Policies Draft

This policy applies to all graduate students in the Department of Civil Engineering.

1. Start Date
   1. All incoming graduate students are encouraged to begin their program on the start of winter term 1 in September
   2. All students may request a 12 month deferral of start date by filling in this form and returning it to gradsupport@civil.ubc.ca
   3. MASc and PhD students may start in either January or May with the approval of the Associate Head, Graduate Studies, and the research supervisor
   4. MENG students may only start in September

This policy applies to all graduate students in the Department of Civil Engineering.

1. Credit Requirements
   1. All graduate programs require a minimum of 30 credits.
   2. All graduate programs require the successful completion of CIVL 597 (1 credit)
   3. PhD students may apply for credit exemptions based on previously completed coursework. Please see the policy on credit exemptions for PhD students.
   4. MASc students will take the 12 credit MASc thesis, CIVL 599.
   5. MENG students must take 30 credits of coursework as dictated by their specialty.
2. Coursework Plans
   1. All graduate students must submit an approved coursework plan within their first month at UBC.
   2. The coursework plan can be changed at any time with the approval of the research supervisor (MASc or PhD) or Specialty Advisor (MENG).
   3. Any courses taken without prior approval may not be eligible for credit
3. Undergraduate Courses
   1. Graduate students are eligible to take any 300- or 400-level course with permission of their research supervisor (MASc or PhD) or Specialty Advisor (MENG).
   2. Registration priority in undergraduate courses is given to undergraduate students.

This policy applies to all graduate students in the Department of Civil Engineering. The desks are departmental resources and can be assigned to any eligible graduate student with consultation of the graduate advisor and the department head. The purpose of this policy is to describe who is eligible to use the office spaces located in CEME 1007, CEME 1012, CEME 1201, CEME 2001, MCML 80, RH 131, RH 133, RH 134, RH 139A, RH 148, and RH 149.

1. Desk Usage
   1. Any MASc or PhD student in the department is eligible for an assigned desk for the duration of their studies at UBC.
   2. MENG students, visiting research students, and undergraduate students are not eligible for a desk.
   3. Desks are intended to be used by the students to whom they are assigned. The department reserves the right to take attendance, monitor usage through electronic means, and revoke the right to use a desk at its discretion.
   4. Any student who has lost the right to use a desk will have one week to clean out the desk.
   5. Any student who has graduated will give up their desk within one month of submission of their thesis.
   6. All desk assignments are done through student services. There will be periods of time when desks are unavailable for students.
   7. Students shall not trade or exchange desks, nor shall students sit at unused or unassigned desks.
2. Student Conduct
   1. Students are expected to adhere to the UBC student code of conduct.
   2. The graduate office space is intended to be a quiet place to work and study. Extended conversations shall be conducted elsewhere.
   3. Students are responsible for keeping their desk area clean and for emptying the garbage and recycling bins.
   4. No alcoholic beverages are permitted into any desk area.
   5. Students are to ensure that the door to the desk area remains closed and locked at all

The purpose of this policy is to identify when and how all graduate students can take a leave of absence. Students in the MASc and PhD programs will follow the policies set out by the Faculty of Graduate and Post-doctoral studies. In general, when a policy needs to be applied to a Masters of Engineering student (MENG), the department will use the guidelines set by G+PS for MASc students.

This policy applies to all graduate students in the Masters of Applied Science (MASc), Masters of Engineering (MENG), or Doctor of Philosophy (PhD) programs

1. Leaves of Absence
   1. All graduate students are entitled to leaves following the policies set by the Faculty of Graduate and Postdoctoral Studies (G+PS)
   2. Domestic full-time MENG students are eligible to be placed on leave during the summer terms, provided that these students are in good academic standing and do not have any student loans.
   3. International full-time MENG students are eligible to be placed on special continuing status during the summer term.
   4. Part-time MENG students are ineligible for summer leave, but may go on other types of leave (examples include medical leave, professional leave, or personal leave).

The purpose of this policy is to outline how students can transfer between different graduate programs and the steps required to complete a transfer. These policies follow those set out by G+PS.

This policy applies to all graduate students in the Masters of Applied Science (MASc), Masters of Engineering (MENG), or Doctor of Philosophy (PhD) programs.

1. Transfers from MASc to MENG
   1. Any student is eligible to transfer from the MASc program to the MENG program. Students wishing to transfer should fill out this form and return it to gradsupport@civil.ubc.ca.
   2. Students should be aware that the MENG program has a minimum cost, and that transfers between programs may result in added tuition; and that all previously paid tuition may not cover the new tuition requirements. For more information, please see the Board of Governors policies.
2. Transfers from MENG to MASc
   1. Students who wish to transfer from the MENG program to the MASc program must first secure a research supervisor then contact gradsupport@civil.ubc.ca for more information
3. Transfer from MASc to PhD
   1. Students can transfer from the MASc to the PhD program by invitation of their research supervisor
      1. This transfer must occur between the start of the student’s 13th month and the end of their 24th month (i.e. after the end of their first year but before the end of their second year).
   2. The start date for the PhD program will be the same as the start date of the MASc program.
4. Transfer from MENG to PhD
   1. The department does not permit transfer from MENG to PhD.

This policy applies to graduate students in the Doctor of Philosophy (PhD) program.

1. Credit Exemptions
   1. The department of Civil Engineering does not grant transfer credits for PhD students. Instead, PhD students may apply for an exemption from some of the credit requirements for the program.
   2. Any post-baccalaureate graduate course is eligible to be considered for a credit exemption.
   3. For courses taken at an institution with a credit transfer agreement with UBC, the department will use the transfer guide to assess credit value.
   4. For courses taken at an institution without a credit transfer agreement with UBC, all courses will be assigned a value of 3 credits.
   5. No single course can be used to exempt more than 6 credits.

The purpose of this policy is to outline when the Department will send out communications to undergraduate students on behalf of their events. The department will follow UBC’s Protection of Privacy and the Freedom of Information and Privacy Protection Act.

1. Emails Policy
   1. The department will only send out emails relating to academic matters (examples include Beef and Pizza or CEGSS Research Day)
   2. The department will only send out emails on behalf of the Civil Club or the CEGSS.
   3. The only personal information the department will collect on behalf of the Civil Club or CEGSS is student name and email address.

The purpose of this policy is to outline when and how the department will book rooms for any student club that has requested support through the Faculty of Applied Science’s SuperApp process

1. Booking Policy
   1. The department will attempt to book any small-venue room (maximum 100 people) with a minimum of 10 business day’s notice, following the policies set out by Enrolment Services. There is no guarantee that a room will be available at the requested date and time. All room bookings are controlled through Enrolment Services.
   2. The department will support teams to book larger venues as an in-kind donation, provided that a minimum of two months’ notice has been given.

This policy outlines the department’s policies on undergraduate student registration. The department will follow all policies as set out in the UBC Academic Calendar. If there is a discrepancy between this policy and the academic calendar, the calendar will be considered correct.

1. Registration
   1. Students are responsible for their own registration in all courses and for ensuring that they meet the prerequisites for all courses.
   2. Any student who has registered in a course without the prerequisite or prior approval shall be de-registered without notice.
   3. The department is only able to register students in CIVL courses. For all other courses, please contact the appropriate department.
2. Core courses
   1. All students are guaranteed registration in 2nd and 3rd year core courses, provided that they have met all the prerequisites are in the appropriate class standing or higher.
   2. All students are guaranteed registration in a 4th year core course, provided that they are in their graduating year.
   3. Any student who wishes to make a substitution of a core course must obtain permission from their year-level advisor
3. Elective courses
   1. Registration in elective courses is not guaranteed and is subject to the availability of seats in the course. Seats may be restricted for any number of reasons, including room constraints, pedagogical constraints, or professor availability.
   2. Elective courses that are at capacity will have a priority wait list. The priority will be set as follows:
      1. Students who require the course as core for their program
      2. Civil Engineering students in their graduating year.
      3. Civil Engineering students in all other years
      4. Graduate students in Civil Engineering
      5. Other Engineering students
      6. All other students, including unclassified students
   3. Students on a wait list will be informed if they have a spot in a course by August 31 for term 1 courses and by December 31 for term 2 courses.
   4. Students are limited to 15 credits of fourth-year technical electives. Students may request permission from the fourth-year advisor to take a maximum of 18 credits of technical electives. Any student who has registered in more than 15 credits without permission from the department may be de-registered from any electives above 15 credits.
4. Laboratories and tutorials
   1. Students may select the lab or tutorial that best fits their schedule.
   2. The department reserves the right to switch students’ lab or tutorial sections in order to balance enrolment across sections.
   3. Any student who has been swapped will be informed of the swap before the start of term.
5. Upper level courses
   1. Students are ineligible to register in courses above their class standing unless:
      1. The student has completed all the prerequisites for the course and;
      2. The student has completed at least 80% of their credits for their current year standing.
   2. Students with a full course load (see here) are ineligible to take courses of a higher standing.
6. Graduate courses
   1. The department will follow the policies set out by the Faculty of Graduate and Post-doctoral studies when registering undergraduate students in graduate courses.
   2. Students must obtain permission from the fourth-year advisor in order to apply to take a graduate course.
   3. Registration in graduate courses is subject to approval of the Faculty of Graduate and Post-doctoral Studies and is not guaranteed.
7. Co-op term
   1. The department does not permit students to enrol in a course during their co-op work placement.
8. Course conflicts
   1. Approval for registration in course conflicts is made by Engineering Academic Services. Please visit their website for more information.

CIVL 201 begins with a two-week Communication Skills Module each August before the start of term 1. This policy outlines which students are required to take the module.

1. Exemptions
   1. Students who obtain a final grade of 68% or higher in WRDS 150 or equivalent.
   2. Students who obtain a final grade of 68% or higher or a final letter grade of B- or higher from a course outside UBC that provides a transfer credit for WRDS 150.
   3. A transfer credit for WRDS 150 or equivalent on the basis of Advanced Placement or International Baccalaureate program.
2. Assessment
   1. Grades for this module with contribute 10% of your final grade for CIVL 201.
   2. Any student exempt from the module will be assigned the full 10% grade.
   3. Any student who obtains a grade of less than 50% in the module will be assigned additional work during CIVL 201.

The Civil Engineering program includes several courses that require laboratory work and fieldwork. In our department, we strive to create a culture of safety for students, staff, and faculty. This section outlines the safety policies and practices for laboratory and field courses. The department will follow the health and safety policies set out by the University.

1. Scope
   1. This policy applies to students in CIVL 210, CIVL 231, CIVL 235, CIVL 311, CIVL 315, CIVL 316, and CIVL 430.
   2. This policy also applies to students on any field course.
2. Laboratory Safety
   1. No food or drink permitted in the lab.
   2. No sandals or open-toed shoes.
   3. Safety glasses are required at all times in all labs.
   4. Steel-toed footwear or toe covers are required in the concrete structures lab (RH 129).
   5. All participants in the lab must behave professionally and safely at all times. Anyone inappropriate behaviour will be asked to leave the lab.
   6. All injuries must be reported as soon as possible to the Director of Safety.
   7. All participants must be properly trained on the correct use of equipment beforehand.
3. Field Course Safety
   1. Anyone participating in a field course must first submit a safety plan to the Director of Safety for approval.
   2. Anyone travelling to remote areas must include a route in their plan and check in with a UBC staff member at prearranged intervals.

This policy outlines how merit and non-merit awards will be allocated to undergraduate students. All undergraduate students are automatically considered for merit and non-merit awards.

1. Merit Awards
   1. Merit awards shall be given out in order of monetary value to the student with the highest academic performance in the previous term that matches the description and intent of the award.
   2. Once a student has been allocated an award, they are ineligible to receive further merit awards.
2. Non-merit Awards
   1. The department will send out a Qualtrics survey early in Term 1 to obtain information on students’ leadership, community service, athletics, and general civil engineering interest.