may, at the discretion of the Admissions Committee, be granted final admission prior to final grades being issued (subject to the agreed restrictions of the OUAC – see FHB III: A. 3.2.1).
Senate 14, 136, 189, 308
B. Minimum Average
Although 70 percent is the minimum acceptable average for admission to the University, a higher average will be required for most programs. Meeting the minimal requirements does not guarantee admission to either the University or a specific program.
Senate 277, 577
C. Applicants eligible for admission to Arts or Science shall be offered entry into an honours program if their admissions averages are 70 percent or greater.
D. All applicants for admission to a BEd Degree Program must hold an undergraduate degree acceptable to Brock University. Standing must meet the minimum acceptable level as defined by the Faculty of Education for the programs that are currently in effect and for which application is being made.
Senate 189, 222
3.4.2 Limited Admission
Applicants presenting an OSSD with six Grade 12 University and University/College Courses, with an average of less than 70 percent, or who lack one or more credits needed for the diploma, may be admitted upon the recommendation of the Undergraduate Student Affairs Committee, which will determine any conditions to be attached to an applicant’s admission.
Senate 189, 222, 252, 277, 308, 491, 601
3.4.3 Other Admission Categories
A. Non-Matriculated (Mature) Admissions
Those who are not eligible for admission in any other category and who are at least 21 years old, may be considered for admission as a Non-matriculated (mature) student.
There is no guarantee that candidates meeting the minimum criteria will be admitted. Applicants are considered based on their academic merit and interview results where applicable. Non-matriculated applicants must normally present specific program pre-requisite subjects. In instances where no pre-requisites have been completed, admission may only be considered for the Bachelor of Arts (3 Year) General Humanities or Bachelor of Arts (3 Year) Social Sciences degree programs.
Non-matriculated (mature) applicants selected for admission are normally limited to part-time study initially. They must achieve an overall average of at least 60 percent on their first two credits; otherwise, they will be placed on academic probation and remain limited to part-time status. In support of the application, students will be asked to submit official copies of all pertinent academic records.
Students may be asked to submit a letter outlining:
i) motivations and goals for attending University
ii) why they may be successful at university
An interview may also be required.
Senate 375, 411, 466, 517, 673
Senate 291, 308, 350, 589 (3.4 B deleted at Senate 589)
B. Special Accessibility Admissions
Each year Brock University makes available a number of spaces for accessibility admission of Canadian citizens and landed immigrants who apply to the year one undergraduate program from a high school or community college, or the one year teach education program. This is to give special consideration to individuals from specified groups.
Year one undergraduate applicants who has achieved the minimum acceptable average for admission to the University, but whose academic record does not include the higher average required for their chosen program, may apply for consideration as a special student under the categories listed below.
Teacher education applicant who has met the minimum admissions requirements, including the completion of a bachelor’s degree acceptable to Brock University, but who does not meet the higher admission standard established for the year of the application, will be granted similar consideration.
At the time of their initial application, applicants requesting special consideration must submit evidence to document their entitlement to be considered under one or more of the following categories:
i) the applicant is of Aboriginal ancestry;
ii) the applicant is a member of a visible minority; or
iii) the applicant is challenged by a disability.
Applications are reviewed on an individual basis and interviews may be required. The Undergraduate Student Affairs Committee may restrict the number of courses for which an applicant may register, for example, by requiring the completion of two credits with a 65 percent average before registration is permitted as a full-time student (as is the current practice for mature student admission).
Students admitted under this policy are required to meet the same standards for progression and graduation as required of all other students.
Students with disabilities should have access to academic programs without discrimination because of their disability.
For purposes of this policy, disabilities include such things as mobility impairments, vision impairment, hearing impairment and learning disabilities.
3.4.4 Non-Degree Student
A non-degree student is one who is not proceeding towards a Brock University degree. The non-degree students are identified as:
a) Post-degree students – those with degrees who are taking courses to qualify for further study or for personal interest. These students will normally be limited to part-time studies except where departmental approval has been received to do qualifying work for admission to a master or honours degree program at Brock.
b) Letter of permission students – those authorized by their home universities to take courses at Brock.
Senate 291, 394, 411
c) Open Studies students – those interested in taking courses for professional development; upgrading their post-secondary qualifications; general interest; or to trial a possible university path before committing to degree. These students will normally be limited to part-time studies and can be restricted from courses without proof of pre-requisites. Open Studies students will be limited to 1.0 credit per term, up to an overall maximum of 4.0 credits.
3.4.5 Transfer Students
A. Transfers From Other Canadian Universities
Applicants wishing to transfer to Brock from degree programs at other Canadian universities must be in good standing and normally offer the equivalent of an overall average of 60 percent. Admission is not guaranteed by attainment of the minimum requirements.
Applicants must also be eligible to re-register at their previous institution. Normally, transfer credit will be granted only for courses passed which are appropriate to the chosen program. Transfer averages at the previous university will be recorded on the transfer students’ records to place those students on an equal basis with those who take their entire undergraduate program at Brock.
B. Transfers from Non-Canadian Universities
The grades from other universities whose grading schemes differ from Brock University will be translated into Brock grades and admissibility and transfer credit assessed in those terms. Evaluation of all possible transfer credits available at the time of admission must be completed within one year of the date of admission to the University. Admission is not guaranteed by attainment of the minimum requirements.
In considering application from other universities (transfer students), a numerical value of 45 percent will be assigned to every grade of “F” for the purpose of calculating the transfer grade average.
Senate 393, 400, 411, 432
C. Colleges of Applied Arts and Technology
Three-Year Academic College Diploma
Graduates of a three-year academic diploma program with a cumulative average of 70 percent, or an average of 70 percent in the last two semesters of a three-year academic diploma program, will be considered for admission, and may be awarded up to seven and a half credits. Based on the compatibility of courses, additional credits may be awarded.
Two-Year Academic College Diploma
Applicants who have completed two years of a three-year academic diploma program or graduates of a two-year academic program with a cumulative average of 70 percent will be considered for admission and may be awarded up to five credits. Based on the compatibility of courses, additional credits may be awarded.
One-Year Academic Certificate
Applicants who have completed one year of an academic college program, or graduates of a one-year academic certificate with a cumulative average of 75 percent will be considered for admission. In cases where course learning outcomes align with university-level studies, transfer credit may be awarded on a case-by-case basis.
Senate 438, 451, 673
Attainment of the minimum requirements does not guarantee admission. The awarding of transfer credit is based primarily upon:
i) The compatibility of the previous program/course to the Brock program;
ii) Course learning outcomes; and
iii) grades achieved in courses.
Senate 441, 673
D. CMA, CGA, CA
Individuals with CMA, CGA, CA designations may be granted up to five transferred credits. A minimum grade of 70 percent in courses required for the CMA, CGA, and CA programs will be acceptable for consideration for transfer credits.
E. Bible College
Applicants who have completed a degree program at a Bible college accredited by the Association for Biblical Higher Education (ABHE) will be considered for admission and may receive transfer credit of up to a maximum of five credits.
F. Former Brock Students
Former Brock students, seeking re-admission after having attended another post-secondary institution in the interim, must complete the Brock Application for Re-admission form and forward official transcripts of all such post-secondary institutions attended, for re-admission consideration and possible transfer of credit.
Senate 61, 66, 136, 222, 277, 301, 443, 500
G. Fresh Start Transfer
The Fresh Start admissions category is open to transfer applicants who have prior post-secondary experience which does not meet the minimum average threshold under FHB 3: A.3.4.5.
b. Additional application requirements
In addition to meeting the minimum requirements for a specific program, applicants to the Fresh Start admissions category must satisfy the University that they are ready for university studies and likely to be successful in their studies. Applicants will be required to submit a letter outlining their:
i) motivations for attending University and overall goals
ii) reflection on previous post-secondary experience and why a fresh start will help them be successful at university
iii) readiness to re-start university studies, including the supports now in place to support academic success
3.4.6 Admission to a Second Undergraduate Degree
A University graduate must have completed the requirements for a first degree and normally offer the equivalent of an overall average of 65 percent as a minimum with a higher average being required where enrolments are limited.
Brock graduates use the internal application form, available in the Office of the Registrar, to apply for a second undergraduate degree. Graduates of other universities use the OUAC 105 application form.
Students admitted to a Pass Degree program will be granted advanced standing to a maximum of seven credits from the first degree. Students admitted to a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or BBA degree program or an Honours degree program will be granted advanced standing to a maximum of ten credits from the first degree.
The requirements for holding two Brock undergraduate degrees are shown under FHB III: A. 7.5.
Senate 400, 450, 457
3.4.7 Concurrent Secondary School/University Enrolment
Students enrolled for less than a full-time load of six Grade 12 U or M courses, may be permitted to register concurrently in one credit, subject to the following provisions:
a) They must be registered in a sufficient number of Grade 12 U or M courses to complete the requirements for an Ontario Secondary School Diploma (OSSD) which meets normal University admission requirements.
b) They must have at least a 90 percent in the previous high school year in an advanced level program, be recommended by their school or (for home-based learners) their main educator and be approved by the Brock department concerned.
c) Credit will be granted upon successful completion of the course and fulfillment of Brock’s admission requirements.
d) Consideration under this regulation may also be given for students formally approved through the Brock Mentorship Program, Faculty of Mathematics and Science.
Senate 277, 308, 352, 485, 698
3.4.8 Admission of Senior Citizens
Senior citizens (60 years of age or older) are encouraged to apply for admission to full-time or part-time studies as either credit or audit students. Students 60 years of age or older will be required to pay the regular tuition fee. However, a tuition waiver will be available upon request.
Senate 277; Board of Trustees June 23/94
3.4.9 Re-Admission of Students who were Required to Withdraw
The appeal to re-register shall be addressed to the Registrar (or designate) for referral to the Undergraduate Student Appeals Board.
Senate 382, 589
3.4.10 Transitional/Bridging Programming
1) Students with an overall IELTS score of 6.5, but with a band that was below 6.0 can be provided with an undergraduate offer that requires them to enroll in AESL 1P92 during their first semester.
2) Students with an IELTS score of 5.5, with no bands below 5.0 will be granted admission to the Academic Transitions (ACT) program that requires students to enroll in IELP 5 in year one along with a maximum of four additional credits.
3) Students who lack the qualifications for direct admission to the university may be granted to an academic bridging program, where upon successful completion, they may transition into full-time undergraduate degree programming.
Senate 691, 697
3.5 Proof of Proficiency in English
A. All applicants whose first language is not English must provide evidence of proficiency of English as demonstrated through one of the following:
1) A minimum of three years of full-time study (non-ESL), in an English language school system (where the primary language of instruction and evaluation was English) with acceptable grades in English and other humanities/social science courses from their secondary school year;
2) Completion of the International Baccalaureate diploma where English was the language of instruction;
3) Achievement of an overall Band Score of 70, with no other under 60 on the Canadian Academic English Language Assessment (CAEL);
Senate 513, 522, 691
4) TOEFL IBT (Internet-based Test of English as a Foreign Language), MELAB (Michigan English Language Assessment Battery), IELTS (International Language Testing System); BEPT (Brock English Placement Test); PTE Academic (Pearson Test of English) scores; or Cambridge English Scale. Normally, only those with TOEFL IBT scores of 88 or greater, with no bands below 21; MELAB scores of 85 or greater, with no other part under 80; BEPT (Brock English Placement Test) with a minimum score of 600 with no score less than 500; IELTS scores of 6.5 or greater, with no band below 6.0; PTE Academic Scores of 58; Cambridge Assessment English: C1 Advanced or C2 Proficiency with A Cambridge English score of 176 or higher; Duolingo with a minimum score of 110 will be considered for admission.
Senate 522, 525, 531, 577, 582, 653, 678, 691
5) Successful completion of Level 5 of the Brock Intensive English Language Program.
Students from the Intensive English Language Program entering on the recommendation of the Associate Director of ESL Services may be required to enrol in AESL 1P92 in year one along with a maximum of four and one half additional credits.
Senate 522, 577, 653
B. Consecutive Teacher Education: All applicants to the consecutive Bachelor of Education Teacher Education program whose first language is not English must provide evidence of proficiency in English as demonstrated through one of the following:
1) TOEFL IBT (Internet-based Test of English as a Foreign Language) – with a minimum score of 100, including a minimum of 27 on Writing and 27 on Speaking;
2) TOEFL CBT – (Computer based Test of English as a Foreign Language) with a minimum score of 250, including a minimum of 5.5 on the Essay Rating score;
3) BEPT (Brock English Placement Test) with a minimum score of 700;
4) IELTS (International English Language Testing System) with a minimum score of 7.0;
5) MELAB (Michigan English Language Assessment Battery) with a minimum score of 90 and a minimum score of 83 on composition;
6) PTE Academic (Pearson test of English Academic) with a minimum score of 68;
7) Cambridge Assessment English: C1 Advanced or C2 Proficiency with a Cambridge English score of 185 or higher.
Senate 525, 531, 577, 582, 653, 678
C. TESL Certificate: All applicants to the post-graduate TESL (Teaching English as a Second Language Certificate program) whose first language is not English must provide evidence of proficiency in English as demonstrated through one of the following:
1) TOEFL IBT (Internet-based Test of English as a Foreign Language) – with a minimum score of 100, including a minimum of 27 on Writing and 27 on Speaking;
2) TOEFL CBT (Computer-Based Test of English as a Foreign Language) with a minimum score of 250, including a minimum of 5.5 on the Essay Rating score, as well as a 60 on the TSE (Test of Spoken English);
3) BEPT (Brock English Placement Test) with a minimum score of 700 with no score less than 700 on any section;
4) IELTS (International English Language Testing System) with a minimum overall band score of 7.0, with no less than 7 on any other band;
5) MELAB (Michigan English Language Assessment Battery) with a minimum overall score of 90, and a minimum score of 83 on composition.
6) Cambridge Assessment English: C1 Advanced or C2 Proficiency with a Cambridge English score of 185 or higher.
Senate 277, 375, 413, 435, 444, 455, 466, 476, 500, 501, 525, 531, 577, 653, 678
D. CCES Certificate: All applicants to the post-graduate certificate Canadian Culture in Education Studies (CCES) whose first language is not English must provide evidence of proficiency in English as demonstrated through one of the following:
1) IELTS Academic (International English Language Testing System) with a minimum score of 6.0 (no band below 5.5);
2) TOEFL IBT (Internet-based Test of English as a Foreign Language) with a minimum score of 70 (no sub scores below 18);
3) Duolingo English Test with a minimum score of 100;
4) CAEL (Canadian Academic English Language) with a minimum score of 50, no band below 40;
5) PTE Academic (Pearson test of English Academic) with a minimum score of 55;
6) Brock’s IELP Program, Level 4;
7) CAE (Cambridge Assessment English) A1 Advanced score of 169;
8) CPE (Cambridge Proficiency English) C2 Proficiency score of 169;
9) A minimum of two previous years of full-time study (non-ESL) where the primary language of instruction and evaluation was English;
10) ESC (Language School Pathway): UCTP Prep Program or Level 8
11) ILAC (Language School Pathway): Level 10
12) ILSC (Language School Pathway): Intermediate I-4
4.1 Registration and Course Changes
All students must register during the official registration period designated for each session or term. Late registration may be permitted, upon payment of a fee, during the same periods each session as course changes are permitted (see 4.1.2). Registration will not be permitted after those times without appropriate permissions and payment of any late registration fee.
Senate 144, 175, 212, 615
4.1.2 Course Changes
A. All course changes must be made through the Office of the Registrar.
B. Full and half-year Fall/Winter Session credit courses may be changed without penalty during the first two weeks of classes prior to the closure of online registration. Course changes will be permitted after this period of time with the permission of the instructor and payment of any late registration fee.
C. Spring and Summer Session courses may be changed without penalty during the first week of classes prior to the closure of on-line registration. Course changes will be permitted after this period of time with the permission of the instructor and upon payment of any late registration fee. No course changes will be permitted after this period without appropriate permissions and payment of any late registration fee.
Senate 175, 212, 290, 615
D. Teacher Education, EDBE and EDUC, credit courses may be changed up to one day prior to the first day of classes of the Teacher Education Program. Course changes after this period of time requires permission from the Chair of Teacher Education, or their designate, and payment of any later registration fee.
4.1.3 Permission to Audit a Credit Course
Permission to audit a credit course may be given by the Registrar after consultation with, and the consent of, the instructor of the course. An auditor may not receive any assessment of performance in the course.
Students may not register in courses scheduled (in whole or in part) at the same time of day without permission of each instructor. Instructors are not obligated to make accommodations for student scheduled conflicts, and may request the Registrar’s Office to deregister a student where permission is denied.
Senate 442, 616
Transit time between classes shall be at least ten minutes.
4.1.6 Retroactive Registration
Prior to the last day of examinations, a request for retroactive registration will be considered by the Registrar or their designate upon the receipt of supporting documentation which outline the reason(s) why formal registration did not occur. This documentation must be accompanied by a Course Late Add Request form signed and dated by the course instructor.
5.1 Required Withdrawal
Senate may at any time require a student to withdraw from one or more courses or from the University.
5.2 Formal Voluntary Withdrawal
A student may voluntarily withdraw from the University and/or courses (except those courses noted in 5.2.2) without academic penalty by informing the Office of the Registrar, in writing,
i) No later than the end of the eighth week of classes in half-credit courses, or the fourteenth week of classes in full-credit courses, for fall/winter sessions (or equivalent for courses employing alternative durations);
ii) No later than the end of the third week for half-credit courses and the end of the sixth week for full-credit courses in Spring Session (or equivalent for courses employing alternative durations);
iii) No later than the end of the first week for half-credit courses and the end of the second week for full-credit courses in Summer Session (or equivalent for courses employing alternative durations):
Senate 475, 506, 606, 640
Project courses may be excluded from 5.2.1. In excluding a project course from 5.2.1, instructors must inform students, via the course outline, that withdrawals will not be accepted after the two-thirds point of scheduled classes.
The week of withdrawal from a course, following the course change period, will be recorded on the student’s official transcript.
Senate 365, 441, 482, 615
5.3 Refund of Fees
A student who withdraws in good standing may be entitled to a certain refund of tuition fees, but if holding any scholarship within University control will, on withdrawing, forfeit the total value of this award.
5.4 Backdated withdrawals
Within 90 calendar days of the last day of examinations, a petition for an academic backdated withdrawal will be considered by the Registrar or their designate upon the receipt of a request that is supported by documentation verifying the health reasons or compassionate grounds that prevented the student from withdrawing from the course by the withdrawal deadline. Requests cannot be made for courses in which the final exam (or equivalent) has been completed. Requests submitted without supporting documentation, or incomplete requests, will not be considered. Requests submitted outside 90 calendar days will not be considered.
Nothing in this section prevents the University from accommodating students with disabilities who have been unable to comply with the deadline due to their disability. A student who wishes to seek an accommodation on this basis should work with Student Accessibility Services to determine what form of accommodation is appropriate.
6.1 General Regulations
The designation “half credit” is to be applied to a course normally taken entirely in one term of a Fall/Winter Session or its equivalent in Spring or Summer Session; a “credit” is to be taken during the full session or its equivalent. Two half credits are equivalent in one credit.
Senate 84, 126, 144, 212
Regulations applying to full credit courses in FHB III will also, unless specifically covered below, apply to half credit courses. When credit is considered in this section, “credit” means full credit course or equivalent, as in 6.1.1.
Senate 84, 126, 212
6.2 Course Levels and Course Load
6.2.1 Explanation of Course Numbers
Courses numbered 1(alpha)00-1(alpha)99, 2(alpha)00-2(alpha)99, 3(alpha)00-3(alpha)99 and 4(alpha)00-4(alpha)99 are normally Year 1, 2, 3 and 4 courses respectively. Courses numbered 2(alpha)90-2(alpha)99 may be considered as Year 2 or 3 courses; and 3(alpha)90-3(alpha)99 as Year 3 or 4 courses.
Senate 128, 212
6.2.2 Normal Credit Loads
A. Normal credit loads for full-time students are as follows:
i) Fall/Winter Session: five credits;
ii) Fall or winter Term (only): two and one-half credits;
iii)Spring Session: two credits; and
iv) Summer Session: one credit.
B. Students wishing to exceed the normal credit loads stipulated above must first obtain permission from the Dean of their Faculty.
Senate 128, 147, 212, 251, 615
6.2.3 Simultaneous Credits in One Department
Students who propose to attempt, concurrently, five or more credits offered by any one Department/Centre must first obtain permission from the Dean of their Faculty. In the case of Departments/Centres that Senate has determined provide distinctively different kinds of study, this special permission will be required only of students intending to attempt five credits concurrently in one stream.
Senate 128, 147, 212, 251, 615
6.3 Academic Organizational Nomenclature
Departments are units which offer programs of study that are either discipline-based or cross-disciplinary and are comprised of four or more faculty who share research and teaching interests. Departments offer undergraduate and graduate programs, are administered by a Chair, and report to an appropriate Dean.
Centres are small disciplinary or cross-disciplinary units that offer one or more programs of study, are comprised of faculty who share research and teaching interests, and have three or fewer full-time faculty appointments. They are administered by a Director and/or a co-ordinating committee, and report to a designated Dean.
Institutes are disciplinary or cross-disciplinary units that have a particular research focus. Faculty are associated with Institutes but are not directly appointed to them. Institutes are administered by a Director and/or co-ordinating committee, and report to a designated Dean or the Vice-President, Academic.
7. Undergraduate Degree Program Requirements
7.1 Literacy in English and Numeracy
A. The University recognizes that literacy and numeracy are strongly related to academic success.
Senate 334, 555
B. Departments, Centres and Programs may choose to administer their own literacy and numeracy assessments and requirements.
Departments, Centres and Programs should also consult FHB III: A. 6.3 regarding provisions for students with disabilities.
C. Students may be required by the University to take credit courses in English as a Subsequent Language as a condition of registration.
Senate 19, 97, 228, 321, 334, 555
7.2 Distribution Requirement (“Core and Context”)
A. All students, regardless of program, must successfully complete the equivalent of one credit each from among specified courses in the Humanities, Social Sciences and Sciences. Those courses approved for “Core and Context” credit will be published in the Calendar.
B. Courses which qualify for contextual standing must meet the following criteria:
1. Contextual courses in the sciences should involve the study of the principles by which the physical world operates, in order to understand the present technical basis of our civilization.
2. Contextual courses in the Social Sciences study people in their social interaction, which implies some study of the content and methods of the social sciences. Each course offered as a Social Sciences context must include a significant writing component and an integral seminar, tutorial, lab or other type of facilitated interaction that encourages critical thinking, small group learning, relationship building and regular individual participation.
3. Contextual courses in the Humanities should involve the study of the introspective and imaginative life of humankind – which implies the study of cultural, intellectual and artistic ideas, both past and present from the humanities perspective. Each course offered as a Humanities context elective must provide not only an introduction to the critical thinking of a humanities discipline but also a broad introduction to basic issues and/or significant works of the human heritage. Each course offered as a Humanities context elective must include a significant essay component and an integral seminar, tutorial, lab or other type of facilitated interaction that encourages critical thinking, small group learning, relationship building and regular individual participation.
Humanities contextual offerings should be at the introductory level (i.e., numbered in the 1(alpha)00-1(alpha)99 range). However, a student who is sufficiently experienced in a language other than English may meet their Humanities requirement with an upper-level literature course in that language with the approval of the instructor and the Dean of the Faculty of Humanities. Acceptable language courses must include a significant literature component.
C. The designation of any course for which Core and Context designation is sought, shall first be approved by the Deans of the related Faculties.
D. Among the first five credits successfully completed, students must have taken:
1. Courses from at least four Departments. In the cases of Departments that Senate has determined to provide distinctively different kinds of study, two streams may be counted separate Departments for purposes of this regulation.
2. Courses in at least two of the three Faculties of Humanities, Mathematics and Sciences and Social Sciences.
3. At least one of the required three Core and Context courses.
E. Among the first ten credits successfully completed, students must have taken all three of the required Core and Context courses. Students in four-year honours professional programs must complete the Core and Context requirements by the end of the third year of the program.
F. In cases where disciplines are listed under two categories or where courses in different categories are homed in the same Department/Centre, only one of the context requirements may be fulfilled by courses in that discipline or Department/Centre. However, if courses are cross-listed in one unit but offered by two different Faculties, then they may be used to fulfill context requirements in the two different categories.
Senate 208, 212, 251, 295, 355, 404, 571, 637
7.3 (Deleted at Senate 576)
7.4 General Degree Requirements
A. Except in the BA General Humanities and the BA Social Sciences, a Pass Degree will be awarded upon the successful completion of 15 credits with a 60 percent average in the courses designated by their Department/Centre as major credits and a minimum overall average of 60 percent; additionally, each student awarded transfer credits must have achieved a minimum 60 percent overall average on courses taken at Brock. A maximum of eight credits may be numbered 1(alpha)00 to 1(alpha)99; at least three credits must be numbered 2(alpha)90 or above; and the remaining credits must be numbered 2(alpha)00 or above.
B. A BA with Major, a BSc with Major, a BPhEd with major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree will be awarded upon the successful completion of 20 credits with a minimum major average of 60 percent and a minimum of 60 percent overall average. A maximum of eight credits may be numbered 1(alpha)00 to 1(alpha)99 and at least 12 credits must be numbered 2(alpha)00 or above. Six of the 12 credits must be numbered 2(alpha)90 or above and at least one and one-half to three of these must be credits numbered 3(alpha)90 or above as specified by individual Department/Centre and program requirements.
C. An Honours Degree will be awarded upon the successful completion of 20 credits with First or Second Class standing. A maximum of eight credits may be numbered 1(alpha)00 to 1(alpha)99; at least three credits must be numbered 2(alpha)90 or above; at least three credits must be numbered 3(alpha)90 or above; and the remaining credits must be numbered 2(alpha)00 or above.
D. In some circumstances, in order to meet the university degree and program requirements, more than 15 or 20 credits may be taken.
E. For a BA or BSc degree a maximum of seven credits towards a BA with Major, a BSc with Major or an Honours degree and a maximum of five credits towards a Pass degree may be from among any or all of those given by the Faculty of Applied Sciences, the Faculty of Education or the Goodman School of Business (including courses cross listed with that Faculty). Exceptions will be made for BA and BSc degrees offered by the Faculty of Applied Health Sciences.
F. A student transferring from another university may earn a first degree, either a Brock 15 or 20 credit degree, with a minimum of five credits at Brock.
G. For consideration to proceed to year 4 of an honours degree, a student must normally have obtained a minimum 70 percent major average and a minimum 60 percent in the remaining credits (including transfer credits). Students should consult the appropriate Department/Centre for further information.
Senate Dec. 16/81, 41, 97, 138, 140, 165, 189, 212, 280, 283, 393, 413, 450, 457, 501, 583, 589, 615
H. The use of disruption credits is limited to 5.0 credits for Honours, BA with Major, and Pass degrees.
7.5 Requirements for a Second Undergraduate Degree
With the exception of the BA/BEd, BPhEd/BEd and BSc/BEd degrees, students may not pursue two undergraduate degrees concurrently.
A. An individual who wishes to pursue a second undergraduate degree (e.g., a BA after a BPhEd) must:
i. have successfully completed the first degree; and
ii. make application for admission and been admitted to the second degree program (see Admissions for further information); and
iii. fulfill all the specific requirements of each degree program including prerequisites, co-requisites and honours standing requirements (where appropriate); and
To obtain a second degree, students must have completed, with satisfactory standing, at least 50 percent more credits beyond the first degree. The minimum total credits for both degrees are:
i. For a Pass BA, BSc, BRLS and a second Pass degree: 23 credits
ii. For a Pass BA, BSc, BRLS and a different Honours degree: 27 credits
iii. For a Pass BA, BBE, BSc, BRLS, BPhEd or BSM and a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree: 27 credits
iv. For a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree and a different 20 credit degree: 30 credits.
v. For a BA with Major, a BSC with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree and a different Honours degree: 30 credits
vi. For an Honours BA, BBE, BECE, BSc, BPhEd, BPH, BKin, BRLS, BScN, BAcc, BBA, BCB, BMus or BSM and a second Honours degree: 30 credits.
B. An applicant who has a bachelor’s degree from Brock University or another institution may be allowed to pursue undergraduate studies leading to a second bachelor’s degree of the same or another designation under the following conditions:
i) the principal area of study or academic emphasis of the second degree must be distinct from that of the first degree.
ii) the student must complete, with satisfactory standing, at least 50 percent more credits beyond the first degree (see required number of credits above);
iii) the student must meet all program requirements for the second degree;
iv) any departure from the standard (see i. and ii. above) must be approved by the Dean of the appropriate faculty.
C. For any second degree, an individual may take only those 1(alpha)00-1(alpha)99 courses specifically required to fulfil the requirements for the second degree.
D. A Student holding a BA (General Humanities) degree is not permitted to pursue a second undergraduate degree in a BA (Social Sciences) or vice versa without approval of the Dean of the Faculty where the second degree is sought.
Senate 147, July 31/74, 180, 212, 260, 280, 393 413, 441, 450, 457, 501, 589, 615
7.6 Academic Regulations Pertaining to Certificate Programs
1. Admission requirements are the same as for degree programs. (Secondary school application, transfer application, mature student admission, non-degree admission and special admission.)
2. Certificate programs are subject to the same academic regulations as those governing degree programs.
3. Registration will normally be limited to a maximum of 2.00 credit per academic term. Exceptions to this regulation may be granted by the Dean of the appropriate Faculty.
4. Students seeking admission to the certificate program following the completion of a degree or diploma program from a university, or college will be limited in the number of transferrable credits.
a) No more than one credit from all the courses included in the university degree or college diploma program may be used in the certificate program.
b) With special permission of the Dean of the appropriate faculty, one credit may be taken on a Letter of Permission.
c) Students wishing to hold both a degree/diploma and a certificate must fulfil the course requirements for both the degree/diploma and the certificate.
5. Students may not pursue two certificates concurrently.
6. All credits earned in a certificate program may be transferrable to a degree program.
7. A maximum of one credit may be obtained by Challenge for Credit.
8. A certificate is awarded upon the successful completion of the courses required for the certificate program with a cumulative overall average as determined by the offering department/program. Certificates require a minimum of 4.0 credits. Transfer averages calculated for the purpose of admissions and any transfer credit awarded will not be used in the calculation of the Brock average. Any credits transferred from a Brock degree program to a certificate program will be included in the calculation of the overall average.
Senate 430, 454, 615, June 5,2020, 684
9. Micro-certificates: achievement of specific learning outcomes and skills may be recognized through a micro certificate, characterized as being shorter (minimum 2 courses,1.0 credit in length) than a certificate and providing distinctive relevance in a specific area of study/focus. Credits earned toward a micro-certificate may be counted toward the requirements of a certificate or degree program if applicable to that program. In recognition of specialized focus, admission requirements for micro-certificates may differ from certificate programs.
10. The use of disruption credits is limited to 1.0 credit for certificate programs.
11. The use of disruption credits (CD) is prohibited for micro-certificate programs.
7.6.1 Non-Credit Certificate Programs
All Non-Credit Certificate Programs offered through the University shall be reported to the Undergraduate Program Committee annually. In the first academic year in which the program is offered, a more detailed report including the title, nature and brief contents description and the mechanism for the assurance of academic quality, shall be provided. This may be covered simply by the program brochure.
7.7 Types of Programs Offered
A. The University offers four types of programs leading to the bachelor’s degree as follows:
i) Major Programs enable students to pursue studies in depth in one discipline;
ii) Combined Major Programs enable students to pursue studies in depth in two disciplines;
iii) Integrated Studies Programs enable students to pursue an individually planned program crossing several disciplines around some approved focus or theme; and
iv) General Studies Programs enable students to pursue a program that does not coincide with either a single major or combined major program and allows further breadth of elective choice.
B. All Departments/Centres within the Faculties of Humanities, Mathematics and Sciences and Social Sciences offer either BA (Pass and Honours) or BSc (Pass and Honours) degree programs. BA with Major or BSc with Major degree programs are also offered by some Departments/Centres in each of these Faculties. The Faculty of Mathematics and Science offers the BCB (Honours) degree program. The Faculty of Social Sciences offers the BBE (Honours) degree. The Faculty of Humanities offers the BMus (Honours) degree program.
C. The Goodman School of Business offers the Honours BBA, the BBA and the Honours BAcc degrees.
D. The Faculty of Applied Health Sciences offers a BPhEd (Honours) and a BPhEd with Major degree program, BSc (Honours) in Kinesiology, BSc in Kinesiology, BKin (Honours) and BKin degree, BScN (Honours), BRLS (Pass with Major and Honours), BSM (with Major and Honours), BSc (Honours) in Medical Sciences, BPH (Honours), BA (Pass) in Community Health and BA (Honours) in Child Health degree programs.
E. The Faculty of Education offers programs leading to the BEd degree. Under conditions laid down by the Ontario Ministry of Education, successful completion of the BEd Program will lead to the award of the Ontario Certificate of Qualifications. Other programs leading to the BEd degree are available for certified teachers and those who wish to attain the BEd as a first degree. The Faculty of Education also offers the BEd in Aboriginal Adult Education and BEd in Adult Education degree programs, and a Bachelor of Early Childhood Education (Honours)
Senate 31, 97, 212, 283, 304, 450, 457, 501, 615
7.8 Pattern of Major Programs
A Major Program is established by the individual Department in accordance with Senate’s academic regulations and normally consists of a course pattern that includes:
i) a minimum of six and a maximum of eight credits in the major discipline for a Pass Degree and a minimum of nine and a maximum of twelve credits in the major discipline for a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree and an Honours Degree;
ii) extra-departmental requirements;
iii) core and context requirements;
iv) at least one free elective in making up the requirements for a Pass Degree and at least two free electives in making up the requirements for a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree and an Honours Degree (see FHB III: A. 7.4).
Senate 97, 450, 457
7.9 Pattern of Combined Major Programs
A. A Combined Major Program is established in the two individual Departments in accordance with Senate’s academic regulations and normally consists of a course pattern that includes:
i) a minimum of five credits in each of the two major disciplines for a Pass Degree and a minimum of seven credits in each of the two major disciplines for a BA with Major, a BSc with Major, and an Honours Degree;
ii) requirements outside of the two major Departments concerned
iii) core and context requirements;
iv) free electives to make up the requirements for a degree (see FHB III: A. 7.4).
B. If a simple majority of the credits taken during the program has been drawn from courses offered by the Departments comprising the Faculty of Mathematics and Sciences, the degree awarded upon satisfaction of all graduation requirements will be the BSc (Pass), BSc with Major or BSc(Honours) as appropriate; if drawn from those courses offered by the Departments/Centres comprising the Faculties of Humanities and/or Social Sciences, the degree awarded shall be the BA (Pass) or BA with Major or BA (Honours) as appropriate.
Senate 97, 192, 212, 450, 457, 615
7.10 Pattern of Integrated Studies Programs
A. Integrated Studies Programs are specifically-constructed programs at the Pass or Honours level which span two or more Departments. They are designed to satisfy students whose unique interests cannot be accommodated by a major or a combined major pattern of study. Students wishing to pursue such a program should demonstrate a clear and pre-determined plan of interdisciplinary study.
B. In addition to the general University requirements (see FHB III: A. 7.4), an Integrated Studies Program must include an appropriate credit in mathematics or applied computing or computer science (if the pattern of studies includes an emphasis in sciences) and normally a minimum of five credits in each of the areas of disciplines.
C. The following regulations will apply to the administration of Integrated Studies Programs:
i) All such programs must be approved by the appropriate academic Deans for prior approval no less than 4 terms prior to degree completion. Any changes to a program must be approved by the applicable Dean. The Dean may appoint an interested faculty member to advise the student on an appropriate pattern of study.
ii) A student may not choose an Integrated Studies Program involving two disciplines where a Combined Major Program is available.
iii) When preparing an Integrated Studies Program, special care must be taken to ensure that prerequisite requirements for advanced courses are met and that the schedule for cycled courses is considered.
iv) Students enrolled in Integrated Studies Programs must maintain second class honours standing in order to continue and to graduate.
v) If a simple majority of credits taken during the program has been drawn from courses offered by the Faculty of Mathematics and Sciences, then the degree awarded upon satisfaction of all graduation requirements will be the BSc or BSc(Honours) as appropriate.
vi) On recommendation of the Academic Dean, appropriate wording describing the focus or theme of study must be attached to the Honours Degree, for example: BA (Honours) Integrated Studies (Industrial Studies); BSc (Honours) Integrated Studies (Natural Sciences).
Senate 283, 589, 615, 695
7.11 Pattern of General Programs
7.11.1 Bachelor of Arts
1. BA General Humanities and BA Social Sciences Degrees are available at the Pass (15 credits) level only.
2. A student may select a maximum of five credits from each of two disciplines (including courses cross listed with each discipline), with the exception of courses from the Faculty of Applied Health Sciences, Faculty of Education and the Goodman School of Business. In these cases, a maximum of five credits may be taken from any combination of designated Applied Health Sciences, Business and Education courses (including courses cross listed with that Faculty.)
3. For a BA General Humanities the majority of the credits earned must be offered by Department/Centres with the Faculty of Humanities. For a BA Social Sciences the majority of the credits earned must be offered by Department/Centres within the Faculty of Social Sciences.
4. Students pursuing a BA General Humanities or BA Social Sciences Degree must satisfy all general University requirements, including one context credit from the list of eligible courses in the Faculties of Humanities, Social Sciences and Mathematics and Science.
5. A maximum of eight credits may be numbered 1(alpha)00 to 1(alpha)99; at least three credits must be numbered 2(alpha)90 or above; and the remaining credits must be numbered 2(alpha)00 or above.
6. A minimum overall average of 60 percent is required for graduation.
7. A BA General Humanties and a BA Social Sciences Degree will carry no major or area of concentration. A BA General Humanities may carry up to two minors if the majority of credits are within the Faculty of Humanities. A BA Social Sciences may carry up to two minors if the majority of credits are within the Faculty of Social Sciences.
Senate 283, 395, 615
7.11.2 Bachelor of Science
1. A Bachelor of Science is available for students who wish a lesser degree of concentration than is offered by other programs. This Bachelor of Science is offered at the Pass and Honours degree level.
Senate 681, 684
2. A maximum of seven credits from any combination of courses from the Faculty of Applied Health Sciences, the Faculty of Education or the Goodman School of Business may be included in the Bachelor of Science Honours degree (including courses cross listed with that Faculty); a maximum of five credits may be taken within this Bachelor of Science Pass degree (including courses cross listed with that Faculty).
3. If a simple majority of the courses taken during this Bachelor of Science Program has been drawn from courses offered by the departments comprising the Faculty of Mathematics and Sciences, then the degree awarded upon satisfaction of all graduate requirements will be the BSc (Honours) or BSc (3 Year) as appropriate.
Senate 283, 615, 684
4. Students pursuing a BSc Sciences Degree must satisfy all general University requirements, including one context credit from the list of eligible courses in the Faculties of Humanities, Social Sciences and
Mathematics and Science.
5. In the Pass degree, a maximum of eight credits may be numbered1(alpha)00 to 1(alpha)99; at least three credits must be numbered 2(alpha)90 or above; and the remaining credits must be numbered 2(alpha)00 or above. In the Honours degree, a maximum of eight credits may be numbered 1(alpha)00 to 1(alpha)99; at least three credits must be numbered 2(alpha)90 or above; at least three credits must be numbered 3(alpha)90 or above and the remaining credits must be numbered 2(alpha)00 or above.
6. For the Pass degree a minimum overall average of 60 percent is required for graduation. For the Honours degree, a minimum overall average of 60% and a minimum average of 70% in all credits from the
Faculty of Math and Science is required for graduation.
7. A BSc Sciences Degree will carry no major or area of concentration. The pass degree may carry up to two minors if the majority of credits are within the Faculty of Mathematics and Science. The Honours degree may carry up to three minors if the majority of credits are within the Faculty of Mathematics and Science.
7.12 Certificate Programs
A. The Faculty of Education, and certain Departments/Centres within the Faculty of Social Sciences, the Faculty of Humanities, the Faculty of Mathematics and Science and the Faculty of Applied Health Sciences offer programs at the undergraduate level leading to various Certificates. A current list of approved Certificates is found at www.brocku.ca/webcal/. These are subject to the same regulations as those regulating degree programs.
Senate 413, 433, 443, 454, 460, 615
B. The Faculty of Education offers a variety of courses, subject to Ontario College of Teachers’ approval, for the purpose of upgrading teacher qualifications. The admission to and conduct of such courses is subject to regulation by the Ontario College of Teachers.
Senate 107, 149, 212, 615
7.13 Miscellaneous Degree Requirements
7.13.1 Letters of Permission
A. A student may request a Letter of Permission from the Office of the Registrar in order to take a course or courses at another university as a visiting student for transfer credit to Brock. The student must be in good standing, that is, having successfully completed a minimum of five credits with a minimum overall average of 60 percent. Brock credit will not be granted to students who Challenge for Credit, on Letter of Permission, at the host institution.
B. The student must indicate the specific course(s) they wish to take and provide the Office of the Registrar with the course description(s) from the calendar of the host university. Course(s) requested should be relevant to a student’s degree program and must be approved by the student’s academic Department. Approval shall be at the discretion of the Department/Centre, who shall base the decision on the applicant’s overall academic record, the appropriateness of the particular course to the applicant’s program and on any other factors deemed relevant.
C. If a letter of permission is granted to a currently registered student, it must be provisional pending successful completion of the progression requirements for that session.
D. On return to the Registrar’s Office of the approved application, the Registrar will forward a Letter of Permission to the host university. Students should contact the host university to determine any course access limitations imposed on visiting students.
E. Students must formally request that an official transcript be forwarded by the host university to Brock. The transcript must be received within eight weeks of the course end date as specified on the application for the Letter of Permission. Failure to provide an official transcript will result in the automatic assignment of a failing (F) grade in each course attempted on the Letter of Permission.
F. Not more than five courses may be taken at other universities on a Letter of Permission to fulfill graduation requirements for any baccalaureate program at Brock. Courses taken as part of the BEd, Aboriginal Adult Education and Adult Education programs, are exempt from this regulation.
G. A student may not, without the permission of their Dean, enroll in more than two of their last five credits at another university. Courses taken as part of an Exchange Program, i.e., a program established by a signed agreement between Brock and another institution and those in the Bachelor of Education in Aboriginal Adult Education or Adult Education are exempt from this regulation.
H. Courses taken on a Letter of Permission or on an Exchange program will not be included in the calculation of any student average, e.g., graduation, progression.
I. Credit will be granted only when the course is completed successfully at the host institution. Course credit will be granted equal in value to the course weight assigned by the host institution. Any course attempted under a letter of permission or Exchange program shall be recorded as a Pass/Fail grade. The exact name and title of the course(s) taken, the name of the host institution, and the grade assigned by the institution, will appear on the transcript.
J. For the purpose of future registration, course content covered on a transfer of credit basis may serve as either a prerequisite or equivalent, as determined by the Department/Centre in which the student is registered.
K. Students granted permission to take the final course(s) of their program during a Fall/Winter Session may not graduate until the next Fall 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.
Senate 405, 407, 460, 470, 476. 501, 554, 615
7.13.2 Waiver of Requirements
Departments/Centres may waive prerequisite courses or required program courses for degree candidates who have considerable relevant work experience. Such candidates must, however, complete the required number of credits for a degree.
7.13.3 Applicable Calendar
A student who has maintained enrolment in at least one credit in each calendar year may complete the degree program using the section “Academic Regulations” of the Calendar operative in the year in which that program was entered. Students who interrupt their studies for more than one calendar year, however, become subject to the Calendar regulations and the degree program in effect at the time of their re-registration.
Senate 165, 393
Students in Bachelors’ Degrees are normally expected to complete degree requirements within 10 years of first registration. Students who exceed 10 years may be required to re-take prerequisite courses where the knowledge base in specific disciplines has changed substantially in the intervening period.
7.14 Awarding of a Posthumous Degree
A posthumous degree is awarded at the discretion of the Dean of the student’s Faculty, on the recommendation of the Chair(s)/Director(s) of the appropriate Department(s) or Centre(s). To be eligible, a student for whom such a recommendation is made, must normally have succeeded in completing at least 75 percent of the degree program and have begun the final 25 percent of the program. The notation “posthumous” will be recorded on the student’s official academic record, but will not appear on the diploma.
Senate 444, 615
7.15 Requirements re: Concentration
A concentration in an honours degree normally requires a minimum of six credits from a list of courses approved by the relevant academic unit(s). A concentration enables students to pursue studies with some approved focus within their major or combined major program.
Senate 444, 477
7.16 Requirements re: Minors
A minor is distinct from the student’s major, or combined major, and requires from four to six credits as designated by the relevant academic unit or units.
Senate 477, 501, 668
8. Departmental Program Requirements
8.1 Course Approval
All degree-credit courses must be approved for inclusion in the “Course Bank” by the Undergraduate Program Committee prior to being offered. Any course which has not been approved for inclusion or has been deleted may not be offered. Those courses approved for inclusion will be published in the Calendar.
Senate 212, 234
8.2 Changes in Designation
Changes to the number, title or description of any approved course must be:
a) reported to the Undergraduate Program Committee if the proposed change does not significantly alter either the focus or nature of the course, or,
b) approved by the Undergraduate Program Committee if the proposed change significantly alters either the focus or nature of the course.
8.3 Course Deletions
A. Deletions from the Course Bank must be approved by the Undergraduate Program Committee.
B. Any course not offered over a period of three consecutive years, and not proposed for offering during the fourth year, should be deleted from the Course Bank by the Undergraduate Program Committee. Any exceptions must be specifically justified by the Department concerned.
C. Any departmental course number deleted from the Course Bank cannot be used again until five years have elapsed since the number was deleted.
8.4 Approval of Departmental Offerings
A. By the 3rd Friday in October of each year, each Department shall submit (to the appropriate Dean) a list of those courses which it wishes to offer in each session of the subsequent academic year.
B. Each Dean shall, in turn, submit each departmental submission to the Undergraduate Program Committee for approval.
C. Any and all additions and/or deletions to the original departmental submission must be approved by the appropriate Dean and reported to the Undergraduate Program Committee.
Senate 234, 653
8.5 Limits on Departmental Offerings
A. As a general guideline in considering departmental submissions, the Undergraduate Program Committee may work on the principle that a Department shall not offer (in the Fall or Winter Term) more than 15 courses numbered 2(alpha)00-4(alpha)89 inclusive (courses in directed studies excepted), unless it had 300 or more student enrolments in courses at the 2(alpha)00-4(alpha)00 levels inclusive during the previous Fall/Winter Sessions.
B. For each additional 30 student enrolments at the 2(alpha)00-4(alpha)00 levels, one additional course may be offered.
C. In no event, however, shall the course offerings numbered 2(alpha)00-4(alpha)89 inclusive exceed three times the number of full-time faculty available for staffing the courses.
D. In applying these guidelines, Departments having more than a single section will be reviewed as multiple Departments corresponding to each section.
E. Any exceptions must be specifically justified by the Department concerned.
8.6 Required Courses
Normally, courses required for majors should be offered as part of regular load; they should not be cancelled if any students are enrolled.
8.7 Course Cancellations
A. If a course offered as part of a program and on load has no enrolments, it will be cancelled. The Chair and Dean may agree to an alternate deployment for the faculty member concerned.
B. If a course is offered as overload, it may be cancelled at the discretion of the Dean if it does not meet the following minima for undergraduate overload courses: a minimum of 13 students for First Year courses and a minimum of 10 students for Second, Third and Fourth Year courses.
C. In all cases where load courses are to be cancelled or where courses are to be redesignated from overload to load or from load to overload or to tutorial, or where an overload course has been guaranteed for offering without enrolment minima, all changes must be mutually agreed to by both the Dean and the Chair. Where no such arrangement can be achieved, no change should be made without the approval of the Undergraduate Program Committee.
8.8 Cancellation of Classes
A request for cancellation of a class must be approved by the Chair/Director of the Department/Centre. Whenever possible, an instructor should inform students of a class cancellation one week in advance, with appropriate reminders. Sudden cancellations due to illness or accident should be reported to the Chair/Director of the Department/Centre. Individual departments will develop and implement their own procedures for communicating with students in the event of such an occurrence.
Senate 199, 256, 554
8.9 Program Approval
8.9.1 Introduction of New Programs
A. The introduction of all new undergraduate degrees, degree programs or programs of specialization is guided by the Institutional Quality Assurance Process (FHB III.C.11) and must be approved by Senate upon the recommendation of the Academic Review Committee.
B. All major modifications to existing major and combined major programs, and all new combined major programs, are guided by the Institutional Quality Assurance Process (FHB III.C.11) and must be approved by Senate upon the recommendation of the Academic Review Committee.
Senate 234, 640
C. Minor changes to existing major and combined major programs must be approved by Senate upon the recommendation of the Undergraduate Program Committee.
Senate 640, 234, 683
8.10 Limitation of Undergraduate Enrolments
8.10.1 Course Enrolment Limitations
In principle, Brock University courses are open to all potential students who have the necessary academic prerequisites. In practice, however, every individual course has an enrolment limit based on considerations of timetabling, space, equipment, availability of qualified teaching personnel, budget and nature of the subject matter itself. Senate is ultimately responsible for establishing policies, guidelines and priorities on course limitations, but it the responsibility of the Dean of the Faculty, in consultation with Department Chairs and Program Directors, to implement those policies and guidelines to the extent possible.
A. Enrolment limits in scheduling of courses should reflect:
i) the number of students for whom the course is required for completion of degree requirements;
ii) the number of students for whom the course is a recommended elective;
iii)the number of students in cognate disciplines for whom the course is a preferred elective;
iv) the number of students in other programs of the University who find the course potentially interesting;
v) the number and variety of other courses being offered in the Department/Program and the recommended enrolment limits for each;
vi) the expected availability of the course in other terms.
B. The procedures adopted to limit accessibility to courses should:
i) be as fair as possible to all qualified students, both full- and part-time;
ii) not set unduly cumbersome or time-consuming administrative procedures on the Department or Faculty, or on the Office of the Registrar;
iii) be well publicized so students are aware of them.
8.10.2 Administrative Procedures
A. For each course planned for an academic session, the Department Chair shall recommend to the Dean a realistic estimate of the number of students for whom the course should be offered, the basis for the estimate, and the procedures whereby the limitation will be achieved.
B. Following consultation and discussion with the Department Chair, the Dean will establish an approved limitation for each course. The Office of the Registrar will be informed of each limitation so it may be incorporated into the timetable and classroom scheduling.
C. When space and timetabling considerations make it impossible to schedule a course in a classroom of sufficient size to accommodate the estimated enrolment, the Office of the Registrar will consult with the Dean who has the authority to set priorities for courses within the Faculty. When it is necessary to resolve conflicts involving courses in different Faculties, both Deans will be consulted. In the event conflicts cannot be resolved by the Deans, the Vice-President (Academic) will make any final decision as required.
D. Before the end of each academic year, the Dean of each Faculty will inform the Undergraduate Program Committee of course size limitations with the Faculty. That Committee may include in its annual report to Senate any observations or concerns it may have about the limitations and may recommend revisions to policies and guidelines on such limitations.
8.10.3 Guidelines on Procedures for Achieving Limitations in Courses
A. In cases in which a course is required of majors in a program, sufficient spaces should be provided so that majors may register in the course at an appropriate time in their program, and registration may be on a priority basis. Majors, combined majors, and students from other Departments/Programs who are required to take specific course as part of their major to be treated the same.
B. Where a course is optional or elective, the following options should be considered before resorting to registration on a first-come, first-serve basis:
i) requiring a specified grade in all required courses taken in the previous year;
ii) requiring a specified grade in some designated courses taken in the previous year;
iii) requiring a specified number of Year 1 credits before entering a Year 2 course, requiring a specified number of Year 2 credits before entering a Year 3 course, etc.;
iv) restricting the course to student who have taken fewer than some specified number of courses in the major.
C. In planning enrolment limitations for optional or elective courses in programs, care must be taken to provide sufficient total spaces so majors will be able to register at appropriate time in at least the minimum number of such courses required for their program. Registration priority should be given to students who have not already completed the minimum number of such courses required for their program.
8.10.4 Limited Enrolment Programs
Academic programs at Brock University are normally open to all academically qualified students. In exceptional circumstances, however, it may be necessary to limit the number of students accepted into a specific Pass, BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree and/or Honours undergraduate major (or joint major) program. It is the responsibility of Senate to determine whether circumstances warrant a program limit and if so the appropriate number of students which can be accommodated. A Department or Program seeking permission to limit majors should propose to the Undergraduate Program Committee a process of “application to major”, including the justification for limitations, a recommended numerical limit, and the criteria by which students will be accepted. The Undergraduate Program Committee must then makes its recommendation to Senate.
A. A limit to enrolment in a program should be considered only when one or more of the following circumstances apply:
i) there exists a significant limitation on available facilities needed for instruction in courses required by all majors (e.g., gymnasium space, science labs, language labs, rehearsal halls, studio space, etc.);
ii) there exists a limitation on available opportunities for ancillary activities required by majors (e.g., co-operative studies placements, field trip places, and facilities needed for operating extra-curricular practices, etc.);
iii) there exists a limitation of available qualified faculty and instructional personnel (this should only apply in the event that teaching loads, research timetables, and other working conditions cannot be rearranged to the satisfaction of relevant parties).
B. Once students have been admitted to a specific Pass, BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree or Honours program, they may not be prevented from completing that program solely for reasons of a limit on spaces in upper years of the program. Normally application for admission to a limited enrolment program shall occur no later than the beginning of the second year.
C. The Department may require for admission to a limited enrolment program a minimum acceptable grade in all or some first year courses for acceptance to the major, but should clearly indicate in the Calendar and other information materials that a higher average may be necessary.
D. The Department must publish the minimum requirements for acceptance to the major program as well as the process of “application to major” in the Calendar under it program requirements.
E. Once accepted to the particular limited enrolment program, progress through the program to completion should be contingent upon achievement of a specific overall average.
Senate 410, 450, 457
Students are required to be present for formally scheduled examinations during the regular examination periods. Where necessary, students may also be required to be present for midterm examinations outside of normally scheduled class time.
Written progress and final examinations shall normally be scheduled and administered by the Office of the Registrar, and take place under formal conditions during a specially-scheduled examination period. The Dean may, however, authorize a different pattern where appropriate upon application by the instructor at the time of submission of the course grading scheme.
Senate 34, 77, 283, 332, 407, 506, 589
Out of class midterm examinations may be scheduled at the instructor’s discretion at times outside of normally scheduled classes, after 6:00 p.m. on Fridays and/or on weekends. Instructors are encouraged to arrange midterm room bookings through the Office of the Registrar. Instructors must make accommodations for students with disabilities and/or for students with midterm exam timetabling conflicts with other courses. Students with other extenuating circumstances may consult with the instructor. (See FHB III: A. 9.4.1.)
A. The style and duration of a University examination (e.g., closed or open book; essay or multiple-choice questions) shall normally be at the discretion of the individual instructor. The duration in hours and minutes of a University Examination shall appear at the top of the examination paper. (See FHB III: A. 9.1.11.)
B. The following statements shall routinely be placed on final examination scripts:
– No examination aids other than those specified on the examination scripts are permitted (this regulation does not preclude special arrangements being made for students with disabilities). Translation dictionaries (e.g., English-French) or other dictionaries (thesaurus, definitions, technical) are not allowed unless specified by the instructor and indicated on the examination paper.
– use or possession of unauthorized materials or electronic devices will result in a charge of academic misconduct under the University’s Academic Integrity Policy;
and in some cases where the following is appropriate:
– a minimum of xx percent must be obtained on this final examination in order to achieve a passing grade in the course.
Senate 20, 176, 343, 413, 506
As early as appropriate in any academic session, Chairs of Departments, or senior and experienced members in Departments, shall discuss with their less experienced colleagues such matters as teaching methods, setting of examinations and marking of examinations.
A. The Chair must ensure that question papers remain confidential and to that end are delivered by hand to the Office of the Registrar.
B. The Departments concerned shall arrange for, and bear the cost of, the printing of all examinations not received by the Office of the Registrar by the deadline for submission.
a) Faculty are encouraged to deposit copies of their university examinations (as defined in III: 9.1.1) on reserve in the Library. Examinations not for deposit on reserve must be clearly so marked on the masthead of the first page.
b) Prior to the start of examinations, one copy of every examination will be forwarded by Departments to the Registrar who will be responsible for the transfer to the Library of examinations to be placed on reserve.
c) One copy of the examination will be forwarded by the Registrar to the Library for scanning and deposit on electronic reserve for a period of five years. Once scanned, examinations will be shredded. Access to electronic examinations will be restricted to currently registered Brock students, faculty and staff.
d) Faculty or departments who wish to have their examinations removed from electronic reserve prior to the five-year timeline should contact Loan Services.
Senate 407, 554, 556
D. The Chair shall, one week prior to the beginning of examinations, supply the Office of the Registrar with appropriate lists of proctors (including instructors who will be present) for each examination on the assumption that there shall be one proctor per 50 students in a room.
Senate 20, 283, 332, 407
9.1.5 Grade Report
Final grade reports must be approved by the Department Chair or Program Director before submission to the Office of the Registrar. Any alteration to the grade report must be agreed to by the instructor and Chair or Director. In case of disagreement the Dean shall decide the matter.
Senate 20, 407, 410, 667
A. Instructors and proctors should arrive one half hour prior to the start of an examination to allow time for all examination materials to be distributed and for the resolution of any problems related to the examination.
B. All University Examinations being written concurrently in a given room should begin simultaneously. In addition, it is desirable that students writing examinations of different lengths should be segregated in different rooms. A student shall not be permitted to enter a room in which University Examinations are being written if the student arrives more than 30 minutes after the commencement of writing, nor shall a student be permitted to leave such a room within the first 30 minutes or within the last 10 minutes of the examination.
Smoking and talking are not permitted in examination rooms.
When a course is given in more than one section in any given term, it is the responsibility of the Department Chair and the instructors involved to ensure that the sections are substantially the same in content. This means that the materials covered in the different sections, with some possible minor variations of emphasis, will be similar, and that all sections of the course will write comparable examinations. Tutorial courses, directed research courses and Honours thesis courses shall be exempted from this regulation.
Senate 84, 105, 126, 210, 256, 257, 332, 343
A. The responsibility for the conduct of examinations shall rest with the Registrar who shall appoint a Chief Invigilator and two Assistant Invigilators for each examination session.
B. During the examination period, the Chief Invigilator will be responsible for the general conduct and security of all examinations in that session regardless of locale:
i) Any irregularities occurring during the conduct of examinations must be reported immediately by the Chief Invigilator to the Registrar for follow-up with the appropriate Dean.
ii) One hour prior to the examination, the Chief Invigilator must make certain that special equipment needs have been provided for in locations other than the gymnasiums and that examination scripts and answer booklets have been delivered to the Assistant Invigilator in each gymnasium for distribution to the appropriate instructors.
iii)One-half hour prior to the examination, the Chief Invigilator must check with the Office of the Registrar to ascertain that examination materials have been picked up by instructors for examinations to be held outside the gymnasiums. Should any problems be apparent, the Chief Invigilator should be prepared to set up and proctor such examinations until relief can be obtained.
iv) During the first hour of the examination, the Chief Invigilator must check that examinations are in progress in each designated location and collect the examination attendance cards from each.
C. Duties of the Assistant Invigilator
One Assistant Invigilator will be posted in each gymnasium to supervise the enforcement of examination rules and regulations and to aid instructors and proctors in setting up for examinations.
i) The Assistant Invigilator will determine and post all row assignments and provide all examination scripts to instructors and proctors for distribution.
ii) In the event that an instructor does not appear within 20 minutes of the start of the examination, the Assistant Invigilator will see to the distribution of the necessary examination materials for that course.
iii) The Assistant Invigilator will make all announcements in the examination room and will be responsible for the collection and sorting of examination attendance cards, and will assure, in conjunction with faculty, that proctors are working effectively.
D. Duties of Instructors
It is expected that at least one instructor in the course (not a seminar leader or lab demonstrator) will be present for the duration of the examination:
i) Instructors are responsible for the distribution of examination materials to their students.
ii) In order to prevent cheating, it is expected that instructors will be prepared to observe the conduct of students, especially those who are sitting in close proximity to their own.
E. Duties of Proctors
Proctors are expected to provide assistance in setting up the examination room and in supervising the conduct of the examination in accordance with duties assigned by the Assistant Invigilator.
An instructor may require a student to take a class test or examination, as opposed to an individual test or examination, only during:
a) the regular class periods of their course;
b) the formally scheduled examination period; or
c) a special examination period, scheduled in the academic timetable and not conflicting with regular class periods or other examinations.
No student may be required to write an examination or test in a time period which conflicts with any of their other classes.
Laboratory tests worth no more than 20 percent of a student’s final grade may be scheduled, during a student’s regularly timetabled laboratory period, in the last week of a term, but only under extreme, extenuating circumstances, with permission of the Dean, will class tests or examinations worth more than 5 percent of the course grade be permitted in the final two weeks of each term.
Senate 169, 186, 243, 258, 301, 470
The scheduled duration of a University Examination shall normally be three hours and not less than two hours. Exceptions to this regulation must be approved by the Dean by the end of the first two weeks of classes to correspond to the deadline for submission of the grading scheme.
Senate 228, 332, 407, 589
Although attempts will be made to minimize consecutive examinations or two examinations in one day, this possibility cannot be eliminated.
Two examinations in large multiple-section courses may be required by the Office of the Registrar. In such cases the Department shall submit two equivalent examinations.
Senate 228, 256, 257
If a situation should arise such that even with the above relaxation of constraints, a timetable is impossible, then two-hour progress and half credit course examinations may be required along with four two-hour slots per day. This option must be approved in any year by the Undergraduate Student Affairs Committee before its implementation.
Senate 228, 332
After appropriate consultation, the Registrar or the Co-ordinator of Services for Students with Disabilities may authorize appropriate modifications to examination procedures which may include the following: granting additional time to complete an exam, permitting oral responses to examination questions, permitting the student to use aids such as a word processor or tape recorder.
9.2.1 Final Examinations
Final examinations may be considered as an integral part of courses, much as seminars or lectures, particularly in courses numbered 1(alpha)00-1(alpha)99. It is the responsibility of the Department/Centre to determine whether or not a final examination is required (see FHB III: A. 10.1.4).
Senate 68, 77, 499, 606
Final examinations for all courses where an examination is required shall be written at the end of the term in which they are taken, and normally within the formal examination period.
Senate 126, 606
9.2.3 Return of Final Course Grades
Final course grades, with the exception of Summer Session, are to be returned within seven working days of the examination date. In the case of Summer Session, the period would normally be three working days. For courses which do not have a final examination scheduled during the examination period, final grades must be submitted to the Office of the Registrar within seven working days after the end of the examination period. Exceptions should be determined by agreement between the Dean and the Department Chair and then conveyed to the Office of the Registrar. Grades received after this period will automatically have a grade of NR (Not Reported) recorded for the course.
Senate 143, 172, 279, 288
9.2.4 Retention of Papers
When an instructor transmits grades for a course to the Office of the Registrar, the examination scripts shall be turned over by the instructor to the Department/Program for safekeeping for a period of not less than twelve months. After that time, they must be shredded. It is the responsibility of each Department/Program to ensure that a breakdown of each student’s grade used in the determination of the final grade is available, upon request, for twelve months after the completion of the course.
Senate 20, 379, 413, Senate Chair/Vice Chair on behalf of Senate – June, 2016
9.2.5 Inspection of Papers
Students have a right to inspect their Final Examination papers under faculty supervision. Faculty must return final examination papers to the Department/Program for safekeeping in accordance with FHB III: A. 9.2.4.
Senate 97, 413
9.2.6 Final Grades for First-Term Half Credit Courses
A. In accordance with FHB III: A. 11.9.1, grades are unofficial until they have been approved by Senate and released by the Office of the Registrar. However, to facilitate registration, final grades must be communicated to students by Instructors no later than the final date for submission of grades. The method of communication shall be left to the discretion of the Instructor but in compliance with the University access to student records and disclosure of information policy, which would exclude the posting of grades in a public place such as an office door or bulletin board.
B. Final grades for first-term half credit courses are to be reported to the Office of the Registrar in accordance with FHB III: A. 9.2.3, except for courses which are so organized that grades cannot be submitted until the end of the academic session. In such cases, the Office of the Registrar is to be informed. Such exemptions must be approved by the Dean. A grade of NR will be reported to the student for these half courses.
Senate 179, 332, 424, 554, 589
9.2.7 Report to Faculty
At the earliest possible opportunity after the end of the academic session, the Office of the Registrar will provide, to Deans and Department Chairs, the following statistical information:
a) 1(alpha)00 to 1(alpha)99 courses Final Grades – average percent; and
b) 1(alpha)00 to 1(alpha)99 courses Final Grades – grade distribution report by course.
Senate 20, 299, 332, 554
9.3 Progress (Midyear) Examinations – Full Credit Courses
9.3.1 Progress Examinations
A. Progress examinations may be required in any full credit courses. They shall be administered at the mid-point of the academic session.
Senate 128, 271, 332, 606
9.3.2 Failure to Write Scheduled Progress Exam
A student who fails to write a scheduled progress exam for a legitimate reason must make arrangements to satisfy course requirements with the instructor. Any arrangements made, including make-up exams, are strictly at the discretion of the instructor and Department Chair. (See FHB III: A. 9.4.1)
9.3.3 Exam Script
Any exam written at any time other than the scheduled exam must have a different exam script from that used in the scheduled exam.
9.3.4 Transmission of Grades
A. Departments shall notify students of their Progress Examination results no later than the end of the first week in the second half of the course. The marked Progress Examination scripts shall be returned as soon as possible, indicating the numerical grades for each answer and for the paper as a whole.
B. Departments shall notify the Office of the Registrar, no later than the end of the first week in the second half of the course, of those students who have failed a Progress Examination. The Office of the Registrar shall tabulate these data and contact those students who have failed three or more Progress Examinations and/or first-term half credit courses.
C. In compliance with the University Access to Student Records and Disclosure of Information Policy, students should be directed to access their grades through Student Information System or other secure means, such as institutional learning management system (LMS). Grades are unofficial until released by the Office of the Registrar.
Senate 8, 20, 299, 424, 554, 667
9.4 Deferred Examinations
9.4.1 Permission to Write
1. If a student is unable to write a formally scheduled examination, or having begun the exam, is unable to complete it, a Deferred Examination will be granted. Requests made on the basis of compassionate grounds, religious obligations, or other extenuating circumstances will be judged on a case by case basis.
2. Any medical request for a Deferred Examination must be supported by a Medical Verification Form, certifying that the student was not capable of attempting the examination at the scheduled date and time.
3. A student must first contact the instructor for permission to write a Deferred Examination. Any such application must be accompanied by required supporting documentation and must be submitted within seven days of the examination.
4. If the student is not able to contact the course instructor or if the course instructor is not willing to give the student permission to write a Deferred Examination, within ten days of the examination, application may be made to the Chair/Director of the Department/Program for permission to write a Deferred Examination.
5. If not satisfied with the outcome of the request, the student may then refer the matter to the Dean of the Faculty offering the course.
6. If the student is not satisfied with the decision of the Dean, the student may then appeal to the Student Appeals Board.
7. Students unable to write a formally scheduled examination because of religious obligations may request an academic accommodation for religious obligations (see FHB III: C. 13.2.3).
Senate 12, 77, 209, 240, 332, 393, 441, 457, 536, 555, 659, 697
9.4.2 Time for Completion of Deferred Examinations
Deferred final exams for Fall Term half credit courses will be written no later than the subsequent July 31; for Fall/Winter Session courses and Winter Term courses, no later than the subsequent August 31; for Spring and Summer Session courses, no later than the subsequent December 31.
Senate 128, 209, 393
9.4.3 Aegrotat Standing
Definition: Aegrotat standing is the granting of credit for a course(s), based on the course work already completed, when no further assessment – for example, a deferred examination – is considered feasible because of illness or other extenuating circumstances beyond the student’s control.
Students may only be granted Aegrotat Standing with the approval of the Dean of the faculty offering the course.
Senate 52, 128, 393
9.5 Challenges for Credit
Challenge for Credit is a policy that enables a student to gain undergraduate academic credit for their own learning and experience outside university. As a University which heavily supports part-time study, such a procedure recognizes that many people have opportunities in their place of employment to gain skills and knowledge equivalent to university courses. Challenge for Credit enables the learning and experience to be evaluated according to Brock’s standards of achievement and give academic credit towards a Brock degree.
Challenge for Credit is designed to provide credit at the undergraduate university level for skills acquired elsewhere. It is not normally open to instructional staff in their courses except by special appeal to the Committee on Appeals. It is not designed to give credit for high school instruction or previous university instruction in the same area and level. Credit is granted only for those courses which are in the Brock Calendar and which thus have been approved by the Undergraduate Program Committee, after the student has demonstrated, to the satisfaction of the Department concerned, their ability.
Challenge for Credit is subject to departmental academic regulations so that it should not be assumed that all courses in all disciplines will be subject to challenge. Departments have a right, if they desire, to require that their normal prerequisites for a course be met, either by challenge or by taking that course. Courses available for challenge may be noted in the Calendar. The following general regulations also apply:
a) Challenge for Credit is available only to students formally admitted to and registered in a program leading to a degree, diploma or certificate. Special students are not eligible to challenge for credit.
b) A maximum of five credits towards a Brock BA, BSc, BAcc, BBA, BCB, BBE, BMus, BPhEd, BRLS or BSM degree may be acquired by challenge at Brock or elsewhere. A maximum of one credit may be obtained towards a certificate. Challenges may not be included in the minimum of five Brock credits required for a Brock degree.
c) A challenge credit may not be used as a substitute for grade raising or special exams, or to replace a failed course.
d) A student may not challenge a course (or its equivalent) in which they are, or has been previously registered in any degree program, or which they have already challenged.
e) The passing grade for a Challenge for Credit is a “C” but no numeric grade will appear on the transcript. Instead, the symbol CH will be used to represent a successful challenge. Challenge grades are therefore not computed in graduating averages and are not used in evaluating honours or scholarship standing. Failures will also be noted on the transcript.
f) Evaluation of a student challenging for credit in a course will be the responsibility of the Department/Program concerned and should normally consist of a variety of types of work, exam, essays, etc., and shall be completed within 60 days of the acceptance of the challenge. If possible, a written final exam should be taken in the normal exam period.
Senate 290, 430
9.5.4 How to Challenge for Credit
A. A student should contact the Office of the Registrar and fill out a challenge application form. (The student may wish to discuss the challenge informally with the Department prior to this step.) The Office of the Registrar will forward the application to the appropriate Department which must decide whether or not to accept the challenge. The Department may require documentary material from the student or an interview, before making its decision.
B. If the Department accepts the challenge, the student is eligible to register for the examination at the Office of the Registrar and pay a fee. A student may not withdraw the challenge after this step, and failure to sit for a challenge examination subsequent to a registration represents a failed challenge. It is the student’s responsibility to be fully informed prior to registration, of the time and nature of the evaluation which may also include one or more of the following: a written exam paper or papers, an essay or essays, the submission of a substantial body of work or a portfolio, an oral examination, or a laboratory test.
Board: June 24/80
10.1 Duties of the Instructor
Evaluation of a student’s performance in a course will be determined by employing such indices as examinations, seminar and classroom participation, papers, lab and studio activities, peer evaluation and any other normal class assignments. For each course, the grading scheme will reflect a reasonable diversity of these methods as is appropriate to the subject matter.
Senate 76, 256, 332, 343, 413
Peer evaluation cannot count for more than 25 percent of the final grade.
Senate 413, 606
A. At the beginning of each course, students will be advised in writing of the proposed manner in which evaluation will be carried out in each course. A student is expected to attend all lectures, discussion groups, seminars and laboratory periods, and examinations of the courses in which registered. Instructors must inform students about the relationship between attendance and their course grades early in each session. This should be indicated on the course outline and on the Composition of Final Grade Form, which shall be deposited with the appropriate Dean no later than the last date for course change.
B. At the beginning of each course, students shall be advised in writing of the assignments required of them and the due dates of such assignments. Due dates for assignments must not be scheduled after the last day of final examinations for the term. Exceptions should be rare and must be granted by the Dean in consultation with the Chair/Director, and reported to the Registrar’s Office.
C. Any penalties to be levied for late submission of an assignment must be transmitted to students in writing well before the due date of the assignment.
D. To obtain standing in a course a student must complete the necessary term work, tests and final examination, where the latter is required, to the satisfaction of the Department/Centre. Details concerning how this will affect the final grade must be communicated to the student before the last date for deposition of grading schemes (see FHB III: A. 10.1.3A).
E. Whenever and wherever reasonably possible, instructors shall be responsible for communicating a minimum of 15 percent of the final course grade to all students registered in courses no later than the week prior to the last date for withdrawal without academic penalty. In cases where, due to the nature of the course, this requirement cannot be met, the instructor shall inform students in the course syllabus.
F. At the beginning of each course, instructors shall include in course outlines, the date for withdrawal without academic penalty, and the date by which they may expect to receive notification of 15 percent of their final grade.
G. At the beginning of each course, students will be advised in writing, whether a phrase matching system (e.g., Turnitin.com) will be used. The information should be included on the course outline and on the Composition of Final Grade form, which shall be deposited with the appropriate Dean no later than the last date for course change.
Senate 88, 94, 101, 171, 200, 236, 256, 259, 288, 344, 407, 413, 478, 512, 517, 568, 606
To permit the publication and distribution of examination schedules prior to the beginning of term, the Office of the Registrar shall be notified by the Chair/Director, when class timetable information is collected, of all courses requiring progress and/or final examinations scheduled by the Office of the Registrar.
Senate 76, 200, 314, 615
In a course where an instructor has assistance in evaluation, it remains the instructor’s responsibility to make certain the evaluation is carried out fairly.
At the end of the academic year, each instructor shall return to the Office of the Registrar, final grades for all students based on the whole year’s work. The grades consist of two parts:
a) a numerical grade; and
b) the equivalent letter grade (see FHB: 10.3).
Senate 17, 28
After grades have been transmitted to the Office of the Registrar they may not be changed except (a) by submission of a Grade Change Form signed by the instructor, and the Chair/Director; (b) when a Dean or Associate Dean notifies the Office of the Registrar that a grade change represents a penalty for academic misconduct. A grade change assigned by a Dean or Associate Dean shall take precedence in a case of Academic Misconduct.
Senate 22, 407, 476, 539
10.2 Standards Applying to Letter Grades
10.2.1 Course Goals and Prerequisites
A. The academic unit will decide on the goals of the courses it offers, with due regard to the prerequisites for the course, the level of each course, and the needs of other courses for which it is a prerequisite. These goals should be expressed in terms of the degree level expectations agreed upon by the academic unit.
Admission standards and prerequisites for each course should be so established that a student allowed to register in the course will have a reasonable chance of succeeding. If an exception is made by admitting a student who is highly-motivated but not well-prepared, the student must be informed that proceeding is at the student’s own risk.
10.2.2 Grading Standards
A. The final grade awarded in a course shall be determined on the basis of the goals established for that course. Where no such explicit standards have been prepared and recorded, the general standards described below shall govern implicitly. The standards should be appropriate to the level of the course, as indicated by its course number (rather than to the level of the student). The Undergraduate Program Committee, before recommending approval of a course, may require an explicit statement of goals and standards of the Academic Unit.
The Grade of A
The marks of 90 to 100 are reserved for students where work is of outstanding quality that provides clear evidence of a rare talent for the subject and of an original and/or incisive mind.
The marks of 80 to 89 are awarded to students for excellent, comprehensive, accurate work in which evidence of a certain flair for and comprehension of the subject is clearly perceptible.
The Grade of B
The marks 70 to 79 are awarded to students who have a sound grasp of the most important goals of the course and whose work may be described as careful, craftsman like, competent and good without being distinguished.
The Grade of C
The marks of 60 to 69 are awarded to students who show average competence which falls short of the standard of a B grade through incompleteness or inaccuracy; their work may be described as adequate.
The Grade of D
The marks 50 to 59 are awarded to students who barely satisfy the minimum requirements for the course.
The Grade of F
The Grade of “F” in a course means that the student, having failed to satisfy the minimum requirements, does not receive formal credit.
B. In courses offered for credit towards the BEd degree (EDBE 8(alpha)xx), where inculcation of pedagogical skills and techniques, rather than academic instruction, is the central focus, grades of P1, P2, P3 and F, rather than A-F, will be awarded. The grade of P1 (Pass-First Class) will be awarded to those students who have demonstrated a real mastery of the techniques taught and who can be expected to employ them in the classroom with flair and exceptional competence; P2 (Pass-Second Class) indicates mastery of technique but some room for improvement; P3 (Pass), while a passing grade, implies skill attainments not markedly different from those of many students early in the course; F is a failure and the student receives no formal credit.
C. Prior to the signing off, if a set of grades appear atypical, Chairs/Directors may communicate information to instructors on grade distributions for individual courses, for the Academic Unit and for the University as a whole. They may thus ensure that major departures from those historical grade distributions are not created inadvertently.
A. The enforcement of the above standards is the responsibility of the Senate, supported by Academic Unit Chairs/Directors, Deans, and the Undergraduate Student Affairs Committee.
B. When an Academic Unit Chair/Director endorses a list of grades to be submitted to the Office of the Registrar, the Academic Unit is thereby certifying that the marking has been fair and consistent with the goals and standards of the course. If a course has an unusual distribution of grades, such as many high grades (A’s) or many low grades (D’s and F’s), the Academic Unit should obtain from the instructor the evidence (such as explicit statements of course goals and marking schemes, examples of students’ work, etc.) that the spirit of 10.2.1 above is adhered to.
Senate 589, 615
C. Irresolvable conflicts between the instructor and their Chairs/Directors and Deans regarding grade distribution may be referred to the Undergraduate Student Affairs Committee for adjudication.
Senate 182, 512, 589, 615
10.3 System of Numerical Grades
The following grades must be used for final grades submitted to the Office of the Registrar.
Overall standing is determined by the cumulative average of grades assigned for all courses taken (whether passed or failed). In all cases, the grade awarded for a repeated course will supersede the grade from the first attempt at the course, regardless of whether it is higher or lower, and will be used in computation of the student’s cumulative grade average. (A student may only repeat a course once.)
Word Grade — Numerical Grade
A — 80 – 100
B — 70 – 79
C — 60 – 69
D — 50 – 59
F — Any grade below 50
IN — A “default” grade which must be one of the above numerical grades (Note 1)
IP — In Progress (Note 2)
CH — Challenge for Credit (Note 3)
P — Pass (Note 4)
F — Fail (Note 4)
P1 — 80 – 100 (Note 5)
P2 — 70 – 79 (Note 5)
P3 — 60 – 69 (Note 5)
F — Any grade below 60 (Note 5)
AG — Aegrotat Standing (see FHB III: A. 9.4.3)
NW — Not Withdrawn (see FHB: III: A. 12.2)
The grade “incomplete – IN” is a temporary grade assigned to a student who, because of exceptional circumstances and for reasons satisfactory to the Department, has been unable to complete some part of the term work in a course in time to have it graded by the instructor for inclusion in the final mark. This grade must be accompanied by a numerical grade, which may be any of those listed above. The grade of IN will automatically lapse eight weeks after the last day of the examination period, and the numerical grade will stand, unless both are replaced earlier by the instructor.
IP grade can be used only for fourth year thesis, for other undergraduate project courses, and for graduate courses. In the case of undergraduate courses, if the IP has not been lifted within twelve months of the initial registration in the course, the student must re-register and pay the appropriate course fee.
The passing grade for a Challenge for Credit is a “C” but no numeric grade will appear on the transcript. Instead, the symbol CH will be used to represent a successful challenge. Challenge grades are therefore not computed in graduating averages and are not used in evaluating honours or scholarship standing. Failures (F) will also be noted on the transcript.
The Pass/Fail grading scheme is applicable to the Faculty of Education Teacher Education courses and approved undergraduate courses that are clinical or practicum based.
The P1 (Pass-First Class), P2 (Pass-Second Class), P3 (Pass) and F (Fail) grading scheme will apply to the Faculty of Education Teacher Education and In-Service courses only.
Senate 137, 140, 173, 193, 203, 236, 237, 260 294, 319, 332, 344, 393, 407, 413, 568, 615, 651
10.4 Phrase Matching Software (e.g., Turnitin.com)
Instructors may take advantage of a number of different phrase matching software programs to assist them in the detection of plagiarism (e.g., Turnitin.com) during the course of evaluating essays, assignments, and other work that is required for a given course. However, if an Instructor has decided to employ such systems, students must be informed in writing at the beginning of the course (see FHB III: A. 10.1.3 G.).It shall be assumed that students who remain in the course, having been informed of the use of such systems, shall have agreed to their use. However, circumstances may arise whereby a student must continue in a course despite their principled objection to participate in the use of such systems. In those cases, the Instructor must provide such students with a reasonable offline alternative to using the system such as, but not limited to:
i) Require a short reflection paper on research methodology;
ii) Require a draft bibliography prior to submission of the final work;
iii) Require the cover page and first cited page of each reference source to be photocopied and submitted with the final paper; and/or,
iv) Require the submission of specified rough notes and drafts.
The exception to the use of offline alternatives shall include courses where academic work is compared using a database that resides on the premises of Brock University and is used to measure the similarity of academic work within a specific course or program for the purposes of plagiarism detection (e.g., Computer Science).
11. Academic Standing
11.1 Cumulative Grade Average
A. In order to determine academic standing at any time during the course of a degree, a cumulative grade average will be computed on the following basis:
Cumulative grade average = Sum of (grades ´ credit weight) / Total number of credits attempted
B. The same method is to be used to determine major or minor averages. All averages of grades are to be rounded off to the closest 1 percent.
C. Departments/Centres shall be responsible for informing the Office of the Registrar (by the deadline of each year for submission of calendar material to the Dean) which courses are to be counted in determining the major average.
D. Only courses taken at Brock will be used in determining a student’s average. Transfer averages calculated for the purpose of admissions and any transfer credit awarded will not be used in the calculation of the Brock average. Courses attempted on a letter of permission will be marked as Pass/Fail and will not be used toward the calculation of any Brock student average. The Registrar’s Office should include, as a note on a student’s transcript, the exact name and title of the course taken on letter of permission, including the grade received at the offering institution, as provided by the granting institution.
Senate 460, 615, 683
For the purposes of calculating and showing overall averages on the Statement of Standing for Brock students, a value of 45 percent is used for all “F” grades of 45 percent or below, and of their numerical value for “F” grades 46-49 percent.
Senate 171, 332, 393, 400, 568
11.2 Permission to Proceed
Academic Review: A review of all undergraduate student performance will take place following each academic session, prior to the release of grades.
Academic Probation: Following the review of academic performance, a student is placed on academic probation when minimum academic performance requirements are not met.
Academic Suspension: Students not meeting minimum academic requirements while on academic probation will be placed on academic suspension for one year. Students readmitted following academic suspension will be required to return to studies under the regulations and program of the calendar in effect at the time of their re-registration.
Academic Debarment: Students not meeting minimum academic requirements after readmission to the University following academic suspension will be barred from further studies for a minimum of two years. Application is required and readmission is not guaranteed. Students readmitted following academic debarment will be required to return to studies under the regulations and program of the calendar in effect at the time of their re-registration; subsequent failure to meet minimum academic requirements will result in permanent debarment.
Permanent Debarment: Students not meeting minimum academic requirements after re-admission to the University following debarment will be permanently barred from further studies at Brock University. Appeals must be directed to the Senate Student Appeals Board.
11.2.2 Minimum Academic Requirements
Minimum academic requirements to continue studies at the University: Students who have received grades in at least two credits or greater must have attained an overall average of at least 60 percent. Continuing students must maintain a minimum overall average of 60 percent. (Some programs may require a higher average in order to be eligible to continue studies in that program. Please consult the Undergraduate Calendar.)
Academic Probation: Students not meeting minimum academic performance requirements (overall average of at least 60 percent) will be placed on academic probation.
Notice of academic probation will be placed on a student’s Statement of Standing (but not on a student’s transcript). Students will be notified that they have been placed on academic probation (i) on their academic record accessed on the student information system and (ii) a Statement of Standing that they have been placed on academic probation.
(June 8, 2020)
The academic record of students placed on academic probation will be re-evaluated at the end of the session where a cumulative total of three or more credits have been attempted since being placed on academic probation.
Students must attain a minimum 60 percent overall average on total courses attempted while on academic probation to be allowed to continue. A value of 45 will be used for “F” grades of 45 or lower, and the actual numerical value will be used for “F” grades 46-49 percent.
Senate 606, 615, 670
Academic Suspension: Students who have attempted a minimum of three credited since being placed on academic probation and who do not attain the minimum academic performance requirements on all courses taken will receive an academic suspension from studies for a minimum of one year.
Notice of academic suspension will be placed on a student’s Statement of Standing and on a student’s transcript. Students will be notified that they have been placed on academic suspension (i) on their academic record accessed on the student portal, and (ii) a Statement of Standing.
(June 8, 2020)
Students registered in current session courses prior to notification of academic suspension will be permitted to continue in currently registered courses.
Students receiving academic suspension will be required to apply to the Senate Student Appeals Board for readmission to the University. Application is required and re-admission is not guaranteed.
Students who can demonstrate that there were extenuating circumstances that affected their academic performance while on academic probation may request that the Senate Student Appeals Board permit them to continue their studies without sitting out the required one year academic suspension. Documentation with respect to the grounds for appeal, must be provided by the student in support of any appeal for re-admission. Students granted their request will be readmitted to the University as if they had served the one year suspension; that is, they will be placed on a second academic probation.
Students re-admitted to the University after serving an academic suspension will be considered to be on academic probation and will be required to return to studies under the regulations and program of the calendar in effect at the time of their re-registration. Courses taken at another post-secondary institution while on Academic Suspension will not be considered for transfer credit upon re-admission.
The academic record of students placed on academic probation following readmission will be re-evaluated at the end of the session where a cumulative total of three or more credits have been attempted since being placed on academic probation following readmission. Students must attain minimum 60 percent overall average on total courses attempted while on academic probation to be allowed to continue. In the calculation of this average a value of 45 will be used for “F” grades of 45 or lower, and the actual numeric value will be used for “F” grades 46-49 percent.
Senate 606, 615
Alternative to Academic Suspension: Students placed on academic suspension may be offered an alternative to academic suspension. Participating students will continue on academic probation, be required to take a mandatory non-credit support course and be restricted to a maximum of three credits. Students must successfully complete the non-credit support course, as well as attain a minimum 60 percent overall average once three credits have been attempted. Students who do not meet these requirements will be placed on academic suspension for a minimum of one year. This alternative to academic suspension may be repeated one time.
Senate 593, 606, 688
Academic Debarment: Following readmission after academic suspension, students not meeting the academic performance requirements noted above will be barred from further studies for a minimum of two years.
Notice of academic debarment will be placed on a student’s Statement of Standing and on a student’s transcript. Students will be notified that they have been placed on academic debarment (i) on their academic record accessed on the student portal, and (ii) a Statement of Standing.
Senate 606, June 8, 2020
Students registered in current session courses prior to notification of academic suspension will be permitted to continue in currently registered courses.
Students will be required to apply to the Senate Student Appeals Board for readmission to the University following the minimum two year period of academic debarment. Application is required and readmission is not guaranteed.
Students who can demonstrate that there were extenuating circumstances which affected their academic performance while on academic probation, may request that the Senate Student Appeals Board permit them to continue their studies without sitting out the required two-year period of debarment. Documentation with respect to the grounds for appeal, must be provided by the student in support of any appeal for re-admission. Students granted their request will be readmitted to the University as if they had served the two-year debarment; that is, they will be placed on academic probation.
Students re-admitted following academic debarment will be required to return to studies under the regulations and program of the calendar in effect at the time of their re-registration; subsequent failure to meet minimum requirements will result in permanent debarment. Courses taken at another post-secondary institution while on Academic Debarment will not be considered for transfer credit upon re-admission.
Senate 393, 433, 461, 480, 501, 512, 536, 685
11.2.3 Pre-Service Program – Faculty of Education
A candidate failing EDUC 8L09 or a candidate failing any two individual courses would be required to apply for readmission. Candidates failing one unit of Curriculum Studies or Foundation courses will be required to repeat that component. Candidates failing one of EDUC 8Y04, 8Y05, 8P06 or 8F08 or Curriculum Studies may be allowed to repeat that course without applying for readmission.
Senate 280, 294
11.2.4 Courses Extra to a Degree
A. Students wishing to augment a regular degree program by taking extra courses because of personal interest may enrol in such courses and designate them as extra courses, not to be used for credit towards that degree.
B. Students must declare a course to be extra prior to the last date for official withdrawal.
C. Students changing degree programs may declare non-applicable courses as extra to their degree program at the time of the program change.
D. Students may change the designation of major courses as extra to their program only with the permission of the Department/Centre.
E. Failed courses may only be marked as extra with the permission of the Dean of the student’s Faculty.
Senate 407, 615
After successful completion of five credits, a student will be expected to choose an area of major concentration. A student shall normally have the right to major in any subject in which a grade of C or better was obtained, provided that program prerequisites have been met. In the case where a D was obtained in the proposed major subjects, the consent of the relevant Department/Centre is required for the student to major in that subject. Where programs have approved enrolment limits, admission is not guaranteed by attainment of minimum requirements.
Senate 554, 615
A. Students enrolled in a single major, combined major or Integrated Studies program are required to maintain an overall major average of 60 in order to continue in that major.
B. Only courses taken at Brock will be used in determining a student’s major average. Courses taken on a letter of permission from Brock will be marked as Pass/Fail and will not be used in determining any student average. The Registrar’s Office should include, as a note on a student’s transcript, the exact name and title of the course taken on letter of permission, including the grade received at the offering institution.
C. In a single major all courses from the major area of study as well as specified courses* required as part of the major program but not given by the major Department/Centre will be designated as the major courses.
D. In a combined major all courses from each area of study as well as specified courses* required as part of the combined major program but not given by either of the major Departments/Centres will be designated as major courses.
E. In an Integrated Studies or BSc Science program, all courses from the approved areas of study will be designated as the major courses (see FHB III: A. 7.10).
F. The major average will be calculated by taking the sum of the grades of the major courses divided by the total number of major credits. For combined majors, the major average will be calculated separately for each major; for Integrated Studies and BSc Science students, the core courses in the areas of study will be used in the calculation of the major average. For BA General Humanities and BA Social Sciences students an overall average of all courses is calculated; there is no major average.
G. Requests to designate specified courses required by a major program but not given by the major Department should be outlined and submitted to the Undergraduate Program Committee for approval.
Senate 257, 266, 280, 393, 436, 460, 615
Students in a major or combined major program who do not attain a grade average of 60, taken over all major courses, may apply for permission to transfer to a BA General Humanities or BA Social Sciences program.
11.3 Course Levels (see FHB III: A. 6.2.1)
A student will normally be required to begin a University career with five credits at the 1(alpha)00 – 1(alpha)99 level before proceeding to courses at higher levels.
A student will normally be required to pass a minimum of three credits numbered 2(alpha)00 – 2(alpha)99 in the first 10 successfully completed credits before proceeding to further courses at higher levels.
A student will normally be expected to pass a minimum of three credits numbered 2(alpha)90 – 3(alpha)99 in the first 15 successfully completed credits (see FHB III: A. 7.8 and 7.9).
A student will normally be required to pass a minimum of three credits numbered 3(alpha)90 – 4(alpha)99 to complete the requirements for an Honours Degree (see FHB III: A. 7.8 and 7.9).
Senate 140, 271
A student will normally be required to pass at least 1.5 to 3.0 credits numbered 3(alpha)90-4(alpha)99, as specified by individual department and program requirements, to complete the requirements for a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree (see FHB III: A. 7.8 and 7.9).
Senate 450, 457
11.4 Requirements for Degrees/Certificates (See also FHB III: A. 7.7 – 7.11)
11.4.1 Requirements for a Degree
Except in the BA General Humanities or BA Social Sciences, a Pass Degree is awarded on the successful completion of an approved program with a 60 percent average in the courses designated by the Department/Centre as major credits and a cumulative grade average of 60 percent over 15 credits. A BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree is awarded on the successful completion of an approved program with a minimum 60 percent major average and a cumulative grade average of 60 percent over 20 credits. An Honours Degree is awarded on the successful completion of an approved program of 20 credit with First-class or Second-class standing.
Senate 449, 450, 457, 460, 615
11.5 Repeating Courses
11.5.1 Repeating a Course for which a Passing Grade has been Awarded
Students may repeat a course in which they have received a passing grade. With the approval of the Registrar’s Office and under the following conditions, the grade awarded for a repeated course will supersede the grade from the first attempt at the course, regardless of whether it is higher or lower. Both grades will remain on the student’s transcript but the second grade, whether higher or lower, will be used in the computation of the student’s average. A student will be permitted to repeat passed courses constituting no more than three credits, but no course may be repeated more than once.
However, without prior permission of the Dean, 1(alpha)00 to 1(alpha)99 courses, or other courses listed as prerequisites, may not be repeated if credit has been received for higher level courses in the same subject.
11.5.2 Repeating a Failed Course
A student may repeat a failed course, but no course may be repeated more than once. Both grades will remain on the student’s transcript but the second grade will be used in the computation of the student’s average.
Senate 288, 344, 413
The student’s transcript will include all grades for all courses attempted, but the replaced grades will not be used in the computation of the cumulative grade average.
In order for a student to graduate, the 15 or 20 credits which are used in the computation of the cumulative grade average must satisfy University and program course requirements.
11.6 Honours Program
11.6.1 Honours Standing
Honours standing will be determined by the following criteria:
First-Class Honours: A minimum grade average of 80 percent in all major courses, and a minimum 70 percent grade average in the remaining courses.
Second-Class Honours: A minimum grade average of 70 percent in all major courses, and a minimum 60 percent grade average in the remaining courses.
11.6.2 Entry Into Honours Programs
After passing 15 credits with Second-class Honours standing or better, a student may be permitted to complete the requirements for an Honours degree.
11.6.3 Failure to Maintain Honours Standing
An Honours student who fails to maintain Honours standing after the successful completion of 15 or 20 credits shall be graduated in a Pass Degree or a BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA degree, provided that the requirements for the degree have been met.
Senate 457, 615
11.6.4 Entry of Graduates from a Pass Program into an Honours Program
Graduates of a Pass Program may be accepted upon request into an Honours Program provided they:
i) attained honours standing at graduation; and
ii) satisfied the necessary Department/Centre prerequisites.
Senate 393, 615
11.6.5 Entry Into a Program of Study leading to an Honours Degree
Students who have been awarded a 3-year degree or a 4-year degree with major may apply to the Department for entry into a program of study leading to an honours degree. This program will be established by the Department with the Dean’s approval. Once the student has fulfilled the program requirements, the student may apply to Senate to have the first degree rescinded and to be awarded the honours degree.
11.7 Notification of Intention to Graduate
A student who wishes to graduate at Spring Convocation must notify the Registrar, in writing, before February 1; a student who wishes to graduate at Fall Convocation must notify the Registrar, in writing, before July 1.
Senate 407, 525
11.8 Standing for Graduation
Four classes of Bachelor’s degrees are awarded:
11.8.1 First-Class Honours Degree
This is granted to students who have 20 credits and have attained First-Class Honours standing (see FHB III: A. 11.6.1). To receive a First-Class Honours degree a transfer student must have completed a minimum of five credits at Brock, including all the departmental Honours requirements for Fourth Year, and have maintained a cumulative overall average of 75 percent or better, in addition to attaining a cumulative major average of 80 percent or better (see FHB III: A. 11.2.6.B).
11.8.2 Second-Class Honours Degree
This is granted to students who have 20 credits and have attained Second-Class Honours standing (see FHB III: A. 11.6.1). To receive a Second-Class Honours degree a transfer student must have completed a minimum of five credits at Brock, including all departmental Honours requirements for Fourth Year, and have maintained a cumulative overall average of 65 percent or better, in addition to attaining a cumulative major average of 70 percent or better (see FHB III: A. 11.2.6.B).
11.8.3 Degree with Distinction
A Degree with Distinction is granted to students who have completed a non-honours degree of 15 or 20 credits with a minimum overall average of 80 percent. Transfer students must, in addition, have achieved an overall cumulative average of 80 percent or better on all the courses they have taken at Brock.
Senate 257, 390, 442, 450
11.8.4 Pass Degree
This is granted to a student who has 15 credits with a cumulative grade average of 60 or more (see FHB III: A. 11.4).
BA with Major, a BSc with Major, a BPhEd with Major, a BRLS with Major, a BSM with Major, a BKin or a BBA Degree.
Except in the BA General Humanities and BA Social Sciences, this is granted to a student who has 20 credits with a 60 percent major average and a cumulative grade average of 60 or more (see FHB III: A. 11.4).
Senate 449, 450, 457, 615
Students may not modify a degree standing after it has been awarded by taking additional courses to upgrade their standing, nor, once a degree is conferred, may the final record of courses comprising that degree be changed in any manner. This does not preclude a student who has completed a 15-credit degree from applying to pursue a 20-credit degree.
Senate 444, 450, 483, 544
11.9 Withholding of Degree or Grades
All grades are unofficial until they have been approved by Senate and released by the Office of the Registrar (see FHB III: A. 9.2.6).
No student owing the University fees or fines will receive a degree or a statement of final grades, or have any such statements communicated to parties outside the University, until such time as the debts have been cleared to the satisfaction of the University.
11.10 Records, Transcripts and Diplomas
The up-to-date records of all students who are taking courses for academic credit shall be held by the Office of the Registrar.
A. The Office of the Registrar shall obtain from entering freshmen and transfer students, their full name (including all given names) and an indication of the given name commonly used.
B. The Office of the Registrar, and other bodies in the University, shall use in all records and publications one of the following: the student’s full name, or the student’s given name with initials, or the student’s initials only; provided that in any single document the usage is consistent.
Class lists for examinations shall be circulated by the Office of the Registrar to each Department.
The Office of the Registrar shall report to students the final alphabetical and numerical grades assigned for each course taken during the current year as soon as possible after the conclusion of the second term.
The Office of the Registrar shall make available to all students, upon payment of the appropriate service charges, a copy of their official transcript, including alphabetical and numerical grades.
A. All official transcripts, as distinct from statements of standing, shall be issued by the Office of the Registrar.
B. Official transcripts shall give descriptive course titles as well as course numbers.
The diplomas of students who attain first-class honours shall record their First-Class Honours standing as First-Class Honours in….”. The diplomas of all other honours graduates shall record “With honours in….”.
The titles of the “Major” and “Minor(s)” shall be indicated on all diplomas. Diplomas shall be designed to indicate the degree name on the first line, the discipline of the major on the second line, the minor(s) on the third line, and the standing (i.e., first-class or distinction) on the fourth line (if appropriate). The notation (3 Year) will appear on three-year pass degrees.
Senate 450, 481, 628
The diplomas of students who obtain a Degree with Distinction shall record “with distinction”.
Senate 128, 450
11.11 Filing of Bachelor’s Thesis
After approval of a Bachelor’s thesis, the examiners may recommend that this be placed in the Library. In such a case, the candidate shall present the original and one copy of the approved thesis to the Chair of the Department for binding at the Department’s expense (on request, the candidate may have their own copy of the thesis bound at their own expense). These copies must be corrected of any errors noted by the examiners and must be identical in content, each containing all charts, maps, figures, tables and appendices, as finally approved. After binding, the Library will retain the original, and the copy will be retained in the files of the Department.
In cases where the thesis is not placed in the Library, at least one copy, which need not be bound, shall be retained in the files of the Department.
Unless there are specific instructions to the contrary, the University Library will allow a Bachelor’s thesis in its keeping to be consulted or borrowed, or to be issued in whole or in part in photostatted or microfilmed form.
12. APPEALS (removed, see new section iii:c.17 (appeals)
13. Part-time Studies
13.1.1 Definitions of Full-time, Part-time Students
A full-time student is defined as one taking at least 60 percent of a normal credit load, as defined in FHB III A 6.2.2. All undergraduate students are subject to the same academic regulations.
Senate 126, 140, 396, 418, 699
A. Courses given in the Spring and Summer Sessions shall be equivalent in content to their counterparts in the normal Fall/Winter Session and shall not be less than sixty hours, or its equivalent in laboratories, and all students (part-time or full-time) in a given course shall sit the same or equivalent examinations. If different examinations are given, the Department shall submit two equivalent examinations.
Senate 84, 105, 228, 418
B. To this end, the structure of a course in Spring and Summer sessions (e.g., the proportion of seminars/laboratories to lectures), the instructor engaged for it, and the examination proposed for it, must be approved in advance by the Department concerned.
Senate 84, 211, 418
Senate is responsible for the educational policy of the University, and, with the approval of the Board in so far as the expenditure of funds is concerned, may enact by-laws and regulations for the conduct of its affairs. Without limiting the generality of the foregoing, Senate has power to deal with all matters arising in connection with awarding of fellowships, scholarships, bursaries, medals, prizes and other awards.
Administrative responsibility for undergraduate awards lies with the Provost & Vice-President, Academic, with institutional regulations and standards outlined in the Policy on Undergraduate Student Awards.
Responsibility for the oversight of undergraduate awards is under the Undergraduate Student Affairs Committee (USA), with the authority of Senate to:
i) Advise and make recommendations to Senate concerning policies affecting undergraduate scholarships,
awards and bursaries and the financial accessibility of students to undergraduate programs;
ii) Annually review and approve the Guidelines for Student Awards;
iii) Grant delegated authority to the Provost & Vice-President Academic to:
a) establish award programs and award terms congruent with Senate policies;
b) collect award applications as required by award terms;
c) convene committee, as appropriate, to consider applications;
d) make award decisions based on established award terms;
e) recommend medal recipients to Senate prior to Convocation;
f) facilitate student award appeals for review by the Senate Appeals Board;
g) delegate responsibilities related to undergraduate awards while maintaining responsibility for them.
Senate 641, 683, 693
B. Graduate Academic Regulations
1. Establishment and Review of Graduate Programs
1.1 Statement of Principles
A. The establishment and continuation of graduate programs should add to the academic quality of the undergraduate programs of the University and contribute to the research endeavours. Graduate programs must be consistent with the University’s planning documents and resources may be re-allocated to Graduate Studies in the context of the approved University planning documents.
B. Senate supports the principle of co-operation with other universities in graduate work at both the PhD and Master’s level.
Senate 197, 469, 599
1.2 Program Approval
A. The introduction of all new graduate degrees, degree programs and graduate diplomas is guided by the Internal Quality Assurance Process (FHB III.C.11) and must be approved by Senate upon the recommendation of the Academic Review Committee.
B. All major modifications to existing graduate degrees and graduate programs, as well as creation or deletion of fields in a graduate program is guided by the Internal Quality Assurance Process (FHB III.C.11) and must be approved by Senate upon the recommendation of the Academic Review Committee.
2. Graduate Student Rights and Responsibilities Policy
Brock University values the unique role of Graduate Students to Brock University’s mission of teaching, service and research and encourages dialogue among graduate students, faculty, staff and administrators. The Policy on Graduate Student Rights and Responsibilities complements other University policies and documents in order to promote collegial, respectful and academically beneficial interactions among these groups.
3. The Calendar Year
The Graduate Calendar Year consists of three sixteen-week graduate terms: Spring/Summer, Fall and Winter.
Registration and other important dates will be published annually in the Graduate Calendar and reported to Senate.
Graduate courses will be scheduled through the University Scheduling Office The duration of scheduled graduate courses may vary within the sixteen-week term. All major research paper, project and thesis courses will be scheduled in sixteen-week durations.
Fall Break/Reading Week shall be scheduled for the full week that includes Thanksgiving Monday. Winter Reading/Break Week shall commence on the sixth Sunday after the beginning of classes for the Winter Term, and shall continue for seven days until the seventh Sunday. Graduate courses will not normally be held during Reading/Break Weeks.
Convocation dates and University examination periods are set by the Registrar’s Office.
Senate 545, 588, 597, 650
4. Graduate Calendar
The Graduate Calendar will be prepared annually by the Faculty of Graduate Studies in electronic format and posted on the Brock University website. Necessary changes and updates will be published electronically on a continuous basis.
4.1 Graduate Program Calendar Entries
The Senate Graduate Studies Committee shall review, on a yearly basis, proposed Graduate Program Calendar entries and shall recommend any changes in calendar entries or graduate degree requirements for approval to Senate.
4.2 Course Approval
All degree-credit courses must be approved for inclusion in the course bank by the Senate Graduate Studies Committee prior to being offered. Any course which has not been approved for inclusion or has been deleted may not be offered. Those courses approved for inclusion will be published in the Calendar.
Senate 529, 565
4.3 Changes in Designation
Changes to the number, title or description or any approved course must be:
a) reported to the Senate Graduate Studies Committee if the proposed change does not significantly alter either the focus or nature of the course, or,
b) approved by the Senate Graduate Studies Committee if the proposed change significantly alters either the focus or nature of the course.
4.4 Course Deletions
A. Deletions from the course bank must be approved by the Senate Graduate Studies Committee.
B. Any course not offered over a period of five consecutive years, and not proposed for offering during the sixth year, should be deleted from the course bank by the Senate Graduate Studies Committee. Any exceptions must be justified by the Graduate Program concerned and approved by the Senate Graduate Studies Committee.
C. Any Graduate Program course number deleted from the course bank cannot be used again until five years have elapsed since the number was deleted.
4.5 Availability of Graduate Courses
Following registration by students within a specific graduate program, with permission of the instructor(s), and where space allows, students from other graduate programs may register in that specific program’s graduate courses.
4.6 Graduate Faculty
As part of their yearly Calendar entry graduate programs will identify the program’s core and participating faculty members.
4.7 Graduate Program Director
Each graduate program shall have a Graduate Program Director who has primary responsibility for overseeing the administration of their graduate program. This responsibility includes chairing the Graduate Program Committee, coordinating the administration of the graduate program, liaising between the Faculty of Graduate Studies and the graduate program, and overseeing the general progress of graduate students through their program.
4.8 Graduate Program Committee
Each graduate program must strike a Graduate Program Committee from its core faculty members that at minimum will oversee program admissions, assess student progress, and update program procedures and the Program Handbook. The Graduate Program Director will be a member ex officio.
4.9 Graduate Program Handbook
It is the responsibility of each graduate program to maintain an up-to-date electronic Graduate Program Handbook for its students and faculty members that outlines program specific policies and procedures (e.g. how/when progress is evaluated, timelines to guide the completion of the degree, supervisor information). The Graduate Program Handbook should utilize electronic links to refer to relevant information and policies that are outlined in the Graduate Calendar and/or Faculty Handbook. The Graduate program Handbook shall be reviewed and updated by the Graduate Program Committee and the Faculty Dean/Associate Dean by June 30th of each calendar year to ensure that the revised Program Handbook is available to students and faculty by August 31 of that year.
Senate 590, 609, 640
4.10 Graduate Course Instructors
Graduate courses will be taught by a member of the graduate program’s core and participating faculty member list as published in the yearly Graduate Calendar. Currently registered Brock graduate students may not serve as instructors for any Brock graduate course.
5. Graduate Degrees
5.1 Doctoral Degrees
Applied Health Sciences, Biological Sciences, Biotechnology, Chemistry, Child and Youth Studies, Educational Studies, Intelligent Systems and Data Science, Interdisciplinary Humanities, Physics, Psychology, Sustainability Science.
Senate 512, 557. 571, 588, 644, 699
5.2 Master’s Degrees
Bachelor of Nursing / Master of Nursing, Master of Accountancy, Master of Applied Disability Studies, Master of Applied Gerontology, Master of Arts in: Applied Disability Studies, Applied Health Sciences, Applied Linguistics, Canadian-American Studies, Child and Youth Studies, Classics, Critical Sociology, English, Game Studies, Geography, History, Philosophy, Political Science, Psychology, Social Justice and Equity Studies, Studies in Comparative Literatures and Arts; Master of Business Administration, Master of Business Economics, Master Education, Master of Professional Accounting, Master of Professional Kinesiology, Master of Public Health, Master of Science in: Applied Health Sciences, Biological Sciences, Biotechnology, Chemistry, Computer Science, Earth Sciences, Management, Materials Physics, Mathematics and Statistics, Physics;, Master of Sustainability.
Senate 42, 51, 56, 365, 512, 557, 571, 605, 621, 644, 694, 699
5.3 Graduate Diplomas
Accountancy, Applied Disability Studies, Business Administration
Senate 512, 557, 644
6.1 Administration of Admissions Policy
A. The Dean of Graduate Studies is responsible for the administration of the graduate admissions policy of Senate.
B. Application and admissions procedures are outlined by the Faculty of Graduate Studies.
C. Each graduate program will make recommendations for the acceptance of applicants to the Faculty of Graduate Studies. The official letter of acceptance will be issued by the Dean of Graduate Studies or their designate. The University may nullify an offer of admission and revoke registration if it finds that an applicant has in the application process provided false or incomplete information.
6.2 Standards for Admission
A. The University regulations for admission specify minimum requirements only. Possession of the minimum admission requirements is not a guarantee of admission. Individual graduate program admission requirements may exceed the minimum University admission requirements. The University reserves the right to refuse admission to any candidate.
B. Applicants will not be admissible to a graduate degree program at Brock University if they have previously obtained a similar or identical degree.
6.3 Categories of Admission
A. Regular Admission
Admission to Master’s Programs (degree and diploma/certificate)
To be considered for admission to a Master’s program, a student will normally hold a four-year Bachelor’s degree, or its equivalent, from an accredited university with a minimum average of 75% (mid-B) over the last two years of full-time undergraduate study. Individual graduate programs may set higher or additional admission requirements.
Senate 584, 619,630
Admission to Doctoral Programs
To be admitted to a Doctoral program, a student will normally hold an appropriate Master’s degree, or its equivalent, with a minimum overall Master’s grade average of 80% (low-A) from an accredited university. Alternatively, students with an undergraduate degree already registered in a Brock University Master’s program, may be approved to transfer to Doctoral studies by no later than the end of term six of their Master’s program. Such students should have attained an 80% average in their Master’s courses and significant research progress as determined by their supervisory committee and graduate program. In exceptional circumstances, a student may be admitted directly to Doctoral studies with a four-year Bachelor’s degree, or the equivalent; their academic standing and research potential must be demonstrably commensurate with readiness for doctoral study.
Senate 579, 630
B. Limited Admission
Upon recommendation from a Graduate Program Committee, the Dean of Graduate Studies may offer admission to applicants who do not meet the minimum University admission requirements.
A non-degree student is a student who is not proceeding toward a Brock University graduate degree. Non-degree students are identified as:
i. Qualifying or Upgrading Graduate Students – those who are taking graduate courses (undergraduate and/or graduate) to qualify for graduate study.
ii. Letter of Permission Graduate Students – are authorized by their home universities to take graduate courses at Brock.
iii. Ontario Visiting Graduate Students – are authorized by their home universities to take graduate courses at Brock.
iv. Students seeking professional development or pursuing personal interest – are authorized by a Brock graduate program to take graduate courses at Brock.Normally, non-degree students will be allowed to register in a maximum of one full course equivalent. If a non-degree student is later admitted to a Brock graduate program, it is the responsibility of that Graduate Program Committee to determine if graduate credit(s) completed as a non-degree student can be used to fulfill graduate degree requirements.
C. Conditional Admission
Applicants may be admitted to a graduate program contingent upon the successful completion of specified additional academic requirements.
D. Exceptional Admission
The Dean of Graduate Studies (or designate) may approve admission for an applicant who does not meet minimum admission requirements if requested by the graduate program and if they are satisfied that the program’s rationale for admission is sound and the applicant has a reasonable chance of success. Exceptional circumstances may include the lack of a four-year honours Bachelor’s degree or equivalent, lower than minimum admission averages, lower than minimum English Proficiency Test score, or fewer reference letters than normally expected (with the understanding that a minimum of one completed academic letter must be in evidence). Normally conditions related to early performance in the program are attached to exceptional admissions. Applicants with four-year Bachelor degrees from Colleges of Applied Arts & Technology, accredited by AUCC, will be considered on a case-by-case basis.
Senate 578, 649, 698
6.4 Transfer Students
A. Students admitted to a graduate program may be granted transfer credit, at the time of admission, to a maximum of one-third of graduate degree course requirements, for graduate courses completed at another university that are approved by the graduate program (For the MBA the maximum number of transfer credits is 5.0). Only graduate courses completed with a grade of B+ or higher, within the last five years, will be considered for transfer. Credit will not be granted for courses that have been credited toward another degree or diploma at Brock or another university. Candidates must submit official transcripts, course descriptions, and other supporting documentation before consideration will be given to granting transfer credit.
B. Students admitted as transfer students must be in good standing with their previous institution and eligible to enrol at that institution at the time of admission to Brock.
6.5 Advanced Standing
i) The MBA program will automatically assess a student’s transcript for completed undergraduate or graduate credits that would be considered to be equivalent to those normally completed in the first year of the MBA. Subject to the student’s performance in the undergraduate or graduate courses, up to a maximum of five credits may be granted as advanced standing credits.
ii) The MEd program may approve Advanced Standing of a maximum of one half-credit for the successful completion of courses from Part One and Part Two of Brock University’s Principals Qualification Program for course-based Master of Education students. Students will need to submit evidence for completing their PQP credentials to the MEd program for consideration.
[Senate 630, 677]
iii) Students who have completed courses equivalent to those in the MPH as part of a graduate Canadian or U.S. degree (within the last seven years) may be granted advanced standing, up to a maximum of four half-credit courses, subject to performance. Advanced standing can be assessed during the application review process.
6.6 Reinstatement of Students who Voluntarily Withdrew or were Required to Withdraw
A. Students who were previously accepted to and registered in a graduate program at Brock University, but voluntarily withdrew or were required to withdraw, may apply for reinstatement to their graduate program by completing the Request for Reinstatement Form. The graduate program and the Faculty of Graduate Studies will consider the request for reinstatement and determine if the student is eligible for reinstatement and outline the degree requirements that must be met following reinstatement.
B.No graduate courses ten or more years old may count toward degree requirements. Graduate programs will determine if courses taken within the ten-year period are eligible to count toward degree requirements.
C. Graduate programs and/or the Faculty of Graduate Studies are under no obligation to re-instate students who voluntarily withdrew or were required to withdraw.
Senate 197, 217, 377, 450, 457, 469, 548,638
6.7 English Language Proficiency
A. English is the language of instruction for graduate programs at Brock University. Therefore, strong English language ability is necessary for full participation in academic life at the University. Successful graduate work requires solid proficiency in all four English language skills: speaking, listening, reading and writing.
B. Master’s applicants who have not completed three or more years of post-secondary study and doctoral applicants who have not completed two or more years of post-secondary study at a Canadian institution or at an institution at which English was the primary language of instruction will be required to provide certification of English language proficiency through one of the accepted program/examinations listed below:
i) Successful completion of Level 5 of the Brock Intensive English Language program; or
ii) A minimum TOEFL PBT (Paper based) score of 550 plus 4.0 minimum for the TWE (Test of Written English), or TOEFL iBT (Internet based) minimum overall score of 88, with no sub-test score under 21; or
Senate 595, 698
iii) A minimum score of 6.5 on the International English Language Testing System (IELTS), with no section under 6.0; or
Senate 629, 698
v) Achievement of an overall Band Score of 70 and no other under 60 on the Canadian Academic English Language Assessment (CAEL); or
vi) An average of at least 4.5 with no band score lower than 4.0 on the Can Test (Canadian Test of English for Scholars and Trainees).
vii) A minimum overall score of 60 and a minimum score of 60 in each individual component on the Pearson Test of English Academic (PTE-A); or
Senate 617, 629, 698
viii) Completion of the Cambridge Assessment English: C1 Advanced or C2 Proficiency with A Cambridge English score of 176 or higher.
C. International Graduate Cohort Programs
Students applying to International Graduate Cohort programs will adhere to the same English Language Proficiency requirements as those students applying to the domestic graduate programs.
All International Graduate Cohort programs must include as part of their program requirements an English Language bridging program and ongoing English language support services. These will be described in the program’s graduate calendar entry.
D. Graduate programs may require English Proficiency scores that are higher than the University minimums for admission to specific graduate programs.
Senate 517, 550, 629,641
7. Registration and Student Status
7.1 Full-Time Graduate Students
Full-time graduate students are defined as students whose main focus is graduate study for the purpose of obtaining a graduate degree. Graduate study differs from the undergraduate study in that it is, for most students, an activity that is highly concentrated, demanding and all-consuming. Full-time graduate students are defined as follows:
a) they must be pursuing their studies as a full-time occupation and identify themselves as full-time graduate students in all documentation;
b) they must be considered by the University to be in full-time study;
c) they must maintain regular contact with their Graduate Program Director and Supervisor;
d) they must be geographically available and visit the campus regularly. Without forfeiting full-time status, a graduate student while under supervision, may be absent from the university (e.g., visiting libraries, doing field work, attending a graduate course at another institution) provided that, if any such absence exceeds four weeks in any one term, written approval of the student’s absence by the Graduate Program Director is forwarded to the Faculty of Graduate Studies for approval.
e) must limit their paid University employment to a maximum of 520 hours per year, with a maximum of 240 hours per academic term. This includes all paid employment on campus including Graduate Teaching Assistantships and Research Assistantships.
f) students admitted to graduate studies at Brock may not pursue two degrees concurrently, with the exception of purpose-designed dual-degree or concurrent-degree programs.
7.2 Part-Time Graduate Students
Any graduate student who does not meet the requirements of a full-time graduate student as defined above is considered to be a part-time student. There is no restriction with respect to time spent in paid employment for part-time students. Part-time students may register in a maximum of 1.0 credit per term, excluding thesis registration.
Senate 388, 571
7.3 Changes in Status
Students are admitted to the University either as full-time or part-time students and this status can only be changed for valid reasons with the permission of the Graduate Program Director and the Faculty of Graduate Studies.
7.4 Minimum Registration Requirements
A Master’s Degree will usually require one year (12 months) of full-time registration. Part-time candidates may be considered in certain programs and in such cases at least two years of part-time registration will be required. A Doctoral degree requires three years (36 months) of full-time registration. Part-time candidates may be considered in certain programs and in such cases at least five years of part-time registration will be required.
Senate 197, 369
7.5 Program Lengths
Each graduate degree program has a defined time to completion which is the number of graduate terms normally required to complete the program. Graduate funding periods are typically tied to the program’s defined time to completion.
7.6 Applicable Calendar
Students who have maintained enrolment in each calendar year (May to April) may complete the degree program using the “Academic Regulations” section of the Calendar published in the year in which that program was entered, or any subsequent calendar published while enrolled. However, students who interrupt their studies for one or more years by not enrolling become subject to the Calendar regulations in effect at the time of their re-registration.
7.7 Course Substitutions
A Graduate Program Director may approve degree requirement course substitutions up to a maximum of 25% of program requirements (excluding the thesis or major research paper). Such course substitutions must be reported to the Faculty of Graduate Studies (preferably at the time of course registration).
7.8 Course Outlines
Course outlines are required for all graduate courses (excluding Major Research Papers, Projects and Theses). At a minimum, course outlines will include the proposed manner in which evaluation will be carried out, expectations for completing the course, and rules/regulations that apply to the course. Copies of course outlines will be filed with Graduate Program Directors.
Senate 590, 595, 644
7.9 Degree Completion Time Limits
For master’s degrees, full-time students must complete all degree requirements within three years from the date of first registration. part-time MA, MEd, MSc, MBE and MADS students must complete all degree requirements within five years from the date of first registration. Part-time MBA students must complete all degree requirements within six years from the date of first registration.
For doctoral degrees, full-time students must complete the thesis and course requirements within six years from the date of first registration. Part-time students must complete all degree requirements within eight years from the date of first registration. If a doctoral candidate is approved to transfer to the doctoral program from an incomplete master’s program, the candidate’s time limit will be calculated from the date of first registration in the master’s program.
Where a student is permitted to change status from full-time to part-time or vice versa, the fraction of time remaining under the previous status will apply to the new status.
7.10 Continuous Registration in Graduate Programs
i) Graduate students must maintain continuous registration in each successive term from the time of initial admission until degree requirements are complete. Students must be registered to the end of the term in which they complete the degree requirements, including the term during which the thesis defence is scheduled. Students are responsible for ensuring that they register at the appropriate time for each term, as indicated in the graduate calendar.
ii) Students who fail to register for any term, and who have not been granted inactive status or a leave of absence, are considered to have withdrawn from their program of study. The student will be required to apply for reinstatement into the program.
iii) Inactive Status
If, for some acceptable reason, a student is unable to take courses in a specific term, inactive status may be approved by the Graduate Program Director. During an inactive term, the student pays the inactive fee and retains library privileges. Inactive terms do not extend the final completion date by which degree requirements must be completed. Normally, inactive terms may not be consecutive and no more than two inactive terms may be taken during any graduate degree program.
Senate 362, 365, 388, 421, 469, 533
iv) Leaves of Absence
A leave of absence from a graduate program will be granted only in exceptional circumstances which will include parental and maternity leave, medical leave, compassionate leave, or work leave which requires the student to leave the geographic area. Cases will be considered on an individual basis and must have the approval of the supervisor (if applicable) and the Graduate Program Director before they are submitted to the Faculty of Graduate Studies for approval. A graduate student granted a leave of absence will not be registered and will not be required to pay fees for the duration of the leave. Students on leave will not be eligible to receive university fellowship support or other financial support from the University. In the case of funding by an external agency, the regulations of the granting agency will apply. The length of time for completion of the degree will be extended by the duration of the leave. While on leave students will not normally be entitled to use University facilities and resources, or receive supervision. Leaves of absence are for a maximum of three consecutive terms. Normally, a student will not be granted more than one leave of absence during a graduate degree program. A leave of absence cannot be followed by an inactive term.
Senate 421, 469, 533, 671
v) Personal Time Off
Students may take up to two weeks per year (14 Calendar days) in personal time off, plus statutory and non-statutory holidays during which the University is closed. This personal time off must be negotiated between student and supervisor and/or Graduate Program Director. Time off should not compromise the progress of a student’s studies, including the fulfillment of course requirements. Students must ensure that laboratory activities and experimentation are either completed or arrangements made for others to continue ongoing work. Time sensitive deadlines must be taken into consideration. Time off cannot be carried forward from year to year. Time off should be requested as far in advance as possible.
7.11 Final Stage Status
Students approved for Final Stage Status by their graduate program must have completed all course work, other program requirements and must have a complete draft of their Major Research Paper, Project or Thesis that their supervisory committee agrees requires no additional chapters/sections. Students approved for Final Stage Status must be able to complete their exit requirement within the subsequent term. Final Stage Status will be awarded only once and for only one term.
Senate 590, 606,638, 651
7.12 Letters of Permission
A. A student may request a Letter of Permission from the Faculty of Graduate Studies in order to take a course or courses at another university as a visiting student. The student must be in good standing, that is, having successfully completed a minimum of two graduate credits with a minimum overall B average. Brock credit will not be granted to students who Challenge for Credit, on Letter of Permission, at the host institution.
B. The student must indicate the specific course(s) they wish to take and provide the Faculty of Graduate Studies with the course description(s) from the calendar of the host university. Course(s) requested should be relevant to a student’s degree program and must be approved by both the student’s academic department/program and the Dean of Graduate Studies. Approval shall be at the discretion of the department/program and Dean, who shall base the decision on the applicant’s overall academic record, the appropriateness of the particular course to the applicant’s program and on any other factors deemed relevant.
C. If a letter of permission is granted to a currently registered student, it will be provisional pending successful completion of the progression requirements for that session.
D. On return to the Faculty of Graduate Studies of the approved application, the Faculty of Graduate Studies will forward a Letter of Permission to the host university. Students should contact the host university to determine any course access limitations imposed on visiting students.
E. Students must formally request that the host university forward an official transcript to Brock. The transcript must be received within eight weeks of the course end date as specified on the application for the Letter of Permission. Failure to provide an official transcript will result in the automatic assignment of a failing (F) grade in each course attempted on the Letter of Permission.
F. Not more than one credit (two half credit courses) may be taken at other universities on a Letter of Permission to fulfill graduation requirements for any graduate program at Brock
G. Courses taken on a Letter of Permission will not be included in the calculation of the graduate student’s Brock University average.
H. Credit will be granted only when the course is completed successfully with a minimum grade of “B” or 70% at the host institution. Course credit will be granted equal in value to the course weight assigned by the host institution. Any course attempted under a letter of permission shall be recorded on the Brock University transcript as a Pass/Fail grade. The exact name and title of the course(s) taken, the name of the host institution, and the grade assigned by the host institution, will appear as a notation on the Brock University transcript.
I. If the selected course is dropped after the commencement of classes, notification, in writing, and an official transcript or statement, must be submitted immediately by the student to the Faculty of Graduate Studies at Brock University.
J. Students granted permission to take the final course(s) of their program on a Letter of Permission must ensure that grades, in the form of an official transcript, are received by the Faculty of Graduate Studies by May 15 for those wanting to graduate at Spring Convocation and October 1 for those wanting to graduate at Fall Convocation.
7.13 Continuation in a Graduate Program
Graduate students must achieve and maintain minimum satisfactory academic performance to be eligible to continue in a graduate program.
Graduate program committees will review the performance of their enrolled graduate students on a regular basis, preferably each term. Following the establishment of a supervisory committee, a student’s performance must be reviewed and documented once per term. The completion of a formal annual report once per year is considered to be best practice.
Doctoral programs will ensure that there is a formal meeting of each PhD supervisory committee at least once within the academic year (May-April). Each PhD supervisory committee must report annually on the student’s progress and the Graduate Program Director must forward such reports to the Faculty of Graduate Studies. The report will formally document the supervisory committee’s assessment of the progress of the student in the program.
Senate 599, 650
Minimum Academic Performance and Academic Probation
Minimum Academic Performance – Course Work
Graduate students must maintain a minimum cumulative average of at least a B-(70%) during each term of study. If a graduate student falls below the minimum cumulative average the student will be automatically placed on academic probation for the subsequent term by the Faculty of Graduate Studies. A probationary student must achieve the minimum cumulative average, normally during the probationary term, to be eligible to continue as a graduate student.
Senate 644, 650
Minimum Academic Performance – Program Requirements
Each graduate program must clearly articulate its program requirements and timelines for satisfactory progress (including research progress) in the program. All students and supervisors must familiarize themselves with these requirements and timelines as outlined in the Graduate Program Handbook.
A Graduate Program Committee may recommend a student be placed on probation if program or research progress is deemed to be unsatisfactory. Probationary requests are approved by the Faculty Associate Dean and submitted to the Faculty of Graduate Studies. The terms and conditions of the probation must be clearly communicated in writing to the graduate student by the Graduate Program Director. A student who fails to achieve and maintain satisfactory progress after such a probationary period will normally be withdrawn by the graduate program. In some circumstances a student may be withdrawn from the graduate program without a probationary period.
Required Program Withdrawal
Requests for required program withdrawal that are the result of a student’s lack of academic progress/performance must be submitted in writing by the Graduate Program Director to the Faculty of Graduate Studies following approval by the Faculty Associate Dean. Each request will be reviewed and approved by the Dean of Graduate Studies in consultation with the Graduate Program Director and the Faculty Dean prior to any final decision.
If a failing grade is awarded for a project, major research paper or thesis, the student will be automatically withdrawn from the graduate program by the Faculty of Graduate Studies.
Senate 571, 644, 650
Required Withdrawal from Course
Graduate students may be required to withdraw from a graduate course(s) due to academic or non-academic misconduct.
Required Withdrawal from Graduate Program
Graduate students may be required to withdraw from a graduate program due to unsatisfactory performance or academic or non-academic misconduct.
Voluntary Withdrawal from Courses
Graduate students may voluntarily withdraw from registered course(s) by informing the Office of Graduate Studies in writing within the defined withdrawal period.
Following the course drop/change period, the week of withdrawal from a course will be recorded on the student’s official transcript. Grades will be recorded on students’ transcripts for all courses in which they have officially registered and from which they have not officially withdrawn.
Voluntary Withdrawal from Graduate Program
Graduate students may voluntarily withdraw from a graduate program by consulting with the graduate program and submitting the Notice of Voluntary Withdrawal Form.
Refund of Fees
Graduate students who withdraw may be entitled to a certain refund of tuition fees but, if holding any funding or awards within University control, will have their funding/award value pro-rated based on months to the withdrawal date and applied to their student account.
7.15 Audit Courses
Students admitted to the university may audit a course provided that space is available. Permission of the instructor is required. No credit or assessment of performance will be given. A request to change from audit to degree status must be received by the Faculty of Graduate Studies no later than the last day to add a course (of that term). A request to change from degree credit to audit status must be received by the Faculty of Graduate Studies no later than the last day to withdraw from a course without penalty (of that term). All audit courses are coded as extra courses. Criteria for the satisfactory completion of an audit course will be determined by the instructor and communicated to the student at the time of registration. Students who do not achieve satisfactory completion of an audit course will not have the course listed on their transcript.
7.16 Records, Transcripts and Diplomas
The up-to-date records of all graduate students who are enrolled in graduate programs shall be held by the Faculty of Graduate Studies.
A. The Faculty of Graduate Studies shall obtain from entering graduate and transfer students, their full name (including all given names) and an indication of the given name commonly used.
B. The Office of the Registrar, and other bodies in the University, shall use in all records and publications one of the following: the student’s full name, or the student’s given name with initials, or the student’s initials only; provided that in any single document the usage is consistent.
Class lists for examinations shall be circulated by the Office of the Registrar to each Department.
The Office of the Registrar shall report to students the final alphabetical and numerical grades assigned for each course taken during the current year as soon as possible after the conclusion of the second term.
The Office of the Registrar shall make available to all students, upon payment of the appropriate service charges, a copy of their official transcript, including alphabetical and numerical grades.
A. All official transcripts, as distinct from statements of standing, shall be issued by the Office of the Registrar.
B. Official transcripts shall give descriptive course titles as well as course numbers.
C. All Official statements of standing, including Confirmation of Enrolment and/or Funding, Eligibility to Graduate, Confirmation of Graduate Degree Conferred, Ontario Immigration Nominee Program, Confirmation Letters for Indigenous Students and the Post Graduate Work Permit Letter, shall be issued by the Faculty of Graduate Studies
8.1 Graduate Course Examinations
Graduate instructors will indicate on the course outline and grading scheme whether formal or informal scheduled examinations are required.
Formal examinations scheduled and administered by the Office of the Registrar must follow the examination regulations outlined in FHB III: B. 9. For graduate examinations, the responsibilities of the Department Chair, outlined in FHB III: B. 9, may be assumed by the Graduate Program Director.
Informal examinations administered by the graduate program (i.e., not scheduled by the Office of the Registrar and not take-home examinations) must be supervised by the course instructor or a designated proctor who remains in the examination room at all times.
8.2 Examination Scripts
Examination scripts must clearly identify the requirements for completing the examination. The duration in hours and minutes, if relevant, must also be identified.
The following statements shall routinely be placed on final examination scripts:
– No examination aids other than those specified on the examination scripts are premitted (this regulation does not preclude special arrangements being made for students with disabilities). Translation dictionaries (eg. English-French)or other dictionaries (thesaurus, definitions, technical) are not allowed unless specified by the instructor and indicated on the examination paper.
– Use or possession of unauthorized materials, or electronic devices, will result in a charge of academic misconduct under the university’s academic integrity policy.
When an instructor transmits grades for a course to the Faculty of Graduate Studies, the examination scripts shall be kept by the instructor for a period of time not less than twelve months. After that time, they must be shredded.
Students have the right to inspect their examination paper under faculty supervision.
8.3 Deferred Examinations
If a student is unable to write a formally scheduled examination, or having begun the exam is unable to complete it, for reasons of ill-health, a deferred examination will be granted provided adequate supportive documentation has been submitted. Requests made on the basis of compassionate grounds, religious obligations, or other extenuating circumstances will be judged on a case-by-case basis.
Any medical request for a Deferred Examination must be supported by a the Verification of Absence form, certifying that the student was not capable of attempting the examination at the scheduled date and time.
A student must first contact the instructor for permission to write a Deferred Examination. Any such application must be accompanied by required supporting documentation and must be submitted within seven working days following the examination.
If the student is not able to contact the course instructor or if the course instructor is not willing to give the student permission to write a Deferred Examination, the student may contact the Director of the Graduate Program, within ten working days following the examination, to submit a request for a Deferred Examination. The Graduate Program Director will forward the request and their recommendation to the department Chair (for department based graduate programs) or the Faculty Dean (for programs not located within a department) for consideration and decision.
If not satisfied with the outcome of the request, the student may then refer the matter to the Dean of the Faculty offering the course. If the student is not satisfied with the decision of the Faculty Dean, the student may then refer the matter to the Dean of Graduate Studies. If the student is not satisfied with the decision of the Dean of Graduate Studies, the student may appeal to the Student Appeals Board.
Deferred examinations will normally be written no later than the end of the subsequent graduate term.
Senate 568, 697
9. Graduate Supervision, Exit Requirements and Thesis Defences
9.1 Graduate Supervision and Supervisory Committees
A. Appointment as a graduate supervisor will be in accordance with the graduate program’s procedures for graduate supervision.
Senate 590, 631
B. Brock University Professor Emeriti may co-supervise but may not serve as sole supervisors.
C. Each graduate program will articulate a process for mentoring new graduate supervisors.
D. The role of a supervisor is threefold: to advise; to monitor; and to mentor.
Supervisors should be sufficiently familiar with the area of research, or be willing to gain such familiarity, to ensure adequate student guidance is provided.
Supervisors should be sensitive to power imbalances inherent in the student-supervisor relationship and ensure that power is exercised in a manner that serves the interests of the student. Conflicts of interest must be disclosed to the Graduate Program Director in a timely manner. A process for conflict resolution must be outlined in the program’s Graduate Program Handbook.
It is the responsibility of the supervisor and the University to ensure that the student’s research environment is safe, equitable and free from harassment and discrimination.
It is the responsibility of the supervisor and the university to consider whether the resources necessary for the successful execution of the student’s thesis, major research paper or project are available.
Senate 608, 631, 644
E. The supervisor, with the student, is expected to develop a realistic timeline for the completion of the program. Normally, this will include milestones for measuring progress.
Supervisors should thoroughly examine written material submitted by the student and make constructive suggestions in a timely manner (normally two to four weeks), preferably in writing. Feedback should be open, honest, fair, and timely.
Senate 608, 631
F. Supervisors and students have a mutual obligation to meet on a regular basis. The frequency of such meetings will depend on the discipline/field of study, type of program, and the student’s progress. At least one, preferably several, meetings should be arranged in each academic term. Supervisors should also be reasonably accessible for meetings requested by their students.
Senate 599, 631
G. Each graduate program will ensure that a graduate supervisor and supervisory committee are designated for each graduate student completing a required major research paper, project or thesis requirement.
Senate 631, 644
H. The supervisor, in consultation with the graduate student, will propose the supervisory committee composition. The committee composition must be approved by the Graduate Program Director and must be in place and operational in a timeframe appropriate to program design and defined in the Program Handbook (e.g., no later than the research proposal stage or before data collection commences).
Senate 608, 631
I. A thesis supervisory committee must at minimum comprise three members, the graduate supervisor and two additional faculty members. At least one of the three must be a full-time Brock University faculty member. Any changes to the composition of the supervisory committee must be made in consultation with the graduate student and the Graduate Program Director. The student or any member of the supervisory committee may, with just cause, request in writing a change in the composition of the supervisory committee.
Senate 590, 631
J. A major research paper or project supervisory committee must at minimum comprise the graduate supervisor and a second reader.
Senate 631, 644
K. The supervisor is expected to work with the student and the supervisory committee to develop a plan for monitoring student progress. The plan must include the supervisory committee’s role in monitoring, as well as the criteria that will be used to determine satisfactory student progress.
Senate 608, 631
L. The supervisor will inform the student and the Graduate Program Director of any anticipated extended supervisor absence. In cases where the absence will be for a period of one month or more, supervisors will arrange for suitable communication methods and/or interim supervision e.g. through the use of supervisory committee members. Such arrangements will be communicated, by the supervisor to the graduate student and the Graduate Program Director.
Senate 599, 608, 631
M. If a student’s supervisor leaves Brock University during the student’s program, the Graduate Program Director has the responsibility to ensure that the student can exercise one of the following options:
i) Remain at Brock and change supervisor and perhaps major research paper, project or thesis topic.
ii) Remain at Brock and complete the existing major research paper or thesis even though the appropriate expertise may not be available at Brock for supervision. In this case, the supervisory committee may seek advice from experts off campus, or may arrange for the student to work off campus. It will be the responsibility of the supervisory committee (augmented, if necessary, by outside expertise), to advise the student on all matters regarding the major research paper, project or thesis preparation. The student is not precluded from seeking advice from the former Brock faculty member, but the former Brock faculty member has no privileged position with respect to the major research paper or thesis. The supervisory committee will take precedence in all cases.
iii) Apply to transfer to the university to which the student’s former supervisor has moved.
iv) Any special arrangements described in ii) or iii) above must be approved by the Faculty Dean and the Dean of Graduate Studies.
Senate 631, 644
N. If either the graduate student or supervisor wishes to initiate a change in supervisor and the change cannot be resolved at the graduate program level, a request must be presented in writing, with explanation, to the Graduate Program Director, and approved by the Dean of Graduate Studies in consultation with the Faculty Dean and the Graduate Program Director.
Senate 469, 470, 555, 578, 631
O. The Policy on Integrity in Research and Scholarship requires graduate students and their supervisor to sign an Intellectual Property Form indicating their agreement with the University policies and guidelines or indicating any specific arrangements that have been made that differ from these policies and guidelines.
Senate 608, 631
P. The supervisor should discuss with graduate students under their supervision, at an early stage of their program, authorship practices within the discipline and encourage the dissemination of research results by publication in scholarly and research journals, presentations at conferences, and seminars.
Senate 608, 631
Q. The supervisor should discuss with graduate students under their supervision other relevant university policies, including the Respectful Work and Learning Environment Policy and the Occupational Health and Safety Policy.
Senate 599, 608, 631
9.2 Graduate Research Proposals
A. Graduate students completing a major research paper or thesis must submit and have approved by their supervisory committee a proposal of research in accordance with the graduate program’s procedures.
B. Following approval of the research design, human or animal ethics approval (or any other necessary approval) must be secured prior to the commencement of the research study.
C. As part of the application for human ethics clearance, graduate students must provide a certificate of completion for the Course on Research Ethics (CORE) on-line tutorial. This requirement applies to students preparing a thesis, exit project, or course-based research as part of their degree requirements.
Senate 173, 197, 217, 235, 241, 306, 469, 512, 555, 578,619, 623, 656
9.3 Graduate Theses, Project and Major Research Paper Documents
A. Master’s and doctoral thesis documents must adhere to the minimum format requirements outlined in the Faculty of Graduate Studies Thesis Format Specifications.
B. Further regulations regarding thesis format standards, as established by individual graduate programs, will be outlined in the program’s procedures and approved by the Dean of Graduate Studies.
C. The format requirements for major research paper and project documents will be specified by the graduate program, outlined in the program’s procedures and approved by the Dean of Graduate Studies.
D. All thesis documents must be submitted and deposited according to the regulations specified in FHB III B.
E. All major research paper and project documents must be preserved and deposited for public display in the graduate program’s archive.
F. If a thesis, project or major research paper is to be edited by a professional editor, the student must obtain written permission from the students’ supervisor and Graduate Program Director. The extend of editing provided must not exceed the guidelines set out by the Editors’ Association of Canada in its Guidelines for Ethical Editing of Theses/Dissertations. Graduate programs may require the student to submit a marked-up copy of the major research paper, project or thesis along with the final version to demonstrate the editing that has occurred. If an editor is used, specific acknowledgement must be included in the major research paper or thesis.
Senate 413, 555, 57, 631, 644
9.4 Thesis Defences
A. Graduate thesis defences will normally be open defences. A request for a closed defence must be approved by the Dean of Graduate Studies and will be based on certified medical or compassionate grounds. The student is required to be physically present at the graduate thesis defence.
B. The arrangements for a thesis defence will commence once all members of the supervisory committee have signed off indicating their approval that the student and thesis are ready for defence.
C. The examination committee of a master’s thesis defence will minimally comprise the supervisory committee and an external examiner from outside the university or from outside the program but within the university. The approval of the external examiner is the responsibility of the Faculty Dean or designate. In exceptional circumstances, an external examiner who is external to the supervisory committee but internal to the program may be appointed. Such an examiner will have to be approved by both the Faculty Dean and the Dean of Graduate Studies.
D. The examination committee of a doctoral defence will minimally comprise the supervisory committee, an internal examiner (from outside the graduate program but within Brock University) and an external examiner. The approval of the external examiner is the responsibility of the Dean of Graduate Studies or designate.
E. Typically a thesis defence will occur four to six weeks following the external examiner’s receipt of the thesis document. External examiners shall submit their report no later than one week prior to the defence. External examiners shall as part of their report identify whether the thesis is ready for defence and whether the thesis is to be recommended for submission to internal/external thesis award competitions.
F. If the external examiner reports that the thesis is not ready for defence, the student must revise the thesis within a reasonable period of time in response to the examiner’s comments and the thesis will then be resubmitted to the external examiner.
G. A decision by the external examiner that the thesis is not ready for defence is binding.
H. A change of external examiner, in exceptional circumstances, must be justified in writing to the Faculty Dean or designate for a master’s thesis and the Dean of Graduate Studies or designate for a doctoral thesis.
I. The external examiner’s report will be shared with the examination committee and the graduate student prior to the defence. External examiners must be informed of this policy with receipt of the thesis document.
J. The recommended format and procedures for a master’s thesis defence are outlined by the Faculty of Graduate Studies. Each graduate program must submit and have approved by the Dean of Graduate Studies their master’s defence procedures. The Faculty Dean or designate will chair master’s defences.
K. The required format and procedures for a doctoral defence are outlined by the Faculty of Graduate Studies. The Dean of Graduate Studies or designate will chair doctoral defences.
L. If a student is unable to attend the defence, or having begun the defence is unable to complete it, for reasons of ill-health, a deferred defence will be granted provided adequate supporting documentation has been submitted. Requests for a deferral of a defence will be considered on the basis of compassionate grounds or other extenuating circumstances, and will be judged on a case-by-case basis by the Dean of Graduate Studies. The defence will normally be re-scheduled within one month of the original defence date.
M. Students should typically be given two to four weeks to complete minor revisions which are to be approved by the graduate supervisor and four to twelve weeks to complete major revisions which are to be approved by the graduate supervisor and a member of the examination committee.
N. Extraordinary exceptions to these thesis defence procedures must be approved by the Dean of Graduate Studies.
Senate 173, 197, 217, 259, 469, 555, 578, 605, 678
9.5 Deposit of Theses
A. A candidate submitting a thesis in partial fulfillment of the requirements governing the award of advanced degrees must deposit the approved thesis with the Brock University Digital Repository before the degree will be conferred.
B. When the thesis is in its final form (following defence), has been approved by the graduate program, and meets FGS Thesis Format Specifications, the student will submit the thesis to the Brock University Digital Repository. The student must also submit to the Faculty of Graduate Studies the Certificate of Approval, the Library and Archives Canada (LAC) Non-Exclusive License to Reproduce Theses, and the Brock University Thesis and Major Research Paper Copyright Licence.
C. Under certain circumstances, (e.g. to protect confidential commercial information, patentable material, pending application, or where immediate commercial publication is anticipated), a graduate student may request a restriction on the circulation of the thesis for up to a period of twelve months.
Senate 197, 388, 469, 512, 523, 555, 565, 590, 599
9.6 Admission to Doctoral Candidacy
A. Each graduate program offering a doctoral degree is responsible for establishing detailed doctoral candidacy requirements. These requirements must be outlined as part of the graduate program’s procedures and approved by the Dean of Graduate Studies.
B. Admission to doctoral candidacy is a judgment by the supervisory committee and graduate program that the student is prepared to complete successfully the requirements of the doctoral degree.
C. Doctoral students must normally complete all candidacy requirements within 36 months of first registration.
D. To be admitted to candidacy the student must successfully achieve the following:
i) Complete all course requirements (non-thesis) as outlined in the graduate program’s Calendar entry;
ii) Complete any other program-specific candidacy requirements, such as language or seminar requirements, as outlined in the graduate programs’ Calendar entry;
iii) Complete a thesis proposal that is approved by the supervisory committee; and
iv) Satisfy the requirements of breadth and depth knowledge in the field(s) of study, as specified by the graduate program.
E. If the supervisory committee or program identifies that a student must undertake remedial or additional work related to any of the above candidacy requirements, that remedial or additional work must be completed before the student may be admitted to candidacy. Once a student is admitted to candidacy, the student cannot be required to undertake additional required course work.
F. Graduate programs will notify the Faculty of Graduate Studies when admission to candidacy requirements have been fulfilled and the notation will be added to the graduate students’ record.
Senate 555, 631
10.1 Grading System for Graduate Courses
i) For graduate courses, the grades A+, A, B, C, F, IN (incomplete), IP (In Progress), Pass/Fail, CR/NC (Credit/No-Credit), SA/UN (Satisfactory/Unsatisfactory), NW (Not Withdrawn), or AG (Aegrotat standing) will be recorded on the transcript. Grades A+,A, B, and C are passing grades but graduate credit will only be given for grades A+, A and B (in all graduate programs except the MBA).
ii) For graduate courses in the MBA and GDBA programs, the grades A+, A, B, C, F, IN (incomplete), IP (In Progress), Pass/Fail, CR/NC (Credit/No-Credit), SA/UN (Satisfactory/Unsatisfactory), NW (Not Withdrawn), or AG (Aegrotat standing) will be recorded on the transcript. Grades A+, A, B, and C are considered to be passing grades and eligible for graduate credit. However, of the twenty half-credits required to complete MBA degree requirements, a maximum of two-half credits at the C level may be used for MBA degree credit and the student must achieve an overall minimum B average in the twenty half-credits that comprise degree requirements to be eligible to graduate. Of the ten half-credits required to complete GDBA diploma requirements, a maximum of one-half credit at the C level may be used for GDBA diploma credit and the student must achieve an overall minimum B average in the ten half-credits that comprise degree requirements to be eligible to graduate.
iii) For graduate courses in the MACC, MPAcc, and GDAC programs, the grades A+, A, B, C, F,IN (incomplete), IP (In Progress), Pass/Fail, CR/NC (Credit/No-Credit), SA/UN (Satisfactory/Unsatisfactory), NW (Not Withdrawn), or AG (Aegrotat standing) will be recorded on the transcript. Grades A+, A, B, and C are considered to be passing grades and eligible for graduate credit. However, of the ten half-credits required to complete MACC degree requirements, a maximum of one-half credit at the C level may be used for degree credit and the student must achieve an overall minimum B average in the ten half-credits that comprise the degree requirements to be eligible to graduate. Of the fifteen half-credits required to complete MPAcc degree requirements, a maximum of two-half credits at the C level may be used for degree credit and the student must achieve an overall minimum B average in the fifteen half-credits that comprise the degree requirements to be eligible to graduate. No grades at the C level may be used for degree credit in the GDAC.
Senate 523, 578, 595, 651, 669
IN (Incomplete) – Is a temporary grade granted to a student, in exceptional circumstances, who has been unable to complete some part of the term work in a course. In the case of the thesis, major essay or project, this should be granted only when the thesis, major essay or project is essentially complete (only minor revisions or thesis defence scheduling needed). This grade must be accompanied by a numerical grade. The grade of IN will lapse 56 days from the last day of classes in each term and the numerical grade will stand, unless both are replaced earlier by the instructor.
In cases in which the IN is not appropriate, an IP grade should be assigned (student re-registers and pays for the course the following term).
Senate 377, 385
IP (In Progress) – With the exception of the thesis, major essay, apprenticeship or project courses, no half credit graduate course shall be denoted IP for more than one term.
Senate 410, 523
A student who receives an IP grade must re-register for a course in the term following that for which they receive an IP grade.
Credit/No-Credit – Graduate programs may offer, for graduate credit, courses that carry no grades, and satisfactory work in such courses will be indicated on the transcript by CR and unsatisfactory work by NCR. No graduate degree candidate can fulfill more than 25% of the minimum program degree requirements by courses of this type. CR/NCR courses by program are so designated in the Graduate Calendar.
NW (Not Withdrawn) – When appropriate, the grade NW (Not Withdrawn) may be assigned by the Graduate Senate Committee on Appeals or the Dean of the student’s faculty within the specified appeal period and when supporting documentation is supplied by the student.
Pass/Fail – Is applicable to theses and courses completed on Letter of Permission.
Senate 523, 571
SA (Satisfactory), UN (Unsatisfactory) – Is applicable for co-op work terms, internship options and non-credit courses.
AG (Aegrotat standing) – The granting of credit for a course(s), based on the course work already completed, when no further assessment is considered feasible because of illness or other extenuating circumstances beyond the student’s control. Students may be granted Aegrotat Standing with the approval of the Dean of the faculty offering the course.
B. The numerical values of the letter grades are:
A. 80 – 89
B. 70 – 79
C. 60 – 69 (no graduate credit unless specified otherwise)
F. 59 or lower (no graduate credit)
Senate 362 , 523, 571, 578
C. At the beginning of each course, students will be advised in writing of the manner in which evaluation will be carried out, the assignments required of them and their due dates, and the penalties to be levied for late assignments. It is to be understood that the types and weighting of assignments in graduate courses are not subject to the restrictions imposed on undergraduate courses.
Senate 41, 197, 211, 259, 272, 469, 571
D. Grade Reports
Final course grades must be submitted to the Faculty of Graduate Studies two weeks after the end of each sixteen week graduate term (Fall, Winter, Spring). Final grades for graduating students must be processed earlier to meet the Graduate Record Form deadline. Final grade reports must be approved by the Graduate Program Director before submission to the Faculty of Graduate Studies. Any alteration to the grade report must be agreed to by the instructor and the Graduate Program Director. In cases of disagreement the Faculty Dean shall decide the matter. Grades outstanding 56 days after the deadline will have a grade zero recorded for the course by the Faculty of Graduate Studies. Grades are unofficial until released by the Faculty of Graduate Studies.
Senate 523, 580, 599, 681
E. After grades have been submitted to the Faculty of Graduate Studies they may not be changed except by submission of a Grade Change Form signed by the instructor and the Chair/Director. Requests made for changes of grade beyond 180 days from the end of term in which the grade was assigned, must also include the signature of the faculty Dean.
F. Overall standing is determined by the cumulative average of grades assigned for all courses taken (whether passed or failed). A student may repeat no more than one credit and no course may be repeated more than once. In all cases, the grade awarded for a repeated course will supersede the grade from the first attempt at the course, regardless of whether it is higher or lower, and will be used in computation of the student’s cumulative grade average.
Senate 580, 588
10.2 Evaluation of Theses, Projects and Major Research Papers
A. Major research paper and project grades shall be reported to the Faculty of Graduate Studies in the usual fashion with letter and numerical grades.
B. If a failing grade is awarded for a major research paper or project, the student will be withdrawn from the program.
Senate 197, 388, 398, 469, 555, 578, 644
C. Theses grades for Master’s and Doctoral programs shall be reported to the Faculty of Graduate Studies as either a Pass or Fail grade. A Pass grade must be further differentiated as one of: Acceptable as is, Acceptable with minor revisions, Acceptable with major revisions.
D. All aspects of the written work as well as the student’s performance during the defence must be taken into consideration when determining the grade.
E. Normally, if all but one member of the committee agree on a decision, the decision shall be that of the majority, except when the single dissenting vote is that of the external examiner. If this happens, it must be reported to the Dean of Graduate Studies, who in consultation with the Faculty Dean will determine an appropriate course of action.
F. A failing grade will be awarded if two or more committee members find the thesis unacceptable or if the External Examiner does not approve the thesis.
G. If a failing grade is awarded for a thesis, the student will be withdrawn from the program.
Senate 398, 469, 555
Senate 197, 388, 469, 512, 523
10.3 Phrase Matching Software
Instructors may take advantage of a number of different phrase matching software programs for pedagogical purposes and/or to assist them in the detection of plagiarism (e.g. Turnitin.com) during the course of evaluating essays, assignments, major research papers, theses, and other work that is required for a given course. However, if an instructor has decided to employ such systems, students must be informed in writing at the beginning of the course on the course outline. It will be assumed that students who remain in the course, having been informed of the use of such systems, will have agreed to their use. However, circumstances may arise whereby a student must continue in a course despite their principled objection to participate in the use of such systems. In those cases, the instructor must provide such students with a reasonable offline alternative to using the system such as, but not limited to:
1. Require a short reflection paper on research methodology;
2. Require a draft bibliography prior to submission of the final work;
3. Require the cover page and first cited page of each reference source to be photocopied and submitted with the final paper; and/or
4. Require the submission of specified rough notes and drafts.
11. Graduate Appeals
Students should note that an appeal to the Senate Student Appeals Board is the final recourse in dealing with academic appeals. Students must ensure they follow the prescribed procedure and meet with required individuals prior to submitting an appeal to the Student Appeals Board. Students who submit an appeal to the Senate Student Appeals Board without following the prescribed procedure will have the appeal returned without decision.
Appeal decisions (at all stages) will normally be made within 10 working days following receipt of the appeal and communicated electronically to the student as soon as possible. If the decision cannot be made in the posted timeframe, the student will be contacted to discuss an appropriate time frame for the decision and response.
Graduate students are entitled to bring one faculty, staff or student members of Brock University to any appeals meetings.
11.1 Types of Appeals
A. Appeals related to Final Course Grade
i) Appeals of the final grade in a course must be directed to the Graduate Program Director. If not satisfied with the decision/result of the appeal, the student may then refer the matter to the Faculty Dean and the Dean of Graduate Studies who will render a joint decision. If the student is not satisfied with the decision of the Deans, the student may then appeal to the Senate Student Appeals Board.
Appeals of final grades, including the assignment of a failing grade for non-attendance in a course, must be made within 30 days of the posting of grades by the Faculty of Graduate Studies. Failure of a course itself is not a valid reason for appeal.
In circumstances which prevent the student from presenting information in a timely fashion, a student must present documentation of mitigating evidence to the Director, Faculty of Graduate Studies. Upon validation of the documentation, the appeal will be processed.
Senate 617, 655
B. Appeals Related to Program/Degree Requirements
Appeals for an exemption to a graduate program requirement must be directed to the Graduate Program Director of the student’s program. If not satisfied with the decision/result of the appeal, the student may then refer the matter to the Faculty Dean and the Dean of Graduate Studies. If the student is not satisfied with the joint decision of the Deans, the student may then appeal to the Senate Student Appeals Board.
Appeals for an exemption to a University degree requirement must be directed to the appropriate Faculty Dean and the Dean of Graduate Studies. If the student is not satisfied with the joint decision of the Deans, the student may then appeal to the Senate Student Appeals Board.
C. Appeals related to Academic Standing
Appeals of Graduate Program Committee probationary decisions and required withdrawals must be directed to the Faculty Dean (or designate) and Dean of Graduate Studies. If the student is not satisfied with the joint decision of the Deans, the student may then appeal to the Senate Student Appeals Board.
D. Appeals Related to Retroactive Registration and Backdated Withdrawal
i) Within 30 days of the last day of classes, a backdated withdrawal will be considered upon the receipt of a request to the Faculty of Graduate Studies which is supported by documentation attesting to medical reasons or compassionate grounds using the Medical Verification Form completed by a physician or health care professional that prevented the student from withdrawing by the required date for doing so. Requests submitted without supporting documentation will not be considered.
ii) Prior to the last day of the course duration, a request for retroactive registration will be considered by the Faculty of Graduate Studies upon the receipt of supporting documentation that outline the reason(s) why formal registration did not occur. This documentation must be accompanied by a Registration Form signed and dated by the course instructor, and Graduate Program Director, verifying that the student has been in continuous attendance.
iii) Requests under D. i) and D. ii) are considered by, and a decision rendered by the Director, Faculty of Graduate Studies (or designate). There is no charge for this request.
iv) Students wishing to appeal the decision of the Director, Faculty of Graduate Studies may refer the matter to the Dean of Graduate Studies. If the student is not satisfied with the decision of the Dean of Graduate Studies, the student may then appeal to the Senate Student Appeals Board.
Senate 617,655, 697
E. Appeals of Charges of Academic Misconduct
Following a joint decision by the Faculty Dean (or designate) and Dean of Graduate Studies on a charge of academic misconduct, all appeals relating to the charge of academic misconduct, penalties assigned or notations on transcripts will be heard by the Student Appeals Board within 30 days of the date of the letter informing the student of the decision and/or penalty.
F. Grounds for Appeal
i)There are four grounds that may be considered for appeals: medical; compassionate; procedural error; and, course management. With the exception of procedural error, no new grounds may be introduced at subsequent levels.
ii)An appeal may be filed on medical grounds when an unforeseen medical condition occurs that impacts a student’s ability to meet academic obligations. It is expected that students who need an accommodation for a temporary medical impairment will discuss the situation with their individual instructor as soon as reasonably possible. Please refer to the University policy on Academic Accommodation for Students with Disabilities for details.
Students must submit a Medical Verification Form completed by a physician or health care professional. The documentation should explain the duration of the medical condition and the impact of the medical condition on the student’s ability to perform during that period. Where circumstances do not permit this, the student must inform the instructor as soon as reasonably possible. The University may seek further verification of medical claims.
iii) Appeals may be filed on compassionate grounds when there are events or circumstances beyond the control of, and often unforeseen by, the student, which seriously impair that student’s ability to meet academic obligations. Instructors should have been informed of these circumstances as soon as they affected a student’s ability to complete their work so that alternate arrangements could be made. Failure to have done so may jeopardize the appeal. Alternate arrangements are based upon the severity of the circumstances and the amount of work missed.
iv) Appeals may be filed on the ground of course management when students believe that a grade has been adversely affected because an instructor has deviated from the course management policy of the University, academic accommodation policies of the University, or from the course syllabus, or has demonstrated personal bias or unfair treatment. Students should have brought course management issues to the attention of the instructor and/or the Graduate Program Director when the concern arose. Failure to have done so may jeopardize the appeal. Students must provide the course syllabus or policy reference when it is relevant to their appeal, detail where the deviation, or personal bias or unfair treatment occurred and explain how their academic performance was affected.
v) Appeals may be filed on the ground of procedural error when it is believed that there has been an error in the procedure followed in the application of either this policy or any applicable policy of the University that has impacted a student’s grade or standing. Appeals granted on this ground will rectify the procedural error. Where students claim that an academic regulation or policy was improperly applied or not followed, they must reference both the policy and the alleged error, and explain how this procedural error has affected their academic record. This may include such things as a failure to recalculate a grade or remark an exam, or when a response deadline has been missed.
Senate 536, 597,617, 655, 659, 697
11.2 Appeals Procedures
A. Method of Appeal to a Graduate Program Director or Faculty Dean/Dean of Graduate Studies
i) All graduate appeals will be submitted in typewritten form using the Graduate Appeal Form.
ii) In situations where the relationship of the Graduate Program Director and the appealing student may pose a real or potential conflict of interest; both parties must formally disclose in writing the conflict of interest, upon discovery, to the Faculty Dean (or designate), who will designate a faculty member other than the Graduate Program Director to make a decision on the appeal. Please refer to the University’s Conflict of Interest Policy for further definition, explanation and procedural guidelines.
iii) Appeals to the Faculty Dean/Dean of Graduate Studies must include all forms, documents and decision letters from previous levels of appeal.
Senate 558, 571, 655, 691
12. Awarding of Posthumous Degree
A posthumous degree is awarded at the discretion of the Dean of Graduate Studies on the recommendation of the Graduate Program Director and Supervisory Committee (if applicable). To be eligible, a student for whom such a recommendation is made must normally have completed at least 75 percent of the degree program and have begun the final 25 percent of the program. The notation “posthumous” will be recorded on the student’s official record, but will not appear on the diploma.
C. General Academic Policies and Regulations
1. Academic Integrity
Brock University fosters the pursuit of knowledge and scholarship through the provision of academic programs and a learning environment of the highest quality. Academic Integrity is a core value that supports the University’s mission. Acts of academic misconduct will not be tolerated and shall be subject to disciplinary procedures under the University’s Academic Integrity Policy
2. RESPONSIBLE CONDUCT OF Research
2.1 Statement of Principles REGARDING RESPONSIBLE CONDUCT OF Research
This policy applies to all research conducted by faculty, staff, and students of Brock University, regardless of where the research is conducted or whether it is for academic publication or internal use only. It also applies to research conducted on Brock premises by researchers who are not members of the Brock community.
In general, it is expected that members of the Brock University community will pursue their research activities in a manner that is consistent with the highest standards of ethical and scholarly practice.
Research projects should be selected, funding should be accepted and the research should be conducted with due consideration for University policies and guidelines. All research shall be conducted in accordance with the Responsible Conduct of Research Policy. Research projects involving human participants shall be carried out in accordance with the Tri-Council Policy Statement on Ethical Conduct for Research Involving Humans and shall be subject to review by the Research Ethics Board (REB). Research projects involving animals shall be carried out in accordance with the Principles of Ethical Research with Animals and shall be subject to review by the Animal Care Committee.
It is expected that data and research materials will be gathered and handled in a manner consistent with the highest standards of ethical and scholarly practice. Fraud, falsification of data, and other forms of academic dishonesty shall not be condoned.
Original data should be retained in a secure environment normally by the Principal Investigator for a reasonable period.
Decisions about how, when, and where to publish data and any conclusions derived there from should be taken jointly by all who have made a significant intellectual contribution to its accumulation and analysis. Faculty members should not, except in unusual circumstances, enter into any agreement that restricts their freedom to publish the results of research carried out in their capacity as University employees.
It is recognized that research in many disciplines is a collaborative effort that may involve students, staff and faculty. If they wish, all who have made a significant intellectual contribution to the research activity should be included as authors of its publication. All assistance in the research, including the gathering of data, should be appropriately acknowledged.
Any dispute or allegation of Research Misconduct must be dealt with promptly and in accordance with Responsible Conduct of Research Policy or, for allegations related to Students’ Academic Work, the Academic Integrity Policy (Code of Student Academic Conduct).
2.2 Human Research Policy Statement
The fundamental imperative of research involving human participants is respect for human dignity and well-being. To this end, Brock University endorses the principles set out in the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS) as approved and amended by the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council of Canada (NSERC), and the Social Sciences and Humanities Research Council of Canada (SSHRC).
2.2.1 Human Research at Brock
(a) At Brock University, human research refers to activities where data from human participants are used as part of an undertaking intended to extend knowledge through a disciplined inquiry or systematic investigation. Human participants are those individuals whose data, or responses to interventions, stimuli, or questions by the researcher, are relevant to answering the research question. The definition of human participant research also extends to research involving human biological materials from persons living or dead.
(b) All human participant research must undergo ethics review prior to commencing and receive clearance from a Brock University Research Ethics Board regardless of whether the procedures used are invasive or non-invasive. This policy applies to funded and non-funded research involving human participants conducted in any location on or off campus by Brock University faculty, staff, graduate students, undergraduate students and to anyone conducting research under the auspices or within the jurisdiction of Brock University, that is, where
i. the research involves the use of the institution’s resources (e.g., physical space not typically open to the public, staff time, access to information not generally available to the public), and/or
ii. the research involves collaboration with anyone affiliated with the institution. This does not include participants who may be affiliated with the institution but are recruited without the involvement of the institution (e.g., through a news media advertisement or through an email to a publicly accessible email address).
(c) Failure on behalf of researchers to adhere to Brock University’s human research ethics policies and procedures may constitute research misconduct under the Brock University Responsible Conduct of Research Policy.
Senate 598, 666
2.2.2 Responsibilities of the Vice-President, Research
The responsibility for upholding the TCPS is entrusted on behalf of the university to the Office of the Vice-President, Research (VPR). The VPR is responsible for the implementation of this policy through the Health Science Research Ethics Board (HSRE) and the Social Science Research Ethics Board (SREB), hereafter referred to as the REBs. The VPR shall provide sufficient, on-going financial, human, and administrative resources for ethics review and for educating the university community about human ethics.
Senate 641, 698
2.2.3 Responsibilities of the REBs
(a) Brock University has mandated its REBs to ensure that all research involving human participants is in compliance with the TCPS as a minimum standard, other recognized guidelines when relevant (e.g., Health Canada’s Food and Drug Regulations; the International Conference on Harmonization Good Clinical Practice: Consolidated Guideline; The U.S. Food and Drug Administration; the Office for Human Research Protections, U.S. Department of Health and Human Services; the Assisted Human Reproduction Act; The Updated Guidelines for Human Pluripotent Stem Cell Research) and applicable laws and regulations of the Province of Ontario and of Canada, as they pertain to ethical conduct of research involving humans.
(b) The REBs are empowered to ensure that all research involving humans conducted under the auspices or within the jurisdiction of Brock University is ethical, and is conducted in accordance with this policy. As such, a REB may accept, reject, or propose modifications to any proposed or ongoing research that is subject to REB review, pursuant to Brock standards. A REB also has the authority to suspend any ongoing research under its purview that is deemed to pose an unacceptable risk of harm to participants or in which the principal researcher has not complied with Brock University policies and procedures related to the ethical conduct of research involving humans. A decision of a REB to disallow research on ethical grounds, unless reversed on reconsideration by that REB, may only be reversed through the REB appeal process (see 2.2.7).
(c) The REBs shall have regular meetings to discharge their responsibilities, to ensure adequate discussion of, and effective decision-making about, research proposals and to support the collective education of REB members. Quorum at REB meetings shall reflect the minimum REB membership requirements as outlined in the TCPS.
(d) The REBs are responsible for developing guidelines and procedures for the ethics review process, and for revising these regularly in response to changing societal values, evolution in the area of research ethics, and evolving provincial, federal and professional ethics requirements. Details of Brock’s REBs and research review procedures are available from the Research Ethics Office.
2.2.4 Responsibilities of the Research Ethics Office
The Brock University Research Ethics Office (REO) provides centralized administration associated with the REBs and the research ethics operation at Brock, and develops and delivers educational programs and materials to Brock students, staff, and faculty involved in human research.
2.2.5 Appointment of REB Members, Vice Chairs, Chairs, and Appeal Board members
a) The REB shall follow its own established guidelines and procedures to propose candidate names for REB members, REB Vice-Chairs, and REB Chairs, and for all members of the Appeal Board, to the Research and Scholarship Policy Committee of Senate.
b) The Research and Scholarship Policy Committee shall recommend members, Vice-Chair and Chair of the REBs, and members of the Appeal Board, to Senate.
Senate 641, 689
2.2.6 Reporting Structures
The Research and Scholarship Policy Committee of Senate reviews and advises on research ethics policy (I:9.12.1). The REBs shall report to this committee, at minimum, annually on workload, regulations, and other issues as may arise. In addition, the REBs and the REO shall report to the VPR, at minimum, annually on administrative matters. However, the ethics review process itself must be independent from institutional agenda or pressures.
Senate 197, 306, 461, 470, 515, 526, 586, 593, 641
2.2.7 Reconsideration and Appeals
a) Researchers may seek reconsideration or appeal on REB decision as the current TCPS.
b) The Appeal Board may approve, reject or request modifications to proposed reserach. Details about the appeal process are available from the Research Ethics Office.
c) The decision of the Appeal Board shall be final.
2.2.8 Conflict of Interest
The REB is a self-governing body that works independently from the Office of Research Services and the Vice-President, Research in fulfilling its responsibilities. The REB must be free from influence or interference and follow the directives of the current TCPS regarding institutional, REB member and researcher, or other conflicts of interest, according to the procedures outlined below. The Brock University Conflict of Interest Policy also applies.
The purpose of this policy is both to ensure a fair and impartial process for making REB decisions and to preserve the ethical integrity of the research itself. This policy applies both to the members and Chair of the REB, and to all researchers who come before the REB.
a) The same definitions of “Real conflict”, “Apparent conflict”, and “Potential conflict” (collectively, a “COI”) as set out in the Conflict of Interest Policy apply herein
b) Any Real, Apparent or Potential conflicts of interest in relation to the REB process must be declared to the Chair of the REB by each person who is conflicted or who may be conflicted.
c) The “REB process” includes, but is not limited to, the following: decisions regarding a REB application prior to being assigned a file number; decisions on risk assessment of a file and categorization to full, administrative, or delegated review; all and any decisions on a research study that has been assigned a file number; decisions regarding reportable and non-reportable incidents involving participants; decisions regarding researcher compliance; and decisions regarding appeals to the REB on an existing file or appeals regarding a researcher project not yet assigned a file number.
d) Any person who fails to disclose a COI under this policy may be subject to the same disciplinary actions set out in section 8 of the Brock University Conflict of Interest Policy.
e) The Chair of the REB may raise a COI herself or himself.
f) The Chair of the REB will decide how to manage and/or avoid any COI, which may include disclosure of the COI to the research participant as deemed necessary.
g) If any person is not satisfied with the Chair’s decision, he or she may appeal to the Provost, whose decision is final.
h) If the alleged COI involves the Chair of the REB, instead of reporting the conflict to the Chair, the COI must be reported directly to the Provost, whose decision is final.
i) In making any decision on COIs, both the Chair of the REB and the Provost will be guided by the Brock University Conflict of Interest Policy, the related principles and procedures, and the Statement of Principles of Research Ethics.
2.3 Policy Statement: Animal Care and Use
Preamble – Foundation Statement
Research and teaching activities involving animals are critical to the mission of Brock University and the moral commitment of the University to the appropriate care of, and respect for, the animals involved is central to this policy and its procedures.
External sponsors of research require an institutional review of research involving animals as a condition of the award of research funding. As an Ontario university, Brock is subject to the Animals for Research Act (Ontario) (R.S.O. 1990, CHAPTER A.22), as amended, and its Regulations. Moreover, as a recipient of research funding from the federal granting councils, Brock “must adhere to the policies and guidelines of the Canadian Council on Animal Care” (CCAC). Formal responsibility for ensuring the humane care and use of animals in all University teaching and research programs is mandated both by the Animals for Research Act and by the guidelines of the Canadian Council on Animal Care and is delegated to the Animal Care and Use Committee (ACUC) which evaluates all activities involving animals within a framework of provincial legislation and national and international standards.
This policy covers all species of animals as defined by the CCAC guidelines, as amended from time to time, and the Animals for Research Act (Ontario), as amended from time to time. The definition of animal, for the purposes of this policy, shall normally mean a live, non-human vertebrate.
The Animal Care Policy and Procedures is intended for application within the context of academic freedom which is the right to examine, question, teach and learn without deference to prescribed doctrine or authority (Brock University-Brock University Faculty Association Collective Agreement, Article 11). Nothing in this policy or its procedures replaces or diminishes this fundamental principle. At the same time, the academic, scientific and moral reputation of the University depends on the practice of academic freedom within defined ethical limits. This policy identifies such constraints in relation to the care and use of animals in University teaching and research programs.
Brock University adheres to the CCAC tenet that “The use of animals in research and teaching is acceptable only if it promises to contribute to understanding of fundamental principles, or to the development of knowledge that can reasonably be expected to benefit humans or animals. Animals should be used only if the researcher’s or instructor’s best efforts to find an alternative have failed. A continuing sharing of knowledge, review of the literature, and adherence to the Russell-Burch “3R” tenets of “Replacement, Reduction and Refinement” are also requisites. Those using animals should employ the most humane methods on the minimum number of appropriate animals necessary to obtain valid information”.
Senate 362, 388, 554
3. Policy on Safety and Liability for Field Research
Brock University is committed to ensuring that the scholarship and research of its members – faculty, staff, students, and associated research personnel — is carried out in a safe and responsible manner. In particular, Brock recognizes the importance of encouraging faculty members, staff and students to engage in field research beyond its geographical (corporate) boundaries. The University also recognizes that all research involves the assessment and management of some risk and that field research may involve more and/or different kinds of risk than other forms of scholarship. It is the policy of the University to encourage such activities as may be appropriate to the scholarly needs of the research programs of its faculty members, students, affiliated research personnel, and staff and to take every reasonable precaution to protect the personal health, safety and security of its participating members.
Risk in field research may include, but is not limited to, the risk of harm to physical health, emotional well-being, and personal safety. These risks may arise because of the nature of the research itself, from the physical climate, or from political, social, economic or cultural environment of the field work location.
While the University encourages its faculty, staff and students to participate in field research as may be appropriate to their discipline and research interests, the University and its faculty, staff and students are expected to take every reasonable measure to protect the health and safety of those engaged in field research. In practice, responsibility for safety in field research rests primarily upon the individuals who plan, direct, supervise and carry out the research on location. Such persons are expected at all times to exercise good judgment and to take all reasonable care in the circumstances to protect the health and safety of participating team members.
The University’s policy requires that due diligence be exercised by all parties in giving attention to the nature of, and the means for eliminating, avoiding and, in the last instance, mitigating, the categories of risk that may be associated with each location and kind of field research. The University requires that participants who enter into field research possess an informed understanding of the risks associated with field research and that they have consented to a plan for dealing with such risks.
3.2 Scope and Definition of Field Research
For the purposes of this policy, Field Research is defined as work and academic activities conducted primarily for the purpose of scholarly research and creativity, undertaken by faculty members, students, associated research personnel and staff of the University beyond the geographical boundaries of University property. Where research within the geographical boundaries of the University property pose risks to participants (e.g., University-owned, leased or managed field stations, escarpment or Lake Gibson), the requirements for due diligence contained in this policy shall be enforced.
Field research activities may range from minimal or low to high risk. By way of example, field research may include participant/observation research in school classrooms, ethnographic, anthropological and geological research in Asia, historical or comparative literature scholarship in South America, political studies in Canada, field studies in agricultural settings, or visits to other academic institutions. The Principal Investigator is obliged to conduct a risk assessment obligation for each new field research project that then will be reviewed by the Department Chair and filed with the Office of Environment, Health and Safety. Under normal circumstances, travel for conferences, seminars or visits to other North American academic institutions are considered to incur low risk and therefore do not require formal departmental notification.
The Office of Environment, Health and Safety is required to coordinate with the Office of Research Services to ensure that field research involving human subjects or the use of animals as defined by University Policy and the Canadian Council on Animal Care and Use has necessary research ethics approval prior to its authorization. Field research involving human subjects or the use of animals cannot proceed prior to receipt of approval from the Research Ethics Board (Human) or Animal Care and Use Committee.
3.3 Concerned Parties
The Ontario Environment, Health and Safety Act (OHSA) place the onus for compliance with legislation on the organization and specifically on the supervisory individuals within an organization.
The following parties share concern for field research safety:
1. each individual in the field;
2. the person in the field responsible for leading a field team of two or more;
3. the person who has responsibility for supervising the academic study of an individual whose work in the field is a necessary part of such study;
4. the Faculty/Department/Centre that is the academic home of the research; and
5. the University, including but not limited to the Office of Environment, Health and Safety, the Office of Research Services, Human Resources, the Office of the Vice-Provost and Associate Vice-President Student Services, the Office of the Vice-President, Research and Dean of Graduate Studies, and the Faculty of Graduate Studies.
3.4 Requirements for Reasonable Care
The safety standards at Brock University must, at a minimum, meet the requirements of any applicable Provincial or Federal legislation and codes of practice or regulations of sponsoring agencies or professional associations. As Brock falls under the education sector, adherence to the OHSA as well as additional regulations and guidelines (https://brocku.ca/oehs/) is considered the minimum.
In addition, Brock has a duty of care to ensure the well being and preparedness of its faculty, staff and students, to work in the field, both emotionally and physically. Thus, while the University has an obligation to provide Principal Investigators with relevant information, education and skills; the Principal Investigators (faculty members), Deans and Department Heads must ensure that all research personnel (e.g., post doctoral fellows, technicians, visiting scientists, students and volunteers) for whom they are directly responsible, work in compliance with all applicable Acts and Regulations, are provided with the necessary training prior to involvement in any field research, and are made fully aware, in writing, of all potential health, safety or security risks before agreeing to participate.
The following are general areas in which those involved must exercise reasonable care to secure safety in field research. A specific project may require additional guidelines.
1. assurance and documentation of a satisfactory state of health and immunization of the participants for purposes of travel to and participation in field research at the particular location;
2. assurance of adequate education and training in relevant field safety, including but not limited to first aid or advanced emergency training, or fire arm safety;
3. assurance that all participants are informed in writing of all potential health, safety and/or security risks associated with the field research project;
4. availability of first-aid supplies and expertise;
5. availability of appropriate personal clothing, personal equipment and field equipment to support the research;
6. arrangements for appropriate transportation to, at, and returning from the location of the field research;
7. availability of appropriate food and accommodation on site and during travel to and from the site;
8. provision of information about requirements of foreign governments and other jurisdictions (e.g. Northwest Territories, aboriginal authorities) concerning travel to and research at the site;
9. provision of information prior to departure to the study area on the character to the extent known) of distinctive local risks and dangers;
10. provision of information prior to departure about insurance needs, availability and limitations;
11. arrangements for continuous responsible leadership of all field teams;
12. definition prior to departure, and on a continuing basis on the site, of the tasks and responsibilities assigned to each participant;
13. recognition of the right and responsibility of an individual to exercise personal judgement in acting to avoid harm in situations of apparent danger;
14. availability of procedures for contacting the University to obtain assistance in a crisis situation and for the evacuation of field personnel;
15. availability of procedures for the University to contact field personnel; and
16. consideration of the need for accommodating researchers with disabilities, including financial implications.
3.5.1 General responsibilities for implementation of this policy.
1. The individual field researcher or research team member acknowledges the risks of the particular field project and understands the Requirements for Reasonable Care, and confirms these matters in writing to the departmental chair or equivalent.
2. The Principal Investigator is responsible for
a. approving the composition of the field team, unless a dependent of the Principal Investigator is to be included in the team in which case the composition of the team shall be approved by the departmental chair or other academic administrator to whom the supervisor reports prior to the field research;
b. establishing a clear chain of responsible leadership that is understood by all participants, which is in place at all times and placed on record in writing with the departmental chair or equivalent prior to the field research;
c. alerting each individual field researcher or research team member to the Requirements for Reasonable Care and of the risks of the particular field project prior to the field research; and
d. obtaining the written confirmation required in section 1. above prior to the field research.
3. The Faculty/Department/Centre’s responsibility is to disseminate University policy on field research safety and to require its diligent application.
4. The central administration, specifically the Office of Environment, Health and Safety, the Office of Research Services, Human Resources, the Office of the Vice-Provost and Associate Vice-President Student Services, the Office of the Vice-President, Research and Dean of Graduate Studies, and the Faculty of Graduate Studies; is responsible
a. to inform annually all faculty members and other concerned parties about this policy and the procedures by which it will be implemented;
b. to provide an on-going program of education and skills training for faculty, staff and students engaged in field research, and
c. to report annually to the Senate and the Board on the application of the policy and issues arising from its administration
5. More specifically, in a coordinated and collaborative manner, these central administrative units, have the following responsibilities:
a. The Vice-President, Research and Dean of Graduate Studies and the Associate Vice-President, Human Resources, have joint responsibility for the implementation and application of the policy within the University.
b. Where graduate student thesis and project research requires field research, the Faculty of Graduate Studies is responsible for ensuring that graduate students engaged in field research activities are fully informed of their obligations under this policy and are fully aware of the potential health, safety and/or security risks before agreeing to their participation in the research program or project.
c. Where faculty research requires field research, the Office of Research Services is responsible, with the Office of Environment, Health and Safety and respective Deans, Chairs and Directors, for ensuring that faculty researchers are fully informed of their obligations under this policy and have assessed the potential for health, safety and/or security risks before embarking on the research project.
d. The Office of the Vice-Provost and Associate Vice-President Student Services is responsible for the application of the project to sanctioned undergraduate research programs.
e. The Office of Environment, Health and Safety is responsible for providing on-going education and training programs for University faculty members, staff members, and students in field research safety. Such programs shall be designed in collaboration with University faculty researchers and/or external experts as required and as appropriate.
f. The Office of Environment, Health and Safety is responsible for monitoring compliance with this policy and the filing of field research safety reports and incident reports (e.g., accident reports).
g. The Office of the Vice-President, Research and the Office of Research Services are responsible for monitoring faculty members’ compliance with this policy and the policies and procedures of sponsors that may affect field research safety.
h. The Office of the Provost and Vice-President Academic, through Human Resources, will inform all new faculty appointments of the provisions of this policy.
3.5.2 Specific responsibilities
220.127.116.11 Deans, Department Chairs/Centre Directors
The Dean is responsible for:
a) ensuring that the Faculty has a specific Field Safety Protocol in place (this may be graduated for specific types or projects or for projects that take place in specific geographical/political regions);
b) advising members of the Faculty of the provisions of this policy; and
c) establishing procedures (e.g., a Safety in Field Research Committee) to:
a. review the assessment of the risk associated with the nature of the field research proposed, in accordance with the guidelines provided in Appendix 1.
b. establish the level of risk, upon the advice and guidance of Environment, Health and Safety Officer, where appropriate;
c. approve and sign the “Field Research Safety Planning Record” (Appendix 2);
d. file a copy of the “Field Research Safety Planning Record” (Appendix 2) with the Environment, Health and Safety Officer, as appropriate; and
e. monitor compliance with this policy within the Faculty.
Where delegated by the Dean to the Department or Centre, the Chair/Director is responsible for:
a) ensuring that the Department or Centre has a specific Field Safety Protocol in place (this may be graduated for specific types or projects or for projects that take place in specific geographical/political regions);
b) advising members of the Department/Centre of the provisions of this policy;
c) establishing procedures to:
a. review the assessment of the risk associated with the nature of the field research proposed, in accordance with the guidelines provided in Appendix 1.
b. establish the level of risk, upon the advice and guidance of Environment, Health and Safety Officer, where appropriate,;
c. approve and sign the “Field Research Safety Planning Record” (Appendix 2);
d. file a copy of the “Field Research Safety Planning Record” (Appendix 2) with the Environment, Health and Safety Officer, as appropriate; and
e. monitor compliance with this policy within the department and by all faculty members.
18.104.22.168 Principal Investigator
The primary responsibility for compliance with this policy lies with the Principal Investigator. The Principal Investigator is defined as the person leading and guiding the specific research project.
In particular, the Principal Investigator is responsible for the following:
a) identifying and documenting the health, safety and/or security risks associated with the field research project, including risks of assault, robbery, kidnapping or other forms of personal injury, and undertaking to avoid or mitigate those risks
b) approving the composition of the field team. The University will not normally approve dependents of team members and the PI as members of a research team;
c) in consultation with the team members and using Appendix 1 as a guide, determining the specific health and safety risks and the level of risk associated with them for the particular field project;
d) identifying appropriate controls and safety procedures, including methods to deal with any emotional or psychological distress issues created in the field research environment, i.e. sensitivity training is be required when entering poverty stricken areas or war zones;
e) providing for (i) a pre-trip planning session(s), which includes a briefing on the specific nature of the trip, its challenges and precautions which must be taken, (ii) an in-country orientation session and (iii) a post-trip debriefing session, if appropriate.
f) ensuring that the appropriate controls and safety procedures are implemented, including the provision or use of appropriate protective equipment, procedures, and training, to deal with the risks as far as is reasonably practicable;
g) establishing a clear chain of responsible team leadership that is understood by all participants;
h) ensuring that each individual field researcher or research team member is aware of the provisions of this policy, the general guidelines outlined in the Guidelines for Safety in Field Research document, the risks of the particular project, and the appropriate controls and safety procedures in place;
i) ensuring that each field team member is made aware of the specific risks associated with the field research and the specific requirements which need to be met for participating in the research (e.g.: specific safety training and training in the use of fire arms or equipment, visas, immunizations, health insurance requirements) and obtaining the written, voluntary informed consent from each participant in the Field Research or obtain a completed, signed waiver from all volunteer participants in the Field Research;
j) maintaining written documentation of the steps taken above, including the completion of the “Field Research Safety Planning Record”, both of which are to be placed on record with and approved by the Department Chair, or equivalent, prior to departure on Field Research; and
k) ensuring that the University is informed of communications procedures and contact numbers for regular and emergency circumstances.
22.214.171.124 Team Leader
The Team Leader may be the Principal Investigator or may, in the absence of the Principal Investigator, be another member of the team, as designated by the Principal Investigator.
In particular, the Team Leader is responsible for:
a. identifying and documenting the health, safety and/or security risks associated with the field research project and undertaking to avoid or mitigate those risks;
b. ensuring implementation of the controls and safety procedures established by the Principal Investigator;
c. ensuring that the team members use the appropriate safety equipment and follow appropriate safety procedures and medical precautions;
d. conducting ongoing risk assessments during the field research and reporting any new hazards to the Principal Investigator;
e. dealing with and resolving any safety concerns which arise in the field;
f. maintaining regular contact with the Principal Investigator and/or departmental contact wherever/whenever possible; and
g. informing the Principal Investigator and departmental contact of all substantive incidents that occur in the field in a timely fashion.
126.96.36.199 Team Members
Team members are defined as all other team members, other than those previously defined and include students, staff and volunteers.
Each member of the field research team is responsible for:
a. familiarizing themselves and acknowledging the risks of the particular field project to their health, safety and/or security and, with the Principal Investigator and Team Leader, identify and implement methods for avoiding or mitigating those risks;
b. using the appropriate protective equipment provided or required and following the procedures established by the Principal Investigator;
c. obtaining the necessary training and skills required to conduct the field research in a safe and responsible manner;
d. understanding the General Requirements outlined in the attached Guidelines;
e. working safely and in a manner to prevent harm to himself/herself or to others;
f. providing evidence of a satisfactory state of health and immunization status;
g. providing information of and demonstrating adequate health insurance coverage;
h. providing written consent of the above to the Principal Investigator or department/unit head;
i. reporting any identified hazards to the Team Leader or Principal Investigator; and
j. reporting all incidents to the Team Leader in a timely fashion.
188.8.131.52 Solitary Field Researcher
Solitary field research activities in remote areas require special care and attention to and assessment of risks. In some cases, field research involving particularly hazardous locations or activities should be conducted in groups of two or more and only after full assessment of the risks and available controls and safety procedures has been made.
In circumstances where field research necessitates solitary fieldwork (e.g., specific forms of anthropological or scientific research), the Solitary Field Researcher assumes the responsibilities of Team Leader (Section 3.3) and Team Member (Section 3.4). A method of regular communication should be implemented, including steps to follow if a scheduled contact is not made.
In some extreme cases, e.g., where the proposed field research will occur in a highly unsettled political environment, the University may recommend that a solitary researcher not participate in a research activity at a particular time and/or may decline to authorise the research under the University’s risk management policies. Under these circumstances, it is the responsibility of the researcher to assess whether he/she will undertake the field research at her/his own risk.
184.108.40.206 Refusal of Unsafe Work
Every individual field researcher has the legal right to refuse, at any time, to participate in any activity that he/she feels may endanger his/her health or safety or that of another person.
3.6 Other Policies and Procedures
All other University policies and procedures apply to field research, including but not limited to the use and care of animals, ethical review of research involving human subjects, and sexual harassment.
3.7 Policy Implementation
All members of the University community have a responsibility for the implementation of this policy and adherence to its terms and conditions. More specifically, Departments, Faculties, the Office of Research Services, the Office of Environment, Health and Safety, and Human Resources have specific responsibilities for its implementation and monitoring. These responsibilities are detailed in Section 3.
3.8 Policy Review
The Senate Research and Scholarship Policy Committee, through the Office of Research Services, in collaboration with the Office of Environment, Health and Safety and Human Resources, will review the policy and its implementation every three years. Recommendations for procedural changes will be reviewed by the Senate Research and Scholarship Policy Committee and implemented as appropriate, following consultation with Deans and Departments.
Appendix 1 is designed to help determine whether the field research poses low or higher risk factors.
Appendix 2 is designed to assist the field research leader to plan for the safety requirements needed for the specific field trip. The form is flexible enough to apply to a broad range of activities, and can certainly be customized to the individual researcher’s needs. It is strongly suggested that the form be used as a planning tool; it will flag most key issues that may require some time to address.
Appendices 3 through 9 provide general information regarding insurance and benefits coverage, travel immunization, and travel advisories, and are intended to assist with field research planning and preparation. These appendices should be consulted prior to initiating off-campus travel.
4. Ownership of Student-Created Intellectual Property
The Guidelines also apply to Research Assistants and Post-Doctoral Fellows
4.1 Ownership of Student Created Intellectual Property and Other Works as well as that Created by Research Assistants and Post-Doctoral Fellows
For work done by a student, research assistant or post-doctoral fellow, Brock has the following guidelines related to the interpretation of copyright and other aspects of intellectual property rights. These guidelines distinguish in general between items done solely by the student and those undertaken as part of a joint research effort.
In the former case, the intellectual property is primarily the student’s, but the University reserves certain rights as detailed in the remainder of this section. In the latter case, the intellectual property rights involve the student, the research supervisor (and possibly other individuals as well), the University, and on occasion the financial sponsor of the research. (If the work is anticipated to have commercial possibilities, it is required that the parties involved agree in writing beforehand on the sharing of any financial returns.
While no policy can anticipate or cover all possible situations, this policy is intended to cover the rights of current and former Brock students, research assistants and postdoctoral fellows both while attending the University, and after they leave the University, whether with or without a degree. Similarly, while it is difficult to provide a definitive definition of intellectual property (IP), the Government of Canada (Consumer and Corporate Affairs Canada: “Intellectual Property: What It Means to You”) indicates that there are at least six types of IP:
1. Patents, for inventions and the creation of new kinds of technology;
2. Copyrights, for literary, educational, artistic, dramatic and musical works;
3. Trademarks, for words, symbols or pictures used to distinguish the goods or services of one person from those of another;
4. Industrial Designs, for the shape, pattern or ornamentation of an industrially produced object;
5. Integrated Circuit Topographics;
6. Plant Breeders Rights.
At Brock, given our mission and types of undergraduate and graduate programs, the most likely types of intellectual property to be created includes theses, dissertations, cognate essays, research papers, books, poems, plays, scripts, essays, articles, dictionaries, maps, lyrics, musical scores, sculptures, paintings, photographs, films, videos, tapes, computer software, databases, records, tapes, cassettes, WEB based materials and inventions (new kinds of technology). To be protected by law, an item must satisfy three criteria: (a) it must be an original creation; (b) it must be a specific expression of an idea, not the idea itself; and (c) the item must be fixed in a physical form. These creations may occur via term papers, theses, or dissertations, research or cognate essays, course projects, cases, studio or laboratory assignments, etc.
Ownership rests initially with the creator of the work, unless the creator has been employed to create a work (e.g., research assistant or post-doctoral fellow) in which se the copyright rests with the employer. It should be stressed, as well, that once a piece of work has been accepted for publication by a journal or a publisher, in the absence of an agreement to the contrary, it is the publisher who owns the work. Finally, work created while a student, remains his or her property for life after leaving.
Disputes over ownership, in whole or in part, may occur in team or collaborative work, where many individuals may have contributed to the creation of the work over a lengthy period of time. Disputes may also occur when someone other than the creator (i.e., the student) publishes the work after the student has left the University. Or, disputes may rise over authorship credit or the order of authorship for the work. To avoid such disputes, it is required that all members of a “research group” have read these guidelines and completed and signed the “Intellectual Property” form.
4.1.2 Examinations, Reports and Papers Done as Part of Course Requirements
When work that is eligible for copyright is submitted to meet a requirement of a course, the University acknowledges the student’s ownership of the copyright, but places the following conditions on the submission of the work to meet course requirements.
a) The original physical document becomes the property of the University. This applies particularly to examination answer scripts, and may also be applied to term papers and other course work.
b) Except for examination answer scripts, the University receives a royalty free, non-exclusive licence to make copies of the work, for internal use within the University, and to circulate the work as part of the University Library collection.
4.1.3 Theses and Master’s Project Reports
As with other papers, the University recognizes that the student holds copyright to the finished thesis. Copies of the thesis shall have on them in a prominent place on the title page the international copyright notice. The student is required to sign a licence to the University library and an additional licence to the National Library. These licences grant the two libraries permission to reproduce the thesis and to circulate it, but do not affect ownership of the copyright.
However, the University also recognizes that the ideas in the thesis will often arise from interaction with others. In some cases, this interaction will have been solely with the thesis supervisor; in other cases, a larger research team will have been involved. For this reason, it is understood that the copyright refers only to the written document of the thesis. The ideas themselves – including any advances in theory, data, patentable ideas, or commercial exploitation of the work – may or may not be the exclusive property of the student. For the student who has worked closely with a supervisor, or as part of a research group, the rights to publish, patent or commercially exploit the results of the research are shared with the supervisor and/or the research group, and with the University. In those cases in which the work has been supported in part by research grants or contracts, there may be other conditions affecting any patent or commercial exploitation. (The student should be made aware that such conditions may apply before work begins and bears some responsibility to enquire as to details if they have any concerns.)
4.1.4 Computer Programs
Computer programs written as part of employment duties, as for example by a teaching assistant, are the property of the employer, as specified in the Copyright Act. Computer programs written as part of course work, a project or a thesis may also have value as a potentially marketable intellectual property. The University recognizes that such software may arise in two different ways, and accordingly has two policies. In setting forth these policies, it is understood that in those cases in which software development draws upon other software owned or licensed by the University, the terms and conditions of the licence or purchase must be followed.
a) Where a student develops such software at the direct request of a supervisor, and under supervision, it is assumed that there is joint ownership of the intellectual property rights. In such cases, it is recommended that the individuals involved co-author a working paper documenting the software, rather than including it as an appendix to a thesis or report. Prior agreement between the student and supervisor that this is to be the case would be helpful.
b) Where a student develops such software on his/her own, as for example for an independent project in a course, copyright remains with the student. As a condition of using University computing facilities, the student is required to grant the University a royalty-free licence to use the software. This includes the right of the University to distribute copies of the software to Brock faculty, staff and students for the University’s administration, education and research activities. This licence does not include the right to use the software for commercial use.
4.1.5 Research Data
As with computer software, the University recognizes that research is conducted and data are acquired in two different fashions. When the data are acquired as part of a joint or collaborative effort, such as one relying on the equipment within a laboratory, they are not solely the property of the student, although some of the data may ultimately appear in tables or appendices in a completed thesis. As a general rule, such data are the joint property of the student and the research supervisor, either of whom has the right to make them available to other individuals as well. Both student and supervisor are responsible for insuring that proper acknowledgment of the contributions of the student, supervisor, and other members of the research team is made when the data are released in any form.
When the data are acquired through the student’s individual effort, and without the use of University laboratories or funding, then they are usually the property of the student making that effort. However, exceptions may occur when the student collects data using research instruments including interview schedules and questionnaires developed wholly or in part by the research supervisor or by some other person or agency. In such instances the right to ownership and/or use of the data may be shared among the parties involved. Given the range of possible alternatives it is not possible to set absolute guidelines in advance covering all such situations. Consequently, it is strongly recommended that students and supervisors make clear agreements in advance concerning the ownership and use of data collected in this fashion. Ownership of data may also be affected by the terms of a research contract that has supported the work.
If University resources have been applied to the construction or design of equipment, it is not the property of the student, but of the University. Equipment constructed or designed as part of course or thesis work is the property of the student if the work, materials, and workroom space have been provided by the student or other non-University source. Ownership of newly constructed equipment may also be specified in a research contract that has supported the work.
5. Academic TEchnology and infrastructure
5.1 technology Resources for academic personnel
A. The University will treat as a high priority the development of the capability to provide academic personnel access to computing or communications resources necessary for their teaching or research
B. It is recommended that the University should strive to make such resources available to academic personnel at no charge if the resources are to be used for purposes of teaching or for purposes of research for which funding for necessary computing and communications resources is not provided.
5.2 technology resources for students
5.2.1 It is recommended that the University should strive to make such resources available to academic personnel at no charge if the resources are to be used for the purposes of teaching or for the purposes of research for which funding for necessary computing and communications resources is not provided.
5.2.2 The University will endeavour to treat as a high ongoing priority the facilitation of computing and communications resources for incidental student use.
5.3 Process for acquisition or development of academic technology oR infrastructure
The process in this section applies to academic technologies and buildings or facilities that have a direct impact on the University’s teaching and/or research mission (“Academic Technology of Infrastructure”), including matters related to classroom renovations and/or modernization.
Prior to acquiring significant multi-departmental Academic Technology or Instructure or undertaking substantial upgrades to such technology or infrastructure, the Provost and Vice-President shall:
a. consult with the academic users of the proposed technology or infrastructure to validate the need for and requirements of the technology of infrastructure and
b. seek recommendation from the Senate Committee on Information, Technology and Infrastructure and endorsement from Senate for the acquisition or development of the technology or infrastructure.
The decision to acquire or develop the technology or resource shall be made by the applicable approver under the University’s Procurement Policy, taking into consideration Senate’s position on the technology or resource.
(Senate 559, 691)
5.4 Classroom modernization
Senate is responsible through the Information Technology & Infrastructure Committee for academic policy related to classroom technology, classroom infrastructure, and classroom standards. This includes:
• Policy related to how classroom standards are defined and maintained at the University (e.g., how often they are reviewed and renewed based on industry trends);
• Policy oversight and strategic visioning for classroom standards, infrastructure and technology needs.
Administrative responsibility for these areas, including approval of any related spending and expenses, lies with the Provost & Vice-President, Academic. This responsibility will be carried out in a manner that is consultative, representative, and that balances the interests of the many stakeholders that make up the University.
6. Policy on Protecting Students as a Result of a Disruption of Academic Activities
The University recognizes that circumstances may occur that affect the operation of the University during an academic session and may have an impact on the ability of students to complete their academic requirements in that session.
The goals of this policy are to ensure the academic integrity of our programs, to ensure the fair and equitable treatment of students and to provide timely information to faculty, staff and students. The University will make reasonable effort to provide high quality education under the circumstances.
A Disruption is considered to have occurred when academic activities are substantially interrupted or impeded as a result of strikes, lockouts, demonstrations, natural disasters, or other like causes. The University administration bears the responsibility for determining whether a disruption has occurred, and its extent.
In determining whether an interruption or an impediment is substantial, the following factors shall be considered:
– the duration and point in the term or session in which the interruption occurred;
-the availability of physical and instructional resources;
-the impact on the attendance of students, instructors, and other necessary participants;
-the impact of timing and sequence of evaluations such as examinations, practical, assignments and presentations etc.;
-the degree to which the interruption is localized in physical space or limited to one or more departments or Faculties;
-the scope of the impact on the academic program as a whole
6.2 Providing Timely Information to Students
Changes to regularly scheduled academic activities and alterations to any course as outlined in the syllabus will be communicated in a timely manner to students, the respective students’ unions and other affected parties.
The University shall strive to inform all internal University stakeholders about ongoing developments with regard to a disruption where legally able, through a variety of media.
6.3 Protecting Students From Academic Penalty
Students who choose to not cross a legal picket line during a disruption shall not be penalized. Students are not absolved of the responsibility for completing their course requirements subject to the provisions of Sections 6.4 and 6.5.
6.4 Disruptions of Five or Fewer Working Days
Disruptions of academic activities of five or fewer working days will be governed by normal academic regulations approved by the Senate. Individual instructors are best able to determine what remedial action is required within the academic regulations to maintain the academic integrity of each course. Any remedial action shall include reasonable allowances for students who exercise their rights in accordance with 6.3. Reasonable allowances could include, but are not limited to, extension of deadlines, rescheduling make-up tests, modifying or deleting assignments, alternative access to course materials, and/or other special arrangements as appropriate for disruptions of up to five working days duration.
6.5 Disruptions of More than Five Working Days
Disruptions of academic activities of more than five working days’ duration shall be presumed to require modification to the teaching term and/or examination schedule. Immediately following the end of a disruption of academic activities of more than five working days, the Senate Governance Committee shall hold a special meeting to discuss the recommendations of the Provost and Vice President, Academic regarding remedial action for the maintenance of the academic programs of the University, including any extension to the academic term. Any remedial action shall include reasonable allowances for students who exercise their rights in accordance with 6.3. A special meeting of Senate shall then be convened, on the same day as the Governance Committee meets, to consider the recommendation of the Governance Committee. The five-day rule (FHB II: 7.1.3) will be automatically waived to ensure that Senate can consider any recommendations presented by the Governance Committee in a timely manner.
6.6 Extension of Course Withdrawal Deadline
In recognition that the quality of the learning experience received by students may suffer during a disruption, and in recognition that such a disruption may cause undue hardship upon students, academic deadlines for withdrawal from courses shall be appropriately adjusted following the conclusion of a disruption and appropriate recommendations concerning financial deadlines shall be made to the Board.
6.7 Student Appeals
The Senate Student Appeals Board, acknowledging that a disruption presents a unique set of circumstances, shall determine how to accommodate students who present an appeal.
6.8 Maintenance of Services
The University shall make every effort to maintain services, that are not directly impacted by the disruption for students, where reasonably possible to do so.
Senate 588, 605
6.9 Academic Grade Alternatives for Students During Disruptions
During disruptions of academic activities of more than five working days’ duration, in addition to modification to the teaching term and/or examination schedule, the Provost and Vice President, Academic may also recommend to Senate the enactment of Academic Grade Alternatives, whereby students will be permitted to request, upon the posting of final course grades, adjustment of grades by one of the following three options:
(i) Maintain the alpha/numeric grade assigned for the course, the default option; or
(ii) Replacement of numeric grade with designation of Credit/No Credit Grades During Disruption: in place of the alpha/numeric grade, a Credit During Disruption notation will appear on the transcript beside the course if the student achieves a passing grade (in accordance with the Faculty Handbook) or No Credit During Disruption if the student does not achieve a passing grade. In neither case will the final mark be included on the transcript, nor will the designation have any impact on the student’s academic average; or
(iii) Replacement of numeric grade with a special withdrawal code WDD – Withdrawal During Disruption: Regardless of whether the course is passed/not passed, the student will be permitted to withdraw from the course without academic penalty. The WDD designation will not have any impact on the student’s academic average.
After grades have been made official, students will have three (3) weeks to request an academic grade alternative from the Office of the Registrar. No adjustments will be considered after this time.
7.1 University Committee on Student Discipline
Recognizing that, under the terms of the University Act, non-academic discipline falls within the jurisdiction of the President (see FHB I: 3.1), Senate may recommend that a University Committee on Student Discipline be appointed.
8. Students Rights and Responsibilities
Senate recognizes that, balanced with academic freedom for faculty, are certain responsibilities and student rights. In their university careers, students have the right to expect that faculty will:
A. Discharge their instructional responsibilities with academic integrity.
B. Refrain from differential treatment of individual students on the basis of their actual or presumed membership in, or association with, some class or group of persons.
C. Avoid language and behaviour which in any way demonstrates acceptance of prejudicial stereotyping (e.g., among other things, sexist, racist and ageist language).
D. Evaluate student academic performance in a fair and reasonable manner, and by means of appropriate academic criteria.
E. Foster a free exchange of ideas between themselves and their students and allow students the freedom to take legitimate exception to the data, views or methods presented.
F. Comply with current University and/or departmental policies regarding student access to final examination scripts, student discipline (e.g., plagiarism, cheating on examinations), grade appeals and University policy regarding sexual harassment.
9. Policy on the Establishment and Review of Research Centres and Institutes
The establishment of Research Centres and Institutes assists research and teaching in a university in many ways. These structures encourage scholarly research and creativity among collectives of faculty, post-doctoral fellows, graduate students, librarians and other researchers that challenge traditional and established disciplinary boundaries. They magnify the impact and reach of research and creative activity, and may serve as sites of formal partnership between universities, and between Brock University researchers and community or industry partners. And they allow for an identity to be created through which individuals or teams may apply for internal or external research grants and contracts that will enhance the reputation of the University, provincially, nationally and internationally.
This policy governs how Research Centres and Institutes are created, approved, reviewed and, where appropriate, disbanded, as well as their reporting requirements.
Senate 494, 589, 676
9.2.1 Research Centre
Research Centres are Faculty-based collectives with a defined mission, created to explore areas of research and scholarship of importance to the collective and to the University. They may include faculty, postdoctoral fellows, graduate students, librarians, other researchers (including adjuncts appointed from each other research institutions), and members from beyond the University community. Research Centres are managed by an academic director with an advisory committee, and report to one or more Faculty Deans. They may choose to offer academic programs under the direction of the Faculty Dean(s), and in such cases faculty may be directly appointed to them.
Senate 589, 676
Institutes are research collectives, normally based in multiple Faculties, with a defined mission of strategic importance to the University. They may include faculty, postdoctoral fellows, graduate students, librarians, and other researchers (including adjuncts appointed from other research institutions), and members from beyond the University Community. Institutes are non-teaching units. Any academic programs affiliated with an Institute are housed in one of the academic Faculties with oversight by the Faculty Dean. Faculty are associated with Institutes but are not directly appointed to them. Institutes are administered by an academic director with an advisory committee and report to the Vice-President, Research.
Senate 589, 676
9.3.1 All new Research Centres and Institutes must be approved by Senate upon the recommendation of the Senate Research and Scholarship Policy Committee.
9.3.2 Research Centre
A proposal to establish a Research Centre is submitted to the Dean(s) of the Faculty or Faculties that will serve as its administrative home and, with decanal endorsement, following discussion with interested departments and programs, to the Senate Research and Scholarship Policy Committee for recommendation to Senate for approval. The creation of a Research Centre requires the approval of the Faculty Dean(s) of the Faculty involved. See FHB III, C. 9.4.1 I. below.
Senate 589, 676
A proposal to establish an Institute is submitted to the Vice-President, Research, and with their endorsement, following discussion with interested departments and programs, and the appropriate Deans, to the Senate Research and Scholarship Policy Committee for recommendation to Senate for approval. The creation of an Institute requires the approval of the Vice-President, Research. See FHB III, C. 9.4.1. I. below.
Senate 589, 676
9.4 Application Procedure
9.4.1 Required Documentation/Information for New Research Centres and Institutes
a. Completion of the Application for a New Research Centre or Institute (Self Study Document A). This application can be accessed on-line on the University Secretariat’s website.
Senate 589, 631, 676
9.4.2 Approval Mechanism
The Senate Research and Scholarship Policy Committee will normally forward to the Senate one of the following recommendations within 60 days of receipt of the proposal.
a. Full approval: normally for five years.
b. Probationary Approval: normally for a three-year period during which specific objectives or deficiencies must be met or arrangements finalized, as outlined by the Senate Research and Scholarship Policy Committee. In the annual report of the Research Centre/Institute, progress towards these objectives or arrangements or correction of deficiencies must be addressed. During the three-year probationary period, but after the first annual report has been filed, application for full approval (a subsequent 5 years) can be made.
c. The Senate Research and Scholarship Policy Committee will not forward to Senate a proposal for a Research Centre/Institute that, from the Committee’s perspective, does not meet the minimum requirements for approval or that requires substantial revision prior to reconsideration by the Committee. In arriving at such a decision, the Senate Research and Scholarship Policy Committee will have consulted with other Senate or University committees, as necessary.
d. Until the requisite approvals have been secured, references to planned Centres and Institutes (for example, in grant applications) should be clearly qualified as prospective or subject to Senate approval.
9.5 Review and Renewal
Research Centres and Institutes will produce a brief annual report for submission to the relevant Faculty Dean (for Research Centres) or the Vice-President, Research (for Institutes), using the Annual Report on Activities of Research Centres or Institutes template. This document can be accessed on-line on the University Secretariat’s website. Following discussion of the Report with the Director of the Centre/Institute, the relevant Dean(s) or Vice-President, Research is invited to consult with the Chair of the Senate Research and Scholarship Policy Committee, should the annual report raise concerns about the Centre/Institute’s operations or capacity to discharge its Senate-approved mandate.
Any reports required by external agencies/funders should be copied to the Vice-President, Research. Six months prior to the expiration of the term of approval, the Chair of the Senate Research and Scholarship Policy Committee shall invite a request for renewal and Parts I and II of the Report on Activities of Research Centres on Institutes from the Director of the Research Centre/Institute (accessed on-line on the University Secretariat’s website, www.brocku.ca/university-secretariat). After receiving these submissions, the Chair of the Senate Research and Scholarship Policy Committee shall consult as appropriate with Departmental Chairs, Program Directors, Faculty Deans and the Vice-President, Research, with respect to the operations and effectiveness of the Research Centre/Institute during its term and report to the Committee. Upon completing its review, the Senate Research and Scholarship Committee may recommend:
1. that the term of the Research Centre/Institute be extended for an additional three to five years; or
2. that the term of the Research Centre/Institute be extended for an additional three to five years subject to modifications recommended by the Senate Research and Scholarship Policy Committee.
3. that the Research Centre/Institute should be disbanded, in which case the Senate Research and Scholarship Policy Committee shall refer the matter to the Dean (in the case of a Research Centre) or the Vice-President, Research (in the case of an Institute).
Senate 589, 631, 651, 676
10. Postdoctoral Fellows
Brock University considers postdoctoral fellows (PDFs) to be valuable and integral part of the University community. The University aims to enhance the experience of PDFs while supporting their work and their future aspirations. Postdoctoral fellows are protected by, and are responsible for knowing and complying with, relevant University policies, as well as the policies of external agencies that may fund their fellowship. They will acknowledge their affiliation with the University in their publications and in other forms of dissemination of scholarly work that is wholly or partially undertaken during the tenure of their postdoctoral fellowship.
10.1 Definition of a Postdoctoral Fellow
The University defines a postdoctoral fellow as one who meets the following criteria:
i) At the commencement of the appointment, the appointee holds a PhD degree or equivalent (or has provided evidence of the successful completion of all PhD requirements);
ii) The appointment is temporary, typically 1-3 years, and not to exceed 3 years except by approval from the appropriate Dean and Vice-President, Research;
iii) The primary focus of the appointment is research or scholarship (although PDF’s may take on teaching duties);
iv) The appointee is formally confirmed in a university appointment through Human Resources.
v) The appointee works under a faculty supervisor in the University;
vi) Any intellectual property rights arising from any work created by a post-doctoral fellow will be subject to the terms set out in Section 3.C.4.1.
10.2 Appointment and Registration of Postdoctoral Fellows
Appointments of postdoctoral fellows are made by the Associate Vice-President, Research, following the submission of a recommendation from the Dean of the Faculty within which the host Department or Centre resides. Postdoctoral fellows are appointed in Institutes by the Vice-President, Research, at the recommendation of the Associate Vice-President, Research. This recommendation form is available online here: (LINK)
Registration must be renewed every year Supervisors are responsible for initiating the timely renewal of the PDF’s registration with their Dean, and for alerting the Dean to
any concerns regarding reappointment.
Upon registration, all postdoctoral fellows will have access to general University facilities and services offered to full-time graduate students. Those postdoctoral fellows who are employees of the University may have further services, benefits, or programs specified in the terms of their employment. Health Insurance programs are available at applicable rates, subject to citizenship status and funding source.
10.4 Financial Support and Benefits
It is understood that a PDF can receive financial support in various forms such as fellowships, research assistantships and part-time teaching. Each year, the University establishes an annual minimum total financial support required for a full-time PDF, taking into account current PDF financial supports offered through relevant major funding programs. In the case of a part-time appointment, the minimum required is calculated proportionally. Employment Insurance rules, including those relating to parental leave, apply if a PDF has been employed long enough to have acquired benefit status.
Senate 474, 699
11. Institutional Quality Assurance Processes (IQAP)
A continuous process of academic review is critical to the discharge of Senate’s responsibility in determining the educational policy for Brock and maintaining high academic and program standards. In this context, the University’s academic review policy is subject to the authority of Senate through its Academic Review Committee (ARC), a special committee of Senate responsible for the coordination, monitoring and implementation of all aspects of the Internal Quality Assurance Process (IQAP).
The processes by which existing academic programs are reviewed, modified, or discontinued and new programs introduced are outlined in the IQAP. The IQAP functions are dictated by the Quality Assurance Framework of the Council of Ontario Universities (COU). The Ontario Universities Council for Quality Assurance (the Quality Council) is the body charged by COU to approve the initial IQAP and oversee, coordinate and audit the quality assurance process within each Ontario University (see: http://www.oucqa.ca/). Any subsequent changes or revisions to the IQAP are subject to approval by Senate and the QC. Quality Council approval of new programs and the results of cyclical reviews of existing programs is required prior to any program submissions to the Ministry of Training, Colleges and Universities for funding. Brock’s IQAP will apply to the consideration of all graduate and undergraduate academic programs, including any offered jointly or in collaboration with other institutions.
The IQAP replaces:
-the previous internal system in place for the review of existing or introduction of new undergraduate programs, overseen and audited by the Undergraduate Program Review and Audit Committee of COU; and,
-the previous external system in place for the cyclical review of existing and introduction of new graduate programs, overseen by the Ontario Council on Graduate Studies (OCGS).
Senate 421, 444, 472, 490, 525, 550, 580,641
12. Process for Restructuring Academic Units
12.1 Process for Senate Review of Restructuring within the Library
Senate consultation regarding restructuring within the Library shall follow the Process for Senate Review of Restructuring within the Library. Senate 683
13. Accommodation of students on human rights grounds
13.1 Commitment to inclusion
The University is committed to fostering an inclusive environment that respects and supports all individuals. The University will accommodate any student who requires accommodation on the basis of any of the grounds provided for in the Ontario Human Rights Code, in accordance with its legal obligations and the provisions of this FHB.
The University’s “duty to accommodate” requires accommodation “up to the point of undue hardship”, which means that if accommodation is not granted, the University has a legal obligation to show that onerous conditions would result to the institution if the University was required to grant it. The Ontario Human Rights Code identifies three (3) factors that are to be considered in assessing whether a requested accommodation would cause undue hardship. These are: (1) cost, (2) availability of outside sources of funding, and (3) health and safety requirements. Undue hardship is considered in the context of the University, not on the basis of a particular program, department or faculty.
13.2 accommodations provided to students
13.2.1 Accommodation of students with disabilities
Policies regarding the accommodation of students experiencing functional limitations because of a documented disability, or an ongoing physical or mental health condition, have been developed in accordance with the Ontario Human Rights Code and Guidelines to ensure all students are fully included in the University experience. In accordance with the policy on Academic Accommodation for Students with Disabilities, the University is required to provide reasonable accommodation to students with disabilities up to the point of undue hardship.
13.2.2 Accommodation of students with incapacitating medical conditions
a) The University will consider the accommodation of students whose studies become interrupted, or who may be unable to complete academic work, due to an incapacitating medical condition. Medical conditions may include physical or mental health concerns unrelated to a documented disability. Support services are available through the Student Wellness and Accessibility Centre.
b) A student who seeks an accommodation for medical reasons must, as soon as practicable, inform their instructor(s) of their inability to complete their academic work. The student must submit a Medical Self-Declaration Form in situations involving an absence of three days or less, or a Medical Verification Form completed by a physician or health care professional in situations involving an absence of more than three days, to support their request for academic accommodation based on medical grounds. The University may, at its discretion, request more detailed documentation in certain cases.
If a student wishes to defer an examination for incapacitating medical reasons, the student must follow the process set out in FHB III:A.9.4.
13.2.3 Accommodation of students on religious grounds
(i) Brock University acknowledges the pluralistic nature of the undergraduate and graduate communities such that accommodations will be made for students who, by reason of religious obligation, must miss an examination, test, assignment deadline, laboratory or other compulsory academic event.
Students requesting academic accommodation on the basis of religious obligation should make a formal, written request to their instructor(s) for alternative dates and/or means of satisfying requirements. Such requests should be made during the first two weeks of any given academic term, or as soon as possible after a need for accommodation is known to exist (i.e., posting of the examination schedule), but in no case later than the second-last week of classes in that term.
(ii) When a student’s presence is required prior to the date on which classes begin, any student who cannot meet this expectation of attendance for reasons of religious obligation should notify the Registrar, in advance.
(iii) Accommodation is to be worked out directly and on an individual basis between the student and the instructor(s) involved. Instructors will make accommodation in a way that avoids academic disadvantage to the student. The type of accommodation provided will vary depending on the nature, weight and timing of the work for which accommodation is sought.
(iv) A current list of major religious days of observation will be posted on the University Registrar’s web page.
13.2.4 Accommodations and supports for those affected by sexual violence
The University will accommodate and provide supports to students whose work or learning environment has been affected by sexual violence. Please refer to the Brock Sexual Assault and Harassment Policy.
13.2.5 Accommodations for individuals who experience discrimination and harassment
The University will accommodate and provide supports to students whose work or learning environment has been affected by discrimination or harassment. Please refer to the Respectful Work and Learning Environment Policy (RWLEP).
13.3 Required wording for course syllabi
In order to make students aware of the supports and accommodations available to them, all chairs and directors must ensure that instructors include the appropriate accommodation information in their course syllabi. A standardized course syllabus template, with required wording and current contact information, will be provided by the Office of the Provost and Vice-President, Academic at https://brocku.ca/vp- academic/forms-and-other-resources/
14. Accommodation for student activities
(i) Brock University recognizes the substantial benefits, both to the individual and for the University, that result from a student participating in activities beyond the classroom experience that increase the reputation of the University. For example, activities such as academic and/or athletic involvement in conferences, performances or competitions at the provincial, national and/or international level both increase the reputation of the University and enhance the experiential learning for the student.
(ii) Students requesting academic accommodation on the basis of institutional reputation should submit a formal, written request with supportive documentation to their instructor(s) prior to their activity using the “Accommodation Application for Approved Student Activity” form. Such requests should be made during the first two weeks of any given academic term, or as soon as possible after a need for accommodation is known to exist (e.g., advancing to competition finals, posting of an examination schedule), but in no case later than the second-last week of classes in that term. Accommodation is to be addressed on an individual basis between the student and the instructor(s) involved. Instructors will make accommodation in a way that avoids academic disadvantage to the student. The type of accommodation granted will vary depending on the nature, weight, and timing of the work for which accommodation is sought. Accommodation may involve rescheduling of academic deadlines or providing alternative means of assessment.
(iii) In cases of unresolved dispute between the student and the instructor, the decision may be appealed, first to the Department Chair or Director of the unit offering the course and thereafter to the Dean of the Faculty offering the course. If the student is not satisfied with the decision of the Dean, the student may then appeal to the Senate Student Appeals Committee.
15. program review and discontinuation
15.1 undergraduate and master’s degree program viability review
15.1.1 Every year, the Provost & Vice-President, Academic or the Vice-Provost & Associate Vice-President, Academic shall bring to the Undergraduate Program Committee (UPC) a report identifying those undergraduate programs that have had 20 or fewer headcount enrolments (including co-majors, full-time and part-time students) for three successive years, and to the Senate Graduate Studies Committee (SGSC) a report identifying those graduate programs that have had 8 or fewer headcount (i.e., full-time and part-time) enrolments for three successive years. This calculation shall commence with the November 1, 2017 enrolment report. These programs shall be considered eligible to undergo an internal review to determine viability.
Following the presentation of the report, as well as discussions with the relevant Deans and/or Department Chairs and/or Centre Directors or Graduate Program Directors, UPC or SGSC shall determine which of the programs identified in the report shall be recommended to Senate to undergo the review. In addition to enrolment viability, UPC and SGSC will consider consistency with the University’s academic priorities, changing disciplinary landscape, student demand, adequacy of the applicant pool, societal need for program graduates, and an assessment of the measures taken to improve enrolment. Programs identified for review by Senate shall begin a two-year probationary period.
The Provost & Vice-President, Academic shall report the list of programs identified for probationary status to the relevant Deans. The relevant Deans, working in collaboration with the Chair and faculty members of the academic unit(s) housing the program, will then be asked to report back to UPC or SGSC before the end of the academic year with a two-year plan to address the challenges identified by UPC. UPC or SGSC will provide feedback as it sees fit and the plan shall be revised accordingly prior to implementation.
Following the end of the two-year probationary period, the relevant Dean shall work in collaboration with the Chair/Centre Director or Graduate Program Director and faculty members of the academic units(s) housing the program to prepare a brief progress report on the implementation of the two-year plan. This plan shall be presented to UPC or SGSC, which shall evaluate the progress made in achieving the objectives outlined in the plan. Recommendations will follow either a) to discontinue the programs; or b) that the program continue to operate.
UPC or SGSC shall consider the evidence presented and recommend to the Provost & Vice-President, Academic a list of undergraduate and graduate programs that should be discontinued. The Provost & Vice-President, Academic shall make a recommendation to ARC on the programs to be discontinued.
If ARC and Senate approve a recommendation to discontinue the program, the program will submit a termination plan to ARC (IQAP 6.1).
Senate 680, 694
15.1.2 A given program shall undergo review no more than once every three years.
Senate 680, 688, 694
15.1.3 Programs that receive a rating of non-viable as a result of a cyclical academic review process will also be subjected to a viability review following Senate’s approval of the Final Assessment Report, unless the Unit has already indicated that it intends to proceed with discontinuation in its response to the review.
15.1.4 This measure of program viability will not apply to new programs that have yet to reach a steady state of enrolment (achieved when the number of admission cycles equal years of program length) nor to new programs that have yet to undergo an initial cyclical program review.
15.1.5 Programs scheduled to complete a cyclical review before the end of the following academic year shall not be eligible for the internal viability review process. In such cases, program viability will instead be identified as a consideration for the external reviewers.
15.1.6 A Request for Program Discontinuation can be submitted at any time to ARC as per Section 6.0 of the IQAP (FHB III.C.11).
15.1.7 All recommendations for program discontinuation must be approved by Senate
Senate 660, 694
15.1.8 Certificates and micro-certificates shall be excluded from the program viability review process.
Senate 688, 694
16. Creation of New Academic Units
The creation of academic units de novo shall follow the Procedures for Establishing New Academic Units. For the purposes of this process, the term “Academic Unit” means an academic department, centre, or institute, and does not include a Faculty, School or College or research centres or institutes. The type of unit being established (Department, Centre, Institute) should be aligned with the Academic Organizational Nomenclature in FHB Section 3 A 6.3.
17.1 types of appeals
17.1.1 Appealable decisions
The Board has authority to hear appeals from decisions relating to:
a. Program or degree requirements or deadlines;
b. Final grades;
c. Registration status decisions of the Registrar or Dean (e.g. backdated withdrawals, retroactive registrations); and
d. Academic integrity findings and outcomes imposed under the Academic Integrity Policy;
e. Accommodation of student activities under Faculty Handbook 3:C.14; and
f. Other academic decisions relating to an individual student.
17.1.2 Applications for special consideration
The Board has authority to hear applications for special consideration relating to the following categories of academic standing:
a. Academic probation
b. Academic suspension
c. Academic debarment
For the purposes of these procedures, applications for special consideration will be treated as appeals, unless the procedures specify otherwise.
17.1.3 Prerequistes for hearing appeals
The Board has no jurisdiction to hear an appeal if the student has not followed the appeals process applicable to the decision being appealed, as set out in Appendix 1.
17.1.4 Eligibility to bring an appeal
Appeals may only be brought by Brock students and must be brought prior to graduation.
17.2 grounds for appeal
17.2.1 Valid appeal grounds
The Board will only hear appeals on the following grounds:
a. Health – a health condition which seriously impairs a student’s ability to meet academic obligations;
b. Compassionate – events or circumstances beyond the control of a student which seriously impair the student’s ability to meet academic obligations;
c. Bias – a reasonable apprehension of bias on the part of the decision maker;
d. Procedural error – an error in following the procedures under this Policy or another applicable University policy that substantially affected the decision or outcome; or
e. Course management – a failure by the instructor or a university administrator to follow academic policies and regulations and/or the applicable course syllabus.
17.2.2 Invalid grounds
a. Ignorance: Ignorance of policies, requirements and prescribed timelines is not a valid ground of appeal and will not be considered by the Board in assessing an appeal.
b. New information: Students who wish to appeal a decision on the basis that new information has emerged that was not available at the date of the original decision should first seek a reconsideration of the decision by the original decision maker.
17.3 appeal process
17.3.1 Submission of appeals
Appeals must be submitted to the Office of the Registrar using the appeal forms available on the Registrar’s website. All appeals shall include:
a. Details of the decision being appealed;
b. Grounds upon which the appeal is made;
c. Summary of evidence in support of these grounds and any required documentation; and
d. Outcome being requested.
17.3.2 Appeal documentation
Appeals must include all the required information and documentation indicated on the appeal form. The Board may request additional documentation prior to considering an appeal.
17.3.3 Deadlines for appeal
Appeals must be submitted by the deadlines set out in Appendix 1 and may only be waived by the Board Chair and Vice-Chair where a student has been unable to comply with a deadline due to human rights grounds and it has been determined that the University’s duty to accommodate warrants that the deadline be waived.
17.3.4 Form of hearing
a. Standard form of hearing: All appeals will be heard in writing (i.e. through a review of written submissions) unless:
i. upon review of the written materials, the Board determines that an oral hearing is necessary in order to decide on the appeal, in which case the student will be invited to attend an oral hearing; or
ii. a student has requested an oral hearing and the Board Chair and Vice-Chair have determined that an oral hearing is necessary. Circumstances which may support an oral hearing include where there is inconsistent documentary evidence which requires clarification or substantive competing claims which require an assessment of credibility.
b. Location of hearing: Oral hearings may be heard in person or online using remote video conferencing solutions, as determined by the Chair and Vice-Chair of the Board, provided that in each case every participant in the hearing abides by confidentiality safeguards to protect the privacy of the hearing, including: (a) all participants must be in a private location where the proceedings cannot be overheard; (b) no participant may record the hearing; (c) the Chair will remind all participants of the confidentiality of the hearing at the outset of the hearing; (d) all participants must be visible when speaking, unless technology limitations make participation by video impossible; and (e) participants must ensure that the functions of the online video conferencing solution are not used in a way which would breach the confidentiality of the proceedings.
17.3.5 Dismissal of appeals without hearing
Appeals submitted to the Registrar’s Office will be dismissed by Registrar without a hearing when:
a. The appeal does not fall within the jurisdiction of the Board (i.e. is not an appealable decision or petition listed in sections 1.1 and 1.2 above);
b. The appeal does not assert any eligible grounds for appeal (as set out in section 1.1 above);
c. The appeal is not in the prescribed form or does not include the required documentation (as set out in section 2.1 and 2.2 above);
d. The appeal was not submitted in accordance with the timelines required (as set out in section 2.3 above) and no waiver of the timelines has been granted; or
e. The outcome sought is not within the power of the Board (as set out in section 5.1 below).
17.3.6 Withdrawal of appeals
A student may withdraw an appeal at any point in the appeal process.
17.3.7 Appeals materials
These provisions apply to all appeals but do not apply to applications for special consideration, for which there is no applicable decision maker.
a. Responding materials: Once an appeal has been accepted for consideration by the Board, the Board Secretary will notify the applicable decision maker of the appeal and provide to them a copy of the appeal submitted by the student. The Board Secretary will request from the decision maker any additional documentation that was considered by decision maker not included in the student appeal package, as well as the text of decision being appealed, and any response to the appeal which the decision maker wishes to provide to the Board. The decision maker will be provided with 5 business days to submit the materials.
b. Reply: The Board Secretary will provide the responding materials of the decision maker, if submitted, to the student, who will be provided with 5 business days to submit a written reply to their response.
c. Access to appeal materials: All materials submitted to the Board by the decision maker will be provided to the student and all materials submitted by the student will be provided to the decision maker. All parties will be advised of the necessity of keeping all appeal materials confidential and secure and only using the information disclosed as part of an appeal for the purposes of the appeal.
17.3.8 Convening of appeal hearing:
Following receipt of the responding materials, the appeal will be set down for hearing at the next regularly scheduled meeting of the Board, or at a special meeting of the Board where the Board Chair and Vice-Chair determines a special meeting is necessary.
17.3.9 Combining appeals
At the discretion of the Chair and Vice-Chair of the Board appeals from a student involving multiple decisions may be combined into one hearing.
17.3.10 Reasonable apprehension of bias
a. Definition of Reasonable Apprehension of Bias: A Reasonable Apprehension of Bias exists when a reasonably informed person viewing the matter realistically and having thought the matter through would reasonably conclude that a Board member is biased. Examples of circumstances which could create a reasonable apprehension of bias include but are not limited to:
i. A close personal relationship between the Board member and a participant in the appeal (close personal relationship means being a member of the participant’s immediate or extended family, such as their parent, guardian, partner, sibling, aunt, uncle, cousin, or in-law);
ii. Board member engagement in activities (academic work, research projects, teaching programs, employment, etc.) with a participant in the appeal as a supervisor, manager, or position of authority;
iii. Prior involvement by a Board member in the decision being appealed (whether as a party or witness to it).
b. Board members have a responsibility to refrain from participating in any appeal in which a reasonable apprehension of bias exists. A Board member must declare any actual bias or any reasonable apprehension of bias at the earliest possible opportunity upon becoming aware of the participants to an appeal, and no later than at the appeal hearing. Board members must recuse themselves where there is an actual or reasonable apprehension of bias.
c. Either the Student and/or the decision maker may raise an objection to the involvement of a Board member where they believe there is a reasonable apprehension of bias and Board will decide by majority vote whether to require the member to recuse themselves from the hearing. A Board member may not vote on the question of their recusal but may make a statement to the Board prior to the vote.
17.3.11 Competency of Board members
Prior to considering any appeal, all Board members will be trained on unconscious bias and procedural fairness as well as the responsibilities of Board members.
17.3.12 Burden of proof
In submitting an appeal or petition, the onus is on the student to establish that the appeal should be upheld.
17.3.13 Standard of proof
When a student’s appeal or petition is based on grounds of appeal that involve findings of fact, the standard of proof to be applied by the Board is whether it is more likely than not that the facts are as alleged.
17.3.14 Prior decisions
Each appeal will be heard on its own merits. Previous decisions of the Board may be considered by the Board but do not bind the Board.
Decisions of the Board are final and may not be appealed to any other university decision maker, body or committee.
The official record of an appeal will comprise: (a) the documentation submitted by the parties; and (b) the notice of decision and the statement of reasons. Records will be retained by the Registrar in accordance with the applicable records retention schedule.
17.3.17 Procedural decisions of Board Chair and Vice-Chair
All decisions of the Board Chair and Vice-Chair under these Procedures will be reported to the Appeals Board. Where the Chair and Vice-Chair are unable to reach agreement, the decision will be referred to the Appeals Board.
17.4 oral hearing procedures
a. Both the student and the decision maker will be given at least 2 weeks’ notice of an oral hearing, unless both agree to an earlier hearing date.
b. The student must confirm their intention to attend the hearing by no later than 1 week before the hearing date. If the student does not confirm their intention to attend, the hearing will proceed in writing, unless the Board decides that an oral hearing must be held.
c. Either the student or the decision maker may request postponement of the hearing. Any such request will be considered by the Board Chair and Vice-Chair who may approve it if there will be no undue prejudice to the other participants in the appeal.
A student may be accompanied by and/or represented at the hearing by a support person or other representative of their choice. The decision maker may appoint a designate to attend and represent them at the hearing.
17.4.3 Other participants
The Board may request that an individual whom the Board reasonably considers may have information relevant to the appeal attend an appeal to provide information to the Board.
All hearings are closed to the public and all hearing deliberations will be held in camera.
17.4.5 Order of proceedings
Hearings shall follow the following order of proceedings, unless the Chair determines that procedural fairness requires a different order of proceedings:
a. Introductions and instructions by Chair;
b. Presentation of student’s case;
c. Appellant witnesses (where applicable);
d. Presentation of decision maker’s case;
e. Questioning of the decision maker by the student (if requested) and questioning of the participants by the Board;
f. Closing arguments by decision maker; and
g. Closing arguments by student.
17.4.6 Recess or adjournment
The Board Chair may recess or adjourn a hearing at the request of the student or at any point if it is deemed necessary to ensure a fair hearing.
17.4.7 Deliberation and decision
Following the hearing, the Board will retire to deliberate in camera and will make its decision by majority vote.
17.5.1 Potential outcomes
The Board has the authority to:
a. Deny the appeal;
b. Grant the appeal;
c. Grant the appeal and refer the matter back to the decision maker with guidance;
d. Grant or deny the appeal in part subject to conditions; or
e. Defer the appeal pending submission of further documentation.
Where an appeal is granted, the Board may modify or substitute any penalty, sanction, or outcome that could have been given by the decision maker at first instance or by any level of appeal, subject to section 5.3 below, which may include but is not limited to:
a. requiring alternate arrangements such as extension of a deadline for an assignment;
b. re-weighting of an exam or assignment because of missed work;
c. granting permission to continue on probationary status;
d. allowing opportunity for re-examination or reassessment (by the original grader or an alternative grader);
e. setting aside or adjust a ruling at a previous level that academic misconduct occurred or adjusting the severity of a sanction imposed for academic misconduct.
f. Assigning a grade of NW (Not Withdrawn).
Where an appeal is granted and the determination of the Board could be relevant to other students, the Board may provide guidance to the decision maker to promote equitable outcomes for all affected students.
The Board may not:
a. award a numerical grade;
b. grant any penalty, sanction or outcome which is demonstrably more punitive than the penalty, outcome, or sanction that is being appealed; or
c. require any actions contrary to a university policy or collective agreement.
17.5.4 Notification of decision and reasons
Notice of decision will be provided to the student and decision maker (and in the case of graduate students, the Graduate Program Director) within 5 business days of the hearing and a brief written statement of reasons will be provided to the student and decision maker (and in the case of graduate students, the Graduate Program Director) within 15 business days of the hearing.