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 Accommodation and Accessible Learning for Students With Disabilities

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.  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.

Appeals

NLC understands that from time to time, a student may experience extenuating circumstances leading to a need for appeal.  To support students in such situations, NLC provides Appeal Policy and Procedures that guide students through the process.

There are two types of appeals at NLC:

1. Academic Appeal (Grade Appeals)
2. Student Appeal (Student Appeals)

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

All formal appeals are submitted via the Student Appeal Form, signed by the student, and submitted to studentappeals@nlc.bc.ca. Only complete applications with support documentation will be accepted.

The appeal must include:

• Student’s full name
• Student number
• Date of request
• A clear description of the appeal
• A clear rationale/description of the extenuating circumstances
• Documentation that supports the information you’ve provided.
• Supporting documentation may include such items as:
  • Medical note
  • Email correspondence
  • Letter of support from a counsellor
  • Death certificate or an obituary 

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 Policies

Policy changes

Between Sep 1, 2023 and Aug 31, 2024, the following policies, relevant to students, were approved or altered:

• E-3.04 Program Approval and Revision
• E-3.06 Quality Assurance 
• E-3.07 Program Review
• E-3.09 Course Approval, Course Revision, and Course Outline 
• E-4.02 Accommodation and Accessible Learning for Students with Disabilities 
• F-4.02 Student Housing Assistant Accommodation Fees

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.

For semester-based programs, a year of studies assumes two semesters (four months each) with a minimum of 15 credits each, per calendar year.  Individual programs may be higher.  Full-time status is only calculated by semester.

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 information on how to request a substitution, contact 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 and the College Board. The college issues the following types of credentials:

Apprenticeships

Northern Lights College offers technical training for various apprenticeships that are developed and regulated by SkilledTradesBC (STBC).

Certificate of Completion

In consultation with the Registrar, issued when formal recognition of successful completion of a non-credit program or course is required.

Adult Graduation Diploma

NLC may issue the BC Adult Graduation Diploma (Adult Dogwood) on behalf of the Ministry of Education based on Ministry requirements; however, this is not considered an NLC credential.

Posthumous Credentials

A posthumous credential is awarded to recognize the achievement of a Northern Lights College student who has died after completion of a substantial portion of a credential but before completing all graduation requirements. Posthumous credentials are granted on a case-by-case basis and with the joint approval of the appropriate Dean or Director and Registrar.

Honorary Degrees

Honorary Degrees are awarded by the Board of Governors to recognize persons who are distinguished by their significant contributions and accomplishments and whose excellence will reflect positively on the College.

Multiple Credentials

Students who have completed one credential at Northern Lights College and want to apply some or all of their course work towards an additional credential may use a limited amount of credit from the original credential to the new credential.

To acquire a subsequent, additional, or higher-level credential, a student must complete all the requirements of the credential. In addition, at least 50% of the credits (or hours for non-credit courses) must be new.

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

Intake Types

NLC delivers programs in formats with different opportunities and responsibilities for students.

Cohort

The Cohort intake type expects student to start and progress with all other students in the cohort.  Each cohort has a unique and explicit start date and end date.  Generally, cohorts are full-time but may be part-time if all students in the intake are enrolled in the same course load. 

Students in a cohort who are unable to continue (either voluntarily or involuntarily) must re-apply for admission to a subsequent intake in order to resume studies.

Tuition and fees are assessed for each academic year of the cohort upon admission.  Full payment is due on the first day of the intake except where the cohort follows the Academic Schedule .

Full-Time

In Full-Time intakes, students have choice in their frequency of attendance, course load, and/or course selection but are expected to complete the program within the timeframe specified in the Academic Calendar.

Students admitted to Full-Time studies are not required to take a full course load at all times.  Students are encouraged to consult with Education Program Advisors regarding course selection and scheduling.

Tuition and fees are assessed when students register.  Full payment is due on the first day of each semester.

Part-Time

Part-Time students have choice in their frequency of attendance, course load, and/or course selection but are expected to complete the program within the maximum timeframe allowed.  

Students admitted to Part-Time studies are permitted to take a full course load when possible.  Students are encouraged to consult with Education Program Advisors regarding course selection and scheduling.

Tuition and fees are assessed when students register.  Full payment is due on the first day of each semester.

Note

When students begin or change programs or locations out of typical sequence, NLC cannot guarantee course availability within a prescribed time limit.  Students should consult with an Education Program Advisor prior to changing programs.

Students who do not attend for over 12 months are required to re-apply for admission .

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.

Online Learning

Some of the learning options offered by NLC are available in an online (virtual) format or may include online activities.  NLC lists programs and courses that are available in fully virtual format as having a location of Online.

Programs or courses may also include blended delivery modes.  These learning activities require a student to participate at the location listed and also complete learning activities in a virtual environment.

Online programs

Programs listed in NLC’s Academic Calendar as available at the Online location indicate that the program can be completed fully online.  Online programs utilize various types of online courses, depending on the best format for each course.  Participants in an online program should anticipate both asynchronous and synchronous courses during their studies.

Types of online courses

Where a specific meeting time is required, all times listed for online courses will be shown as local (Dawson Creek) time; specifically UTC-7h or Yukon Standard Time, all year round.

Online asynchronous

Courses will be completely online with no set meeting schedules. Students may participate from any time zone or anywhere in the world.  Online asynchronous requires students to learn on their own schedule - within limits.  Generally, this means course activities and assignments must be completed by a specific date, but students manage their own time leading up to that date.  Online asynchronous courses may require invigilated exams.

Asynchronous courses are listed in the timetable at the Online location, the meeting schedule will indicate D2L with no time or day of the week.

Online synchronous

Courses will be completely online with online scheduled meetings and have expectations of live/virtual participation.  Online synchronous requires students to attend classes at a specific time of day using Microsoft Teams (or equivalent), but students may participate from wherever they are.  Online synchronous courses may require invigilated exams.

Synchronous courses are listed in the timetable at the Online location, the meeting schedule will indicate TEAMS and will include a specific meeting schedule. 

Hybrid

Courses may be delivered in a blend of on-campus and online formats.  These courses require students to come to a campus at specific times and dates and require participation in a virtual environment.

Hybrid courses are listed in the timetable by campus location and the meeting schedule will include a specific meeting schedule with on-campus rooms, and also references to D2L and/or TEAMS.

Invigilated exams for online learning

Some online courses may require students to complete examinations (e.g. mid-term or final exams) with an invigilator.  Normally, these exams are scheduled at an NLC campus for students living within one hour of campus.  Students are expected to attend these examinations in person unless they live in a community in which there is no NLC campus.  Students with an address outside of an NLC community will be contacted with instructions on how to arrange an off-campus, invigilated exam.  Mid-term exam schedules are included in the course syllabus.  Final exam schedules are normally made available mid-semester.  Some programs with external regulatory bodies may have specific requirements. NLC makes every effort to ensure that no invigilated exams scheduled by NLC conflict with exams in other courses.

Virtual environments

Desire2Learn (D2L)

Desire2Learn, also known as “D2L”, is NLC’s learning management system. Faculty use D2L to teach online courses and to enhance classroom instruction.  Services include around-the-clock access to course-related materials, electronic drop boxes for assignments, online quizzes, and grades.

D2L can be accessed from myApps.

Microsoft Teams (TEAMS)

NLC also uses Microsoft Teams (TEAMS) as an online learning environment.  TEAMS allows for synchronized virtual classrooms where students engage “live” with classmates and their instructors.  TEAMS also includes full learning support with document sharing and more.

TEAMS can be accessed from myApps.

A note about video conferencing (VC)

To increase access to programming at all NLC’s campuses, NLC also offers courses that are delivered through synchronous video conference (VC).  VC courses require each student to sit in a classroom at one of NLC’s campuses, on a regular schedule.  While technically a virtual environment for some of the participants, all courses are listed by the location a student will physically attend.  Depending on enrolment, each video conference classroom may have one or more participants.

VC courses can be identified on the timetable with an instructional method that indicates “Video-conference”.

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 Citizenship 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.

Citizenship Status Change Requests

If you were an international student and have now obtained your Permanent Residency or Canadian Citizenship, you may request an update to the citizenship status on your NLC student record. A change in citizenship status may impact your tuition rate. Tuition rate changes are not retroactive, application fees are non-refundable, and admission deposits or tuition over-payments that result from a change in citizenship status will not be refunded until after the add/drop period.

Transfer Credit

Applicants or students who have completed courses at another recognized post-secondary institution may request these credits be transferred to NLC. At NLC, students typically request transfer credit to satisfy admission requirements, course requisites, and/or some graduation requirements for an NLC credential. Please note that transfer credit is not automatic; you must request it.

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.
• Requests submitted without an official transcript from the sending institution.
• Courses where the subject matter has significantly changed since originally completed.

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 more information, see Policy E-3.05 Transfer Credit

Requesting Transfer Credit

Transfer credit evaluation can take up to three months (12 weeks) once all required documents have been received. To ensure transfer credit is complete by the beginning of the semester, requests and supporting documents must be received by these dates:

• Fall semester - by June 1
• Winter semester - by October 1
• Spring semester - by February 1

Once your request has been evaluated, you will receive an official email notification from the Office of the Registrar with the outcome.

To request transfer credit, students should: 

1. Have already applied for admission to an NLC program or currently be attending an NLC program.
2. Complete and submit theTransfer Credit Request form. 
   • Please submit a separate form for each institution you are requesting transfer credit from.
   • Completed forms can be handed in at Campus Services or emailed to records@nlc.bc.ca 
3. Pay the transfer credit request fee, if applicable. 
   • Requests for courses taken at BC public post-secondary institutions are free.
   • Requests for courses taken at all other institutions are subject to $25.00 per request. 
4. Submit official transcripts from each institution.
   • Transcripts must be official and come directly from its source to NLC. 
   • Transcripts can be sent by mail or in some cases by XML electronic exchange by the sending institution. Transcripts may also be hand delivered to NLC in a sealed envelope that is only opened by staff in the NLC Registrar’s office.  
   • Only official transcripts will be considered for final decisions on transfer credit, but NLC may accept unofficial transcripts to assist with pre-evaluation of transfer credit.
5. Submit official course outlines or syllabi, if applicable. 
   • For courses or credentials not listed in the BC Transfer Guide, NLC will require official course outlines or syllabi. The reviewing officer will advise you if this is needed once we receive your official transcript and Transfer Credit Request form.

Transfer credit evaluation will take up to three months (12 weeks) once all required documents have been received. You will receive an official notification from the Office of the Registrar with the outcome of your request. Please note that transferral of credits is not guaranteed.

Please note that NLC will not refund tuition or penalties if students choose to enroll in courses they have applied for transfer credit for.