Academic Policy

1.1 Semester System

With the exception of the English as a Second Language courses, VES School is semestered intake. There is limitation on how many courses students can take with a certain period of time based on the discretion of students’ learning capacity.

1.2 Course Registration

By applying for admission at VES School, students accept the right of the principal and the registrar to collect pertinent personal information. This information is used for the purposes of admission and registration, and to assist the college in the academic and financial administration of its affairs. The student agrees that all documentation submitted to the college in support of the application for the admission becomes the property of VES School.

An electronic record of the student’s achievements at VES School is preserved permanently as well as the record of academic offences, but all other documentation in a student’s file may be destroyed when no longer required.

1.3 Changing Types of Courses

In Grades 10 to 12, a student may change to a different type of course in a given subject, provided that the student has taken any course specified as a prerequisite for that course. If the student has not done so, he/she may take one of the specified prerequisite courses through summer school, night school, e-learning, independent learning centre or independent study.

1.4 Adding, Dropping and Withdrawing Courses

Before a session begins, a student should obtain a list of courses offered in the particular session and register for those courses the student wishes to take. In a situation where a course of interest is not offered, the student should make a request in writing to the principal. The college will make arrangements to offer a course that has been requested in writing by at least ten students. The college reserves the right to cancel a course with low student registration.

For add/drop deadlines, students should consult the academic calendar. In order to add or drop a course, the student should complete the course add/drop form and submit it in person to the registrar for approval. Permission and signature of the instructor are required to add a course and proof of tuition being paid in advance for any additional credits is required. The latest date to drop a course with no record on a student’s transcript is the fifth day after the end of mid-term exams.

If a student withdraws from a course, enter a “W” in the “Credit Earned” column of the report

card(s) issued subsequent to the withdrawal. For students (including students with an Individual

Education Plan) who withdraw from a Grade 11 or 12 course more than five instructional days after the mid-term exam, enter the student’s percentage mark, at the time of withdrawal in the “Percentage Mark” column.

If a student wishes to take more than four 110-hour University Preparation courses, the principal’s signature is required. The full course load for ESL courses should not exceed the total number of thirty-five (35) hours of instruction per week. Anything above that requires special permission from the principal. A student registered in the ESL program is allowed to take only one (1) credit course simultaneously provided that the prerequisite of the credit course is satisfied. If a student performs unsatisfactorily on a course, the student must provide a written request and acceptable explanation. The student would then be permitted to repeat the same course.

1.5 Program Postponement

Students are allowed to postpone a program for one session (approximately twelve weeks) every two (2) years.

To postpone a program, a student should apply to the principal in writing. If the request is granted, any money paid towards tuition will stay in the student’s account until the program is commenced.

Students cannot postpone a program twice within two (2) years. If program postponement was not approved by the principal in writing, failure to attend classes will result in cancelled registration.

1.6 Homework and Written Assignments

At VES School, we believe that homework and written assignments are an effective tool to review and consolidate the concepts learned. The intensity of homework assignments will vary over the four years of high school. Students in Grades 11 are expected to complete roughly two to three hours of homework daily. Students in Grade 12 should expect roughly three to four hours of homework daily. During examination periods or near due dates, this load may become heavier.

It must be made clear to students early in the school year that they are responsible not only for

their behaviour in the classroom and the school but also for providing evidence of their achievement

of the overall expectations within the time frame specified by the teacher, and in a form approved

by the teacher. Students must understand that there will be consequences for not completing

assignments for evaluation or for submitting those assignments late.

Where in the teacher’s professional judgement it is appropriate to do so, a number of strategies

may be used to help prevent and/or address late and missed assignments. They include:

– asking the student to clarify the reason for not completing the assignment;

– helping students develop better time-management skills;

– collaborating with other staff to prepare a part- or full-year calendar of major assignment dates for every class;

– planning for major assignments to be completed in stages, so that students are less likely to be

– faced with an all-or-nothing situation at the last minute;

– maintaining ongoing communication with students and/or parents about due dates and late

– assignments, and scheduling conferences with parents if the problem persists;

– in secondary schools, referring the student to the Student Success team or teacher;

– taking into consideration legitimate reasons for missed deadlines;

– setting up a student contract;

– using counselling or peer tutoring to try to deal positively with problems;

– holding teacher-student conferences;

– reviewing the need for extra support for English language learners;

– reviewing whether students require special education services;

– requiring the student to work with a school team to complete the assignment;

– for First Nation, Métis, and Inuit students, involving Aboriginal counsellors and members

of the extended family;

– understanding and taking into account the cultures, histories, and contexts of First Nation, Métis, and Inuit students and parents and their previous experiences with the school system;

– providing alternative assignments or tests/exams where, in the teacher’s professional judgement,

– it is reasonable and appropriate to do so;

Teachers will monitor students’ workload and communicate with the other staff regularly, and make necessary accommodations wherever possible; however, it is the students’ responsibility to keep track of the progress of their own homework assignments and deadlines. It is also the student’s responsibility to express any particular concerns regarding their workload to their teachers prior to any due date.

1.7 Tests and Quizzes

All VES School courses include different ways of assessing and evaluating student learning. Tests and quizzes are common assessment tools in all programs. Instructors will share with the class in advance which curriculum content students will be tested/quizzed on.

– Tests are assessments that are scheduled in advance and require study time. Tests take place regularly to evaluate student achievement.

– Quizzes are also assessments that are scheduled in advance and require study time, but are usually shorter in length and lighter in content than tests.

Students should arrive on time for tests and quizzes. If late, a late penalty will be given at the instructor’s discretion. All instructions and corrections will take place at the beginning of the period and may or may not be repeated for the late student at the teacher’s discretion.

If a student needs to miss a test/quiz, he/she should notify the instructor as early as possible and provide a valid or documented reason for doing so. If a student misses a test/quiz without any notification, he/she will simply receive zero (0).

1.8 Examinations

Each course offered at VES School will include mid-term and/or final examinations that cannot be waived. Students should refer to their course syllabus for the exact final grade breakdowns. The final exam may be worth up to 30% of the final grade.

Thirty per cent of the grade will be based on a final evaluation administered at or towards the end

of the course. This evaluation will be based on evidence from one or a combination of the following:

an examination, a performance, an essay, and/or another method of evaluation suitable to the

course content, consistent with the evaluation policy outlined in Chapter 5 of the present document.

The final evaluation allows the student an opportunity to demonstrate comprehensive achievement

of the overall expectations for the course.

Exam schedules will be out at least two (2) weeks prior to the exam period. It is the student’s responsibility to check their own exam schedules and avoid any conflicts. All students are responsible for presenting themselVES SChool at the place of examination on the scheduled day and time. All instructions and corrections will take place at the beginning of the period and might not be repeated for the late student.

Only illness or unforeseen circumstances clearly beyond the student’s control will be considered a valid reason for a missed examination. In case of illness, a doctor’s note is mandatory. If the instructor deems the reason legitimate, the student in question will be evaluated through other means, which may include an alternative exam on a day and time arranged by the instructor.

1.9 Academic Honesty

VES School values honesty in all aspects of its operations. Students at VES School are held to the highest standards of conduct in this regard. Students are expected to maintain academic integrity by being familiar with and following the academic honesty policies of VES School. Academic dishonesty is considered a serious disciplinary matter in all educational institutions; any offense against academic honesty will compromise a student’s grades and good standing. At VES School, cheating, plagiarism and all forms of academic dishonesty are considered serious violations.

1.9.1 Cheating Offences

– Cheating offenses include, but are not limited to, the following:

– Copying from another student in a test or examination situation.

– Copying and submitting in whole or in part the work of another in an assignment, report, project, etc. as one’s own.

– Copying and submitting, in whole or in part, electronic files or data created by another person without the instructor’s permission.

– Using unauthorized material or aids in the preparation of an assignment or project.

– Possessing unauthorized material or aids in a test or examination situation.

– Claiming to have completed assigned tasks that were, in fact, completed by another person.

– Plagiarizing materials or works, in whole or in part, prepared by another person without citing appropriate reference credit.

– Allowing another person to take a test or examination in one’s place.

– Altering or falsifying academic records in any way.

– Submitting false medical, academic or other documentation required by the College.

– Improperly obtaining through theft, bribery, collusion, or otherwise any test or examination paper prior to the date and time for writing such test or examination.

– Aiding or abetting anyone in a cheating offence.

1.9.2 Procedure

1.9.2.1 When a student is suspected of cheating, the instructor, invigilator or other individual who suspects the student of cheating will, at the earliest opportunity, In VES School tigate the situation, discuss the matter with the student and come to a decision regarding the student’s guilt or innocence.
1.9.2.2 In the event a decision is made under 3.1 that the student is guilty of cheating, before determining an appropriate penalty, the course instructor will ascertain from the Registrar’s Office whether the student has been found guilty of any previous cheating offence while enrolled at VES School and consult the student’s program coordinator/manager.
1.9.2.3 In the event that the instructor determines this to be a first offence for the student, the instructor will apply an appropriate penalty subject to the limitations in section 4. The instructor should give due consideration to the seriousness of the offence as well as the impact of the penalty imposed on the student’s education. The penalty should also be consistent with the range of penalties outlined in section 5 of this policy.
1.9.2.4 In the case of a second offence by the student, the Principal will determine the appropriate penalty for this offence and will ensure that the penalty is more severe than the penalty imposed for the previous offence. The student will be advised on the Academic Offence Form that if found guilty of a third offence of cheating at VES School, an automatic penalty of expulsion from the College will result.

1.9.3 Penalties

A student guilty of cheating will be subject to a penalty appropriate to the nature and seriousness of the offence. A record of all such cases will be kept in the Registrar’s Office. Second offences for the same individual will be subject to a more serious penalty than the one previously imposed.

The following penalties may be applied:

1.9.3.1 Reprimand.
1.9.3.2 Requirement that the student repeats and re-submits the SAME OR AN ALTERNATE assignment. In such cases, the grade or mark awarded will be reduced or limited at the discretion of the subject teacher.
1.9.3.3 A mark of “0” will be given for the assignment with no opportunity to resubmit. This may result in failure of the course.
1.9.3.4 A failing (F) grade will be awarded in the course.

1.9.3.5 Immediate suspension from the College for a period not less than the end of the current semester in which the student is enrolled nor more than one year. This penalty will result in automatic failing (F) grades in all courses in which the student is registered, and no fees will be refunded for that semester. This penalty will only be imposed by the Principal on the recommendation of the teacher involved in in VES School tigating the incident.

1.9.3.6 Expulsion from the College, permanently recorded on the student’s record and any Statement of Academic Achievement. This penalty will result in automatic failing (F) grades in all courses in which the student is registered, and no fees will be refunded for that semester.
This penalty will only be imposed by the Principal on the recommendation of the teacher involved in in VES School tigating the incident.

1.9.3.7 Appropriate Penalties for Cheating
This section provides both direction and guidelines to those responsible for imposing penalties for cheating. As outlined in this section, certain offences carry minimum penalties which must be applied consistently throughout the College. In many instances, however, there is discretion in the application of a penalty, but that discretion should fall within the limits herein proscribed. To ensure as consistent a treatment as possible, consideration should be given to the extent to which the student was aware, or ought to have been aware, that what he/she was doing constituted an academic offence. For example, where students are permitted to work in groups of two or more in preparing an assignment or project and where each individual student is required to make a separate submission, faculty must ensure that students have been given clear direction as to the extent submitted work by individuals may be common. In the event a student is found to be cheating in such a situation, the penalty should be mitigated if there is good reason to believe the student did not understand the action as inappropriate.

The following penalty ranges for academic offences under this policy must be followed:

Academic Offences
Appropriate Penalty

– Any third offence under this policy 4.9.3.6

– Aiding or abetting anyone in any cheating offence. The same penalty which would be applied for the actual cheating offence

– In a test or examination situation, copying from others or possessing unauthorized material or aids 4.9.3.3 to 4.9.3.5

-Submitting the work of another as one’s own and plagiarism 4.9.3.1 to 4.9.3.4

– Allowing another person to take a test or examination 4.9.3.6

– Altering or falsifying academic records 4.9.3.4 to 4.9.3..6

– Submitting false documentation 4.9.3.1 to 4.9.3.4

– Improperly obtaining a test or examination 4.9.3.4 to 4.9.3.6

1.9.4 Student Appeals

A student may appeal a decision that he/she is guilty of cheating or the appropriateness of the applied penalty by completing the appeal form for appealing grades or academic decisions. Any such appeal must be made within 15 days of the student’s learning of the decision or the penalty. As with grade appeals, the student will be entitled to two levels of formal appeal. Any decision following the second level appeal will be final.

During an appeal of suspension or expulsion, if there is no issue of safety to others, the student will be allowed to continue in the course or program until any appeal has been heard and resolved.

Students must submit proof of pre-requisites for all enrolled course(s) upon registration.

– All cancellations must be made in writing.

– Full-time programs are offered at discounted rates and cannot be broken throughout the Academic school year. Upon registration, tuition fees paid for a full-time program are non-refundable under any circumstance.

– In the event a student is suspended, expelled, or otherwise required to leave VES School for any reason, all fees paid to VES SCHOOL are strictly non-refundable, no exceptions.

– Registration fees are non-refundable under any circumstance.

– An NSF fee of $50 will be applied to all cheques processed with insufficient funds.

– Credit notes are non-transferable, valid for 10 months from the issue date, and are applicable to all VES School programs

– In the event that a student/parents are not forthcoming with information which could negatively impact the performance of the student or their peers, VES School reserves the right to dismiss the student from the school.

Cancellation for Full-time Programs (Full-time Students):

– Students must submit proof of pre-requisites for all enrolled course(s) upon registration.

– All cancellations must be made in writing.

– In the event a student is suspended, expelled, or otherwise required to leave VES for any reason, all fees paid to VES are strictly non-refundable, no exceptions.

– Registration fees are non-refundable under any circumstance.

– An NSF fee of $50 will be applied to all cheques processed with insufficient funds.

– Credit notes are non-transferable, valid for 12 months from the issue date, and are applicable to all VES programs

– In the event that a student/parents are not forthcoming with information which could negatively impact the performance of the student or their peers, VES reserves the right to dismiss the student from the school.

Cancellation for Full-time Programs (Full-time Students):

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