Academic Regulations and Policies

Academic Accommodations

NLC promotes equitable access to the college for students with disabilities through arranging accommodations as required.  Accommodations may be for the purpose of admission and/or to facilitate studies.

For more information, see Policy E-4.02 Access

Academic Honours

NLC recognizes high academic achievement for full-time students through the Honor List.  Students that achieve a grade point average of 3.67 or higher or a 90% average or higher in vocational programs qualify.

For more information, see Policy E-1.09 Honour List

Academic Integrity

Intellectual or academic integrity is the foundation for the development and acquisition of knowledge.  Therefore, it is essential for all members of the NLC community to abide by the principles of academic integrity and contribute to maintaining those principles. NLC reserves the right to take actions that maintain the principles of academic integrity.

For more information, see Policy E-1.08 Academic Integrity

Academic Monitoring

NLC’s central intention is working towards the success of learners.  In order to fulfill our obligations to our learners, it is necessary that we keep track of academic outcomes and intervene when we see that performance requirements are not being met.

NLC monitors academic performance rather than recording academic standing.  Students who achieve a term grade point average of 2.0 or higher are in good academic standing.  Students with three sequential semesters of study with a term grade point average less than 2.0 will be limited to developmental studies.

For more information, see Policy E-1.02 Academic Monitoring

Academic Standing & Progression

See Academic Monitoring.

Attendance

Students are required to attend a course before the end of the first week of classes unless prior arrangements have been made with the instructor. For online asynchronous courses, students must sign in to the course within seven (7) calendar days of the first day of class. Non-semester based students must attend by the second meeting of the course/program.

Students who do not attend may be dropped from the course without notice. Faculty will inform the Registrar’s Office prior to the end of the add/drop period of a ‘no show’ student, or assign a final grade at the end of the course. If dropped, no record will appear on the student’s transcript.

College Policy Manual

The complete Northern Lights College Policy manual is available online.

For more information, see NLC Policy Manual

Policy changes

Between Sep 1, 2020 and Aug 31, 2021, the following policies, relevant to students, were approved or altered:

• A-1.06 Parking and Traffic
• E-1.02 Academic Monitoring
• E-1.08 Academic Integrity 
• E-1.16 Academic Progression Policy for Developmental Programs
• F-4.03 Tuition Deposits, Deadlines, Refunds and Penalties 

For a complete list of policies that were approved or altered, please contact the Office of the Registrar.

Course Load

Full-Time Enrolment

Students are considered to be full-time when enrolled in at least 60% of a full course load for their program of studies. For academic programs, enrolment in 60% of a full course load is registration in 9.0 credits or greater per semester (6.0 credits or greater for students who are enrolled with NLC Access Services). For vocational and trades foundation programs, enrolment in 60% of a full course load is registration in 20 instructional hours or greater per week.

This measure is also used to support student eligibility for Canadian government financial aid. Some external agencies may set different requirements and guidelines (e.g., Canada Customs and Revenue requires students to be enrolled in a minimum of 10 hours per week).

Part-Time Enrolment

Students are considered to be part-time when enrolled in less than 60% of a full course load for their program of studies. For academic programs, part-time enrolment is registration in less than 9.0 credits per semester. For vocational and trades foundation programs, part-time enrolment is registration in less than 20 instructional hours per week.

Course Substitution

In exceptional circumstances, substitutions for courses prescribed in the program requirements may be approved by the appropriate Dean. All such assessments must be completed prior to submitting a request for graduation.

A request for a course substitution for a required course is permitted because either the program requirements have changed, or the prescribed course is not available. Approval for a substitution should normally be sought prior to enrolling in the substitute course. In the case of a substitute course that was completed previously outside of NLC, the transfer of the course to NLC must be completed prior to requesting a substitution.

For request information, see Student Records

Credential Regulations

A credential is evidence of program completion and is represented as a notation on the official transcript. A parchment is a document that recognizes the credential.

Credentials are awarded based on successful completion of all program requirements as outlined in a student’s assigned Academic Calendar year, and are deemed to be earned when all requirements for the credential are completed as validated by the Office of the Registrar.

Credentials are not awarded automatically, and students are required to apply to graduate. Once awarded, a credential cannot be supplemented or changed.

Credentials may be rescinded if it is revealed that credentials were acquired through fraudulent means and/or in contravention of NLC’s E-1.08 Academic Integrity policy.

Credential Framework

All Northern Lights College programs leading to a credential have received formal college approval through Education Council. The college issues the following types of credentials:

Evaluation of Students

NLC has a broad policy on how students are evaluated and graded.  Grading is to an institutional standard and not on a curve. Final grades will be calculated by instructors and submitted to the Registrar’s office within five (5) working days of course completion as recorded in the Registrar’s office.

Official grades are available through Borealis or by requesting an official transcript.

For more information, see Policy E-1.07 Evaluating Students

Examination Period

For semester-based programs and courses that have a formally defined final exam period:

• All final exams must be held within the exam period at times designated on the official exam timetable.
• Examinations or quizzes worth more than 15% will not be held within the final two weeks of classes. Laboratory exams exceeding 15% may be scheduled during the final week of classes.
• Due dates for assignments shall not extend into the formally defined final exam period.

For programs and courses that do not have a formally defined final exam period, final exams will typically be held during the last day of class or are scheduled prior to registration beginning.

Students are expected to be available to write final exams at specifically designated times throughout the final exam period. In semester-based programs, final exam timetables are generally posted midway through a given semester. The College is not obliged to accommodate students who book travel arrangements that overlap with final exam periods.

For more information, see Policy E-1.07 Evaluating Students

Grade Appeal

Students enrolled in any course at Northern Lights College have the right to appeal course grades, if the student has reason to believe the grades are inaccurate.

The process for appeal of grades while the course is in progress (for example, grades on assignments or exams) is separated from the process of appeal of final grades.

In both cases, the process begins with a discussion between the student and their instructor.

For more information, see Policy E-1.01 Academic Appeal

Grading System

In 2019/20, NLC introduced six different grading systems:

• Letter Grades
• Percentage Grades
• Developmental Letter Grades
• Pass/Fail
• Mastery
• Attendance

The Letter Grades system is structured on a 4.33 grade points scale and is classified as:

For more information, see Policy E-1.07 Evaluating Students

Home Campus

The home campus (location) of a student is determined based on the program of admission and its location.  Where the program is available on more than one campus, the home campus of the student is the campus they were admitted to.  NLC may restrict access to courses to students with a specific home campus.  Students may request a change of home campus a maximum of one time per academic year.

For request information, see Student Records

Official Communications

Official communications will normally be sent from NLC to a student’s personal email address on file with the Registrar’s Office.  Alternatively, NLC may send written communications to the mailing address on file with the Registrar’s Office.

Students are required to keep their email address and mailing address up to date with the Registrar’s Office.  NLC cannot be responsible for undelivered messages when the student has not done so.

NLC does not provide personal email addresses to students at this time.

Prior Learning Assessment and Recognition

Prior Learning Assessment and Recognition (PLAR) is an assessment process by which individuals who have acquired learning through formal and non-formal education can be assessed for credit toward an educational program at Northern Lights College. Examples of non-formal education include work experience, self study, volunteer activities and other life experiences.

The fundamental principle governing prior learning assessment is that it is what you know and what you can do that will earn credit, not the experience itself. 

A candidate can request PLAR as part of their application for admission to the College. However, the assessment (e.g. course challenge) may not begin prior to admission into a program. If credits are gained through the PLAR process the credits will be recorded on the student record regardless of whether the candidate elects to continue their education at that time.

Credits acquired through PLAR are granted toward an NLC credential only. NLC cannot guarantee transferability between the college and any other institution. Not all courses may be eligible for prior learning recognition.  Not all programs permit prior learning assessment credit.  Credits awarded through prior learning assessment do not satisfy program residency requirements.

For request information, see Student Records

Course Challenge

A learner who can demonstrate mastery of course objectives may request to challenge the course receive credit without taking the course.  Course challenge is available to all learners at the College unless curriculum is regulated by an outside agency.

To request a course challenge, see Student Records

For more information, see Policy E-1.05 Course Challenge

Program Change

Continuing students may request a change to a different program.  A processing fee for international students applies.

Students may request a program change if they attended classes in the previous 12 months. Students may not request a program change in their first semester until after the add/drop period of their first term.

Students who have not attended classes in the previous 12 months, must apply for admission to the desired program.

Program change may not be used to circumvent a requirement to withdraw.

Students can request a program change at any time but processing a request can take up to six weeks. In no circumstances will a program change take effect for the current semester after the add/drop date. There is no “rush” service available for program changes.

Students are responsible for all penalties related to changing registrations as a result of an approved program change.

Early Period

Students requesting a program change in the three weeks following the add/drop period of the current semester:

• The College guarantees a response to the request by the day before first day of subsequent semester registration.

Late Period

Students requesting a program change three weeks after the add/drop period of the current semester and more than four weeks before the first day of classes for the desired semester:

• The College guarantees a response by the day before the first day of classes for the desired semester.

Limited Period

Students requesting a program change less than four weeks before the first day of classes for the desired semester and before the end of the add/drop period, the College will not guarantee a response until after the last day of the add/drop period.

For request information, see Student Records

Program Completion Timelines

There are no college-wide time limits for the completion of credentials. However, Education Council may approve time limits for the completion of specific programs which will be published in the Academic Calendar. Where requirements have changed and prescribed courses are not available, or in the event a program is suspended or cancelled, the College will take reasonable measures to support students in meeting their educational objectives.

Notwithstanding the above, students who don’t register in courses for a period of 12 months or greater are considered “inactive” and must apply for readmission. Program completion requirements in place at the time of readmission must be met to satisfy graduation requirements.

For more information, see Policy E-1.07 Evaluating Students

Repeated Courses

To maintain program integrity, students have a limited number of attempts to be successful in a course, or closed set of electives in a program. Unless specified otherwise by the official NLC course outline, students have a maximum of two attempts to be successful. A third attempt may only occur with the permission of the student’s Program Chair or Dean. Subsequent attempts may occur a minimum of three years after the last attempt with approval from the student’s Chair or Dean. Transfer credit for the attempted course during this period is not permitted.

If a course is repeated to replace a failed or other grade, the higher grade will always be used to calculate GPA or to determine standing.

For more information, see Policy E-1.07 Evaluating Students

Residency Credit Requirements

Students must acquire a minimum amount of credit at Northern Lights College in order to be awarded a Northern Lights College credential. Additional minimum requirements may be stipulated by specific programs.

To be awarded an NLC credential, a student must have completed at least 25% of the program completion requirements through Northern Lights College.

Student Appeals Policy

Students at NLC have the right to appeal decisions by the College that impact their ability to register in a program or course, to continue attending a course or program in which they are registered, and/or to utilize one or more services available to registered NLC students.

For more information, see Policy E-2.10 Student Appeals

Student Status for the Purpose of Tuition

For the purpose of establishing tuition rates, domestic students are:

• Canadian citizens:  a person who is Canadian by birth or who has applied for Canadian citizenship through Citizenship and Immigration Canada and has received a citizenship certificate. *
• Permanent resident (landed immigrant):  a person who has been given permanent resident status by immigrating to Canada, but is not a Canadian citizen. *
• Convention Refugees: a person who presents documentation that confirms the individual as a “protected person” by the Immigration and Refugee Board of Canada. **
• Diplomatic Status: a person of diplomatic status (or those who are a dependent of a person of diplomatic status) from countries with diplomatic representation in Canada.
• Live-in caregiver: a person with a valid work permit as a live-in caregiver.

All other individuals will be considered international, including:

• Student Authorization / Student Visa
• Non-Canadians studying outside of Canada
• Temporary Resident Permits (formerly Minister’s Permit)
• Work Permit
• Visitor Visa
• Other Visa

NLC reserves the right to request proof of status in Canada from all applicants/students and retroactively adjust billing as appropriate.

Changes in status may be made by notifying the Registrar’s Office.  Note that changes submitted after the add/drop date for the course or program will not be applied until the next semester or intake.

* Spouses and dependent children of Canadian citizens or permanent residents may be considered domestic students upon request.

** Refugee claimants who have yet to be determined Convention refugees may be considered domestic students upon request.

Transfer Credit

Applicants or students who have completed courses at another recognized post-secondary institution may request these credits be transferred to NLC. 

Where NLC offers a directly equivalent course to that taken at the other institution, the student will be granted transfer credit for the NLC equivalent course.  Where NLC does not offer a directly equivalent course but does have subject matter expertise to evaluate the course content, unassigned transfer credit may be granted.

All transfer equivalencies will be listed on the student’s transcript with a grade of “T”. 

Transfer credit will not be granted for:

• Individuals that have not applied for admission to an NLC program.
• Courses with a grade less than “C” or equivalent.
• Courses applied towards a baccalaureate degree that was used for the purpose of admission to an NLC post-degree diploma.
• Courses completed while a student is Limited to Development Studies (Policy E-1.02 Academic Monitoring).
• Requests submitted without an official transcript from the sending institution.

Transfer articulations established on the BC Transfer Guide will normally be used to evaluate transfer credit.  Where an articulation does not exist, NLC may evaluate transfer credit based on official records provided by the student that may include course outlines and/or course syllabi.

Credits awarded through transfer do not satisfy program residency requirements.  Not all credits awarded may be applicable to a student’s graduation requirements.  Note that a “T” grade (equivalent to a “C”) may not meet program minimum grade requirements.

Grade points earned through transfer are not included in the GPA used to calculate Academic Monitoring.

A student may not receive two credentials for substantially the same coursework. A minimum of 50% of the course work for the second credential must be from courses or modules, including those transferred to NLC from another institution, that were not used to satisfy the requirements for the first credential.

Please note, transfer credit awarded by NLC is not binding at another post-secondary institution.

For request information, see Student Records

For more information, see Policy E-3.05 Transfer Credit

Variances

NLC understands that from time to time, a student may experience extenuating circumstances that leads to a request for the College to vary its policies.  For this reason, NLC provides appeal procedures which students can access.

There are three different types of appeals at NLC:

1. Grade Appeals
2. Student Appeals
3. Requests for Variance

Please make sure you have read the policy relevant to your appeal or request before you submit it.  It is also recommended that you discuss your situation with a Dean or Associate Dean.

All appeals or requests to vary College policy are formal.  Therefore, requests must always be in writing and signed by the student.

Requests that don’t fall under the Grade Appeal or Student Appeal process typically fall under the Request for Variance process.

A request for variance is a formal request for NLC to waive its policies and regulations and grant an exemption from a College policy or procedure, is a formal request of the College to waive its legally authorized policies and regulations.  Variances are granted on the basis of extenuating circumstances outside of your control that prevented you from meeting the requirements in the relevant policy/policies.

Variances include requests to:

• Drop a course or program after the deadline.
• Withdraw from a course or program after the deadline.
• Refund or transfer of a non-refundable non-transferrable deposit.
• Reverse tuition or fee charges.

To request a variance, you must submit your request in writing.  Email is okay.

• Your request must include:
• Your full name
• Your student number
• Date of request
• Clear rationale for your appeal or request
• Remedy being sought
• Your signature
• Documentation that supports the information you provide in your letter.  Supporting documentation could include:
  • Medical note
  • Copies of email correspondence
  • Letter of support from a counsellor
  • Death certificate or an obituary from a public newspaper.

Submit your request for variance to registrar@nlc.bc.ca.  All requests will be presented to the appropriate adjudicator based on the policy affected (typically the Registrar or Dean). 

Requests for variance are reviewed within 15 business days.  You will be sent an email with the formal decision on your request within that time.  Please note that incomplete requests cannot be reviewed and you may be asked to provide additional information and documentation before a decision can be made.

Note that students whose requests are granted may be required to demonstrate readiness to return prior to resuming studies.