Post-secondary Program Progression and Graduation

1. Purpose

Loyalist College is committed to fostering a teaching and learning environment that supports student academic progression and success. This policy sets the progression and graduation standards for post-secondary credential programs at Loyalist College by outlining criteria for course completion, academic standing, and graduation requirements.

2. Application

This policy applies to all programs leading to an Ontario College credential.

3. Definitions

• Academic Standing The status assigned to a student based on their academic performance in a particular term, which determines eligibility to progress in a program of study.
• Apprenticeship Program The in-class portion of a registered training agreement with the Ministry of Labour, Immigration, Training and Skills Development. The experiential learning portion of the agreement is conducted by the apprentice’s employer while on-the-job.
• Co-requisite A course which must be taken together with another course in the same term.
• Credential An Ontario College Certificate, Diploma, Advanced Diploma, Graduate Certificate, or Degree, awarded upon the completion of a program of study under the Ontario Qualifications Framework.
• Credit Recognition Awarding credit for a course based on completion of a similar course or demonstration of the course learning outcomes.
• Grade Point Average (GPA) The weighted average of all the numeric grades received. Pass/fail grades are not included in this calculation. If a course is repeated for any reason, the higher grade will be used in the calculation. Types of GPA calculations include:
  • Term GPA: the GPA earned from all courses in a specific academic term.
  • Program GPA: the GPA earned from all courses in a program of study, calculated at the time the credential is awarded.
  • Total Institution/Overall GPA: the GPA earned from all courses attempted at the College.
• Non-academic Requirement Mandatory requirements unrelated to academic performance which must be satisfied in order to be eligible for an experiential learning activity in a program of study, such as a clinical or field placement. (e.g., immunization record, criminal record check, vulnerable sector check, first aid certification).
• Non-standard Post-secondary Program A program of study leading to an Ontario College credential delivered through open enrolment in which students register on a course-by-course basis.
• Posthumous Academic credit or a credential granted after a student’s death, in acknowledgment of the student’s academic progress and standing at the time of their passing.
• Pre-requisite A course which must be successfully completed before another course can be attempted.
• Program of Study An official list of all the required courses and experiential learning components within all semesters of an approved graduate certificate, degree, advanced diploma, diploma, or certificate program, developed in compliance with standards established by the Ministry.
• Semester A defined set of courses within a program of study that are intended to be taken together during a specific academic term.
• Standard Post-secondary Program A program of study leading to an Ontario College credential with a prescribed progression plan (block course registration by semester, and a defined study/break term sequence).
• Student A person who is enrolled, or is in the process of enrolling, in a program or a course, on a full-time or part-time basis.
• Term A defined period of time within an academic year when courses are offered. The academic year is comprised of three 15-week terms – Fall, Winter, and Spring.

4. Policy

Loyalist College is committed to supporting student success by providing clear, consistent, and transparent processes related to program progression and graduation.
When students are enrolled in a program, they are assigned to the current version of the program of study and must complete prescribed courses. Students will be advised if the program of study includes general education or breadth courses, elective courses, pre-requisite courses, and co-requisite courses. Progression in standard post-secondary programs is prescribed; courses are grouped into blocks by semester, and the study/break term sequence is predetermined. Progression in non-standard programs is discretionary; students register on a course-by-course basis, while respecting pre-requisites and co-requisites and following recommended course sequencing. Students are responsible for meeting all program requirements for graduation. Normally, students can only be enrolled in one post-secondary program at a time.

5. Graduation

To be awarded a credential, a student must satisfy all requirements of the program of study and achieve a program GPA greater than or equal to 60%, or 65% in degree programs. Where courses have been repeated, the highest course grade is used in the program GPA calculation.

• 5.1. Completion Timeline
  • Students are expected to complete their program of study within twice the standard time of the credential duration. Exceptions to standard program completion timelines may be based on documented accommodations, extenuating circumstances, or other legitimate factors. Exceptions are approved by the Registrar, in consultation with the Academic School.

• 5.2. Residency
  • To qualify for an Ontario College Certificate, Diploma, Advanced diploma, or Graduate Certificate, students who receive credit recognition must complete at least 25% of the program requirements with Loyalist College and achieve a program GPA greater than or equal to 60%. For Degree programs, students who receive credit recognition must complete at least 50% of the program requirements at Loyalist College and achieve a program GPA greater than or equal to 65%.
• 5.3. Credentials
  • Credentials are issued with the approved Ministry program title and the legal name of the student.
  • Students are awarded the credential associated with their program of study. The College assigns credentials for all programs in alignment with the Ontario Qualifications Framework.
  • A student who has completed a program and received the highest level of a credential does not qualify to receive credentials at a subordinate level (e.g., student completes a diploma and in doing so has also completed the requirements of a one-year certificate, student would only receive the diploma).
  • Where a student has left or changed their program, they may be eligible to be awarded an alternate credential, upon request (e.g., a student withdraws from a two-year diploma program and has satisfied the requirements for a one-year certificate).
• 5.4. Posthumous Credentials
  • Upon request, a credential may be awarded posthumously to students who have successfully completed at least 75% of their program requirements. The Registrar will undertake a review to verify eligibility for graduation and will communicate the outcome of the review to the Dean and the Senior-Vice President Academic. Exceptions are at the discretion of the Registrar.

6. Progression

Progression through the program of study in standard post-secondary programs is determined by the student’s academic standing, by pre-requisites and co-requisites, and by other academic and non-academic requirements related to experiential learning or external requirements, if applicable. Students will be advised of all progression-related requirements. Continuation of study within a standard post-secondary program is based on the academic achievement within the most recent term of study, academic standing, and term GPA.
Progression through the program of study in non-standard post-secondary programs is determined by pre-requisites and co-requisites, and by other academic and non-academic requirements related to experiential learning or external requirements, if applicable. Students in non-standard post-secondary programs are expected to manage their own progression and are encouraged to register for at least one course each term to meet completion timelines.
Progression through apprenticeship programs is managed in accordance with Ministry requirements and eligibility.
Students with an outstanding balance or fine on their financial account are ineligible for registration and cannot progress until payment is made in full.

• 6.1. Good Academic Standing
  • Students with a term GPA greater than or equal to 60.00% can progress to the next program semester, provided that course pre-requisites are met.
• 6.2. Conditional Academic Standing
  • Students with a term GPA of 50.00%-59.99% can progress to the next program semester, provided that course pre-requisites are met. Students with conditional academic standing are strongly encouraged to seek academic advising to discuss their academic performance.
• 6.3. Probationary Academic Standing
  • Students with a term GPA of 40.00-49.99% cannot automatically progress to the next program semester. Students with probationary academic standing are required to meet with academic advising to discuss their academic performance and develop a progression plan.
• 6.4. Compulsory Withdrawal – Unsuccessful Term
  • Students with a term GPA of 39.99% or less will be withdrawn from their program by the College.
• 6.5. Compulsory Withdrawal – Unsuccessful in Successive Terms
  • Students with a term GPA of 49.99% or less for two successive terms (most recent two attempts in the same academic year or over two academic years, in the same program or in different programs), will be withdrawn from the program by the College and not permitted to re-enroll in any program for a period of two academic terms.

7. Course Retakes and Audits

• 7.1. Course Retakes
  • The passing grade for a course is 50%, unless otherwise noted in the program of study and on the course outline. Higher passing grades are approved by the Senior Vice President Academic on an exceptional basis and are normally associated with accreditation/regulatory body requirements and degree programs.
  • Students may re-attempt a failed course a maximum of two additional times. A course withdrawal is not considered an attempt. Students with three failed attempts to complete a course may not be able to graduate from the program in which the course is required.  
  • Students may re-attempt a course they have successfully completed to meet graduation GPA requirements (e.g., passing grade was 50-59%). Requests to retake a successfully completed course for any other reason is subject to approval by the Registrar.
  • All course attempts and grades will appear on the transcript. The highest grade is included in the calculation of program GPA.
• 7.2. Course Audits
  • Course audits are only available to students enrolled in a post-secondary program. Students may request to audit a course in their program or in another program. Auditing a course is for the sole purpose of learning; auditing students are not graded, and credit is not awarded. Requests to audit courses require the approval of the Dean and normal fee structures will apply. Not all courses may be suitable for auditing and the College is under no obligation to approve an audit request. Requests from students to audit courses which have already been successfully completed will be denied unless there are compelling exceptional circumstances.

8. Returning to a Program

Students enrolled in standard post-secondary programs who are subject to compulsory program withdrawal or who voluntarily withdraw from studies may request to return to their program as per the scenarios outlined below.
Students following non-standard post-secondary programs are encouraged to register for at least one course each term. Students who do not take courses for two consecutive terms should reach out to the program support team for progression advising prior to resuming their studies, as they may need to follow the most recent program of study and to ensure completion timelines can be met.

• 8.1. Admission after Compulsory Program Withdrawal – Semester 1
  • Students who are subject to compulsory program withdrawal based on academic performance in semester 1 are strongly encouraged to meet with admissions before applying for the same program or a different program in a future term. Admission is subject to eligibility, program availability, and capacity. A new application fee may be required.
• 8.2. Re-entry after Compulsory Program Withdrawal – Upper Semester
  • Students who are subject to compulsory program withdrawal based on academic performance in semester 2 or above may request to re-enter the program at the next available opportunity through their Student Advisor (e.g., if the student did not successfully complete semester 2, they can re-attempt semester 2 when it is next available in the current or the next academic year). Re-entry into a program is subject to eligibility, program availability, and capacity. The student will be required to follow the most current version of the program of study. Completion timelines may reset based on the length of the break between study terms, either due to a mandatory break based on academic performance or a prolonged break due to course availability.
• 8.3. Continuation or Re-entry after Leave of Absence or Voluntary Withdrawal
  • Students who have been away from studies for one year or less can request to continue their studies through their Student Advisor. The ability to continue a program is subject to eligibility, program availability, and capacity. The student will be required to follow the most current version of the program of study and complete the program as per the standard completion timeline, based on the original start term.
  • Students who have been away from studies for two to four years must seek permission to re-enter their program from the Dean, via the Student Advisor. The ability to re-enter a program is subject to eligibility, program availability, and capacity. The student will be required to follow the most current version of the program of study. Previous credits will be mapped to the current program of study and exemptions will be granted, as applicable. The program completion timeline is reset, based on the re-entry term.
  • Students who have been away from studies for five years or more will not be permitted to re-enter a program as over time, program requirements, curriculum, accreditation standards, and graduation requirements change to ensure programs remain current and in alignment with industry and employer needs. Students must apply to restart the program. Admission is subject to eligibility, program availability, and capacity. An application fee will be required. Students may choose to challenge courses through Prior Learning Assessment and Recognition (PLAR).

9. Recognizing Academic Excellence

• 9.1. Dean’s List
  • The Dean will recognize students who meet the following criteria each term:
    • Full-time student status
    • Term GPA greater than or equal to 80%
• 9.2. Graduate Honours
  • Graduates will be awarded an Honours distinction based on the following criteria:
    • Program GPA greater than or equal to 80%

10. Related Documents

• ACAD 106 Experiential Learning Policy
• ACAD 202 Post-secondary Program Progression and Graduation Procedure
• ACAD 203 Grading Policy
• ACAD 204 Fees, Withdrawal, and Refund Policy
• ACAD 205 Evaluation of Student Performance Policy
• ACAD 207 Academic Appeals
• AOP 221 Prior Learning Assessment and Recognition, Transfer Credit/Advanced Standing, Articulation Agreements and Exemption
• AOP 226 Admissions Policy
• AOP 233 General Education
• AOP 241 Non-core/Breadth Curriculum