An academic year consists of two semesters.  Each semester shall ideally consist of 70 lecture days, with a minimum of 65 lecture days, at least two block-study days, and an average of 12 – 14 examination days, depending on the number of modules offered that Semester. The Academic Calendar for each year is published in the Prospectus and on the College web page.

All programmes are offered as on-campus, full-time contact sessions.

Registration takes place at the beginning of each semester as set out in the Calendar of Events. If you are registering at Helderberg College for the first time, please make sure that you have your identity document (or passport for International Students, with a valid study visa) and your High School certificate with you. You must bring the original certificate and a photocopy.

Registration is not official until all of the procedures required as a part of the registration process have been completed. A student that attends class without having completed the registration process will not receive credit for that module. If you register after the specified registration days, you will be charged a late registration fee. Late registration will end on the drop/add date which is usually one week after the beginning of classes. All new students are required to attend the orientation programme conducted during the first week of each semester.

  1.    Late registration goes into effect the day classes begin, for a period set out in the calendar of events, usually no more than 5 lecturing days.  Registration closes 1 week after school starts.
  2.    No registrations are accepted after the closing date for late registration as listed in the Calendar of Events, unless such registration is approved by the Vice President: Academic Administration and the lecturers concerned, and only in exceptional cases.  Late bookings of bus/air tickets etc, are not exceptional cases, and students should book well in advance to insure prompt arrival at College.
  3.    All applications for late registration must be accompanied by the prescribed fee payable in CASH, as set out in the Calendar of Events.

You may change your course line-up during the period between registration and drop/add date, without affecting your permanent academic record. If you wish to drop or add a module, consult with your Academic Advisor (respective Dean of the Faculty) first, then collect the drop/add form from the Records office, and follow the procedure outlined. Do not simply stop attending classes or start attending a new class without making proper arrangements first. If you drop a module before drop/add date, the fees for that module will be refunded. After drop/add date, fees are not refunded for modules dropped, and the module will appear on your permanent academic record as a withdrawal.

A module may be dropped or added only by means of a DROP/ADD form obtainable from the Registrar, and after consultation with her/him.

a) Unless the Academic Administration Committee decides, in consultation with the lecturer concerned to allow any exceptions, the fifth lecturing day after classes begin is the:

  • last day to enter any class
  • last day to drop a class without entry on a student’s permanent academic record

b) Students wishing to withdraw from any or all classes must obtain a withdrawal form from the Office of Registrar, and return it with all required signatures.

c) If a student leaves the College without completing the withdrawal procedures, the student will receive “F” grades for the modules registered in that semester.

  • A student’s right to continue in class depends upon the following:
  • Ability to meet financial obligations;
  • Attitude to class obligations;
  • Study ability in relation to the study load; and
  • Attendance at classes (85% attendance to lectures) and examinations.

A College staff member, the spouse of a College staff member, the spouse of a married student, or AVS worker may take ONE module per semester free of charge. The one free module can be to a maximum of 16 credits per semester. Two modules of 8 credits cannot be enrolled for in the same semester. Admission criteria and pre-requisites should be met before any free module is taken in order to earn credit. In the event the free module is not taken it cannot be accumulated. It is the student’s responsibility to be aware of this provision before they enrol.

Such a student must be registered by the Registrar’s Office and where laboratory fees are charged, these must be paid for by the student on the usual basis.

Registration fees are payable by spouses of staff and married students. AVS workers and staff members are exempt from the fee. If more than one module a semester is taken, one module is free and the full fee must be paid for the remainder. The free class policy does not apply for a short course.

Staff members who take free classes need to obtain permission from their immediate supervisor and the Administrative Committee. The classes are taken in the employee’s own time and if taken during regular working hours, the employee must make up the time.

ATTENDANCE REQUIREMENTS

Regular, punctual class and laboratory attendance is required of all students. Students, who, due to illness or other unforeseen circumstances, miss more than 15% of the total class appointments, will not be able to sit for the final examinations unless authorized by the Academic Administration Committee. Anything in excess may be approved only by the Academic Administration Committee, and then only in exceptional circumstances.

It is the responsibility of the student, if possible, to personally see the lecturer before a class is missed and to make up the work.  However, an absence will still be counted even though the make work is completed.

Three tardies are equal to one absence. Tardies are determined at the discretion of the lecturer. Absences are counted from the first day of class and students who register late will already have accumulated absences.

College Assembly attendance is required of all students who are registered for 60 or more credit hours per semester. Two Assembly absences per semester are allowed. Thereafter a penalty will be charged per absence.

The progression rules for all programmes of learning are as follows:

1. Before students can progress to the next semester or year of study, the following should be passed:

  • Three modules in a semester with a total of five modules;
  • Three modules in a semester with a total of six modules; and
  • Four modules in a semester with a total of seven modules.

2. Students may take modules from two adjacent study years, provided that they have completed more than half of the modules in the previous semester. If not, the outstanding modules of the previous year’s adjacent semester must be passed before registering for any other modules in the current semester.

3. Students are not allowed to register for modules from more than two adjacent years. Any requests for exceptions need to be motivated by the Faculty Dean and submitted for approval to the Academic Administration Committee.

4. Transfer students who need to complete outstanding modules which range from the first year through to the final year need to enrol for the first and second year modules first, and thereafter complete the remaining outstanding modules.

5. A module which has been failed may be repeated twice. If the module is failed for the third time, the student either needs to change his/her programme of study, or withdraw from the institution. This does not apply to Providers Discretion modules.

6.Students who commence their studies in the second semester of the first year of a programme may only take modules from that semester, and no modules from the second year.

Sequential and Pre-Requisite Modules:
A student who fails a pre-requisite module will not be admitted to the sequential module(s). A student may proceed only when a passing grade has been obtained in the failed pre-requisite module. E.g. HRM 110 Human Resources Management I must be completed before proceeding to HRM 180 Human Resources Management II.

All modules, together with their pre-requisites, are listed per Faculty in the Module Description sections in the Prospectus. The Faculty Deans and the Registrar will ensure that students have completed the pre-requisites when they register for sequential modules.

Students who fail sequential modules need to be aware that this will extend their study programme.

Please Note:
The Academic Administration Committee will consider requests to overrule the progression rule pertaining to sequential modules ONLY in the following instances:

  • Proof of a passing formative assessment grade (50%) for the first part of the sequential module; and
  • A failing grade of either 45 – 49%, or, in the case of Accounting students, a failing grade of 50 – 54% for the module.

Progression rules for Foundation-year students are stipulated in the Foundation-year policy.

In recognition of the fact that the College serves a multinational constituency, the following language policy is currently followed: Classes will be conducted in English, but where possible, all other languages will be accommodated, as in the following instances:

  1.    Should a student ask a question in class in a language other than English, the question and answer given should be translated into English: if the explanation is likely to be time consuming the matter should be dealt with after class in the language preferred.
  2.    Students will be permitted to write assignments, tests and examinations in the language of their choice, provided the lecturer is sufficiently fluent in that language and agrees with the student beforehand.
  3.    Students will be permitted to use textbooks in the language of their choice, provided these coincide with the syllabus.

The term “audit” refers to registration for attendance only and NO CREDIT is earned towards the completion of a programme of study.

Students who wish to attend the lectures for a course without completing the assignments or writing the final examination may do so by auditing the course, i.e., sitting in during a class. No credit toward a study programme is gained and full fees are payable. No practical courses may be taken on an audit basis. Audited classes count as part of the student’s academic load. The following provisions shall apply:

  1.    Students will be charged the full fee for auditing a class.
  2.    It is possible to audit any class provided that:
  • there is room in the class;
  • the student has appropriate background knowledge;
  • permission is obtained from the lecturer;
  • the student accepts the responsibility to attend classes;
  • Completes the registration process.
  1.    A student may change from audit to credit at the latest three weeks before writing the semester examination.   The student must apply to the Academic Administration Committee for permission to do so.   The change in status will only be considered if the student has fulfilled all the regular class requirements.

Four semester credit hours represent one 50 minute lecture per week for the duration of the semester, which takes into consideration student preparation and examination time. In  addition to the contact time, the notional learning, which constitutes the credit hours, consists of time spent in laboratories, on assignments and home study.

A laboratory period of two periods per week, per semester equals one lecture period.

The average study load is between 64-72 credits per semester or 128 – 144 credits for an academic year depending on the degree a student is pursuing. (This corresponds to the traditional 16-18 hours per semester or 32- 36 hours per year).  All new students will be given the normal load in the first semester of their study.  Depending on the academic performance an under load or normal load or overload will be given based on the following:

When the cumulative average mark in the previous semester is 0 to 49% a student will be given a reduced  load of 48 to 60 credits (The 60 credits refers to 4 courses only, where one or more course may have more than 12 credits each and NOT 5 courses at 12 credits)

When the cumulative average mark in the previous semester is 50% to 64% a student receives normal load class load of 64 to 72 credits as given in the course schedule of the program. (The 72 credits given above is to accommodate the differing course credits and loads of various programs but not 6 courses at 12 credits)

When the cumulative average mark in the previous semester is 65% and above a student may take up to 80 credits. Permission of the Dean of the Faculty is necessary.

A student may not be registered at another university or College while also being registered at Helderberg  College without the permission of the Academic Administration Committee. If permission is granted for a course to be taken at another institution the equivalent credits will form part of the student’s semester load unless arrangements are made to take the course during vacation times.  Furthermore, students repeating courses with an external examining body may be allowed to register for such courses in addition to their load, provided their load does not exceed a normal study load, upon the recommendation of the respective Dean of the Faculty and the Registrar.

Students who received an average grade for any semester of less than 50%, will be placed on academic probation for the following semester.  They will be restricted to a study load of 48 – 60 credits for the following semester.  Students on Academic probation will be asked to withdraw from the College if they  have an average grade of less than 50% for three consecutive semesters.

The 60 Crs refers to 4 subjects only, where one or more courses may have more than 12 Crs each and NOT 5 subjects at 12 Crs.

If a student has a cumulative average of less than 50% for three consecutive semesters the student has to withdraw from the College.  The registrar will submit the list of those on academic probation, to the Academic Admin. Committee and inform the effected students and copy the Dean of the Faculty and the sponsor/parent.

Every semester the College recognizes students who have excelled in their studies by placing these students in the Deans List of Excellence.  The criteria for identifying and placing students on the Deans List of Excellence are as follows:

  • A student must have enrolled for at least 60 credits in the semester under consideration;
  • The cumulative average grade for the semester should be no less than 75% and
  • There should be no letter grade below “B” for the semester.

Courses with low enrolment may not necessarily be offered every year or may be offered on a tutorial basis.

Tutorial classes may be offered for certain courses on the recommendation of the Faculty Dean, in consultation with the Vice-President: Academic Administration. If a student needs to pass a subject which is the only outstanding course for the completion of a study programme, even if s/he does not qualify on the basis of her/his grade at the consideration of Academic Admin Committee the course may be offered as a tutorial. If a student fails more than one subject per semester during the final year, s/he has to repeat the courses. Tutorials are not offered to first and second year students.

Tutorials will be based on a minimum of one meeting per week with the lecturer.  Tutorial help will be based on the following:

  1. Lecturers will plan a complete work outline for the semester, including the following aspects:
  • Weekly targets of work to be covered.
  • Set times for tests, dates and scope of the test to be listed.
  • Assignments with due dates.
  • The giving of necessary lectures to explain, clarify and introduce concepts.
  • Preparing full examinations at the end of the semester.
  1. A copy of the course outline should be the same as for a regular course and an outline must be submitted to the Faculty Dean and Vice-President: Academic Administration at the commencement of each semester as with normal courses.

Full fees are charged.  Students obtain full credit and all the help they need to complete the course.

Graduating students are eligible for a tutorial for one failed course that is not offered again before graduation, time permitting.

Transfer credit may be granted for equivalent courses completed at another recognized institution up to a maximum of 50% of the program enrolled in.  Course outlines are required to ascertain content.

No transfer credits will be accepted with a mark of less than 50% or a C in that course. Transfer credits form part of the cumulative average % needed in order to graduate. The College reserves the right to accept or reject transfer credits. The acceptance of transfer credits is the responsibility of the Registrar and the Faculty Dean.

All transfer students must take a minimum of 50% of the prescribed credits for a programme at Helderberg College before graduation will be allowed. External Diploma level courses will not be accepted as credit for degree level courses.

Students enrolled at the College shall not take additional courses by correspondence without prior permission of the Academic Administration Committee.

All out of class activities which require compulsory student participation should be limited to the first ten weeks of each semester.

When students are required to go on field trips, which will necessitate absence from classes, they must complete the form, which is obtainable from the Faculty Dean offering the course. The lecturer arranging for the field trip must first clear all the arrangements with the respective Faculty Dean and inform the other Faculties affected and then the Vice-President: Academic Administration of the arrangements.  Field trips must be planned well in advance.  All extra-curricular activities should end at least one week before the last day of class in the semester.

The Grade Point Average calculations have been discontinued since January 2006 and are referred to here for historical purposes only. The G.P.A. (Grade Point Average) was calculated by dividing the total credit points earned by the sum of the credit hours taken for the Semester.   Transfer credits are included in the cumulative G.P.A. calculation for graduation. A  G.P.A. below 2,00 is considered unsatisfactory for all programmes.

The authority to determine the grade for a course rests with the lecturer and the Faculty Committee. The College grading system is as follows:

Grade      Percentage   Definition

A              80-100%        Distinction

A              75-79%          Superior

B+            70-74%          Above Average

B              65-69%          Above Average

B              60-64%          Average

C+            55-59%          Average

C              50-54%          Below Average

C-             45-49%          Fail*

D              40-44%          Fail

F              1-39%            Fail

* Fail but the student is eligible for a supplementary if so stipulated in the course outline

AU = Audit: Assigned to subjects that are audited. No credit is earned.

DG = Deferred Grade: May be given in certain designated courses which may not be completed within one semester. It may be given for courses involving research. A “DG” should normally be changed to a grade by the end of the following semester. Deferred Grades should be changed in order to qualify for graduation. A “DG” that is not completed within the approved period of time is changed to a “F”.

S or U = Satisfactory or Unsatisfactory: May be given in certain designated courses. An “S” means that a “C” or higher has been earned in the course, and a “U” signifies unsatisfactory performance. Credit is earned only if an “S” is received. An “S” or “U” grade does not affect the cumulative average.

W = Withdrawal from the course: No credit is earned.

Students wishing to withdraw from all classes must adhere to the Complete Withdrawal procedures by completing the withdrawal form. Failure to do so will result in recording a Failure grades for all the courses.

Prior to the commencement of the semester examinations, a student has to be cleared for admissions to exams based on the following criteria:

  • Class absences do not exceed 15% of the required class appointments;
  • An average grade of at least 50% in formative assessment.  However, for Provider’s Discretion courses an average grade ranging from 40% – 50%in the formative assessment is needed.
  • All class assignments have been completed as outlined by the lecturer and handed in on time as stipulated in the course outline.

A student who fails to obtain admissions to exams for any course may not write the final examination for that course and an “F” grade will automatically be assigned. The lecturer will advise the student and the Registrar’s Office in due time before examinations start if the student can be admitted for exams.

A student is not allowed to complete the requirements of the course after the final exams are over in order to qualify for final exams.  By not qualifying the student forfeits the opportunity to write the final exams.

A subminimum grade of 35% in the final examination is required in order to pass the course.

Examinations are written at the end of each semester. The length of the examination and the number of papers (or sittings) required are stipulated in the Course Outline. The usual length of any one sitting (paper) is two to three hours. All examinations will be written examinations except in special cases when permission must be obtained from the Academic Administration Committee.

Every course will have a final examination unless approved in the Academic Administration Committee and as mentioned in the course outline.  The duration of the final exam shall be guided by the number of credits for the course. A 12 credit course will have a three hour exam; eight credit course will have two hour exam and a four credit course will have a one hour final exam.

  1.    Examinations are written at the end of each semester and covers that semester’s work.  No examinations are to be scheduled outside of the official examination period.
  2.    Students are expected to write all the examinations at the scheduled time and complete all the requirements as prescribed.  Students who are absent from an examination will receive an F grade, unless a genuine medical reason and a Doctor’s letter confirming their condition is supplied.  This must be submitted before the exam to be missed.
  3.    Requests by students for changes to the Provisional time table must be motivated by the Faculty Dean to the Registrar. Students who have a clash must see the Registrar immediately after receiving the provisional time table.
  4.    The length and number of examinations for each course shall depend on the rules that govern a particular department.  The usual length of an examination is determined by the number of Credit hours for the course, 8Crs. = 2 hrs, 12 Crs. = 3 hrs etc. or as voted by the Faculty Deans’ Council.
  5.    Students will not be allowed to write examinations without financial clearance.   All students need to make sure their financial accounts are in order before examinations.
  6.    All examinations are to be WRITTEN examinations, except for examinations in practical courses, unless otherwise approved by the Academic Administration Committee.
  7.    Only students who have satisfied the EE Certificate requirements will be admitted to the examinations.
  8.    The following route is to be followed for the submission of examination question papers:
  • To Internal Moderator for perusal and signature;
  • To Faculty Dean for perusal and signature;
  • To External Examiner for moderation and signature

Examination question papers with signed forms are to be in the Academic Administration office at least 7 DAYS BEFORE EXAMINATIONS BEGIN.

  1.    Examination Invigilation Guidelines. All examinations are under the supervision of the Registrar. The guidelines for conducting examinations are as follows:
  • Examination question papers will be laid out by the Records Office in the exam venue.
  • Students may only gain entrance to an exam on production of their student ID card.
  • Fifteen minutes before the published commencement time for the examination, the invigilator may open the door and allow the students into the examination room. STUDENTS MAY NOT TAKE ANY MATERIALS (like pencil boxes, bags, or anything similar) INTO THE EXAMINATION ROOM (except as specified on the question paper), NOR MAY THEY TALK INSIDE THE ROOM. They are expected to go quietly and find a seat where their examination paper is located and may be seated and start reading through the paper.  Nobody may start writing or making notes on the exam paper before authorised.  At the appointed time, the invigilator may make any announcements that are necessary and have the opening prayer.
  • No writing paper may be removed from the examination room.
  • No cell phones will be allowed into the exam room, students are advised to leave their phones at home.   The College will not be held responsible should a cell phone go missing, if brought to the exam room.
  • No student will be admitted to the examination room after the first half-an-hour has elapsed.
  • Students may not leave before half-an-hour has elapsed.
  • Security must be given PRIORITY but invigilators are requested to check tactfully before making an issue.  If a student has to leave the room in an emergency, a note to the examiner to this effect must be made on the examination script at the point where the student stopped writing.  Irregularities need to be reported to the Office of Records and Advisement/Registrar immediately after the examination.
  • An Invigilation Form for each examination invigilated must be completed by the invigilator.
  1.    Marked examination scripts are to be submitted to the Registrar’s office and kept in a safe vault for a period of one year.
  2.    All grades will be voted by the faculty on an on-going basis during the exam period.  As and when the grades are voted by the Faculty, the grades should be submitted to the Registrar’s office.  All grades must be in the Registrar’s office, the latest three days after the end of exams.

Use of Computers in Examinations

  1.    Use of a computer during an examination will be permitted only:
  • For a student with a physical disability who is prevented from writing by hand.
  • Where a lecturer has devised an examination that requires the use of a computer, at which time he should arrange to use the equipment in the computer laboratory.
  1.    Computers will not be permitted in an examination where an individual student wishes to bring his own computer into the examination room in order to type his examination.  The reasons for this are as follows:
  • It will be distracting to other students in the examination room.
  • The integrity of the examination cannot be guaranteed, as the invigilator does not know what the student has on his computer.
  • A student who can afford his own computer has an unfair advantage over those students who cannot afford computers.
  • The student approaches the lecturer concerned and together they discuss the test or examination script.
  • If a decision is taken for a remark, whatever grade is determined at the remark, whether higher or lower than the original grade, will be recorded.
  • A fee of R250 will be charged for the remark and is refundable if it is found that the lecturer made an error in marking or adding up the marks.
  • If the student is not satisfied with the grade, he/she can appeal to the Faculty Dean.
  • If the problem is not solved at that level, the Faculty Dean refers the student to the Vice-President: Academic Administration, who makes the final decision.

All exit-level courses are subject to external moderation and the final grade is only confirmed once the moderation process is completed.

A special examination may be granted to a student who has been prevented from taking an examination for the following reasons:

  • Illness on the day of the examination or immediately before the examination, provided a medical certificate signed by a registered medical practitioner is submitted specifying the nature and duration of the illness and which indicates that for health reasons it will be impossible or detrimental for the student to write the examination;
  • Family circumstances such as serious illness or death in the immediate family. In case of death, a copy of the death certificate will be required.

An “aegrotat” examination will not be granted in a subject in which the student has not obtained a Due Performance Certificate or where the applicant fails to submit the necessary supporting documents to the Registrar’s Office. The submission of the documents represents a formal application to write the “aegrotat” examination. An “aegrotat” examination is administered as a supplementary examination for which a prescribed fee is payable. If an applicant is absent from the “aegrotat” examination an ‘F’ grade will be automatically assigned. The following further policies apply:

  1.    The supplementary examination fee is charged for each “aegrotat” examination.
  2.    This examination shall be written at the next supplementary exam date.
  3.    If the applicant is absent from that examination an ‘F’ grade will automatically be assigned and the student will be required to repeat the course.
  4.    All repeated courses will be charged for as is normally the case.

In certain circumstances, provision is made for supplementary examinations. Supplementary examinations are a privilege, not a right. The course outline for a particular course will indicate when it is not allowed. It is the student’s responsibility to ascertain whether (after final exams) you qualify for a supplementary exam from the Registrar’s office.

A supplementary examination is a written examination. Supplementary examinations are held three to four working days after the final examinations of the semester are held.  A fee is payable for each supplementary examination.

A candidate may be admitted to a supplementary examination on the following conditions:

  • The candidate qualifies in terms of an “aegrotat” examination.
  • A provision for supplementary exam is made by the lecturer and when the fail-grade is between 45%-49%.
  • The candidate failed by not more than 5% to obtain the required minimum grade for credit in a course, provided that course allows for a supplementary.
  • Supplementary exam will not be allowed to be written if the student does not have the financial clearance.   This clearance must be obtained before supplementary exam dates. Any payments made and financial clearance obtained after the supplementary exam dates will not be accepted and the course will have to be repeated.
  • Should a student not obtain financial clearance to write final exams at the end of a semester, they will not be given a second chance to write that exam at a later date, regardless of payment having been made.   These courses will have to be retaken and paid for.   In other words, a student has only one chance of writing semester exams. Late payments will not be valid reasons to write a supplementary exam later.
  • Should you be allowed an aegrotat exam your request to write that aegrotat must be made immediately after you miss your exam before a week.
  • No supplementary/aegrotat exams will be allowed to be written after the supplementary dates unless in some exceptional case where the student is not fit to write at that time.
  • A fee, as set out in the Financial brochure, is charged for each supplementary examination.
  • If a student fails a supplementary examination then the course must be repeated.
  • It is the responsibility of the student to ascertain whether they have failed any exam before they leave for the holidays and if they qualify to write a supplementary.  These supplementary exams must be written at the next supplementary exam time, usually within 3 – 4 days after the last exam.   Should a student miss this exam for whatever reason they will have to repeat the course by paying the regular fee.

Graduating students who fail one course in the first semester regardless of the mark obtained will be allowed to write a supplementary examination at the beginning of the second semester or during supplementary exam period.  The one course referred to, pertains to a course that does not have supplementary exam.  Graduating students who fail one course in the second semester regardless of marks obtained will be allowed to write a supplementary before graduation.

Should a graduating student fail two or more courses in either semester they do not qualify for ‘graduation supplementary examination provision’ except: in cases where a graduating student failed more than one course in a semester and the lecturer made provision for a supplementary examination, a student may be granted that supplementary examination in addition to the provision available for graduating students.

  • Students must repeat the course work and write the regular examinations for a course in which a fail grade was received.  The regular course fee will be paid.
  • Courses, which were failed, must be repeated in residence unless permission is given to the contrary by the Academic Administration Committee.
  • Students who fail a subject can repeat the subject up to three times, before they will be required to change programmes or discontinue their studies for academic reasons.

The credit by examination policy, whereby students may write the regular examination without attending classes, gives students an opportunity to receive academic credit if they have taken similar courses at another institution for which transfer credit is not acceptable. Candidates with proven experience and expertise in the area under consideration may also qualify under this policy and should apply. Such candidates may apply to write an examination for credit upon the recommendation of the lecturer and Faculty Dean to the Academic Administration Committee.  This application must be made before the middle of the semester.  A request for Credit by Examination form must be signed by the student, lecturer and Faculty Dean and filed in the Office of Records and Advisement.

Only courses with code numbers below 300 will be considered for credit by examination. The minimum pass grade is 60%.

All candidates intending to take credit by examination must do so in the first semester of joining the College during the orientation/registration period.

No type of credit by examination may be used to replace failures or other low grades.  Credit by examination of any type may not be taken during a senior’s last year.  The charge for credit by examination is half the normal tuition credit charge.  The examination will be written as soon as possible if that course is being taught during that semester, or at the next regular examination sitting.  The length and number of examinations will be equal to those for the regular course concerned.

Application to write such an examination must be made to the Academic Administration Committee except for Provider Discretion courses such as End User Computing, Mathematics and English. If approved, 50% of the tuition for the course is payable. The conditions for Credit by Examination are stipulated in the Academic Policy and Recognition of Prior Learning Policy.

RPL for advanced standing recognizes that a learner has sufficiently mastered the content of parts of a course of study through prior formal or informal means and grants formal recognition (credits) for that knowledge.

An applicant may apply for RPL for Advanced standing at the time of admission or during the course of study. Such application must be directed to the chairperson of the relevant Faculty and must be accompanied by a letter of recommendation from the lecturer of the particular course.

In order to gain RPL for Advanced Standing an applicant will be required to present evidence of knowledge equivalent to any of the specified outcomes of a qualification. The decision as to what evidence will be required must be discussed and agreed to by the appointed assessor and the candidate. Evidence may be presented in one or more of the following forms:

  • A portfolio of evidence of relevant formal and/or informal learning experience as well as evidence of appropriate levels of knowledge and skill in the field.
  • The nature and contents of this portfolio might differ depending on the outcomes against which evidence is being presented but it will generally contain: a motivation statement, a CV outlining experience in the particular field, autobiographical learning history, evidence of work done as well as references.
  • Alternately, or in addition to a portfolio of evidence, the applicant may be required to write a challenge examination which tests the knowledge and skills expected of somebody who has completed the course for which credit is being sought.

RPL for advanced standing may not be taken during a senior student’s final semester immediately preceding graduation. The residency clause which is applicable to publicly funded universities will also be applied at the College. This says that a student may only gain credit for 50% of the requirements for a degree by means of credit transfer from another institution. Likewise a student may not gain more than 50% of the credits towards a qualification offered at the College by means of RPL.

The cost applicable will be 50% of the tuition fee for each course approved.

Helderberg College expects students to display academic integrity in all assessment tasks. Academic dishonesty is an extremely serious offence and will result in disciplinary action and a record of academic dishonesty will be kept in the student’s file.

Plagiarism: Definition and Examples

“Plagiarism is passing off someone else’s work, whether intentionally or unintentionally, as your own for your own benefit” (Carroll, 2002, p. 9).     The following examples are taken as representative but are not to be understood as an exhaustive list.

Examples:

  • Fabricating references of a bibliography.
  • Buying coursework from an essay bank or a ‘ghost writer’, buying or using the whole or any part of a paper from a current or graduated student, research or term paper service, or any other source not representing your own efforts.
  • Inventing data (for example, making up answers to a survey).
  • Paraphrasing material from a source without acknowledging the original author, i.e. changing a few words and phrases from the original but retaining too much of the original structure and expressions.
  • Copying material without acknowledging the source. Using the same, or very similar, words to the original text (whether in a book, reader, journal, website, on-line service, or any other source) without either acknowledging the source or using quotation marks. This also applies to images, pictures and melodies (Caroll, 2002; Griggs University Bulletin, 2009-2011).

According to the Oxford Dictionary cheating means “to act dishonestly or unfairly in order to gain an advantage”. Cheating thus refers to the intentional use of, or attempted use of unauthorized materials, information, or study aids utilized in any academic exercise. Collusion is another type of cheating, and is defined as when “… a student passes off work done jointly as if it had been done individually or passes off work where no student effort was involved, perhaps by copying, he or she is giving a false impression to the assessor, either intentionally or unintentionally” (Carroll, 2002, pp. 10, 11). The following examples are taken as representative but are not to be understood as an exhaustive list.

Examples:

  • Taking unauthorized material into an exam.
  • Lying about medical / other circumstances to get special consideration.
  • Taking an exam for someone else or vice versa.
  • Illicitly gaining information about the contents of an exam.
  • Ensuring the unavailability of books / journals in the library by deliberately misshelving them or cutting out chapters / articles.
  • Copying from a neighbour during an exam.
  • Altering data (for example, making the results of a survey seem more favourable).
  • Duplication, i.e. submitting work for one module which had been prepared for another (Carroll, 2002).
  • Sharing answers or collaborating with another student on any academic exercise unless specifically authorized by the instructor.
  • Tampering with an examination or other academic requirement after it has been corrected, then returning it for more credit.
  • Stealing or attempting to steal an assignment or answer key.
  • Submitting substantial portions of the same work for credit in more than one course without the knowledge and approval of all instructors involved
  • Allowing your own coursework to be copied by another student.
  • Copying another student’s coursework with their knowledge.
  • Not contributing a fair share to group work that is assessed for a group mark.
  • Doing another student’s coursework for them.
  • Submitting jointly written coursework as if it was an individual piece of work (Griggs University Bulletin, 2009-2011).

All cases of academic dishonesty shall be reported. Sanctions for academic dishonesty: A difference is made between sanctions for academic dishonesty concerning formative and summative assessment. The following table outlines the sanctions for academic dishonesty:

Formative Assessment Summative Assessment
1st offence 2nd offence 3rd offence 1st offence 2nd offence
Plagiarism Write paper on plagiarism and re-submit specific assessment task with a maximum grade of 50% No Exam Entrance Certificate and fail course No Exam Entrance and fail course. In addition

Disciplinary action:

-suspension OR

-expulsion

Cheating Warning and fail specific assessment task No Exam Entrance Certificate and fail course No Exam Entrance and fail course. In addition

Disciplinary action:

-suspension OR

-expulsion

In final Exam:

Fail the course and Final warning for Suspension

Fail the course

Disciplinary action:

-suspension

Cheating third time will result in  expulsion

Acting body Ruling by faculty and Academic Administration registers the offence Ruling by faculty and Academic Administration registers the offence Ruling by Academic Administration Ruling by faculty and Academic Administration registers the offence Ruling by Academic Administration
Procedure Letter to student from faculty within two business days of ruling; appeal by student within two business days on receipt of ruling; appeal goes to Academic Administration Committee; ruling on appeal by Academic Administration is final Letter to student from faculty within two business days of ruling; appeal by student within two business days on receipt of ruling; appeal goes to Academic Administration Committee; ruling on appeal by Academic Administration is final Letter to student from Academic Administration within two business days after ruling; appeal by student within two business days on receipt of ruling; appeal goes to President; ruling on appeal by President is final Letter to student from faculty within two business days of ruling; appeal by student within two business days on receipt of ruling; appeal goes to Academic Administration Committee; ruling on appeal by Academic Administration is final Letter to student from Academic Administration within two business days after ruling; appeal by student within two business days; appeal goes to President; ruling on appeal by President is final.

The following sources have been consulted for the drawing up of this policy.

Carroll, J. (2002). A handbook for deterring plagiarism in higher education. Oxford: The Oxford Centre for Staff and Learning Development.

Griggs University Bulletin, 2009 – 2011.

Roberts, T. S. (2008). Student plagiarism in an online world: Problems and solutions. Hershey: Information Science Reference.

Stellenbosch University Prospectus, 2009.

Students who feel they have been treated unjustly concerning their academic programmes are entitled to appeal for an impartial review and reconsideration of their cases. Procedures to be followed in such circumstances are given below:

  • Students should first present their case to the lecturer involved.
  • If the matter is not satisfactorily resolved, the next line of appeal is to the Faculty Dean.
  • The case may then be appealed to the Vice-President for Academic Administration.
  • As a final line of appeal, students can then approach the Academic Administration Committee in writing. They can also choose to appear before the committee to present their case. The decision of the Academic Administration Committee is final.

The student is referred to the Student Handbook for appeals procedures for non-academic matters.

The matter must first be discussed first with the staff member who has primary responsibility, and if not resolved, with the following:

  • The chairman of the committee with responsibility for that particular area;
  • The Student Representative Council.(SRC);
  • The SRC who will bring it to the attention of the Vice-President: Academic Administration;
  • A written appeal to the Academic Administration Committee;
  • A representation of the aggrieved students and the SRC representatives to discuss the matter with the President;
  • A representation of the aggrieved students and SRC representatives may request an interview with the Council Chairman and Union Education Director.  This meeting is to be arranged by the President, who may also be present.

Students wishing to withdraw from all classes must first consult their Academic Advisor (Faculty Chairperson) and the Vice-President for Academic Administration. A Withdrawal form must be filled in (obtainable from the Records Office) and signed by those listed on the form. International students’ visas will be cancelled with the Department of Home Affairs on withdrawal.

Check for details on refund of tuition and boarding fees under the Financial Information section in this prospectus which is applicable for complete withdrawal only.

There is no refund allowed for any course withdrawn after the drop/add date for continuing students.

No student will be admitted to membership of the graduation class unless:

  • All courses and number of credits have been completed as required before graduation
  • Character standards are met.

Transfer credits cannot exceed 50% of the program and furthermore, the student should have spent a minimum of the last year at the College.

The grade for Internship/practicum must be in at the beginning of the 2nd Semester.

The Senior Class is organized just before the middle of the first semester by the Vice-President: Academic Administration.  Limited activities are permitted during this semester.

Membership is granted by the Academic Administration Committee to all students completing a study programme.  Students must apply at the beginning of their final year for membership.

Students seeking membership in the Senior Class must satisfy the Cumulative Average and all other requirements for the programme for which they are enrolled.  No student will be admitted to the Senior Class who will not have completed the minimum number of credits on the HBC campus by the time of graduation, including all Practicums and Internships.

Resident students wishing to graduate at the year-end graduation on the HC campus will be required to join the Senior Class.  All graduation fees must be paid regardless of whether a student graduates in absentia or not.

Application for transcripts must be made to the Office of the Registrar. There is a charge of R30 per official transcript which can be used for transfer of credits to other academic institutions or any other official purpose. Transcripts are only issued once clearance has been obtained from the Finance Office. Upon graduation, one transcript will be issued free of charge. Any postage will be charged in addition to the basic fee. One free official transcript is given at Graduation.  Official transcripts will not be issued directly to a student.   Upon application an official transcript can be issued, for a charge, to another academic institution or other organization designated by the student.  All other transcripts will be charged for.

A statement of results is issued at the end of each semester and only reports the current semester’s performance. Such a statement may not be used for the purposes of obtaining academic credit from other educational institutions and is issued free of charge. The Registrar’s office will make the statement of results available after the last examination each semester to the student and hard copy will be mailed to the parents/sponsors. Please note that no results will be given over the telephone.

Graduation Requirements & Procedures

The Senior Class is organized by the middle of the first semester by the Vice-President for Academic Administration. Limited senior class activities are permitted during this semester.

Membership is granted by the Academic Administration Committee to all students completing a study programme. Students completing study programmes of two or more years’ duration must apply for membership at the beginning of their final year.

Students seeking membership in the Senior Class must have satisfied all requirements for the programme for which they are enrolled up to the time of application.

Staff sponsors are chosen by the Senior Class in consultation with the Vice-President for Academic Administration. The staff sponsors are responsible to the administration and the staff for the planning of the activities of the Senior Class. The staff sponsors guide the Senior Class according to the guidelines as set up by the staff and College administration. These guidelines are obtainable from the Vice-President for Academic Administration.

The senior class fee is listed in the Financial Brochure and has to be paid to the Finance Office before the end of the first semester. These funds are used by the class for expenses in connection with the graduation exercises.

Students from the English Language Institute who have completed a year at the ELI or finished the highest level can participate in the graduation exercises and only need to pay 50% of the graduation fees.

No student will be awarded a diploma or degree without having completed a year of their studies on campus.

A graduate who wishes to graduate in absentia must obtain written consent from the President of the College at least three weeks before graduation. Students who fail to give prior notification of absence will be charged an additional fee of R500. Such permission will be granted only in exceptional circumstances. The senior class fees still apply.

An additional registration fee is charged for any student registering for a Supplementary Qualification (e.g. second degree or diploma) other than the one the student applied and was registered for. This applies per qualification, i.e. two supplementary qualifications will incur two additional registration fees.

It is possible to graduate with two degrees / diplomas, subject to the following provisions:

  • the period of study must be at least five years (four for a diploma);
  • the student must fulfil all the requirements of both degrees / diplomas;
  • all subjects of the first degree / diploma have to be completed before subjects of the second degree / diploma can be taken;
  • at least 128 credits over and above the first degree / diploma must be completed.

ACADEMIC ACHIEVEMENT

Academic achievement will be on the basis of the cumulative average of all semesters:

with Distinction 75-100%

  • Cum Laude 75-82%
  • Magna Cum Laude 83-90%
  • Summa Cum Laude 91-100%
Arts Red
Bachelor of Arts Psychology Green
Business Administration Gold
Office Administration Gold
Theology Purple

For any additional information, please <a href=”http://hbc.ac.za.dedi78.cpt4.host-h.net/contact-helderberg-college-cape-town/”>contact</a> the Vice President of Academic Affairs.