University of British Columbia

Under UBC Okanagan Academic Calendar §11 (Appeals to the Senate Committee on Appeals of Standing and Discipline), two distinct rule regimes apply depending on whether the alleged misconduct occurred on/after or prior to August 1, 2019: under the rules governing all appeals involving allegations of misconduct occurring on or after August 1, 2019 (§11.1–§11.2), a student wishing to appeal a disciplinary decision made by the President must do so within 45 calendar days from the date the student receives the President's letter informing the student of the President's decision by submitting a written appeal to the Registrar that gives a full explanation of the grounds for the appeal and contains all documents the student intends to rely upon (with Registrar discretion to extend the appeal time limit if the Registrar determines an extension is appropriate); under the historical rules governing allegations of misconduct occurring prior to August 1, 2019 (§11.1–§11.2), the Registrar must receive written notification giving a full explanation of the grounds within 45 calendar days of the date of the President's letter (with Registrar discretion to extend if, in the Registrar's opinion, circumstances warrant). For Vancouver, any appeal involving allegations before 1 August 2019 uses the historical rules; the revised rules apply only to appeals involving solely allegations on or after 1 August 2019. The reviewed Okanagan page has separate before/after headings but does not independently establish mixed-date case handling.

Under UBC Vancouver Academic Calendar §11 (Appeals to the Senate Committee on Student Appeals on Academic Discipline), the applicable rules depend on the date on which the alleged act of misconduct took place: under the rules governing all appeals involving allegations of misconduct occurring on or after August 1, 2019 (§11.1–§11.2), a student wishing to appeal a disciplinary decision made by the President must do so within 45 calendar days from the date the student receives the President's letter informing the student of the President's decision by submitting a written appeal to the Registrar that gives a full explanation of the grounds for the appeal and contains all documents the student intends to rely upon (with Registrar discretion to extend the appeal time limit if the Registrar determines an extension is appropriate); under the historical rules governing allegations of misconduct occurring prior to August 1, 2019 (§11.1–§11.2), the Registrar must receive written notification giving a full explanation of the grounds within 45 calendar days of the date of the President's letter (with Registrar discretion to extend if, in the Registrar's opinion, circumstances warrant). For Vancouver, any appeal involving allegations before 1 August 2019 uses the historical rules; the revised rules apply only to appeals involving solely allegations on or after 1 August 2019. The reviewed Okanagan page has separate before/after headings but does not independently establish mixed-date case handling.

In UBC Senate disciplinary appeals, committee quorum, submissions, and representation depend on the date on which the alleged act of misconduct took place and the campus: under the rules governing all appeals involving allegations of misconduct occurring on or after August 1, 2019 (§11.4–§11.5), appeals are considered by at least five members of the Senate Committee at UBC Vancouver and at least four members at UBC Okanagan (unless the student consents to fewer members), the student and the defending party or parties may make written and oral submissions, the parties may be represented by legal counsel, and the student may be assisted through the appeal process by a support person; under the historical rules governing allegations of misconduct occurring prior to August 1, 2019 (§11.3), appeals are considered by at least 5 members at Vancouver and at least four members at Okanagan (unless the student consents to fewer members), the student and the Initiator may make written submissions, the student may be represented or assisted at the appeal by any person, including legal counsel, and the University Counsel may designate legal counsel to assist the Initiator. For Vancouver, any appeal involving allegations before 1 August 2019 uses the historical rules; the revised rules apply only to appeals involving solely allegations on or after 1 August 2019. The reviewed Okanagan page has separate before/after headings but does not independently establish mixed-date case handling.

Under Vancouver Senate Policy V-130 and Okanagan Senate Policy O-130.1 (effective September 1, 2026 for all credit-bearing courses, with graduate-level theses and dissertation courses exempt), course syllabi must include an academic integrity statement linking to the Academic Calendar statement on Academic Misconduct and must be provided within the first week of class unless created in consultation with the student(s) at the beginning of a course section (finalized prior to the last date to drop without a 'W'); nothing in a syllabus can contravene any Academic Calendar regulation or University policy.

Students with questions or concerns about GenAI allegations can seek independent advocacy and support from the Office of the Ombudsperson for Students, SUO Advocacy (UBCO), AMS Advocacy (UBCV), or GSS Peer Support (UBCV).

UBC teaching guidelines recognize that GenAI can sometimes support learners with disabilities through visual or audio formats, captions, image alternative text, and help with focus or organization. These potential benefits do not by themselves establish an individual assessment accommodation or permission to use GenAI.

Effective September 1, 2026 (approved March 26, 2026 in policy text; PDF filename dated 20260305), Okanagan Senate Policy O-130.1 applies to all credit-bearing courses (including directed studies, special topics, fieldwork, and practicum courses, while graduate-level theses and dissertation courses are exempt) and requires course syllabi to include a statement on generative AI usage in student-submitted work clarifying how GenAI is permitted or not permitted; instructors must provide the syllabus within the first week of class unless the syllabus will be created in consultation with the student(s) at the beginning of a course section, in which case it must be finalized prior to the last date by which students are permitted to drop the course without receiving a 'W' on their transcript.

Effective September 1, 2026 (approved February 18, 2026), Vancouver Senate Policy V-130 applies to all credit-bearing courses (including directed studies, special topics, fieldwork, and practicum courses, while graduate-level theses and dissertation courses are exempt) and requires course syllabi to include a statement on generative AI usage in student-submitted work clarifying how GenAI is permitted or not permitted; instructors must provide the syllabus within the first week of class unless the syllabus will be created in consultation with the student(s) at the beginning of a course section, in which case it must be finalized prior to the last date by which students are permitted to drop the course without receiving a 'W' on their transcript.

Student and learning data, including identifiable grades and exam materials, must not be entered into any AI tool for feedback or grading unless the tool has undergone a Privacy Impact Assessment approved for that purpose.

UBC teaching guidelines caution that uploading student academic work or third-party intellectual property to AI tools without authorization may cause unintended sharing and constitute copyright infringement.

Copilot Chat (Basic) and M365 Copilot (Premium) provide enterprise data protection: prompts and responses are not used to train Microsoft foundation models. Separately, CTLT guidance for instructor-required course use of Microsoft Copilot for Organizations limits what students can be instructed to share to Low Risk information under Standard U1. This course-use assessment does not establish universal data permission or a universal Low Risk-only rule for Premium; follow current UBC privacy, security, records and authorized-use requirements. Tool access never grants assessment permission.

UBC GenAI guidelines strictly prohibit inputting data, knowledge, or creative works of Indigenous peoples into AI tools without express community permission, and caution against relying on AI outputs for Indigenous teaching or history.

In the Faculty of Graduate and Postdoctoral Studies (Graduate School) at UBC Vancouver (grad.ubc.ca), if generative AI was deliberately used in thesis or dissertation research, drafting, or preparation, the Preface must name each AI tool used and include a concise description of how it was used and for what purpose; if generative AI was not used in any way, the Preface must include a clear statement that generative AI was not deliberately used for any aspects of the work.

CTLT guidance (updated February 17, 2026) addresses instructor-required course use, not voluntary student use. ChatGPT 5 without an account is assessed low risk for required course use with caution. Students should be instructed on safe use because the risk of accidentally entering personal information or intellectual property is high. It does not protect personal information: entered data may be shared outside Canada and device information such as IP addresses may be stored. This PIA assessment does not grant assessment permission.

As of October 15, 2026, UBC launched M365 Copilot (Premium) for eligible faculty and staff as a paid annual subscription on a cost-recovery basis funded by the user's faculty or department via Workday; students, contractors, emeriti, and guest accounts are not eligible for Premium and students continue to have access only to Copilot Chat (Basic).