Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

Catholic Pacific College is committed to enrolling students who meet program admission criteria and who are likely to succeed in achieving their educational and career goals.  

Catholic Pacific College admits students of any race, colour, ancestry, place of origin, religion, marital status, family status, disability, gender, sexual orientation or age, provided they have met the admission criteria of the program.

Procedure

1. The institution’s Administrative Assistant refers all inquiries to the Admissions Representative.

2. The Admissions Representative meets with the prospective student to discuss the program of interest.  Depending on the availability and distance of the prospective student (and his or her parents), admissions meetings may take place face-to-face, via phone, or via online video.

3. Once the student has decided on a program of study, the Admission Representative reviews the admission criteria for the program with the student to ensure that he or she meets all of the criteria.

4. The Admissions Representative obtains evidence (e.g. transcript, proof of age, etc.) from the student that he or she meets all of the program’s admission criteria and places the evidence in the student file. The admission criteria cannot be waived by either the school or the applicant.

5. After receiving evidence that the prospective student meets all of the admission criteria, the Admissions Representative prepares a Student Enrolment Contract and meets with the prospective student to review the policies that will affect the student during his/her completion of the program of study and to review the contract.  Prospective students will receive copies of all policies listed below prior to signing the contract:  

• Tuition and Fee Refund Policy

Student Dispute Resolution and Grade Appeal Policy 

Student Withdrawal Policy 

Student Dismissal Policy 

Admissions Policy 

• Language Proficiency Assessment Policy and Procedure

Credit Transfer Policy 

Attendance Policy 

Program Outline: Liberal Arts Diploma 

If, after understanding his or her rights and responsibilities, the prospective student wishes to sign the contract, the Admission Representative arranges for the prospective student to meet with the Senior Education Administrator. 

6. The Senior Education Administrator meets with the prospective student to discuss his/her educational goals and commitment to completing the program of study.  Financial arrangements for payment of tuition and other fees are also discussed.

7. If the Senior Education Administrator and the prospective student agree on a financial arrangement, they sign the contract and the Senior Education Administrator delivers a copy of the signed contract, along with a copy of all student policies to the student.

 

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

Students are required to keep a 90% rate of attendance in all their courses, or otherwise make arrangements with their instructor to make up for missed time. If a student is going to be absent from class, he or she must contact the college Administrative Assistant prior to the start of that class for the absence to be excused. Students who have an unexcused absence will be contacted by the Administrative Assistant once the class has begun.

Also, under the Canada Student Financial Assistance Act, students are required to “attain a satisfactory scholastic standard” to be eligible for assistance. Students who withdraw two times while in receipt of student financial assistance will be denied further assistance.

Students who receive funding or interest-free status through StudentAid BC and who do not maintain full-time status or fail to maintain the minimum number of weekly instructional hours for nonacademic (career training) programs for the entire length of their study period will be considered to have withdrawn. Withdrawal will result in the cancellation or prorating of student financial assistance, including terminating interest-free status. Students who are in interest-free status or interest-free periods are considered to be in a ‘funded’ term. Withdrawals and unsuccessful terms are counted during this time.

In addition, school officials must immediately report to StudentAid BC as withdrawn any student who:

  • Misses two consecutive calendar weeks of study (with the exception of the year-end break when schools are permitted to close for up to 3 weeks at the end of the calendar year).
  • Drops below 60 percent (40 percent for students with a permanent disability) attendance for 3 consecutive calendar weeks of study.
  • Has missed sufficient days/hours so that he or she can no longer successfully complete the program within the ministry-approved study period.

Students who withdraw twice while in receipt of student financial assistance will be denied further assistance. Students can appeal. A withdrawal will be considered as failing to maintain a ‘satisfactory scholastic standing’ and may impact future funding eligibility.

Since the amount of financial assistance issued to each student is based on an assessed need over the entire study period, a withdrawal from full-time studies prior to the study period end date is considered to be a failure by the student to fulfill the conditions under which assistance was granted and should be reported immediately to StudentAid BC.

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

Students applying to Catholic Pacific College from other colleges and universities may be eligible for transfer credit.

Which courses will transfer to Catholic Pacific College? If Catholic Pacific College offers a similar course to a course you have taken at another college or university, your course is eligible for transfer credit if you received a passing grade in the course (50%).

Procedure

After you apply for admission to Catholic Pacific College, and have submitted your transcript/s, the Admissions Representative will have your transcript/s assessed by the Senior Educational Administrator and will contact you to inform you concerning which of your courses are transferable.

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

Instruction at Catholic Pacific College is conducted in English.  Students whose first language is not the language of instruction are required to undergo a Language Proficiency Assessment prior to enrolment in order to ensure they have the language abilities necessary to successfully complete the program of their choice.   Language proficiency requirements are admission requirements and may not be waived by either the institution or the student.  The following are accepted: 

Procedure for Liberal Arts

An applicant wishing to establish the CPC language proficiency requirements must submit original transcripts or test results as per below:

International Applicants

International applicants and non-native English speakers can satisfy CPC’s language proficiency requirement by:

  • Taking the IELTS (International English Language Testing System) with a minimum band score of 7.0, with no part of the test less than 6.5; or,
  • Taking the TOFEL test with a minimum score of 65%

Admission by College or University Transfer

Students transferring from other post-secondary institutions in Canada must:

  • Obtain a grade of C- or better in a college English course that meets CPC’s transfer credit requirements.

Direct Admission from Grade 12

Applicants must have a minimum final course grade of 60% or higher in English 12, English Literature 12, or equivalent.

 

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

Catholic Pacific College collects, uses, retains and discloses information in accordance with the Personal Information Protection Act (“PIPA”).  Catholic Pacific College may share and disclose personal information within the institution to carry out its mandate and operations. Information, in aggregate form only, may also be used for research purposes and statistics. 

Student Records

For all career training programs: 

A student’s record includes, as applicable, a student enrolment contract; evidence a student met all admission requirements and entrance examinations; financial records, attendance records; documentation of any dispute, grade appeals or dismissal; copies of study permits and practicum/work placement information.

Catholic Pacific College retains student records for a period of seven (7) years following the student’s withdrawal, dismissal or graduation.  After seven years, the student record is destroyed using a secure destruction method.

Within 60 days of a student completion of the program of study or withdrawal or dismissal, Catholic Pacific College uploads a copy of the students’ enrolment contract, transcript and diploma or certificate (if any) to an approved third-party vendor.  These records are retained for a period of fifty-five (55) years.

For short duration programs:

A student’s record includes a student enrolment contract; financial records and documentation of any dispute, grade appeals or dismissal.

Student records are kept for 8 months following the completion of a short duration program and are not archived.

Access to student’s records

Student records are maintained in a secure storage medium in a secure location.

Upon written request to the Administrative Assistant, a student may access his/her records for a fee of $0.25 per page.

 

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

Catholic Pacific College expects students to meet and adhere to a code of conduct while completing a program of study.  The list below outlines the code of conduct that all students are expected to follow. If needed, students should request clarification from the Senior Education Administrator if they have any questions.

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

The Code of Conduct

Expectations for Students:

  • Attend school in accordance with the Attendance Policy.
  • Treat all students and staff with respect.
  • Dress according to the school’s dress code as outlined in the Student Handbook.
  • Treat school property with respect.
  • Complete all assignments and examinations on the scheduled completion dates.
  • Any other conduct which is determined to be detrimental or damaging to the other students, staff members or the Institution.
  • The institution forbids; disruptive or offensive classroom behavior; bringing weapons of any kind (i.e. knives, guns) to school; bringing any alcohol or any prohibited mood altering substances to the institution; making inappropriate remarks concerning another student or staff’s ethnicity, race, religion or sexual orientation and any other conduct which is determined to be detrimental or damaging to other students, staff members or the Institution. 

Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period:

  • Sexual assault.
  • Physical assault or other violent acts committed on or off campus against any student.
  • Verbal abuse or threats.
  • Vandalism of school property.
  • Theft.

Students who do not meet the expected code of conduct will be subject to the procedures outlined below which may include immediate dismissal from the institution depending on the severity of the misconduct.

Concerns related to a student’s conduct shall be referred to the Senior Education Administrator to process in accordance with this Policy.

Procedure

  1. All concerns relating to student misconduct shall be directed to the Senior Education Administrator. Concerns may be brought by staff, students or the public.
  2. The Senior Education Administrator will arrange to meet with the student to discuss the concern(s) within 5 school days of receiving the complaint.  If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted the Senior Education Administrator will meet with the student as soon as possible.
  3. Following the meeting with the student, the Senior Education Administrator will conduct whatever further enquiry or investigation is necessary to determine whether the concerns are substantiated.
  4. Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.
  5. The Senior Education Administrator will meet with the student and do one of the following:
    1. Determine that the concern(s) were not substantiated;
    2. Determine that the concern(s) were substantiated, in whole or in part, and either:
      1. Give the student a warning setting out the consequences of further misconduct;
      2. Set a probationary period with appropriate conditions; or
      3. Recommend that the student be dismissed from the Institution.
  6. The Senior Education Administrator will prepare a written summary of the determination.  A copy shall be given to the student, a copy will be placed in the institutions complaint file, and the original will be placed in the student file.
  7. If the student is issued a warning or placed on probation, the Senior Education Administrator and the student both sign the written warning or probationary conditions and the student is given a copy.  The original document is placed in the student’s file.
  8. If the recommendation is to dismiss the student, the Senior Education Administrator of the school will meet with the student to dismiss him or her from study at the school.  The head of the school will deliver to the student a letter of dismissal and a calculation of refund due or tuition owing, depending on the status of the student’s financial account with the school.
  9. If a refund is due to the student, the head of school will ensure that a cheque is forwarded to the student within 30 days of the dismissal.

If the student owes tuition or other fees to the school, the head of the school may undertake the collection of the amount owing.

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: March 1, 2014
   

Catholic Pacific College provides an opportunity for students to resolve disputes of a serious nature in a fair and equitable manner. 

The policy applies to all Catholic Pacific College students who are currently enrolled or were enrolled 30 days prior to the submitting their concern to the Senior Education Administrator.

Procedure for Student Disputes

  1. When a concern arises, the student should address the concern with the individual most directly involved.  If the student is not satisfied with the outcome at this level, the student should put his or her concern in writing and deliver it to the Senior Education Administrator.
  2. The Senior Education Administrator will arrange to meet with the student to discuss the concern and desired resolution as soon as possible but within five school days of receiving the student’s written concern.  
  3. Following the meeting with the student, the Senior Education Administrator will conduct whatever enquiries and/or investigations are necessary and appropriate to determine whether the student’s concerns are substantiated in whole or in part. Those inquiries may involve further discussion(s) with the student either individually or with appropriate Catholic Pacific College’s personnel.
  4. The necessary enquiries and / or investigations shall be completed and a response provided in writing to all involved as soon as possible but no later than ten school days following the receipt of the student’s written concerns.  One of the following may happen:
    1. If it is determined that the student’s concerns are not substantiated the institution will provide a written explanation of the decision and deny the complaint; or
    2. If it is determined that the student’s concerns are substantiated in whole or in part, the institution will propose a resolution.
  5. The response should specify the student will have five school days to appeal the decision.  A copy of the decision and all supporting materials shall be given to the student, a copy will be placed in the institution’s Student Conduct File, and the original will be placed in the student file.
  6. If the student is not satisfied with the determination of the Senior Education Administrator, the student must advise the Senior Education Administrator as soon as possible but within five school days of being informed of the determination. The Senior Education Administrator will immediately refer the matter to the Chair of the Board of Governors of the Institution. 
  7. Chair of the Board of Governors of the institution will review the matter and may meet with the student as soon as possible but within five school days of receipt of the student’s appeal.
  8. The original decision will either be confirmed or varied by the Chair of the Board of Governors in writing within 5 school days after meeting the student.  
  9. If the student is not satisfied with the decision, at this point the Institution’s Dispute Resolution Process will be considered exhausted and further dispute will be referred to the Better Business Bureau for arbitration.

The student, once the dispute resolution process is complete, may file a complaint with PCTIA ( www.pctia.ca) if he/she feels the institution misled the student regarding the institution or any aspect of its operations.

Procedure for Grade Appeal

  1. If a student is dissatisfied with a grade received and can provide evidence that a higher grade is warranted he/she should discuss with his/her instructor.  The instructor will reconsider the grade and, if warranted, assign a different grade.
  2. If the student is not satisfied with the outcome of his/her appeal to the instructor, he/she should submit a written appeal to the Senior Educational Administrator.
  3. The Senior Educational Administrator will obtain a copy of the assignment/test in question from the instructor and will have another instructor conduct a review.  
  4. If the assessment achieves a higher grade on re-mark, the higher grade will be assigned to the student.  If the assessment achieves a lower grade on re-mark, the original grade will be retained.
  5. Once the re-assessment is complete, the Senior Educational Administrator will review the process and, once his/her review is complete, the grade will be considered final and cannot be appealed.
  6. The decisions on the grade appeal will be provided to students within 30 school days of Catholic Pacific College’s receipt of the written complaint.

 

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy

If a student decides to withdraw from a program, he/she must provide a dated, written notice of withdrawal to the Senior Education Administrator.   Refunds are calculated according to Catholic Pacific College’s Refund Policy (as detailed in the Student Enrolment Contract) and the date on which the written notice of withdrawal is received will be used to determine any refund owing.  

An international student whose application for a study permit has been denied is entitled to a refund under PCTIA Bylaw 38.3, if a copy of the denial letter is provided to Catholic Pacific College prior to the program start date.  

Procedure

A student who wishes to withdraw from his/her program must submit the notice in writing to the Senior Education Administrator.  If the student is due a refund, it will be issued within 30 days from the date on which written notice is received.

 

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: N/A
   

Policy

  1. A student may be entitled to a refund of tuition fees in the event that: 
    1. The student provides written notice to the institution that he or she is withdrawing from the program; or
    2. The institution provides written notice to the student advising that the student has been dismissed from the program. 
  2. The written notice of withdrawal or dismissal may be delivered in any manner provided that a receipt or other verification is available that indicates the date on which the notice is delivered.  
  3. The notice of withdrawal or dismissal is deemed to be effective from the date it is delivered.
  4. The refund to which a student is entitled is calculated on the total tuition fees due under the contract.  Where total tuition fees have not yet been collected, the institution is not responsible for refunding more than has been collected to date and a student may be required to make up for monies due under the contract.
  5. If the institution has received fees in excess of the amount it is entitled to under the student contract, the excess amount must be refunded.
  6. Refund policy for students:
    1. Refunds before the program of study begins:
      1. If written notice of withdrawal is received by the institution within 7 days after the contract is made, and before the commencement of the period of instruction specified in the contract, the institution may retain 5% of the total tuition and fees due under the contract to a maximum of $250.
      2. If written notice of withdrawal is received by the institution 30 days or more before the commencement of the period of instruction specified in the contract and more than 7 days after the contract was made, the institution may retain 10% of total tuition only due under the contract to a maximum of $1000.
      3. Subject to Section 6(a)(1) above, if written notice of withdrawal is received by the institution less than 30 days before the commencement of the period of instruction specified in the contract, and more than 7 days after the contract was made, the institution may retain 20% of the total tuition only, due under the contract to a maximum of $1300.  
  7. Refunds after the program of study starts:
    1. If written notice of withdrawal is received by the institution or a student is dismissed before 10% of the period of instruction specified in the contract has elapsed, the institution may retain 30% of the tuition due under the contract.
    2. If written notice of withdrawal is received by the institution, or a student is dismissed after 10% and before 30% of the period of instruction specified in the contract has elapsed, the institution may retain 50% of the tuition due under the contract.
    3. If a student withdraws or is dismissed after 30% of the period of instruction specified in the contract has elapsed, no refund is required.
  8. Where a student did not meet the institutional and/or program specific minimum requirements for admission through no misrepresentation or fault of his or her own, the institution must refund all tuition and fees paid under the contract, less the applicable non-refundable student application or registration fee.
  9. Where a student withdraws or is dismissed from his or her program, he or she  are entitled to 100% refund of any as-yet to be received consumables that have been pre-paid.
  10. Where a student withdraws or is dismissed from his or her program after receiving technical equipment from the institution free of charge:
    1. The student must return the equipment unopened or as issued within 14 calendar days; and
    2. If the student fails to return the equipment as set out above, the institution may deduct the reasonable cost of the equipment from any amount to be refunded to the student.
  11. Refunds owed to students must be paid within 30 days of the institution receiving written notification of withdrawal and all required supporting documentation, or within 30 days of an institution’s written notice of dismissal.
  12. Where the delivery of the program of study is through home study or distance education, refunds must be based on the percent of the program of study completed at the rates as set out in Section 7 above. 

Position Responsible:    Senior Education Administrator   
Implementation Date:    February 19, 2015
Date of Last Revision: May 1, 2014
   

Policy & Procedure

In accordance with the Personal Information Protection Act of BC, Catholic Pacific College will:

• Obtain your consent when we collect, use or disclose your personal information (except in limited circumstances where no consent is required).

• Collect information by fair and lawful means.

• Tell you how your personal information is being used and to whom it has been disclosed.

• Destroy, erase or make anonymous personal information about you that is no longer needed for the purpose for which it was collected or for a related business or legal reason.

• Catholic Pacific College will not use or disclose your information for any purpose other than to which you have consented (except in circumstances where no consent is required).