Policies & Procedures

1. STUDENT-FACING NOTE

SELC College believes in transparency, fairness, support, and compliance. These policies are written to help students understand expectations clearly and to help staff make decisions consistently. [cite: 11]

When a student has a real problem, SELC will review it seriously. [cite: 12] When a rule must be enforced, SELC will explain the reason clearly. [cite: 13]

2. INSTITUTIONAL DISCLAIMER

This manual is intended to guide students and staff and to support compliance with applicable regulatory standards. [cite: 15] Where a law, PTIRU requirement, IRCC rule, or official government directive changes, SELC College will apply the updated rule and may revise this manual accordingly. [cite: 16] PTIRU, IRCC, and EQA compliance ultimately depends on the institution's actual operations, records, contracts, website postings, and case-by-case decisions, not only on written policy. [cite: 17]

3. GOVERNANCE & COMPLIANCE FRAMEWORK

3.1 Purpose

This framework ensures that SELC College operates with: [cite: 20] regulatory compliance [cite: 21], consistency in decision-making [cite: 22], protection of student rights [cite: 23], and institutional accountability [cite: 24].

3.2 Compliance Alignment

SELC College operates in alignment with: [cite: 26]

• Private Training Institutions Regulatory Unit (PTIRU) [cite: 27]
• Immigration, Refugees and Citizenship Canada (IRCC) [cite: 27]
• B.C. Education Quality Assurance (EQA) [cite: 27]

3.3 Roles and Responsibilities

Campus Director - Responsible for: [cite: 29] Provide overall leadership and operational oversight of the campus, ensuring alignment with institutional goals, student success, and regulatory compliance [cite: 30]. Exercise authority on student matters, including appeals, disciplinary actions, exceptions, and complex case decisions [cite: 30]. Ensure compliance with PTIRU, IRCC, and EQA requirements across all departments, including academics, admissions, and student services [cite: 33]. Lead cross-departmental coordination, and continuous improvement of campus operations and student experience [cite: 34].

Admissions - Responsible for: [cite: 35] Oversee the full student lifecycle from admission to completion, ensuring accurate registration, records management, and ongoing student support [cite: 36]. Verify admissions requirements and maintain compliant enrolment contracts and student records in accordance with PTIRU standards [cite: 37]. Monitor attendance, academic standing, and student progress, initiating timely interventions where required [cite: 38]. Manage student requests, including program interruptions, appeals, and status changes, ensuring consistent and policy-aligned decision-making [cite: 39].

Director of Academics/SEA - Responsible for: [cite: 40] Provide academic leadership to ensure program quality, consistency, and alignment with approved curriculum and learning outcome [cite: 41]. Oversee academic progression, grading standards, and faculty performance to maintain academic integrity and student success [cite: 42]. Ensure compliance with PTIRU requirements related to curriculum delivery, assessment, and instructional standards [cite: 43]. Lead continuous improvement of academic programs through evaluation, feedback, and collaboration with faculty and leadership [cite: 44]. Final authority on student matters, including appeals, disciplinary actions, exceptions, and complex case decisions [cite: 45].

Student Experience - Responsible for: [cite: 46] Design and deliver a cohesive student experience from orientation through program completion [cite: 47]. Develop and implement student engagement initiatives that support retention, satisfaction, and campus culture [cite: 48]. Coordinate orientation, workshops, and campus activities aligned with student success and integration [cite: 49]. Gather and analyze student feedback to drive continuous improvement of programs and services [cite: 50].

Marketing and Student Recruitment - Responsible for: [cite: 52] Provide accurate program advisory and guidance aligned with student goals and program outcomes [cite: 53]. Assess and communicate program requirements, including academic, language, and eligibility criteria [cite: 54]. Guide prospective students through the admissions process from inquiry to enrolment [cite: 55]. Provide general immigration-related information to international students and refer to licensed professionals where required [cite: 56, 57].

Co-op & Practicum Placement - Responsible for: [cite: 58] Coordinate and secure program-aligned placements [cite: 59]. Ensure placement documentation is complete and compliant [cite: 60]. Monitor student progress and employer engagement [cite: 61]. Confirm completion of placement requirements and records [cite: 62].

4. ADMISSIONS POLICY

4.1 Purpose

Admission requirements are the skills, knowledge and/or other background, including minimum language proficiency, a student must have to be admitted to a program and that make it likely the student will successfully complete the program. [cite: 65] Appropriate admission requirements support student retention, success and satisfaction, which is good for both students and the institution. [cite: 66] Admission requirements may not be varied or waived by either an institution or a student, and they must be applied consistently to all students in the program. [cite: 67]

SELC College admits qualified applicants without discrimination based on race, colour, creed, national or ethnic origin, marital status, sexual orientation, gender identity or expression, age, religion, disability, or any other protected ground under applicable legislation. [cite: 68] Admission decisions are based solely on published program entry requirements and the applicant's demonstrated ability to succeed in the chosen program. [cite: 69]

4.2 Admission Requirements

Applicants must: [cite: 71]

• meet academic prerequisites for their chosen program of study [cite: 73]
• meet English language requirements where applicable [cite: 74]
• provide complete and valid documentation (i.e.: study permit, work permit, copy of passport, academic transcripts from previous Institutions) [cite: 75]
• provide medical documents required for work experience (negative TB test, current immunizations, and satisfactory criminal record check-these are program-specific) [cite: 76]

4.3 Examples of Acceptable Admission Requirements Include:

• Language proficiency to a specified broadly accepted standard, such as IELTS (all tests to be accepted, with a minimum score for each, much be specified; 'or equivalent' is not acceptable) [cite: 78]
• Prior education such as a provincially recognized high school course [cite: 79]
• Current registration, certification or licensure in the field being studied [cite: 80]
• Assessment through an interview, portfolio review or audition, to a specified standard [cite: 81]

Language proficiency requirements (LPR) are a part of a program's admission requirements to ensure students have a reasonable level of language proficiency to make it likely that they will successfully complete the program. [cite: 81] Language requirements should be at a sufficient level for the student to understand and discuss, in speech and in writing, the level and complexity of the educational materials. [cite: 82] All applicants, regardless of their citizenship status or country of origin, must demonstrate an appropriate level of language proficiency. [cite: 83]

As an option for proof of English language proficiency, institutions may accept evidence that an applicant has successfully completed a specified minimum of full-time secondary or post-secondary education at an accredited institution where English is the language of instruction. [cite: 84] Documentation demonstrating this evidence must be provided in English. [cite: 85]

4.4 Verification

All admission documents must be verified and retained in the student file prior to enrolment. [cite: 87] Upon confirmation that all admission requirements have been satisfied: [cite: 88]

• The Admissions Office will issue a formal Letter of Acceptance [cite: 89]; and
• Where required, a Letter of Support or other institutional documentation may be issued. [cite: 90]

Issuance of a Letter of Acceptance does not constitute enrolment in the program and does not replace the Student Enrolment Contract. [cite: 91]

4.5 Institutional Authority

SELC College reserves the right to: [cite: 93] Verify all information provided by applicants. [cite: 94] Request additional documentation where necessary. [cite: 95] Deny admission where admission requirements are not met or documentation is incomplete. [cite: 96] Revoke an offer of admission if false, misleading, or incomplete information is discovered. [cite: 97]

5. TUITION, PAYMENT SCHEDULE & REFUND POLICY

Student Responsibilities

Students on a payment plan are responsible for: [cite: 100] making all payments on or before the agreed dates [cite: 101], maintaining communication with SELC if issues arise [cite: 102], ensuring sufficient funds are available [cite: 103], complying with all other institutional policies [cite: 104]. Failure to communicate does not exempt the student from their financial obligations. [cite: 105]

5.1 Tuition Payment Schedule

Unless otherwise specified in the enrolment contract: [cite: 107]

• 50% tuition deposit is required to secure the seat [cite: 108]
• 50% tuition is due (4 installments if 1 year program) [cite: 109]
• 50% tuition is due (8 installments if 2-year program) [cite: 110]

5.2 Missed or Late Payments

At SELC College, students are responsible for paying tuition on time according to their enrolment contract or approved payment plan. [cite: 112] If payments are not made on time, the following steps will apply: [cite: 113] Every 30 days that your account remains unpaid, an additional $50 late fee will be added. [cite: 115]

• 0-30 Days Late: You will receive a reminder about your balance. [cite: 117]
• 31-60 Days Late (First Warning): A $50 late fee is added [cite: 119]. You will receive a formal warning [cite: 120].
• 61-90 Days Late (Second Warning): Another $50 late fee is added (total $100) [cite: 122]. You will be informed that your enrolment may be terminated if the balance is not resolved [cite: 123].
• Over 90 Days Late (Final Warning): Another $50 late fee is added (total $150) [cite: 125]. You must pay your full balance within 7 days [cite: 126]. If payment is not made, you may be dismissed from the college. [cite: 127]

IMPORTANT: Late fees continue to increase every 30 days [cite: 129]. Payment plans must be followed [cite: 130]. Repeated missed payments may lead to dismissal [cite: 131]. EXAMPLES: 45 days late -> $50 fee [cite: 133]. 75 days late -> $100 total fees [cite: 134]. 100+ days late -> $150 total fees and final warning [cite: 136]. A student communicates proactively and provides a reasonable solution -> may be reviewed for temporary adjustment [cite: 137].

No Guarantee of Exceptions: SELC College does not guarantee: extensions [cite: 140], fee waivers [cite: 143], adjustments to payment plans [cite: 144]. All requests are reviewed on a case-by-case basis and must be supported by appropriate documentation. [cite: 145] All escalations, exceptions, and disputes related to financial obligations are subject to final review and decision by the Campus Director. [cite: 146]

5.3 Payment Plan

Eligibility for Payment Plans: Payment plans may be approved where: the student demonstrates a legitimate financial constraint [cite: 150], the student is in good academic and attendance standing [cite: 151], the student has a history of compliance with institutional policies [cite: 152], the student provides a clear and realistic payment schedule [cite: 153]. SELC reserves the right to approve or deny payment plans on a case-by-case basis. [cite: 154]

5.4 Tuition Refund Policy (PTIRU-Aligned)

Institutions may not accept any tuition or related fees until they have provided a copy of the institution's Tuition Refund Policy to the student. [cite: 156] When a refund is due, an institution must provide it to the student within 30 days of: [cite: 157] Receiving a notice of withdrawal from a student [cite: 158], Receiving a copy of refusal of a study permit [cite: 159], Providing a student with a notice of dismissal [cite: 160], Receiving an order from the registrar to issue a refund because a student was admitted in an approved program without meeting the admission requirements [cite: 161], The program end date included in the enrolment contract, if an institution did not provide a work experience to a student within 30 days of the end date. [cite: 162]

If a refund is due, the student record must include evidence that the refund was issued, either in the form of a cancelled cheque or copy of a wire transfer. [cite: 163] The student records must also include a refund calculation. [cite: 164]

The College must refund fees charged for textbooks or other course materials, including equipment and uniforms, if the student does not receive these course materials and any of the following apply: [cite: 166] The student provides a notice of withdrawal to the institution [cite: 167], The institution provides a notice of dismissal to the student [cite: 168], The student does not attend any of the first 30% of the hours of instruction of the program. [cite: 169]

5.5 Tuition Refund Calculations

**Completed means the student has received an evaluation of their performance for the specified percentage of hours of instruction. [cite: 178] Only hours of instruction for which the student received an evaluation should be included in the calculation of a tuition refund. [cite: 179] If a student completed a portion of a program for which they did not receive an evaluation, that portion should not be included in the calculation of the percentage of the program completed. [cite: 180]

6. ATTENDANCE & ONLINE ENGAGEMENT POLICY

6.1 Minimum Attendance Requirement

Students must meet the following minimum attendance requirements based on course duration: [cite: 187]

Attendance is calculated based on total scheduled instructional hours, not just days attended. [cite: 189] **Please note: Some programs are regulated by a governing body and have their own attendance expectations (HCA, for example, LIC, for example, CM, for example) [cite: 190]. Attendance % = (Total Attended Hours / Total Scheduled Hours) * 100 [cite: 193]. Partial attendance (due to lateness or early departure) is calculated proportionally. [cite: 194]

6.2 Late Arrival & Early Departure (Aligned with Calculations)

Late Arrival: Arrival within 30 minutes: 100% attendance credit [cite: 198, 199]. Arrival 31-60 minutes late: 50% attendance credit [cite: 199]. Arrival more than 60 minutes late → 0% (absent) [cite: 200].

Early Departure: Leaving within last 30 minutes → 100% attendance credit [cite: 202]. Leaving 31-60 minutes early 50% attendance credit [cite: 203]. Leaving more than 60 minutes early → 0% (absent) [cite: 203].

Important Clarification: A full day = 100% attendance [cite: 205]. A partial day (50%) = counted as 0.5 day (or equivalent hours) [cite: 206]. A missed day = 0% [cite: 207]. Attendance is always calculated in hours first, then converted to a percentage. [cite: 208]

6.3 Online Learning Policy

SELC College delivers programs through in-person, online, and blended formats. [cite: 255] All online courses meet the same academic standards, learning outcomes, and instructional requirements as in-person delivery. [cite: 256] Online courses are instructor-led and require active, real-time participation unless otherwise specified in the course outline. [cite: 257] Attendance in online classes is mandatory and is recorded for academic and regulatory reporting purposes. [cite: 258]

Camera Requirement: Students must keep their camera ON during live online instructional sessions. [cite: 260] Cameras may be turned off only during scheduled breaks or with prior instructor approval. [cite: 261] Attendance is verified through visual participation and engagement. [cite: 262] **Failure to comply with attendance verification requirements may result in loss of attendance credit and may lead to removal of online learning privileges. [cite: 263]

6.4 Online Learning Expectations

Punctuality: Students must join online sessions on time. [cite: 266] Late arrival may result in reduced or denied attendance credit in accordance with the Attendance Policy. [cite: 267]

Technical Preparedness: Students are responsible for: Ensuring reliable internet access [cite: 270], Maintaining a functioning device with camera and audio capability [cite: 271], Installing required software prior to class [cite: 272], Minimizing background noise [cite: 273]. **Technical difficulties do not automatically excuse an absence. [cite: 278]

Learning Environment: Students must: Attend class from a quiet, distraction-free location [cite: 281]. Remain attentive and visibly engaged [cite: 282]. Refrain from multitasking (e.g., working, driving, or participating in unrelated activities) [cite: 283]. Attendance may not be granted where active engagement cannot be verified. [cite: 284]

Recording and Privacy: Class recordings may be made by instructors where permitted and for instructional purposes only. [cite: 292] Students are strictly prohibited from recording, distributing, sharing, or posting class content without written authorization. [cite: 293]

6.4 Student Device & LMS Access Policy

This policy establishes minimum technology requirements for student participation in courses delivered through SELC College's Learning Management System (LMS), Moodle. [cite: 301] Personal cell phones are not approved devices for accessing your LMS for academic purposes at SELC College. [cite: 303] Students must use an education-appropriate device that is fully compatible with the LMS platform to participate in coursework, submit assignments, and complete quizzes or examinations. [cite: 304]

Approved Devices: A laptop or desktop computer, or A tablet that supports full LMS functionality. [cite: 306, 307, 308]

Prohibited Devices: Personal cell phones may not be used for: Quizzes or examinations, Timed or secure assessments, Assignment submissions, Any graded academic activity requiring full LMS functionality. [cite: 315, 316, 317, 318, 320] **Use of a cell phone for LMS access is considered non-compliant with SELC College academic technology standards. [cite: 321]

Student Responsibility: Students are responsible for: Securing an approved device prior to course start [cite: 331], Ensuring consistent and reliable access to Moodle [cite: 332], Testing their device functionality in advance of assessments [cite: 333]. Failure to meet these requirements does not constitute grounds for extensions, deferrals, rewrites, or academic accommodations. [cite: 334]

6.6 Attendance Exceptions

Attendance adjustments may be considered only under exceptional circumstances, including: hospitalization or emergency medical treatment [cite: 355], death or critical illness of an immediate family member [cite: 356], legal or immigration obligations [cite: 357], institutional disruptions [cite: 358].

Medical Documentation Requirements: Medical documentation must be: written in English [cite: 361], legible [cite: 363], issued by a Canadian licensed medical practitioner [cite: 364]. A doctor's note: does not automatically excuse an absence [cite: 366], does not guarantee attendance adjustment [cite: 367]. **All decisions are made on a case-by-case basis at the discretion of the Campus Director. [cite: 372]

Situations That Do Not Qualify: minor illnesses (e.g., cold, fatigue) [cite: 375], oversleeping [cite: 377], work conflicts [cite: 378], childcare issues [cite: 379], personal appointments [cite: 380].

7. ACADEMIC INTEGRITY POLICY

7.1 Purpose

SELC College is committed to maintaining high academic and professional standards. [cite: 386] Academic integrity is essential to the credibility of credentials awarded and to ensuring fairness for all students. [cite: 387] Any form of cheating, plagiarism, falsification, or misrepresentation of academic work is considered a serious academic offense. [cite: 388]

Student Responsibility: Unless explicitly authorized by the instructor, all coursework and assessments must be: Completed individually [cite: 391], The student's own original work [cite: 392], Properly cited where external sources are used [cite: 393]. **Students are responsible for understanding and adhering to academic integrity standards. [cite: 394]

7.2 Definitions

Plagiarism occurs when a student presents another person's work, ideas, or content as their own without proper acknowledgment. [cite: 398] Examples include: Copying text from books, websites, or electronic sources without citation [cite: 401], Paraphrasing or summarizing without proper attribution [cite: 402], Submitting another student's work [cite: 403], Allowing one's work to be copied by another student [cite: 404], Submitting Al-generated or third-party work as original work where not permitted [cite: 405].

Cheating includes, but is not limited to: Copying during an examination or assessment [cite: 407], Possessing unauthorized materials during an exam [cite: 408], Impersonating another person or allowing impersonation [cite: 409], Falsifying academic records [cite: 410], Collaborating on individual assessments without authorization [cite: 411].

7.3 Instructor Authority During an Examination

If suspected misconduct occurs during an examination, the instructor may: Remove unauthorized materials [cite: 414]. Require the student to leave the exam [cite: 415]; or Allow the student to complete the exam while the matter is reviewed [cite: 416]. **The instructor will document the incident and submit an Academic Integrity Report. [cite: 417]

7.4 Academic Integrity Review Process

1. The instructor will notify the student of the concern and provide an opportunity to respond. [cite: 419]
2. The incident will be reviewed by the Academic Department. [cite: 420]
3. A written decision will be issued. [cite: 421]

Students may submit a written request for review within 5 business days of receiving the decision. [cite: 422] **A final written determination will be issued by the Campus Director (or designate). That decision is final. [cite: 423]

7.5 Sanctions

Sanctions are applied based on severity and whether the offense is repeated. [cite: 425]

• First Offense: Academic Probation-the student can re-write the exam with a fee of $500 [cite: 427]
• Second Offense: Grade of zero on the affected assessment-no opportunity to re-write [cite: 429]. Possible course failure [cite: 430].
• Multiple or Severe Offenses: Course failure [cite: 432]. Suspension or dismissal from the program [cite: 433].

8. ACADEMIC PROGRESSION AND PROBATION POLICY

8.1 Purpose

This policy outlines academic standing classifications, progression requirements, course repetition limits, and conditions for continuation in a program at SELC College. [cite: 450] Academic progression is based on successful completion of required courses in accordance with program standards. [cite: 451]

8.2 Minimum Passing Grade

Each program establishes a minimum passing grade per course, typically ranging from 60% to 70%, as specified in the program outline. [cite: 453] To successfully complete a course, a student must: Achieve the minimum overall module grade [cite: 456]. Successfully complete all required academic components [cite: 457]. Meet attendance requirements [cite: 458]. **Where regulatory or licensing standards apply, the higher threshold will prevail. [cite: 459] Failure to meet academic requirements may result in course repetition or withdrawal. [cite: 460]

8.3 Academic Standing

Good Standing: A student is in Good Standing when: All completed courses have been passed [cite: 465]. Attendance requirements are satisfied [cite: 466]. There are no outstanding academic integrity sanctions affecting progression [cite: 468]. **Students in Good Standing may continue in their program without restriction. [cite: 469]

Academic Probation: A student will be placed on Academic Probation if: They fail one (1) course [cite: 472]; or They are required to repeat a course [cite: 473]; or They are subject to academic integrity sanctions that affect academic status [cite: 474]. While on Academic Probation, a student may be subject to: Academic advising or performance monitoring [cite: 476]. Restrictions on progression into co-op or practicum [cite: 477]. Additional academic conditions as determined by Academic Administration [cite: 478]. **Probation remains in effect until the failed module is successfully completed. [cite: 479]

Academic Review / Required to Withdraw: A student may be subject to Academic Review and may be required to withdraw from the program if: They fail the same module after one full repeat attempt [cite: 482]. They fail multiple modules within the program [cite: 483]. They fail to meet the conditions of Academic Probation [cite: 484]. Their academic performance demonstrates an inability to meet program standards [cite: 485]. **Withdrawal decisions are made by Academic Administration and communicated in writing. [cite: 486]

9. COURSE REPETITION & EXAMINATION RE-WRITE POLICY

9.2 Course Repetition

Students who do not successfully complete a course are required to repeat that course before progressing or graduating. [cite: 493] A course will be considered unsuccessful where a student: Fails to meet the minimum attendance requirement [cite: 495], Fails to complete required assessment components [cite: 496]; or Fails to achieve the minimum passing grade as outlined in the course syllabus [cite: 497]. Course Retake Fee: $750 [cite: 499]. **The retake fee must be paid prior to re-enrollment in the module. [cite: 500]

9.3 Assessment Completion Standards

All required assessments form part of the academic evaluation framework and reflect essential learning outcomes. [cite: 502] Group projects, independent learning activities, assignments, quizzes, and distance/asynchronous learning components are integral to module evaluation. [cite: 503] These components are not eligible for resubmission, rewriting, or retroactive completion unless otherwise specified in the course outline. [cite: 505]

Examination Rewrite Eligibility: Students who fail a course solely due to performance on a midterm or final examination may be considered for one examination rewrite, subject to Academic Department approval. [cite: 508]

9.4 Rewrite Eligibility Criteria

All the following conditions must be met: The examination is the only failed component of the course [cite: 511]. The student's overall final grade is no more than 5% below the minimum passing grade [cite: 512]. The student has met the minimum attendance requirement for the course [cite: 514]. The student is in good academic standing [cite: 515].

Rewrite Conditions: A maximum of one rewrite per examination is permitted [cite: 517]. The highest achievable grade on a rewrite examination is capped at 70% [cite: 518]. A $150 proctoring/rewrite fee applies [cite: 519]. Rewrites are scheduled on designated institutional dates only [cite: 520]. **Failure to attend a scheduled rewrite without approved documentation will result in forfeiture of the rewrite opportunity. [cite: 521]

9.5 Failure After Rewrite

If a student is unsuccessful on the rewrite examination: The course will be recorded as failed [cite: 524]; and The student must repeat the full course and meet all academic and attendance requirements before progressing [cite: 525].

10. PROGRAM INTERRUPTION POLICY

10.1 Purpose

The Program Interruption (PI) Policy establishes the conditions under which a student may be granted a temporary, authorized interruption of studies due to serious or unavoidable circumstances. [cite: 535] This policy ensures academic integrity, fair treatment, and compliance with institutional and immigration reporting requirements. [cite: 537]

10.2 Definition

A Program Interruption (PI) is a formally approved, temporary break from active studies granted at a defined point during a student's academic program. [cite: 539] A PI is not automatic and is approved only where documented circumstances prevent a student from continuing their studies as scheduled. [cite: 540]

10.3 Eligibility Criteria

To be eligible for a Program Interruption, a student must: Be actively enrolled and in good academic standing at the time of request [cite: 543]. Have demonstrated satisfactory attendance prior to the request [cite: 544]. Provide supporting documentation substantiating the need for interruption [cite: 545]; and Obtain formal written approval from the Campus Director (or designate) prior to commencing the leave [cite: 546].

A Program Interruption may be granted once during the academic portion of a program. [cite: 547] The maximum duration of a Pl is 150 consecutive calendar days, subject to institutional scheduling and program structure. [cite: 548] Programs with a total duration of less than nine (9) months are not eligible for a Program Interruption. [cite: 549] Program Interruptions are approved only during the academic portion of the program and may not be taken during co-op or practicum components. [cite: 550] **Approval is contingent upon alignment with future course availability and program sequencing. [cite: 551]

10.4 Application Process

Students requesting a Program Interruption must: 1. Complete and submit a Program Interruption Request Form [cite: 554]. 2. Submit a proposed Return-to-Study Form outlining the intended return date [cite: 555]. 3. Provide supporting documentation (e.g., medical certificate, legal documentation, or other substantiated circumstances) [cite: 557]; and 4. Receive written approval prior to discontinuing attendance [cite: 558]. **Failure to obtain prior approval may result in the student being recorded as withdrawn or dismissed in accordance with institutional policy. [cite: 559]

10.5 Fees

An administrative and documentation processing fee of $350.00 may apply to approved Program Interruption requests. [cite: 561] All fees must be paid prior to confirmation of the approved interruption. [cite: 562]

10.6 Return to Study

Students must resume studies on the agreed return date stated in the approved Pl documentation. [cite: 564] If a student fails to return on the approved date and does not receive further institutional approval: The student's enrollment status may be updated to withdrawn or dismissed [cite: 566]. Applicable refund and academic policies will apply [cite: 567]. Regulatory reporting requirements will be followed as required [cite: 568]. Reinstatement after failure to return is not guaranteed and may be subject to re-enrollment procedures and applicable fees. [cite: 569]

11. IRCC REPORTING STATUS GLOSSARY

SELC College, as a Designated Learning Institution (DLI), is required to report the registration and academic status of international students holding a study permit through the Designated Learning Institution (DLI) Portal in accordance with reporting requirements established by Immigration, Refugees and Citizenship Canada (IRCC). [cite: 586] Students are responsible for maintaining compliance with the conditions of their study permit. [cite: 588]

11.3 Authorized Leave

An authorized leave is a temporary interruption of studies formally approved by SELC College for valid reasons... [cite: 603] In accordance with IRCC guidelines, a leave from studies should not exceed 150 consecutive calendar days from the date the leave begins. [cite: 609] If a leave exceeds 150 days, the student may be required to: Change their immigration status [cite: 611]; or Leave Canada to remain compliant with study permit conditions [cite: 612].

11.4 Deferred Enrolment

If the student is physically present in Canada at the time of deferral and wishes to remain in Canada, they must: Begin studies in the next available intake [cite: 619]; or Begin studies within 150 calendar days of the deferred start date confirmation, whichever occurs first [cite: 620].

12. STUDENT ENROLMENT CONTRACT POLICY

Institutions are required to sign a written contract with each student they enrol, on or before the program start date, unless the program is employer provided. [cite: 683] The student enrolment contract must set out accurate information about the program. [cite: 685] The institution must provide the student a copy of the signed enrolment contract as soon as practicable. [cite: 686] As part of the student enrollment contract, institutions must provide an itemized list of services and/or resources included in a program's course material fees, assessment fees, administrative fees, and other fees. [cite: 687]

12.2 Student Enrolment Contract

Enrolment is confirmed only upon: Execution of a signed Student Enrolment Contract [cite: 701]; and Receipt of required deposits or fees as outlined in the contract [cite: 702].

13. WORK EXPERIENCE POLICY (CO-OP & PRACTICUM)

13.2 Definitions

Co-op: A paid, supervised work experience component forming part of an approved program. [cite: 724]

Practicum: An unpaid, supervised work experience component forming part of an approved program. [cite: 726]

13.3 Structure and Duration

• Co-op placements will not exceed 50% of total program hours. [cite: 727]
• Practicum placements will not exceed 20% of total instructional hours, unless otherwise approved within the program structure. [cite: 728]
• Work experience components normally occur after successful completion of the academic portion of the program. [cite: 729]

13.8 Failure, Repetition, and Late Completion

If a student fails or does not complete the work experience component: The component must be repeated [cite: 789]. A retake fee of $750 may apply [cite: 790]. Re-scheduling is subject to placement availability [cite: 791].

14. PROGRAM POSTPONEMENT (DEFERRAL) POLICY

14.2 Eligibility and Request Process

Students wishing to postpone their program start date must: Submit a written deferral request at least 14 calendar days prior to the original program start date [cite: 818]. Provide a reason for the request [cite: 819]. Receive written approval from SELC College before the deferral is confirmed [cite: 820].

14.3 Deferral Limits and Fees

The following conditions apply: First deferral: No administrative fee [cite: 824]. Second and third deferrals: $100 administrative fee per request (including issuance of a new Letter of Acceptance, where applicable) [cite: 825]. Fourth deferral: Subject to special approval; admission may be cancelled at the discretion of SELC College [cite: 827].

15. DISTANCE EDUCATION (DE) / ASYNCHRONOUS ENGAGEMENT POLICY

15.3 Attendance and Engagement Credit

Each DE activity represents 4 or 5 hours of weekly online instructional engagement, where applicable to the program structure. [cite: 855] Attendance for DE is recorded as follows: Complete and satisfactory submission: 4/4 hours credited [cite: 857]. Incomplete, insufficient, or unacceptable submission: 0/4 hours credited [cite: 858]. Attendance credit is not prorated. [cite: 859] A submission must demonstrate meaningful engagement with the assigned learning objectives to be considered complete. [cite: 860]

16. RESPECTFUL AND FAIR TREATMENT OF STUDENTS POLICY

SELC is certified by the Private Training Institutions Regulatory Unit (PTIRU) of the British Columbia Ministry of Post-Secondary Education and Future Skills. [cite: 883] Before you enrol at a certified private training institution, you should be aware of your rights and responsibilities. [cite: 884]

• You have the right to be treated fairly and respectfully by the institution. [cite: 885]
• You have the right to access the institution's dispute resolution process and to be protected against retaliation for making a complaint. [cite: 893]
• You have the right to make a claim to the PTIRU for a tuition refund if: your institution ceased to hold a certificate before you completed an approved program, you were misled about a significant aspect of your approved program. [cite: 894, 895] **You must file the claim within one year of completing, being dismissed or withdrawing from your program. [cite: 896]

17. STUDENT CODE OF CONDUCT AND DISMISSAL POLICY

17.2 Standards of Conduct

Students are expected to: Comply with all institutional policies, including Attendance and Academic Integrity policies [cite: 904]. Treat fellow students, faculty, staff, and members of the public with dignity and respect [cite: 905]. Maintain professional behaviour in classrooms, online learning environments, and work placements [cite: 906]. Refrain from disruptive, discriminatory, harassing, or offensive conduct [cite: 907]. Refrain from bringing or using alcohol or prohibited substances on campus [cite: 912].

17.3 Immediate Dismissal

The following behaviours may result in immediate dismissal without warning, subject to investigation: [cite: 916]

• Sexual assault or sexual violence. [cite: 918]
• Physical assault or credible threats of violence. [cite: 919]
• Serious harassment or intimidation. [cite: 920]
• Theft or vandalism. [cite: 921]
• Possession of weapons. [cite: 922]
• Conduct that poses a significant safety risk to others. [cite: 923]

18. ANTI BULLYING AND HARASSMENT POLICY

18.2 Definition

Harassment is any inappropriate conduct, comment, display, action, or gesture by an individual toward another person that the individual knew or reasonably ought to have known would cause humiliation, intimidation, or offense. [cite: 966] Bullying includes repeated or serious conduct that negatively affects an individual's psychological or physical well-being. [cite: 967]

18.3 Examples of Prohibited Conduct

Examples include, but are not limited to: Verbal aggression, threats, or intimidation [cite: 971]. Derogatory comments related to race, ethnicity, religion, gender, sexual orientation, disability, age, or other protected characteristics [cite: 972]. Unwelcome sexual comments or conduct [cite: 973]. Spreading malicious rumors [cite: 974]. Cyberbullying [cite: 975]. Vandalism of personal property [cite: 976]. Any conduct that creates a hostile or unsafe learning environment [cite: 978].

19. STUDENT DISPUTE RESOLUTION & GRADE APPEAL POLICY

19.3 Part A: Student Dispute Resolution Procedure

Step 1: Informal Resolution: Students are encouraged to first raise concerns directly with the instructor or staff member most closely involved in the matter. [cite: 1021] Many concerns can be resolved at this level. [cite: 1022]

Step 2: Formal Written Complaint: If the matter remains unresolved, the student must submit a written complaint to: Campus Director. [cite: 1025, 1026] The written complaint must include: A clear description of the concern outlined on the dispute form provide by the College [cite: 1028]. Relevant dates and supporting documentation [cite: 1029]. The outcome sought [cite: 1030].

Step 3: Investigation and Decision: The Academic Department (or designate) will review the complaint. [cite: 1032] An investigation will be completed within 15 business days, where reasonably possible. [cite: 1033] A written decision will be issued... [cite: 1034]

19.4 Part B: Grade Appeal Procedure

Only midterm and final examination grades are eligible for appeal. [cite: 1041] The following are not appealable: Assignment grades [cite: 1043]. Weekly quizzes [cite: 1044]. Other ongoing coursework assessments [cite: 1045].

20. ADMINISTRATIVE FEE SCHEDULE

All fees listed below are administrative or service-based fees and are separate from tuition unless otherwise stated. [cite: 1063] Fees are subject to change with prior notice and are governed by the Student Enrolment Contract and institutional policies. [cite: 1064]

21. PRIVACY POLICY

21.2 Collection and Use of Personal Information

SELC College collects personal information for the following purposes: [cite: 1085] To administer admissions, enrolment, and academic records. [cite: 1086] To meet regulatory record-keeping requirements, including those of the Private Training Institutions Regulatory Unit (PTIRU) [cite: 1088]. To meet accreditation or reporting obligations, where applicable. [cite: 1089] To issue tax documentation, including T2202A forms in accordance with the Canada Revenue Agency (CRA) [cite: 1090]. To communicate with students and graduates regarding academic, administrative, or institutional matters. [cite: 1091]

21.3 Record Retention

Student records are retained in accordance with regulatory requirements: [cite: 1094]

• Class A programs: Full student files are retained for eight (8) years following withdrawal, dismissal, or graduation. [cite: 1095]
• Class B and Class C programs: Full student files are retained for three (3) years following withdrawal, dismissal, or graduation. [cite: 1096]

After the applicable retention period, records are securely destroyed. [cite: 1097]

21.4 Student Access to Records

Students may request access to their personal information by submitting a written request to the institution. [cite: 1115] Access will be provided within a reasonable timeframe. [cite: 1116] Copies of requested documents may be provided subject to applicable administrative fees as outlined in the Administrative Fee Schedule. [cite: 1117] **The institution may require identity verification prior to releasing records. [cite: 1118]

30. INCLUSION AND ACCESSIBILITY POLICY

30.1 Purpose

SELC College is committed to fostering an inclusive, respectful, and accessible learning environment. [cite: 1140] The institution supports equal educational opportunity for all students and is committed to identifying and reducing barriers that may limit participation in academic and campus life. [cite: 1141]

30.4 Duty to Accommodate

SELC College will provide reasonable accommodations to students who require support due to disability or other protected grounds, up to the point of undue hardship as defined by law. [cite: 1156] Accommodations may include, but are not limited to: Modified instructional methods [cite: 1158], Extended time for examinations [cite: 1159], Alternative assessment formats [cite: 1160], Assistive technology [cite: 1161], Adjusted classroom seating or access arrangements [cite: 1162].

Accommodations will not: Lower academic standards [cite: 1164]. Alter essential program learning outcomes [cite: 1165]. Compromise safety or regulatory requirements [cite: 1166].

40. HEALTH, SAFETY & EMERGENCY PREPAREDNESS POLICY

40.2 Emergency Preparedness

SELC College maintains emergency response procedures for situations that may disrupt campus operations or pose risks to health and safety, including but not limited to: [cite: 1200] Fire or evacuation [cite: 1201], Earthquake [cite: 1202], Severe weather or extreme heat [cite: 1203], Gas leaks or hazardous materials [cite: 1204], Power outages [cite: 1205], Medical or mental health emergencies [cite: 1206], Security threats or violent incidents [cite: 1207], Lockdown or hold-and-secure situations [cite: 1208], Bomb threats [cite: 1209].

40.3 Student Responsibilities During Emergencies

In the event of an emergency, students must: Follow all instructions issued by College staff or emergency responders [cite: 1215]. Evacuate, shelter, or remain in place as directed [cite: 1216]. Refrain from re-entering restricted areas until authorized [cite: 1217]. Act in a manner that does not endanger themselves or others [cite: 1218]. **Failure to comply with safety instructions may result in disciplinary action under institutional policies. [cite: 1220]

50. SEXUAL MISCONDUCT POLICY

50.2 Definition of Sexual Misconduct

Sexual misconduct includes any non-consensual sexual act or behaviour and encompasses a spectrum of conduct, including but not limited to: Sexual assault [cite: 1272], Sexual exploitation [cite: 1273], Sexual harassment [cite: 1274], Stalking [cite: 1275], Indecent exposure [cite: 1276], Voyeurism [cite: 1277], Distribution of intimate images without consent [cite: 1278].

**Consent must be voluntary, ongoing, and informed. Silence or absence of resistance does not constitute consent. [cite: 1280]

50.3 Complaint vs. Report

A Complaint is a disclosure of sexual misconduct made to the institution for the purpose of receiving support, information, or accommodation. [cite: 1282] A Complaint does not automatically initiate a formal investigation. [cite: 1283]

A Report is a formal notification requesting that the institution act, which may include initiating an investigation. [cite: 1284] An individual may make a Complaint without filing a Report. [cite: 1285]

60. PRIOR LEARNING ASSESSMENT POLICY

Prior learning assessment (fee of $250-before program starts-non-refundable) is a process to determine if prior education or experience is equivalent to part of a program. [cite: 1334] Institutions that have such a process must ensure it is applied consistently to all students. [cite: 1335]

Prior learning must not be assessed as equivalent to more than 50% of the hours of instruction of a program unless: It is related to a program leading to an occupation that is regulated and the regulator provides that prior learning may be assessed as equivalent to more than 50% of the hours of instruction [cite: 1336, 1338], or If an institution ceases to hold a certificate before a student can complete their approved program and another institution is appointed by the registrar to provide a comparable program. [cite: 1339]

70. PROGRAM ADVISORY COMMITTEE POLICY

Designated/interim designated institutions must establish PACs to ensure Class A programs reflect current practice in the relevant career occupation(s). [cite: 1341] These PACs, which can be established for a single program or a group of programs, must consist of individuals who: Have experience working in relevant career occupations [cite: 1342, 1343], and Are not related to the institution [cite: 1344]. Each PAC must also include an institution staff member who serves as secretary. [cite: 1345] PACs must meet on a regular basis - at least once every two years - and the institution must keep written records of PAC meetings for at least four years. [cite: 1346]

APPENDICES: STANDARD OPERATING PROCEDURES

Assessment & Evaluation SOP

This SOP establishes standardized, transparent, and fair assessment and evaluation practices at SELC College. [cite: 1356] It ensures that all student assessments: Align with approved learning outcomes [cite: 1357], Meet academic integrity standards [cite: 1358], Are applied consistently across programs [cite: 1359], Comply with PTIRU and external regulatory requirements [cite: 1360]. All summative assessments must have a grading rubric. [cite: 1384] Rubrics must be: Provided to students in advance [cite: 1387], Used to justify awarded grades [cite: 1388], Retained as evidence during audits [cite: 1389].

Admissions Department Access & Appointment Policy

Students are not permitted to enter employee-only areas without a scheduled appointment. No line-ups outside staff offices are permitted. [cite: 1468] Students must book appointments through the Front Desk. [cite: 1470] All student concerns must be initiated through the Front Desk. [cite: 1472]

Student Records Management & Retention Policy

SELC College maintains accurate, secure, and accessible student records in accordance with the Private Training Institutions Regulatory Unit (PTIRU) requirements and the Personal Information Protection Act (PIPA) of British Columbia. [cite: 1484] Student records are retained for a minimum of 8 years from the student's last date of attendance, or longer if required by regulation. [cite: 1504, 1505] Transcripts are maintained permanently. [cite: 1506]

Instructor Qualifications & Approval Policy

SELC College ensures that all instructors are qualified by education and/or experience to deliver assigned courses and meet regulatory expectations. [cite: 1539] Instructors must demonstrate: Relevant academic credentials [cite: 1543], Industry experience aligned with subject matter [cite: 1544], Instructional or teaching experience preferred [cite: 1545].

Program Delivery Policy (Modes of Delivery)

1. In-Person Delivery: Instruction occurs on campus with scheduled class times. [cite: 1563]

2. Synchronous Online Delivery: Instruction occurs in real-time via virtual platforms. Students are required to attend scheduled sessions. [cite: 1565, 1566]

3. Asynchronous (Distance Education) Delivery: Instruction is delivered through structured, self-paced learning activities. [cite: 1569] Includes curated learning materials, structured assignments, instructor-supported engagement. [cite: 1572, 1573, 1574]

Fitness to Study Policy

The purpose of this policy is to ensure that all students enrolled at SELC College can participate in their program of study in a manner that is safe, stable, and conducive to learning, while also maintaining the well-being and safety of the broader student community. [cite: 1587] A student is considered "fit to study" when they can: Engage in academic activities safely and appropriately [cite: 1592], Participate in classroom or learning environments without causing distress or disruption [cite: 1593], Interact respectfully with peers, instructors, and staff [cite: 1594].

SELC College Disability Verification Form

This applicant is requesting disability-related support and accommodation while studying at SELC College. [cite: 1722] Provision of all reasonable accommodations and services is assessed based on the current impact of the disability on academic performance. [cite: 1724] The student is required to provide documentation that is: Provided by a licensed health care professional, qualified in the appropriate specialty... [cite: 1726] Thorough enough to support the accommodations being considered or requested. [cite: 1727, 1728] *NOTE: a diagnosis alone does not automatically mean that disability-related accommodation is required. [cite: 1729]