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 ↗

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

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.

Statement of Student Rights

Vancouver International College’s Student Rights and Responsibilities

Students have the right to be treated fairly and respectfully by the college.

Students have the right to a student enrolment contract that includes the following information:

• Amount of tuition and any additional fee for your program

• Refund policy

• If your program includes practice education, the requirements to participate in the practice education and the geographic area where it will be provided

• Whether the program was approved by PTIRU or does not require approval.

Students need to ensure that they read the contract before signing. The college must provide students with a signed copy.

Students have the right to access the college’s dispute resolution process and to be protected against retaliation for making a complaint.

Students have the right to make a claim to PTIRU for a tuition refund if:

• The college ceased to hold a certificate before you completed an approved program

• They were misled about a significant aspect of their approved program.

Students must file the claim within one year of completing, being dismissed or withdrawing from their program.

For more information about PTIRU and how to be an informed student, go to: PTIRU Website

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 study online, in-class, or a combination of both, VIC has the study option to fit your needs.

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 teamwork capabilities through coursework and practicum and co-op placements in applicable fields. VIC graduates move on confidently to take 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, and the mentorship of accomplished educators from various fields of study and professional practice.

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 your choosing. You’ll make a difference in ways you haven’t yet imagined!

Warm Regards,
The VIC Team

Due to the complexity of class scheduling, all students must be aware that scheduling of all programs is at the discretion of VIC, this includes the appointment of Instructors.  

While the College will make every reasonable effort to consider individual student needs, students are expected to schedule their time to ensure full attendance.  No guarantee can be given that time changes will not be necessary during the course of study.  The College 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 enrollment, or to merge existing classes to warrant continuance. An Instructor change may also be made at any time. As a result of advisory committee recommendations or unforeseen circumstances, the program content is subject to change.

School is in session Monday to Friday inclusive.  Schedules are designed around four-week blocks. 

Classes in each four-week block may occur in the morning and/or the afternoon. Some programs may be scheduled for 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 person 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 weeks are made up during the course.  

Online and evening class hours will vary according to campus / instructor scheduling.  Schedules will be given during enrolment.  All listed 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 of two to four hours of homework may be assigned each day.

Professional development Days

Professional days for training and professional development occur annually involving all faculty and staff. On these days campuses will be closed and no classes scheduled. Student schedules and course content are adjusted to accommodate and to ensure that there is no impact on learning outcomes. Reminder notifications regrading closed campuses are sent to students

VIC maintains strict policies regarding attendance and punctuality in keeping with the objective of training students for entry into the work force.  In other words:  It is expected that school attendance is considered in the same way that an employee would act in the workplace, with punctuality and full attendance.

MINIMUM ATTENDANCE REQUIREMENTS: 

1. Minimum 70% attendance required in each course. 
2. Minimum 80% attendance required overall to be eligible for practice education, coop or program completion.
3. 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 the director excuses 

In the case of illness or unavoidable absence, the student must make all reasonable efforts to contact the school prior to class time by phoning the administrator/answering service and giving the instructor’s name and the name of the class.

If the student misses a class, they are responsible for completing any missed work on their own time and within assignment guidelines.  It is the student’s responsibility to maintain contact with the College (instructor) and classmates to obtain missed work and information.

If late, the student is required to check in with the front administrator before joining the class.

All late arrivals, early departures and absences are recorded by the instructor and become part of the student’s permanent record.

The total course hours attended is shown as a percentage on the student transcript (not calculated into any class grades).  Fifteen minutes missed in any hour constitutes one missed hour.

When a student is absent from the College for a period of three consecutive calendar days without notifying the College of the reason for the absence, the student will be considered as having been dismissed from the course and will have to re-sit the course as soon as practical and possible.  When a student is absent from the College for a period of ten consecutive calendar days without notifying the College of the reason for the absence, the student will be disenrolled from the program.

Any student who has excessive absenteeism for any course may receive a ZERO and will be incomplete for that course, and will have to successfully retake the course in order to receive the required credits. 

Absences may only be excused at the discretion of the Director but will still be considered as an absence.  If the absence is due to medical reasons, the student may be asked to provide a medical note. In certain circumstances typically related to a medical absence, any re-sit fees are waived. 

The student should call the campus and check for updates on the automated voicemail system.

Listen/Watch local Radio and Television broadcasts, typically VIC follows the same inclement weather policies as public post-graduate institutions. Decisions about campus schedules are almost always made in the early morning before the campus opens. This allows for the most current weather information to factor into the decision. This information is communicated immediately, generally before 7:30 a.m., using the methods above.

Students should be aware that a morning class being canceled does not always necessitate that afternoon, and/or evening classes will also be canceled, and so it is advised to follow up with the campus after 11 am to confirm the post morning plans. 

Any class cancellations are required to be made up with a lab which will ensure that students receive the number of hours necessary as stipulated by the regulatory authorities.   

Time away from any VIC program is regulated by several authorities, including (but not limited to):  Immigration, Refugees and Citizenship Canada (IRCC) and the Private Training Institutions Regulatory Unit (PTIRU). In some circumstances VIC may be required to notify the relevant authorities when the student is considered to have withdrawn due to non-attendance 

• When a student misses 20% of a course, they may be placed on a learning contract and may also be subject to failure of the course. If the absence is due to medical reasons, the student is required to provide a medical note explaining their absence, the student will not incur a re-sitting charge for any absence due to health concerns. (See also Attendance Policy).
• When a student is absent from the College for a period of three consecutive calendar days without notifying the College of the reason for the absence, the student will be considered as having withdrawn from the course and will have to re-sit the course as soon as practical and possible.  If the absence is due to medical reasons, the student is required to provide a medical note explaining their absence. The student will not incur a re-sitting charge for any absence due to health concerns (See also Attendance Policy).
• When a student misses’ school for more than ten consecutive days or has absenteeism exceeding 20% of the prescribed number of program hours, the student will be deemed withdrawn from the program. This involves some paperwork, but does not prevent the student from returning and completing their program at a later date.

Leave of Absence Policy and Procedure

Vancouver International College allows students to request a Leave of Absence for the following reasons:

• Maternity or parenting reasons
• Medical or health reasons
• Compassionate family health or care reasons
• Personal reasons, including jury duty, summoned to court (vacations will not be granted a leave of absence)

Note: an interview with the Director is required for approval of a Leave of Absence. Students who do not meet the current Language Proficiency Requirements or current admission requirements will not be granted a LOA until they are able to do so. 

A Leave of Absence can be requested for a maximum of three (3) months. All requests must be made as soon as reasonably possible and will require appropriate supporting documentation. Approved leaves will be noted on the student’s transcript, and students will not be charged tuition or materials fees during the leave period. However, certain conditions may apply based on student status, funding, and program-specific requirements.

Procedure for Requesting a Leave of Absence

1. Submit Leave Request:

• Students are required to submit to the campus director 4 weeks prior to Leave and must be approved prior to taking a leave. Any student who takes a leave without approval may be dismissed from the program. 

• The student must submit a Leave of Absence request to the Campus Director.
• The request must include appropriate documentation (e.g., physician forms, etc.) supporting the leave reason. Vacations will not be granted a Leave of Absence. 
• An interview with the Director is required before the leave is approved.
• Student must meet all current program requirements.

1. Documentation Requirements:
• Medical and health leaves must include forms from a licensed healthcare professional.
• Parental and compassionate leaves must include proof such as medical documentation.
• Students may be asked to provide additional documentation as deemed necessary.
2. Approval and Duration:
• Leaves will be granted for up to three (3) months.
• The Leave of Absence will be recorded on the student’s transcript.
• During the leave, no tuition fees or material fees will be charged.
• If approved, the student’s program end date will be revised, and the Student Enrollment Contract will be amended accordingly, a second contract if the total program duration now exceeds 52 weeks (including spring and winter breaks). 
• Students must demonstrate satisfactory standing before taking leave. Exceptions may be considered by the Campus Director.
3. Returning from Leave:
• A student who does not return after three (3) months of an approved Leave of Absence will be designated as “withdrawn” and will be subject to the Refund Policy.
4. International Students:
• International students should consult their Campus Director and International Advisor regarding the specific implications of a Leave of Absence on their visa status.
5. Withdrawal and Re-admission:
• If the student is deemed “withdrawn” due to exceeding the three (3) months Leave of Absence or other circumstances, re-admission will be considered on a case-by-case basis. If a student wants to re-enter, they must follow the re-entry application process. 
• The student must submit a re-entry application form to the Campus Director.
• Any student seeking re-entry must meet the colleges current program requirements as listed on the program outline. 
• The student will be responsible for all fees up to the date of withdrawal according to the Refund Policy.
• If readmitted, the student may not be able to resume their program from where they left off.

New Contract Requirements for Extended Leaves of Absence:

1. Contract Duration:
• Contracts at Vancouver International College cannot exceed 12 months or 52 weeks, including Leave of absence and other breaks (Winter and Spring).
2. Second Contract and Fee Adjustment:
• If a Leave of Absence does not result in the original program exceeding 52 weeks, the original contract will remain the same and the student will be required to sign a contract end date amendment (Student Activity Form). 
• If a Leave of Absence does result in the original program exceeding 52 weeks, the original contract will remain the same. Any weeks that exceed the original contract length will be indicated on a 2nd contract. 

For example, the original contract is 47 weeks, and the student is approved for a 10 week Leave of Absence. The second contract will be for 10 weeks, the student cannot sign contract 2 until they are 50% of the way through contract 1. All tuition and fees will remain on contract 1 unless the student is required to pay re-sit fees. These fees will be indicated on contract 2. 

• The student will be required to sign a second contract after reaching 50% of the way through the first contract.
• Students must meet the current enrolment requirements as per the program outline including but not limited to English Language proficiency and admission requirements. 

1. Completion of Program:
• The student will be responsible for completing the program as per the current program requirements.
• If the contract period exceeds 52 weeks, a second contract will be created to accommodate the student’s schedule.

Note: Students should review their individual circumstances with the Campus Director, International Advisor, and/or Financial Administrator to ensure they fully understand the terms and implications of taking a Leave of Absence.

Re-sit fees may be applied when courses are missed due to (but not limited to) absenteeism and/or academic fail.

The following fees may apply when the course is next scheduled:

A student in any VIC program may be placed on a Learning Contract for the following reasons:

• Academic 
• Attendance
• Behavior
• Other (at the discretion of the Instructor or program Coordinator and College Director)

Process:

• Once an issue is identified, the student is to meet with the program coordinator or Instructor and Director (if needed).
• The student is encouraged to add comments as necessary.
• All parties must sign the contract.
• Copies are retained by the student and the College, with a copy placed in the student file.

Academic writing requires an approach that is focused and well structured and that allows the author to convey their ideas in a clear and precise manner. Postgraduate institutions adhere to a formal citation style that provides the rules for formatting and how other people’s work that the author is referencing must be shown.

VIC utilizes the American Psychological Association (APA) format. APA requires that essays be typed and double-spaced on standard-sized paper with 1″ margins on all sides.  A 12 pt. Times New Roman font is preferred. American spelling is used as a default, where a Canadian spelling is not evident. 

The APA 7th edition can be found here https://owl.purdue.edu/owl/research_and_citation/apa_style/apa_formatting_and_style_guide/apa_changes_7th_edition.html

Academic dishonesty is something that the college takes very seriously and can lead to significant sanctions including dismissal from the program.  

Cheating: This is a form of dishonesty that typically involves using a hidden source to secure information to attain an academic credit. This can involve everything from accessing concealed notes during test-taking, through to having another person provide the answers. If in this instance the other person is providing this information knowingly then both parties are considered to have cheated. Other examples of cheating include:

• Undisclosed assistance in writing a paper
• Secreted use of a calculator during an exam
• Copying someone else’s paper 
• Copying test answers from the internet or another person

Deception: This relates strongly to ethics and questions of integrity and typically involves intentionally providing misinformation, falsehoods, or concealing relevant information for academic benefit. Examples include making false claims about technical difficulties, illness, or submitted but lost work. Fabricating information such as statistics or quotations is another form of deception, as is the lack of contribution to group work, which is not disclosed.

Plagiarism: This is a form of intellectual theft and something that is investigated closely in academia. Plagiarism concerns using someone else’s published or shared words or ideas without citing them, thereby implying that the student, themselves, originated the idea and/or composed the written passage. Common examples of this are when a student will take a paragraph and make light alterations to avoid having to cite the source or will simply copy and paste another’s work without following any of the appropriate (APA) citation ruling. 

Using only other people’s (another author or colleagues) ideas in a paper, i.e., not contributing any of the student’s thoughts, is also a form of plagiarism, as is submitting a paper that is a result of collaboration without properly acknowledging all contributors. Using AI software such as Chatbots etc. to generate words if not appropriately cited is plagiarism.

AI Usage: AI tools can be used for brainstorming, research assistance, and learning support, but only where explicitly permitted by the instructor or stated in the course outline. Students must not share personal information with any AI platform. It is strictly prohibited to input VIC proprietary information into any AI, third-party platform, or search engine. All content generated by AI must be disclosed to the instructor and cited properly according to the college’s APA guidelines. Students are responsible for verifying the references provided by AI. Submitting AI-generated work as one’s own is considered plagiarism

A student should always check with their instructor if they are unsure about what constitutes Academic dishonesty. The onus of understanding and adhering to the principles of Academic integrity rests with the student.

Vancouver International College uses plagiarism and AI identification checkers for all work submitted for grading. If there are concerns pertaining to academic dishonesty, a student may be asked to provide an original draft/working paper of their submitted work, and/or be asked to defend and demonstrate their knowledge of the subject matter that formed the content of the submitted work

Program refers to the entire length and content reflected by the name that will be recorded on the diploma.

Courses are distinct subject matters of study defined by a set number of hours that in combination build a program.

Modules are single components that form part of a course. 

Classes refer to the elements of the teaching environment such as room, number of students, hours.

Practice Education  is a course for the practical application of theory. It allows the student to gain in-field experience and enables the college to determine how the student will apply the taught skills in a work environment.

Co-ops are paid (by the host employer) practicums. 

Learning Contract: Is written by either an instructor or the Campus Director. It is not punitive and is meant as a means to address any areas of concern, and to avoid escalation. The plan makes clear the particular matter/s to be dealt with and includes recommendations for addressing. The plan also advises of the consequences if the concerns are not addressed.

Probation: Is written by the Campus Director using a Student Activity Notification Form (SAN) as an advisement that the student’s continuation in the program has become tenuous with immediate attention required. Conditions are placed that need to be met by the student during the period of probation. 

Dismissal: The student has been withdrawn from the program by the College. Documentation is provided to the student in the form of a Student Activity Notification form (SAN) that outlines reasons for dismissal. The student will be provided with re-entry options and processes.

Withdrawal: The student has elected to resign from the program and will provide to the college in writing that they are withdrawing from the program. The college will prepare withdrawal paperwork by use of a Student Activity Notification form, a copy will be provided to the student.

Leave of Absence: Is a suspension of study, available for up to 3 months for special circumstances. Refer to LEAVE OF ABSENCE POLICY for details.

VIC is committed to the principles of Inclusivity, ensuring that differences are recognized within all teaching and without defaulting to any form of stereotyping. This is addressed through policies, and by requiring Instructor education that challenges personal assumptions and brings to the fore an awareness of the values of inclusivity that will underpin their choices, comments, and behaviors while teaching. It is also considered in curriculum design and course content. While many programs have courses that specifically address inclusion, it is important that this teaching is not isolated, and that these values are reflected throughout the program.

VIC provides access for all employees to complete programs that are specific to Indigenous, Cultural, and 2SLGTBQIA+ awareness and sensitivity training, and incorporates the teaching of inclusivity in the instructor onboarding and orientation process. 

While all curriculum content has a robust review process to ensure its relevance to the current technology, social, political, economic and industry factors that impact the career in which the program was designed to address, VIC also has a curriculum review process that checks the content for the principles of inclusivity. The Human Services Curriculum for Inclusivity Review Committee (HSCIRC) comprising of independent members with strong community involvement and academic experience and credentials are drawn from across Canada and are called upon to read all major syllabus updates and changes prior to the new content being introduced. This process provides the necessary step to ensure that inclusivity is integrated throughout all teachings. HSCRIC members have resumes that reflect an academic understanding of the importance of inclusivity in postgraduate education and have extensive experience in working with diverse communities.

VIC aims to foster an inclusive and accessible learning environment by reducing barriers for all students, including those with disclosed disabilities through the use of “Learning Accommodations”.

Such accommodations refer to an adaptation or alteration of the teaching environment, materials, or means for assessment for the purpose of providing a student with a disclosed physical or intellectual disability an alternative method for meeting the essential requirements of the program. Learning accommodations are made to reduce any barriers that prevent the student’s ability to engage in the program but does not modify the required learning outcomes nor lower the standards of evaluation.

A student who is seeking an accommodation has an obligation to be proactive and make the request prior to the commencement of the program so that the college can work in collaboration with the student to determine if/how reasonable accommodations can be made. Reasonableness is determined by modifications to be taken by the college that will enable academic standards to be maintained and for regulatory and legal obligations to be met, without causing undue hardships. 

In making the request for accommodation, the student is required to provide documentation, such as a Psycho-Educational Assessment, Psycho Vocational Assessment or Permanent Disability Program’s Application.  This documentation needs to be written by an appropriate medical professional i.e., medical doctor, specialist, psychologist, psychiatrist, rehabilitation specialist, with the qualification to diagnose and assess the student’s disability. The documentation must include the following: 

• Nature of the disability
• Detailed explanation of the functional impacts of the disability or medical condition (in an academic environment)
• Expected duration, stability, or progression.
• Devices or services used to minimize impact.
• Relevant treatment / medication information

The college will work with the student and a plan will be put in place with reasonable accommodations. It is important to note that accommodations will be different in every situation. This means that where an accommodation is requested, the institution has an obligation to conduct an individualized analysis, where it looks at the specific limitations and restrictions of the particular student, and then determines whether those can be accommodated. 

Accommodations are based on documented individual needs.  

• Allows most integrated experience possible.
• Reasonable accommodations do not compromise essential requirements of a course or program.  
• Does not pose a threat to personal or public safety.
• Accommodations do not impose an undue hardship or administrative burden.  
• Accommodations are not of a personal nature.  

VIC has a number of delivery options that are available for certain programs. It is important to note that diverse options for delivery are specific to programs, and locations (full details are available through the Marketer/Advisor or Campus Director). 

Students are not permitted to electronically record (visual or oral) any instructor during any teaching that is conducted in-person (live) in classroom, lab, or practice education site without explicit, in writing, consent. Distribution or sharing of approved recordings are not permitted. All teaching content remains the property of Vancouver International College.

VIC uses the following terms to explain how programs are delivered:

In-class Delivery. Students and Instructor are present in a physical classroom on Campus. 100% of coursework instruction is delivered in a classroom, where instructors share the same physical space as students.

Distance Delivery. Students and Instructor join the class via TEAMS  from various home locations. 100% of coursework instruction, excluding work experience hours, if applicable, is delivered online. 

Synchronous Distance Delivery. Has established start and end times where real time classes require students and Instructor to be present via camera. 

Asynchronous Distance Delivery. Course start and end times are given; however, students study and class times are self managed, there is no on-camera requirement (other than for exam writing).

Combined Delivery. The program is delivered through any combination of the above. Hours of coursework instruction provided through a combination of in-class and distance delivery. Program may include a work experience component.

In class vs Distance. If a class has been deemed “In-class” only, this is a reflection of the needs of the curriculum, which has prescribed in-class as the delivery format that will best meet the learning objectives. The instructor and teaching tools for these classes are structured to meet the needs that are specific to in-class teaching. 

Out of respect and consideration for their instructor and classmates, the student is expected to adhere to some basic classroom etiquette. 

1. Camera must be on. The computer camera must be on at all times and positioned so the instructor can see the student. The instructor may ask students to mute their microphones if there are distracting noises in the background.

Participation is crucial to success and must last for the entire class time, including assigned break-out rooms. The instructor must be informed if the student has to leave class. Students who “disappear” for more than a few minutes during virtual class time may be marked absent.

1. Appropriate Presentation: for onscreen presence, the student must be dressed in the same manner as is required for in- class (example: no low cut or revealing tops or tops with offensive or obscene printed graphics). 

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 helps us to ensure privacy and accurate attendance of our meetings or classes.

1. Background: Background must be appropriate and does not have any vulgar or offensive images or writing. Background should not be changed during class time, as it can be distracting. If instructor asks to blur or omit background, please do so.

1. Activities: The synchronous class is a regular class conducted virtually: the students are in front of the screen participating in the class. No other activities that are not part of the class will be permitted. Actions which are not permitted in an in-class physical classroom, such as smoking or vaping, and consuming of alcohol are also unacceptable during a class that is being conducted remotely.

1. Guests: The student in a synchronous class is to ensure that no other person is to enter “the classroom” during class. Conversations held with another off-screen, during class is also unacceptable behavior.

1. Distraction: Speaking on the telephone, eating, texting, playing music or any other activity that demonstrates that the student is not completely engaged in the class is not acceptable.

1. Environment: The student is required to be set up with a table with a chair, with the computer and keyboard on a tabletop surface, and the student in an upright position. Being on or in a bed or any other recliner (hammock, sunbed, etc.) or attending class while driving or shopping – is not appropriate. The student is also reminded that what appears on camera enters the learning space of others. The student is expected to be considerate of others by being mindful of any images, pictures, or background within their camera range. 

1. Recording: The student is not permitted to take screenshots or record the class or anyone attending the class without explicit prior approval. Posting screenshots, photos, videos, or other IPGC activities on any social media is prohibited.

1. Language: The student must speak English during class break-out rooms and discussions. Vulgar language, including swearing, name-calling, discussion about personal sexual matters, shouting/yelling at others is prohibited. When communicating in a chat box or

Workspace: Setting up a regular workspace will help the student to stay organized. Knowing exactly where important dates, rubrics, forms, books, and assignments live are important for keeping track. When setting up the study space, it is important that:

• There is a high-speed internet connection.
• That the required books, materials, and software for the course are available. 
• That headphones for listening to lectures or discussions (especially important in shared spaces) are being used.
• That microphones for communicating in the class are being used and that both headphones and microphone are in consistent working order.

Regardless of where the work area is located it is important that cell phones are turned off, and personal email/social media are not active on screen. Students are encouraged to communicate with their instructor during the program, particularly if on occasion they find they might be struggling with time management or have concerns regarding meeting deadlines, it is always better to be proactive. 

Build relationships: Online classes may sometimes feel isolating, and so it is important that students make an effort to connect with each other. Most online courses are built around the concept of collaboration, where instructors actively encourage students to work together to complete assignments and discuss lessons. The student is encouraged to get to know their classmates during the synchronous sessions, share contact information and create study groups. Outside of structured sessions, most students find excellent value in developing study and discussion groups. Peer support is a vital part of being successful in online learning. 

Further Reading:

How students can make the most of online learning

Houx, L., & Spicer, A. (2022). How students can make the most of online learning. 

Financial Times. https://www.ft.com/content/87077445-6a1c-4283-bc81-8077af211a12.

To minimize incidents of academic dishonesty, Vancouver International College adheres to the following distance learning exams requirements.

Synchronous Exam Sessions:

• Authenticating the identity of the test taker. The student must always have their camera on. The instructor may ask for students to show, using the camera, their workspace prior to exam. At any point if the student turns their camera off, they will be marked as a zero for the exam.
• Some programs may require students to download the test taking program (refer to Bring Your Own Device (BYOD) form). 
• Preventing unauthorized collaboration with other students, friends, or paid helpers. Headphones are not permitted during an exam; student must have their microphone on cannot be on mute. This is to ensure that there is no other person in the room or on the headphones providing answers. 
• Students are not permitted to use unauthorized materials, such as a textbook, notes, or the internet, unless approved on the course outline.  
• Exams have a scheduled start and end time. 

Refer to the Bring Your Own Device (BYOD) document that was signed during the enrollment process for further details regarding webcam and computer requirements. 

Asynchronous Exam Sessions: 

• Students in asynchronous programs are required to download the test taking program (refer to BYOD form). 
• Authenticating the identity of the test taker. Identification of test taker must be confirmed prior to starting the exam.
• Students will be provided with a password to access exam. 
• Exams have a scheduled start and end time.
• Students are not permitted to use unauthorized materials, such as a textbook, notes, or the internet, unless approved on the course outline. The Test taking program, once the exam starts, will lock down the browser, students will be unable to access notes or the internet.  

1. Exam Environment

• Exams will be displayed full-screen, student must have webcam on, and students cannot minimize or exit the exam until it is submitted.
• Features such as the browser menu, toolbar options (except Back, Forward, Refresh, and Stop), copying/pasting, printing, and screen capturing will be disabled.
• Right-click, function keys, keyboard shortcuts, and task switching will be disabled.

1. Prohibited Actions

• Students are prohibited from accessing other applications, messaging tools, screen-sharing software, virtual machines, or remote desktops during the exam.
• No external devices such as phones or additional computers are allowed within student view or reach.
• Books, papers, and other external resources are not allowed in the workspace unless explicitly permitted by the instructor.
• No headphones or earpieces are permitted unless required (specified) by the exam
• No other persons are permitted to be present during exam taking

Procedures 

Students are required to:

1. Before the Exam:

• Download and install Respondus LockDown Browser using the provided institutional link.
• Review the Student Quick Start Guide for detailed instructions on how to use the LockDown Browser.
• Select a quiet, distraction-free location to take the exam.
• Ensure all external devices are turned off and removed from the testing area.
• Confirm they have allotted sufficient time to complete the exam in one sitting, as they will not be able to pause or exit the exam once it begins. 

1. During the Exam:

• Launch LockDown Browser to access the exam.
• Remain seated at their workstation for the entire duration of the exam.
• Follow the time limits and exam rules set by the instructor.
• The exam must be submitted for grading before exiting the browser.

1. Technical Support:

• If technical issues are encountered with LockDown Browser, contact the campus who will provide technical support immediately.

Consequences for Non-Compliance:

Failure to comply with the requirements for using LockDown Browser, including attempts to bypass the system or use unauthorized materials, may result in disciplinary actions as outlined in the student handbook policies. 

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. Students must use English inside the classroom and is recommended to speak English in the common areas. This English Only Policy applies to VIC, SSLC and affiliated classrooms and campuses. Having students from around the world speaking English on campus helps everyone to be able to communicate together and is a great way to make new friends from other countries.

The English Only Policy was designed to help students get the most out of their study experience in Canada. We expect all students and staff to follow and respect this policy.

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 you must step outside the campus.

1. MENTAL HEALTH AND WELLNESS:

VIC offers a free fully confidential Counselling Service available to all students. 

Canada or Worldwide:

• Anti-Racism Resources – Canada

A site committed to helping people open their minds, exploring the diversity of language, culture, and lived experiences within Canada.

• Wellness Together Canada

Access a free mental health online assessment, e-mental health resources, or individual counselling from anywhere in the world.

• Canadian Mental Health Association

Understand what the coronavirus is, including signs of infection, prevention recommendations, and the current risk to Canadians.

• Anxiety Canada

Consider specific steps to take if you’re anxious or worried about the COVID-19 situation.

• Mental Health Commission of Canada

Check out the COVID-19 Self-care & Resilience Guide and build self-care into your routine to improve resilience and prevent burnout.

• World Health Organization

See ways you can support the mental and psychological wellbeing of others.

British Columbia (BC):

• Here to Help

Browse strategies to help you take care of your mental health

• HealthlinkBC

Call 811 to speak with a registered nurse, or access online resources for health-related questions.

• Crisis Centre BC

If you or someone you know is feeling hopeless or at risk of harm, call or chat online with a crisis responder at any time.

• MindhealthBC

Take a quick online assessment of your mental health and get resources for a variety of related concerns.

• Foundry BC

Find ways to take care of yourself when you’re feeling anxious about the news and updates around the outbreak.

• BC Virtual mental health supports Access new and existing virtual mental health supports provided by the BC government
  

Here2talk: resources and professional counsellors can help you address common concerns such as:

• Tensions with family members, friends, or instructors
• Feelings of isolation, loneliness, or depression
• General stress and anxiety
• Frustration or uncertainty related to studies or post-grad plans
• Creating balance between personal and academic priorities
• Building better communication and time management skills
• Adapting to a new campus culture, learning style or city

Connect with a counsellor today; no appointment is needed. All calls, chats, and conversations are strictly confidential.

Program content and sensitive topics

Some program topics and/or content may cover highly sensitive materials and may be triggering for some individuals. We encourage all students to reach out for support from trusted people. Please contact the Vancouver International College instructor for any help needed.

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.

While academic credits are awarded to the practice education component of the program, the student is expected to approach this part of their program as they would as an employee, adhering to the expectations established by the practice education work site. It should be noted monetary remuneration is provided by the Host Employer for Cooperative Placements only. All international students enrolled in any program that has practice education must have the appropriate permits.  The student must be in possession of these permits for the placement process to begin. 

Punctuality, appropriate attire, and professionalism are expected of practice education   participants.

Required hours as stated on the program outline must be completed.  Hours may be shifts according to availability and host facility/agency’s requirements.

Students may be required to attend on stat holidays or professional development days.

If hours are missed, the College will schedule additional hours when placement is available.  Hours to be made up because of absenteeism may be at the student’s expense.

All requirements as per the program outline and at the host facility/agency’s request must be met prior to placement. Students are responsible for their own daycare and transportation.

Practice education sites are subject to availability, and while every effort is made to minimize commute time, out of area placement may be required.

Full details that address placement expectations will be provided to the student (cooperative placements/practicum policies and/or handbooks) prior to placement.

A student will not be assigned or re-assigned to a placement site if:

• The student declines or refuses reasonable opportunities made available to them.
• The student is released from an assignment by the host site for just cause; or
• The student terminates their practice education   without prior authorization from the Director.
• Any activity that is deemed to endanger client safety. Further details follow:

• The College considers it -a very serious matter if, at any time, a student places a client in physical or emotional risk of harm.
• Physical Risk of Harm: any action or inaction on the part of the student which may threaten a client’s physical well-being.  Behavior may include those which endanger the physical safety of the client, interfere with essential care, failure to carry out required care, failure to behave in a responsible or accountable manner.
• Emotional Risk of Harm: any action or inaction on the part of the student which threatens a client’s emotional well-being.  Behavior may include interpersonal communications which belittle or demean the client or practices which disregard a client’s dignity.
• If, at any time, a safety error occurs during a practice education experience, this is documented by the instructor and reviewed with the student.  If the safety error results in injury to the student or others, then a facility incident report must also be completed. Copies of all such reports are placed on the student file.
• In situations where a student is behaving in a way that places a client in jeopardy, the instructor will create a learning contract and a conference will be held with the student to review appropriate behavior, and guidelines will be given for successful completion of the placement.  If there is a continuance of negative and/or unsafe behavior, this may result in a student being immediately required to leave the site and a grade of “Unsatisfactory” will be assigned.
• Where there is clear evidence that the student is not abiding by College and/or program policies, at the direction of the instructor/host site supervisor, a student may be asked to leave the site immediately until a further educational decision (i.e., learning contract creation) can be made to address this situation.  Reasons for immediate removal from the clinical setting include (but not limited to):
• Arriving at the site smelling of alcohol and/or acting as though intoxicated and/or incapacitated by consumption of prescription or illicit drugs.
• Stealing from clients/staff
• Destroying, defacing or otherwise knowingly damaging property
• Acting in a threatening manner
• Harassing clients, students, instructors or staff at the site
• Demonstrating a disregard for safety policies
• Not implementing standard safety principles in accordance with lifts and transfer protocols (and, as a result, endangering client safety}
• Operating a mechanical lift without supervision
• Providing eating / feeding assistance, without supervision, to a client who is at risk of choking. 

All practice education   is further subject to the rules and conditions outlined in the handbooks which are given and reviewed by the Instructor or Practicum Coordinator prior to placement.

Students are encouraged to attend the Cooperative Placement Information Session to be properly informed of the cooperative placement procedures.  These information sessions are held on an as needed basis in each campus where there are international student enrolments.

Cooperative Placement Timeline Summary

3 months prior to the start of the cooperative placement, the Practicum and/or Cooperative Coordinator (CC) will:

• Meet with the student  to assess the student’s suitability for specific types of roles within the industry related to their program of study and orient them to the placement process.
• Ensure coop Prerequisites are met.
• Ensure that all required cooperative placement documents are in the student file and current.
• Conduct  the placement search and arrange all interviews between the host and the student. Monitor the Coop placement and attend immediately to any student or host-initiated concern.

The Coop student is required to:

• Ensure that all pre-Coop documentation including Student and Work permit, Social Insurance Number(1), Medical insurance, Resume, Cover letter etc.  is made available for their file,
• attend all interviews in preparation, including those arranged with potential hosts,
• ensure that they arrive at potential host interviews dressed appropriately and punctually,
• once a placement is secured, adhere to all Practice education   Policies as contained in this handbook.

(1) it should be noted that Vancouver International College is not responsible for helping the student renew out of date permits.  The student must speak directly with their Agent or Immigration Consultant.

VIC maintains a close watch on the needs of the business community through established Program Advisory Committees (PACs). Their function is to make sure that VIC programs keep pace with the requirements of the industry.  The committees are consulted regularly to help develop and keep curriculum current.  The members for each PAC represent the employers, leading policy makers, and recognized authorities from the relevant industry, as well as VIC subject matter experts and representatives of the current student body, and past graduates.

Placement assistance is available to every graduate of VIC on an on-going basis.  

PLEASE NOTE: THE COLLEGE IS NOT PERMITTED BY LAW TO GUARANTEE A JOB TO ANY STUDENT AS A RESULT OF TAKING A PROGRAM OR COURSE.

The College does endeavor to establish contacts with prospective employers for graduate students.  Graduates are also expected to aggressively pursue employment opportunities on their own, and to notify the school of the results of interviews.

The College encourages students to keep in touch after graduation.  All employment opportunities which are posted with the College, are available to all graduates.

Academic references will be given only by the Campus Director; with student approval, practice education summaries may be provided at the request of a potential employer. 

Grading Policy

Final grades are compiled at the end of each course, they are a combination of assessments taken (interim/final), projects/assignments completed, presentations completed, participation in class activities, and evaluations of appropriate equipment competencies.  

Final grades are posted one week following course completion in the My Sprott Shaw portal. All courses require a final grade of 60% to achieve a pass. Graduation requires successful completion of all courses. 

Any academic concerns will be addressed with the student through written documentation such as a learning contract. 

An overall average of 70% or better is required to be eligible for graduation in a registered Diploma or Certificate program, unless otherwise noted on the program outline. If a final overall average is less than 70%, the student may have to re-sit a maximum of two courses.

Note:  Wherein there is a discrepancy with the grading policy between the Course Outline and Student Handbook, the Course Outline will take precedent.

Final grades are compiled at the end of each course, they are a combination of assessments taken (interim/final), projects/assignments completed, presentations completed, participation in class activities, and evaluations of appropriate equipment competencies.  

Final grades are posted one week following course completion in the My Sprott Shaw portal. All courses require a final grade of 60% to achieve a pass. Graduation requires successful completion of all courses. 

Any academic concerns will be addressed with the student through written documentation such as a learning contract. 

An overall average of 70% or better is required to be eligible for graduation in a registered Diploma or Certificate program, unless otherwise noted on the program outline. If a final overall average is less than 70%, the student may have to re-sit a maximum of two courses.

Note:  Wherein there is a discrepancy with the grading policy between the Course Outline and Student Handbook, the Course Outline will take precedent.

The minimum acceptable mark on any work is 60%. A passing grade of 60% or more is considered to be a final mark.  Refer to the programs with Exceptions in grading policies. 

Should a student achieve less than 60% on any course work/evaluation listed in the evaluation section on the course outline, the student may be granted a rewrite within 5 days of the course completion. The maximum achievable mark on the second attempt will be 60%.  

Course re-write provisions are in the “procedures” section of the course outline. Students arriving late or who are absent from class cannot receive that day’s lesson quiz (overall pass for the component on the course outline evaluation section may be affected and subsequent retaking of the course will be required).

No rewrites are permissible for quizzes or group projects (overall pass for component on the course outline evaluation section may be affected and subsequent retaking of the course will be required). 

Tracking of rewrites is the responsibility of the instructor, program coordinator or campus director.

A student who does not attend a scheduled assessment due to illness will be permitted to write an alternative and similar assessment providing that:

• the student calls two hours prior to assessment to advise the campus and; 
• a Doctor’s note is submitted. 

A student who does not appear (no contact or Doctor’s note) for a scheduled assessment will receive a “0” as the grade for the assessment.  They may be offered to write an alternate and similar assessment at the discretion of the College Director subject to the re-write procedures of the course. Students who do not successfully complete this component of the course will need to retake the course.

(Please note some courses do not permit rewrites as per the course outline).

A student may only re-take a course that they failed once (please note in extraordinary circumstances a Director may approve a second retake following a written appeal) 

• The student must rewrite within 1 week of the course completion, they will be provided with a review/remediation prior to the rewrite. Students cannot attend a practice education unless they have attained an overall grade of 70%. 

A student may only re-take a course that they failed once and a maximum of two courses throughout their program (appeals to the college director may be made in writing for unusual circumstances).

Students who do not complete, rewrite, redo projects or upgrade required components within the required time may be asked to re-sit the course and pay any applicable charges as outlined in VIC’s Student Handbook.

Different types of academic assessments are used throughout a program, typically these take the form of quizzes, projects, presentations and examinations.

Quizzes. Typically, used by the instructor to gauge how well the material taught so far has been understood. Quizzes focus on the detail related to a specific subject matter; in most cases the results do not impact final grades.

Project.  Comprehensive assignments that require students to apply their knowledge and skills to create a written or digital work connected to the course material. These assignments encourage critical thinking, creativity, and problem-solving, often involving research and collaboration. Projects typically contribute significantly to the final grade and provide an opportunity for students to demonstrate their understanding in a practical context.

Presentation. Involves students preparing and delivering a structured talk on a specific topic related to the course. This assessment helps develop communication skills, confidence, and the ability to convey information clearly and effectively. Presentations may be individual or group-based and often include visual aids to enhance understanding. They are usually graded on content, delivery, and engagement with the audience.

Exams. For the purpose of final assessment, and the results will typically contribute to the greatest percentage of the grade received

All assessments at VIC are closed book. This is indicated in the course outlines given at the beginning of every course.  

Assessments may be anywhere from one – four hours.  The time limit is given by the invigilator at the beginning of the assessment.  If less than the total classroom hours scheduled for that day, other work will be assigned in order to complete the required hours.

Computerized translators cannot be used for assessments, quizzes, tests, or midterms in any course or program.  They are only permitted during regular classroom activities.

Up to 30% may be deducted for late assignments or assessments (note increments on all Course Outlines)—implemented only with the Program Coordinator or College Director approval. 

Unless stipulated on individual course outlines, late penalties may be applied to projects/assignments as follows: 10% deduction per day. Projects/Assignments which are not handed in by the 5th late day, may receive a 0% (if not rewritten, the overall pass for the component on the course outline evaluation section may be affected and subsequent retaking of the course will be required).

Appeals for extensions of time limits must be made in writing to the instructor and approved in writing prior to the evaluation.  Reasons for requests must be significant and may require an attachment of supporting documentation.

Students who do not rewrite, redo projects or upgrade a required component within the required time period may be asked to re-sit the course and pay any applicable charges as outlined in VIC’s Student Handbook.

This policy outlines the governing procedures for student appeals of individual marks and final grades.  If appealing a final grade, a student may focus on one or more individual assignments or assessments that they believe was not properly assessed.  Students have the right to appeal final grades when they believe the stated evaluation criteria for the course have not been properly or consistently applied; evaluation criteria were unclear or were not specified; the grade was assigned on a basis other than evaluation of the student’s required coursework, or the final grade was miscalculated.  All parties to an appeal have the right to a timely, fair and equitable process for resolving concerns over grades.

A concern with a grade should be resolved informally with the instructor where possible, and otherwise at the earliest possible step in the Grade Appeal Policy.  A mark or final grade may be raised, lowered or remain the same as the result of the appeal.  Students have the right to continue their studies while a grade appeal is in process, except where the student’s continued participation in a course or program would impede the learning or safety of the student or other parties.  A student who continues in any course or program that required prior completion of the course under review will be required to withdraw from the course or program should the grade appeal be unsuccessful.

The Grade Appeals Process

The student is given the opportunity to resolve a concern regarding the marking/grading of any course work or assessment returned by the instructor or any posted final grade through an informal resolution process with the instructor.   A student may also appeal the grades, for the previous four-week period with the instructor(s). Grades are compared first to the attendance/marking sheet to eliminate input error.  If successful, the instructor will change the mark/final grade on the attendance/marking sheet in order to properly calculate the final grade.  

If the student is dissatisfied with the results of the informal resolution, the student may then follow the steps outlined in the Dispute Resolution Policy, beginning with a written statement to the Campus Director regarding the nature of the appeal, an appropriate rational for the appeal, a summary of events that resulted in the appeal as well as the reasons why the mark/grade should be changed.  As part of the Director’s investigation, they may have a senior Instructor for the course/program review all submitted course work and assessments in order to provide a fair and impartial decision.

Letter grades are also used to calculate the student’s GPA (Grade Point Average)  

Letter grade equivalents are:

Each graduating student will receive one official original final transcript, two official duplicate transcripts and one official original diploma upon successful completion of their program. 

There will be a fee of $10 for every additional official duplicate transcript and $15 for every additional official duplicate diploma issued to a graduate.

Hard copies of student records are kept for 7 years, and electronic copies of transcripts, contracts and diplomas are kept for 25 years.  Copies are also given to an external vendor 30 days after graduation who also keeps them for 25 years (in compliance with the Private Training Institutions Regulatory UnitPTA bylaw requirements).

By Summer 2025 the Colleges’ online student portal will be available 24/7 at mysprottshaw.com with links to everything needed up to and post-graduation: Including:

• Program Outline 
• Schedule
• Marks
• Transcript 
• Attendance 
• Payment Plan 
• Account Summary
• Contact information
• Tax Forms

It is recommended that students visit www.mysprottshaw.com before starting at VIC to orient themselves to all the various tools and features available. A digital copy of the student handbook along with links to health, housing and transportation can be found on the website.

To remain in good standing, a student must maintain satisfactory progress during the length of the program of study.  

The criteria for satisfactory progress are as follows:

• Progress through a program is measured by successful completion of a series of course hours within each course.  (See Attendance Policies)
• Students must maintain a grade average of 70% to proceed to practicum or coop placement (or as noted on program and/or course outlines).
• 75% of all courses attempted must be complete (in addition to confirmed arrangements complete the remaining ones).
• Code of Conduct is within the professional expectations of the College (review reasons for dismissal).

If satisfactory progress is not maintained, the student is given a documented warning (learning contract is considered a documented warning).  If satisfactory progress is still not maintained, the student may be placed on probation for the remainder of the time in the program of studies in order to monitor the student’s progress more closely.  The Student Activity Notification identifying the probationary status is completed and a copy given to the student.  If improvement is not shown, the College may reassess suitability, and/or dismiss the student.  

Conditions of Probation are as follows:

• All scheduled classes must be attended.  Missing one day of classes without backup documentation is cause for dismissal.
• All courses showing incomplete must be completed.  (deadline dates to be determined by the college Director).

• Code of Conduct expectations as outlined on the Student Activity Notification or Learning Contract must be met.

Vancouver International College is committed to providing an environment where all are treated with dignity, respect and in a fair manner. Everyone has the right to an atmosphere that is free from bullying, harassment and discrimination.

Bullying and harassment and/or discrimination in any Vancouver International College place of business, teaching, or learning will not be tolerated.  All incidents of bullying and harassment and/or discrimination must be reported and will be taken seriously regardless of who the offender may be. Students or employees at VIC who engage in such behavior will be subject to discipline or corrective action.

Definitions

“Discrimination” means discrimination based on a person’s sex, race, color, ancestry, place of origin, political belief, religion, marital status, family status, physical or mental disability, sexual orientation, age, or criminal conviction which is unrelated to the person’s employment.  Discrimination includes sexual harassment, as defined in this handbook. 

“Bullying and Harassment” includes any inappropriate conduct or comment by a person towards another person that the person knew or reasonably ought to have known would cause that individual to be humiliated or intimidated, but excludes any reasonable action taken by a supervisor relating to the student.

Examples of bullying and harassment include, but are not limited to, such things as:

• words, gestures, actions or practical jokes, the natural consequence of which is to humiliate, ridicule, insult or degrade.
• threats or intimidation.
• cyber bullying
• physical assault; or
• persistent rudeness, taunting, malicious gossip, patronizing behavior, vandalizing belongings or other conduct which adversely affects learning environment.

Application of Policy. This policy applies to all students of VIC.

Responsibilities of all Students. All students of VIC must: 

• not engage in the bullying and harassment of, or discrimination against other students. 
• report using the below procedures if bullying, harassment and/or discrimination is observed or experienced; and 
• apply and comply with this policy. 

Complaint/Report and Investigation Procedures

Informal Resolution

1. A student of VIC who feels that they have been subject to, or who has observed, bullying and harassment and/or discrimination in the college (the “complainant”) is encouraged to begin by approaching the respondent, informing the respondent of their discomfort with the behavior, and asking the respondent to stop.  While this is often the simplest and most effective way to end the bullying and harassment and/or discrimination, the complainant is not obligated to confront the respondent.
2. If the complainant does not wish to confront the respondent, the complainant may choose to report the bullying and harassment and/or discrimination to their Instructor  or College Director and request that the Instructor and/or College Director deal with it informally. 
3. If the bullying and harassment and/or discrimination does not stop, or if the complainant does not feel comfortable approaching the respondent directly, the complainant may proceed to file a formal complaint or report.

Formal Complaint or Report

1. A student who feels that they have been subject to, or have observed, bullying and harassment and/or discrimination in the College, may file a formal complaint and report their concerns.  A formal complaint must be made in writing as soon as possible, and should include the following:
1. the name of the complainant.
2. the name of the alleged offender (s); and
3. details of the incident(s), including dates, places, names of individuals involved or witnessing the incident(s), and any other relevant information.  
2. A formal report of bullying and harassment and/or discrimination may be made 

to the complainant’s Instructor or College Director unless it is not appropriate to do so (for example, where the Instructor or College Director is the subject of the complaint).  The Instructor or College Director that receives the complaint is required to promptly report the concern to the Director, Compliance & Regulatory Affairs, so that an investigation can be commenced.

1. In circumstances where the complainant feels it is inappropriate to make a complaint to their Instructor or College Director, they may make their complaint directly to the Director, Compliance and Regulatory Affairs who will initiate an investigation.
2. All complaints and reports will be taken seriously, and will be dealt with fairly and promptly.

Investigation Procedure

If the content of the complaint or report fits within the definition of Bullying and Harassment and/or Discrimination, it will be investigated. The investigation will be approached in an unbiased manner. 

Investigations will be conducted by the Director, Compliance and Regulatory Affairs or their designate, which may include an external investigator.

Both the complainant and the respondent are entitled to a fair hearing. The investigator will interview the complainant, the respondent, and any other witnesses the investigator believes may have information relevant to the complaint or report. The investigator will review any documents they consider relevant. The respondent will be given the details of the complaint or report, and will be provided with a reasonable opportunity to respond.

All investigation proceedings will be documented and upon completion of the investigation, the assigned investigator will prepare a report of findings with recommendations.  

If a complaint or report is found to have merit, then appropriate remedial, corrective or disciplinary action will be taken. This action may include education and training or dismissal from the College.

If the investigation fails to find evidence in support of the complaint, there will be no documentation filed concerning the complaint. 

Confidentiality

Complaints and reports of bullying and harassment and/or discrimination involve confidential and sensitive matters. Confidentiality is required so those who may have experienced bullying and harassment and/or discrimination will feel free to come forward, and the reputations and interests of those accused are protected.

All individuals involved in a bullying and harassment and/or discrimination complaint or report must maintain the confidentiality of any information they receive during the course of the investigation process. Any individual breaching confidentiality may be subject to disciplinary or corrective action.

Subject to disclosure which is required by law or is necessary to investigate or resolve a complaint or report, VIC will make every effort to keep confidential any information pertaining to the complaint. 

Retaliation

Retaliation of any kind against a student or employee of VIC will not be tolerated who, in good faith:

files a complaint or report of bullying and harassment and/or discrimination, participates or cooperates in any investigation under this policy; or associates with a person who invoked this policy or participates in these procedures.

Frivolous Complaints or Reports

Complaints or reports of bullying and harassment and/or discrimination are serious matters.  Students of VIC who are found to have made frivolous, vexatious, or malicious complaints of bullying and harassment and/or discrimination may be subject to disciplinary action, including dismissal.

Vancouver International College is committed to providing an educational environment that is safe, healthy and comfortable for all students, employees, visitors and guests. The College recognizes that the use of Drugs, Tobacco, Vapor Products, alcohol, and certain medications, can have serious adverse effects on students and the learning environment. Accordingly, the College is committed to preventing substance use on College Property, and at all times during School Hours.

The Policy

The College strictly prohibits students from manufacturing, offering for sale, selling, distributing, consuming, or using Drugs or alcohol during School Hours, whether on or off College Property.

The use of Drugs or alcohol while off College Property in circumstances such that a student is Impaired when they attend a College course, program, clinical placement, practicum, field trip, College-sponsored event, or volunteer activity whether on or off College property, is strictly prohibited. 

Students must be responsible with their use of Drugs or alcohol during the 24 hours preceding their attendance at a College course, program, clinical placement, practicum, field trip, College-sponsored event, or volunteer activity whether on or off College property, and must allow sufficient time for any Impairment resulting from their use of Drugs or alcohol to have fully resolved.

Students breaching this policy may be subject to discipline in accordance with the College’s Code of Conduct.

Special Situations

1. Medication

Where a student is required to use medication (including but not limited to medical cannabis) pursuant to a valid prescription and in accordance with a physician’s directions, at a time, whether on or off of College Property, that could cause them to be Impaired during School Hours, they are required to adhere to the following:

• the student must notify the Campus Director, prior to the student using the medication and attending during School Hours, or using the medication during School Hours, to permit a determination of whether the use of that medication can be accommodated; and
• the student must provide medical confirmation authorizing the student’s use of the medication in order for the College to consider a request for accommodation. Any medical license or prescription relied on for the use of medical cannabis must be issued in accordance with the applicable statutory requirements.

If a student uses medication in breach of this Policy, without the student first disclosing the student’s need to use such medication to a Campus Director, the student may be subject to discipline in accordance with the College’s Code of Conduct.

1. Addiction or Substance Use Disorder

The College understands that certain individuals may develop an addiction or Substance Use Disorder related to their use or consumption of Drugs, alcohol, or medication, and that this may be defined as a disability. 

Where a student has or suspects they may have an addiction or Substance Use Disorder, and where that addiction or Substance Use Disorder does not render them unable to do so, they are required to notify the Campus Director prior to the student using Drugs, alcohol, or medication during School Hours, whether on or off of College Property, and prior to attending school Impaired.

Where a student discloses an addiction or Substance Use disorder prior to breaching this Policy, the College will take reasonable steps to assist them in their recovery. No student who discloses an addiction or Substance Use Disorder prior to breaching this Policy will be disciplined because of the student’s disclosure or their involvement in a rehabilitation effort.

If a student uses Drugs or alcohol in breach of this Policy without first disclosing their circumstances to a Campus Director, they may be subject to discipline in accordance with the College’s Code of Conduct.

Accommodation

Where a student discloses their use of medication that could cause them to be Impaired during School Hours, or discloses an addiction or Substance Use Disorder in accordance with this Policy, the College will work with that individual to determine what, if any, accommodation could reasonably be provided to that individual.

The provision of reasonable accommodation to persons with disabilities related to the use of medication that could cause them to be Impaired, or to persons with addiction or Substance Use Disorder, requires cooperation and collaboration between the individual requesting the accommodation and the College. Students requesting accommodation have a duty to facilitate a reasonable accommodation offered by the College.

Tobacco Smoking and Vapor Products

Students who wish to smoke Tobacco products or use Vapor Products must do so in the designated areas. Proper clean up and disposal is required.

Definitions

• Drug(s): includes but is not limited to any substance which affects a person’s physical or mental capacity or functioning, which causes a marked change in consciousness, or which has a physiological effect when ingested or otherwise introduced into the body, and includes both legal and illegal forms of such substances, but does not include medications taken pursuant to a valid prescription, and in accordance with a physician’s directions. 
• Impaired or Impairment: a deterioration or diminishment of an individual’s physiological ability, functioning, judgment, or condition, and includes but is not limited to being unable to function as that individual does under normal or usual conditions, or safely because of intoxication by any substance.
• Substance Use Disorder means the conditions as defined in the Diagnostic and Statistical Manual of Mental Disorders, Fifth Edition (DSM-5) as amended from time to time, and includes Cannabis Use Disorder.
• College Property: includes but is not limited to all real or personal property, facilities, land, buildings, parking lots, equipment, containers, and vehicles, whether owned, leased or used by the College and wherever located.
• School Hours: means the hours of the day when the College is open to students whether or not classes are in session and the student is present at the College, or any time a student is attending a College course, program, clinical placement, practicum, field trip, College-sponsored event, or volunteer activity whether on or off College Property. 
• Tobacco: means tobacco leaves or products produced from tobacco in any form or for any use.
• Vapor Products: means a solid, liquid or gas that, on being heated, produces a vapor for use in an e-cigarette, regardless of whether the solid, liquid or gas contains nicotine.

Policy Statement

All students and employees of Vancouver International College 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 Vancouver International College will be agreeable.  Vancouver International College 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 Vancouver International College community, which includes students, employees, guests and visitors.  The Policy is intended to address and eliminate Sexual Misconduct which occurs within the context of Vancouver International College and activities, and which interferes with an individual’s employment or studies at the College.  Behavior 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, behavior may be a single serious incident or may be repeated or persistent behavior.  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 behaviors
• 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 of 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, school, 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 Vancouver International College Sexual Violence and Misconduct Policy will be triggered if all of the 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 behavior occurred in the context of a College related activity (e.g., on VIC property or at a VIC sponsored event)
• The behavior, 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 Director, Compliance & Regulatory Affairs 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 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 them to the hospital.  The Complainant will be informed of the need to collect any forensic samples while they decide 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, -employee, 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 they deem 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 behavior 
• 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 endeavor 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 color, eye color, what the perpetrator was wearing, distinguishing marks)
• Information on how to access support services

Complaint Procedure

Initial Consultation:  Campus Director

A member of the College community who feels they have 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 behavior(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, they 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 behaviors are Sexual Misconduct; the Campus Director only confirms that behaviors 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 behaviors.

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 Director, Compliance & Regulatory Affairs  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.

Informal Resolution

If a Complainant wishes to pursue further actions after an initial consultation with the Campus Director and the Misconduct and/or harassment behaviors are subject to process under this policy, they 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 behaviors are student-to-student and classroom based, the Complainant may request that the Instructor or Campus Director intervene to address the Misconduct or harassment behaviors and take action as appropriate to the situation.

Where Misconduct or harassment behaviors are not student-to-student/ classroom based or faculty intervention is not appropriate or possible, the Complainant may seek Informal Resolution through the Director, Compliance & Regulatory Affairs.  When the Director, Compliance & Regulatory Affairs   receives a verbal or written complaint of Sexual Misconduct, they 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 the Director, Compliance & Regulatory Affairs.  Where the complaint is against the Director, Compliance & Regulatory Affairs the request for Informal Resolution would be directed to the Vice President.  Where the complaint is against the Vice President the request for Informal Resolution would be directed to the College President.  Where the complaint is against the College President the request for Informal Resolution would be directed to the Chair of the CIBT Education Group.

Where such complaints involve a College employee, the Campus Director will consult with the Director, Compliance & Regulatory Affairs  .

Where the Director, Compliance & Regulatory Affairs determines that the Investigation of the allegations of Sexual Misconduct may result in serious consequences for the College, they will consult with the Vice President to determine if the complaint resolution process should move directly to a Formal Investigation.

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 Campus 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 the Director, Compliance & Regulatory Affairs.  Where the complaint is against the Director, Compliance & Regulatory Affairs   the request for Formal Investigation would be directed to the Vice President.  Where the complaint is against the Vice President the request for Formal Investigation would be directed to the College President.  Where the complaint is against the College President the request for Formal Investigation would be directed to the Chair of the CIBT Education Group.  

Where the Complaint is against the Campus Director, Director, Compliance & Regulatory Affairs   or Vice President, the Request for Formal Investigation will be submitted to the College President who will name a designate to fulfill the role of initiating an investigation as described below.

• The Campus Director, Director, Compliance & Regulatory Affairs or Vice President will review the merits of any complaint that falls under the provisions of this Policy to determine if falls under the provisions of this Policy and in doing so, will make arrangements for a 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 Director, Compliance & Regulatory Affairs  , Vice President or College President.

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.

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 their 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 endeavor 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, they 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.

Appeal

If the Complainant or Respondent feels that an appropriate process was not followed or that this Policy was incorrectly applied, they may appeal the decisions of the College President to the Chair of the CIBT Education Group.  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, Director, Compliance & Regulatory Affairs, the Vice President, 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.

If a student chooses to voluntarily withdraw from a program 

• it must be in writing and given to the Director of the college stating the reason for withdrawal (e.g., financial, personal problems).
• a meeting with the Director will be arranged to discuss possible solutions to enable the student to stay in the program or to discuss the results of this decision if the withdrawal takes place.
• a Student Activity Notification will be filled out stating the last date of attendance and an Exit interview with the Practicum/Co-op Coordinator and will be arranged (if necessary,  student loan repayment procedures will be given).
• a final account balance will be given within the week and payment plans put into place if necessary.

The process of withdrawal involves the following:

• Calculation of charges as per the tuition fees and refund policy section as stated on page 3 of the student enrolment contract.
• Notification to CIC and other agencies if applicable.
• Sending any refund due to the financial institution that provided the students funding (if applicable).

Returning or re-entry is not guaranteed and remains at the discretion of the Campus Director who will evaluate the cause for the original withdrawal/dismissal and will consider:

• the availability of seats within the program 

• if the program content has not changed more than 15% and it is less than two years from last date of attendance)
• the student’s re-entry application form submission 
• if the student meets the current Language Proficiency Requirements and current admission requirements as defined on the program outline.  

Additional requirements/considerations include:

• Student must be commencing studies within 2 years of withdrawal from a program
• Students must complete a re-entry application and acknowledge/agree to re-entry conditions outlined by the Campus Director
• Student must meet the Language Proficiency Requirements  and the current entrance requirements.
• All pre-requisites must be resubmitted per program outline requirements.
• Student may be required to re-sit courses identified per campus Director’s assessment and applicable fees will apply.
• Re-entries are only permitted once.

If reentry is approved and the conditions have been met, the re-entry student will:

• Be granted credit for all courses successfully completed to date.
• Be advised of any additional updating needed (for example:  study permit or work permit)
• Have any monies paid previously during the withdrawal applied to the program completion (i.e., while there will be no penalty for restarting the program, an administrative fee of $100 will be necessary and fee adjustments may apply).
• Have any course or assessment re-sitting fees apply where in accordance with VIC policies.
• Be given a new schedule and sign an amendment to the student enrolment contract (Student Activity Notification) or a new contract indicating the new finish date.
• Although VIC encourages students to return, the student may be required to demonstrate competencies and meet current pre-requisites.
• Due to the complicated nature of class scheduling, any time a course has to be re-taken, VIC cannot guarantee that upon return the student will be able to have continuous courses available.  That is, there may be some time when a particular class is not being offered.  VIC will make a best effort to accommodate the students’ needs.

Where applicable, school policy, as outlined in the Student Handbook, will be used in settling internal disagreements.  The student should first approach the employee person with whom they have the disagreement.  If the issue cannot be resolved, the student will follow the steps as outlined below.

Please note this applies to all VIC students who are currently enrolled or were enrolled no more than one year prior to filing of this dispute.  At any time during this process, the student may choose to seek and retain representation by an agent or a lawyer.

In the event of a dispute between the College and a student, the student shall provide a written statement to the Director of the Campus detailing the students’ interpretations of the situation and their suggested resolution.

• The Campus Director will meet with the student within five business days to try and resolve any outstanding issues.
• The Campus Director will complete an investigation of the complaint, including but not limited to interviewing employees or students, review of relevant policies/procedures, review of student file, email correspondence. The Campus Director may contact the student if they require further information to assist in the process.
• The Campus Director will provide the student, in writing, with the proposed resolution. The proposal will include reasons for the decisions and any subsequent considerations. The proposal will be sent as soon as completed, and within 10 days of receipt of the written complaint.
• The proposal will include the contact details of the Director of Compliance and Regulatory Affairs (or in their absence their delegate) as the next stage of the dispute process, should the student be dissatisfied with the resolution proposed at a Campus Level.

If the student wishes to appeal against the decision of the Campus Director, the student is to follow the second and final stage of the College dispute process. 

• Within 5 days of receipt of the resolution proposed by the Campus Director, the student will submit a written statement addressed to the Director of Compliance and Regulatory Affairs (DCRA), that includes reasons for the appeal.
• The DCRA will request and review all relevant documentation, including a copy of the Campus Director’s proposed resolution, and may request a meeting with the parties.
• The DCRA will provide the student, and the Campus Director, in writing, the final resolution. The resolution will include reasons for the decisions and any subsequent considerations. The resolution will be sent as soon as completed, and within 10 days of receipt of the written complaint to the DCRA.
• The DCRA will include the contact information for the Private Training Institutions Regulatory Unit(PTIRU) should the student remain dissatisfied with the decision AND their complaint includes a belief that they were misled by the College regarding any significant aspect of the program

Retaliation of any kind against a student of VIC who, in good faith files a complaint or report of bullying and harassment and/or discrimination, participates or cooperates in any investigation under this policy or associates with a person who invoked this policy or participates in these procedures, will not be tolerated.

If a student is dissatisfied with the determination, the student may file a complaint with the Private Training Institutions Regulatory Unit(www.privatetraininginstitutions.gov.bc.ca).  Complaints must be filed with PTIRU within one year of the date a student completes, is dismissed from, or withdraws from the program.

To be eligible for graduation with a Diploma or Certificate, students must have:

• Completed all courses in their program of studies. 
• An overall grade average of 70% or better is required to be eligible for graduation with a Diploma or Certificate.  
• A student with grades of 95% or higher and 89% Attendance or greater may be eligible to receive Honors with Distinction (please refer to Grading Policy) 
• Met all attendance requirements.
• Met all financial requirements as per agreed to funding/payment plan, including all final closing/adjustment costs paid.  All funding/payment plans require all accounts to be paid at a minimum of four weeks prior to completion date.

If a student does not meet standard graduation requirements, the College may award an Associate Diploma under the following plan.

• Students may be granted an Associate Diploma following three months of successful related practice education.
• Practice education   will only qualify if it meets the career objectives under which the student enrolled.

To be eligible:

• Students must have completed 80% of their course hours, including all specialty components of the diploma, and have no more than four incomplete courses, to meet the criteria for an Associate Diploma.

Example:  If taking Professional Business Management, the specialty courses would be Human Resource and Management courses.

• Early program leave must be approved, in writing, by the college Director prior to student leaving.
• Students must be current with their financial obligations. 
• The work-experience alternative (three months) must be satisfied within one year of College withdrawal.

If a program is no longer being offered at the campus they are attending, the student will be offered the choice of taking the program at another campus or in some cases, a refund. 

If a campus is being closed, students will be offered the choice of transferring to another campus or in some cases, a refund.

All graduates of VIC diploma programs have the opportunity of lifetime “refresher training” (four weeks per year with no tuition cost, beginning one year after graduation) in any courses successfully completed under the following conditions:

• The student must be a “graduate” (no monies owing).
• The course is part of the current curriculum for the program that the graduate took.
• The graduate pays in advance for any course books and materials.

It is the policy of VIC to maintain a positive, safe, secure training and learning/working environment.  In striving to attain such an environment, the college takes the position of no tolerance for weapons or abusive behavior in the campuses or facilities.  Instructors or college employees will take whatever prudent steps are necessary to alleviate a situation (e.g., call 911).

Criminal offences will be reported to the police:

• Physical violence or threat to a person or college property
• Possession and / or trafficking of illegal substances
• Possession of weapons
• Theft
• Aiding, abetting, or acting as an accomplice in the commission of any criminal offence.

RCMP – SAFE (School Action for Emergencies) – Lockdown Procedures as defined in VIC’s Occupational Health and Safety procedures are followed.

Emergency Preparedness

• Fire Drill procedures are posted in every room with drills being conducted regularly (and detailed in the Safety section of employee Policies and Procedures).
• Earthquake and Evacuation procedures as detailed in the Safety section of the employee Policies and Procedures are followed.

The following tips and suggestions for safety purposes:

Car Safety

• Lock all doors and roll up windows.  Remember to lock the trunk, hatchback or the tailgate (station wagon).
• When approaching your car, have the keys ready.  Always check the backseat before entering the car.
• Don’t mark personal key chain with name, address or license plate number.  
• Lock all doors immediately upon entering the car.  Most car jackings take place when vehicles are stopped at intersections.  The criminals may approach at a 45-degree angle (in the blind spot), and either pull the person from the driver’s seat or jump in the passenger’s seat.
• If you suspect someone is following you, drive to the nearest gas station, convenience store, or police station, and honk your horn until someone comes to help you.  Keep all doors locked and windows rolled up.
• If someone tries to get in, drive off immediately.  If this is not possible, use your horn to draw attention to your situation.
• Do not offer help to a stranded driver or hitchhiker.  You can use a cell phone to call for help to assist them, but never get out of your car.  
• If you have a cell phone, turn it on and keep it within reach.

Safety in Parking Lots and Garages

• When you know you will be returning to your car late at night, try to park it in a well-lit area.
• Have your keys in your hand.
• Try not to park on levels of a parking garage that will be empty when you return.
• Know your nearest safe exit route from the garage.
• Back your car into a parking stall in a garage. This gives you greater visibility and allows you to drive away quickly.
• Vary your routine, park in different spots at different times.

Safety in Public Areas and Streets

• Always carry emergency taxi fare.  This will be needed if you feel you’re in a threatening situation; call a taxi to be safe.
• Use the buddy system.  When you are out with a friend for the evening, plan to watch out for one another, and to leave the event together or in a group.
• If you are persistently harassed, report the person harassing you to an employee  , or local police detachment.
• Stay in well-lit areas.  Walk midpoint between curbs and buildings; try to keep from using alleys or less traveled routes between buildings.  Stay far away from bushes.
• Stay near people and avoid taking short cuts alone through vacant lots or other deserted places.
• Carry only necessary cards and money.
• Do not stop to provide strangers with directions or information, especially at night.
• Do not jog alone at night, or walk through the trails alone.
• Be suspicious.  Keep looking behind you so you cannot be surprised.
• If you feel that you are being followed, keep looking behind you, cross the street, change direction or vary your speed.  Head for a place where there are other people as soon as possible.
• Avoid using bank machines when the area is deserted or when you are alone.  If you need to bank at night, use machines located in populated buildings or near well-lit and busy streets.
• Be aware of people around you before you use the bank machine.
• In elevators, stand near the control panel with your back to the wall.  If you are threatened, hit the alarm button and as many floor buttons as possible. 
• Do not get on an elevator if the person(s) waiting with you makes you feel uncomfortable.
• Do not use the sky train late in the evening alone.  Many sky train stations have designated waiting areas.  These are equipped with bright lighting and courtesy telephones and are under surveillance by transit staff.  Use these areas to wait when traveling at night or if you must travel alone.
• Do not use a personal stereo system or play music so loudly that you can’t hear what is going on around you.
• Remember there is safety in numbers.
• Always tell someone where you are going and when to expect you home. 

Personal Information 

The Personal Information Protection Act (the “Act”) governs the way private sector organizations in British Columbia collect, use, disclose and secure personal information. Personal information means all information about an identifiable individual but does not include business contact information such as the name, position, business telephone, e-mail, and fax numbers of an individual. 

Privacy Commitment

VIC is committed to respecting the students’ right to privacy. The College acknowledges the sensitivity of personal information which may be provided in the process of conducting normal business. The College  recognizes its  responsibility for ensuring the confidentiality and security of the student’s personal information held within the organization’s custody and control. Ensuring the accuracy of the student’s personal information is a joint responsibility. 

VIC conducts its business in compliance with the terms of the Act. This Policy outlines in general terms the principles the Company applies in protecting the personal information of current, past and prospective students and customers that comes within the organization’s custody or control. 

Student/Customer Information

The College collects student/customer personal information for the following purposes:

• to provide education and training services 
• to provide career counselling and program selection services 
• to assist students in securing funding for education and training programs  
• to facilitate student career placement opportunities 
• to maintain financial and business records related to the provision of these services.

The College limits the collection of personal information to that which is necessary for identified purposes and as permitted by law. 

Examples of personal information that may be collected in order to provide these services to students or prospective students include: name, home address and telephone; identification verification numbers such as birth date, social insurance, driver’s license, etc.; marital and family status; income sources; citizenship or immigration status; educational history; transcripts of marks; diplomas; attendance records; video images; medical status where relevant to a course or placement; financial records relating to tuition payment, educational funding and student loans; employment history, post- graduation employment and references.  

The College does not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required or permitted by law. 

Security 

VIC recognizes its  obligation to protect personal information in its custody or control by means of security safeguards appropriate to the sensitivity of the information. This may include taking appropriate and reasonable steps on a technological, contractual, administrative or physical security basis to protect personal information against risks such as loss or theft, unauthorized access, disclosure, copying, use, modification or destruction. 

Retention

The College retains personal information only as long as necessary for the fulfillment of the purposes for which it was collected, or as required or permitted by law.

Accuracy, Access and Questions

The College takes steps to ensure that personal information is as accurate, complete and up to date as necessary for the purposes for which it is used. However, accuracy is a joint responsibility. Students and customers are encouraged to update their personal information as necessary. 

The Act permits individuals to access their personal information under the Colleges custody or control, and information on how their personal information is being used or disclosed by the College, including the names of the individuals and organizations to whom their personal information has been disclosed. The College will respond to all such requests in compliance with the Act. 

The law permits individuals to request correction to errors or omissions in their personal information in our custody or control. VIC will respond to all such requests in compliance with the Act.

Contacting Us

If you have any questions regarding this Policy, or if you wish to request access to, or correction of, your personal information in our custody or control, please contact VIC’s Privacy Officer, the Director, Compliance & Regulatory Affairs at Head Office.

If there is a concern with respect to VIC’s handling of your personal information, contact VIC’s Privacy Officer in writing, setting out the reasons for the concern. If, after the Privacy Officer has reviewed and responded to your concern you remain dissatisfied, contact details for the Office of the Information and Privacy Commissioner as below:

P.O. Box 9038, Station Provincial Government,

Victoria, BC  V8W 9A4

Tel:  (250) 387-5629    

Fax:  (250) 387-1696

VIC aims to promote a pleasant, comfortable, and productive study and work environment for all students and employees. VIC’s business or smart casual dress code gives a variety of options concerning what to wear to school/practicum while maintaining a professional image. Students are expected to dress as expected by the industry that they will be entering. 

Religious or Cultural Attire are respected and allowed as long as they adhere to safety and hygiene standards.

Below is a list of attire considered inappropriate.

Orange Shirt Day: 

As VIC continues to champion the #EveryChildMatters cause, the last Thursday of each month is Orange Shirt Day at VIC and students/-employees are encouraged to wear Orange (t-shirts allowed). 

Medical Exceptions:

Persons who must wear special shoes or other clothing for medical reasons will be excused from the dress policy for that item if they provide the campus Director with a reason which sets forth the requirement and duration of the medical condition.

ITEMS NOT ALLOWED IN CLASS

• Cell Phones are to be left off during class time, unless approved for academic purposes
• Smart Watches (not permitted for use during class time)
• Headphones are not permitted during exams unless otherwise noted by the instructor or approved accommodation plan.

Overview

Vancouver International College’s (VIC) intentions for publishing an Acceptable Use Policy are not to impose restrictions that are contrary to VIC’s established culture of openness, trust and integrity.  VIC is committed to protecting its employees, students, partners and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.

Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, internet use are the property of VIC.  These systems are to be used for business and academic purposes in serving the interests of the company and students in the course of normal operations. 

Effective security is a team effort involving the participation and support of every VIC employee, student and affiliate who deals with information and/or information systems.  It is the responsibility of every computer user to know these guidelines, and to conduct their activities accordingly.

Purpose

The purpose of this policy is to outline the acceptable use of computers and other technological equipment at VIC.  These rules are in place to protect the employees, students and VIC.  Inappropriate use exposes VIC to risks including virus attacks, compromise of network systems and services, confidentiality and other legal issues. 

POLICY

General Use and Ownership 

• Users should be aware that the data they create on VIC’s Technology remains the property of VIC.  Because of the need to protect VIC’s network, management cannot guarantee the confidentiality of information stored on any network device belonging to VIC. 
• Students are responsible for exercising good judgment regarding the reasonableness of any use of VIC Technology. 
• By using VIC Technology, it is hereby acknowledged that for business, employment, security, and network maintenance reasons, authorized individuals within VIC may monitor VIC Technology at any time. 
• VIC reserves the right to audit VIC Technology to ensure compliance with this policy. 
• VIC reserves the right to block or re-direct inappropriate web sites at its sole discretion.
• Use of any VIC Technology is restricted to students who are actively working or enrolled at VIC.  Priority is given to those students who are scheduled for a specific time period to train on the computer systems.  Any student who is not scheduled to use a computer, may not enter the computer lab without having booked a set time period in advance of when they need access.  Exceptions are made at the discretion of the computer instructor or Director.
• Students that bring in their own personal equipment including but not limited to computers, smart phones and notebooks are responsible for their own equipment.  Such equipment must comply with acceptable use guidelines including use and anti-virus protection.  At no time does VIC assume any responsibility for either lost or stolen equipment or damage to equipment or data files stored on such equipment.
• Wireless network access is provided “as is” with no express warranties of service availability nor security.  Students assume all responsibility for the use of such service.

Security and Proprietary Information

• The user interface for information contained on Internet/Intranet/Extranet-related systems should be classified as either confidential or not confidential.  Examples of confidential information include but are not limited to: company privacy, corporate strategies, competitor sensitivity, trade secrets, curriculum, specifications, customer lists, student lists, and research data.  
• Keep passwords secure and do not share accounts except those accounts specifically indented for shared access such as student logon accounts.  Authorized users are responsible for the security of their passwords and accounts. 
• All computers used by students that are connected to the VIC Internet/Intranet/Extranet, shall be continually executing approved virus-scanning software. 
• All storage media used on VIC Technology will be subject to random virus and malware scanning and usage logging.   Any storage media device which is suspected of being infected with a computer virus or other form of malicious software may have files deleted, damaged, or the device or item may be immediately destroyed.  If this is the case, then VIC shall not be held responsible for restoring, repairing or replacing affected files or such devices.  VIC shall not be held responsible for any personal device or storage media device infected by  any computer viruses or malicious computer programs, including but not limited to loss of data or programming, regardless of means of digital infection, computer use is at own risk.
• Employees and students must use extreme caution when opening e-mail attachments received from unknown senders which may contain viruses, e-mail bombs, Trojan horse or other forms of malicious code.

Unacceptable Use 

The following activities are, in general, prohibited. Under no circumstances is a  student of VIC authorized to engage in any activity that is illegal under local, provincial, federal or international law while utilizing VIC Technology. 

The lists below are by no means exhaustive but attempt to provide a framework for activities which fall into the category of unacceptable use. 

System and Network Activities 

The following activities are strictly prohibited, with no exceptions: 

• Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of “pirated” or other software products that are not appropriately licensed for use by VIC students. 
• Visiting any objectionable Internet site, including, but not limited to, pornography or advocacy of illegal actions of any form, sites which negatively depict race, sex or creed, violence or any site which violates the rights of another human being.
• Unauthorized copying or downloading of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books, internet or other copyrighted sources, copyrighted music, videos and movies nor the installation of any copyrighted software for which VIC or the end user does not have an active license is strictly prohibited. 
• Students are not authorized to download and/or install any software on any VIC Technology including but not limited to freeware, shareware, games, helpers and tool bars or point to point sharing programs such as Bit Torrent. 
• Tampering with any data files, program files, or software defaults on any computer system.
• Exporting software, technical information, encryption software or Technology, in violation of international or regional export control laws, is illegal.  The appropriate management should be consulted prior to the export of any material that is in question. 
• Introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, e-mail bombs or any other malicious code). 
• Revealing your account password to others or allowing use of your account by others except shared employee and student accounts.  This includes family and other household members when work is being done at home. 
• Using VIC Technology to actively engage in procuring or transmitting material that is in violation of any laws or regulations in the user’s local jurisdiction. 
• Making fraudulent offers of products, items, or services originating from any VIC account. 
• Making statements about warranty, expressly or implied, unless it is a part of normal job duties. 
• Effecting security breaches or disruptions of network communication.   Security breaches include, but are not limited to, accessing data of which the student is not an intended recipient or logging into a server or account that the student is not expressly authorized to access, unless these duties are within the scope of regular duties.  For purposes of this section, “disruption” includes, but is not limited to, port scanning or security scanning, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious or non-malicious purposes. 
• Executing any form of network monitoring which will intercept data not intended for the student. 
• Circumventing user authentication or security of any computer, server, network or logon account. 
• Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user’s terminal session, via any means, locally or via the Internet/Intranet/ Extranet. 
• Providing information about, or lists of, VIC employees or students to parties outside VIC. 
• Personal use of VIC Technology shall not interfere with one’s studies or work and is restricted to non-working hours and breaks.

Email and Communications Activities 

• Sending unsolicited email messages, including the sending of “junk mail” or other advertising material to individuals who did not specifically request such material (email spam). 
• Any form of harassment via email, telephone or paging, whether through language, frequency, or size of messages. 
• Unauthorized use, or forging, of email header information. 
• Solicitation of email for any other email address, other than that of the poster’s account, with the intent to harass or to collect replies. 
• Creating or forwarding “chain letters”, “Ponzi” or other “pyramid” schemes of any type. 
• Use of unsolicited email originating from within VIC networks of other Internet/ Intranet/Extranet service providers on behalf of, or to advertise, any service hosted by VIC or connected via VIC network. 
• Posting the same or similar non-business-related messages to large numbers of Usenet newsgroups. 

Blogging

• Blogging by students, whether using VIC Technology or personal computer systems, is also subject to the terms and restrictions set forth in this Policy.  Limited and occasional use of VIC Technology to engage in blogging is acceptable, provided that it is done in a professional and responsible manner, does not otherwise violate this or other VIC policies, is not detrimental to VIC best interests.  Blogging using VIC Technology is subject to monitoring.
• Students shall not engage in any blogging that may harm or tarnish the image, reputation and/or goodwill of VIC and/or any of its employees or students. Students are also prohibited from making any discriminatory, disparaging, defamatory or harassing comments when blogging or otherwise engaging in any conduct prohibited by VIC non-discrimination and anti-harassment policies.
• Students may also not attribute personal statements, opinions or beliefs to VIC when engaged in blogging.  If a student is expressing their beliefs and/or opinions in blogs, the student may not, expressly or implicitly, represent themselves as a representative of VIC.   
• Apart from following all laws pertaining to the handling and disclosure of copyrighted or export-controlled materials, VIC’s trademarks, logos and any other VIC’s intellectual property may also not be used in connection with any blogging activity

Social Networking

• Any use of social networking, including but not limited to Facebook, LinkedIn, Twitter, Instagram, Snapchat and TikTok shall not interfere with school or Practice Education commitments. 
• Students are legally liable for anything they write or present online.  Users of VIC’s Technology are responsible for any unauthorized charges, fees, costs, damages or resulting injuries from their use of VIC Technology.
• Students may be disciplined by VIC for commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libelous, or that can create a hostile learning environment, or might otherwise result in legal action. 
• Most individuals view their personal email and social networking pages as private.  However, students should be aware that any of the information or communications posted on their email or social networking sites can potentially be accessed by current or potential employers, co-workers, agencies, other students or employees, clients, employer’s competitors, government and law enforcement agencies and others outside your trusted network.
• Depending on the privacy settings set by the individual user, personal information and communications posted on a social networking site can be read by unintended people.   Afore mentioned  confidentiality and privacy rules apply to social networking.

Enforcement 

Any student found to have violated this policy may be subject to disciplinary action, up to and including termination of employment or studies. 

Definitions

“Blogging” means writing or publishing a blog, being a personal online journal that is frequently updated and intended for general public consumption. 

“Vancouver International College Technology” means any electronic device, service or system designed or used to assist in extending human potential (including but not limited to computers, mobile communication devices, cameras, social networking sites, email and voice services, school networks, etc.) owned, leased and/or operated by VIC.

“Spam” means unauthorized and/or unsolicited electronic mass mailings. 

Note:  The students email account may be disabled for violation of the College Acceptable Use policies and/or withdrawal/dismissal from the College.

Vancouver International College is committed to taking all reasonable steps to ensure that students have the opportunity to complete their programs successfully.  As part of this commitment, the College maintains a safe, professional and productive learning environment, safeguarding fair and equitable treatment of students and staff.  VIC expects students to act in a mature, professional and respectful manner at all times.  Students who do not support the academic and ethical goals of the College may be subject to penalties, up to and including dismissal.

The College reserves the right to discipline, suspend or dismiss any student whose conduct is in violation of any of the codes of conduct addressed in the student handbook(s), including but not limited to those that contravene policies and expectations related to academic honesty, use of technologies, attendance, bullying, harassment, discrimination, substance use, and sexual misconduct, and any other behavior that is detrimental to the safety and integrity of the learning environment or places at risk the safety or well-being of other students, staff, visitors and guests. Specifics include:

• Excessive tardiness and/or absenteeism as set out in the Attendance and Absenteeism Policy
• Failure to maintain adequate academic progress
• Academic cheating or assisting others to cheat*
• Deliberate misrepresentation in the application process
• Failure to follow College policies
• Engage in disruptive behaviors – i.e., bullying, harassment, discrimination and disorderly conduct – which includes physical or verbal abuse of another person; abusive, indecent, profane or vulgar language, obscene actions; threats; and/or disrespect for the rights and privileges of others; or hinders the learning environment
• Flagrant disrespect directed toward the College, its staff, its instructors, or other students
• Deliberate destruction; theft of property belonging to another; weapon violation
• Intoxication or substance abuse
• Possession of drugs or alcohol on the College premise
• Have on their person a weapon or look-alike weapon or any device or instrument used to intimidate, threaten or inflict harm while on College property (please note that the Kirpan is recognized as a religious symbol)
• Conduct that endangers the health, well-being or safety of other students, employees, visitors and guests, on or off campus on college related activities
• Misuse of school property, including damage, misuse, theft or otherwise use the property in a way that is prohibited.  Restitution may be required.
• Unacceptable behaviour includes and is not limited to recalling or sharing of curriculum material on paper or digitally by email or online, accessing, utilising, or supplying any propriety curriculum, including assignments and tests with any third party, or commercial website

Outstanding Fees.  Failure to pay tuition or other fees due to the College is considered to be grounds for dismissal, and students who fail to remit outstanding fees may be dismissed after written warning has been provided by the Campus and the student fails to comply with the stated parameters on the Student Enrolment Agreement

*Note:  By signing this Student Handbook the student acknowledges that they have read and understand the above statements regarding cheating and its consequences.  It will constitute an agreement to not engage in cheating behavior or behavior that is viewed as suspicious of cheating.  The student also acknowledges that they will follow specific instructions regarding what not to bring into the classroom during examinations or exam reviews (i.e., books, bags, food, drinks, cell phones, smart watches etc.) The consequences of cheating, including behavior that is viewed as suspicious are serious and may include:

• Being given a fail result on the assessment, assignment, project or a required marked work
• Having a complaint filed against then
• Being dismissed from the program
• Having a civil lawsuit filed against them

Dismissal Procedures

Prior to dismissal, depending upon the severity and nature of the situation, unless otherwise specified, the College may take intermediate steps at its discretion including:

• Verbal warning
• Written warning – General Information on Student File Form or Learning Contract
• Suspension
• Probation

This list is not meant to be necessarily progressive or exhaustive and the College reserves the right to review each situation on a case-by-case basis and respond accordingly.  Where the Campus Director determines there is a risk to health, safety and/or integrity and productivity of the learning environment is at risk the appropriate action will be taken, including the option of immediate suspension or dismissal.

Students who are dismissed for any reason will be notified in writing, either hand delivered or by registered mail with return receipt.  The College is not responsible for non-delivery by registered mail if the student has not provided a valid home address where the student currently resides.  The notification will contain a description of the basis for dismissal and the effective date.

In the event the student wishes to appeal the dismissal or suspension, the student may do so by following the Dispute Resolution Policy.

There are convenience stores and restaurants located near all campuses for breaks and meals.  Please ask a faculty member for details.

At no time are food and/or drink permitted in the computer rooms.

All VIC Campuses are SMOKE-FREE ENVIRONMENTS.

VIC does not have dormitories or residences on campus.  However, a variety of accommodations are available in the vicinity of each campus (in private homes or apartments). VIC is also affiliated with GEC Living  https://gecliving.com/

GEC Student Residential (Global Education City, or GEC Living) is the largest off-campus student accommodation provider in Vancouver, hosting over 5000 students from 79 countries annually. Its vision is to offer a comfortable and safe living environment for students studying in Vancouver. 

Services included in GEC Living:

• Bed, Desk and chair
•  Wi-Fi
• Utilities
• Maintenance
• On site staff
• 24/7 centralized security
• 24/7 on-call emergency assistance and more

For more information, visit: https://vancouver.college/student-residence/

Homestay

We encourage international students to experience Canadian life with a host family until they become familiarized with their new environment in Canada. Staying with a homestay provides students with the opportunity to practice English outside the classroom and learn about the Canadian way of life.

Companies such as Global Education Alliance (GEA) carefully research and help select the homestays for you.

Home stay may include: 

• Private bedroom with a bed, closet, desk, chair, etc.
• Shared common areas including bathroom, kitchen, TV, etc. 
• Three meals per day 
• Use of telephone, internet and laundry facilities

For assistance with homestay arrangements, please connect with a VIC advisor. You can also contact our service provider Global Education Alliance (GEA) at [email protected] or other homestay placement companies.

Other Accommodation Options

Students may also explore other housing options, such as furnished or unfurnished rentals in houses, apartments, and condominiums. 

Available options can be found online including the following sites.

• https://www.Rentals.ca 
• https://www.zillow.com/bc/rentals/
• https://www.apartments.com/bc/ 
• https://www.places4students.com/
• https://www.capreit.ca/apartments-for-rent/vancouver-bc/hub-place/
• https://www.4stays.com
• https://www. Craigslist and more

Tenant Rights

Tenants in British Columbia are protected by rights during their tenancy, including dispute resolution and quiet enjoyment rights. For more details, visit: 

https://www2.gov.bc.ca/gov/content/housing-tenancy/residential-tenancies/during-a-tenancy/tenant-rights

Where to get help

Residential Tenancy Branch:  Toll-free at 1-800-665-8779 or email at [email protected] 

Tenant Resource & Advisory Centre (TRAC):

– Tel: 604-255-0546 

– Toll-free: 1-800-665-1185 

– Service Hours: 

– Mon, Tues, Thurs, Fri: 1 p.m. – 5 p.m. 

– Wed: 5:30 p.m. – 8:30 p.m. 

Vancouver International College graduates are not eligible for the Post-Graduation Work Permit Program (PGWP). 

Issuing Post-Graduation Work Permits (PGWP) for international students is the responsibility of the Federal Department of Immigration, Refugees and Citizenship Canada (IRCC). Only international students who have graduated from programs of 8+ months at public post-secondary institutions or degree programs at authorized institutions are eligible to apply for a PGWP.  

For more information, visit the IRCC Website. 

https://www.canada.ca/en/immigration-refugees-citizenship/services/study-canada/work/after-graduation/eligibility.html

In Canada, public health insurance is available to eligible residents. Canadian citizens and permanent residents can apply for provincial health insurance.  All international students registering for programs with a duration of 15 weeks, or more are required to have basic medical coverage.

MSP Coverage Details:

• Monthly fee: $75 
• Enrolment requires a valid study permit and can be completed online or by mail: 

MSP Application: 

https://www2.gov.bc.ca/gov/content/health/health-drug-coverage/msp/bc-residents/eligibility-and-enrolment/how-to-enrol 

Coverage Waiting Period:

– Includes the balance of the month of arrival in British Columbia plus two additional calendar months. 

– Temporary medical insurance is recommended to cover this waiting period. 

For more information, visit: https://www2.gov.bc.ca/gov/content/health/health-drug-coverage/msp/bc-residents

Allergies to perfumes, aftershaves, and scents are becoming more prevalent in school, and the practice education workforce.  Therefore, in the interests of all students’ and staff members’ well-being, we ask that students refrain from using these products.

Use of the campus facilities is limited to actively enrolled students and other Director-authorized individuals during regularly scheduled class times.

Students returning to use the College’s resources (for example: update a resume) are asked to sign in and out for safety reasons such as fire drills.

Admission Requirements are listed on all Program Outlines and must be produced prior to enrollment. Prerequisites of individual courses, as stated on the course outline, are given to all students at the beginning of each course. An appeal for a very short extension in providing a necessary official document may, because of unusual circumstances (i.e., difficulties in attaining a TB testing appointment), be considered by the College Director 

No funding will be disbursed to the student or received by VIC until all official documentation showing that all admission requirements have been met.

Admissions requirements cannot be waived by either the College or the student.

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

Some programs have both Admissions and practice education requirements, the difference is that admissions requirements are needed in order to start a program. Practice Education requirements are the responsibility of the student to completed prior to the start of their Practice Education experience. Students who do not submit all required practice education prior to the start are not eligible to attend.

Prior to entering into any agreement, including a Student Enrolment Contract or Letter of Understanding, Vancouver International College will provide the candidate with the following information and policies:

• Student Statement of Rights 
• Dispute Resolution Policy
• Grade Appeal Policy
• Withdrawal Policy
• Dismissal Policy
• Admissions Policy
• Attendance Policy
• Absenteeism Policy
• Tuition Refund Policy
• Bullying, Harassment and Discrimination Policy
• Sexual Misconduct Policy
• Program Outline
• Practice education   Policy (if applicable)
• Language Proficiency Assessment Policy (if applicable)
• Credit Transfer Policy (if applicable)
• Prior Learning Assessment Policy (if applicable)
• Duty to Accommodate Policy (if applicable)

Tuition fees are clearly indicated on each program outline.

Students are not obligated to buy books, e-resources, supplies, or equipment directly from Vancouver International College or any specific source. However, these items are necessary. Students must show proof of purchase for any of these items in order to have the associated cost deducted from the program’s fees. A detailed list of workshop/lab supplies and lab kits, if included in the program fees, will be provided to students, who will have the option to decide whether to purchase them at the time of registration.

Students who wish to purchase a used book should note:

• Book editions may change or go out of print—the student must ensure that they have the book required for the course when they are scheduled to take it.  
• Vancouver International College will not be responsible if the student has purchased the wrong books.
• The book will be examined by the College and if chapter questions are done, there is excessive writing and/or highlighting or any markings which would jeopardize the learning of the required information for the student, the book will not be accepted.
• If accepted, the book charge will be credited to the student’s account.

VIC refund policy is in accordance with the directives governing Private Training Institutions as established by the Private Training Institutions Regulatory Unit of BC (PTIRU).

A summary of those directives can be found on page 3 of the Student Enrolment Contract.

eBook Requirements

If a student buys a used textbook from a source other than Vancouver International College, the access code may not be available for individual sale. Some programs at Vancouver International College don’t require a physical book; instead, students will receive an eBook code. Students in these programs must use the eBook version as it often includes additional learning activities that are part of the course requirements and learning outcomes. There will be no refund for a student who buys a physical book instead of an eBook. Once a student accesses the eBook code from VIC, it will be considered as purchased and cannot be returned to the college. Please note that the e-book expiry is at the discretion of the publisher.

Courses taken at any post-secondary institution are evaluated on an individual basis by the receiving post-secondary institution to determine if they satisfy the requirements for transferability (academic credit).

If required, VIC will provide assistance to the student in obtaining any available VIC documents deemed necessary for application to another institution. 

The receiving post-secondary institution will typically compare in writing the objectives of the course/s to be taken to the one/s completed at Vancouver International College. This includes the length of time (hours) of the course, and an evaluation of learning, as well as proof of successful completion (transcript).

The Transferability of Vancouver International College Program Credits to another Institution is determined in entirety by the receiving College.  Credits are for CIBT affiliated Schools and Colleges use only.  There is no guarantee, given or implied, that Credits as earned through this program will be accepted by another institution.  Assigned credits are as follows:

Instructor Led Course Hours

20-hour courses: 1 credit

25-hour courses: 1 credit

40-hour courses: 2 credits

50-hour courses: 2.5 credits

60-hour courses: 3 credits

80-hour courses: 4 credits

Practice education   Placement Hours

20 hours: 0.5 credits

40 hours: 1 credit

60 hours: 1.5 credits

80 hours: 2 credits

100 hours: 2.5 credits

A student may apply to the Director for evaluation of courses taken elsewhere.  The written request must include documentation that shows the objectives of the course completed (course outline), the length of time (hours) of the course, evaluation of learning, and proof of successful completion (transcript). The Director will forward this information to the Compliance Manager for comparison and final approval.

PLA can only be granted to a maximum of 25% of any Vancouver International College program.  In extraordinary circumstances, consideration up to 50% may be considered. 

Any evaluation and credit granted will be documented and recorded as an Exempt on the student transcript.

The following codes are used to record the results of a course attempted by a student:

W – Withdraw

• The student will be recorded as withdrawn when they have left the class prior to the end date and did not complete the course
• No mark is recorded for the course
• If the student withdraws during the middle of a course, this will not affect the overall percentage or GPA for the overall program. 

I – Incomplete

• The student has not submitted a required element of the course (example: Major project or Assessment)
• A mark/wam is recorded for the course as required.  The mark is calculated only on the work that has been submitted. Notation is made regarding the incomplete status on the interim transcript.
• The mark affects the Overall Percentage and GPA. 
• The results are reported as asterisks on the posting sheet
• The student may be able to complete the course if they submit the missing course elements within guidelines

C – Complete

• The student has submitted all required elements and a final percentage is recorded
• A mark/wam is recorded for the course as required
• The mark affects the Overall Percentage and GPA. The wam affects the overall wam
• The actual mark is reported on the posting sheet if the student attains 60% or more. Asterisks are displayed if the student attains less than 60%
• The student will only be considered to have passed the course if they achieve 60% or more

E – Exempt

• Exempt is used when a student is given credit for a course and does not have to take the course (only with Director approval)
• No mark is recorded for the course
• The course does not affect the Overall Percentage or GPA. 
• The results are not reported on the posting sheet

Some examples of course that may be recorded as exempt: 

• A change to the student’s program when a required course is being replaced by a different course.
• PLA—student has been given credit for courses taken elsewhere (only with Director approval).
• The required program course name has been changed after a student’s enrolment—the student receives exempt for the required course and the course taken will become an elective.
• The College has dropped the course from the program.

It is our policy that employees and students can not be affiliated, have a relationship, outside of the classroom. This policy is to protect both student and employee from any accusations or claims of prejudiced behaviour, and to ensure that the integrity of the learning/teaching experience is not jeopardised.

All programs at Vancouver International College (VIC) are conducted in English, making proficiency in the English language a requirement for enrollment. 

The required proficiency can be demonstrated through 1) completion of secondary or post-secondary education where English is the language of instruction and is also one of the country’s official languages, or 2) An approved English Language Assessment, 3) Graduation from VIC Language College’s (SSLC) EPE: English for Post-Secondary Education program, or 4) For mature (≥ 19 years) students who are facing barriers and cannot access their educational records or provide sufficient evidence of secondary or post-secondary education. 

Accuplacer 

VIC programs that have a higher English language level, require additional years of secondary or post-secondary education where English is the language of instruction, or where language proficiency is to be otherwise demonstrated, are identified within the relevant program outlines. For all other VIC programs, English language proficiency is demonstrated by: 

• EDUCATION 

• Secondary Education.

Evidence of successful fulltime secondary education completion*, where English is one of the principle languages of instruction:

1. Showing two (2) years, if all Grades successfully completed are 10, 11, or 12, or
2. Showing three (3) years if the successful Grades are 8, 9, 10, 11, or 12

OR

• Post- Secondary Education.

Evidence of 2 years of fulltime post-secondary education*, where English is one of the principle languages of instruction. Language development courses (i.e. ELL courses) cannot be included in this calculation.

*This may be demonstrated by providing a high school transcript, completion of a BC Adult Graduation program or providing international education credentials recognized through WES, ICES, or IQAS.

Countries where English is the language of instruction

American Samoa, Anguilla, Antigua and Barbuda, Australia, Bahamas, Barbados, Belize, Bermuda, Botswana, British Virgin Islands, Canada, Cayman Islands, Dominica, Falkland Islands, Fiji, Gambia, Ghana, Gibraltar, Grenada, Guam, Guyana, Ireland, Jamaica, Kenya, Lesotho, Liberia, Malta, Mauritius, Montserrat, New Zealand, Nigeria, Saint Helena, Saint Lucia, Saint Kitts and Nevis, Saint Vincent and the Grenadines, Seychelles, Sierra Leone, Singapore, South Africa, Tanzania, Trinidad & Tobago, Turks and Caicos Islands, Uganda, United Kingdom, United States, United States Virgin Islands, Zambia, & Zimbabwe.

OR 

• ASSESSMENT.

By achieving a recognized standardized language test/assessment. The approved English language assessment options:

• IELTS. International English Language Testing System (IELTS) Academic: Minimum overall score of 5.5.  
• TOEFL. Test of English as a Foreign Language IBT: Minimum overall score of 46
• CAEL. Canadian Academic English Language Assessment. Minimum overall score of 40  
• CELPIP. Canadian English Language Proficiency Index Program: Listening 6, Speaking 6, Reading 5 and Writing 5.       
• DET. Duolingo English Test: Minimum overall score of 95
• PTE. Pearson Test of English Academic: Minimum overall score of 43  
• Cambridge English Qualifications: Minimum overall score of  160 or “C”
• Cambridge Linguaskill: Minimum overall B2 level  
• LANGUAGECERT Academic: Minimum overall B2 level  
• MET. The Michigan English Test: Minimum overall B2 level  
• iTEP Academic: Minimum overall score of 3.5   
• EIKEN: Minimum placement of Grade Pre-1

OR

• SSLC EPE GRADUATION. 

Successful and documented completion of VIC Language College’s (SSLC’s) English for Post-Secondary Education (EPE) Pathway that allows for direct admission into higher education without further entrance testing. 

OR

•  ACCUPLACER

For mature candidates who are facing barriers and cannot access their educational records or provide sufficient evidence of secondary or post-secondary education. Accuplacer English Assessment (Next Generation), required minimum scores:

• Reading: 230

• Writing: 230

• WritePlacer: 4

Candidate must be 19 years or older at the start of the program and a Canadian citizen or permanent resident. In addition to achieving the aforementioned Accuplacer scores, candidate is required to provide attestation affirming completion of at least three years of full-time secondary or post-secondary English instruction in a country where English is one of the principal languages (please refer to Countries where English is the language of instruction).

Acknowledgment of Receipt

With my signature on this document, I acknowledge that I have received, read and understand the general information and policies as contained in my copy of the Student Handbook.

NOTATION: Throughout this document, wherever BC law does not apply, local law will.

(Copy to be placed into student file)