ICM STUDENT HANDBOOK

Summer 2023 Term

International College of Manitoba

190 Extended Education Complex

Fort Garry Campus

University of Manitoba

Winnipeg, MB. R3T 2N2

Canada

www.icmanitoba.ca

Last updated: 26 May 2023

Note: Highlights represent changes from previous version of Student Handbook

Contents
1. Code of Conduct ..................................................................................................... 1
1.1 ICM Expectations ........................................................................................................ 1
1.2 Student Expectations ................................................................................................... 1
1.3 Student Conduct ......................................................................................................... 2
1.4 Discrimination and Harassment ..................................................................................... 2
1.5 Clean Air Policy ........................................................................................................... 3
1.6 Non-Academic Misconduct ............................................................................................ 3
2. Academic Programs ................................................................................................ 5
2.1 Programs at ICM ......................................................................................................... 5
3. Program Progression ............................................................................................... 6
3.1 Progression from UTP Stage I to UTP Stage II ................................................................. 6
3.2 Progression from UTP Stage II to the University of Manitoba ............................................ 7
3.3 Progression from Mixed Program to Direct Program ......................................................... 8
3.4 Program Changes within ICM ........................................................................................ 8
4. General Academic Regulations and Requirements ..................................................... 10
4.1 Grades and Grade Point Average Calculation .................................................................10
4.2 Explanation of Codes/Notations....................................................................................11
4.3 Academic Integrity .....................................................................................................12
4.4 Registration ...............................................................................................................13
4.5 Adding and Dropping Courses ......................................................................................14
4.6 Course Overload ........................................................................................................15
4.7 Visiting Student .........................................................................................................16
4.8 Class Attendance .......................................................................................................16
4.9 Authorized Withdrawal ................................................................................................18
4.10 Leave of Absence .....................................................................................................18
4.11 Advanced Standing ...................................................................................................19
4.12 ICM Transcripts ........................................................................................................19
4.13 Program Withdrawal .................................................................................................19
4.14 ICM Re-Admission ....................................................................................................19
5. Assessment and Progress ...................................................................................... 21
5.1 Examinations .............................................................................................................21
5.2 Exam Cancellation Due to School Closure ......................................................................21
5.3 Supplementary Examinations.......................................................................................21
5.4 Deferred Tests or Examinations ...................................................................................21
5.5 Grade/Course Appeals ................................................................................................23
5.6 Satisfactory Academic Progress and the Academic Probation Process ................................24
5.7 Lab Exemptions .........................................................................................................28
6. Fees ................................................................................................................... 29
6.1 Late Payment Fee ......................................................................................................29
6.2 Refund Policy .............................................................................................................29
6.3 Delinquent Residence Fees ..........................................................................................29
7. Welfare and Advising ............................................................................................ 30
7.1 Medical Care/International Student Health Insurance ......................................................30
7.2 Safety Incidents .........................................................................................................30
7.3 Advising Services .......................................................................................................30
1. Code of Conduct
ICM students have a right to a safe and conducive learning environment. ICM’s Student
Code of Conduct outlines standards of acceptable behaviour required by all ICM students.
By ensuring appropriate standards of conduct, the reputation and integrity of the College,
its students, faculty, and staff are maintained.

Within the college environment, both staff and students have expectations and
responsibilities. These expectations and responsibilities assist ICM in providing students with
educational resources and programming that will enable them to successfully complete their
course of study.

1.1 ICM Expectations

As members of an academic community, students are expected to:

• Treat all others with respect and courtesy;
• Treat others equitably regardless of ancestry, nationality, ethnic background or
origin, religion or creed, age, sex, gender, sexual orientation, marital or family
status, source of income, political belief, physical or mental disability, or social
disadvantage;
• Adhere to behaviour that protects the health and safety of others and self;
• Respect the opinions and views of others;
• Avoid any conduct that might reasonably be perceived as harassment (including but
not limited to sexual, racial, or gender-based) or otherwise intimidating;
• Attend classes, maintain consistent levels of study, and submit assessment pieces on
time;
• Consider and utilise academic performance feedback from teaching staff;
• Familiarize themselves with, and follow, ICM’s policies and procedures; and
• Maintain high standards and a professional approach to their studies.

1.2 Student Expectations

As individuals, students of ICM can expect:

• To be treated with courtesy and respect;
• To be treated equitably regardless of ancestry, nationality, ethnic background or
origin, religion or creed, age, sex, gender, sexual orientation, marital or family
status, source of income, political belief, physical or mental disability, or social
disadvantage;
• To be able to freely communicate and voice alternative points of view in rational
debate;
• To participate in a learning environment free from harassment (including but not
limited to sexual, racial, and gender-based), intimidation, and threat to health and
safety;
• To have their personal information kept private and secure;
• To be able to access personal records, subject to the provisions of the Freedom of
Information and Protection of Privacy Act;
• To be provided with timely and accurate information as it pertains to courses,
enrolment, and all administrative matters;
• To have reasonable access to instructional staff by email for consultation outside
normal contact hours;
• That assessment within courses will be equitably and appropriately implemented.
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 • That the facilities and equipment they use are safe, and comply with occupational
health and safety guidelines.

1.3 Student Conduct

All ICM students are expected to comply with the following rules of behaviour whilst enrolled
at the College:
• Demonstrate mutual respect for College staff, visitors and fellow students;
• Turn off all mobile electronic devices during class times (unless otherwise
authorized) and examinations;
• Not eat or drink in classrooms and/or laboratories;
• In the case of online classes, students are expected to adhere to the rules of the
particular course with regards to camera usage and other online course etiquette.
• Prepare for each class by undertaking the required reading, and completing all
necessary tutorial or laboratory work;
• Attend all lectures, tutorials, workshops, and other contact sessions as scheduled;
• Adhere to course outline’s instructions on how to attend classes,
• Work to the best of their ability;
• Participate actively in learning activities;
• Avoid all forms of academic misconduct;
• Provide constructive feedback when evaluating units and lecturers;
• Refrain from activities that might negatively impact on other members of the College
community;
• Be aware of their responsibilities within their units and course of study, and
• Any other rules of class behaviour as determined by and/or negotiated with their
instructor.

1.4 Discrimination and Harassment

ICM is committed to providing access to learning aids and an equitable approach in dealing
with all students. ICM recognizes the right of all students and staff to work and study in an
environment free from discrimination and harassment based on ancestry, nationality, ethnic
background or origin, religion or creed, age, sex, gender, sexual orientation, marital or
family status, source of income, political belief, physical or mental disability, or social
disadvantage.

Discrimination or harassment of staff or students, by any member of the teaching and

learning environment, is unacceptable, and contrary to the core educational and
employment values that ICM upholds. All members of the College are expected to maintain
an environment where cultural differences are accepted and respected, and individuals are
able to participate fully in academic life.

ICM will treat claims of discrimination and/or harassment seriously, and all claims will be
investigated confidentially to protect complainants and witnesses from further harassment
and victimisation. Students subjected to any form of harassment by any individual or group
of individuals are advised to report the matter in confidence to the Associate Director-
Students or College Director & Principal.

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1.5 Clean Air Policy

Both ICM and the University of Manitoba (UM) ensure that all members of the community
can enjoy a clean and smoke free environment. Smoking and vaping is only permitted in
designated smoking areas on campus (note: cannabis smoking/vaping is strictly prohibited
on UM property). All cigarette butts must be disposed of appropriately in the designated
trays.

Students are requested to be respectful of the needs of classmates and instructors by

avoiding the use of unnecessary scented products while attending lectures. Exposure to
scented products may trigger serious health reactions in persons with asthma, allergies,
migraines or chemical sensitivities. Please consider using unscented products where possible
(e.g. perfume, lotions, oils).

1.6 Non-Academic Misconduct

ICM expects all staff and students to adhere to the standards of the UM Policy on Respectful
Work and Learning Environment. ICM will use internal procedures to apply these policies
but may consult the UM and in particular the Human Rights and Conflict Management
Officer, to ensure staff and students meet the expectations of our partner institution. Please
refer to umanitoba.ca/human_rights/rwle/ for information about the policy.

Individuals who breach any of the guidelines outlined in this Code of Conduct may be
considered to have engaged in official misconduct. In addition, individuals who engage in
any of the following activities may also be considered to have engaged in misconduct:
• Endangering the health or safety of any person at the College or University;
• Threatening harm or engaging in actual harm by any means (including but not
limited to physically, mentally, sexually, or electronically) to another person;
• Participating in property-related misconduct, including but not limited to theft,
threats to or damage of University/ICM property, or vandalism;
• Engaging in inappropriate or disruptive behaviour;
• Abusing the process of University/ICM policies, procedures, or regulations, including
but not limited to abuse of computer privileges, breach of student residence rules or
regulations, failure to comply with previously imposed disciplinary action, or frivolous
or vexatious complaints or appeals.

Violations to the ICM Code of Conduct will be considered as non-academic misconduct cases.
For information pertaining to academic misconduct, please refer to Section 4.3 Academic
Integrity.

1.6.1 Code of Conduct Grievance Policy

Individuals who believe they have been treated or have witnessed behaviour that violates
the ICM Code of Conduct can submit a grievance in writing to Associate Director Students

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within thirty days from the alleged incident. Written grievances should clearly outline the
nature of the violation and provide evidence to substantiate its claims.

All grievances are considered with courtesy and without fear of prejudice or inappropriate
treatment and will be responded to within thirty days.

If it can be shown that an individual has engaged in behaviour that violates the Code of
Conduct, the individual may be asked to attend an interview with the Associate Director
– Students in the first instance. During the interview, individuals will be asked to provide
an explanation for their behaviour. Depending on the severity of the act of misconduct,
cases may be escalated to the College Director & Principal.

1.6.2 Penalties
The following penalties or combination thereof may be imposed on those committing a
non-academic misconduct:
• Written warning;
• Official reprimand;
• Suspension from classes for a period of time;
• Expulsion from the College.

1.6.3 Appeals
Individuals who have an allegation of non-academic misconduct filed against them have a
right to appeal. Individuals who believe they have been wrongly accused of non-academic
misconduct can appeal the allegation by formally writing an appeal letter to the ICM
Associate Director- Students for further review, to be submitted within thirty days from the
time they were notified of the grievance. Individuals are encouraged to provide evidence
that they were wrongly accused, supporting their appeal letter. All appeals are considered
with courtesy and without fear of prejudice or inappropriate treatment and will be
responded to within thirty days.

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2. Academic Programs
2.1 Programs at ICM

Program Minimum Entry Requirement

University Transfer Program (UTP) Stage I Year 11 (or equivalent)
University Transfer Program (UTP) Stage II Year 12 (or equivalent) or UTP Stage I

A complete listing of Admission requirements is available at

https://www.icmanitoba.ca/admission-requirements.

2.1.1 UTP Stage I

ICM's University Transfer Program Stage I (UTP Stage I) bridges secondary school
and undergraduate studies. It consists of eight courses of study and is designed to
prepare students for entry to university-level programs. UTP Stage I courses bear no
credit hour value and will not transfer for credit to the UM, nor will they be included
in the calculation of GPA.

2.1.2 UTP Stage II

The UTP Stage II program is equivalent to the first year of undergraduate studies
and comprises courses that will directly transfer for credit to the UM. Programs
offered with UTP Stage II include Arts; Business; Engineering; Environment, Earth, &
Resources; and Science.

2.1.3 Academic English Skills (AES) Mixed Program

For some ICM students, English may not be their first language. In recognition of the
needs of such students, ICM has a special program in place to help students address
their English language needs. Students who do not satisfy the English Language
requirement must enrol in the Mixed English program, comprising a course called
AES100 – Academic English Skills, which consists of fifteen hours per week of
Academic English. In addition, they will take up to two academic courses in the first
term of study. This arrangement is beneficial in that it combines learning English for
academic purposes with a gradual introduction to academic courses.

Students who are concerned about their English and who have not been enrolled in
the program are encouraged to discuss with a Student Success Advisor to review the
options available to them.

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3. Program Progression
3.1 Progression from UTP Stage I to UTP Stage II

Upon successful completion of UTP Stage I students can advance to UTP Stage II. UTP
Stage I graduates must complete UTP Stage II prior to transferring to the UM.

The UTP Stage I program is designed to prepare students for entry to university level
programs. Students are required to successfully complete eight courses during the UTP
Stage I program with a minimum standing as specified below.

Minimum Entry Requirement from UTP

UTP Stage I Program (ICM)
Stage I
Agricultural & Food Sciences 60% average (C average)
Arts 60% average (C average)
Business 60% average (C average)
Engineering 75% average* (B+ average)
Environment, Earth, & Resources 60% average (C average)
Science 60% average (C average)
Recreation Management 60% average (C average)

*Students need a minimum of 70% in each of CHM100, PHY100 and (MTH101 or MTH103)
and a 75% average in these three subjects. Refer to Section 3.4.1 for more information
about transfer requirements to UTP Stage II Engineering.

3.1.1 Dual Curriculum Program

Students who have less than three UTP Stage I courses remaining to complete their
UTP Stage I program may enrol in up to two UTP Stage II courses providing they are
in good academic standing. Students completing this combination of UTP Stage I and
UTP Stage II courses to satisfy their UTP Stage I requirements are considered to be
following the Dual Curriculum program.

UTP Stage I students who are approved to enrol in UTP Stage II courses are
restricted to taking a maximum of two UTP Stage II courses per term until they have
successfully completed UTP Stage I. Students who do not complete their Dual
Curriculum program in one (1) term will be escalated to Academic Probation Final
(see section 5.6 for more information) in the subsequent term. Students who do not
complete the requirements of their UPTI program in the semester they are on
Academic Probation Final, will have their program terminated in the following term.

The academic requirements for the Dual Curriculum program can be seen below.

UTP I Courses Completed Minimum GPA Required

Six 1.5 (Best six)

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 Seven 1.75 (Best seven)

• Note: A GPA below 1.75 (best seven) but greater than 1.5 (best six) can still be in
the Dual Curriculum program, however they will be required to register in two UTP I
courses and up to two UTP Stage II courses.

Students who do not meet these academic requirements will be ineligible for the
Dual Curriculum program and required to register in a minimum of three UTP Stage I
courses.

Students in the Dual Curriculum program will be unable to Voluntary Withdraw (VW)
from any UTP Stage I courses unless they officially defer the term or have also VW’d
from their UTP Stage II courses, as students in the Dual Curriculum program are to
prioritize completing UTP Stage I.

3.1.2 70% JUMP Rule

Students who are in UTP1 may be eligible to ‘JUMP’ to UTP Stage II if in a single
term they successfully complete four UTP Stage I classes with a minimum grade of B
(70%) in each course, as well as passing ILS or ILS102. Additional assessment will
be made on a case-by-case basis.

3.2 Progression from UTP Stage II to the University of Manitoba

A minimum of thirty unique credit hours with a minimum Best Ten GPA (see Section 4.1) of
2.00 or higher must be successfully achieved in order to be complete ICM’s UTP Stage II
program. It is recommended that students complete their UM Written English and
Mathematics requirements while at ICM.

Upon successful completion of UTP Stage II and having met the UM specified Grade Point
Average (GPA) and pre-requisites, students are eligible to apply for admission to the UM
faculty programs. Faculty application deadlines vary from term to term and students are
recommended to refer to the respective Faculty’s Admissions Bulletin for application
deadlines and requirements. Workshops on how to apply to the UM will be held each term to
assist students with the transfer process.

On completion of UTP Stage II, students will be issued an official transcript, which will be
forwarded directly to the UM Undergraduate Admissions office for transfer to the University.

3.2.1 On Campus Learning Requirement

Students who are set to complete their studies in the Fall 2022 semester or the Winter 2023
semester will be required to complete a at least a portion of their courses in person. The
number of semesters that a student is required to complete in person is based on when
they are set to complete their ICM studies. Please see the chart below for clarification:

Semester of ICM Program Completion On-Campus Learning Requirement

Summer 2022 No On-Campus Learning Requirement

Fall 2022 Minimum one term on-campus

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 Winter 2023 Minimum one term on-campus

Summer 2023 Minimum two terms on-campus

The reason for this new requirement is to ensure that students become familiar with
campus, on-campus resources, and the greater Winnipeg community prior to the
commencement of their studies at The University of Manitoba.

3.3 Progression from Mixed Program to Direct Program

Upon successfully passing AES100 (Mixed program), students will no longer be required to
complete non-credit English classes and be eligible to take up to four academic courses per
term.

3.4 Program Changes within ICM

Students are eligible to apply for transfer from one UTP Stage II program to another,
providing they meet the admission requirements for that program. To change programs,
students must apply by submitting the online Change of Program form on the Student
Portal. Students are encouraged to discuss with a Student Success Advisor to ensure they
meet the program pre-requisites and review course plans.

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 3.4.1 Change of Program to UTP Stage II Engineering
Below are the minimum requirements for transfer to UTP Stage II Engineering.

Have minimum grade 12

or equivalent
Current ICM Requirements to transfer to UTP
Mathematics, Chemistry,
Program Stage II Engineering
or Physics pre-requisites
been met?
• Earn a 65% overall average in
all subjects, including minimum
average of 75% in UTP I
UTP Stage I N/A Chemistry, 100 level
Mathematics, and UTP I Physics
with no grade lower than 70%
in the core sciences
• Earn a minimum grade of B in
CHEM1100, (or the former
CHEM 1300), PHYS1050, and
UTP Stage II
Yes MATH1500.
Science
• Have an overall GPA of 3.0.
• Have a maximum of 9 credit
hours of ‘F’ or ‘D’ grades at ICM.
• Earn a minimum grade of B
(70%) in either UTP I, grade 12,
or ICM Challenge Test for each
of Math, Chemistry, and
Physics.
• Meet or exceed an average of
UTP Stage II
No 75% in the three pre-university
Science
Math, Chemistry, and Physics
qualifications.
• Maintain a cumulative GPA of
3.0.
• Have a maximum of 9 credit
hours of ‘F’ or ‘D’ grades at ICM.

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4. General Academic Regulations and Requirements
4.1 Grades and Grade Point Average Calculation

Final grades in ICM courses will be assigned a letter grade based on the UM standards as
described below:

Letter Grade Grade Point Value

A+ 4.5 Exceptional
A 4 Excellent
B+ 3.5 Very Good
B 3 Good
C+ 2.5 Satisfactory
C 2 Adequate
D 1 Marginal
P* 0 Pass*
F 0 Failure
N 0 Course not completed
• Students may have taken the option to change a letter grade from the Winter 2020 term
to a P* grade.

The grade ‘D’ is acceptable as a passing grade, and the credit hours from the associated
course will contribute to completing ICM. However, some UM programs require a minimum
grade of ‘C’ or higher in courses used for admission purposes or as pre-requisites for higher
level courses. Students should consult an ICM advisor and relevant UM advisors (Admissions
or Faculty advisors) to determine the need to repeat courses with a ‘D’ standing.

All final grades are subject to UM Faculty/Department approval.

The grade point average is determined as demonstrated below. The definitions are
consistent with those used at the UM as defined in the 2022/2023 Undergraduate Calendar.

Quality Points: The quality points for a course are the product of the credit hours for the
course and the grade point obtained by the student; e.g., 3 credit hours with a grade of ‘B’
(3.0 points) = 3 credit hours x 3.0 = 9.0 quality points.

Quality Point Total: The quality point total is the sum of quality points accumulated as
students proceed through their program of studies.

Grade Point Average (GPA): The grade point average (GPA) is the quality point total
divided by the total number of credit hours.

Cumulative Grade Point Average (CGPA): The CGPA is the grade point average of all
courses. The CGPA is calculated by dividing the quality point total by the total number of
credit hours attempted. When a student repeats a course or takes an equivalent course or
mutually exclusive course (for example, a course that may not be held for credit with the
original course), all attempts at that course shall be used in the calculation of the CGPA.

Best Ten Grade Point Average (Best Ten GPA): The Best Ten GPA is an ICM-specific
grade point average of the best thirty (30) unique credit hours completed at ICM. In cases

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where students have attempted a course more than once, only the attempt in which the
highest grade was achieved shall be counted towards the student’s Best Ten GPA.

Credit Hours (ch): All UTP Stage II courses are assigned a credit hour value equivalent to
the associated UM course. The majority of courses are delivered over one term and
assigned a weight of 3 credit hours, with the exception of Introduction to Psychology
(PSYC1199 and PSYC1200) which is delivered over two consecutive terms and assigned a
weight of 6 credit hours. It is important to note that no credit is given to a student who
completes only the first term of a two-term course.

Example Calculation:

Credit Hours Quality Points

Course Grade Grade Points
(ch) (ch X grade)
Course A 3 B 3.0 9.0
Course B 3 C+ 2.5 7.5
Course C 6 A 4.0 24.0
Course D 3 A+ 4.5 13.5
Totals 15 54.0

𝑇𝑜𝑡𝑎𝑙 𝑄𝑢𝑎𝑙𝑖𝑡𝑦 𝑃𝑜𝑖𝑛𝑡𝑠 54

𝐺𝑟𝑎𝑑𝑒 𝑃𝑜𝑖𝑛𝑡 𝐴𝑣𝑒𝑟𝑎𝑔𝑒 = = 3.60
𝑇𝑜𝑡𝑎𝑙 𝑐ℎ 15

ILS, AES, REBOOT, and UTP Stage I courses have no credit hour value and do not transfer
to university programs; grades from these courses are not included in university grade point
average calculations.

4.2 Explanation of Codes/Notations

In addition to the letter grades listed in Section 4.1, the following grades may appear on a
student’s academic transcript.

CO: A student is continuing in the course.

DE: The letter grade DE is given when a physician’s certificate or other official
documentation substantiating a request for deferment on medical or compassionate grounds
is received by ICM. See Section 5.4.1 for more information.

N: The student was registered in the course, but did not write the final exam. Alternatively,
the student may have dropped the course beyond the Voluntary Withdrawal (VW) period.
Students can officially drop courses up to the published VW deadline with no academic
penalty. An N is considered an F for purposes of scholastic standing.

P: The grade of P has no numerical equivalent and does not affect either the term grade
point average or cumulative grade point average. The designation P will be given when a
student successfully completes a course graded on a pass (P) or fail (F) basis.

VW: Voluntary Withdrawal The notation VW is not a grade and does not affect either the
term grade point average or cumulative grade point average. The notation VW identifies a

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course freely dropped by the student prior to the VW deadline of the term. No credit is
granted for the course. Students are not permitted to drop a course after they have earned
a grade of ‘F’ in a course (i.e. for non-attendance or academic misconduct). See Section
4.5 for more information.

AW: Authorized Withdrawal The notation AW is not a grade and does not affect either
the term grade point average or cumulative grade point average. The notation AW
identifies a course dropped on approved medical or compassionate grounds with supported
documentation. See Section 4.9 for more information.

4.3 Academic Integrity

ICM expects that students will approach their academic activities with honesty and integrity.
Students are responsible for ensuring they adhere to the principles of academic integrity and
are ethical in their behaviour in their academic work. Students are expected to ask for
information and clarification if they are unsure of their responsibilities as set up in the student
handbook.

Academic misconduct means any conduct that has, or might reasonably be seen to have, an
adverse effect on the academic integrity of ICM and the UM, including but not limited to:
a) Plagiarism – the presentation or use of information, ideas, sentences, findings, etc. as
one’s own without appropriate citation in a written assignment, test or final examination.
b) Cheating on Quizzes, Tests or Final Examinations – the deceiving of fair testing
procedures or not following the exam regulations. Such acts may be
premeditated/planned or may be unintentional or opportunistic.
c) Inappropriate Collaboration – when a student and any other person work together on
assignments, projects, tests, labs or other work unless authorized by the course
instructor.
d) Duplicate Submission – cheating where a student submits a paper/assignment/test in
full or in part, for more than one course without the permission of the course instructor.
e) Personation – writing an assignment, lab, test, or examination for another student, or
the unauthorized use of another person’s signature or identification in order to
impersonate someone else. Personation may include both the personator and the person
initiating the personation.
f) Academic Fraud – falsification of data or official documents as well as the falsification
of medical or compassionate circumstances/documentation to gain accommodations to
complete assignments, tests or examinations.

Whether or not the use of Artificial Intelligence tools is permitted for an assessment depends on
your instructor. If your instructor asks you to complete your work independently, the use of AI
would be considered academically dishonest, and you may receive an academic misconduct
allegation.

Students who engage in academic misconduct will be subject to discipline. All incidents of
plagiarism, cheating, inappropriate collaboration, duplicate submission, personation, or
academic fraud will be referred to the ICM academic unit. Students found in breach of academic
conduct regulations related to academic integrity will be subject to the following measures:

• First Offence: Student will be awarded a ‘0’ mark for the assessment and given a
permanent record on their ICM file
• Second Offence: Student will be awarded ‘F’ for the course, regardless whether the
second offence was committed in the same or different course

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 • Third Offence: Student will be expelled and be reported to Canada Board Services
Agency.

Instructors may initially contact the student to discuss the incident and to determine whether
the student requires additional training with respect to the behaviour. All incidents of academic
misconduct will be recorded in a ‘Letter of Allegation’ and provided to the academic unit for
follow-up. A copy of the ‘Letter of Allegation’ is to be given to the student and another kept in
the student’s file.

The academic unit will contact students who have an allegation of academic dishonesty.
Students who receive a letter of allegation for academic dishonesty are required to complete
the Moodle module prior to meeting with a Student Success Advisor. Students will have ten
business days from which they are notified of the allegation to respond and meet with a
Student Success Advisor to discuss the alleged incident. Students are given the opportunity to
respond to the allegation and may seek advice and representation from a student
advocate/support person. The academic unit will also determine the need for additional
education regarding academic integrity and to review the consequences of subsequent
violations.

Students who believe they have been wrongly accused of academic misconduct have the
opportunity to appeal their decision by formally writing an appeal letter and submitting the
online Academic Misconduct Appeal Form for further review by the committee, to be submitted
within ten business days from the initial meeting with the Student Success Advisor. Students
should provide substantial evidence that they were wrongly accused, supporting their appeal
letter.

Students who have a third offense and who do not win their appeal will be terminated from
studies at ICM. Students may apply for readmission after 1 year’s time from the date they were
terminated from their studies.

4.4 Registration

Students select courses prior to the commencement of each term. Courses are offered
based on availability and sufficient demand from students. The College reserves the right to
cancel or withdraw courses at its discretion.

For further assistance with program planning and course registration, students are
encouraged to refer to the ICM Program Planning Guides and ICM Course Description
documents located on Student Portal. In addition, students are recommended to consult
their desired Department’s Admissions Bulletin, located on the UM website, along with the
UM Course Calendar. For further assistance with program planning, students may also wish
to consult a Student Success Advisor who can assist them with using these key resources.

Registration is completed online through the Student Portal. Prior to registering, students
must complete the two mandatory online modules as a condition of their enrollment.
Students prevented from registering due to financial standing should consult the Finance
Officer. Students prevented from registering due to lack of a prerequisite or other academic
condition should consult the Student Success Advisors.

Students must pay for courses in advance of registration. Please arrange payment well in
advance of the registration date, to ensure payment is cleared. Once the registration

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revision deadline has passed, students will not be eligible to register in classes, regardless
of financial standing.

Students who do not register for classes in a term will have their status automatically
changed to (L), indicating that their programs have been deferred by a term. Students who
are (L) for two terms in a row will automatically be withdrawn unless they provide
documentation.

4.4.1 Course Load

Minimum Course Load Maximum Course Load
Three courses per term; however, Four courses per term
students are encouraged to
UTP Stage I register in four in order to be
eligible to qualify for the JUMP rule
(see Section 3.1.2)
Three courses per term; unless Four courses per term; unless
students apply for Visiting Student students apply and are approved
UTP Stage II
Status (see Section 4.7) for Course Overload (see Section
4.6)

4.4.2 Repeated Courses

A student may be permitted to repeat a course or its equivalent. This applies to courses
that were completed with a satisfactory or failing grade, as well as courses from which a
student has received a VW. Effective Winter 2018, students will be restricted from enrolling
in repeated courses during the Limited Access Registration Period (see Section 4.5

Students are normally permitted to repeat the same or equivalent course only once while at
ICM. Students who have failed a course twice will be restricted from re-enrolling in this
course (referred to as the ‘Repeat Rule’). Appeals may be sent to the Associate Director-
Students for review and are generally only considered after a year has elapsed from the
latest course attempt.

Students are encouraged to consult their desired Faculty/Department’s Admissions Bulletin

and the UM Course Calendar for more information relating to their prospective future
academic program and the impact of repeated courses on the calculation of DGPA.

4.5 Adding and Dropping Courses

Limited Access Registration Period: (Commencing in Winter 2018) This initial

registration period will be available to all students who have paid their fees for the
upcoming term. Students are prevented from registering in courses they previously
attempted regardless of letter grade achieved (including VW grades). Students will only be
eligible to register in courses they have not yet attempted. This registration period will
typically be limited to the first two business days of course enrolment.

Registration Deadline: Students are required to be registered in courses by the

Registration Deadline or they will be charged a Late Registration Fee of $250 once they
have finalized their enrolment. It is encouraged that students register for courses prior to
the first day of classes.

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*Note that for remote terms, the Late Registration Fee of $250 may not be charged.

Registration Revision Deadline: Students must register in courses and finalize their
timetable by the Registration Revision Deadline. Following the Registration Revision
Deadline, students will no longer be able to add courses to their timetable or make
adjustments to their course schedules, but may drop a class prior to the end Week 2 via the
‘Enrolment’ page on the student portal, providing they maintain full-time status.

Voluntary Withdrawal – No Financial Penalty Deadline: A student who is

registered in four UTP Stage I/UTP Stage II courses or AES100 and two UTP Stage
I/II courses, and completes a ‘Voluntary Withdrawal Request Form’ on Student Portal
prior to 11:59 PM on the published deadline on the Academic Schedule (‘Voluntary
Withdrawal – No Financial Penalty’ deadline) shall receive a grade of ‘VW’ in that UTP
Stage I/II course. The fees for this course will be reversed from the student account
and available for the subsequent term’s tuition fees. Students who are registered in
three UTP I/II courses or AES100 and one UTP Stage I/II course are not permitted to
withdraw from classes during this period, as to ensure full-time status is maintained.

Voluntary Withdrawal – No Academic Penalty Deadline: A student who

completes a ‘Voluntary Withdrawal Request Form’ on Student Portal prior to 11:59
p.m. on the published deadline on the Academic Schedule for that term (‘Voluntary
Withdrawal – No Academic Penalty’ deadline) shall receive a grade of ‘VW’. The
withdrawal will appear on their transcript but will not affect their Grade Point
Average. There will be no financial reimbursements for VWs requested after the No
Financial Penalty deadline has passed.

Requests Beyond VW Deadline: A student who withdraws from a course after the
term VW deadline shall be deemed not to have completed the course and will be given
a grade of ‘N’ which has a value of zero points in calculation of Grade Point Average
(the same as an ‘F’).

In the event a student is unable to complete all the requirements of a course due to
severe illness or to other circumstances beyond the student’s control, the College may
do one of the following:

a) approve the withdrawal without academic penalty (a grade of ‘AW’ will be

assigned – see Section 4.9 Authorized Withdrawal);
b) provide an opportunity for the student to complete specified requirements
by a stipulated deadline for the completion of the course. Note: Such an
opportunity would not normally be granted unless students can
demonstrate that their term work and assessments are up to date, and that
they are passing the course.

Note: Students may not withdraw from a course in which they have already earned
a grade of ‘F’ for non-attendance or academic misconduct.

4.6 Course Overload

ICM Students are usually restricted to a maximum of four courses in each term. Requests to
take five courses will be considered based on previous term performance. Requests for
course overloads can be submitted to a Student Success Advisor by completing the Course
Overload Form, which is located on Student Portal.

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To qualify for course overload, students must have maintained a minimum 80% attendance
rate in all courses the previous term, along with achieving a minimum academic
requirement in their respective program.

For UTP Stage II, students who achieved a grade of B or higher in all courses in the
previous term will be eligible for course overload, while for UTP Stage I, students who
achieved a grade of A or higher in all courses in the previous term will be eligible. Any
course that has been VW’d after the VW deadline (no financial penalty) is considered an
attempted course and will not be approved for a Course Overload.

4.7 Visiting Student

In general, ICM students must complete their studies (minimum 30 and up to 60 credit
hours) at ICM prior to commencing any courses at the UM. However, if a student is going
into their last term at ICM and the College does not offer any/enough courses that can be
used either as a required or restricted elective course in their planned degree program, the
student may apply to be recommended as a Visiting Student at the UM through General
Studies, Extended Education.

Courses completed as a Visiting Student do not contribute to the 30-credit hour completion
requirement at ICM. Requests will be considered on a case-by-case basis, but all students
who wish to apply as a Visiting Student to the UM typically should:

EITHER
• have a current Grade Point Average equal to or greater than 3.0
• have completed 21 or more credit hours at ICM at the end of the current term
• have completed ENGL1400, ARTS1110, or POLS1502 with a grade of C or higher
• receive approval from ICM’s Associate Director (Students).
• complete a UM General Studies Admissions application

OR
• have a current Grade Point Average equal to or greater than 2.0
• have completed 27 or more credit hours at ICM at the end of the current term
• have completed ENGL1400, ARTS1110 or POLS1502 with a grade of C or higher
• receive approval from ICM’s Associate Director (Students)
• complete a UM General Studies Admissions application

If approved for visiting status, students must be registered in more courses at ICM than at
the UM. Visiting status approvals are valid only for one term. Students are not eligible to be
a visiting student for more than one term while studying at ICM. Students are only eligible
to take the visiting courses approved by ICM.

‘Visiting Status Application Forms’ are available on the Student Portal.

4.8 Class Attendance

If a student is absent from classes, it is the student’s responsibility to inform and explain
the situation to their instructor(s) and the Student Success Advisors as soon as possible.
Please be advised that medical documentation will not be required of students for the Fall
2021 term. Students must inform their instructors that they are feeling unwell and will be

16 | P a g e
staying home. Students should not come to class if they are feeling sick. Students should
inform their instructor as soon as they feel ill.

Students may also contact the instructor or a Student Success Advisor to see if there is
another section of the course (during the week in which class was missed). If approval is
granted, the student should then attend the repeat lesson. Students should then resume
their studies by attending their regular schedule of lectures, as listed on their Student Portal
timetable.

Attendance is an important element of a student’s success; therefore, attendance at all

classes is compulsory. Each course will have different requirements regarding what
attendance means in that setting, please ensure you follow the attendance policies defined
in your Course Outline. If attendance is considered unsatisfactory, Formal Warnings (written
notice) may be issued to students by email and/or phone by the Student Success Advisors.
Students must respond to these warnings in a timely manner. After a student receives a
fourth formal warning in a semester, their enrolment for the upcoming term may be blocked
until they consult with a Student Success Advisor and sign the attendance contract.
Students who miss more than maximum number of absences listed in the Course Outline
may be subject to an ‘N’ grade for the course. Every attempt will be made to contact
students concerning poor attendance. However, students should note that attendance is
ultimately their responsibility. For further information about the warning system in place for
poor attendance, students can consult a Student Success Advisor.

4.8.1 Class Management

Students should note that decisions concerning matters of both class management
and assessments ultimately lie with their instructors.

Students should respect their instructor’s decisions at all times. Students are
encouraged to speak with their instructors should they have concerns about their
attendance, academic performance, or class participation in a specific course.
Following this course of action, if there are still concerns, students are encouraged to
consult with the Student Success Advisor.

Use of English: Students are expected to communicate in English in all classes at all
times. This strengthens English language skills, and demonstrates respect to class
members and instructors.

Mobile Phones
Students must switch off their mobile phones before classes begin entering ICM
classrooms (virtual or in-person). Also, text messaging and web browsing are not
permitted when in a scheduled class, unless otherwise authorized by the instructor.
Failure to adhere to these rules could mean that your mobile phone is taken from
you. Mobile phones must not be taken into exam venues.

Dress and Fragrances

Students who choose to wear inappropriate clothing or excessive amounts of
fragrances may be asked to leave the classroom out of respect for others who are
attending the class.

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 4.8.2 Within Term Assignments
Supporting documentation and thorough explanations will be required for a deadline
extension of any within-term assessment after the due date.

There may be a penalty to be determined by the instructor and should be consistent

with the UM department practise. However, an exception may be granted under the
instructors’ discretion when the student provides supporting documents and a
written explanation.

All written evidence and supporting documents must be submitted within

two business days of the prescribed date of the assessment task. It is the
student’s responsibility to show the evidence to the instructor. In cases
where the within-term assignment has significant weighting (equal to or over 25%),
the instructor will discuss the matter with the Associate Director- Academic.

4.9 Authorized Withdrawal

Students who have valid and documented reasons for withdrawal, such as medical illness or
compassionate circumstances, may be authorized to withdraw from courses without penalty.
Requests for Authorized Withdrawals (AW) must be submitted in writing to ICM by
completing the ‘Authorized Course Withdrawal Form’ as well as by providing supporting
documentation, such as: funeral program or obituary; police report or auto accident report;
travel receipts; and/or letters or documents from objective, credible and verifiable health
care professions. Students are encouraged to consult the ‘Health Care Provider Statement
for Authorized Course Withdrawal Form’ located on Student Portal. Student Success
Advisors are available to provide information and assistance.

An AW may be approved under the following circumstances:

a) Medical grounds. When a serious event - including but not limited to illness,
accident, or injury - affects a student’s ability to attend classes and/or complete
course requirements; and/or
b) Compassionate grounds. When an extraordinary personal circumstance, including
but not limited to a serious illness or death of a significant person in a student’s life
affects a student’s ability to attend classes and/or complete course requirements.

Requests for AW will be considered on a case-by-case basis and will typically only be
considered for withdrawal from all courses in a given term. Requests for AW will be
considered for the currently enrolled term and for terms dating back no more than three
academic years.

The approval of an AW request will not automatically result in a tuition fee refund. To apply
for a tuition refund, please complete the Tuition Fee Appeal form. Tuition appeals dating
back more than one academic year will not be considered.

4.10 Leave of Absence

In some cases, students may wish to extend their time off between terms. Students may
take a leave of absence from their studies for one term, provided they have a minimum of
one term of completed study at ICM. To apply for a leave of absence a ‘Leave of Absence
Form’ must be submitted to the academic unit and a meeting with the College staff member
may be required. The Leave of Absence Form can be found on the ICM Student Portal.
Students may not take a leave of absence their studies for consecutive terms.
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Students who do not register for classes in a term will have their status automatically
changed to (L), indicating that they have been placed of a leave of absence for that term.

Students who are on a Leave of Absence are not covered for their international student
health insurance and should obtain GAP Insurance if they will be staying in Canada. This will
ensure that if the student becomes ill or injured, they will not have to pay out of pocket for
medical care.

Note: There is a $200 administrative charge for a leave of absence. Please consult the ICM
office for additional information.

4.11 Advanced Standing

ICM does not accept transfer credit. Students who have completed post-secondary studies
elsewhere may be eligible for advanced standing after they have successfully transferred to
the UM from ICM. Final determination of transfer status for each course studied outside of
ICM is subject to evaluation by the UM.

4.12 ICM Transcripts

A formal and complete ICM transcript will be provided to the UM at the time of application
and upon completion of the program. At the end of each term, results for current students
summarizing performance in the most recent term will be posted to the ICM Student Portal.
This report will provide details of courses studied and results expressed as a letter grade
and grade point average (GPA), where applicable. Students may request Official Transcripts
by filling out the online application form located on the student portal.

4.13 Program Withdrawal

To apply for program withdrawal, a ‘Program Withdrawal Form’ must be submitted to the
academic unit and a meeting with an ICM Student Success Advisor may be required.
Program Withdrawal Forms can be found on the ICM Student Portal.

Students who have been on leave for two terms in a row without an explanation will have
their status’s changed to (W) withdrawn and will need to re-apply for admission if they wish
to return to studies at ICM.

4.14 ICM Re-Admission

Students who have been withdrawn from the ICM program are eligible to apply for
readmission. To qualify for readmission, students must have achieved an ICM CGPA of 2.00
or greater. Students will also need to provide documentation including a detailed study
plan, academic transcripts for programs completed since the ICM program withdrawal and a
valid study permit. Additional documentation may be required upon request.

Students may be granted readmission with a condition that they enroll in Endeavour.
Endeavour is a non-credit course that will equip students with the skills and supports
needed to get back on track academically. This course is equivalent to one academic course
for the purposes of course load and is subject to a UTP Stage II course fee. Please note that

19 | P a g e
not all students will be required to enroll in Endeavor and will be assessed on a case-by-
case basis.

Students who had their statuses changed to Terminated from the ICM program due to a
third offense of academic misconduct may be eligible for readmission after a 12-month
suspension. Students wishing to pursue this option should apply for readmission.

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5. Assessment and Progress
Students are assessed in each course according to the course instructor’s guidelines of
assessment and attendance. The College may disallow a student from continuing in a course
if, in the opinion of the College, the student’s progress and/or attendance in that course
has been unsatisfactory. The student concerned shall receive a grade based on the
assessment up to that point.

Students will be issued detailed course outlines at the start of each term. These outlines
provide information regarding course content, assessment procedures, resource
requirements and contact information for the instructor of the course. Course outlines are
also posted on the ICM Student Portal under Student Resources, Documents. It is wise to
retain all outlines for future reference.

5.1 Examinations

Examinations will be conducted at the end of each term. Students should carefully note the
date and time of their exams. Students are expected to familiarize themselves with the
Examination Regulations, which must be strictly observed. Regulations are displayed on the
ICM Student Portal.

Examinations will not be rescheduled and there are no supplementary exams.

ICM requires detailed written evidence if a student misses a final exam, the reason must be
unpredictable and unavoidable. See section 5.4.

5.2 Exam Cancellation Due to School Closure

In the event ICM must close due to unforeseen circumstances, all examinations scheduled
that day will be rescheduled for a later date within the current exam period.

Students will be informed via the ICM Student Portal of the new day/time of the exam(s),
which will be scheduled between the hours of 9am and 9pm. Should the College be forced to
close on the final days of exams, ICM will reschedule those exams at a date to follow the
prescribed examination period and/or during the new term.

As the rescheduling of final examinations can affect a student's subsequent transfer to the
UM, every effort will be made to reschedule the exam(s) within the current examination
period.

5.3 Supplementary Examinations

ICM does not offer supplementary examinations at any level.

5.4 Deferred Tests or Examinations

In-Term Assessments

In the case that a student misses an in-term assessment or midterm due to unforeseen
circumstances they must make their instructor aware of this within 48 hours. All in term
make -up work is at the instructor’s discretion to approve or deny based in the student’s
21 | P a g e
performance in class, circumstance, and documentation where required. ICM no longer
requires a doctor’s note for medical reasons.

If a student is approved to write a make-up midterm or assessment the instructor will

inform the student when and where the assessment will take place. In some cases, the
value of grades for the assessment may be moved to the final examination. This depends on
the department rules and course for which the assessment is for.

Final Examinations

Students who miss a test or examination because of exceptional circumstances may apply
for a deferred examination. Deferred tests and examinations are conducted at the
discretion of the College and only as a result of serious illness or extraordinary personal
circumstances which have the potential to significantly impact a student’s performance.
Applications for deferred tests and examinations must be received with supporting
documentation. ‘Exam Deferral Application Form’ forms are available on the ICM Student
Portal.

Deferred examination dates will be determined by the ICM academic unit. These exams
typically occur the day following the end of the official exam period. By exception, students
needing special accommodation may be granted permission to write their exam during the
exam period of the following semester. Typically students cannot defer an already deferred
exam, however this will also be considered on a case by case basis depending the
circumstance and documentation made available.

To be eligible for a Deferred Examination, students must satisfy all of the following
conditions:
1. the student must have satisfactory attendance (80%) in the scheduled classes for
the course;
2. the student must have completed and passed the term assessment requirements
specified in the course outline;
3. the extenuating circumstances must be significant and be supported by written
evidence.
* ICM will not require medical documentation for deferred exam requests.
** Other circumstances may be considered on a case-by-case basis

5.4.1 Requests Prior to Examination Date

Students with known exam conflicts may request a deferred examination by
completing the ‘Exam Deferral Application Form’ and providing supporting
documentation. Applications for a deferred examination due to a conflict must be
filed twenty working days prior to the date of the scheduled exam. Travel plans are
not an acceptable reason for missing an exam. Applications that are typically
considered include, but are not limited to, requests based on religious reasons or
exam conflicts for visiting students who have a UM examination at the same time as
one scheduled by ICM.

5.4.2 Requests After Examination Date

Students who have written the scheduled final exam are not eligible to apply for a
deferred exam. By beginning an examination, students are acknowledging that they
are fit to write the assessment.

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 Students who are applying for a deferred examination due to an unforeseen
circumstance should notify their instructor and an ICM Student Success Advisor of
their absence prior to the start of the final exam. An official ‘Exam Deferral
Application Form’ must then be submitted within two business days of the
examination. Supporting evidence, clearly stating specific reasons, must be
submitted with the deferred examination application.

Note: The following reasons are not acceptable grounds for applying for a deferred
exam:
• Arriving late for the examination
• Misreading the examination timetable
• Missing the final exam due to delays with public transportation
• Traveling during exam period

5.5 Grade/Course Appeals

If a student has good reason to believe a mistake has been made in the assessment of the
original grade, an appeal of the assigned grade may be made.

5.5.1 Course Work Grade Appeals

If the appeal process is being initiated during the academic term prior to the release
of final grades, students may approach the instructor directly if they believe there is
a discrepancy in the marking of a course assessment.

If dissatisfied with the instructor’s decision, the student should submit a formal letter
of appeal to the Associate Director (Academic) formal investigation, to be provided
within ten business days from the time the grade was released.
The appeal must specifically s
In the appeal, the student must specifically explain the grading issue in the
assessment/s and why it does not follow the procedures for the course.
Students must not simply express dissatisfaction with grades.

5.5.2 Final Grade Appeals

Students may appeal a course grade within fifteen business days from the start of
the term immediately following the term in which the grade was awarded. In the
case where the grade discrepancy is related to the final examination grade, students
can request to review their examination with the instructor. Please see “Guidelines
for Final Exam Viewing” on the Student Portal. If students are unsatisfied with the
grade they’ve received and have identified a discrepancy that would lead to a higher
letter grade, they may file a formal appeal using the online Appeal of Final Results
Form, specifying the area of disagreement. .
Note: a fee applies for appeals – see Grade Appeal Fee section below for more
information. Associate Director (Academic) will arrange for a third party to review all
components of the assessment and make a recommendation. This recommendation
will be final.

5.5.3 Grade Appeal Fee

Payment of $50.00 is required for each appeal submitted online to the ICM office for
term work, final exam, and final course grade. A refund will be applied if the appeal
is successful (i.e.: a change of letter grade is the result of the appeal).

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5.6 Satisfactory Academic Progress and the Academic Probation Process

ICM is required to monitor students for compliance with academic program requirements
and provide opportunities for students to overcome any difficulties they may have with their
studies.

5.6.1 Academic Probation Process

UTP Stage I and UTP Stage II have different academic probation processes.

The progress of students on academic probation is closely monitored to ensure they

are successful in their future studies. Failure to comply with the conditions listed
below may result in the escalation of probation level or termination from the ICM
program.

UTP Stage I

Students in UTP Stage I who do not receive a grade of ‘C’ or greater in a minimum of
two courses in a term will be placed in the Academic Probation Process.

Students who have not previously been on academic probation will be assigned to
Academic Warning (AW). Students who were previously on academic probation and
who do not pass two or more courses with a final grade of ‘C’ or greater may have
their probation level escalated (see table below).

Students in the Academic Probation Process who pass two or more courses with a
final grade of ‘C’ or greater will successfully be removed from the Academic
Probation Process.

Probation Level Condition Requirements Consequences of Non-

Compliance
Academic Warning Pass a minimum of 2 Escalation to Academic
courses with a final grade of Probation or Academic
‘C’. Probation – Final*
Academic Probation Pass a minimum of 2 Escalation to Academic
courses with a final grade of Probation - Final
‘C’.
Academic Probation - Final Pass a minimum of 2 Potential Termination
courses with a final grade of
‘C’.

*Note: Students who successfully satisfy the conditions but who then do not receive
a minimum ‘C’ grade in a minimum of two courses in a future term may be placed
back into the Academic Probation Process at a higher level.

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UTP Stage II

Students in UTP Stage II who do not have a CGPA (refer to section 4.1 of the student
handbook) of 2.0 or greater will be placed in the Academic Probation Process.

Students who have not previously been on academic probation will be assigned to
Academic Warning (AW). Students who are in the Academic Probation Process and
who do not meet conditions of their probation level may have their probation level
escalated (see table below).

Once a student’s CGPA goes above 2.0, they will be removed from the Academic
Probation Process. If a student meets the conditions of their probation level, but their
CGPA does not go above 2.0, they will transfer back to Academic Warning and the
Academic Probation Process will start over.

Probation Level Condition Requirements Consequences of Non-

Compliance
Academic Warning Student must have a CGPA A student passes two or more
above 2.0. courses, but their CGPA is still
below 2.0:
• Remains on Academic
Warning

A student does not pass two or

more courses:
• Transition to Academic
Probation
Academic Probation Pass a minimum of two A student passes a minimum of two
courses with a final grade courses with a final grade of ‘C’,
of ‘C’. but their CGPA is still below 2.0:
• Transfers to Academic
Warning

A student passes two courses, but

does not have two or more final
grades of ‘C’ or greater:
• Remains on Academic
Probation

A student does not pass two or

more courses:
• Transition to Academic
Probation - Final

Academic Probation - Pass a minimum of two A student passes two or more

Final courses with a final grade courses with a final grade of ‘C’,
of ‘C’. but their CGPA is still below 2.0:
• Transfers to Academic
Warning

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 A student passes two courses, but
does not have two or more final
grades of ‘C’ or greater:
• Remains on Academic
Probation – Final

A student does not pass two or

more courses:
• Potential Termination

If a student in UTP Stage I transfers to UTP Stage II while they are in the Academic
Probation Process, they will begin UTP Stage II on Academic Warning.

If a student in the Dual Curriculum program transfers to UTP Stage II and the UTP
Stage II courses they completed do not add up to a 2.0 CGPA, they will be placed on
Academic Warning.

If a student VWs all their courses in a semester, they will remain on the same
probation level in the following semester. If a student VW’s multiple courses and only
completes one course, they will remain in the same probation level the following
semester, no matter the grade they received in that individual course.

Additional Conditions and Supports

In addition to the academic conditions that students must meet while they are in the
Academic Probation Process, other conditions students are expected to complete
are, but not limited to:

• Maintain a minimum of 80% attendance overall in all courses

• Consult with a Student Success Advisor within the first three weeks of the
semester to create an academic plan
• Complete the MAP for Success module at the beginning of the semester
• Consult with the Student Success Advisor regularly once every two
weeks to ensure goals are being met.

Students are also highly encouraged to use resources such as:

• Peer Education
• The Academic Learning Centre
• Instructor’s office hours
• Registering in REBOOT, a free academic support course

The conditions mentioned above will also be considered for any appeals or
special considerations that a student may make.

5.6.3 Maximum F Grades

Students who obtain 36 or more credit hours of F grades will have their programs
terminated. The reason for this policy is due to the fact that students with 36 credit
hours or more of F grades are not able to be admitted into to the University of
Manitoba. Please see UM policy within the Faculty you plan to apply into.
26 | P a g e
5.6.4 Engineering Good Standing Policy
If a student does not obtain a grade of B or higher in at least two subjects each
term, he, she, or they shall be ‘Ineligible to Study in the UTP Stage II Engineering
Program’. In addition to this, students should also maintain a 3.0 CGPA on all
subjects in a given term.

If a student accumulates more than 18 credit hours of ‘F’ or ‘D’ grades in UTP Stage
II level courses, he, she, or they shall be ‘Ineligible to Study in the UTP Stage II
Engineering program’, as 18 credit hours is the maximum number of F and D grades,
including repeats, allowed by the Faculty of Engineering in a student’s first 72 credit
hours attempted.

If a student becomes Ineligible to Proceed, their program of study will automatically

be changed to UTP Stage II Science unless the student indicates another program
choice using the –‘Change of Program Form’ located on Student Portal.

If a student accumulates 6 credit hours of ‘F’ or ‘D’ grades, the student shall be
warned about the policy and threshold re: Ineligible to Proceed in the UTP Stage II
Engineering program.

5.6.5 Refusal of Enrolment

Where evidence of any criminal conviction, misconduct or incapacity on the part of a
person/student affects the safety or ability of staff/students to pursue their lawful
activities within the College, ICM may:
▪ Refuse to enrol;
▪ Refuse to re-enrol; or
▪ Discontinue enrolment.

5.6.6 Cancellation of Enrolment

The College may cancel the enrolment of any student:
▪ who has gained admission to the College by misrepresentation, by falsification
of documents or by other fraudulent means, or
▪ who has failed to fulfil the normal requirements for admission or enrolment,
or
▪ for any act of grave misconduct associated with the academic program of the
College.
▪ Who has obtained 36 credit hours or more of F grades.

5.6.7 Termination of Program

Students may be terminated from the College for academic or non-academic
misconduct, according to the policies outlined in this ICM Student Handbook.

A student may be terminated from the college if the student:

• attains two consecutive terms of N grades

• fails Reboot
• violates Academic Probation Final conditions;
• obtains 36 or more credit hours of F grades;
• breaches the ICM Code of Conduct; or
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 • fails to pay tuition fees as required.

The College also reserves the right to terminate students who demonstrate a high
degree of negligence towards their coursework and/or a chronic failure to attend
classes.

In the event a student receives a grade of “N” in all subjects in a single term, the
College reserves the right to terminate the student or restrict their enrollment to a
more suitable program of study.

In the event that students are recommended to end their program due to not
meeting the conditions within the Academic Probation process, students have the
option to appeal. Students will be notified via email at the end of the term that their
ICM program is being recommended to end. Students can appeal by responding to
this email, and by providing sufficient support and/or documentation as to why they
were unable to successfully meet the academic probation conditions. The Associate
Director (Academic) will then review the appeal and notify students of their decision.

5.7 Lab Exemptions

In select courses, a lab exemption may be permitted to students who have previously taken
the course and successfully passed the assessments of the associated lab tutorials. Lab
exemption requests must be submitted by email to [email protected] prior to the end
of the first week of classes.

Unless otherwise specified by the respective course’s department, the following criteria
must be observed in order to qualify for a lab exemption:
• ENG1450 – Students must have completed all labs with a grade of at least 90
percent.
• PHYS1050 – Student must have achieved 80 percent on the lab component within
the last two years. Students must have completed all five experiments to be
considered for a lab exemption.

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6. Fees
All fees are set for one term only and are subject to change. Information on the current
tuition fees is published on the ICM website. For further information on fees, contact ICM’s
Finance Officer: [email protected].

6.1 Late Payment Fee

Tuition fees are payable in advance of the commencement of each term. Fees not received
for returning students by the published due date will incur a late penalty.

6.2 Refund Policy

Students who withdraw from single courses will be penalized as follows:

▪ Weeks 1 – 3: No financial penalty. Funds remain with ICM and are credited towards
enrolment in a subsequent term. Fees are forfeited to ICM if the student does not re-
enrol in a subsequent term.
▪ Weeks 4+: No refund.

Students who elect to withdraw from the program completely will have their refund
calculated in accordance with the College’s Refund Policy. Please refer to calculations on
Cancellation Fee/Refund Policy detailed on the ICM website.

6.3 Delinquent Residence Fees

Students living in Student Residences are responsible for paying housing fees and payments
directly to Student Residences by the payment deadline. Payment deadlines are available in
the Residence Contract on the Student Residences website.

Failure to pay any outstanding fees owed to Student Residences will result in a hold placed
on the ICM Student Account. Students on hold will not have access to grades or transcripts
until payment confirmation has been received from Student Residences. In addition,
students on hold will not be permitted to commence or continue their program at the
beginning of any term until all outstanding fees, including any outstanding amounts from
prior terms, are paid to Student Residence.

In cases where students have applied for transfer to second year studies with the University
of Manitoba, ICM will not release grades to the U of M until all outstanding Student
Residences balances have been cleared.

Students are encouraged to reach out to ICM support staff if they are struggling to pay for
residence and are at risk of being evicted.

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7. Welfare and Advising
7.1 Medical Care/International Student Health Insurance

All registered ICM students are enrolled in the GuardMe More health insurance plan. This
plan provides various services primarily for emergency medical coverage. Students are
encouraged to familiarize themselves with the program by consulting the GuardMe
documents located on the Student Portal and www.guard.me/icm. The coverage of pre-
existing coverage encompasses any flare up of the condition that causes a student to
deviate from their baseline of health. On going maintenance of pre-existing condition is not
covered and so students who have a pre-existing condition that requires regular
maintenance may want to explore additional insurance coverage.

Students in their first term of studies will be enrolled for a full 12-month period. Those
extending their studies with ICM beyond twelve months will have their insurance renewed in
increments of four months as long as they are registered in ICM classes.

Students who are not registered in classes after the twelve month period due to graduating
or withdrawing can purchase insurance to cover them between study periods by visiting
www.guard.me/icm. Likewise, students arriving to Canada prior to the commencement of
the semester can purchase early arrival insurance at the same link.

For those who have Canadian citizenship or permanent residency and who have valid
coverage through Manitoba Health, they can apply to opt-out of the GuardMe More plan and
opt-in to the GuardMe Plus plan. For more information, please consult the Student Portal
GuardMe Canadian Citizenship and PR Status Declaration application form.

ICM students are welcome to access the University Health Services located in 104a
University Centre. They have a variety of physicians, nurses and health care professionals
dedicated to students. Information on their services is available at
http://www.umanitoba.ca/student/health/ or by calling (204) 474-8411.

In the event of circumstances requiring urgent medical care, if it is not possible to contact
the parent/guardian of the student at risk, the College is authorized as a matter of urgency
to seek and provide appropriate medical care.

7.2 Safety Incidents

In the event that a student identifies something on campus which could cause injury to
someone or something, please advise ICM staff without delay. A hazard report will be
completed and the incident will be investigated.

7.3 Advising Services

Confidential student advising is available. Topics such as the following (and many others)
can be freely and confidentially discussed with a Student Success Advisor or an ICM staff
member:
▪ Studies and/or academic performance
▪ Attendance
▪ Classroom accommodations
▪ Physical health
▪ Mental health
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 ▪ Recreation
▪ Community support
▪ Loneliness, homesickness
▪ Relationship concerns including with friends or family members
▪ Harassment and feeling unsafe
▪ Sexuality
▪ Finances

Depending on the nature of the inquiry, staff may also refer students to other professionals
better equipped to assist and guide students with respect to their specific questions and
concerns.

In addition to getting support from the ICM student services team, students are encouraged
to utilize the services available through the International Student Services Program (ISSP)
or mySSP app. Information on this free counselling service for students may be found on
Student Portal. Other supports and resources can be found under the “Wellness Resources”
page on Portal.

7.3.1 Academic and Career Advice

Long-term career advice is available on-campus. All students are invited to make an
appointment to discuss career opportunities in various fields of study. Students can
access the UM advisors at Career Services.

7.3.2 Entrance to the University of Manitoba

The student services team is available to assist students with the process of transfer
to the UM. Students should discuss and finalize the transfer process well in advance
of the admission date. For this reason, seminars are held throughout each term to
provide students with the necessary information.

7.4 Additional Support Services

In addition to the resources listed in this Student Handbook, many other supports
are available at ICM, as well as within the University and greater Winnipeg
communities. For a list of resources and supports available to students, please refer
to ‘Schedule B’, located on the Student Portal.

7.5 Semester of Support Contract

A Semester of Support contract is available to students who recognize that they
require additional support services to aid their success at ICM.

7.6 Navitas Canada Financial Aid Bursary

The purpose of the Financial Aid Bursary is to provide short term emergency financial
support for safety related needs (e.g. food, shelter) in the form of a bursary to
students facing financial hardship.

Financial aid is not a loan; you do not have to pay the bursary back. It is meant to
support students with short-term relief during their studies at ICM. Students can find
the application on the Student Portal.

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All applicants and the information provided will be kept confidential within the
Financial Aid Committee. Students may be contacted for support if the committee is
concerned about their well-being. Each applicant will be sent resources on existing
financial support services. No public announcements will be made on successful
candidates.

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