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School Procedures

Attendance, Punctuality and Reporting Absences

Teachers, counsellors, and administration regularly monitor attendance, attitude, and achievement.   Classroom teachers record absences and punctuality for each class into MyEdBC, (Ministry of Education student information data system). Student absences are then reported daily to parents/guardians via the School Messenger System by both voice mail and email notification. It is the parent’s responsibility to notify the school office for both a daily absence and/or extended absence. 


Daily Absences - Parents/guardians are to report absences to the office by email at  

Emails should be sent using a parent/guardian email address and should provide the students name, date of absence, grade, student number and reason for the absence. For extended absences parents/guardians must email the student’s counsellor.  A student should also be provided a note for their teachers. Students must be reminded that falsifying attendance notes is unacceptable.  It is the student’s responsibility to make up any work that is missed, regardless of the reason for the absence. Exceptions to this may be granted due to unforeseen circumstances.  If a student becomes ill while at school, or has an appointment during school time, students must sign out at the office.   Students will only be released with parent permission.  Students who are ill should not come to school and if they attend school and is deemed to be unwell, parents/guardians will be contacted to pick up their child.   


Extended Periods of Absence 

Any student who misses more than one month of school in consecutive absences may be withdrawn and asked to re-register upon their return. Please contact the school office for questions. 


Notice of Late Return

Any student who arrives late for school in September without having completed a Notice of Late Return Form may be withdrawn.    Any student who leaves school before completing the Provincial Assessments must re-write the exam at a later date.  Note that UHill Secondary may not offer all assessment sittings.

Notice of Late Return Form for September 2024


Cell Phones and other Electronic Devices

The use of cell phones is not permitted in classes except as directed by the teacher for learning activities.  Cell phones must be turned off during classes.  Cell phones and other electronic devices should not be brought to exams.  


Alcohol, Drugs and Smoking

VSB policy states that: while at any school function, or on school property, students are forbidden to possess, use or show evidence of using alcohol or drugs. This policy is strictly enforced, and violation will always result in parent contact and may result in suspension.  The administration has the right to search the property and locker of a student that they suspect of having drugs and/or alcohol.  Smoking in the school or on VSB property is both prohibited and illegal.  Offenders will be referred to the administration for appropriate disciplinary action. 


E-cigarettes, Personal Vaporizers (PV) or Electronic Nicotine Delivery Systems (ENDS) 

These are forbidden for students to possess and/or use while at any school function, or on school property. The health impact of repeatedly inhaling e‐cigarette chemicals is unknown. As such, this policy is strictly enforced, and violation will always result in parent contact and may result in suspension and/or an administrative transfer to another school. The administration has the right to search the property and locker of a student that they suspect of having e-cigarettes, vaporizers and/or ENDS. Offenders will be referred to the administration for appropriate disciplinary action.


Harassment and Violence Prevention

We recognize that individuals should be treated with respect and dignity, and all students have the right to be free from harassment.  A student who bullies others in person, via the internet, or in other forms or commits racial, religious, or sexual harassment will be disciplined.  Harassment based on real or perceived sexual orientation or gender identity will not be tolerated.  Violence of any kind also will not be tolerated.  Violence comes in various forms: verbal and written threats; physical, emotional, and sexual abuse and harassment; and racial discrimination.   Any form of violence or intimidation that threatens the health, safety or welfare of students and staff is unacceptable.  If a student has been affected by harassment or violence or knows of others who have been affected by violence, it is important to inform a school Administrator, Teacher, Counsellor, or Police.



Students are not permitted to bring weapons into the school.  Weapons are defined as any object that is used with the intent to hurt or frighten someone.  Any student found with a weapon, involved in a violent act, or in soliciting others to commit a violent act will be disciplined. In all cases, the school Administrator will notify the student’s Parents/Guardians, and one or more of the following actions may be taken: the Police may be called; the student suspended; the student may be required to sign a behaviour contract.


Academic Integrity

It is expected that all students will show academic integrity by not cheating on homework, assignments, or tests.  Cheating includes plagiarism, having someone else do an assignment for you, submitting the same assignment more than once, cheating on a test or exam, and consciously assisting another student to attain marks through misrepresentation.  Inappropriate use of tutors and /or use of cell phones and/or other electronics during exams is also considered a breach of academic integrity.  The incident will be recorded, and Parents/Guardians informed. The student may not be eligible for school awards recognition for that term or year.   They may not be eligible for school-based scholarships for that academic year.  Repeated incidents of cheating could result in suspension.  Academic integrity must also be maintained on records of volunteerism and letters. Students who are found to have submitted forged, altered, or falsified documents, will receive disciplinary action by their grade administrator. If falsified documents were presented to misrepresent a student’s achievement or participation as part of a university admission, a communication to that effect will be relayed to all universities to which the student has applied.


Request for Reference/Enrolment Letters & Transcripts

We receive an extremely high number of requests for letters of reference, letters verifying enrolment and transcripts. Please be reminded that requests for a letter of reference from a teacher, counsellor or administrator is a privilege and not a right.  Please follow social protocol when requesting a letter of reference. Requests for letters verifying enrolment or requests for transcripts must be made in writing by using the appropriate forms in the office.   Note, the turnaround time is five business days after the formal written request has been submitted.  


School Program

Apart from special circumstances which are approved by the Principal, students in Grades 8 through 11 are enrolled in eight courses.  With the approval of the Principal, Grade 12 students may take seven courses and a study block. Physical and Health Education is compulsory for all students in Grades 8, 9, and 10, unless medically excused, and is an elective (optional) course in Grades 11 and 12. A student requiring an exemption from PHE is to present a letter from the family doctor to the Administration for approval. Students are expected to wear a T-shirt, shorts, and running shoes for PHE.


Student Timetable Changes

Any requests for changes to your timetable including dropping a course AFTER the September 15th deadline will NOT be considered unless there are exceptional, extenuating, and unforeseen circumstances that have arisen. A low grade will not be considered as an acceptable reason. These special requests will require application to and approval from the grade administrator.


Changing a student timetable, once the school year has commenced, is not encouraged. However, individual circumstances may arise whereby altering a student program may be beneficial to potential academic success. Counsellors are available in the first week of school for timetable changes. Our school policy is that all students should complete all courses they chose to be enrolled in at the beginning of the year.


Withdrawals & Repeating Courses

Students withdrawing from courses after Mid-semester I will receive a “W” on their report card along with a date stamp and percentage at time of withdrawal.


Student repeating courses need to seek permission from grade administrator. Priority enrolment will be given to students taking the course for the first time.



Students are grouped by grade into same age groups of students that meet at the beginning of the year and various times throughout the year to facilitate administrative duties, and to receive encouragement, support, and guidance.



AP Program



Students may take up to a maximum of 4 AP courses at U-Hill per year. 


Course Change Policy: Students wishing to drop an AP course(s) MUST follow regular course drop deadlines and guidelines. These requests will require application in writing to and approval from the grade administrator.  Students who register late to an AP course must take the initiative to sign up and pay for the exam.

Students MUST write the AP exam for each AP course they are enrolled in at U-Hill to get credit for that AP course(s). Students who choose to NOT write the AP exam(s) will NOT have the “AP” version of the course recorded on their transcript and will NOT get credit for the AP course. Students should seriously consider this when applying for post-secondary institutions. 


Lockers and Locks

Lockers are school property. They must be treated with care and may be opened by the administration if the need arises. It is strongly recommended that students purchase and use a school-issued heavy-duty lock for their lockers. Please note, each student requires two locks – one for their personal locker, and one for the PE locker room. Parents/Guardians and students are reminded that neither the school nor the VSB has insurance to cover the loss of or damage to a students’ personal property. We recommend that students never leave valuable items or cash in lockers.



Textbooks are provided free of charge, subject to their return in good condition. Students are charged the REPLACEMENT COST for lost or damaged textbooks. Yearbooks, reports, and registration documents may be withheld if there are outstanding charges. 


Illness & Accidents

All cases of illness and accidents occurring in the school or on the grounds are to be reported at once to the office. No student is to leave the school because of illness or accident without reporting to the school office so that parents/guardians may be notified. 


Field Trips/Career Preparation 

Prior to participating in field trips and work experience placements, students must have consent forms signed by parents/guardians and have obtained approval from subject teachers. 


Lost & Found

If you have lost or found an item, please check, or drop it off at the office as soon as possible.  Note that found items will only be held for 60 days.   



All students are reminded to lock their items in a locker. Please report your loss or theft at the office immediately. It is imperative that students do not bring valuables to school or share lockers.  Parents/Guardians and students are reminded that neither the school nor the Vancouver School Board has insurance to cover the loss of or damage to a student’s personal property.



The school has a cafeteria open before school and at lunch.  There are microwaves available for students who wish to bring a hot lunch. 


Bicycles, Longboards, Scooters 

Students are welcome to ride or board to school but must dismount once on school property.  Students are strongly recommended to lock up these items as the school accepts no responsibility for these lost or damaged items. 


Environmental Friendliness

University Hill recycles and composts.  Students are asked to place their food waste in the green containers located throughout the school.  Our compost is collected by the U-Hill Environmental Club and taken to the UBC Farm.   Students are also asked to recycle refundable bottles and cans.  The U-Hill Leadership Class coordinates all recycling and donates all the money earned to the U-Hill Scholarship Fund.  


Parking Lot

The school parking lot is for University Hill Staff only. 


Student Drop Off

The parking lot is very busy before and after school, Therefore, we encourage students to walk, bike or take transit to school. 

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