Policies and procedures for international students

Intensive Program Package courses are not available for auditing.

Students are permitted to repeat non-degree courses and a fee will apply. The last grade will stand as their recorded grade. Course repeats are subject to course offering and space availability. Please contact the Program Coordinator for more information on repeating courses.

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, Academic Language Support and Industry Experience).

The final exam date for each course is posted in the course schedule. You may see that an exam conflicts with an upcoming event. Valid exam conflicts include:

• Participation in an inter-university, provincial, inter-provincial, national or an international athletic event
• Participation in an inter-university, provincial, inter-provincial, national or international scholastic event
• Religious obligations as per interfaith calendar (PDF)
• A known medical condition

Travel plans are not an acceptable reason to miss an exam.

If you face one of these valid exam conflicts, you can apply to defer your exam. You must file your deferral request 20 working days prior to the date of the scheduled exam. Requests for deferred examinations must be made to your Program Coordinator.

Deferred examinations will normally take place within 30 working days from the end of the examination series from which the examination was deferred. Writing a make-up test at your convenience may not be an option. Please note that students must remain available until all exam and test obligations have been fulfilled.

If you become ill during the course of an examination and you are unable to continue, you must report at once to the chief invigilator, submit the examination and indicate either that you wish to submit your examination as: (1) completed; or (2) not completed and with the right to request a deferred examination.

Only students who do not complete the examination and who notify the chief invigilator of the reason they cannot complete the examination shall be eligible to apply for a deferred examination. Please contact your Program Coordinator for more information.

Documentation verifying your illness may be required.

If a student misses a final examination for medical, compassionate or religious reasons, they may be granted a deferred examination.

The final exam date for each course is posted in the course schedule. You may see that an exam conflicts with an upcoming event. Valid exam conflicts include:

• Participation in an inter-university, provincial, inter-provincial, national or international athletic event
• Participation in an inter-university, provincial, inter-provincial, national or international scholastic event
• Religious obligations as per interfaith calendar (PDF)
• A known medical condition

Travel plans are not an acceptable reason to miss an exam.

If you face one of these valid exam conflicts, you can apply to defer your exam. You must file your deferral request 20 working days prior to the date of the scheduled exam. Requests for deferred examinations are made to the Program Coordinator.

Deferred examinations will normally take place within 30 working days from the end of the examination series from which the examination was deferred. Writing a make-up test at your convenience may not be an option. Please note that you must remain available until all exam and test obligations have been fulfilled.

If you miss a final examination for medical or compassionate reasons, you may be granted a deferred examination. Applications for a deferred examination after the examination has been missed must be filed within 48 hours of the date of the missed examination. The application for a deferred examination must be submitted to your Program Coordinator. A medical certificate or other appropriate documentation may be required.

You must submit the request for a Deferred Exam Form (PDF) to the Program Coordinator.

You will be informed of the time and place of the new exam (instructors will create a new set of exam questions for these students).

Once the exam has been completed the instructors will mark and calculate the final grade. A Change of Grade form will be completed at this time if an incomplete final grade has been posted to Aurora.

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

• Final Grade appeals must be made within 15 working days of the first day of classes for the subsequent consecutive term.
• 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. The Instructor may provide valuable feedback on the assigned grade. This may result in a change in grade.
• If no resolution is found then formal final grade appeal must be filed with Extended Education Student Services. An application fee of $50 will apply; the fee is refundable for any final grade that is changed; it should be noted that final grades cannot be lowered.
• Required documentation:
  • Completed Extended Education Final Grade Appeals Form (PDF) including a rationale that must be provided with the appeal to identify issues such as error(s) in mark tabulation or other procedural irregularities in assigning the final grade
  • A Cover Letter outlining concerns related to the appeal
  • Proof of payment

Incomplete submissions will not be considered.

You can expect to receive the decision within 10 business days after submission of a completed Extended Education Final Grade Appeal form, proof of payment, and a cover letter outlining concerns related to the appeal.

Course extensions for term work may be granted at the discretion of the Program Coordinator. As grades must be entered into Banner, a grade of “F I” will be entered until a grade change is authorized.

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 Program Coordinator for approval. This does not apply to Final Exams (see Deferred Exams).

Extended Education will charge a non-refundable and non-transferable program application fee. The application fee may be waived at the discretion of the Dean’s Office.

• Application Fee – International Students $300
• Conditional Acceptance Application Fee $475

Applicants to UM Extended Education may be accepted into the Intensive Program Packages on the condition that they complete Level 5 of the English Language Centre’s Intensive Academic English Program first.

Those who do not meet English Language Proficiency requirements (IETLS (academic) 6.5 overall) and have at least an IETLS of 5.5 or equivalent, could apply as conditional admission students. Conditional pathway students who successfully complete the Academic English Program for University and College Entrance (AEPUCE)/Level 5 of the Intensive Academic English (IAEP) at the English language Centre (ELC), meet the English language proficiency requirements for the intensive program packages.

See English Language Centre’s Intensive Academic English Program/AEPUCE

Refund policy

Refund deadline

In order to get a refund, the deadline for withdrawing from the program is two weeks before the program start date. 

How to get a refund

To qualify for a refund of your tuition and health insurance fees (minus the non-refundable tuition deposit and application fee), you must inform either extended@umanitoba.ca or the Admissions Officer about your decision to withdraw at least two weeks before the program's start date.

If you notify us of your withdrawal less than two weeks before the program starts, full tuition fees will not be refunded.

The application fee and the $2,000 deposit are non-refundable and non-transferable. 

If your visa is declined

If your visa application to study in Canada is declined and you provide official documentation from the Canadian government confirming this, you may be eligible for a refund of both the deposit and tuition fees.

Please ensure you meet these conditions to be eligible for the refund of your deposit and tuition fees in the event of a declined visa application:

• To qualify for the refund, you must notify us about the declined study permit application at least 2 weeks before the program's start date.
• The official documentation indicating the declined study permit from the Canadian Government must be provided within 4 weeks from the date it was declined in order to process your refund.

The refund of the $2,000 deposit will only be initiated after we receive the formal documentation confirming the visa refusal.

Authorized withdrawals

Authorized Withdrawals (AW) can be requested for medical or compassionate reasons after the classes’ scheduled start date. An Authorized Withdrawal Form must be submitted to Student Services or Program Coordinator and approved by the Dean’s Office. Supporting documentation may be required.

Authorized Withdrawals are not concurrent with fee refunds. Refund requests must be submitted separately and will be considered by the Dean’s Office based on medical or compassionate grounds. Supporting documentation may be required. A student advocate is available to help students with this process and answer questions.

To request an Authorized Withdrawal, please contact Student Services at extended@umanitoba.ca.

Find a Student Advocate

Policy

Deferrals of admission are only considered on a case-by-case basis for compelling circumstances and must be approved by Extended Education. If approved, the deferral will be granted for the following term. 

Deferral requests must be supported with official documentation and be outside of the student’s control. Examples of reasons a deferral may be granted include the following:

• illness
• court appearances
• bereavement
• significant extenuating personal circumstances
• visa permit processing delays

For deferral requests related to visa permit processing delays, supporting official documents and proof that the visa application was submitted in a timely manner are required for consideration.

Financial constraints and changes in personal plans, including employment or attending another educational institution or program will not be considered as valid circumstances for a deferral. Applicants who have missed the tuition payment and course registration deadlines will also not qualify for a deferral.

In order to qualify for a deferral, tuition fees must have been paid in full. If a deferral is approved, all tuition fees will be held and applied to the following program registration. As tuition fees can change, the student is responsible for any additional fees applicable for the following session.

An applicant’s first deferral is free. For a second deferral, you will be charged a fee of $300. A maximum of two deferrals may be granted per applicant. If an applicant needs a subsequent deferral, they will be required to reapply to the program and pay all applicable fees. Deferral decisions are final and no appeals will be accepted.

The deadline to apply for a deferral is 6 weeks before the start of classes. Decisions on deferrals will be made within 15 business days. Deferral approvals are at Extended Education’s discretion and are not guaranteed. If a deferral is not approved, the student will be issued a refund of the applicable tuition fees according to Extended Education’s refund policy. 

How to request a deferral

1. Accept your Letter of Admission by the deadline stated on the offer.
2. Meet all conditions* outlined on your Letter of Admission, including tuition payment, by the deadline specified on that letter. 
   * Not including attending the English Language Centre as a condition of meeting English proficiency requirements as this program may also be deferred.
3. Request a Deferral of Admission. On the form, you'll be asked to explain your reasons for requesting the deferral and to summarize the actions you will take to ensure you are able to attend the following term.
   Get Deferral of Admission form (PDF)
4. If your English language proficiency score expires before the proposed date of study, you must provide a new English language proficiency test score with your deferral request form.