Academic Regulations

• PREAMBLE
• 1. CATEGORIES AND STATUS OF UNDERGRADUATE STUDENTS
• 1.1. Student categories
• 1.2. Students status
• 2. BILINGUALISM
• 3. PROGRAM OF STUDIES
• 3.1. Categories of Offered Programs (since 2006)
• 3.2 Specific Types of Program
• 3.3. Types of program remaining available at the University of Ottawa until May 2010 for students having registered before May 2006
• 3.4. Programs eliminated as part of the 2006 program reform
• 4. ADMISSION TO A PROGRAM
• 4.1. Second-language requirements
• 4.2. Granting advanced standing
• 4.3 Admission requirements for international students
• 5. REGISTRATION
• 5.1. Course selection
• 5.2 Program of study changes
• 5.3. Maximum course load by session/year
• 5.4 Courses in other faculties
• 6. General Policy on Credit Transfers
• 6.1 Credit transfers with Saint Paul University
• 6.2 Credit transfers with Carleton University
• 6.3 Credit transfers with the Dominican University College
• 6.4 Courses completed at other universities
• 6.5 International exchange programs
• 7. PRIOR-LEARNING RECOGNITION
• 8. COURSES
• 8.1. Course code and weight
• 8.2. Second-language certification and courses
• 8.3. Course attendance
• 8.4. Class periods
• 8.5 Course syllabus for undergraduate and graduate studies
• 9. EVALUATION OF STUDENT LEARNING
• 9.1. Normalization of grades
• 9.2. Final examination
• 9.3. Official examination period
• 9.4. Attendance at examinations
• 9.5 Justification of absence from an examination or of late submission of assignments
• 9.6. Supplemental examination
• 9.7. Procedure on cancellation or postponement of exams
• 9.8. Destruction of examinations and assignments
• 9.9 Re-registration in a course
• 10. GRADING SYSTEM
• 10.1. Official grading system
• 10.2. Calculating Averages
• 10.3. Revision of grades
• 10.4. Grade report
• 10.5. Transcript
• 10.6. List of symbols
• 11. ACADEMIC STANDING, PROBATION AND MANDATORY WITHDRAWAL
• 11.1. Academic standing
• 11.2. Probation and mandatory withdrawal
• 11.3. Withdrawal from a program of studies or from the faculty
• 11.4. Readmission
• 11.5. Registration in additional courses
• 11.6. Mandatory withdrawal
• 11.7. Interruption of studies
• 11.8. Provisions regarding academic programs offered until May 2010
• 12. CONDITIONS FOR OBTAINING A DEGREE, A CERTIFICATE OR A DIPLOMA
• 12.1. General bachelor's degree
• 12.2. Honours bachelor's degree
• 12.4. Conditions for obtaining a certificate or a diploma
• 12.5. Obtaining a second diploma
• 12.6. Residence requirements
• 12.7 Duration of studies
• 12.8. Registration for degree
• 12.9. Provisions regarding academic programs offered until May 2010
• 13. DISTINCTIONS
• 13.1. Medals
• 13.2. Awards
• 13.3. Plaques
• 13.4. Dean’s honour list
• 13.5. Citations
• 14. OTHER IMPORTANT INFORMATION
• 14.1. Date of application of new academic regulations
• 14.2. Academic fraud
• 14.3 Regulation on the Accelerated Process for Academic Fraud Cases
• 15. RELIGIOUS ACCOMMODATIONS

PREAMBLE

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1. CATEGORIES AND STATUS OF UNDERGRADUATE STUDENTS

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1.1. Student categories

Regular student

Special student

A special student is a person who is allowed by the University to register for undergraduate courses in order to obtain university credits, but who is not seeking an undergraduate degree, certificate or diploma from the University.

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1.2. Students status

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2. BILINGUALISM

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3. PROGRAM OF STUDIES

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3.1. Categories of Offered Programs (since 2006)

Multidisciplinary program
An undergraduate program requiring students to take courses in at least three disciplines.

Multidisciplinary program with a minor
An undergraduate program requiring students to take courses in at least three disciplines and to which a minor can be added.

Specialized programs in the Faculty of Arts (e.g. Bachelor of Fine Arts, Bachelor in Music), Faculty of Engineering (e.g. Bachelor of Applied Sciences), Faculty of Health Sciences (e.g. Bachelor of Science in Nursing), Faculty of Law (Licence en droit), and the Telfer School of Management (e.g. Bachelor of Commerce).

Certificate and diploma

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3.2 Specific Types of Program

(Approved by the Senate on December 4, 2006)

Complementary program

Integrated program

French Immersion studies

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3.3. Types of program remaining available at the University of Ottawa until May 2010 for students having registered before May 2006

(Approved by the Senate on November 1,  2010)

Concentration program

An undergraduate program, usually three years in length, designed to provide students with a solid base in a single discipline.

Honours program

An undergraduate program, usually four years in length, comprising a coherent set of compulsory and optional courses that are successively more advanced, designed to provide students with a solid base in one discipline and prepare them for graduate studies. Honours programs usually require a higher standard of achievement than do general or concentration programs.
 

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3.4. Programs eliminated as part of the 2006 program reform

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4. ADMISSION TO A PROGRAM

(Approved by the Senate on September 14, 2009)

For a student to be admitted to a program at the University, all of the program’s admission requirements must be met. The requirements and procedures for admission to a program of studies can be found on the uOttawa website at http://www.uottawa.ca/prospective/

Students who want to register for courses in order to earn a degree must be admitted to a program of studies. Once a student is admitted to a program, he or she is considered a regular student.

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4.1. Second-language requirements

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4.2. Granting advanced standing

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4.3 Admission requirements for international students

(Approved by the Senate on January 11, 2010)

International applicants who seek admission to an undergraduate program must have an academic record equivalent to that required of Ontario students, including language requirements.

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5. REGISTRATION

Once they are admitted, students must register in their program of studies within the deadlines indicated in the Important dates and deadlines section.

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5.1. Course selection

(Approved by the Senate on September 14, 2009)

To take courses or participate in other academic activities (for example discussion groups, laboratories, work terms and other academic activities) at the University, a student must register before the deadline specified in the Important dates and deadlines section.

Course selections may be changed before the deadline specified in the Important dates and deadlines section.

A student who is not registered for a course or related academic activity will not receive a grade or credits. Retroactive course registration or course modification is not permitted.

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5.2 Program of study changes

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5.3. Maximum course load by session/year

(Approved by the Senate on May 3, 2010)

In direct-entry faculties and at the undergraduate level, students may register for a maximum of 15 credits simultaneously during an academic session, unless the structure of their program requires a higher number of credits. To register for more than 15 credits during one academic session, students require permission from the faculty as well as an annual grade point average (AGPA) of at least 6.0 during the previous academic year.

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5.4 Courses in other faculties

(Approved by the Senate on December 6, 2010)

Registration in courses in other faculties is subject to the student’s program requirements and to enrolment limits.

As a rule, students who have been required to withdraw from a Faculty are not allowed to take other courses in that Faculty during the withdrawal period.

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6. General Policy on Credit Transfers

(Approved by the Senate on April 4, 2011.)

This regulation applies only to undergraduate programs.

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6.1 Credit transfers with Saint Paul University

1.  University of Ottawa students may take courses at Saint Paul University, and vice-versa, without paying additional tuition fees.

2. To be eligible for a credit transfer with Saint Paul University, University of Ottawa students must meet the following requirements:

•    be admitted to a program of studies at the University of Ottawa;
•    be registered at the University of Ottawa for the session during which the credit transfer will occur;
•    be in good academic standing.

3.  Courses completed at Saint Paul University which meet the student’s program requirements are credited towards the degree sought at the University of Ottawa and count towards residence requirements. Grades obtained for these courses are included in grade point average calculations.

4.  Students must provide proof that they have successfully completed prerequisite courses.

5.  Students must comply with each university’s sessional dates.
 

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6.2 Credit transfers with Carleton University

1. University of Ottawa students may take courses at Carleton University, and vice-versa, without paying additional tuition fees. However, they must pay the ancillary fees related to these courses.

2. To be eligible for a credit transfer with Carleton University, University of Ottawa students must meet the following requirements:

·        be admitted to a program of studies at the University of Ottawa;

·        be registered at the University of Ottawa for the session during which the credit transfer will occur;

·        be in good academic standing.
 

3. Students cannot register for a course at Carleton University if an equivalent course is offered at the University of Ottawa during the same academic year, unless:

·        the course is full;

·        the course is absolutely required to
      complete the program; or

·        for any other valid reason.

Students must obtain their faculty’s approval to register at Carleton University.

4. Only courses that meet the University of Ottawa’s degree requirements can be taken at Carleton University.

5. Students must provide proof that they have successfully completed prerequisite courses.

6. Courses completed at Carleton University do not count towards residence requirements at the University of Ottawa.

7. Grades obtained for courses completed at Carleton University are converted according to the equivalence table below, appear on the student’s official transcript and are included in grade point average calculations.

8. Students must comply with each university’s sessional dates.

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6.3 Credit transfers with the Dominican University College

1. University of Ottawa students may take courses at the Dominican University College, and vice-versa, without paying additional tuition fees. However, they must pay the ancillary fees related to these courses.

2. To be eligible for a credit transfer with the Dominican University College, University of Ottawa students must meet the following requirements:

·        be admitted to a program of studies at the University of Ottawa;

·        be registered at the University of Ottawa for the session during which the credit transfer will occur;

·        be in good academic standing.
 

3. Students cannot register for a course at the Dominican University College if an equivalent course is offered at the University of Ottawa during the same academic year, unless:

·        the course is full;

·        the course is absolutely required to complete the program; or

·        for any other valid reason.

Students must obtain their faculty’s approval to register at the Dominican University College.

4. Only courses that meet the University of Ottawa’s degree requirements can be taken at the Dominican University College.

5. Students must provide proof that they have successfully completed prerequisite courses.

6. Courses completed at the Dominican University College do not count towards residence requirements at the University of Ottawa.

7. Grades obtained for courses completed at the Dominican University College are converted into alphanumeric grades according to the grading scale below, appear on the student’s official transcript and are included in grade point average calculations.

8. Students must comply with each university’s sessional dates.

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6.4 Courses completed at other universities

1. To take one or more courses at a university with which the University of Ottawa has no formal agreement, students must obtain a letter of permission from their faculty.

2. In order for these courses to be credited by the University of Ottawa, students must obtain the passing grade required at the host university (some programs may require a grade greater than D).

3. To obtain a letter of permission, students must meet their faculty’s academic standing requirements at the time of submitting their request. Only courses that meet the student’s degree requirements will be approved. Deadlines for requesting a letter of permission are April 15^th for the spring-summer session, August 15^th for the fall session, and December 15^th for the winter session.

4. The official transcript of the results obtained in courses for which a letter of permission was issued must be received by the student’s faculty before May 15^th for students registered for spring convocation and before September 15^th for students registered for fall convocation.

5. Students are responsible for ensuring that an official transcript is sent to their University of Ottawa faculty/school as soon as the session ends. Otherwise, a NC grade will appear on their transcript.

6. Students must inform their University of Ottawa faculty/school in writing and within the set deadlines should they withdraw from or not register for a course. Otherwise, a NC grade will appear on their transcript.

7. Except for courses completed at Carleton University, Saint Paul University or the Dominican University College according to the official agreements, the grades obtained for courses completed at another university are not included in grade point average calculations. For these courses, an CR/NC grade appears on the student’s transcript.

8. A course taken at another university without a letter of permission will not be credited by the University of Ottawa, except in exceptional circumstances.

9. Courses taken at another university with a letter of permission do not count towards residence requirements at the University of Ottawa.

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6.5 International exchange programs

1. This regulation applies only to studies completed as part of an international exchange program approved by the University of Ottawa.

Students must normally take a course load equivalent to full-time status at the University of Ottawa.

2. Passing grades required at a foreign institution

Students who obtain a passing grade in one or more courses completed at a foreign institution with which the University of Ottawa has an exchange agreement automatically receive the credits for the course(s). The content and number of hours of instruction for these courses must meet University of Ottawa’s requirements and be pre-approved by the student’s faculty.

3. Renewal of excellence and merit scholarships –international exchange programs

When the renewal of excellence and merit scholarship depends on maintaining a specific grade point average, full-time students who successfully complete courses at a partner institution abroad are considered to have fulfilled the scholarship renewal conditions.

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7. PRIOR-LEARNING RECOGNITION

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8. COURSES

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8.1. Course code and weight

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8.2. Second-language certification and courses

Second-language certification 

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8.3. Course attendance

http://www.uottawa.ca/academic/info/regist/crs/0305/home_4_ENG.htm

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8.4. Class periods

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8.5 Course syllabus for undergraduate and graduate studies

(Approved by the Senate on June 6, 2011.)

Professors must supply a course syllabus during the first meeting with the students at the beginning of each course. This course syllabus must include:

·         the course description approved by Senate,

·         general and specific objectives of the course,

·         teaching methods,

·         evaluation methods and distribution of grades,

·         a list of required and recommended readings,

·         a calendar of activities and evaluations,

·         the professor’s contact information and office hours,

·         a reference to the regulation on plagiarism and academic fraud.

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9. EVALUATION OF STUDENT LEARNING

Course work for the year or the session (tests, term papers and other course work) carries a weight determined by the professor and approved by the department.

At the beginning of a course, professors shall inform students about course requirements, delivery and evaluation methods, and the nature and timing of assignments, projects and examinations.

Professors may refuse to accept any assignment or examination that is not written legibly.

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9.1. Normalization of grades

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9.2. Final examination

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9.3. Official examination period

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9.4. Attendance at examinations

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9.5 Justification of absence from an examination or of late submission of assignments

(Approved by the Senate on January 10, 2011)

Justification of absence from an examination (mid-term, final, supplemental or deferred) or from a test, or of late submission of assignments

Absence from any examination or test, or late submission of assignments due to illness, psychological problems or exceptional personal circumstances must be justified; otherwise, students will be penalized.

1. Medical grounds

a) Students must directly notify their professor or the academic secretariat of the faculty where they are registered, before the exam or before the assignment deadline.

b) Before accepting the student’s justification, the professor or the faculty’s academic secretariat has the right to request a medical certificate from the attending physician (including the student’s name, the date of both the absence and the return to studies, the medical consultation date, and the physician’s signature).

c) If the authenticity of the medical certificate is in question, the professor or the faculty’s academic secretariat may request that it be validated by the University of Ottawa’s Health Services.

d) If the medical problem is not foreseeable, students must notify their professor or the academic secretariat of the faculty where they are registered and submit a medical certificate bearing the date of the absence within five working days of the exam date or the assignment deadline, except if extenuating circumstances prevent them from doing so; these circumstances must be documented.

e) Students who write an examination during the period of disability specified on the medical certificate cannot later plead illness to appeal their examination results.

2. Psychological problems

a) Students must directly notify their professor or the academic secretariat of the faculty where they are registered, before the exam or before the assignment deadline.

b) Before accepting the student’s justification, the professor or the faculty’s academic secretariat has the right to request either a certificate from the attending physician or from a psychologist (including the student’s name, the date of both the absence and the return to studies, the consultation date, and the physician’s or psychologist’s signature) or a supporting letter issued by the University of Ottawa’s Counselling and Coaching Service.

c) If the authenticity of the certificate is in question, the professor or the faculty’s academic secretariat may request that it be validated by the University of Ottawa’s Health Services.

d) If the psychological problem is not foreseeable, students must notify the professor or the academic secretariat of the faculty where they are registered and submit a certificate bearing the date of the absence within five working days of the exam date or the assignment deadline, except if extenuating circumstances prevent them from doing so; these circumstances must be documented.  

e) Students who write an examination during the period of disability specified on the certificate cannot later plead psychological problems to appeal their examination results.

3.  Exceptional personal circumstances

Absence from an examination or test and the late submission of assignments due to exceptional personal circumstances must be justified in writing within five working days of the date of the examination or test or the assignment deadline.  The academic unit and the faculty concerned reserve the right to accept or reject the reasons presented.  Reasons such as travel, work and misreading of examination schedules are not accepted, except in exceptional and properly documented circumstances.

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9.6. Supplemental examination

Students who have registered for a supplemental examination must write it; otherwise they will receive the grade EIN (equal to a failing grade) for the examination unless they cancel their registration by informing their faculty no later than the day before the examination.

In the courses where the final mark is not exclusively the final examination mark, the mark obtained on the supplemental examination will be used to replace only that of the final examination.

The supplemental mark and the previous final mark appear on the transcript. Only the supplemental grade will be used for grade point calculations.

Additional fees are applied when students write supplemental examinations at another institution. No student is allowed to write supplemental examinations outside of Canada.

Civil Law
Please consult the French version of this regulation.

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9.7. Procedure on cancellation or postponement of exams

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9.8. Destruction of examinations and assignments

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9.9 Re-registration in a course

(Approved by the Senate on November 5, 2001)

In all undergraduate programs requiring 90 or more credits, students can take a certain number of courses (no more than 16 credits) either passed or failed, a second time, in an effort to improve their grade or expand their knowledge.

 The following conditions apply:

1. All courses taken and re-taken appear on the student’s transcript.
2. The grade received on the second try replaces the original grade in the calculation of the CGPA and in the application of program requirements. (A failing grade can replace a passing grade.  If a student receives that failing grade in a compulsory, they are obligated to take that course a third time.)
3. When students fail the same course twice, only their second grade applies in the calculation of their CGPA. Students who fail a compulsory course twice must withdraw from the program in question. Note, however, that a grade of E in a course followed by a failing grade on the supplemental (make-up) exam counts as only one fail for the course.
4. For limited-enrolment courses, priority is given to students who have not taken or passed the course in question.
5. Students cannot re-take a successfully completed course that is a prerequisite for another course they have already taken and passed.
6. When students take a course for a second time, any lower or higher grade they have received for the course does not affect the annual grade point average(AGPA) or the CGPA for the year (the session) in which they took the course for the first time.
7. Students cannot re-take a course they have already passed if it surpasses the maximum number of credits authorized (16 credits, passed or failed).
8. For students who are entitled to write a supplemental exam and who pass the exam, the credits for the course in question do not count towards the 16 credits allowed to be re-taken.
9. The results for all courses taken at the University of Ottawa or at Carleton University are used to calculate the CPGA, except for the first 16 re-taken credits (passed or failed), for which only the second grade earned is used in the CGPA.  

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10. GRADING SYSTEM

10.1. Official grading system

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10.2. Calculating Averages

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10.3. Revision of grades

http://www.uottawa.ca/academic/info/regist/crs/0305/home_4_ENG.htm

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10.4. Grade report

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10.5. Transcript

(Approved by the Senate on September 14, 2009)

A transcript is an official document issued by the University.

The transcript lists all courses for which a student is officially registered at the University, all corresponding academic results as well as all degrees, diplomas and certificates earned by the student.

A transcript issued to a student or to a third party authorized by the student will be marked "Issued to the student".

The group average and the number of students registered in the course are indicated on the transcript provided that at least six students are registered in the course.

A student with an outstanding balance or other financial obligations to the University cannot obtain a transcript.

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10.6. List of symbols

(Approved by the Senate on September 14, 2009)

ABS (Absent) – Symbol used when a student has not attended the course, has not submitted any assignment and has not advised the University, within the time limits specified in the Important dates and deadlines schedule, that the course was dropped. This symbol is equivalent to a failing grade (F).

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11. ACADEMIC STANDING, PROBATION AND MANDATORY WITHDRAWAL

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11.1. Academic standing

In the general bachelor's programs, students must maintain a minimum cumulative grade point average of at least 3.5 to be in good standing.

In the honours bachelor's program, students must maintain a minimum cumulative grade point average of at least 4.5 to be in good standing, except in programs having received specific approval from the Senate.

To continue studies in a given program without special conditions, a student must be in good standing, i.e. the student's official record must indicate a cumulative grade point average equal to or greater than the required minimum for the program.

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11.2. Probation and mandatory withdrawal

Subject to regulations on mandatory withdrawal, students whose cumulative grade point average falls below the required minimum for the program may be allowed to reregister by their faculty, but will be on probation if they do so.

The probation is lifted when the student's cumulative grade point average reaches the required minimum for the program.

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11.3. Withdrawal from a program of studies or from the faculty

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11.4. Readmission

Students in honours programs whose cumulative grade point average is below 4.5 may opt to reregister in the honours program with probationary status or register in a general bachelor's program. In the latter case, they will not be on probation unless their average is below 3.5.

All students must be in good standing to obtain a degree. Candidates for a general bachelor’s degree must therefore have a minimum cumulative grade point average of at least 3.5 at the end of their program. Candidates for the honours bachelor's degree must obtain a cumulative grade point average (CGPA) of at least 4.5 and a diploma grade point average (DGPA) of 4.5 or 5.0, depending on the faculty, at the end of their program (except in specific cases approved by the Senate).

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11.5. Registration in additional courses

Students who have not met the minimum CGPA and/or DGPA required in their program upon completing all the course requirements may enrol in additional courses, to a maximum of 24 credits, to meet the requirements. The courses must be at the 2000 level or higher, depending on the faculty (the faculty determines how many of these courses must be in-discipline and out-of-discipline).

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11.6. Mandatory withdrawal

In addition to the mandatory withdrawal set out in the regulation on fraud and in the regulation on academic standing, and taking into account approved faculty regulations, withdrawal from a program or a faculty is mandatory in these situations:

a) failure in courses totalling 18 credits (excluding courses taken more than once) (withdrawal from the faculty);

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11.7. Interruption of studies

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11.8. Provisions regarding academic programs offered until May 2010

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12. CONDITIONS FOR OBTAINING A DEGREE, A CERTIFICATE OR A DIPLOMA

(Approved by the Senate on January 11, 2010)

The Senate of the University confers a degree, a certificate or a diploma upon a student who has fulfilled all of the requirements for the program or programs leading to that degree or statement of studies and complied with all applicable academic regulations.

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12.1. General bachelor's degree

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12.2. Honours bachelor's degree

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12.4. Conditions for obtaining a certificate or a diploma

(Approved by the Senate on January 11, 2010)

Programmes leading to a certificate or a diploma and graduation requirements must be submitted to Senate for approval.

The list of candidates to a certificate or a diploma must be submitted to the Executive Committee of Senate for approval.

The minimum CGPA required for a certificate or diploma is 3.5.

Candidates who have qualified for a certificate or diploma are presented at Convocation.

Students holding a certificate who wish subsequently to register in a degree programme may be granted advanced standing toward the degree, subject to Senate and faculty regulations.

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12.5. Obtaining a second diploma

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12.6. Residence requirements

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12.7 Duration of studies

(Approved by the Senate on June 6, 2011.)

a)  Duration of undergraduate studies

When students have not obtained a degree after eight (8) years of study, the faculty may require them to take additional courses in order to fulfill their program requirements

At the undergraduate level, for the Common Law and Civil Law sections the maximum duration of studies is six (6) years from the initial registration date.

In some programs, these requirements may be subject to rules governing professional accreditations.

This regulation does not apply to the Faculty of Education. For more information on the current regulations, students should contact the Faculty of Education.

b) Maximum duration of graduate studies 

·    Candidates for graduate certificates or diplomas must meet all the requirements of the certificate within three (3) years of initial registration.  Certain programs impose shorter time limits.

·    Candidates for the master’s degree must complete all degree requirements within four (4) years of the date of initial registration in the master’s program.  Certain programs impose shorter time limits.

·    Candidates for the doctoral degree must submit the thesis within six (6) years of the date of initial registration in the doctoral program or, if authorized to fast-track before completing the master’s, within seven (7) years of initial registration in the master’s program.  Certain programs impose shorter time limits.

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12.8. Registration for degree

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12.9. Provisions regarding academic programs offered until May 2010

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13. DISTINCTIONS

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13.1. Medals

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13.2. Awards

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13.3. Plaques

A minimum cumulative grade point average of 7.0 is required to obtain a plaque.

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13.4. Dean’s honour list

(Approved by Senate on January 11, 2010)

Only the following students will have their name placed on the Dean’s Honour List.

Full-time students who maintained an annual grade point average (AGPA) of 8.5 or higher (7.5 in law programs); and

a) in the year prior to the list being compiled, accumulated at least 24 credits over two sessions; or

b) were registered in a CO‑OP program or participated in an international exchange and who accumulated at least 12 credits in a single session during the preceding 12 months.

Part-time students who maintained a cumulative grade point average (CGPA) of 8.5 or higher (7.5 in law programs); and

a) have accumulated 30, 60, 90 or 120 credits. For these students, the names to be added to the Dean’s Honour List will be determined after each block of 30 credits.

Nomination to the honour list is indicated on the transcript for the session when it was awarded.

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13.5. Citations

(Approved by the Senate on April 12, 2010)

At the six direct-entry faculties, namely the Faculty of Arts, Faculty of Engineering, Telfer School of Management, Faculty of Science, Faculty of Health Sciences and Faculty of Social Sciences, citations are awarded to students who complete the requirements  of an undergraduate degree, according to the following cumulative grade point averages:

SUMMA CUM LAUDE :          9.0 and above

MAGNA CUM LAUDE :           8.0 – 8.9

CUM LAUDE :                         7.0 – 7.9

At the Common Law section of the Faculty of Law, citations are awarded according to the following cumulative grade point averages:

SUMMA CUM LAUDE :          8.5 and above

MAGNA CUM LAUDE :           8.0 – 8.4

CUM LAUDE :                         7.0 – 7.9

At the Civil Law section of the Faculty of Law, citations are currently awarded according to the following cumulative grade point averages:

SUMMA CUM LAUDE :          8.5 and above

MAGNA CUM LAUDE :          7.5 – 8.4

CUM LAUDE :                         6.5 – 7.4

As of May 2012, the Civil Law section will use the same scale as the Common Law section.

At the Faculty of Education, citations are awarded according to the following cumulative grade point averages:

SUMMA CUM LAUDE :          9.5 – 10.0

MAGNA CUM LAUDE :          9.0 – 9.4

CUM LAUDE :                         8.0 – 8.9

The Faculty of Medicine does not use citations.

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14. OTHER IMPORTANT INFORMATION

14.1. Date of application of new academic regulations

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14.2. Academic fraud

(Approved by the Senate on September 13, 2010 and effective immediately.)

REGULATION ON ACADEMIC FRAUD

Definition

1. Academic fraud is an act by a student that may result in a false academic evaluation of that student or of another student. Without limiting the generality of this definition, academic fraud occurs when a student commits any of the following offences:

a) commits plagiarism or cheating of any kind (to obtain more information on plagiarism and how to avoid it, consult our Web site at www.uottawa.ca/plagiarism.pdf);

b) submits a work of which the student is not the author, in whole or in part – except for duly cited quotations or references. Such work may include an academic paper, an essay, a test, an exam, a research report, a thesis, whether written, oral, or in another form;

c) presents research data that has been falsified or concocted in any way;

d) attributes a purported statement of fact or reference to a source that has been concocted;

e) submits the same work or significant part thereof for more than one course, or a thesis or other work that has already been submitted elsewhere, without written authorization from the professors concerned and/or of the academic unit concerned;

f) falsifies an academic evaluation, misrepresents an academic evaluation, uses a forged or falsified academic record or supporting document, or facilitates the use of a falsified academic record or supporting document;

g) undertakes any other action for the purpose of falsifying an academic evaluation.

Sanctions

2. A student who has committed or attempted to commit academic fraud, or who has been a party to academic fraud, is subject to one or more of the following sanctions:

a)     a written reprimand;

b)     the mark of F or zero for part of the work concerned;

c)     the mark of F or zero for the work concerned;

d)     the mark of F or zero for the work concerned and the loss of additional marks for the course concerned;

e)     the mark of F or zero for the work concerned, with no more than the passing grade as a final mark for the course concerned;

f)       the mark of F or zero for the course concerned;

g)     the loss of all or part of the credits for the academic year concerned (the courses for which credits were withdrawn remain in the student’s file – they are included in the grade point average and must be repeated or replaced by other courses at the discretion of the Faculty);

h)     an additional requirement of 3 to 30 credits added to the student’s program of studies (additional credit requirements that are added to the student’s program of studies as part of an academic fraud sanction will also apply to any subsequent program of the same level in which the student registers);

i)        the loss of any opportunity to receive a scholarship from the Faculty for one year;

j)       the loss of any opportunity to receive a scholarship from the Faculty until graduation;

k)      suspension from the program or from the Faculty, for at least one session and at most three academic years;

l)        expulsion from the Faculty;

m)    the loss of any opportunity to receive a scholarship from the University of Ottawa for one year;

n)     the loss of any opportunity to receive a scholarship from the University of Ottawa until graduation;

o)     expulsion from the University of Ottawa for at least three years, it being understood that three years after being expelled, the student concerned may ask the Senate Appeals Committee to review his or her case, with the possibility, where applicable, of having the notice of expulsion withdrawn from the student’s transcript – if the student reapplies for admission, the regular admission process shall apply;

p)     cancellation or revocation of a degree, diploma or certificate where the offence relates to the eligibility to receive such degree, diploma or certificate, and which was discovered or determined after its award;

q)     inclusion of the following statement in the student’s academic transcript: “Sanction pursuant to contravention of the University regulation on fraud.”

Decisions

3. Sanctions stipulated in sections 2(a) to 2(k) are imposed by the Faculty in which the student is registered. Sanctions 2(l) to 2(q) are imposed by the Senate Appeals Committee upon the recommendation of the Faculty. Decisions shall take effect immediately, notwithstanding appeal.

Procedure

4. Allegations of fraud are submitted in writing, with supporting documentation, to the dean of the Faculty that offers the course in question, with the exception of University of Ottawa graduate courses where all allegations of academic fraud are submitted to the dean of the Faculty of Graduate and Postdoctoral Studies (FGPS).

5. If the dean or the dean’s representative decides that the allegation is founded:

a)   the dean informs the student in writing of the allegation made against him or her and provides a copy of all supporting documentation – if the student is eligible for the accelerated process, he or she will be asked to choose whether to follow the process described in the present regulation or the accelerated process;

b)   the dean provides a copy of the present regulation and, when required, the Regulation on the Accelerated Process for Academic Fraud Cases;

c)   if the student is not eligible for the accelerated process or if the student is eligible for the accelerated process but has opted for the process described in the present regulation, the file is referred to a committee of inquiry consisting of at least three persons appointed by the dean;

6. The committee of inquiry:

a) invites the student to present, in writing, within a prescribed time limit, any information or documents relevant to the allegation which has been made and, if it deems it appropriate, invites the student to appear before the committee;

b) solicits any other information that it considers relevant to its inquiry.

7. On the basis of this documentation and information, and once the student has been given the opportunity to be heard in writing and/or in person, the committee of inquiry:

a) either concludes that the allegation is not sufficiently founded and that no further action is to be taken; or,

b) concludes that the allegation is founded and prepares a summary report for the dean, which shall include a recommendation for the appropriate sanction.

The student is informed by the dean of the conclusions reached by the committee of inquiry and of the next procedural steps. The dean informs the student that he or she may submit comments on the report of the committee of inquiry, provided that such comments are made in writing within 10 working days following the date at which the report was sent.

8. The report of the committee of inquiry and, if applicable, the written submissions made by the student, are submitted to the executive committee of the Faculty or its equivalent, which either decides or recommends the sanction to be imposed to the Senate Appeals Committee, as the case may be.

9. If the sanction is one the Faculty has the power to impose, the decision of the executive committee of the Faculty or its equivalent shall take effect immediately, notwithstanding appeal.

10. The dean informs the student in writing of the decision or the recommendation made by the executive committee of the Faculty or its equivalent, and of the procedure to be followed should the student wish to appeal.

Appeal

11. A student who decides to appeal the decision of the executive committee of the Faculty (or its equivalent) or its recommendation to the Senate Appeals Committee, must so inform the Office of the Vice-President, Governance and provide the reasons for the appeal, within 10 working days following the date at which the decision or recommendation was sent.

12. The Office of the Vice-President, Governance transmits the file to the Senate Appeals Committee which:

a) invites the student to appear before the committee and/or submit in writing any information the student considers relevant;

b) solicits any other documentation or information it considers relevant.

13. The decision of the Senate Appeals Committee is final and cannot be appealed.

Fraud concerning more than one student

14. When the allegation of fraud involves students from different faculties, the case is submitted to the Faculty that offers the course, in accordance with the procedure set out in this regulation. At the graduate level, allegations of academic fraud are submitted to the dean of the FGPS.

Suspension

15. A student who has been suspended from a program shall not be awarded any credit for courses otherwise acceptable as part of the student’s program or as part of the overall requirements of the program, when such courses are taken, at the University of Ottawa or elsewhere, during the period of suspension which has been imposed. A mark of F (zero) will be assigned retroactively, if applicable, to any course so taken at the University of Ottawa, and tuition fees will not be refunded.

16. At the end of the period of suspension, the student will be authorized to continue the program once he or she has registered in accordance with the conditions applicable at that time.

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14.3 Regulation on the Accelerated Process for Academic Fraud Cases

(Approved by the Senate on September 13, 2010 and effective immediately.)

Eligibility

1. All students alleged to have committed academic fraud are eligible for the accelerated process of academic fraud cases, with two exceptions:

a) if it is a second or repeated offence;

b) if the offence is serious enough to merit sanctions going as far as sanction 2(i) of the Regulation on Academic Fraud (i.e. the loss of any opportunity to receive a scholarship from the Faculty for one year) to sanction 2(q) (i.e. inclusion in the academic transcript).

Procedure

1. As stated in sections 4 and 5 of the Regulation on Academic Fraud, if the allegation is founded and if the student is eligible for the accelerated process (i.e. that the case is not one of the exceptions that must follow the regular process), an email is sent to the student requesting he or she choose either the accelerated process or the regular process. The student has five working days to provide a response.

By accepting this accelerated process, the student acknowledges a contravention, whether voluntary or involuntary, of academic regulations and accepts that a sanction will be imposed.

2. If the student chooses the accelerated process, a meeting is organized between the person in charge of the accelerated process for academic fraud cases and the student. The purpose of the meeting is to discuss the situation and sign an agreement whereby the student acknowledges having committed a contravention, whether voluntary or involuntary, of the academic regulations and accepts the imposed sanction. The student is allowed two working days to sign and return the agreement to the person in charge of the accelerated process for academic fraud cases.

The student can be accompanied by the person of his or her choice at this meeting, as can the person in charge of the accelerated process for academic fraud cases. However, both the student and the person in charge of the accelerated process for academic fraud cases must provide the other with the name of the person who will be accompanying them beforehand.

Normally, the sanctions are those of the Regulation on Academic Fraud, from sanction 2(a) (i.e. a reprimand) to 2(h) (i.e. an additional requirement of 3 to 30 credits to be added to the student’s program of studies).

3. The person in charge of the accelerated process for academic fraud cases forwards the results of the accelerated process, including the imposed sanction, to the professor who made the allegation and the director of the academic unit. A copy, to be signed by the student, is also included in the student’s file.

The accelerated process for an academic fraud violation normally takes no longer than 15 working days from when the allegation is made to when the agreement is signed.

4. The student can put a stop to this process at any point prior to signing an agreement — the normal process then follows.

The person in charge of the accelerated process for academic fraud cases can also put an end to this process if he or she deems that no agreement is possible, for example, in circumstances such as:

    * When emails and/or telephone messages remain unanswered, or the process is being unduly prolonged;
    * When the student refuses to acknowledge that a contravention of academic regulations has been committed;
    * When the student refuses the proposed sanction;
    * When the student does not attend the meeting.

If the regular process is initiated:

    * All information disclosed by a student in the accelerated process is to be considered privileged and is not to be disclosed to any member of the committee of inquiry established under the regular process;
    * The fact of the occurrence of an accelerated process or of a student’s exploration thereof is not to be disclosed to the committee of inquiry established under the regular process;
    * No person (other than the student) participating in the accelerated process is to participate in a committee of inquiry established under the regular process, unless the student agrees otherwise.

5. A student who wishes to file an appeal after he or she has signed an agreement may submit this appeal to the Senate Appeals Committee within 10 working days from the date of said agreement.

FAQ for Students on the Accelerated Process

Sanction Levels

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15. RELIGIOUS ACCOMMODATIONS

(Approved by the Senate on September 12th, 2011)

Guidelines on academic accommodation for religious observances by students

Purpose

1.    The University of Ottawa values its diverse community and wishes to formalize its practices on accommodation for religious observances by students. In March of each year, the Registrar informs the Deans of the dates of commonly cited religious holidays for the upcoming academic year to facilitate the handling of requests for accommodation for religious observances.

2.    The Ontario Human Rights Code (“Code”) provides that every person has the right to equal treatment with respect to services without discrimination because of creed.  The Ontario Human Rights Commission has stated that “creed” means a professed system and confession of faith, including beliefs and observances, if the beliefs and observances are sincerely held and/or observed.  “Creed” does not include secular, moral or ethical beliefs or political convictions.

3.    These Guidelines outline a process for addressing religious observances that conflict with the scheduling of a student’s academic or course-specific requirements.  It is intended to assist in responding to students’ religious observances while ensuring that the integrity of the course or program of study is not compromised. The term “reasonable accommodation” used in these Guidelines will depend on the facts and the circumstances present in each individual case.


Procedure for making a request

4.    A student who wishes to make a request for an accommodation based on his or her religious observance must do so by submitting a written or electronic request to the professor responsible for the course or to the appropriate authority designated by the faculty.  The request for accommodation must identify the nature of the religious observance and the requested accommodation.  The student is expected to assist the professor or designated authority in efforts to implement reasonable accommodation, including in identifying solutions that may be reasonably pursued to address the request.

5.    The following timelines should be observed when a request for accommodation is initiated:

      a.    for an academic requirement published in the course syllabus or otherwise communicated during or before the first class: within two weeks of the start of the course;

      b.    for an academic requirement communicated after the first class: within five working days of the requirement being communicated to the class; and

      c.    for a final examination: within five working days of the publication of the final examination schedule.

6.    The professor or designated authority and student will consult to reach an agreement on the reasonable accommodation arrangement.  If the professor or designated authority requests clarification or additional information, the student must respond in a timely manner, normally within a maximum of five working days. The professor or designated authority may consult with other University staff while respecting confidentiality policy as appropriate.

7.    If a mutually agreeable solution cannot be reached within a reasonable time period, taking into account relevant academic deadlines and the time required for arrangements to be finalized, the student must immediately send a written request to the Vice-Dean of Undergraduate or of Graduate Studies or other person designated by the Faculty who will make a final decision.  

8.    The Vice-Dean of Undergraduate or of Graduate Studies or designate may request additional information from the student or the professor and may consult with other University staff, where appropriate.  The Vice-Dean of Undergraduate or of Graduate Studies or designate will inform the student and the professor of his or her decision in writing, usually within two weeks of the student’s request to the Vice-Dean of Undergraduate or of Graduate Studies or designate.

9.    In cases of questions or concerns, the professor or Vice-Dean of Undergraduate or of Graduate Studies or designate may consult the University’s Legal Services.
 

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