Academic Calendar and Attendance Policy
The Board of Governors of Champlain Regional College sets the academic calendar each year in the preceding spring. Students are expected to be available for the entire duration of the semester as outlined in the official calendar.
Attendance expectations, including exceptions, are detailed in the Institutional Policy on the Evaluation of Student Achievement (IPESA). Students are responsible for reviewing and following these guidelines.
Important Note:
Planning personal trips during the semester may lead to serious academic consequences. Students who miss evaluations due to travel risk receiving a grade of zero and failing their courses.
Course Changes
Course Changes
Before reaching out for assistance, check the Modification Module in Omnivox to see if you can make changes yourself. This module should be used for simple schedule modifications, such as changing from one section to another within the same course or switching between two course options that were in your course selection.
When to Contact Alexandre Directly
You should send a MIO message to Alexandre Roussel if:
- You are missing one or more courses
- You have too many courses in your schedule
- You have a schedule conflict
- You failed a course and no longer meet a prerequisite
- You have no lunch break (30 minutes between 11:00 am and 2:00 pm)
- You have a medical reason (medical note required)
Course Change Fees
If you request a schedule change due to a time-of-day preference, a $25 fee will apply for each modification. Please note that the College may adjust schedules without notice for logistical reasons.
Adding Courses
You may add courses to your schedule during the first five days of classes. To do so, contact the Academic Advisor for assistance.
Withdrawing from Courses
You can withdraw from courses free of charge during the early weeks of the semester, up to the deadline listed in the Academic Calendar. If you drop courses and fall below 12 weekly course hours, additional part-time fees will apply. To withdraw from a course, you must meet with the Academic Advisor.
Credit for Courses Taken Elsewhere
Courses Taken at Another CEGEP (Commandite)
Students wishing to take a course at another CEGEP must first obtain a commandite (sponsorship form) from the Academic Advisor. The Academic Advisor will verify whether the course:
- Fits your program requirements, and
- Can be approved by the Dean of Faculty and Academic Affairs
Commandites are only granted in exceptional circumstances, such as:
- The required course is not offered at St. Lawrence
- A required course conflicts with another course in your St. Lawrence schedule
- Serious personal reasons
Courses at Other Institutions (Equivalencies)
To obtain an equivalency (EQ) for a course completed at a non-CEGEP post-secondary institution, you must:
- Meet with the Academic Advisor
- Provide:
- An official course description (including total class hours)
- An official transcript
- A completed Request for Equivalency Form
- Pay a $25 fee per course
Equivalency credits are not guaranteed and must be approved. The Academic Advisor will consult with the Dean of Faculty and Academic Affairs and the Department Coordinator to determine eligibility.
More information can be found in article 9.1.1 of the Institutional Policy on the Evaluation of Student Achievement (IPESA).
Other Situations: Substitutions and Exemptions
Your transcript may also show:
Substitution (SU):
A substitution means that one CEGEP course has been accepted in place of another. This typically happens in situations such as:
- Taking a course through a commandite at another CEGEP
- Changing programs within the college
- Transferring from another CEGEP with a similar course already completed
More information can be found in article 9.2 of the Institutional Policy on the Evaluation of Student Achievement (IPESA).
Exemption (DI):
An exemption means that a course is waived, and you are not required to earn credit for it. Exemptions are typically granted in cases where a student cannot take the course due to a permanent medical condition or other exceptional circumstances.
For more information, refer to article 9.4 of the Institutional Policy on the Evaluation of Student Achievement (IPESA) or speak with the Academic Advisor.
English Exit Exam and Épreuve uniforme de français (EUF)
Only Certificate of English Eligibility (COE) holders write the English Exit exam. If you are eligible to attend English school under the Charter of the French language and are in possession of a certificate granted by the Ministry of Education, you are considered a Certificate Holder. For more information about Certificates, please consult the Ministry of Education’s website.
All other students must write the Épreuve uniforme de français (EUF).
English Exit Exam
The English Exit Exam is a Ministerial Examination of College English required by the Quebec Ministry of Education. All students enrolled in a DEC program who hold a COE must pass this exam to graduate. The exam is designed to assess students’ proficiency in English, particularly their reading, analytical, and essay-writing skills, ensuring they meet province-wide standards for college-level English.
More information is available here: Consult Details on the English Exit Exam
Épreuve uniforme de français (EUF)
The French Exit Exam, officially called the Épreuve uniforme de français (EUF), is a Ministerial Examination of College French required by the Quebec Ministry of Education. All students enrolled in a DEC that do not hold a COE must pass this exam to graduate.
Midterm Grades
St. Lawrence provides midterm grades for all courses during both the fall and winter semesters. While these grades are not official, they are intended to give you a clear sense of your academic progress at the midpoint of the semester.
Midterm grades are typically made available three working days after the submission deadline listed in the Academic Calendar. In addition to grades, teachers also report student absences on this internal transcript.
Note: Students who are failing half or more of their courses are required to meet with the Academic Advisor to discuss their academic standing.
For more information, refer to article 4.5.4 of the Institutional Policy on the Evaluation of Student Achievement (IPESA).
Final Exams
Final Examination Dates
All students must be available until the end of the semester for the final exam period. Please be advised that planning travel during this period may result in failure of the respective course. The Academic Calendar lists the dates for the exam period, as well as the reserve dates in case of uncontrollable circumstances.
Deferred Examination Requests
Under exceptional circumstances (e.g., scheduling conflicts involving multiple exams or valid medical reasons), students may be granted permission to write a deferred examination. In case of an emergency, students must promptly contact the Academic Affairs Technician or the Admissions Office Technician.
Examination Day Requirements
Students must adhere to the following on examination days:
- Review and comply with the published examination schedule, verifying the date, time, group number, and room assignment.
- Present a valid student ID or alternative government-issued photo ID.
- Bring the material authorized by the teacher on the exam sheet (which you should ask about before the last class)
- Arrive at the examination room at least 10 minutes prior to the scheduled start time.
- Follow the established rules, the instructions on the exam sheet and the exam proctor’s instructions
- Remain in the examination room for a minimum of 60 minutes after the examination has begun
Prohibited Items
The possession or use of the following items within the examination room is strictly prohibited:
- MP3 players, iPods, or any other audio devices
- Cellular telephones
- Pagers
- Calculators, except when explicitly authorized on the examination instructions
Students found in possession of these prohibited items will be removed from the examination room and given a grade of zero.
Academic Integrity and Consequences
Acts of cheating, plagiarism, or unexcused absence from a final examination will result in a grade of zero. For more details, please refer to the Institutional Policy on the Evaluation of Student Achievement (IPESA).
Incomplete Courses
Students may occasionally receive a special transcript notation instead of a final grade for an incomplete course. There are two types of incompletes:
Temporary Incomplete (IT)
A Temporary Incomplete (IT) may be assigned for a limited period when a student is granted additional time beyond the formal end of the semester to complete required coursework or write the final exam. During this time, an “IT” will appear on the transcript in place of a final grade until the outstanding requirements are fulfilled and the final grade is updated.
Temporary incompletes are granted only for serious reasons by the Dean of Faculty and Academic Affairs, in consultation with the teacher. Students should consult their teacher or Academic Advisor to determine eligibility. If granted, students must meet the new deadline. Failure to do so will result in the final grade reflecting only the coursework completed during the semester.
More information is available in article 9.3.3 of the Institutional Policy on the Evaluation of Student Achievement (IPESA).
Permanent Incomplete (IN)
A Permanent Incomplete (IN) may be assigned by the Dean of Faculty and Academic Affairs when a student is unable to complete an academic session due to serious medical reasons.
To apply, students must obtain a Request for Permanent Incompletes Form from the Academic Advisor. This form must be completed by a health professional and authorizes the Dean to communicate directly with the health professional if necessary.
The request is treated as a confidential document, kept in a sealed envelope within the student’s file; however, it may be reviewed by Ministry auditors. Permanent incompletes will not be granted without the proper supporting documentation.
More information is available in article 9.3.4 of the Institutional Policy on the Evaluation of Student Achievement (IPESA).
Requesting a Transcript or Other Document
There are different types of documents available:
1. Official Transcript
An official transcript is sent directly from the college to another educational institution or employer.
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- Cost: $20 per copy
2. Student Copy
A student copy of your transcript may be mailed directly to your home address or sent via email.
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- Cost: $10 per copy
The request for documents and the payment for their preparation is done via Omnivox.
If you’re a current student or you remember your Omnivox account password, please follow the instructions here: Document Request Procedure – Current Students
If you’re a former student or have never activated your Omnivox account, please follow the instructions here: Document Request Procedure – Former students
Payment is made by Omnivox once the request is submitted. If you’re unable to activate your Omnivox account, please contact the admission office (indicate your first, last name and student number).
3.Other Documents
For the following documents, please complete the Request for documents form and send it by email to admissionslc@crcmail.net.
• Course outlines: $10 each for a maximum of $100
• Evaluation of student file: $100
• Analysis of dossier to convert a ‘DEC sans mention’ to a regular DEC: $20
4. Diploma
We cannot produce duplicates of your diploma, to obtain another copy you must personally request it online: https://www.quebec.ca/education/cegep/diplomes
If you have any questions or need assistance, please contact:
Admissions Office
CEGEP Champlain – St. Lawrence
Email: admissionslc@crcmail.net
