Student Attendance Policy

Regular attendance is expected in all courses. Promptness is expected at the beginning of class and after each break. Program outlines determine required attendance for specific programs. Attendance in classes is necessary and missing classes can affect student learning. If students are having any issues which may affect their attending class for any reason they should discuss this with the Instructor or the Onsite Administrator.

​

General Principles

Attendance in classes is necessary and missing classes can affect student learning. If students are having any issues which may affect their attending class for any reason they should discuss this with the Instructor or the Onsite Administrator.

​

1. Each instructor will record, monitor and report on the attendance of all students for all of their courses.

2. The clerical staff will keep the students’ attendance records.

3. Students will be warned of attendance issues so to resolve the matter.

4. An email will be sent to advise the student of the issue if it continues. If a student does not maintain an attendance average of at least 80% in general program they may not be permitted to extend the course which they are enrolled in. Program outlines determine required attendance for specific programs.

5. Excusable absences may include: college breaks, medical/ health issues, serious personal issues. Students should discuss the two latter excusable absences as soon as possible with their instructor. A memo should be included in the students file and the matter referred to the SEA if the absence will adversely affect student progress in the program.

6. The program may be extended for the student depending on circumstances. The SEA will review the matter and make a determination based on the situation along with the advice of the Instructor and managing director.

​

Student Responsibilities

Students are expected to:

1. Report any absence due to illness or other reason to the College’s reception desk staff (or leave message) within 2 hours on the first and all subsequent days of absence either by phone or e-mail.

2. Maintain the attendance requirement.

3. Provide a doctor’s note to support absences of more than 3 consecutive days. If unexcused absenteeism is chronic, an ‘attendance contract’ may be arranged with the student; and if this is breached, relevant sections of the dismissal policy may be followed.

 

If unexcused absenteeism is chronic, an ‘attendance contract’ may be arranged with the student; and if this is breached, relevant sections of the dismissal policy may be followed.

​

Note

A. Some courses must be taken in sequence.

B. Make-up sessions may need to be completed before the next session starts for some courses.

C. For some courses make-up assignments and make-up sessions are paid at student’s own expense.

D. Student needs to take the initiative and request a make- up session.

 

Student Grade Appeal Policy

Regular attendance is expected in all courses. Promptness is expected at the beginning of class and after each break. Program outlines determine required attendance for specific programs.

​

General Principles

Attendance in classes is necessary and missing classes can affect student learning. If students are having any issues which may affect their attending class for any reason they should discuss this with the Instructor or the Onsite Administrator.

1. Each instructor will record, monitor and report on the attendance of all students for all of their courses.

2. The clerical staff will keep the students’ attendance records.

3. Students will be warned of attendance issues so to resolve the matter.

4. An email will be sent to advise the student of the issue if it continues. If a student does not maintain an attendance average of at least 80% in general program they may not be permitted to extend the course which they are enrolled in. Program outlines determine required attendance for specific programs.

5. Excusable absences may include: college breaks, medical/ health issues, serious personal issues. Students should discuss the two latter excusable absences as soon as possible with their instructor. A memo should be included in the students file and the matter referred to the SEA if the absence will

adversely affect student progress in the program.

6. The program may be extended for the student depending on circumstances. The SEA will review the matter and make a determination based on the situation along with the advice of the Instructor and managing director.

​

Student Responsibilities

Students are expected to:

1. Report any absence due to illness or other reason to the College’s reception desk staff (or leave message) within 2 hours on the first and all subsequentdays of absence either by phone or e-mail.

2. Maintain the attendance requirement.

3. Provide a doctor’s note to support absences of more than 3 consecutive days. If unexcused absenteeism is chronic, an ‘attendance contract’ may be arranged with the student; and if this is breached, relevant sections of the dismissal policy may be followed. If unexcused absenteeism is chronic, an ‘attendance contract’ may be arranged with the student; and if this is breached, relevant sections of the dismissal policy may be followed.

 

Note

A. Some courses must be taken in sequence.

B. Make-up sessions may need to be completed before the next session starts

for some courses.

C. For some courses make-up assignments and make-up sessions are paid at

student’s own expense.

D. Student needs to take the initiative and request a make- up session.

​

​

Course Assessment + Grade Appeal Policy:

Grades for courses are based on the assessments of student learning and meeting the learning outcomes. The assessments may vary in each course. Assessment criteria are set out in individual program and course outlines. Assessments are based on the learning outcomes of the program/course. Each course contains formative and summative assessments. Formative determine general progress (for example weekly quizzes) and summative are the assessments used for grading. Generally, at the College summative grading is based on percentages of each assessment (weighted) leading to a letter Grade reflected the student’s transcript:

​

90-100% A

75-90% B

65 – 75% C

50 – 65% D

Below 50% F

Did not complete (i.e. withdraw) DNC

​

A pass and credit for a course is 65% - “C”. Students receiving a D or F will need to do the course again.

For example, a course which has 3 assessments (weighted) may be:

30% - project

30% - paper

40% - final exam.

​

Some programs have practicum or co-op components – grading for these aspects of any program are contained in specific program / course outlines. Generally, such components receive either a pass/ fail (competent/ not yet competent) based on the learning outcomes.

 

Grade appeal.

If students receive poor assessments (formative or summative) early in any course they should meet with the instructor and review progress and study habits. The instructor will provide support and direction to the student.

 

1. Students have a right to appeal final grades. If a student is dissatisfied with a grade received and can provide evidence that a higher grade is warranted, he/she should discuss the matter with his/her instructor. The instructor will review the grade and, only if warranted, assign a different grade.

2. If the student is not satisfied with the outcome of his/her appeal to the instructor, he/she can submit a written appeal to the Senior Educational Administrator (Reference: grade appeal form). The basis of an appeal is based on:

​

• A clerical error has resulted in a miscalculation of the grade

• The grade awarded does not fairly reflect academic performance and/or the stated requirements for the course. Students have the right to follow the dispute resolution policy for related issues. Appeals of a grade must be made within 10 business days of the release of the grade.

​

3. The Senior Educational Administrator will obtain a copy of grade appeal form, the assessments/ assignment (s) in question from the instructor. The SEA may have another qualified instructor conduct a review / re-assessment.

4. If the re-assessment achieves a higher grade, the SEA will consult with both the original instructor and the re-grading instructor to review the reasons for the higher grade assessment. If a higher grade is determined accurate, the higher grade will be assigned to the student.

5. Once the re-assessment is complete, the Senior Educational Administrator will review the process and, once his/her review is complete, the grade will be considered final and cannot be appealed.

6. The decision on the grade appeal will be provided to students within 30 business days of receipt of the written appeal request.

​

Minimum Enrollment Requirement Policy

Each course offered by the college has a minimum enrollment requirement that must be met in order for the course to be offered. The minimum enrollment requirement is determined by the college's administration based on a variety of factors, including the availability of instructors, classroom space, funding, and the number of students needed to ensure a productive and engaging learning environment.

The minimum enrollment requirement for most group courses is typically 3 students. However, for certain courses that require specialized equipment or an exceptional level of instructor expertise, the minimum enrollment requirement may be higher.

If a course fails to meet the minimum enrollment requirement, the college reserves the right to cancel or postpone the course until sufficient enrollment is achieved. The college will make every effort to notify students in a timely manner if a course is canceled or postponed.

Students are encouraged to enroll in courses early to ensure that they are not affected by cancellations or postponements. In the event that a course is canceled or postponed, the college will work with affected students to find suitable alternatives or provide a refund for any tuition and fees paid for the affected course.

If a student has enrolled in a course that does not meet the minimum enrollment requirement and the course is subsequently canceled, the student will have the option to enroll in a different course or receive a refund for any tuition and fees paid for the affected course.

The minimum enrollment requirement may vary by course and is subject to change based on the college's needs and resources. The college will make every effort to communicate any changes in the minimum enrollment requirement to students in a timely manner.

The college reserves the right to waive the minimum enrollment requirement in exceptional circumstances, such as when a course is required for a student's graduation or when the course is part of a special program or initiative.

This policy applies to all courses offered by the college and is subject to the college's academic policies and procedures.

 

Respectful and Fair Treatment of Students Policy

The College is committed to ensuring that its learning environment promotes the respectful and fair treatment of all students and policy of non-discrimination. The core values that guide the College’s internal and external interactions with each other and the community are:

• We believe cultural and social diversity is essential to our long-term success

• We celebrate learning as a lifelong achievement for students, staff and faculty

• Our entrepreneurial spirit and our pursuit of academic excellence will guide our business practices

• We strive for fairness in all decisions

​

While on College premises or in the course of activities or events hosted by College

the following activities are prohibited:

• Any degree of bullying, harassment, discrimination.

• Violence, real or perceived.

• Theft, willful damage to student property, College property and/or illegal activity.

​

If under any circumstances, a prohibited activity occurs, the following outlines the process for addressing the activity:

• The situation, if urgent, should be reported to onsite administrator or Senior Education Administrator verbally or in writing as soon as possible.

• If urgent, the student should approach an employee of the College who will assess the urgency of the situation and act accordingly (for example, call the police in the case of violence) and, as needed, refer the matter immediately to the onsite administrator or SEA.

• The student can request a confidential meeting with the SEA.

• Every member of the College community has the right to file a complaint of discrimination/harassment.

At some point, the STUDENT DISPUTE POLICY and/or other related policies / legal considerations may take effect.

 

Student Dispute Resolution Policy

 

1. This policy governs complaints from students respecting the College and any aspect of its operations. Students will not be subject to any form of retaliation as a result of filing a complaint.

2. All student complaints must be made in writing within 15 days of the alleged dispute / concerns.

3. The student must provide the written complaint to the onsite administrator who is responsible for making an initial determination in respect to the complaint. If the onsite administrator is absent or is named in a complaint, the student must provide the complaint to the Senior Education Administrator.

4. The Senior Education Administrator will review any complaints and consult with the Managing Director if deemed necessary.

5. The process by which the student complaint will be handled is as follows:

a. Within 5 business days of receiving the complaint, the Onsite Administrator or Senior Educational Administrator will arrange to meet with the student to discuss the concern(s).

b. Following the meeting with the student, the Onsite Administrator or Senior Educational Administrator will conduct whatever further enquiry or investigation is necessary to determine whether the concerns can be substantiated.

c. Any necessary inquiries or investigations shall be completed within 10 business days of the initial meeting with the student. This timeline can be extended with approval of the Managing Director if the complaint is deemed complicated and requires additional time.

d. The Onsite Administrator or Senior Educational Administrator will meet with the student and or other persons and do one of the following:

Determine that the concern(s) were not substantiated; or

Determine that the concern(s) were substantiated, in whole or in part.

e. The Senior Educational Administrator will prepare a written summary of the determination and a report of what action (s) may be taken. This summary and report will be reviewed and approved by the Managing director.

f. A copy shall be given to the student, a copy will be placed in the institution’s complaint file, and the original will be placed in the student’s file.

g. Written reasons for the determination will be provided to the student within 45 days after the date on which the complaint was made.

  6. The student making the complaint may be represented by an agent or a lawyer. 

 

If the student is or was enrolled in an approved program, is dissatisfied with the determination, and has been misled by the College regarding any significant aspect of that program, he or she may file a complaint with the Private Training Institutions Branch (https://www.privatetraininginstitutions.gov.bc.ca/). Note: This filing is only applicable for programs requiring PTIB approval.

 

Student Dismissal Policy

The College expects students to meet and adhere to a code of conduct while completing their program of study both at campus and work experience. The list below outlines the code of conduct that all students are expected to follow. If needed, students should request clarification from the Onsite Administrator.

“Student” is defined as including prospective students as well as those currently registered or enrolled in any programs or activity at the College.

​

The Code of Conduct

​

Expectations for Students:

● Attend the College in accordance with the Attendance Policy and course policies.

● Treat all students and staff with respect.

● Treat College property and other people’s property with respect.

● Complete all assignments and examinations on the scheduled completion dates. More serious issues which apply to students :

● Sexual assault or a breach of policies or law.

● Physical assault or other violent acts committed against any student.

● Verbal abuse or threats.

● Vandalism of College property.

● Theft.

● Use of alcohol or illegal drugs on Campus or during College activities (i.e.practicums /field trips etc)

 

If substantiated, a serious issue may result in immediate suspension/ investigation/possible dismissal (any illegal activity will be reported to the police):

Consequences are on a case by case basis and may range from academic warning, suspension and/or dismissal. Only the Director is empowered to dismiss a student in accordance with this policy.

​

Procedure:

1) All concerns relating to student misconduct shall be directed to the Onsite Administrator in the first instance. Concerns may be brought by staff, students, work experience hosts or the public.

2) As needed, within 5 business days of receiving the complaint, the Onsite Administrator or Senior Educational Administrator will arrange to meet with the student to discuss the concern(s).

3) Following the meeting with the student, the Onsite Administrator or Senior Educational Administrator will conduct whatever further enquiry or investigation is necessary to determine whether the concerns can be substantiated.

4) Any necessary inquiries or investigations shall be completed within 5 business days of the initial meeting with the student.

5) The Onsite Administrator or Senior Educational Administrator will meet with the student and do one of the following:

a.Determine that the concern(s) were not substantiated;

b. Determine that the concern(s) were substantiated, in whole or in part, and either:

(i) Give the student a warning, setting out the consequences of further misconduct;

(ii) Set a probationary period with appropriate conditions; or

(iii) Recommend that the student be dismissed from the College.

6) The Senior Educational Administrator will prepare a written summary of the determination. A copy shall be given to the student, a copy will be placed in the College’s complaint file, and the original will be placed in the student’s file.

7) If the student is issued a warning or placed on probation, the Senior Educational Administrator or Director and the student both sign the written warning or probationary conditions and the student is given a copy. The original document is placed on the student’s file.

8) If the recommendation is to dismiss the student, the College will deliver to the student a letter of dismissal and a calculation of refund due or tuition owing.

9) If a refund is due to the student, the Onsite Administrator will ensure that a cheque is forwarded to the student within 30 days of the dismissal.

10) If the student owes tuition or other fees to the College, the Onsite Administrator may undertake the collection of the amount owing.

 

Sexual Misconduct Policy

​

Vancouver Churchill College is committed to fostering a safe and inclusive environment for all members of the college community. The college takes all reports of sexual misconduct seriously and is dedicated to responding promptly and effectively to such incidents.

​

For the purpose of this policy, sexual misconduct is defined as any sexual act or behavior that is non-consensual or forced, including but not limited to:

• Sexual assault

• Rape

• Sexual harassment

• Dating violence

• Domestic violence

• Stalking

• Prohibited Conduct

Vancouver Churchill College prohibits all forms of sexual misconduct. This includes, but is not limited to, sexual assault, rape, sexual harassment, dating violence, domestic violence, and stalking. Any person who engages in such conduct may be subject to disciplinary action, up to and including termination or expulsion from the college.

 

Reporting

Any person who experiences or witnesses sexual misconduct is encouraged to immediately report the incident to the college. Reports can be made to our office. The college will provide support and resources to any person who makes a report of sexual misconduct.

 

Investigations

The college will promptly investigate all reports of sexual misconduct and take appropriate action to resolve the matter. The investigation will be conducted in a fair and impartial manner and will consider all relevant evidence. The college will provide regular updates to the reporting party throughout the investigation process.

​

Sanctions

If the college determines that a violation of this policy has occurred, appropriate sanctions will be imposed on the responsible party. Sanctions may include, but are not limited to:

• Written warning

• Probation

• Suspension

• Expulsion

• Termination

• Revocation of degree

• Appeals

Any person who is the subject of a sexual misconduct investigation has the right to appeal the outcome of the investigation. The appeal process will be conducted in accordance with the college's disciplinary procedures.

​

Support and Resources

The college will provide support and resources to any person who experiences or witnesses sexual misconduct. This may include, but is not limited to:

• Confidential counseling services

• Advocacy and support services

• Assistance with obtaining a restraining order

• Referral to community resources

• Education and Prevention

Vancouver Churchill College is committed to preventing sexual misconduct and promoting a safe and inclusive campus environment. The college will provide education and training to students, faculty, and staff on the nature of sexual misconduct, how to report incidents, and how to promote a safe and respectful campus community.

​

Contact Information

For more information on this policy or to report an incident of sexual misconduct, please contact info@vancouverchurchillcollege.com.

 

Refund policy

1. If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:

(a) the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;

(b) the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrolment contract and the contract start date; or

(c) the student does not attend a work experience component and the institution does not provide all the hours of instruction of the work experience component within 30 days of the contract end date.

2. The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when

applying for admission.

3. If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.

4. Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:

(a) more than seven days after the effective contract date and

i. at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.

ii. less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.

(b) after the contract start date

i. but before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

ii. and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

5. Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:

(a) before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

(b) after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

6. If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:

(a) the student has completed and received an evaluation of his or her performance for up to 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the

tuition due under the student enrolment contract, or

(b) the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student

enrolment contract.

7. The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.

8. Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:

(a) of the date the institution receives a student’s notice of withdrawal,

(b) of the date the institution provides a notice of dismissal to the student,

(c) of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or

(d) after the first 30% of the hours of instruction if section 3 of this policy applies.

9. If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:

(a) the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit,or the program is provided solely through distance education.