SSLC Policies, Procedures, & Student Rights

Sprott Shaw Language College (“SSLC”) has established this statement that advises students of their rights in relation to our institution. This statement is:

• Available in every language in which instruction of a program is provided at an SSLC campus.
• Posted in a prominent place at each SSLC Campus in every language in which instruction is provided at the campus.
• Together with a copy of the signed enrolment contract, provided to the student as soon as practicable in every language in which instruction of an approved program will be provided.

SSLC is certified with the Private Training Institutions Regulatory Unit (PTIRU) of the British Columbia Ministry of Advanced Education and Skills Training. Before you enroll at any certified private training institution, you should be aware of your rights and responsibilities:

• You have the right to be treated fairly and respectfully by the institution.
• You have the right to receive a written enrolment contract which includes information about:

-Whether the program was approved by PTIRU or does not require approval.
-The amount of tuition and any related or additional fee(s) for the program.
-The refund policy in relation to the program.
-If your program includes a work experience, the requirements to participate in the work experience and the geographic area where it will be provided.

Make sure you read the contract before signing. The institution must provide you with a signed copy.

• You have the right to access the institution’s dispute resolution process and to be protected against retaliation for making a complaint.
• You have the right to make a claim to PTIRU for a tuition refund if:

– Your institution ceases to hold a certificate before you complete an approved program.
– You were misled about a significant aspect of your approved program.

• You must file the claim within one year of completing, being dismissed, or withdrawing from your program.

These are your basic rights and responsibilities at SSLC. We encourage you to read through all SSLC policies and ask any SSLC staff member if you have questions, or email [email protected]

For more information about PTIRU and how to be an informed student, go to:
http://www.privatetraininginstitutions.gov.bc.ca/students/be-an-informed-student.

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

Scope / Limits

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

Policy Statements

1. Members of the college community, including employees and students, engaged in any activity on college property or in conjunction with the college have the right to an environment that promotes respectful behavior.
2. SSLC strives to provide a campus environment that is free from discrimination, harassment, and violence. The college does not condone these behaviors and they will not be tolerated.
3. Members of the college community are expected to:

a. Share the responsibility of establishing and maintaining an environment of respectful behavior and to engage in professional conduct in all respects of college-related activities.
b. Make every reasonable effort to prevent, identify, and report any actions of discrimination, harassment, or violence that have been committed or that they reasonably believe may have been committed to the Director.
c. Act in compliance with all applicable laws and regulations when fulfilling their obligations to and interacting with the college; when appropriate, investigations may be handled by outside authorities.

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

Definitions

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

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

Members Of The College Community – Includes employees, students, visitors, volunteers, third-party contractors, and their employees engaged in activities related to their contracts with the College.

Professional Conduct – Refers to behavior that is consistent with members of the college community proceeding in their daily duties in a manner that upholds the dignity of their profession, exhibits a commitment to excellence in learning and teaching, and shows a concern for the well-being of others.

Violence – Means any incident where the attempted or actual conduct of a person causes members of the College community to be physically or mentally harmed, abused, threatened, intimidated, or assaulted. Violence may be expressed verbally, through written or electronic communications such as email, internet, telephone, social media, or through actual or threatening physical contact or gestures.

1. Sprott Shaw Language College (SSLC) welcomes applications from students who can add to the inspirational, multicultural, academic life at our college.

2. Detailed, accurate information and guidance is offered on our website, in our promotional materials, and through our student advisors, to ensure our potential and current students make informed decisions about their programs.

3. Valid medical insurance proof must be provided for the study duration. If coverage expires before the student’s end date, the student will not be permitted to continue until valid medical insurance is provided.

4. Entry Assessment Tools and Admission Requirements ensure students have the required language competencies (see Language Proficiency Assessment Policy) and the basic skills and abilities to achieve program success.

5. Students are provided with the following policies before entering into a Student Enrolment Contract: Tuition & Fee Refund Policy, Dispute Resolution/Grade Appeal Policy, Withdrawal Policy, Dismissal Policy, Admissions Policy, Attendance Policy, Program Outline, Prior Learning Assessment Policy (if applicable), Language Proficiency Assessment Policy (if applicable).

1. Instruction at Sprott Shaw Language College (SSLC) is conducted in English.

2. Students entering into ESL are not required to do any kind of Language Proficiency Assessment, as all levels are accepted, and students complete an online level test and online interview before the first day of classes to be placed in appropriate class levels.

3. A student wanting to take SSLC Special Programs whose first language is not English is required to undergo a Language Proficiency Assessment, in the form of our Entrance Exam, prior to enrollment OR provide proof of proficiency (Outlined in the Admissions Policy), in order to ensure they have the language abilities necessary to successfully complete the program of their choice.

4. Language proficiency requirements are admission requirements for our specialized programs, and they may not be waived by either SSLC or the student.

5. Proof of the minimum English requirement shall not be older than two (2) years.

6. All IEPE and EPE Pathway students must complete an oral interview and essay as part of the proficiency test process.

7. If a student’s entrance exam score does not meet the language proficiency required, the student will be given recommendations for the appropriate ESL course(s) to improve their English. SSLC admission requirements are listed on program outlines and at www.studysslc.com

English Language Proficiency Equivalency Table:

All IEPE and EPE students must complete an oral interview and essay as part of the proficiency test process.

* No Requirements (students may complete an online level test & online interview before arrival to determine levels and preference)

The following Dispute Resolution & Grade Appeal Policy was created by Sprott Shaw Language College (SSLC) to better care for our students. The following terms meet the standards of Languages Canada and the Private Training Act (PTA). This policy governs complaints from students respecting SSLC and any aspect of our operations. A student who makes or is otherwise involved in a complaint will not be subject to any form of retaliation by SSLC at any time. The process by which the student complaint will be handled is as follows:

Student’s Responsibilities:

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

SSLC’s Responsibilities:

1. The Academic Manager/Director will meet with the student to discuss the concern and desired resolution within five (5) school days of receiving the student’s written concern.
2. After meeting the student, the Academic Manager/Director will conduct any necessary inquiries or investigations to determine whether the student’s concerns are substantiated. Those inquiries may involve further discussion with the student (individually or with appropriate SSLC personnel). All communication must be in writing. Necessary inquiries/investigations must be completed and a response provided in writing to all involved, no later than 30 days after the receipt of the student’s original written concerns.

– If it is determined that the student’s concerns are not substantiated, SSLC will provide a written explanation of the decision and deny the complaint.
– If it is determined that the student’s concerns are substantiated, in whole or in part, SSLC will propose a resolution.

3. The response must specify that the student has five (5) school days to appeal the decision. A copy of the decision and all supporting materials shall be given to the student, a copy placed in SSLC’s Student Complaint File, and the original will be placed in the student file.

Appeal & Final Resolution:

1. If the student is not satisfied with the Academic Manager/Director’s determination, the student must advise the Academic Manager/Director within five (5) school days of being informed of the determination.
2. The Academic Manager/Director will immediately refer the matter to the Executive Director. The Executive Director will review the matter and may meet with the student as soon as possible but within five (5) school days of receipt of the student’s appeal.
3. The original decision will be confirmed or varied by the Executive Director, in writing, within five (5) school days of receipt of the appeal or, if a meeting with the student occurred, within five (5) days of the meeting. The written reasons will advise a student that, if the student is dissatisfied with the determination and has been misled by SSLC regarding any significant aspect of any program, the student may file a complaint with Languages Canada or, if enrolled in an approved program, file with the Private Training Institutions Regulatory Unit (PTIRU) (www.privatetraininginstitutions.gov.bc.ca).
4. Complaints must be filed with PTIRU within one year of the date a student completes, is dismissed from, or withdraws from the program. At any point during this process, a student making a complaint may be represented by an agent or lawyer.

Grounds for Dismissal

1- Sprott Shaw Language College may dismiss a student from a program on any of the following grounds:

a. Failure to abide by our Attendance & Punctuality and/or English Only Policies.
b. Disruptive classroom behavior (eating, drinking, swearing).
c. Unauthorized use of alcohol or illegal drugs.
d. Violence against persons or property.
e. Possession of weapons.
f. Verbal abuse, bullying, or intimidation.
g. Theft.
h. Gambling.

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

Standard Dismissal Process

1- Unless circumstances warrant immediate dismissal, the standard dismissal procedure shall follow a three-step process:

a. First written warning.
b. Second or final written warning.
c. Dismissal/expulsion from the College.

2- Instructors/Coordinators shall be allowed reasonable leeway to exercise their best professional judgment in applying this Dismissal Policy. Instructors are strongly advised to precede the first written warning with an unmistakable verbal warning. They shall confer with colleagues and management when any situation could be considered borderline.

3- At any point in the dismissal process, the student shall have the right to invoke the College’s Dispute Resolution Policy. In this instance, the Dismissal Policy shall be suspended, and the Dispute Resolution Policy shall be allowed to follow its normal course, up to and including third-party arbitration.

4- Changes in the Dismissal Policy shall be clearly communicated to all staff and students on campus. Changes in the Dismissal Policy shall be effective immediately, though not retroactively.

5- Considering the gravity of a dismissal, the College shall act with utmost circumspection and due consideration of extenuating circumstances in dismissing any student.

Immediate Dismissal

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

Grade Appeal:

If a student is dissatisfied with a grade received and can provide evidence that a higher grade is warranted, they should discuss it with their instructor. The instructor will reconsider the grade and, if warranted, assign a different grade. If the student is not satisfied with the outcome of their appeal to the instructor, they should submit a written appeal to the Academic Manager/Director.

The Academic Manager/Director will obtain a copy of the assignment/test in question from the instructor and will have another instructor re-assess it.

• If the student achieves a higher grade on re-assessment, the higher grade will be assigned to the student.
• If the student achieves a lower grade on re-assessment, the original grade will be retained.

The grade will be considered final and cannot be appealed further.

The decisions on the grade appeal will be provided to students within thirty (30) school days of SSLC’s receipt of the written appeal.

1- If a student decides to withdraw from a program, they must provide a dated, written notice of withdrawal to the Admissions department at SSLC.

2- Refunds are calculated according to SSLC’s Refund Policy, and the date on which the written notice of withdrawal is received will be used to determine any refund owing.

3- An international student whose application for a study permit has been denied is entitled to a refund under the Private Training Institutions Regulatory Unit (PTIRU) Private Training Regulation Section 36.1, if a copy of the denial letter is provided to SSLC prior to the program start date.

SSLC strongly believes in supporting YOU while you learn English. That is why all students at SSLC must speak English Only!

This English Only policy applies anytime and everywhere – inside SSLC buildings, washrooms, and surrounding areas. If you are overheard speaking another language or listening to someone speak another language, the following will occur:

Important Notice About Speaking English Only:

• Who: EVERYONE
• What: Speak English Only!
• Where: Inside SSLC and surrounding areas; stairs, washrooms, hallways, and smoking areas.
• When: All the Time!
• Why: To improve your English!

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

Instructors:

1- The role of the instructor is to inform students of attendance requirements at the beginning of each program/module (approximately every four weeks), encourage attendance, and keep records of student attendance.

2- Instructors share attendance information as required and report concerns to admissions/advisors/directors. Instructors, with support from advisors/directors, are responsible for working with students to resolve critical attendance issues.

Students:

1- Attendance and punctuality are your responsibility; please be ready to begin work at the start of every class.

2- You must attend ALL of your classes regularly and on time.

3- Tell your instructor as soon as you know that you may be late or absent. If you are sick and will be late or absent, you must contact the school before 9:00 am.

Campus Phone Numbers: Vancouver 604-678-8148, Victoria 250-383-5464, Toronto 416-486-6561.

4- Please leave a message with staff/on voicemail with your:

a. Name (including English nickname, if applicable).
b. Program.
c. Instructor’s name for all classes.
d. Any other relevant details (e.g., if you have a test you will miss, reason for late/absence).

5- Calling in sick does not mean that you are automatically excused for that day. Your absence will only be excused in the case of a pre-existing injury or doctor’s note. If you are sick for more than 1 day, you must bring a doctor’s note to have your absence excused. All other cases are at the discretion of the instructor.

6- Your instructor will inform you if you are permitted to make up work, as well as the time and nature of make-up work. If you fail to attend on time or to meet a deadline for make-up work, you lose the right to further make-up work. If you are going to be absent on a day when an exam or presentation is scheduled, it is important that you call and tell a staff member. If you do not call, your exam or presentation cannot be rescheduled, and you will receive a zero. You may be required to bring a doctor’s note if you wish to reschedule certain examinations or presentations.

7- If you must completely stop attending class for any reason, you must contact your instructor/advisor to officially “withdraw.”

8- Note About Being Late: You must arrive at class before your instructor officially begins the lesson. You will be marked “LATE” if you arrive after your instructor does. You may still enter the class at your instructor’s discretion if you arrive within the first 10 minutes of class. If you are more than 10 minutes late for your class, you must stay outside of the classroom until the next break.

ESL Minimum Attendance Requirements and Academic Penalties:

• If you miss more than 30% of your scheduled classes, you will not receive a Certificate at the end of your program.
• Students with poor attendance are ineligible for Vacation Requests and may risk expulsion.

SP Minimum Attendance Requirements and Academic Penalties:

1- SSLC has a step-by-step progressive discipline process for attendance and punctuality issues.

2- The procedures and outcomes differ between “excused” and “unexcused” lates/absences, as described below.

3- SSLC programs each have a different weight for attendance and punctuality; however, the following rule applies to all programs:

• Students cannot miss more than 20% (4 days) of class without a valid excuse during any 4-week module/program, or they risk expulsion.
• The following percentages lost are based on a 100% total mark for attendance & punctuality:

Vacation/Break Requests:
1- To take vacation (so your absences are excused & you get an extension) you must get permission from your advisor at least 2 weeks before vacation, be in good academic standing & be registered for a minimum period of time: maximum 12-week break if you are registered for 24 weeks or more; maximum 2-week break if you are registered for between 12–23 weeks; maximum 1- week break if you are registered for less than 12 weeks.

2- While extensions are possible, no LOA will be re-issued, so your studies must be completed within your visa period.

3- This break request policy does not apply to students on the Working Holiday Program.

4- All minors must get written permission from parent/guardian/custodian.

5- Students are NOT allowed to take breaks when taking a Specialized Program.

6- Breaks can only be taken on a weekly basis and must be from a Monday to a Friday.

7- Break requests cannot be made to retroactively excuse previous absences.

Academic Integrity and Dishonesty

SSLC places a high value on honesty and integrity, as these traits are essential to students as both learners and employees. Violators of the Academic Dishonesty Policy will face penalties in accordance with the violation.

1- SSLC constitutes Academic Dishonesty to include, but is not limited to:

a. Cheating of any type on tests or assignments.
b. Impersonating another student or allowing oneself to be impersonated.
c. Plagiarism – defined as: to steal and pass off the ideas or words of another as one’s own; use another’s production without crediting the source.
d. Dishonesty in any way when representing SSLC as a student of SSLC.
e. Storing information on or finding information on an electronic device for use during a test or examination.
f. Misrepresenting materials obtained from the internet.
g. Submitting the same work to meet the requirements of more than one program.

2- The following list should be considered examples of academic dishonesty; however, this list is not exhaustive, and other actions may also be considered under the category of academic dishonesty.

a. Exams and Tests

– Impersonating someone in an examination or test.
– Copying from another student or making information available to another student.
– Submitting a take-home examination written, in whole or in part, by someone else.
– Failing to obey or comply with exam regulations or instructions of a proctor.

b. Essays and Assignments

– Submitting an essay written in whole or in part by someone else as one’s own.
– Preparing an essay or assignment for submission by another student.
– Copying an essay or assignment, or knowingly allowing one’s essay or assignment to be copied by someone else for the purposes of plagiarism.
– Using direct quotations or large sections of paraphrased material without acknowledgment.
– Buying or selling essays or assignments and submitting them as one’s own.

3-Should a student be caught committing any form of academic dishonesty, they will receive a failing grade for the work. Suspension or expulsion may result from academic dishonesty.

Use and Protection of Intellectual Property

SSLC values academic excellence, inquisitiveness, and curiosity. The Intellectual Property Policy reflects these values and seeks to encourage creativity and innovation, openness, and the sharing of ideas among staff and students. Intellectual Property (IP) is defined as any original work created in a tangible form that can be legally protected.

Intellectual property shall include, but is not limited to, rights relating to:

– Literary, artistic, and scientific works.
– Inventions in all fields of human endeavor.
– Trademarks, service marks, and commercial names and designations.

Except as stipulated below, ownership of rights in IP created in the course of research activities belongs to the creator(s). The exceptions are:

1- The material was developed in the course of teaching, to support classroom curriculum, or to support the delivery of curriculum, or school programs and services.
2- The material was developed in the course of SSLC’s professional/work duties or as a negotiated understanding and/or formal agreement with SSLC under which SSLC owns the copyright of the material.

Owners of IP rights in scholarly works created in the course of research activities grant SSLC a non-exclusive, free, irrevocable, indivisible, and non-transferable license to use, for academic purposes, all works created by an author.

Protecting IP is also seen as a method of promoting creativity. If no one is allowed to copy another person’s work without permission, then creativity is encouraged for everybody.

Please note: the Registration Fee is non-refundable.

Accommodation Refund Policy

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

For: Sprott Shaw Language College (SSLC); Toronto, Vancouver, and Victoria Campuses

Policy Statement

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

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

Definitions

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

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

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

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

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

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

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

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

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

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

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

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

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

Jurisdiction

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

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

Procedural Fairness

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

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

Disclosure and Reporting Options

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

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

Interim Relief

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

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

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

Confidentiality and Anonymity

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

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

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

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

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

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

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

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

Complaint Procedure

1. Initial Consultation: Campus Director

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

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

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

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

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

2. Informal Resolution

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

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

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

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

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

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

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

3. Formal Investigation

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

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

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

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

4. Formal Decision

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

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

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

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

5. Appeal

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

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

Training and Education

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

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

For detailed guidance on all aspects of emergency preparedness and response, you can access the full Critical Incident and Crisis Management Policy as a downloadable PDF. This document provides a comprehensive overview of procedures for various scenarios, including natural disasters, health emergencies, person-created incidents, utility failures, and more. It includes essential resources such as:

• Detailed evacuation maps for all campuses.
• Comprehensive instructions for responding to medical, fire, and hazardous material emergencies.
• Best practices for managing natural disasters such as earthquakes, floods, and wildfires.
• Guidance on ensuring safety during person-created incidents, including lockdowns, bomb threats, and active shooter situations.
• Policies on occupational health and safety responsibilities, training, and committees.
• Steps for handling power outages, gas leaks, and technological threats like ransomware attacks.

Download the full Critical Incident and Crisis Management Policy (PDF) ↗.

This institution is certified by the Private Training Institutions Regulatory Unit (PTIRU). Certified institutions must comply with regulatory requirements, including the requirement to have a Sexual Misconduct policy. For more information about PTIRU go to www.privatetraininginstitutions.gov.bc.ca.

• Campus Director Vancouver: Kika Stogianou ([email protected])
• Campus Director Victoria: Regine Tatchell ([email protected])
• Executive Director: Barbara Godt ([email protected])