Policies and procedures for domestic students

Unless otherwise stated, students withdrawing from a course during the posted registration/revision period (the time period during which you can register for courses and/or drop courses and receive a tuition refund) will be eligible for a tuition refund. Withdrawals during this period will not be recorded on official transcripts.

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

Students cannot withdraw from a course after the VW date without academic penalty. A Fail Grade (F) will appear on the student record.

Withdrawals from courses after the Voluntary Withdrawal date has passed may be granted by the Student Advisor on compassionate or medical grounds. Supporting documentation is required. Normally dropping after the withdrawal end date will result in a “Fail”, but students may apply for an “Authorized” withdrawal (AW) on compassionate or medical grounds.

To request an “Authorized” withdrawal, please contact Student Services at extended@umanitoba.ca.

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

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

Students are permitted to repeat non-degree courses within Extended Education. The last grade will stand as their recorded grade. While registration will restrict their selection initially, the student can approach their Student Advisor to have the restriction removed for the next term. This restriction is in place to allow the Student Advisor an opportunity to check in with the student on the reason for the repeating the course.

Prerequisite Overrides

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

Capacity Overrides

Requests for capacity overrides must be approved by the Student Advisor. The student may encounter restrictions while selecting courses each term. Capacity restrictions ensure that a class does not exceed the number of planned seats for the scheduled facilities. If a restriction blocks the student from continuing to register, they should contact their Student Advisor. These restrictions may be lifted under some circumstances and Extended Education may provide an additional section of the course.

Term work returned or made available to students before the last day of classes is subject to the policies and procedures established by the academic unit. As outlined in the final grade procedure document, your first recourse is to speak to your instructor if you disagree with a grade. Ideally you can resolve your disagreement without a formal appeal.

If you've spoken to the instructor and still wish to formally appeal your grade, you must do so within 10 days of receiving your grade.

The fee of $50, per appealed term work grade, will be refunded for any grade that is changed as a result of the appeal. Full instructions are found on the appeal form. You must fill out the Term work appeal form and initiate it through your departmental office.

Term Work Grade Appeals Form (PDF)

Prior to submitting a formal appeal, students are encouraged to meet with their course instructor and/or program coordinator to seek resolution on the matter. With their feedback, this may result in a change in grade.

If no resolution is found, then a formal final grade appeal must be filed with Extended Education. An application fee will apply. For any final grade that is changed, the fee will be refunded. Final grade appeals will not result in a lower grade.

Required documentation (incomplete submissions will not be considered):

• Completed Extended Education Final Grade Appeals Form.
• Rationale that identifies issues such as error(s) in mark tabulation or other procedural irregularities in assigning the final grade
• Cover letter outlining concerns related to the appeal.
• Final Grade appeals must be made within 15 working days of the first day of classes for the subsequent term.

Final Grade Appeals Form (PDF)

Transfer credit requests, based on official academic history—the record of courses completed at a post-secondary institution (may also include information such as credit transfers, GPA, final grades, repeated courses, etc.), are considered on a course equivalency basis and assigned a University of Manitoba equivalency where possible. In cases where a direct equivalent does not exist, students may receive general (unallocated approved elective credit based on prior learning that is not considered equivalent to specific courses, but that still meets the learning outcomes of a program) elective credit or program hours.

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

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

Transfer credit policies do not apply for students seeking admission to one of the 12-month Intensive Program Packages (consisting of a Certificate and Letter of Accomplishment).

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

Completed Transfer Course Credit form

An official/original grade transcript including the course(s) under consideration for credit. For CED courses, a student report will suffice.

A course outline for the course(s) completed. It must include the contact hours and/or course objectives, textbook and materials required and the method of student evaluation.

Complete a Transfer Course Credit form (PDF)

Substitutes

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

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

Complete a Request for Course Credit Form

Challenge for Credit

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

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

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

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

1. Challenge for Credit

   The student will apply in writing for a Challenge for Credit to the Student Advisor responsible for the program in which the student is registered. The request must be supported by a clear rational backed up by appropriate documents (e.g., transcripts or certificates showing related studies, work experience). Fees: A non-refundable application fee as well as a portion of the assessed tuition fee. A fee based on the cost of the full course tuition must accompany the student’s written request.

2. Credit based on Seminar Studies

   The student must submit a letter to the Academic Advisor and receive preliminary approval for Credit for Seminar Study at least two weeks prior to the start of the seminar. The student’s letter should include: Title of seminar, workshop, or course Instructor/facilitator information, name of sponsoring institution, description of the course and copy of brochure/advertising if available, number of credits or contact hours of the seminar A non-refundable challenge fee, A statement of learning objectives for attending the seminar (including how this seminar is expected to further the student’s learning related to the certificate program), and fees: A fee assessed based upon the number of credits the student is applying for (up to 20 or 20 and above)

3. Prior Learning Assessment

   The student may discuss past work experience or training with the student administrator to determine whether they have any prior learning which leans itself to meet the learning outcomes of any of the courses within their program. This prior learning may contribute towards the meeting of requirements of a credit or unallocated (approved elective credit based on prior learning that is not considered equivalent to specific courses, but that still meets the learning outcomes of a program) credit (elective).
   The discussion with the student advisor will help the student determine whether the prior learning or transfer of credits is a more appropriate route to RPL (Recognition of Prior Learning).

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

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

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

   The student will meet as often as necessary with the instructor to determine how they will match their knowledge and skills against the outcomes of the course or program.

   The student may need to complete any gaps in learning as identified by the instructor during the assessments together.
   
   Fees: An initial assessment fee following by the remaining (full) fee if the student decides to proceed.