The Academic Procedures which follow are the general procedures of Durham College. Individual programs and subjects may vary depending on such factors as requirements of external agencies and governing bodies and the learning requirements of specific programs or subjects. Where such variations occur, they must be approved by the program dean or designate and will be provided to students in writing.
Colleague/staff: Refers to any individual employed by the institution. Student: Refers to any individual who has contracted with Durham college for educational or training services. Full-time student: Refers to those students taking seventy (70) per cent or more of the hours or sixty-six (66) and two-thirds (2/3) per cent or more of the subjects in a program in a given semester. Each program will define the actual number of subjects required to complete a certificate or diploma. Credit subjects are offered in the post-secondary schools of the College, including the Continuing Education Department. Part-time student: Refers to those students taking less than seventy (70) per cent of the hours of a program or less than sixty-six (66) and two-thirds (2/3) per cent of the subjects in a program in a given semester. Nonstandard student: Refers to any student taking a full course load of subjects through an individualized program of study. Audit student: Refers to any student taking a subject or subjects without formal student evaluation as described in the subject outline. International student: Refers to any student who requires a study permit and is required to pay international (enhanced) fees. International students must maintain full-time student status. Equivalent subject: Refers to any subject, which upon review, has an eighty (80) per cent or higher match in subject content, outcomes and hours, to a Durham College subject. Student success: Refers to the partnership between the College and an individual student along with the action/support required for the student to achieve his or her goals. KPIs: Refers to Key Performance Indicators, mandated and measured by the Ministry of Training, Colleges and Universities. There are five KPIs: student satisfaction, graduate satisfaction, employer satisfaction, graduate employment and graduation rate College days: Days in which the college offices and departments are open. Any day in which the college operations close down before 4 p.m. for weather or other unexpected conditions will not count as a college day.
All students whether full or part-time are subject to, and must abide by the academic procedures as stated below. If variations occur, students will be notified in writing via subject and program materials.
Students should first consult program faculty if they have a question about the meaning or application of any subject or program policy or procedure. Further inquiries should be directed to the student liaison and then the program dean or designate.
Part-time students are those taking less than seventy (70) per cent of the hours of a program or less than sixty-six (66) and two-thirds (2/3) per cent of the subjects in a program in a given semester.
Part-time students who are pursuing a diploma/certificate are responsible for consulting with the program dean or designate to ensure that they are making subject selections appropriate to their educational and career goals.
Nonstandard and part-time students may be required to submit documentation to demonstrate that they meet the admission requirements, at the discretion of the program dean or designate.
Students may register as "audit students" in credit subjects, space permitting, with the program dean's or designate's approval.
Students must declare themselves as "audit students" at the time of registration and are required to pay full subject or program tuition fees. All college policies and procedures apply to audit students. For clarification, audit students should consult with program staff prior to registration. Such registration entitles students to attend classes but does not entitle students to have subject work evaluated or graded. The audit subject may not revert to credit at any time. All college regulations apply to audit students, including deadlines.
A designation of "AU" will be entered on the transcript for all audited subjects. Audited subjects will not be considered in determining the full-time/part-time status of a student.
Students are responsible for ensuring that they are taking the subjects necessary to fulfill the requirements of their program. The College reserves the right to change a program of studies. In the event of a program being changed, the dean or designate will, upon request, provide a student with the requirements for graduation.
To qualify for graduation, a student must complete a minimum of twenty-five (25) per cent of the program subjects through Durham College.
A college certificate or diploma (Durham College Certificate, Ontario College Certificate, Ontario College Diploma, Ontario College Advanced Diploma, or Ontario College Graduate Certificate) will be issued upon successful completion of a full program of studies with a cumulative grade point average of 2.0 or higher, with credit (a minimum standing of a "D" grade or a Satisfactory/Pass standing) in all required subjects. In addition, students must have no outstanding financial obligations to the College. Whitby campus students, please see information listed under the 'Grading and promotion, Whitby campus' section of this handbook.
Usually the maximum time to complete a full-time program of study is twice the normal duration of the program. Students who resume their studies after an absence of two (2) or more academic semesters will have their previously earned credits assessed by the appropriate dean or designate, to ensure the relevancy to the current program of study. Post-secondary programs taken on a part-time basis or taken through the Continuing Education department must normally be completed within ten (10) years of continuous study. Students should consult with program staff on the guidelines for completion of specific programs as this timeline may vary.
Continuing Education students, who may be pursuing a diploma, are made aware of the program requirements when they begin their studies, but are not required to complete an official admission application. Upon completion of all diploma requirements, a Continuing Education student may apply to graduate and pay a $30 graduation fee. At this time a degree audit is performed to ensure that the subject completions comply with the program requirements. Continuing Education students are allowed a maximum of ten (10) years in which to complete a diploma. If, in the course of this ten-year (10) period, a subject or subjects are added, and the student has completed seventy five (75) per cent of the current requirements, the student is not required to complete the added subject(s).
In the event that a program is cancelled or suspended, students may be unable to complete the requirements of their original program. The College will endeavour to assist those students affected to attain an equivalent diploma/certificate where available at Durham College.
A student who withdraws or is withdrawn from his or her studies is subject to:
First year students who seek re-admission with a cumulative grade point average (GPA) of less than1.0 at the end of the academic year will be required to reapply to the first year of their current program or make another program choice through the Ontario College Application Services. If re-admitted, all subjects completed with a grade of less than sixty (60) per cent (C), must be repeated.
Students returning to second and third year after an absence of one (1) semester or more must apply to return to full time studies and will be individually assessed prior to acceptance into their program.
Procedure following suspension/dismissal
Students who are entitled to return to college following suspension/dismissal must meet with the dean or designate prior to reinstatement or registration. Before arranging to lift the academic hold, the dean or designate may require that the student sign a conduct contract.
A further admissions review may be required if previous Durham College academic progress or conduct has been unacceptable. The College reserves the right to refuse admission or re-admission to students based on conduct or lack of academic progress.
Students must be admitted and registered for subjects or programs no later than one (1) week following subject or program commencement. All special cases requesting admission at a later date must be approved in writing by the program dean or designate in consultation with the appropriate professor(s).
Students must pay the appropriate fee(s) and register by the designated date as determined by the Office of the Registrar. The College reserves the right to re-assign the seat of a student who fails to pay the appropriate fee or register by the designated date. Every attempt will be made to assist a student who registers or pays late. The College is unable to guarantee a seat in the student's program/subject of choice after the designated date.
Post-secondary students must add or delete subjects or apply to change programs no later than the end of the first week of class commencement. Students requesting changes at a later date must have approval in writing from the program dean or designate.
Continuing Education students may add or delete subjects no later than two (2) weeks from the start date of the subject. Students requesting changes at a later date must have the written approval of the dean or designate.
Compressed format subject or program withdrawal
Please consult with program personnel or the Office of the Registrar. In most cases, timelines will be compressed for withdrawal and refund. Please note: Failure to attend does not constitute a withdrawal.
Withdrawal from the College
Full time students who officially withdraw from the College must withdraw within ten (10) college days of the start of a semester. Students withdrawing in their first semester will receive a refund of full tuition paid, less an administrative fee. Students withdrawing from their second semester receive a refund of tuition paid for that semester only, less an administrative fee. Deferral and late charges will not be refunded. Failure to attend does not constitute a withdrawal. Students must complete an official withdrawal form, available from their School office. International students must contact the Office of the Registrar for information concerning withdrawal or refund.
Students requesting credit for subjects taken more than four (4) years prior to the time of the request, must have the program dean's or designate's approval.
Credit for equivalent subjects completed at other educational institutions, may be granted at the discretion of the appropriate program dean or designate. A minimum "C" (sixty (60) per cent) grade is required to obtain most credits. Some programs, including Whitby campus programs, require a minimum of seventy (70) per cent, "B" or higher.
Where students have been granted credit for subjects completed at institutions external to Durham College, these subjects will not be included in calculating the grade point average (GPA), but will be accepted as credit toward a certificate or diploma. Subjects for which credit has been granted will be designated as "CR" on the student's grade report and transcript.
Credits will be processed only for students currently registered at Durham College. An administration fee will apply.
Equivalent subjects completed at Durham College will be accepted as credits toward post-secondary certificates and diplomas. The grade will be included in calculating the grade point average. In most cases fifty (50) per cent is considered a passing grade. Students are advised to consult with their dean or designate for possible exceptions.
Applications for credit are obtained in the Office of the Registrar, or may be downloaded from the Durham College web site, www.durhamcollege.ca . Students are responsible for providing documentation, including official transcripts and subject outlines to support an application for credit. Application for credit should be completed at the time of registration and no later than four (4) weeks from subject commencement. Students must attend classes until the request has been processed by the program dean or designate. The student picks up the approved/denied copy of the form from the Office of the Registrar after approximately two (2) weeks.
At a dean's or designate's discretion, exemption from a subject may be granted to a student who has demonstrated related comparable academic achievement at the post-secondary level. A subject for which an exemption has been granted will be designated as "CR" on the student's grade report and transcript.
Students are permitted to enrol in equivalent Continuing Education credit subjects while taking a full-time post-secondary program (additional fees may apply). Students may apply the grades achieved toward the certificate/diploma requirement. Prior to registering, students must consult with their Program dean or designate, to obtain academic counselling to ensure they are making subject selections that lead most effectively to their career and educational objectives.
NOTE: This process may take at least two (2) weeks to complete. Students are advised to stay in class until the approval is obtained.
Prior Learning Assessment and Recognition (PLAR) offers learners the opportunity to earn credit for college subjects based on a formal demonstration of prior learning usually acquired through study, work, and other life experiences that are not recognized through a formal credit transfer.
PLAR is a process that uses a variety of tools to help learners reflect on, identify, articulate, and demonstrate past learning.
In order to demonstrate prior learning, the PLAR candidate is required to undertake an evaluation process. The assessment method is determined by subject matter experts from the program area in which the PLAR candidate is seeking credit. The assessment method may include - but is not limited to - one or more of the following:
PLAR and OSAP
When applying for assistance through Ontario Student Assistance Program (OSAP), the cost of PLAR may be included as part of a student's tuition fees if the student is currently enrolled in an approved post-secondary program at an Ontario College of Applied Arts and Technology; or PLAR fees have been paid within one (1) year before enrolling in an approved post-secondary program at an Ontario College of Applied Arts and Technology. The student will be required to submit proof of paid PLAR fees.
Note:Subject credits earned through the PLAR process may result in the reduction of a student's course load, which may also reduce OSAP assistance.
Candidate registers
The College has twenty (20) college days to develop the challenge process.Candidate completes challenge
The candidate has ten (10) college days from notification of the PLAR office to complete the challenge.Assessment by subject matter expert
The College has ten (10) college days to have the challenge assessed.Graded assessment
PLAR office notifies candidate and the Office of the Registrar of results within five (5) college days of receiving the graded assessment. The College reserves the right to alter the timelines as deemed necessary pending the availability of an appropriate subject matter expert.
Curriculum is established in compliance with program standards issued from the Ministry of Training, Colleges, Universities, and other governing bodies when available. The program development team also consults with advisory committees and employers to provide an external perspective on curriculum development.
Academic programs at Durham College will be informally reviewed on an annual basis. Program teams will conduct the informal review in order to ensure continuous improvement.
Each academic program will undergo a comprehensive, formalized program review by both internal and external stakeholders once every four (4) years.
Every subject at Durham College has a detailed subject outline that is made available to students during the first week of scheduled classes. The subject outline is a contractual agreement that defines the subject outcomes and the criteria by which a subject is evaluated.
When a subject is taught by multiple professors some variation in delivery will occur. The subject outcomes and evaluation plan/matrix will be consistent among all faculty assigned to teach the subject.
If the evaluation process is changed from that stated on the subject outline, the student will be given the change in writing at the beginning of the subject or in advance of the evaluation.
When more than one (1) faculty member teaches the same subject, all faculty who teach that subject must agree to the proposed subject outline change. If all faculty agree to the change, the change is presented to the dean or designate. Once the dean or designate approves the change, all students must be notified as per the approval process.
When a change is made to the content, outcomes, evaluation, or any other component of an approved subject outline, the faculty member will take all reasonable steps to communicate such change to all students enrolled in that subject. The sequential steps for such notification are as follows.
When a student finds that a faculty member instructing a subject in which he or she has enrolled is a friend, relative or associate, a conflict of interest may arise. The student is advised to discuss the situation with the faculty member. The student may alternately choose to discuss the concern with the program dean or designate.
A final grade for each subject is recorded on a student's transcript. This grade represents the student's level of achievement of the subject requirements. At the beginning of each subject, students will receive a written subject outline which identifies term work, resources, examinations, other subject requirements, and outlines the grading process.
If the evaluation process is changed from that stated on the subject outline, the student will be given the change in writing at the beginning of the subject or in advance of the evaluation.
The numerical grade value will be used in calculating the grade point average (GPA).
Note: The grade point average is cumulative over all semesters of a program. This means that the results of each new subject are averaged with the results of all courses previously completed. Students should be aware that this system rewards consistent hard work and effort sustained over all semesters of the program. Students must achieve a cumulative grade point average of 2.0 or higher to graduate.
The following chart describes the grading system:
| Grade | Letter Equivalent | Numerical Equivalent | Description of Achievement |
| 90 - 100 | A+ | 5.0 | Outstanding |
| 80 - 89 | A | 4.0 | Excellent |
| 75 - 79 | B+ | 3.5 | Very Good |
| 70 - 74 | B | 3.0 | Good |
| 65 - 69 | C+ | 2.5 | Satisfactory |
| 60 - 64 | C | 2.0 | Acceptable |
| 55 - 59 | D+ | 1.5 | Conditional Pass |
| 50 - 54 | D | 1.0 | Conditional Pass |
| Below 50 | F | 0 | Fail |
| Clinical/Skill | SAT/PASS | N/C | Satisfactory |
| Subject Pass | |||
| Clinical/Skill | UNSAT/FAIL | N/C | Unsatisfactory |
| Subject Fail | |||
| INC | N/C | Incomplete | |
| W | N/C | Withdrawn | |
| Exempt | CR | N/C | Credit |
| AEG | N/C | Standing Granted |
Whitby campus students, please see information listed under the 'Grading and promotion, Whitby campus' section of this handbook
GPA definition
Grade Point Average (GPA) is a system of calculating academic achievement based on points instead of percentages. Each subject grade carries a numerical value which is weighted depending on the importance of that subject. These values are used to calculate grade point average each semester and cumulatively. That is, in second semester the grade point average will be calculated for both the first and second semesters combined.
WARNING!
A grade of "D" will have a negative effect on a student's GPA. Students must achieve a cumulative GPA of 2.0 or higher to be eligible to graduate. Whitby campus students must have a cumulative GPA of 3.0.
"N/C means not calculated in GPA".
Satisfactory/pass
In subjects where a satisfactory/unsatisfactory or a pass/fail evaluation system is used, a satisfactory or pass grade represents the successful completion of skill based requirements.
Conditional pass
Students who receive a conditional pass may be required to complete additional assignments or studies to proceed in their program. Subject or program faculty should be consulted for guidance.
Incomplete
An "INC" designation is used when students have not completed the requirements of a subject because of exceptional circumstances and have been granted an extension of time. Students will be informed in writing of the conditions, including deadlines and requirements necessary for the calculation of the final grade. If these conditions are not met, the "INC" reverts to the grade originally assigned. The "INC" designation is not calculated in the grade point average. Normally, an incomplete must be cleared within sixty (60) days or the final grade will be calculated based on work previously submitted.
Withdrawn
Students will be assigned a "W" designation for all subjects from which they have officially withdrawn.
Regular format programs
Students who withdraw after four (4) weeks from the commencement of a subject will be assigned a "W" grade. Students may not withdraw from a subject during the last four (4) weeks of a semester. Refer to specific dates identified on the current Academic Calendar.
Spring/Summer programs: Students who withdraw after two (2) weeks from the commencement of a subject will be assigned a "W" grade. Students may not withdraw from a subject during the last two (2) weeks of a semester.
Credit
Depending on the source of the credit, the student will receive either a designation of "CR" or a numerical grade. Please see credit section.
Term Grade Point Average (TGPA)
The term grade point average is determined as follows:
Example
The following is an example of how the GPA is calculated for a student.
| Subject | GPA | Grade | Numerical | Quality |
| Hours | Equivalent | Points | ||
| Communications | 3 | 82 | 4 | 12 |
| Mathematics | 3 | 76 | 3.5 | 10.5 |
| Economics | 3 | 68 | 2.5 | 7.5 |
| Marketing | 4 | 91 | 5 | 20 |
| Computers | 4 | 74 | 3 | 12 |
| Management | 4 | 70 | 3 | 12 |
| Total | 21 | 74 |
The term grade point average (TGPA) is then calculated as follows:
| Sum of (GPA Hours x Numerical Equivalent) | or | Total Quality Points | |||
| Total GPA Hours | Total GPA Hours | ||||
| TGPA= | 74 | = | 3.52 | ||
| 21 | |||||
Absence from evaluations/examinations (Aegrotat - AEG)
Students who, as a result of an emergency circumstance, are unable to complete all of their program evaluation requirements must notify the school office as soon as possible.
Students have fifteen (15) college days after the final semester examinations /evaluations to apply for an Aegrotat. Application forms may be obtained from the Office of the Registrar. Students are required to provide appropriate documentation to validate the reason(s) that the Aegrotat should be considered. Students are responsible for any costs incurred with respect to the documentation.
The program dean or designate will consult with the appropriate faculty member(s) to determine eligibility for AEG standing.
An AEG standing will allow the student to continue in courses that have prerequisites, until a decision is made on the student's AEG application. The program dean or designate will approve or deny the Application for AEG Standing form and return the form to the Office of the Registrar where the decision will be entered on the students' record. A copy of the decision will be forwarded to the student by the Office of the Registrar.
An AEG standing is not included in the calculation of the GPA.
An AEG is granted only once to a student in their program of studies.
Cumulative Grade Point Average (CGPA)
The grade point average is cumulative over the complete program. Each additional subject is included in the calculation of the cumulative grade point average. A student's GPA must be 2.0 or higher by the end of the program with credit (minimum D standing) in all required subjects for the student to be eligible for graduation. Some programs have additional academic requirements which are specified in the program material.
STUDENTS WHO OBTAIN STANDING IN ALL THE REQUIRED SUBJECTS, BUT FAIL TO OBTAIN A CUMULATIVE GPA OF 2.0 BY THE END OF THE PROGRAM, WILL NOT BE ELIGIBLE TO GRADUATE.
WHITBY CAMPUS STUDENTS WHO OBTAIN STANDING IN ALL THE REQUIRED SUBJECTS, BUT FAIL TO OBTAIN A CUMULATIVE GPA OF 3.0 BY THE END OF THE PROGRAM, WILL NOT BE ELIGIBLE TO GRADUATE.
In order to obtain the required average students may repeat subjects, depending on availability of places in the subjects. When a student repeats a subject the grade obtained on each occasion will be recorded and the higher grade only will count toward the student's cumulative GPA.
See section 12. d) Repeating subjects
Students who are not maintaining a GPA of 2.0 (Whitby Campus 3.0) throughout their program are encouraged to seek academic counselling. Durham College offers various forms of counselling and assistance including peer tutoring, tutorials, workshops and computer assisted learning. Students may also be advised to reduce their subject load(s). To receive academic counselling and/or assistance, students should consult their professors, program coordinator, student liaison, program dean or designate. In addition, students may visit the Learner Support Centre for assistance.
Each academic school or program will advise students of the requirements for satisfactory academic progress. Students who are not progressing satisfactorily will be notified and placed on academic probation. To continue in their program, students on academic probation must meet with their program dean or designate. Conditions may be applied, including but not limited to, a reduced workload, peer tutoring or improved attendance. Students who do not meet the conditions established for academic probation may be required to withdraw from their program.
Students who fail to obtain standing in a subject normally will:
Note: Normally additional fees will apply. Any subject in a program may be repeated only once except with the written permission of the dean or designate.
Students who intend to repeat a subject should apply to the Office of the Registrar and, if admitted to the subject, will be required to pay an additional fee. Such students will be accepted if, at the start of classes, there is room available in the subject.
In the event that a student is required to repeat a subject to progress academically or graduate from his or her program, and that subject is full or otherwise unavailable, an alternative may be considered. Students in this situation must seek academic counselling from their dean or designate. Pre-approval must be obtained for alternative arrangements prior to registration. Failure to do so can result in rejection of the alternative for credit purposes.
Note: Additional fees will apply.
Student grades are confidential. Grades may not be posted or released without the written permission of the student. A secured system of accessing individual grades exists. Grades will only be released to a designate when written authorization by the student has been provided. Grades will not be given over the phone under any circumstances in order to protect the students' privacy.
Durham College provides students with the opportunity to review assessed submissions after results have been released. These may include, but are not limited to, examinations, tests, portfolios and projects. A process for students to appeal their results can be found in the Durham College Student Rights and Responsibilities policy.
The "Evaluation results" procedure embodies the following principles. It will:
Procedure
Semester evaluation(s)
Tests
Professors will return tests, release results, and review answers within a reasonable time frame. If students are unable to attend the review session, it is their responsibility to arrange an alternate time with the professor to review the test.
Assignments and projects
Professors will return and review assignments and projects within a reasonable time frame. The review may consist of the professor providing general comments to the class on the assignment and project. In addition, the professor will provide students with specific feedback to help their performance. Students are responsible for seeking clarification concerning their evaluation within fifteen (15) college days of the release of their grade.
End of semester evaluation(s)
Students may request that the professor review end of semester evaluation(s) with them. Students are responsible for seeking clarification concerning their evaluation within fifteen (15) college days after release of their grade.
Students may request an interview with the professor for further clarification/assistance. As a result of the interview, students should understand why their specific grade was assigned, and what corrective action(s) should be taken to improve their academic performance.
Students may not remove any part of the test or end of semester evaluation from the professor's office.
Students are placed on the College Honour Roll at the end of each semester in recognition of outstanding academic achievement. Both full-time and part-time students are eligible for the College Honour Roll.
Full-time students: In order to be nominated for the College Honour Roll, full-time students must have completed a semester with a semester grade point average of 3.75 or higher.
Part-time students: In order to be nominated for the College Honour Roll, part-time students must have completed credits equivalent to the semester requirements (as defined by the program of studies) in the full-time program with a full-time equivalent semester grade point average of 3.75 or higher.
Students who graduate with an overall (cumulative over all years of their program) grade point average of 3.75 or higher, will be nominated for the President's Honour Roll. Both full-time and part-time students are eligible for the President's Honour Roll.
In order to be eligible for the President's Honour Roll, students must have taken two-thirds (2/3) of their total program at Durham College.
The GPA is cumulative over all semesters of a program. This means that the results of each new subject are averaged with the results of all subjects previously completed. Students should be aware that this systems rewards consistent hard work and effort sustained over all semesters of the program. Students must achieve a cumulative GPA of 3.0 or higher to graduate.
The following chart describes the grading system:
| Grade | Letter Equivalent | Numerical Equivalent | Description of Achievement |
| 90 - 100 | A+ | 5.0 | Outstanding |
| 80 - 89 | A | 4.0 | Excellent |
| 75 - 79 | B+ | 3.5 | Very Good |
| 70 - 74 | B | 3.0 | Good |
| 65 - 69 | C+ | 2.5 | Conditional Pass |
| 60 - 64 | C | 2.0 | Conditional Pass |
| Below 60 | F | 0 | Fail |
| Clinical/Skill (Subject Pass) | SAT/PASS | N/C | Satisfactory |
| Clinical/Skill (Subject Fail) | UNSAT/FAIL | N/C | Unsatisfactory |
| INC | N/C | Incomplete | |
| W | N/C | Withdrawn | |
| Exempt | CR | N/C | Credit |
| AEG | N/C | Standing Granted |
"N/C means not calculated in GPA".
Note: As a result of establishing seventy (70) per cent as a passing grade, the letter grade D has been eliminated from the equivalent letter scale.
To graduate:
Accumulated GPA of 3.0 or higher with:
Note: Some programs have a mandatory seventy (70) or above per cent pass in trade/skill specific subjects. Please read your subject outlines.