VIC Policies, Procedures, & Student Rights

Students who enroll in English language program which is six months or less in duration or for which tuition is less than $4,000 may not make a claim against the Student Tuition Protection Fund, which is managed by the Private Training Institutions Regulatory Unit (PTIRU) of the Ministry of Advanced Education, Skills and Training. Further, this English program may not have been reviewed nor approved by the PTIRU.

For more information about programs that do not require approval by the PTIRU please visit www.privatetraininginstitutions.gov.bc.ca ↗

Vancouver International College (VIC) is a private educational institution dedicated to
offering quality programs that are at the cutting edge in their field. Our progra
combine consistent intellectual standards with a deliberate concern for the academic
and professional needs of our students.

VIC Values

As a community of students, teachers, and staff, it is important that we treat each other
in a way that aligns with our College values. These values are the roots that support our
College and our guide for dealing with all members of our College Community:

● Respect: We value each student, staff member, partner, or guest, and we treat
everyone with dignity and professionalism.
● Teamwork: We achieve more when we are a team and all work together.
● Compassion: We are kind and caring of one another, and of everyone we
encounter.
● Integrity: We build trust through responsible actions and honest relationships.
● Growth: We strive to continuously grow; by cultivating employee talent,
broadening horizons for students academically and professionally, and increasing
our partner satisfaction

 

Dear Current and Future Students, 

A global perspective on education and an individual approach to goal-planning are the foundation we use to create our Vancouver International College (VIC) programs for today’s students and tomorrow’s leaders! VIC programs blend the best theory and up-to-date practices with the flexibility to continue with other important life priorities. Whether you want to stu online, in-class, or a combination of both, VIC has the study option to fit your need 

You’ll be studying with current college and university students and graduates from strong academic backgrounds, as well as with working professionals from all different sectors who want to advance their credentials and/or set a new career path. VIC students come from around the world, making for interesting and engaging experiences, energy and insight. 

VIC teachers and staff are behind your success all of the way. You’ll learn from experienced teachers and career experts. VIC students develop and strengthen their essential career skills, professional and leadership abilities, and team-work capabilities through coursework and practicum and co-op placements in applicable fields. VIC graduates move on confidently to  their place in the public workforce anywhere in the world. 

Our partnerships within the business, hospitality, customer service, digital marketing and TESOL teacher training industries – including the practicum and co-op relationships that students develop – help us gain a broad perspective of our global environment. New and creative curriculum, including courses in career skills, social media marketing and communications, business innovations and teaching trends demonstrate how we remain current in all of our programs in their various sectors. Together, VIC students share their global perspectives based on where they live and their unique academic and professional experiences. Whether you are an in-class, online, or blended student, you will enrich your background through innovative and creative course work, an experiential learning placement tailored to your specific interests, a the mentorship of accomplished educators from various fields of study and professional practic 

If you choose a Vancouver International College program, your future looks very bright! We look forward to celebrating your success as you confidently prepare to step into a career of yo choosing. You’ll make a difference in ways you haven’t yet imagined! 

Warm Regards, 

The VIC Team 

Curriculum / Program Advisory Committees 

VIC stays in tune with the needs of the digital marketing, business and service communities, as well as the teacher training field, through established program advisory committees (PACs). The function is to make sure that our programs keep pace with what is required by industry. The committees are consulted regularly to help develop and continually update course curriculum. Members are selected professionals from within the specific industries of our programs a may include our internal subject matter experts, as well as current and graduate students. 

Schedules / Merging of Classes 

Due to the complexity of class scheduling, all students must be aware that scheduling of all programs is at the discretion of VIC. While VIC will make every reasonable effort to consider individual student needs, students must schedule their time to ensure full attendance. No guarantee can be given that time changes will not be necessary during the course of study. VIC may also require students to attend certain classes at other campuses. The College reserves the right to adjust class schedules or to cancel any class not warranted by sufficient enrollmen or to merge existing classes to warrant continuance. As a result of advisory committee recommendations or unforeseen circumstances, program content is subject to change. 

Class Times 

School is in session Monday to Friday inclusive. Schedules are typically designed around four-week blocks. Classes in each four-week block may occur in the morning and/or the evening (subject to change). Classes typically run for one 4-hour, 5-hour or 6.5-hour session each day with in-class assignment time being given when possible. Instructors are available for extra help during in-class assignment time. If additional help is needed, students may also see any staff or speak with the director. Full-time students must complete a minimum of 20 course hours per week. For some programs, the weekly minimum is greater than 20 course hours. Course Objectives missed during statutory holiday or professional development days are made up during the course. Online and evening class hours will vary according to campus / instructor scheduling. Schedules will be given during enrollment and reconfirmed at orientation. All list course hours will be covered. During the school week, students may use the college facilities and equipment whenever the rooms are not scheduled for specific classes. Typically, an average  two to four hours of homework may be assigned each day. 

General Information About VIC 

1.0 Campus Location 

Vancouver International College (VIC) is located in beautiful Vancouver, BC, Canada. Vancouver is consistently ranked near the top of the list of best cities in the world to live in. Vancouver has all the attractions you would expect from a big city, from shopping to galleries to restaurants, bars and nightlife, but it is also located right next to many opportunities for outdoor adventure—whether it’s skiing or snowboarding at Whistler, hiking the Grouse Grind, catching sight of local wildlife in Stanley Park, or just chilling out at one of the city’s many beaches. 

2.0 Student Identification 

From your first day of class, you can request your VIC student ID card at the front desk. You wi need to provide a passport-sized photo. Only one card is issued per student, and it is meant to be kept for the entire duration of study. You should keep your student ID in your wallet, as some places in Vancouver and across Canada offer discounts to college students.

3.0 Libraries 

At VIC, we have a TESOL library for students who are interested in becoming instructors of students where English is the second language. Please speak to the TESOL Coordinator or Academic Manager if you would like to borrow a book. 

VIC is also conveniently located just an 8 minute walk from the Vancouver Public Library, which is a full-service library with a wide range of journals, e-books, online resources, and traditional print books. Students can usually find a space here to research, study, and read. Althou Vancouver is, in general, a safe city, students are reminded to not leave personal belongings unattended and never meet with tutors who self-promote at the library. Unfortunately, there are some unprofessional and unethical people that sometimes target students to take advantage of them. If you are at all unsure or have questions, VIC staff are always available for support.

4.0 Email 

The main way that some instructors, the Co-op/Practicum Coordinators, and VIC management or staff will communicate with you is through the email account you provide on your first day  classes. Please check that email account regularly and pay attention to the messages you receive. If you do not, you could miss out on important information, from deadline reminders and program announcements to campus change and events notification 

5.0 Graduations

VIC is proud of our students’ successes and want to celebrate them with you! Every 4 weeks there is a graduation photoshoot at VIC, with our professional in-house photographer! Students receive their certificates/diplomas, and can pose in caps and gowns. Proudly pose for individu portraits, or have fun taking photos with your friends to help cherish your memories at VIC!

6.0 Student Services 

Various support and advising services are available at VIC, as well as at our nearby sister school, Sprott Shaw Language College (SSLC). These include information on health and wellness, support for international students through advisors that speak languages from around the world, and other support services. Please ask your instructor, advisor or any VIC staff member for the support you are looking for, we are all here to support you! 

7.0 Academic Manager’s Office 

The VIC Academic Manager can assist with most issues, appeals, conflicts, concerns and poli questions. Students are welcome to consult the Academic Manager for support at any point in their time at VIC, or as an alumni! 

8.0 Career Services 

VIC provides career advising services on topics such as career exploration, work search strategies, resume, CV and cover letter writing, interview tips, mock (practice) interviews, and networking. Services are available through our Co-op Coordinator. 

9.0 General Safety Guidelines 

Personal Safety Tips 

• Keep your head up and stay alert when you are on your own. Be assertive and make eye contact with others. Always be aware of your surroundings. 
• Do not wear earbuds or headphones that could make it hard to hear noises and do not look down at your phone for long periods of time. 
• Trust your instincts. If you feel uncomfortable in a place or situation, leave. Don’t be afraid to make a lot of noise, or alert others to your discomfort or potential danger.
• Use well-lit, well-travelled routes. Avoid shortcuts through alleys or dark streets and parks.
• Carry emergency money for cab/bus fare and make sure your phone is charged.
• Park your vehicle in frequented, well-lit areas. 
• Use the “buddy system” when travelling around the campus or off campus.
• If, for any reason, you have concerns for your personal safety, please do not hesitate to contact our front desk immediately. 

Theft Prevention Tips 

• Do not leave valuables unattended; including phones, wallets, purses, laptops, bags, etc.
• Mark your belongings. It has been proven that marked items are less likely to be stolen.
• Never leave the keys in your vehicle. 
• Ensure that all windows are closed and all doors locked, with valuables stored out of sight.
• Report stolen items or suspicious behaviour to reception or management immediately. Bicycle Theft Prevention 

Securely lock your bicycle to a designated bike rack on the sidewalk. VIC is not equipped to hold bicycles or scooters within the campus, so please be prepared to lock your bike or scooter up outside the campus. Do not lock your bicycle to staircase railings, as this could pose a safety concern. To prevent bicycle thefts: 

• Never leave your bicycle unlocked and unattended 
• Use a durable lock to secure your bicycle (preferably a U-lock made of steel)
• Place the lock through the back wheel and the frame/seat post then secure it to bike rack
• Remove valuable accessories from the bike 
• Secure your bicycle in a well-lit and well-travelled area 
• Point the keyhole of your lock towards the ground to stop thieves from easily working on it
• When locking up your bicycle, watch for any suspicious individuals 

Lost and Found 

• It is the student’s responsibility to protect and insure their property. 
• VIC is NOT responsible for the property of its students or employees that becomes lost, damaged, or stolen while on VIC premises. 
• At the front desk of our campus, we provide a service for articles that are lost or found; you can drop off any found items or inquire if you have lost something.

10.0 Health and Wellness 

Student health and wellness are a priority at VIC. Before you feel too much stress, depression, or anxiety, please know that there are services available to you. These include:

1. Academic Services: Our experienced Student Advisors can support you in all aspects of 

student life to find solutions for academic issues, everyday situations, or almost anything! O advisors are able to assist you in a variety of languages, allowing you to easily communicate your needs in your first language. When it comes to studying in Vancouver, our adviso understand that it may be difficult to know where to start—especially if you’re new to yo college. So VIC also provides you with 24/7 chat-based technology support, so you can conveniently get help whenever you need it on any device. In addition, VIC Coordinators provide our students with full academic support. Students receive detailed program outlines, class and assessment schedules, activity instructions and academic advising. For those students who require English language training prior to their start of our career programs, VIC recommends the ESL programs at Sprott Shaw Language College (SSLC), our sister school. 

2. Immigration Consultant: VIC offers referrals to an immigration consultant, if you need help with visa or permit applications. Additional fees may apply for immigration consulting.

3. Mental Health and Wellness: Even at the best of times our mental health and overall wellness can suffer. VIC is here to help. Contact a VIC Advisor or Campus Director by phone, email or chat, for access to mental health support and resources, and/or explore a variety of articles and resources that will guide you in managing your mental health.

Click here to visit the page ↗

11.0 Information for International Students 

VIC offers many resources for international students. By checking our website and talking with your student advisor, you will find relevant information on services for international students an accompanying dependents. All international students who plan to study at VIC must have valid status in Canada upon arrival, and throughout their studies. For most students this means getting a study permit (and possibly a co-op work permit), or for short-term programs, a visitor visa or eTA. For your reference, we’ve provided information about the most common permits and visas that our students require below.

Important: The following is general information. Visa regulations are determined by Immigration, Refugees and Citizenship Canada (IRCC) and are subject to change. Always verify visa info on the IRCC website, or with your nearest Canadian Embassy, Consulate or Visa Application Centre. 

Visitors Visas & Etas 

International students wanting to study in Canada for 6 months or less may need a Temporary Resident Visa (Visitor Visa) or an Electronic Travel Authorization (eTA) to enter Canada, depending on the country for which they hold a passport. To see if this applies to you, check the list of countries/territories whose citizens require visas and eTAs in order to enter Canada as visitors.

Study Permits

If your program lasts 6 months or longer, a study permit is required. In certain situations, you may want to apply for a study permit even if you will study for less than 6 months. You can apply for a study permit online or through your Canadian embassy, consulate, or visa application centre (VAC). Learn more about applying for a study permit. When you apply, you will need to include the Designated Learning Institute (DLI) number for VIC:

When you apply, you will need to include the Designated Learning Institute (DLI) number for VIC: DLI # O19283898312 

Off-Campus Work Rights: 

If you are studying six months or more, your study permit may include a condition allowing you to work off-campus during full-time study programs, and during scheduled breaks. Learn more about off campus work during studies.

Co-op Work Permits

A co-op work permit is required for all students who register for a VIC co-op or practicum program. The co-op work permit is required for you to complete the mandatory work portion of your program. The co-op work permit is separate from the off-campus work rights that may be included on your study permit.

Status

VIC students must maintain valid status in Canada and adhere to all their permit(s) or visa requirements. As a Designated Learning Institution, VIC must report to Immigration, Citizenship and Refugees Canada on the academic status of all students who have our schools’ DLIs listed on their study permits.

If renting, consider what you need for moving in, setting up phone, internet, heating, mail, and more. Use the Newcomer’s Guide to help you get started. The Residential Tenancy Branch provides useful information about the rights and responsibilities of both landlords and tenants (renters). The branch also settles disagreements between landlords and tenants.

Click here to visit the page ↗

Vancouver International College (“VIC”), is certified with the  Private Training Institutions Regulatory Unit (PTIRU) of the British Columbia Ministry of Advanced Education and Skills Training. Before you enrol at a certified private training institution, you should be aware of your rights a responsibilities. 

1. You have the right to be treated fairly and respectfully by the institution.
2. 2. You have the right to a student enrolment contract that includes the following information: 
3. amount of tuition and any additional fee for your program 
4. refund policy 
5. if your program includes a work experience, the requirements to participate in the work experience and the geographic area where it will be provided 
6. whether the program was approved by PTIRU or does not require approval.
7. 3. Make sure you read the contract before signing. The institution must provide you with a signed copy. You have the right to access the institution’s Dispute Resolution Process and to be protected against retaliation for making a complaint. 
8. You have the right to make a claim to PTIRU for a tuition refund if: 
9. your institution ceased to hold a certificate before you completed an approv program 
10. you were misled about a significant aspect of your approved progra 
11. You must file the claim within one year of completing, being dismissed  withdrawing from your program. 

For more information about  Private Training Institutions Regulatory Unit (PTIRU) and how to be an informed student, go to: http://www.privatetraininginstitutions.gov.bc.ca/students/be-an-informed-student. 

Respectful & Fair Treatment of Students & Staff Policy

The purpose of this policy is to set out the principles and standards of professional conduct expected of all members of the Vancouver International College (“VIC”) community, in order to make every reasonable effort to provide a respectful campus environment free from discrimination, harassment, and violence for employees and students. 

Scope / Limits 

This policy applies to members of the college community and to all aspects of VIC, which includes both physical locations as well as virtual. This policy does not limit the complainant’s right to make enquiries or register a complaint with external agencies such as the British Columbia Human Rights Tribunal.

Policy Statements

1- Members of the VIC community, including employees and students, engaged in any activity on VIC property or in conjunction with VIC have the right to an environment that promotes respectful behaviour.

2-VIC strives to provide an environment that is free from discrimination, harassment and violence. VIC does not condone these behaviours and they will not be tolerated. 

3-Members of the VIC community are expected to:

a. share the responsibility of establishing and maintaining an environment of respectful behaviour and engage in professional conduct in all respects of college-related activities;

b. make every reasonable effort to prevent, identify, and report any actions of 

Definitions 

A. Discrimination & Harassment: includes any unwelcome behaviour or communication directed towards a person or members of an identifiable gro based on a prohibited ground of discrimination. Prohibited grounds include: race, religious beliefs, colour, gender, physical disability, mental disability, marital status, age, ancestry, place of origin, family status, source of income and sexual orientation (as defined by the British Columbia Human Righ Tribunal). Excluding a person from a right or privilege to which they would otherwise be entitled, because of a prohibited ground, would constitute prohibited conduct. 

B.General Harassment: includes any unwelcome verbal or physical behaviour that unreasonably interferes with work/learning or creates an intimidating, hostile or offensive work/learning environment. General harassment can include, but is not limited to, remarks, jokes or actions which demean or humiliate another person and which deny individuals their dignity and respect. General harassment can also include bullying. Bullying usually involves repeated incidents or a pattern of behaviour that is intended to intimidate, offend, degrade or humiliate a particular person or group of people. 

C. Members of the College Community: includes employees, students, visitors, volunteers, third party contractors and their employees engaged in activities related to their contracts with the College. Employee discrimination, harassment, or violence that have been committed or that they reasonably believe may have been committed to the Academic Manager or Campus Director; and

c. act in compliance with all applicable laws and regulations when fulfilling their obligations  and interacting with VIC; when appropriate, investigations may be handled by outside authorities.

4- All violations of this policy will be investigated in a fair, just, equitable and timely manner and dealt with accordingly.

5-Actions taken under this policy may include discipline up to and including termination of employment, expulsion from programs of study, denial of access to VIC, and/or legal sanctions. 

Student means any person enrolled in or graduated from a program of study at VIC. Volunteer means any person performing an unpaid service for VIC. Contractor means any person, partnership or group of persons who, through a contract, agreement or ownership, provide services to VIC. Visitor means any person accessing VIC’s facilities who is not an employee, student, volunteer or contractor. 

D. Professional Conduct: refers to behaviour that is consistent with members of the college community proceeding in their daily duties in a manner that upholds the dignity of their profession, and/or exhibits a commitment to excellence in learning and teaching, and a concern for the well-being of others. 

E. Student: is a person who accesses college learner services, has applied to or is enrolled in VIC, or who is attending VIC while being registered in a 

course/program offered by another institution.

F. Violence: is any incident where the attempted or actual conduct of a person causes Members of the College community to be physically or mentally harmed, abused, threatened, intimidated or assaulted. Violence may take many forms, and it may be expressed verbally, through written or electronic communications such as email, internet, telephone, standard social media channels, through actual or threatening physical contact or gestures 

act in compliance with all applicable laws and regulations when fulfilling their obligations  and interacting with VIC; when appropriate, 

investigations may be handled by outside authorities. 

4. All violations of this policy will be investigated in a fair, just, equitable and timely manner and dealt with accordingly. 
5. Actions taken under this policy may include discipline up to and including termination of employment, expulsion from programs of study, denial of access to VIC, and/or legal sanctions. 

means any person on the payroll of VIC. Student means any person enrolled in or graduated from a program of study at VIC. Volunteer means any person performing an unpaid service for VIC. Contractor means any person, partnership or group of persons who, through a contract, agreement or ownership, provide services to VIC. Visitor means any person accessing VIC’s facilities who is not an employee, student, volunteer or contractor. 

1. Professional Conduct: refers to behaviour that is consistent with members of the college community proceeding in their daily duties in a manner that upholds the dignity of their profession, and/or exhibits a commitment to excellence in learning and teaching, and a concern for the well-being of others. 
2. Student: is a person who accesses college learner services, has applied to or is enrolled in VIC, or who is attending VIC while being registered in a 

course/program offered by another institution. F. Violence: is any incident where the attempted or actual conduct of a person causes Members of the College community to be physically or mentally harmed, abused, threatened, intimidated or assaulted. Violence may take many forms, and it may be expressed verbally, through written or electronic communications such as email, internet, telephone, standard social media channels, through actual or threatening physical contact or gestures.

Vancouver International College (“VIC”) Admissions Policy ensures a student has the skills, knowledge, and other qualifications to be admitted to a program. Admission requirements may not be varied or waived by VIC or the student, and must be applied consistently to all students. Changes to admission requirements shall be communicated clearly and in-writing to all parties concerned. Admission Requirements are listed on program outlines and at www.vancouver.college.

Admission Requirements:

1- Medical Insurance:

All students must provide proof of valid medical insurance for their study duration; this means you need coverage for all in-class, online, and practicum or co-op work periods. If coverage expires before program end date, students are not permitted to continue until valid insurance is provided.

2- Prior Education:

All students must have:

• a secondary school diploma (Grade 12), OR
• mature student status (TOD & GBE-C students need an English 12 score of 70%), OR
• completion of undergraduate degree where English is the language of instruction OR
• be 18 years/older on the program start date.

3- Language Proficiency:

Unless otherwise stated, applicants with a high school diploma, earned in any province or jurisdiction in Canada where English is the language of instruction, will meet the language requirement.
Students whose first language is not English are required to provide proof of English language proficiency prior to enrolment in order to ensure they have the language abilities necessary to successfully complete the program of their choice.

Please see the Language Proficiency Policy below.

Prior Experience & Program-Specific Requirements: (if applicable)

• GBE: current resume and 1-year work experience recommended.
• IT-K: Korean secondary diploma or equivalent required. Korean proficiency assessed in entrance interview.
• TOD: Bachelor’s degree and language requirements set by TESL Canada must be provided/met for TESL Canada certification consideration.
• TESOL for Children (P), TESOL for Teens & Adults (P), and TESOL-Test Prep (P): VIC TESOL, TOD, or a proven equivalent teacher training certification is prerequisite. TESOL from other institutions are assessed using our Prior Learning Assessment policy. Coursework is accepted if previous grades are 60% or better, 80% curriculum matches VIC’s TESOL/TOD, learning outcomes from other institutions are provided, programs completed within the past 5 years, and program credit hours are a minimum of 1 required prior to practicum.
• TESOL-C (P)/TESOL-TA (P): police record check.

Unless otherwise stated, applicants with a high school diploma, earned in any province or jurisdiction in Canada where English is the language of instruction, will meet the language requirement. Students whose first language is not English must provide proof of ONE of the following English language proficiencies prior to enrolment to ensure they have the language abilities necessary to successfully complete the program of their choice:

• Evidence that 3 years of full-time secondary (Grades 8-12) or post-secondary education was completed in English, in a country where English is one of the principal languages (language courses cannot be included in this calculation),
• OR evidence of achievement in ONE of the following recognized standardized language tests/assessments (applicable for TESOL, Global Business, Customer Service, Digital Marketing):
  • IELTS© 5.5 General or Academic,
  • TOEFL IBT© 59,
  • Duolingo© 95,
  • CAEL© 40,
  • ITEP© 3.5,
  • PTE© 43,
  • Cambridge© English Scale B2 First or Business B2 Business Advantage,
  • CELPIP© Listening 6, Speaking 6, Reading 5, Writing 5,
  • CLBPT© Listening 6, Speaking 6, Reading 5, Writing 5.
  • TESOL-Online: IELTS© 6.5, TOEFL IBT© 79, Duolingo© 105.
• OR evidence of graduation from a language program with an established pathway/articulation agreement allowing direct entry (no further testing required) to a diploma or degree program at a public institution in Canada,
• OR successful completion of 4 weeks of SSLC’s English for Post-Secondary Education (EPE) pathway certificate program*. (*VIC has an official pathway agreement with SSLC and has requested PTIB approval.),
• OR evidence that a language standard defined and accepted by a third-party regulator or program funder was met.

Language proficiency requirements are admission requirements and may not be waived by Vancouver International College (“VIC”) or the student. Proof of minimum English language proficiency shall not be older than two (2) years. TESOL-Online has specific entry requirements:

• SSLC EPE Pathway must be successfully completed (70%).

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca

🍏 This policy explains the language requirements needed to enter a program at VIC.

Vancouver International College (“VIC”)’s Prior Learning Assessment (“PLA”) is the process our college uses to determine if a student’s prior education is equivalent to part of a VIC course or program. VIC ensures that the prior learning assessment is applied consistently to all students.

1- Prior learning will not be assessed as equivalent to more than 50% of the hours of instruction of a program, unless it is related to a program leading to an occupation that is regulated and the regulator provides that prior learning may be assessed as equivalent to more than 50% of the hours of instruction, or if an institution ceases to hold a certificate before a student can complete their approved program and if VIC is appointed by the registrar (PTIB) to provide a comparable program.

Not all courses within VIC programs are eligible for PLA. To determine eligibility, program coordinators, academic managers, and directors will review your documentation and complete an interview with you, to find out how your prior learning matches VIC’s current course outcomes. Some courses are mandatory for all students, regardless of prior learning.

The programs with courses eligible for PLA, and their applicable PLA requirements are as follows:

• TESOL / TESOL with Practicum

  • TESOL (with Practicum) is a prerequisite to TESOL for Children (with practicum), or TESOL for Teens and Adults (with practicum). Students who do not complete TESOL (with Practicum), may apply for a PLA for a VIC TESOL equivalent.
  • If you have previously completed TESL courses such as CELTA, DELTA, TEFL, or TESL, or completed an undergraduate degree in a related field at a post-secondary institution, you may submit your official transcript and credential to have your past coursework assessed to determine if it is accepted by VIC as equivalent.
  • Course credit hours must match those of VIC’s TESOL Program (4 weeks/106 hours).

• Global Business Expertise, Customer Service Professional, Digital Marketing Professional Programs

  • If you have previously completed Business, Customer Service, or Digital Marketing courses at a designated learning institution, you may submit your official transcript and credential to have your past coursework assessed to determine if it is accepted by VIC as equivalent.
  • Course credit hours must match those of the applicable VIC program (see VIC course outline hours).

• For All Courses/Programs

  • Previous grades must be 70% or greater.
  • All relevant courses must have been completed within the past 2 years.
  • Course curriculum must be an 80% match to the applicable VIC course. Detailed learning outcomes from previous institutions must be included.
  • When submitting foreign documentation for transfer credit evaluation, please provide transcripts and the detailed course outlines translated to English by an official translator. A list of official translators can be found through the Association of Translators & Interpreters of B.C.

If you believe that your learning from another post-secondary institution is equivalent to a VIC course, contact our Academic Manager or Executive Director. Please request and review applicable course outline(s) to ensure the course content and expected outcomes match the learning obtained elsewhere.

Applications for Prior Learning Assessment are accepted from September to the end of May each year. Applications for Prior Learning Assessment are not accepted from June to August.

Academic course credit recognition will be granted if your prior learning is equivalent to what is normally taught in the courses that are open for PLA. You will receive a final grade once the assessment process is complete. Assessment generally may take up to 4 weeks.

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca

🍏 This policy explains how VIC determines if prior education is equivalent to a VIC course or program.

Vancouver International College (VIC) strongly believes in supporting our international students who come to Canada to improve both their English language and their career skills. That is why at VIC, everyone must use English to communicate on campus. This English Only Policy applies anytime and everywhere; inside VIC buildings, washrooms, and surrounding areas, and it applies to VIC, SSLC, and affiliated classrooms and campuses. Having students from around the world speaking one common language on campus helps everyone to be able to communicate together – it is a great way to make new friends from other countries! The English Only Policy was designed to help you and your classmates get the most out of your study experience in Canada. We expect all students and staff to follow and respect this policy.

English Only Offences:

If you are overheard speaking another language or seen listening to someone speak another language, the following will occur:

 

1. First Offence – Verbal Warning

   • You will be verbally warned by the staff that hears you, and your name may be added to the EOP Offence list with the Academic Manager for tracking purposes.
   • Please note; if one staff member hears you once, and another staff member hears you once, they may combine the incidents as a total of two.

2. Second Offence – Written Warning

   • Your name will be added to the EOP Offence list with the Academic Manager for tracking purposes, and you will receive a written warning or email from the Academic Manager.
   • Your advisor may also be notified of the warning and contact you.

3. Third Offence – Written Notice and 1-day Suspension

   • Your name will be added to the EOP Offence list with the Academic Manager, and you will receive a written notice or email informing you of the date of your 1-day suspension, which will affect your attendance and participation record.
   • You will be responsible for making up any missed work from the date you are suspended.
   • Suspensions will be scheduled on a date chosen by both your instructor and the Academic Manager, to ensure no group or other crucial work that would burden others is missed.

Excellence in English Rewards:

The Academic Manager may award any student with noted excellent use of English with an “Excellence in English” certificate and small prize. Any staff member may nominate any student for this award. At least one student per academic month may be awarded.

Important Note:

If you need to use a language other than English for urgent/emergency/personal reasons, you must:

• Be with an advisor or VIC staff member who has approved the use,
• Ask for a private space where you can do so, or
• Step outside the campus.

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca

🍏 Students must speak, read, and write in English at VIC!

At Vancouver International College (VIC), we believe that regular attendance, participation, and work completion are necessary to successfully study a program. Late or absent students lose valuable learning time and may interfere with others’ learning. Our goal is to create the best conditions for learning and to prepare students for further studies or work.

Minimum Attendance Requirements:

1. Minimum 80% attendance required in each course.
2. Students must attend class regularly and on time and must return from breaks on time.
   • Late arrival or early departure is marked late/absent unless excused by the instructor (at their discretion).

Absence Reporting Process for Students:

1. For unplanned lateness or absences, you must email your instructor or call VIC (604.893.8423) as soon as possible and at least 30 minutes before the scheduled class starts.
2. If you will be absent for two (2) or more days, you must inform your instructor and the Academic Manager. You may need to provide documentation, such as:
   • A doctor’s note,
   • A death certificate,
   • Immigration or government letters.
3. Completion of assignments or exams at a later date is at the instructor’s discretion.
4. If an assessment is missed, you will be graded “0%” unless adequate reason or pre-approval is granted by the instructor.
5. Students are marked as “excused” (E) with valid proof or at the instructor’s discretion. A medical note may be requested, especially if you are absent three (3) times in a four-week course or program.
6. Work obligations are not an excuse to be late or absent.

Consequences for Not Meeting Minimum Attendance Requirements:

Absences:

• 2 Absences = Verbal Warning from Instructor
• 3 Absences = Written Warning (print/email) from Instructor. If email, students must reply-all.
  (Instructor CC: Co-op Coordinator, Advisor(s), Office Manager, Academic Manager, and/or Director).
• 4 Absences = Meeting & Advising Form:
  • The Academic Manager or Director emails the student requesting a meeting as soon as possible.
  • The student is informed that any further unexcused absences will result in an ‘Incomplete’ for the course (students may be given the option to continue attending at the teacher’s discretion).
  • A student with two (2) incomplete marks may be expelled (refund according to PTIB Guidelines).

Lates:

• “Late” Arrival = after teacher starts class.
• 2 Late Arrivals = Half-day (1/2) Day Absent.
• 4 Late Arrivals = One (1) Day Absent.

Excused Absences:

Lates or absences must be reported as soon as possible and are excused for medical or emergency reasons, and at the instructor’s discretion. Marks are not penalized for excused absences. Absences due to work are not excused; studies must be a priority.

Breaks from Studies:

1. Students cannot take holidays or breaks during courses but may, on a case-by-case basis, get approval to take a break between courses. A Break Request Form must be completed with an Advisor, Coordinator, or Academic Manager.
2. The student’s attendance record and grades will be reviewed prior to break approval to ensure the break will not negatively impact the student’s ability to successfully complete the program.
3. Co-op/Practicum students must complete a Break Request Form at least 1-month prior to a break to avoid disruptions in the interview/job placement process.
4. Students are responsible for ensuring any permit extensions (Study Permit or Work Permit) needed because of a break. Any costs associated with extensions are the sole responsibility of the student.
5. Once the Academic Manager/Director gives approval of a break, the form is signed and sent to the Co-op Coordinator, Admissions, and the Office Manager for processing.

Holidays:

There will be no classes at VIC on the following days:

• BC Day
• New Year’s Day
• Labour Day
• Family Day
• Truth & Reconciliation Day
• Thanksgiving Day
• Good Friday
• Remembrance Day
• Victoria Day
• Winter Break
• Canada Day

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca
Co-op Coordinator Baharak Zoriyeh – coop@viccc.ca

🍏 This policy explains attendance and breaks at VIC.

Vancouver International College (VIC), at the discretion of the Academic Manager/Director, reserves the right to penalize, suspend, or dismiss a student for academic misconduct, which includes but is not limited to:

1. Cheating – This may include but is not limited to tests, mid-term exams, or final exams.
2. Plagiarism – Intellectual theft includes but is not limited to:
   • Handing in another’s work as your own,
   • Copying words, ideas, or media from someone without giving proper credit,
   • Changing words but copying the sentence structure of a source without giving proper credit,
   • Failing to use quotation marks on a quote,
   • Copying so many words or ideas from a source that it makes up the majority of the work, whether the source is given credit or not.
   • Self-plagiarizing by handing in your own work from another course for which you have already received a grade.
3. Submitting work or answers generated by AI or ChatGPT without proper credit.
4. Submitting the same (or substantially the same) essay, presentation/assignment that was written by someone else or was submitted by the same student more than once or at another campus.
5. Submitting false records/information, either in written or oral form, or failing to provide relevant information when requested.
6. Falsifying or submitting false documents, such as transcripts or academic credentials.

Procedures for Suspected Student Plagiarism

First Offence:

• Plagiarism is thoroughly discussed during orientation and in class, and students are encouraged to ask questions if unsure before an assignment is due.
• If an instructor suspects plagiarism:
  a. The student will be notified in writing (and/or via email) of the reported plagiarism.
  b. The student will receive a zero grade.
  c. The student will be given the opportunity to discuss the plagiarism with the instructor.
• Students are encouraged to immediately address concerns with the instructor. If they are unsatisfied after discussion, they may start the dispute resolution or grade appeal process.

Second Offence:

For a second offence:
a. The student will again be notified in writing (and/or via email) of the reported plagiarism.
b. The student will receive a zero grade without consideration for resubmission by the instructor.
c. The offence and written notice will be placed in the student file.

 

Important Note:
For a second offence or more, the Academic Manager/Director will review the student’s case and may dismiss the student from the program in accordance with the VIC Dismissal Policy.

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca
Co-op Coordinator Baharak Zoriyeh – coop@viccc.ca

🍏 This policy explains academic misconduct, including copying another’s work, and the consequences.

 

The following Dispute Resolution & Grade Appeal Policy was created by Vancouver International College (VIC) to better care for our students. This policy governs complaints from students respecting VIC and any aspect of our operations. A student who makes or is otherwise involved in a complaint will not be subject to any form of retaliation by VIC at any time.

---

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

1. Student’s Responsibilities:

a. If possible, students are encouraged to immediately address concerns with the individual directly involved before starting the dispute resolution or grade appeal process.
b. All formal complaints must be made in writing to the Academic Manager/Director. An advisor, staff member, or person of the student’s choice may help write the complaint, so long as the student agrees and signs it.
c. If the Academic Manager/Director is absent or named in the complaint, the student must submit the complaint directly to the Executive Director.

---

2. VIC’s Responsibilities:

a. The Academic Manager/Director will meet with the student to discuss the concern and desired resolution within five (5) school days of receiving the student’s written complaint.
b. After meeting the student, the Academic Manager/Director will conduct any necessary enquiries or investigations to determine whether the student’s concerns are substantiated. These enquiries may involve further discussion with the student (individually or with appropriate VIC personnel). All communication must be in writing.
c. Necessary enquiries/investigations must be completed, and a response provided in writing to all involved, no later than thirty (30) days after the receipt of the student’s original written complaint.
d. If it is determined that the student’s concerns are not substantiated, VIC will provide a written explanation of the decision and deny the complaint. If it is determined that the student’s concerns are substantiated, in whole or in part, VIC will propose a resolution.
e. The response must specify that the student has five (5) school days to appeal the decision.
f. A copy of the decision and all supporting materials shall be given to the student, a copy placed in VIC’s Student Complaint File, and the original placed in the student’s file.

---

3. Appeal & Final Resolution:

a. If the student is not satisfied with the Academic Manager/Director’s determination, the student must advise the Academic Manager/Director within five (5) school days of being informed of the determination.
b. The Academic Manager/Director will immediately refer the matter to the Executive Director. The Executive Director will review the matter and may meet with the student as soon as possible, but within five (5) school days of receipt of the student’s appeal.
c. The original decision will be confirmed or varied by the Executive Director in writing within five (5) school days of receipt of the appeal or, if a meeting with the student occurred, within five (5) days of the meeting.
d. The written response will advise the student that if they are dissatisfied with the determination and have been misled by VIC regarding any significant aspect of the program, they may file a complaint with the Private Training Institutions Branch (PTIB) (www.privatetraininginstitutions.gov.bc.ca). Complaints must be filed with PTIB within one year of the date the student completes, is dismissed from, or withdraws from the program.
e. At any point during this process, a student making a complaint may be represented by an agent or lawyer.

---

4. Grade Appeal:

a. If a student is dissatisfied with a grade received and can provide evidence that a higher grade is warranted, they should discuss this with their instructor. The instructor will reconsider the grade and, if warranted, assign a different grade.
b. If the student is not satisfied with the outcome of the appeal to the instructor, they should submit a written appeal to the Academic Manager/Director. The Academic Manager/Director will obtain a copy of the assignment/test in question from the instructor and have another instructor re-assess it.
c. If the student achieves a higher grade on re-assessment, the higher grade will be assigned to the student. If the student achieves a lower grade on re-assessment, the original grade will be retained. The grade will be considered final and cannot be appealed.
d. The decisions on the grade appeal will be provided to students within thirty (30) school days of VIC’s receipt of the written appeal.

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca

🍏 This policy explains the steps to take when you have a problem at VIC.

Last Revision Date: 2024-12-06

Limits on Repeated Courses

1. Students at Vancouver International College (“VIC”) may ask to repeat a course a maximum of two times for programs of six months or longer. Students in shorter programs are limited to one repeat request. A student may only repeat any course once.
2. Courses completed for which a student has already received transfer credit from another institution will count within the repeat limit.
3. Students repeating a course will be placed in classes only if space allows.
4. Students can only repeat courses that they have failed if VIC Academic Management deems the topic to be the same as the one for which the student has already received credit.
5. If a student enrolls for a repeat course and completes it with a passing grade, the grade will be entered on the new course registration and added to the final program transcript.

---

Conditions

At VIC, a course repeat request will be granted only when all of the following conditions are met:

1. There is no reasonable alternative to repeating the course that will allow the student to continue with the intended program of study.
2. There is clear evidence to support that the student will be successful in both the repeated course and the intended program of study.
3. The course the student is requesting to repeat must be available in the next three months. If it is not available, the student should speak with the Academic Manager about other study options.
4. Normally, evidence of success must include either a course grade or recent program grade above the relevant standard (admission or continuation) of the student’s program (70%).
5. Should a student repeat a course, their original program end date will be extended. Although the end date may change, co-op hours will not exceed the original contract hours. It is the student’s responsibility to ensure all permits are adequately extended.

It is important that our students and guests feel welcomed at Vancouver International College (VIC). The Online/Virtual code of conduct reflects the spirit of our college and is intended to help everyone feel comfortable, grow, and learn. As a VIC student or guest, we ask you to agree to follow this code of conduct, which is based on our core values. These requirements also serve as an extension and supplement to any other code of conduct students and guests must abide by, given by a program or VIC:

1. Appropriate Video/Zoom/Online Etiquette:

a. When registering or signing in for any video call, Zoom, online class, or meeting, please use your First Name (not a random username). Example: “Emily.” This ensures privacy and accurate attendance for meetings or classes.
b. Ensure your background is appropriate and free of vulgar or offensive images or writing. Avoid changing your background during class time, as it can be distracting. If your instructor requests you blur or omit your background, please comply.
c. Find a quiet area and join the scheduled class/meeting on time so you can be fully present. Participants are expected to turn on the video function to be seen and heard.
d. Avoid talking with people at home or in your area during class/meetings, and minimize background noise or distractions.
e. Speak in English during class breakout rooms and discussions.
f. Do not take your phone or computer to the bathroom. Notify your teacher via chat if you need to leave class. Students who “disappear” for an extended time during virtual class may be marked absent.
g. Keep your camera on during class/meeting discussions.
h. Focus on virtual tasks and avoid completing household chores during class/meetings.
i. Avoid eating during class/meetings.
j. Taking photos or videos of others without their expressed consent is prohibited.
k. Posting screenshots, photos, or videos of VIC activities on social media without permission is prohibited.
l. Participation is crucial to success and must last for the entire session, including breakout rooms.

2. Appropriate Attire:

Appropriate attire must be worn in virtual meetings/classes, just like on campus. Clothing featuring vulgar language, obscene gestures, racial slurs, or anything contributing to a hostile environment is not allowed. Proper tops and bottoms must be worn.

3. Appropriate Language:

Vulgar language, including swearing, name-calling, discussion about personal sexual matters, and shouting/yelling at others, is prohibited. When communicating in a chat box or breakout room, do not send links or information that conflicts with VIC values.

4. Creating a Welcoming Environment:

Respect others’ cultures and personal ways of being. VIC strives to create a safe emotional and physical space. All participants are encouraged to honor diversity and respect differing opinions or perspectives. VIC actively opposes bullying, discrimination, and racism.

5. Appropriate Conduct:

Any conduct of an inappropriate, threatening, or offensive nature will be investigated by VIC Management. Participants who do not adhere to this policy may be prohibited from participating in future virtual or in-person classes/meetings.

6. Alcohol, Tobacco, and Drugs:

The use of alcohol, tobacco, and drugs (including e-cigs/tobacco-like products) is strictly prohibited during virtual calls/meetings/classes. Participants showing, obtaining, or using these substances during online sessions may face immediate removal, suspension, or expulsion. Law enforcement may be involved if necessary.

To create and maintain a space that embodies VIC’s core values, we take violations of this code seriously. Consequences for violations include termination of program privileges and/or involvement of legal authorities. VIC reserves the right to make situational decisions based on our policies, mission, and values. All participants must read and agree to this code of conduct before participating in any VIC virtual programming.

Procedures:

If a student, participant, or guest feels uncomfortable confronting someone directly about offensive behavior or other issues that violate this code of conduct, they are encouraged to report the behavior or issue to the Academic Manager or College Director.

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca

🍏 This policy explains rules to follow for any online class or meeting.

Vancouver International College (VIC) may dismiss a student from a program on any of the following grounds:

• Failure to abide by the Attendance & Punctuality and/or English Only Policies.
• Disruptive classroom behavior (eating, drinking, swearing).
• Unauthorized use of alcohol or illegal drugs.
• Violence against persons or property.
• Possession of weapons.
• Verbal abuse, bullying, or intimidation.
• Theft.
• Gambling.

Apart from the above, management shall have the authority to announce and duly post other grounds for dismissal, provided they can be reasonably construed as preventing effective campus or classroom management.

---

Standard Dismissal Process

1. Unless circumstances warrant immediate dismissal, the standard dismissal procedure shall follow a three-step process:
   a. First written warning
   b. Second or final written warning
   c. Dismissal/expulsion from the College
2. Instructors/Coordinators shall have reasonable leeway to exercise their best professional judgment in applying this Dismissal Policy. Instructors are strongly advised to precede the first written warning with an unmistakable verbal warning. They shall confer with colleagues and management when any situation could be considered borderline.
3. At any point in the dismissal process, the student shall have the right to invoke the College’s Dispute Resolution Policy. In this instance, the Dismissal Policy shall be suspended, and the Dispute Resolution Policy shall proceed as normal, up to and including third-party arbitration.
4. Changes in the Dismissal Policy shall be clearly communicated to all staff and students on campus. Changes in the Dismissal Policy shall be effective immediately, though not retroactively.
5. Considering the gravity of a dismissal, the College shall act with utmost circumspection and due consideration of extenuating circumstances in dismissing any student.

---

Immediate Dismissal

Immediate dismissal shall only be considered in situations of evident physical risk to employees and/or students. In this situation, the instructor shall notify the Academic Manager and/or the Campus Director and administration without delay and submit a written report within two (2) working days.

Person(s) of Note for this Policy:
Executive Director Barbara Godt – barbarag@viccc.ca

🍏 This policy explains why a student may be dismissed from VIC.

Please note: the Registration Fee is non-refundable.

Circumstance	Refund Due
Before program start date, institution receives a notice of withdrawal or provides a notice of dismissal:
– No later than seven days after student signed the enrolment contract, and – Before the program start date.	100% tuition and all related fees, other than the application fee. Related fees include: administrative fees, application fees, assessment fees, and fees charged for textbooks or other course materials, and unused aircraft utilization fees.
– More than seven days after student signed the enrolment contract, and – Before the program start date.	Institution may retain up to 10% of tuition, to a maximum of $1,000 paid or payable under a contract.
After program start date, the institution provides a notice of dismissal or receives a notice of withdrawal (applies to all programs):
– No later than seven days after the program start date, the institution provides a notice of dismissal or receives a notice of withdrawal.	Institution may retain up to 10% of tuition, to a maximum of $1,000 paid or payable under a contract.
After program start date, institution provides a notice of dismissal or receives a notice of withdrawal (applies to all approved programs, other than solely-asynchronous distance-education-only programs):
– After the program start date, and up to and including 10% of instruction hours have been provided.	Institution may retain up to 10% of tuition paid or payable under a contract.
– After the program start date, and after more than 10% but before 30% of instruction hours have been provided.	Institution may retain up to 30% of tuition paid or payable under a contract.
– After the program start date, and after more than 30% but before 50% of instruction hours have been provided.	Institution may retain up to 50% of tuition paid or payable under a contract.
– After the program start date, and after more than 50% of instruction hours have been provided.	No refund due.
Student does not attend – “no-show” (applies to all students except those enrolled in a program delivered solely by asynchronous distance education):
– A student does not attend the first 30% of the program.	Institution may retain up to 50% of the tuition paid under a contract.
Institution receives a refusal of study permit (applies to international students requiring a study permit):
– Before 30% of instruction hours would have been provided, had the student started the program on the later of the following: (a) The program start date in the most recent Letter of Acceptance or (b) The program start date in the enrolment contract. – Student has not requested additional Letter(s) of Acceptance.	100% tuition and all related fees, other than application fee.

 

Approved Programs – Solely Asynchronous Distance Delivery	Refund Due
– No later than seven days after student signed the enrolment contract, and – Before the program start date.	100% of tuition and all related fees, other than application fee.
– More than seven days after student signed the enrolment contract, and – Before the program start date.	Institution may retain up to 10% of tuition, to a maximum of $1,000 paid or payable under a contract.
After program start date, institution provides a notice of dismissal or receives a notice of withdrawal (applies to only approved solely-asynchronous distance-education-only programs):
– No later than seven days after the program start date.	Institution may retain up to 10% of tuition, to a maximum of $1,000 paid or payable under a contract.
– Student has completed no more than 10% of the program.	Institution may retain up to 10% of tuition paid or payable under a contract.
– Student has completed more than 10% but less than 30% of the program.	Institution may retain up to 30% of the tuition paid or payable under a contract.
– Student has completed more than 30% but less than 50% of the program.	Institution may retain up to 50% of tuition paid or payable under a contract.
– Student has completed 50% or more of the program.	No refund due.

 

Approved Programs – All Delivery Methods: Student enrolled in a program without having met the admission requirements for the program	Refund Due
– Student enrolled in a program without having met the admission requirements for the program.	100% tuition and all related fees, including application fees, if the student did not misrepresent the student’s knowledge or skills when applying for admission and the registrar orders the institution to refund tuition and fees.
– Institution does not provide a work experience.	100% tuition and all related fees, other than application fees, if the institution fails to provide the work experience within 30 days of the contract end date, unless the registrar determines the institution was prevented from doing so by circumstances beyond its control.

---

Accommodation Refund Policy

Circumstance	Refund Amount
Cancel 4 weeks or more before moving into homestay	100% of homestay fees*
Cancel less than 4 weeks before moving into homestay	100% of homestay fees less 1st month’s fee*
Cancel 4 weeks or more before vacating homestay	100% of remaining homestay rent*
Cancel less than 4 weeks before vacating homestay	100% of remaining homestay rent less 1st month’s rent*

---

*Homestay fees for package prices are non-refundable. Placement fee is non-refundable.

Policy Statement

All students and staff of Vancouver International College (“VIC”) are are entitled to study and work in an environment that is free from Sexual Misconduct. The College considers Sexual Misconduct to be a serious violation of an individual’s fundamental rights. Members of the College community who engage in Sexual Misconduct may be subject to a range of disciplinary measures, up to and including suspension, dismissal or expulsion from the College. Members of the College community who experience and report Sexual Misconduct will be provided with support by the College and assistance with accessing additional support services both on and off the Campus.

However, knowing what constitutes Sexual Misconduct is often difficult. Freedom from misconduct and harassment does not mean that you will be protected from exposure to controversial material and ideas, nor does it mean that every encounter you have at VIC will be agreeable. VIC is a place of learning in which the free exchange of information, ideas and perspectives are valued and encouraged. The legitimate study of topics of a sexual nature within the College’s curriculum is not considered Sexual Misconduct.

Scope

This Policy applies to all members of the VIC community, which includes students, employees, guests and visitors. The Policy is intended to address and eliminate Sexual Misconduct which occurs within the context of VIC and activities and which interferes with an individual’s employment or studies at the College. Behaviour which occurs separate from any College-related activities and which is unrelated to an individual’s employment or studies at the College is not covered by this Policy. This Policy is not intended to be used in situations where Sexual Misconduct is of a violent nature. In the event of violent incidents, law enforcement authorities will be contacted and support will be provided to the victim. The College does reserve the right to conduct an investigation and take appropriate steps in the event of violent situations, if necessary to protect the safety of the College community.

Notwithstanding the existence of this Policy, every individual has the right to pursue other courses of action, even when steps are taken under this Policy. The College reserves the right to suspend the processing of complaints when alternate routes are being pursued by the Complainant.

Definitions

Consent: The voluntary agreement to engage in the sexual activity in question and to continue to engage in the activity. Voluntary agreement to engage in the activity or to continue to engage in the activity must be communicated through words or conduct, and can be revoked at any time. No consent is obtained where a person is incapable of consenting, for example, by intoxication or where a person is induced to engage in the activity by someone abusing a position of trust, power or authority.

Sexual Misconduct: To constitute Sexual Misconduct, behaviour may be a single serious incident or may be repeated or persistent behaviour. Sexual Misconduct is any form of sexual contact without a person’s consent, including the threat of sexual contact without consent. Sexual Misconduct may include one or more of the following:

● Sexual assault
● Sexual exploitation
● Sexual harassment
● Criminal harassment (Stalking)
● Indecent exposure
● Voyeurism
● The distribution of a sexually explicit photograph or video of a person to one or more persons other than the person in the photograph or video without the consent of the person in the photograph or video and with the intent to distress the person in the photograph or video
● The attempt to commit an act of sexual misconduct
● The threat to commit an act of sexual misconduct

Sexual Harassment: Sexual harassment refers to unwanted communications or actions that are sexual in nature, and are offensive, intimidating or humiliating. It can take many forms including verbal, written or visual. Sexual harassment may include any of or all of the following conditions:

● Conduct or comment of a sexual nature made by a person who knows or ought to reasonably know that such conduct or comment is unwanted or unwelcome
● Expressed or implied promise or a reward for complying with a request of a sexual nature
● Actual reprisal or an expressed or implied threat of reprisal or refusal to comply with a request of a sexual nature
● Actual denial of an opportunity or an expressed or implied threat of denial of opportunity for refusal to comply with
such a request
● The conduct or comment is intended to, or has the effect of, creating an intimidating or hostile environment
● Differential treatment of a former or current intimate partner where a power relationship exists
● Examples of sexual harassment include, but are not limited, to the following

– Remarks or innuendos regarding an individual’s appearance, clothing or sexual life
– Unwelcome questions or sharing a personal information regarding a person’s marital status, sexuality, sexual activity, sexual orientation, or gender/transgender issues
– Persistent, unwelcome sexual flirtations, advances, propositions, invitations or requests
– Sexually suggestive, obscene or degrading comments or gestures
– Displaying or circulating sexually graphic or derogatory pictures or written materials
– Use of online activities such as email, text messaging or social networking to initiate or participate in any of the above behaviours
– Leering, ogling or sexually oriented gestures
– Inappropriate and unnecessary touching

Sexual Assault: Sexual assault is any form of sexual contact that occurs without any freely given consent. Sexual assault includes any form sexual contact where consent has not been given (i.e. non-consensual touching that is sexual in nature, forced penetration). Sexual assault includes date rape or acquaintance rape, which happens between acquaintances, friends or between people who are dating. There are three levels of sexual assault in the Criminal Code of Canada.

● Level 1: any forced sexual contact without bodily harm
● Level 2: forced sexual contact causing or threatening to cause bodily harm or using a weapon (imitation or real)
● Level 3: forced sexual contact that causes aggravated bodily harm or endangers the life of the victim or others

Criminal Harassment (Stalking): Criminal harassment, which includes stalking, is prohibited by the Criminal Code of Canada. Criminal harassment prohibits deliberate conduct that is psychologically harmful to others. For stalking to be criminal harassment, here’s what’s required:

● A person does one or more of the following things:
● Repeatedly follow you, or anyone you know
● Repeatedly communicate with you, or anyone you know, directly or indirectly
● Repeatedly watch you, or anyone you know, or lurk around your home, workplace, or any other place you happen to be
● Engage in any threatening conduct directed at you or a member of your family
● The person knows that their conduct is harassing you or they are reckless about whether their conduct is harassing you. Reckless means they know their conduct may harass you, but they don’t care
● The person’s conduct causes you to reasonably fear for your safety or the safety of someone you know. Your fear has to be reasonable. The person does not have to realize that their conduct is scaring you for it to be criminal harassment.

A person can be stalking even if they don’t physically hurt anyone or damage any property. The law is designed to protect psychological, emotional, and physical safety. Stalking may start with conduct that seems more annoying than dangerous.

Often, the conduct is legal and even socially acceptable, if it’s just an isolated incident. But when it’s repeated, it may scare the victim. Conduct such as following someone, or sending gifts or letters, may become intimidating if done continually and against the person’s wishes.

Sexual Exploitation: Sexual exploitation is the sexual abuse of children and youth through the exchange of sex or sexual acts for drugs, food, shelter, protection, other basics of life, and/or money. Sexual exploitation includes involving children and youth in creating pornography and sexually explicit websites

Jurisdiction

The VIC Sexual Violence and Misconduct Policy will be triggered if all of following criteria are met:

● Both of the parties (the Complainant and the Respondent) are students, employees, guests or visitors
● The last incident of alleged misconduct occurred within the preceding six (6) months
● The behaviour occurred in the context of a College related activity (e.g. on VIC property or at an VIC-sponsored event)
● The behaviour, if true, would constitute a contravention of the Policy by meeting a definition of Sexual Misconduct as stated in the policy

Procedural Fairness

The College will deal with allegations of Sexual Misconduct in a procedurally fair, unbiased and timely manner. Complainants and Respondents shall be advised of the procedures available to them and will be provided with a copy of this Policy.

The Parties shall be advised of the allegations and responses of both the Complainant and Respondent and shall be accorded reasonable opportunity to provide comments in support or defense of their own positions. Both the Complainant and Respondent have a reasonable right to respond to any information gathered during the investigation that will be utilized in determining a finding of Misconduct/Harassment or No Misconduct/Harassment. For a complaint to be considered under this Policy, it must be submitted within six (6) months of the date of the last alleged incident of Sexual Misconduct. The Executive Director may consider an extension to file a complaint past the six (6) month limit, if reasonable grounds for such an extension exist in extenuating circumstances.

Disclosure and Reporting Options

Complainants have the following disclosure and reporting options, available both on and off campus, and may choose any of these options or any combination of the available options.

● No Report: the Complainant may wish to disclose sexual violence in order to seek emotional support, medical support, or advocacy, but may not want to report to police or other campus authorities. Subject to certain limited exceptions, this decision should be respected and the Complainant should still be offered support services.
● Report to Police: The Complainant may wish to make a police statement, which would generally be followed by a criminal investigation. An appointed campus employee can accompany the Complainant if requested or the College can contact a community-based victim support worker to support and accompany the Complainant.
● Third Party Report to Police via Community Victim Service Agency: the Complainant may wish to make an anonymous Third-Party Report through a community-based victim support worker; reports are sent to police by an intermediary agency and provide detailed information about the incident and the Respondent, but do not include the name or contact information of the Complainant. A Third Party Report is not in and of itself a police investigation; it is an option of last resort for the Complainant who would not otherwise provide information to the police but who may want to access support and let the police know of a sexual predator in order to protect others.
● Medical Assistance / Forensic Medical Exam: it is advisable for anyone who has experienced a sexual assault to seek medical attention to address possible physical injury, pregnancy and/or sexually transmitted infections. The Complainant will be referred to the nearest hospital and to be connected with a sexual assault response worker or advocate who can provide support and can accompany her/him to the hospital. The Complainant will be informed of the need to collect any forensic samples while he/she decides whether or not to report the sexual assault to police. Forensic samples can be collected and stored for up to one year while the Complainant decides whether or not to speak with the police.
● Formal Complaint to College: the Complainant may wish to make a formal report to the College, precipitating the College Sexual Misconduct process if either the Complainant or Respondent is a student, staff, visitor or guest to the College. The Complaint Procedure process is outlined below.

Interim Relief

The College or Authorized Representative may take whatever interim measures he or she deems necessary to protect the College community, pending the completion of an investigation into a Sexual Misconduct complaint. Such measures may include, but are not limited to:

●No-contact between the Complainant, Respondent, Witnesses or other parties
● Ordering the Complainant, Respondent, Witnesses or other parties to cease and desist from engaging in a particular
type of behaviour
● Restricting access to a specific campus or specific areas of campus
● Suspending one or both of the Parties from the College pending investigation
● Reassignment of supervision/assessment duties in cases where the Respondent is an instructor or employee

Specific conditions to be included in the interim provisions will be dependent upon the circumstances of each case and the level of risk to the Complainant. All parties will be advised that the interim protection provisions, implemented by the College, are not to be confused with a legal protection order obtained through the Criminal Justice System.

Confidentiality and Anonymity

Allegations of Sexual Misconduct may require the disclosure of sensitive and personal information, which is protected from unauthorized disclosure by applicable privacy legislation. In order to encourage persons who have been subject to Sexual Misconduct to come forward, and to protect the rights and reputations of the Complainant and the Respondent throughout the investigation process, the College will attempt to ensure that confidentiality is maintained except where disclosure is necessary for the purposes of investigating and resolving the complaint or where required by law. Confidentiality must, however, be distinguished from anonymity. If a Complainant wishes to proceed with a Formal Investigation by the College, procedural fairness requires that the Respondent be made aware of the nature of the complaint, including the identity of the Complainant.

All parties and witnesses to a complaint will endeavour to maintain confidentiality throughout the Formal Investigation procedures. Investigators will stress the confidentiality of the investigation with all persons involved in the process, including the Complainant, Respondent and Witnesses. Individuals involved in the investigation process who are found to have breached confidentiality may be subject to discipline.

The limits to confidentiality will be outlined to the Complainant as soon as possible after disclosure. The Complainant will be advised that privacy rights are not absolute and the College may be required to take immediate action, such as contacting the police, in relation to a disclosure of Sexual Misconduct or violence in the following circumstances:

● There are reasonable grounds to believe that others in the College community may be at significant risk or harm based
on the information provided
● An individual is at imminent risk of severe or life threatening self-harm
● An individual is at imminent risk of harming another person
● There is a legal requirement to report
● There is a requirement to comply with a court order for release of information

The College has the authority to make the decision to release information without consent in the above circumstances. If a decision is made to release information without consent, only information relevant to the health or safety concern in question will be released. The Complainant will be informed of any decision to release personal information. Subject to the exceptions listed above, consent from the Respondent would be required before this information could be disclosed further by the person receiving the disclosure or report. Provincial privacy laws allow such information to be shared without consent in the following circumstances:

● If there are compelling circumstances that affect anyone’s health or safety
● To assist in an investigation or in making a decision to start an investigation
● If the disclosure is for the purposes for which the information was originally collected and the disclosure is necessary for these purposes

In some instances, the College may need to alert the College community to incidents or potential threats by sexual predators. These alerts will be communicated in multiple formats and media to ensure accessibility by all members of the College community. The alerts will not identify the Complainant but will include the following information:

● Date and time that the disclosure or report was made
● The College employee to whom the disclosure or report was made
● Date and time that the incident occurred
● Location where the incident occurred
● Information about the incident
● Non-identifying information about the perpetrator (i.e. gender, approximate age, ethnicity, height, weight, hair colour, eye colour, what the perpetrator was wearing, distinguishing marks)
● Information on how to access support services

Complaint Procedure

1. Initial Consultation: Campus Director

A member of the College community who feels he or she has experienced or witnessed Sexual Misconduct and is considering a complaint process is encouraged to discuss the matter with the Campus Director. The Campus Director will engage in a confidential discussion regarding the Complainant’s options, and provide the Complainant with information and guidance regarding:

● Whether the behaviour(s) in question may fall within the definition(s) of Sexual Misconduct under this Policy
● Possible procedures and options available to the Complainant under this Policy or under alternate Policy or process (as appropriate)
● Where a Complainant wishes to pursue a formal complaint, he/she will be referred to the appropriate individual as provided in the Policy
● Available support for the Complainant both on and off campus

The Campus Director does not determine whether behaviours are Sexual Misconduct; the Campus Director only confirms that behaviours as described by the Complainant may constitute Sexual Misconduct. Only a Formal Investigation can determine whether Sexual Misconduct has taken place. The Campus Director works with the Complainant, providing options for the Complainant to deal with presented behaviours.

The Campus Director will maintain confidentiality of this discussion. However, if the Complainant claims that the Sexual Misconduct involves violence, the Campus Director must report the situation to the Executive Director who will investigate and may encourage the Complainant to report the situation to the police, following one of the reporting options set out above. A Complainant is not precluded from reporting to police if they have reported the Complaint to the College.

If the Complainant, after initial consultation, wishes to proceed to a formal complaint of Sexual Misconduct under the Policy, the Campus Director may provide advice on the necessary elements for a Request for Formal Investigation.

2. Informal Resolution

If a Complainant wishes to pursue further actions after an initial consultation with the Campus Director and the Misconduct and/or harassment behaviours are subject to process under this policy, he/she may first seek Informal Resolution. Informal Resolution is not mandatory and may not be appropriate for all manner of Sexual Misconduct. The Complainant may choose to proceed immediately to Formal Resolution.

If the behaviours are student-to-student and classroom based, the Complainant may request that the Instructor or Campus Director intervene to address the Misconduct or harassment behaviours and take action as appropriate to the situation.

Where Misconduct or harassment behaviours are not student-to-student/ classroom based or faculty intervention is not appropriate or possible, the Complainant may seek Informal Resolution through the Executive Director. When an Executive Director receives a verbal or written complaint of Sexual Misconduct, he/she will follow-up on such allegations in a timely manner including informing the Respondent of the Complaint and providing a copy of this

Policy. Such follow-up may involve attempting to facilitate a mutually agreed-to resolution between the Complainant and Respondent, applying appropriate College Policy or procedures, and/or taking appropriate preventative, disciplinary or remedial measures. Disciplinary actions may include but are not limited to:

● Warning or reprimand
● Referral to educational or psychological services;
● Restricted/no access to specific areas of the College or to a specific campus
● Suspension/expulsion from specific classes and/or from the College

Where the complaint is against a Campus Director the request for Informal Resolution would be directed to an Executive Director. Where the complaint is against an Executive Director the request for Informal Resolution would be directed to the President. Where the complaint is against the President the request for Informal Resolution would be directed to the Chair of the GEC.

Where such complaints involve a College employee, the Campus Director will consult with the Executive Director. Where the Executive Director determines that the Investigation of the allegations of Sexual Misconduct may result in serious consequences for the College, he/she will consult with the President to determine if the complaint resolution process should move directly to a Formal Investigation.

3. Formal Investigation

Where the Complainant wishes to pursue Formal Investigation and both Complainant and Respondent are students, the Complainant must submit a written and signed request for Formal Investigation, to the Executive Director. Where the complaint involves a College employee as Complainant or Respondent, a written and signed request for Formal Investigation must be submitted to the Campus Director. Where the complaint is against a Campus Director the request for Formal Investigation would be directed to an Executive Director. Where the complaint is against an Executive Director the request for Formal Investigation would be directed to the President. Where the complaint is against the President the request for Formal Investigation would be directed to the Chair of the GEC. Where the Complaint is against the Campus Director, Executive Director or President, the Request for Formal Investigation will be submitted to the Chair of the GEC, who will name a designate to fulfill the role of initiating an investigation as described below.

● The Campus Director, Executive Director or President will review the merits of any complaint that falls under the provisions of this Policy and determine that it falls under the provisions of this Policy and make arrangements for Formal Investigation, including whether an Internal or External Investigator should be appointed.
● Where the complaint moves to Formal Investigation under College Policy, an Investigator will be appointed. Every effort will be made to do this within five (5) working days of the complaint being received by the Executive Director, President or the Chair of GEC.

The appointed Investigator will ensure that both the Complainant and the Respondent are aware that a Formal Investigation has commenced, and that each has a copy of the Sexual Violence and Sexual Misconduct Policy. The Investigator will receive information from the Complainant, the Respondent, and any other individuals whom the Investigator believes may have information relevant to the complaint. Information may be received through written documentation, and/or interviews. The Investigator will ensure that both the Complainant and the Respondent are aware of the positions of the other, and of any allegations made against them, and are given a reasonable opportunity to respond.

Where an Investigator conducts interviews, the Complainant and the Respondent may request that a support person be present. This person will act as an observer/support and will not participate in the proceedings. An interpreter for either or both the Complainant and Respondent (where either or both parties have English as a second language) may
be provided by the Investigator After completion of the investigation, and within ten working days, the Investigator will complete a written report, including a copy of the written complaint and findings of fact, and submit the report to the College President. The report will state a positive or null Finding of Misconduct/Harassment based on the balance of probabilities and may include recommendations for resolution of the complaint and/or for remedial or disciplinary action. The College reserves the right to initiate an independent investigation of Sexual Misconduct if sufficient cause has been demonstrated to warrant such action.

4. Formal Decision

After reviewing the Report of the Investigator, the College President will make decision(s) on findings of Sexual Misconduct and on appropriate actions in the circumstances. The President’s decision will be rendered, in writing, to the Complainant and Respondent as soon as possible but in any case, within ten (10) working days of the receipt of the report of the Investigation. The President will provide a summary of the findings of the Investigator with his/her decision to the Complainant and the Respondent. Where the President finds that Sexual Misconduct has occurred, disciplinary decisions may include, but are not limited to:

● Warning or reprimand
● Referral to educational or psychological services
● Restricted/no access to specific areas of the College or to a specific campus
● Suspension/expulsion from specific classes and/or from the College
● Disciplinary action up to, and including, termination of employment

Where the President finds that Sexual Misconduct has occurred, the College will endeavour to protect the Complainant from any subsequent harassment, discrimination or reprisal, within the College’s jurisdiction. Where the President finds that the complaint was frivolous, vexatious or vindictive in nature, he/she may take appropriate disciplinary action against the Complainant.
A copy of the Investigative Report and the President’s decisions will be placed in a confidential file maintained by the Office of the President for a period of five years.

In addition to disciplinary outcomes the President may require further action including workshops and/or mediation for the employees/students in the learning or workplace environment affected by the complaint and/or investigation, changes to College practices/procedures that may be deemed to be discriminatory, or other proactive steps to ameliorate existing conditions.

5. Appeal

If the Complainant or Respondent feels that appropriate process was not followed or that this Policy was incorrectly applied he/she may appeal the decisions of the College President to the Chair of the GEC. The appeal must be submitted in writing within ten (10) days of the decision being received by the Complainant/Respondent and must provide specific grounds for the appeal, describing how the Policy was incorrectly applied and/or due process was not followed. The appeal will deal with appropriateness of process or disciplinary decisions and will not reconsider the
original complaint.

If the College President’s decision results in disciplinary action against a College employee, that employee shall have access to appropriate College appeal processes.

Training and Education

The College will ensure that Sexual Misconduct education and training, including prevention, responding to disclosures, bystander intervention and making effective referrals to local community-based response services, is provided to Campus Directors, Executive Directors, the College President, appointed Investigators and all potential first responders.

The College will initiate and maintain a program to ensure that members of the College community are made aware of this Policy, are educated on the scope of Sexual Misconduct and that information and materials regarding sexual health, safety and community-based resources are displayed and made readily available to members of the campus community.