Policies

Glossary of Terms

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All A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Academic Admission Requirements: A list of courses, certifications or skills that students must present to be admissible to a program. These requirements are set to ensure that admitted students have the necessary knowledge and background to be reasonably assured of program success.
Academic Bookings: Any booking request that has an active Course Reference Number (CRN) related to the delivery of course contact hours.
Academic Freedom: has the meaning set out in the College's policy statement on Principles of Academic Freedom.
Academic Misconduct: Behaviour that undermines the College's ability to fairly evaluate students' academic achievements, or behaviour that a student knew, or reasonably ought to have known, could gain them or others unearned academic advantage or benefit.
Academic Misconduct Review Panel: The body that investigates matters of student Academic Misconduct.
Academic Records: The department in the Registrar's Office that is responsible for testing registration, applying fees in the Student Information System (SIS) and releasing the final Academic Schedule for registration.
Academic Schedule: A complete listing of all scheduled classes to be taught within an academic term, including dates, days, times, and any additional details required to set up student registration.
Academic Scheduling: The department in the Registrar's Office that is responsible for supporting the enrolment planning process, managing the academic schedule process and for communicating effectively with relevant parties within the College.
Academic Work: Any product, process, or project that is graded or required for the completion of a course or program.
Academic Year: The twelve-month period running from September through August. The Academic Year information includes a listing of statutory holidays, Holiday closures, VCC Day and Term start and end dates.
Access: The opportunity of finding, consulting, or approaching documents or information.
Access: The ability or opportunity to view, study, or obtain copies of Personal Information or other Records.
Accommodation: A room or building in which someone may live or stay temporarily, including but not limited to hotels, motels, hostels, and owner-direct home shares or vacation rentals.
Accommodation: The provision by the College of reasonable and appropriate academic, workplace or other measures that:

- are provided to a member of the College Community affected by Sexual Violence or Misconduct;
- are designed to meet that person's needs resulting from an incident of Sexual Violence or Misconduct; and
do not infringe on the rights of others.
Examples of academic accommodation in teaching or evaluation procedures may include providing an extension on an assignment, deferring an exam, authorizing withdrawal from a class without penalty or allowing continuing studies from home if appropriate.
Accommodation Plan: A plan that outlines the individualized strategies and practices (accommodations) that will allow for equitable access to the learning environment for students with a disability.
Accreditation: The process whereby the College demonstrates to an external regulatory body that a set of professional criteria have been met.
Add/Drop Date: The deadline date for students to make changes to their schedule by adding or dropping a course from their timetable. This is typically within the first few days after classes have started.
Administrative Fee: A fee charged to cover the cost of processing a transaction.
Admission: The formal process by which students are granted the opportunity to be considered a student at the College and would be eligible to register for courses. In order to be admitted, students are required to fulfill the requirements stipulated in the program they are applying to. This may include specific course completion and/or grade level completion, some with specific grades. In addition, some programs will require students to present documented evidence of having met specific requirements that may not be academic in nature but are salient to the program in which they are applying. For Continuing Studies courses, there may not necessarily be a formal admissions process and, as such, the process itself revolves around the submission of an application with required demographic data so that students can be entered into the student records system for the purposes of appropriate tracking. In such situations, students will be admitted, which serves institutional purposes of allowing the College to ensure good record keeping and this will allow the student to register for a particular course in question.
Admission Requirements: A list of courses, certifications or skills that students must present to be admissible to a program. These requirements are set to ensure that admitted students have the necessary knowledge and background to be reasonably assured of program success.
Advice: Information that may be requested in respect of making a disclosure or a complaint about a reprisal under this policy.
Advisor: An individual with knowledge of College policies and principles who provides guidance on College procedures to either a Survivor or a Person Accused. An advisor may be the Arbiter of Student Issues, a CUPE or VCCFA representative, or People Services representative.
Advisor: an employee's Manager or Supervisor, Department Leaders, Human Resources, or the Arbiter of Student Issues.
Advisors: the Human Resources Department, College Ombudsperson, and representatives of the VCC Faculty Association or CUPE who receive concerns and allegations of Harassment, Discrimination or Bullying.
Aegrotat: A course standing that allows a student credit for a course even though the course requirements have not been completed due to unforeseen circumstances. This standing is awarded only if the course instructor and the Dean agree, in consultation with the Registrar's Office, that the student has demonstrated the capacity to deal with the course material satisfactorily, and that the student still meets the requirements of external regulatory bodies.
Affiliation Agreement: An arrangement with another institution or body that involves the awarding of a credential, the establishment of equivalency between the courses or programs between VCC and another institutions, the movement of students between institutions, or applied research projects at an institutional level. Common examples include:
Alumni: Former students who qualify for alumni status.
Amortization: An expense that reflects the consumption of an asset over its useful life, allocated over a designated period of time for accounting purposes.
Appeal Hearing Committee: The group that decides appeals of student conduct decisions.
Appeals Oversight Committee of Education Council: A standing committee charged with ensuring that student appeal proceedings are consistent with approved processes and undertaken in full compliance with educational policies and the legislative requirements of the College & Institute Act.
Applicant: A person who has applied to a course or program and paid an application fee.
Applied Research Project: A project established by VCC as an institution in partnership with other institutions where funding or resources are provided to the College, and involves the research activities of employees or students.
Appraisal: The process of evaluating documents for the purpose of continuing preservation.
Apprentice Course: A skilled training program that combines short in-class training and on the job training, leading to an Interprovincial Red Seal and B.C. Certificate of Qualifications (C of Q).
Approver: The appropriate spending authority duly appointed to authorize expenditures by virtue of the approved operating budget.
Archival Record: A record that has been appraised as having permanent administrative, financial, legal, operational, cultural, social or historical value.
Articulation: Agreements that provide for inter-institutional transfer of credit for courses or programs. These formal agreements set out the terms under which credits or credentials awarded by one institution will be given transfer status by the other institutions. Normally the submission requirements will resemble those within the BC Council of Admissions and Transfer (BCCAT) guide.
Auditing Student: A student who is approved to audit a course will attend classes and may participate in class discussions, but will not write exams, submit assignments or receive a grade or credit for the course.
Availability: Information or information systems being accessible and usable on demand to support business functions.
Award: A generic term that describes an item of monetary or other value that may be presented to a person or persons based upon specific criteria and issued through the Financial Aid and Awards Office.
Award: An award is the granting of funds, services or materials based on meeting specific selection criteria to recognize student achievement.
Bad Faith Complaint: is one in which a Complainant makes allegations of Harassment, Discrimination or Bullying knowing them to be false or submits a complaint for a purely malicious or vindictive purpose.
Bad Faith Report: is a report in which a College member makes allegations of misconduct without reasonable grounds, or knowing them to be false, or for malicious, frivolous or vindictive reasons.
Balance of probabilities: The standard of proof used in investigations and Tribunals is that the alleged violation is "more likely than not" to have occurred based on the evidence.
Balance of probabilities: The standard of proof upon which a decision is based indicating that one accounting of facts is more likely to have occurred than another when a Report of Sexual Violence or Misconduct is made.
Balance of probabilities: The standard of proof used in investigations and Appeal tribunals is that, based on the evidence, the alleged violation is "more likely than not" to have occurred.
Banner: The software system used at VCC to administer information on students, financial aid, finance, human resources and student advancement.
BC Transfer Guide: An online list of courses where transfer agreements have been established between post-secondary institutions, both in and outside of BC.
Bisexual: generally used to describe people who are romantically and/or sexually attracted to people of more than one sex or gender.
Block Transfer: The process whereby a block of credits is granted to students who have successfully completed a certificate, diploma, or cluster of courses that is recognized as having an academic wholeness or integrity, and that can be related meaningfully to a credential at another institution.
Block Transfer Credit: The granting of a block of credits for the completion of a group of courses or certificate or diploma, which is recognized by the receiving institution, and which can be related in a meaningful way to part of a program.
Block/Level: A grouped cluster or set of courses that a student registers in at one time indicating a level of progression leading to the next academic level as stated in the Program Content Guide. Multiple blocks/levels might be scheduled within one (1) term.
Board Appeal Committee (Hearing Committee): The body of four (4) members trained to hear appeals to the Board. The Chair of the Board (or Vice Chair) will act as the non-voting Chair of the Hearing Committee. Three (3) members will be drawn from Board membership; one (1) of the three (3) members must be an elected student representative of the Board.
Borrowing: The short term loan of a piece of equipment. This does not include equipment that is provided to students or employees as part of their course of study or employment.
British Columbia Emergency Management System (BCEMS): A comprehensive management scheme that ensures a coordinated and organized provincial response and recovery to any and all emergency incidents.
Budget Officer: An individual responsible for managing the budget within their area of responsibility.
Building Improvements and Betterments: The cost incurred to enhance the service potential of a capital asset as per PSAB guidelines.
Bullying: is deliberate conduct or comment which a reasonable person would consider to be objectionable, directed towards a specific person, which serves no legitimate work or learning purpose and has the effect of creating an intimidating, humiliating, hostile or offensive work or learning environment, and is not based upon one of the grounds set out in the Human Rights Code. Bullying will normally be repeated, continuous or persistent behaviour, although a single incident, if sufficiently egregious, will constitute Bullying. Examples are provided in Appendix A.
Bursary: A monetary award allocated to a student on the basis of proven financial need. Bursaries may include other qualifying criteria such as academic performance and community/leadership contributions.
Bursary: A financial award made on the basis of need to students who demonstrate satisfactory academic progress.
Business Case: refers to a written report that addresses the financial implications of the proposed discount rate.
Business Continuity Plan (BCP):: A document that outlines how a school or department will continue operating during an unplanned disruption in service and return to primary business operations after an emergency.
Business Day: An official working day as designated by the College; typically Monday to Friday, excluding statutory holidays, holiday closures and unscheduled closures.
C-Card Administrator: A College employee(s) designated by the CFO to administer the C-Card program.
Capital Assets: Significant pieces of property owned by the College that are:

a. Equal to or greater than $5,000 in value;
b. Held for use to provide economic benefit beyond the current fiscal year; and
c. Not intended for sale in the regular course of operations.
Capital Lease: An agreement in which the lessee acquires property or equipment with a useful life extending beyond a fiscal year, and is held under lease by the entity for use in the production or supply of goods and services, as per Public Sector Accounting Board (PSAB) guidelines.
Cardholder: An employee of the College authorized by a senior administrator to carry a C-Card.
Cash: For the purposes of this policy, this means:
- Canadian Currency
- US Currency
- Electronic Funds
- Cheques
- Direct Deposits
- Money Orders, Bank Drafts, Bank Wires
- Debit Card, Credit Card and Gift Card Transactions
Cashier: An employee who handles cash.
Certified Translation: Where English is not the official language of instruction, a certified literal English translation of the transcript and course outlines/syllabi sent by the issuing institution or by a certified translator is required.
Cheating: A form of Academic Misconduct representing an act of deception or misrepresentation that includes, but is not limited to:
a. exchanging information with another person during an examination or using unauthorized material during an examination or facilitating another student to copy one's examination;
b. representing or impersonating another or permitting oneself to be represented or impersonated by another in taking an examination or submitting academic work;
c. submitting work from another course or the same course without instructor approval;
d. purchasing or otherwise obtaining work prepared by another person and submitting all or a portion of the work as one's own;
e. unauthorized use of any device in a test or exam;
f. violating the integrity of an assignment, test, or other evaluation; and
g. knowingly or purposefully violating the expectations or rules of an assignment, test, or other evaluation.
Cisgender: a person's own sense of gender is congruent with their genitalia and other gender markers such as hormones. They may be transsexual or transgender.
Cohort Program: A program of study in which students (cohort members) start a program together, collaboratively participate in the same courses and graduate together.
Collection: All materials in all formats acquired by the VCC Library for the College.
College Data: Information that is collected, maintained and utilized by the College for the purpose of carrying out institutional business.

College data will fall into one of three classifications:
a. Public data - All data intended for public use and poses no risk to the College. An example would be a listing of courses offered by the College and the rooms in which they are taught.
b. Protected data - All data which, if released, altered or destructed in an uncontrolled fashion, could cause moderate risk to the College or its affiliates. By default, the data that is not classified as public or restricted is considered as protected data.
c. Confidential data - All data which, if released, altered or destructed could cause significant risk to the College or its affiliates. Examples include personal data containing elements such as Social Insurance Numbers, health/disability related records, student grades and personnel records.
College Data Resource: The mechanism by which all data owned and/or managed on behalf of the College is accessed.
College event: An activity conducted on College property or under the authority of the College at another location.
College Member: All current VCC Students, Employees, and Board members.
College property: College-owned and leased assets, including all land, green spaces, buildings, equipment, vehicles, signage units and official marks. This does not apply to assets leased to other related entities, including but not limited to the Students Union of VCC and McGregor's Child Care Centre.
College publications: All materials produced by or for the College.
College Relationship: A relationship with VCC starts during the admission process and ends three months after completion of a course or program offered by VCC.
College-Related Activity: An activity occurring on College property, at College sanctioned events, or under the authority of the College at another location. The activity must have a real and substantial connection to the College, or College-related functions, whether it occurs on campus, at an external location, or online.
College-Related Activity: means any activity at any location that is engaged in by the College or by persons acting under the College's control. All activities on the College's campuses are College-related unless they conducted under the control of a person, organization, association or group that is separate from the College.
College-Related Activity: means any activity, at any location, that is engaged in by the College or by persons acting under the College's control. All activities conducted by employees on the College's campuses are College-related.
Commercial activity: Broadly defined as "any particular transaction, act or conduct or any regular course of conduct that is of a commercial character, whether or not the person who carries it out does so in the expectation of profit". Examples of commercial activities include purchasing, selling, bartering or leasing products, goods or services, or land; providing a business, investment or gaming opportunity; or advertising or promoting any of these activities.
Commercial Card (C-Card): A corporate credit card that allows authorized cardholders to pay for expenses and to utilize an online program management and reporting tool.
Community Borrowers: Members of the public who have purchased a library card for a yearly fee. Retired VCC employees and other categories of special borrowers may receive a free community borrower card.
Community Member: An individual other than an Employee, Volunteer, Student, or Board member whose Personal Information is collected or accessed by VCC when participating in VCC's programs or services, such as donors, prospective or past Students or Employees, visitors, and other members of the public.
Complainant: means a person who claims to have been harassed, discriminated against, or bullied in connection with a College-related activity.
Complainant: a. For the purpose of a vendor complaint relating to a competition or direct award, means an actual or prospective bidder or proponent whose business interest would be affected by the award of a contract, or by the failure to award a contract.
b. For the purpose of submitting a vendor compliant relating to a contract award, means a proponent who actually submitted a proposal in response to the competition for the contract.
Complainant: An individual who experiences an alleged incident of Sexual Violence or Misconduct, and seeks resolution, support, or assistance through this Policy and associated Procedures.
Complaint: means a complaint alleging Harassment, Discrimination, or Bullying in connection with a College-related activity.
Complaint: A written objection submitted by a complainant regarding a competition, direct award, contract award or proposed contract award for goods, services or construction.
Concept Paper: A document outlining the rationale and plans related to the development of a new program and substantial revision of an existing program.
Conditional Acceptance: Acceptance offered before all admission requirements are met. Conditions must be met prior to commencing study.
Confidential Information: includes any information or material related to College business that is or becomes known by an individual through their employment with the College. This can include information relating to College students, staff, operations, contracts, services and service methods, facilities, equipment, technology, research, plans, personnel, finances, policies, and business procedures. It is important to recognize that Confidential Information can exist in many forms, including orally, in written documents, digital or electronic media and in graphics, and it may not necessarily be marked "confidential".
Confidentiality: Information is not made available or disclosed to unauthorized individuals, entities, or processes.
Conflict of Interest: A situation in which a researcher's/investigator's personal or financial interests are in conflict or perceived to conflict with the College's interests or mission, or with the proper performance of the employee's job duties, responsibilities, or obligations. A conflict of interest may be actual, potential, or perceived. A perceived conflict of interest can be as detrimental as an actual conflict of interest as such actions similarly undermine or compromise public confidence in the College or the College's trust in the employee's ability to discharge work responsibilities and obligations.
Conflict of Interest: means a situation in which an Employee's personal or financial interests are or may be perceived to be in conflict with the College's interests or mission, or with the proper performance of the employee's job duties, responsibilities or obligations. A conflict of interest may be actual, potential or apparent. A perceived conflict of interest can be as detrimental as an actual conflict of interest. Such actions undermine or compromise public confidence in the College or the College's trust in the employee's ability to properly discharge his/her work responsibilities.
Consent: An active, voluntary, conscious, and ongoing choice and agreement between people to engage in sexual activity. It is the responsibility of the person initiating or pursuing sexual activity to obtain consent at all stages of sexual engagement. More specifically, consent:

Is explicit and freely given. It cannot be assumed or based on a perception that it was implied;
Cannot be given by someone who is incapacitated (by drugs and/or alcohol), asleep, unconscious, or otherwise incapable of providing consent;
Can be withdrawn at any time, regardless of whatever other sexual activities have taken place;
Can never be obtained through threats, intimidation, coercion, or other pressure tactics;
Cannot be obtained if someone abuses a position of trust, power or authority; and
Cannot be assumed from previous consent to the same or similar activities.
Consortium Model: An agreement in which several institutions collaborate on the development of a generic curriculum but independently offer parts of or the entire program at their institution or jointly administer a program that is hosted at one or more institution.
Consultation: The practice of requesting feedback and holding dialogue with relevant individuals, departments and interest groups, and thoughtfully considering input before action is taken or decisions reached.
Consultation: The notification to, and participation of, all interest groups or relevant parties in a two-way flow of information and opinion exchange before action is taken or decisions reached.
Contact Hours: Actual periods of time (measured in hours and portions thereof) during which classes or sections of students are engaged in scheduled periods of instruction.
Contact Information: Information to enable an individual at a place of business to be contacted and includes the name, position name or title, business telephone number, business address, business email or business fax number of the individual.
Contract Cheating: A form of Academic Misconduct that involves purchasing or otherwise obtaining, with or without payment, work prepared by another person and submitting all or a portion of the work as one's own.
Contract Manager: The individual responsible for the administration of the contract, including deliverables, risk management and monitoring, as delegated by the Contract Owner.
Contract Owner: The individual who holds ultimate responsibility for the contract, typically including signing authority in alignment with the thresholds prescribed in policy.
Contract Repository: A central digital site used to store the key documents of the contracts (including proposals, agreements, budgets, reports, etc.), which acts as a clearinghouse for all contracts and provides information used for reporting and contract development purposes.
Control: Any policy, processes, practice, or other action that may be used to modify or manage cyber security risk.
Copyright: The sole right of the copyright owner of a work to produce, copy, perform, publish, adapt, translate or telecommunicate that work and to authorize others to do the same.
Copyright Act of Canada: The Federal legislation that governs all matters related to copyright.
Copyright Cooperative: An organization that represents creators and licenses the use of their work.
Copyright Coordinator: A librarian at the College with expertise on copyright matters, who maintains copyright information, obtains copyright permissions where required, and who provides copyright information, guidance, and workshops.
Corrective Measure: Any sanction imposed by the College to address, correct, or mitigate conduct violations. More than one corrective measure may be imposed at one time. Corrective measures may include, but are not limited to, the following:
a. Letter of Reprimand: The minimum sanction for a student found responsible for an incident of misconduct. It may be given with or without other corrective measures.
b. Student Conduct Contract: A formal document specifying conduct expectations for a defined length of time that the student must meet. Failure to meet the requirements of the conduct contract may lead to more severe Corrective Measures up to and including suspension.
c. Restriction: Limiting access to specific College activities, facilities, and/or services for a specified period of time or permanently.
d. Safety Suspension: An immediate action taken to remove a Student from College property for a specified period of time.
e. Suspension from the College: Removal of a Student from the College by the President for an identified or indefinite period of time pursuant to the College and Institute Act.
f. Loss of Privileges: Denial of specific privileges for a specified period of time (e.g., access to a service or lab space).
g. Hold: Preventing access to one or more College services for a specified period of time. The type of hold may vary depending on the nature of the conduct violation and may include, but is not limited to registration, admission, or readmission.
Cost: The cash amount or equivalent given up to acquire, construct, develop or better an asset including installing the asset at the location and in the condition necessary for its intended use.
Course: A series of learning opportunities within a specific subject area with a defined set of learning outcomes, offered under a designated subject code and course number, within a defined time period.
Course Credit: A numeric value assigned to a course, based on the total amount of learning time, indicating the course's weight relative to courses across the College and to other post-secondary institutions.
Course Exemption: The waiving of a course that is required to complete a credential.
Course Outline: A curriculum document that contains the essential features of a course, such as: course name and number, credits and hours, course description, prerequisites, course learning outcomes, instructional strategies, student evaluation methods, and evaluation plans.
Course Outline: The document that contains the essential features of a course, including course name, course number, a statement of course learning outcomes, grading system, and information regarding student evaluation methods.
Course Outline: The essential features of a course as outlined in an approved template. Such a template generally includes the course name and number, credits, course description, admission requirements, course learning outcomes, grading standard, and information regarding student evaluation methods.
Course Outline: A curriculum document that contains the essential features of a course, such as: course name and number, credits and hours, course description, prerequisites, course learning outcomes, instructional strategies, and student evaluation methods.
Course Substitution: Formal recognition of course equivalency in a VCC approved course outside the program area.
Credential: A named qualification that is awarded upon completion of a program of study that has been approved by the Board of Governors of Vancouver Community College.
Credit Bank: A collection of pre-assessed learning and training opportunities from non-credit coursework that has been predetermined to be eligible for credit (assigned or unassigned).
Cumulative Grade Point Average: A weighted average of grades earned in all courses taken at the institution.
Curriculum: The planned sequence of instruction for a program or course.
Curriculum Change: The creation, modification, or elimination of individual courses, and the revision of programs where such change does not result in a change to a program's overall total hours, credits or cost. Curriculum Changes may be classified as major or minor by Education Council.
Curriculum Delivery Framework: A set of guidelines that support the effective operationalization of program and course delivery and which is a mechanism designed based on the RFQ Program Framework. The four primary guidelines in the Curriculum Delivery Framework are:
1. Courses start and end dates are compatible with Academic Calendar terms of instruction;
2. Course credit range allocations are between 2 credits and 6 credits;
3. Program per-term credit loads are between 12 credits and 18 credits; and
4. Courses run concurrently within a term of instruction
Curriculum Delivery Framework: A set of guidelines that support the effective operationalization of program and course delivery and which is a mechanism designed based on the RFQ Program Framework. The four primary guidelines in the Curriculum Delivery Framework are:
1. Courses start and end dates are compatible with Academic Calendar terms of instruction;
2. Course credit range allocations are between 2 credits and 6 credits;
3. Program per-term credit loads are between 12 credits and 18 credits; and
4. Courses run concurrently within a term of instruction
Curriculum Lead: The Department Leader or instructor responsible for leading the curriculum development work, leading to either Curriculum Change or Program Change.
Curriculum, educational, institutional, creative and other materials: Includes physical and digital versions of all materials created by College employees for instructional and College purposes, and includes books, laboratory manuals, exercises, audio and video materials, images, photos, computer software, instructional strategies, PowerPoint presentations, creative work, annual reports, strategic plans, information/decision notes, and other materials.
Cyber Incident: A single or a series of unwanted or unexpected events that threaten privacy or cyber security, i.e. the confidentiality, integrity and/or availability of cyber resources and assets.
Cyber Resilience: A dimension of cyber risk management, representing the ability of systems and organizations to develop and execute long-term strategies to withstand cyber events; an organization's ability to sustainably maintain, build and deliver intended business outcomes despite adverse cyber events.
Cyber Risk: Probable loss event that materializes when a cyber threat affects an asset of value and results in a material impact on an organization. Cyber risk can be measured as the probable frequency and the probable impact of a material loss event.
Cyber Security: The set of activities that protect networks, devices and data from unauthorized access or criminal use and the practice of ensuring confidentiality, integrity and availability of information and proper delivery of services.
Cyber Threat: Potential cause of an unwanted cyber incident, which may result in harm to a system or organization.
Damaging, Tampering or Interfering with the Academic Environment: A form of Academic Misconduct that includes but is not limited to the following:
a. obstructing, altering, and/or disturbing the academic activities of others;
b. preventing another student from completing a task for academic assessment;
c. tampering with, stealing, or destroying another student's academic work;
d. altering a grade on academic work for the purposes of having the recorded grade changed;
e. removing, altering, misusing, or destroying College property to obstruct the work of others;
f. persisting with bias to influence others for academic gain, such as a change in grade.
Data Custodian: The College designate responsible for providing secure access to protected and confidential data including, but not limited to: providing physical security; backup and recovery processes; providing access to users as authorized by the Data Stewards; and implementing and administering appropriate levels of control over the information. This can also include individuals in physical possession of data for the College. This role owns the technical accountability of data assets.
Data Standards, Data Integrity and Security Guidelines: An institutional set of data standards and security guidelines by which data integrity and security is maintained. This document is reviewed on a regular basis, is accessible by the College community and the oversight group will provide an annual report to Operations Council, or delegate.
Data Steward: College official or designate having direct operational-level responsibility for information management. Data Stewards are responsible for data access model and policy implementation. This role owns the business accountability of data assets.
Data User: Individuals who need and use College data as part of their assigned duties or in fulfillment of assigned roles or functions within the College community. Individuals who are given access to sensitive data have a position of special trust and as such are responsible for protecting the security and integrity of that data. Any College employee with access to College data can be considered a Data User.
Dean: The Dean responsible for the course within which the grade is being appealed or delegate.
Degree Quality Assessment Board (DQAB): An independent advisory board appointed by the Minister of Post-Secondary Education and Future Skills that oversees the quality assurance process for degree level education in British Columbia.
Department Leader: A faculty member who is a Department Head, Assistant Department Head, Coordinator I, or Coordinator II.
Departmental Practice: Processes developed by individual College departments to guide the management of issues and processes within their particular jurisdiction and control. Generally characterized by one or more of the following:
a. The issue does not have a critical impact on the College
b. The issue is unique and applicable to an individual department
c. The issue requires frequent review and modification to reflect technical or other, emerging issues (e.g. acquisition of new electronic devices)
d. The issue can be initiated and managed by the department without broad, College-wide consultation
Deselection: The removal of Library materials from the Library collection (also referred to as "weeding").
Designated Officer: A senior executive, or their designate, who receives requests for Advice and receives and investigates public interest disclosures.
Digital Repository: A website that hosts digital works that fit the collection criteria for the VCC Archives. VCC is a member of a province-wide network of institutional repositories.
Disclose, Disclosure, or Disclosing: The sharing of information by a College Member regarding an incident of Sexual Violence or Misconduct with another College Member. A Disclosure does not initiate an investigation unless a Report is made.
Discloser: An individual who makes a report of Wrongdoing under this Policy.
Disclosure: The act of reporting Wrongdoing or improper conduct in accordance with this policy.
Discount Rate: refers to the percentage discounted from the regular retail price.
Discretionary Measure: Any other sanction that appears warranted under the circumstances, such as a letter of apology, work assignment, restitution, service to the College, essay, or other measure.
Discrimination: means any treatment or action (verbal or behavioural), covert or overt, intentional or unintentional, that has the purpose or effect of singling out an individual or group for differential treatment on a prohibited ground, and that has no bona fide and reasonable justification. Examples are provided in Appendix A.
Domestic travel: Business travel within Canada. No approval is required from the Executive Director of Safety, Security, Risk and Privacy for domestic travel.
Donor: A person or organization that makes a contribution to the College.
Draft Academic Schedule: A preliminary academic schedule populated based on the information provided from the Enrolment Plan and then distributed to Department Leaders for review.
Drop: Deregistration from a course up to the add/drop deadline for a course. There is no academic record indicating the student was in the course; it is not reflected on a transcript and no grade is assigned.
Due Process: Students have the right to:
1. Have a policy applied equally;
2. Have a College decision or action be communicated in writing with sufficient detail to be understood by all parties;
3. Dispute an initial College decision or action;
4. Appeal a subsequent College decision or action;
5. Be provided with sufficiently detailed and timely reasoned notice of activity;
6. Have a timely and reasonable opportunity to be heard and present a case before impartial/neutral decision makers;
7. Be provided with sufficiently detailed, reasoned and timely tribunal decisions.
Duty to Accommodate: A legal obligation of educational institutions to make reasonable adjustments and provide support to ensure that students with disabilities have equal access to educational opportunities.
Education Council Appeal Tribunal (Tribunal): The body that hears appeals to Education Council, and consists of four members. The Chair of Education Council (or Vice Chair) will act as the non-voting Chair of the Tribunal. Three members will be drawn from the Education Council membership; one of the three members must be a student.
Education Quality Committee (EQC): A standing committee of Education Council tasked with supporting the educational quality of the College by ensuring that College programs are regularly reviewed.
Education Service Areas: Departments of the College established to provide support, direction, and guidance for all students and student needs.
Education Service Contract: A binding written agreement that captures the terms surrounding the delivery of training or educational services outside of base budgeted activities. Agreements of this nature are typically time-limited and result in additional revenue.
Educational Affiliations: Agreements with post-secondary institutions or other bodies that create opportunities for educational programming, student pathways, or applied research. Educational affiliations extend the College's ability to create learning experiences for students, partnerships for offering credentials, collaborations for applied research and scholarship, or equivalent course/credit pathways between institutions (See policy 407).
Educational Matters: Matters pertaining to either student final grades; or student educational misconduct which includes but is not limited to the following: plagiarism, cheating, and fabrication.
Effective Date: The month and year the program/course will first be taught after governance approval.
Electronic message: Any message sent to an electronic account, e.g. an email, a text message, or an instant message. Interactive two-way voice communications, fax messages or voice recordings sent to a telephone account are not considered to be electronic messages. If you're calling somebody to offer a product or service, that's not an electronic message.
Eligibility Criteria: The criteria, either from the Ministry of Post-Secondary Education and Future Skills, agency or internally derived, by which a student is evaluated to determine whether they are eligible to receive a specific award, grant, loan or scholarship.
Emergency: An unplanned event, occurrence or sequence of events that has a significant undesirable consequence (e.g. natural disasters, infrastructure or network failures, global pandemics).
Emergency Management: The process for mitigating, preparing, responding to, and recovering from an emergency.
Emergency Operations Centre (EOC): A central location where response personnel can coordinate and make decisions in support of emergency response activities at the site level. The EOC integrates personnel, procedures, communications and equipment into a common system with responsibility for coordinating an emergency event.
Employee: An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, contract or casual basis.
Employee: An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Employee: An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual, or contract basis. The Act defines Employee as including a Volunteer and a Service Provider. Therefore, when "Employee" is used in this policy and its procedures, the term includes Volunteers and Service Providers.
Employee: An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis. For the purpose of this policy, this definition also includes former employees.
Employees: for the purposes of this Policy, includes College employees, contractors, volunteers, and researchers engaged by the College.
English Language Proficiency: The ability to function in an instructional environment where the language of instruction is English, as dictated by the program or course. This is demonstrated through completion of previous education in English, an upgrading course or an assessment test. This is to ensure that the applicant has the ability to understand and communicate in English so that they are reasonably assured of having the capacity to be successful in their studies.
English Language Proficiency: An applicant must demonstrate their ability to function in an instructional environment where the language of instruction is English, as dictated by the program or course. This is to ensure that the applicant has the ability to understand and communicate in English so that they are reasonably assured of having the capacity to be successful in their studies. This is demonstrated through completion of previous education in English, an upgrading course or an assessment test.
Enrolment Capacity: The maximum number of students allowed to enroll in each section.
Enrolment Plan: The listing of anticipated courses, sections, and students for a program/department. It informs the budget and scheduling processes.
Enterprise Risk Management: The coordinated, ongoing application of risk management across all parts of the organization, at all levels from strategic planning to service delivery.
Environment: The biophysical conditions under which people or things live or are developed.
Equivalent: An alternate course or program of study that is similar to an academic admission requirement which can be presented instead of stated course requirements.
ERM Framework: The system of infrastructure, processes, methodology, tools, and techniques that enables a consistent, efficient, and effective approach to risk identification, assessment, and treatment.
Essential Requirements: Necessary components that students must meet or complete to achieve the learning outcomes of a course, program or activity. Essential requirements cannot be altered without compromising the fundamental nature of a course, program or activity.
Ethics Review: Ethics Review means the processes and guidelines by which research proposals are evaluated to determine if they meet the quality and ethical principles and standards for research involving humans. The College will align its ethics review practices with the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans*.
Evaluation Committee: A committee appointed by the Finance and Audit Committee (FAC) to review proposals, carry out an evaluation and make a recommendation to the FAC. The committee will be composed of three voting Board members and the Executive Director, Finance & Chief Financial Officer. The three voting Board members will consist of the Chair of the Finance and Audit Committee and two other voting Board members as appointed by the FAC.
Evaluative Student Work: Student work that is marked by an instructor.
Excused absences: Absences reported in advance of the absence, wherever possible, or that suitable documentation be provided to support the absence. All other absences will be reported as unexcused absences.
Expenses: Expenses include but are not limited to:
- Direct reimbursements to individuals
- Charges on College Commercial Cards
- Direct payments of invoices
Extenuating Circumstances: These include unusual events or situations typically beyond a student's control. Such circumstances may include, but are not limited to: a death in the student's immediate family, an illness, or an accident. Students are expected to provide documentation in support of any request made on the basis of Extenuating Circumstances. Because requests can be made for a wide range of reasons, each request will be adjudicated by the appropriate decision maker on its own merits.
External Client: Any individual or entity renting College facilities for activities not related to College business.
Fabrication: A form of Academic Misconduct that is the creation and use of information known to be untrue, including false research data or reference to a source that does not exist.
Facilitation: a form of Academic Misconduct that represents assisting or attempting to assist another person to violate the standards of academic integrity. Helping or attempting to help another commit an act of academic misconduct. This can include impersonation, facilitating cheating, or submitting work as another student.
Facilities: refers to any physical facilities or space owned by VCC.
Facilities: Any College owned or leased space, including associated services.
Facility Assets: - all or portions of campus buildings or facilities including wings, rooms, libraries, foyers, common spaces, atriums, and other indoor and outdoor physical structures, including gardens, parks, and monuments
- roads, walkways, parking lots and other transportation infrastructure
- recreational areas and other public spaces
Fair Dealing: The provision in the Copyright Act that allows limited copying and communicating of a work for the purposes of research, private study, education, criticism, review, news reporting, satire, and parody.
Family Members: a parent, spouse, partner, son, daughter, sibling, niece, nephew, guardian, grandson, granddaughter or grandparent, and any other person with whom the employee resides or has a close personal relationship.
Fee: An amount charged by the College for services provided to students, including but not limited to:
- Students' Union fees
- BC Federation of Students fee
- College Initiative fees
- Materials fee
- Health and Dental fees
- UPASS fees
- Graduation fee
- Campus Resource Fee
Final Grade: A letter, designation, or percentile indicating a degree of cumulative achievement for any educational work in a VCC course which may be comprised of multiple evaluative tools with variable weighting (e.g. tests, assignments, attendance requirements) recorded by the Registrar's office. It is assigned at the completion of a course.
Final Grade Appeal: A final grade appeal investigates a student's disagreement with the final grade assigned by an instructor.
Final Grade Appeal Committee: The body that may hear evidence about the Final Grade Appeal and make a recommendation about the appeal to the Dean. The Final Grade Appeal Committee will typically consist of three (3) to five (5) members.
Finance & Audit Committee: A standing committee of the Board of Governors responsible for assisting the Board in fulfilling its obligations and oversight responsibilities related to financial planning, the audit process, financial reporting, the system of corporate controls and risk management.
Financial Aid and Awards Office: The office responsible for coordinating information from departments related to specific awards as well as issuing cheques for award recipients.
Fiscal Year: The twelve-month period running from April 1 to March 31.
Flexible Admissions: Alternative admissions processes that are based on identifying, assessing and recognizing skills, knowledge, or competencies that have been acquired through previous education, work experience, non-credentialed training, independent study, volunteer activities, and hobbies. To ensure consistency and fairness, standardized evaluation practices will be used to assess an applicant's qualifications.
Formal Educational Appeal: The process for requesting a change to an official decision related to educational matters. The appeal process is detailed in VCC educational policies such as Appeal of Final Grade Policy 322 and Student Non-Academic Conduct Policy 324.
Full Course Load: Defined using the same criteria that students must meet for student loan eligibility. Generally, this equates to 9 credits per term. Students with disabilities who have been identified as such may be considered full time students at a reduced course load. Determinations will be made through the Financial Aid and Awards Office.
Functional: The actual purpose for which a facility or physical asset is designed, or the function to which it is suited.
Functional Impact: A restriction or difficulty that an individual with a disability experiences in performing specific activities or tasks due to physical, sensory, cognitive, or other impairments or health conditions. These limitations can vary in severity and can affect various aspects of a person's daily life, including their mobility, communication, self-care, school-related tasks, and social interactions.
Gay: a man who is romantically and sexually attracted to other men. It is sometimes used to refer to the general gay, lesbian, bi-sexual, transgender, queer (GLBTQ) community, but most often refers to just gay men.
Gender Identity: a person's gender identity is the way in which they define and act on their gender. Gender expression is how they express their gender. An individual may be cisgender.
Gender Identity Discrimination: Discrimination because of gender identity is any action based on a person's sex or gender, intentional or not, that imposes burdens on a person or group and not on others, or that withholds or limits access to benefits available to other members of society. This can be obvious or subtle. Discrimination can also happen on a bigger, systemic level, such as when a rule or policy may appear to be neutral, but is not designed in an inclusive way.
General Classroom: A room or space where students are taught that contains, at a minimum, tables, chairs, a computer, and a projector.
Good Standing: A VCC student who is in full compliance with the College's student policies on academic and non-academic conduct and who is not under penalty for academic or non-academic misconduct.
Governance: A prescribed process that identifies who has the primary and/or advisory responsibility for select decisions at various stages of the curriculum approval process. The governance bodies at VCC are the Board of Governors and Education Council.
Governor General's Bronze Medal: Awarded to the student who achieves the highest overall average upon graduation from a minimum two year, full time diploma level program.
Grading Standard: A measure of achievement in a course.
Grant: A sum of funds which may be awarded to a student based on specified need, such as demonstrated financial need, which the student applies towards their tuition or associated fees at VCC and does not have to repay. These awards are considered taxable income by the Canada Revenue Agency.
Gratuity: Cash or other monetary considerations, given voluntarily or beyond obligation usually for some service.
Group Leader: A College employee who is responsible for planning and administering an off-campus activity.
Harassment: conduct or comments which ought reasonably to be known to be objectionable or unwelcome and serves no legitimate work and/or education related purpose and which detrimentally affects people in the work and/or education environment; or has adverse job-related and/or education-related consequences and is based upon one of the grounds outlined in the BC Human Rights Code. Examples are provided in Appendix A.
Heterosexual: created around the same time as 'homosexual' to describe individuals who are sexually attracted to the opposite sex/gender.
Homosexual: a scientific term invented in the 1800's to refer to individuals who are sexually attracted to their own sex/gender.
Honorarium: A financial payment made in gratitude (ex gratia) to a person (honoree) for their services in a volunteer capacity or as a research participant, or for services for which fees are not traditionally or legally required. It is a payment made on a special or non-routine basis to an individual, to recognize or to acknowledge the contribution of gratuitous services to the College.
Honorific: Bestowing honour or respect in recognition of individuals who have made substantial or long-term contributions to the VCC.
Inappropriate Use of Digital Technologies: A form of Academic Misconduct where the use of any digital technology to commit any form of student academic misconduct.
Incident Command System (ICS): A standardized approach to the command, control, and coordination of emergency response providing a common hierarchy within which responders from multiple agencies (or departments) can be effective.
Indigenous: The Canadian Constitution recognizes three distinct groups of Indigenous peoples in Canada First Nations, Inuit, and Métis.
Indigenous Learner: A person who has self-identified as Indigenous from Canada (First Nations, Métis, or Inuit) and has applied to a full-time or part-time credit or non-credit course or program at VCC. This includes self-identified Indigenous employees of the College who have applied to any course or program.
Insert Applicants: Refers to former VCC students who have been previously accepted into a program and who had to leave the program for health, lack of progression or other reasons; or students transferring with Prior Learning Assessment or transfer credit from another recognized institution. VCC students in non-cohort programs are not considered insert students when returning to their program of study and they must complete within the duration listed within the Program Content Guide.
Insert Student: A student who has previously completed a portion of a VCC program and has returned to complete remaining courses in that program.
Integrity: The characteristic of information being accurate and complete and the preservation of accuracy and completeness by protecting the information from unauthorized, unanticipated, or unintentional modification.
Interim Measure: Any direction given to a student pending a formal review of a safety, risk or conduct concern. Interim Measures are taken in an effort to protect the safety and wellbeing of students, employees, and community members. Interim Measures are preliminary in nature and are generally in effect until an investigation and meetings with the student are completed. Interim Measures may include a ban from campus property, safety suspension or other necessary restrictions.
Interim Measures: The temporary provisions that may be placed on a Person Accused of Sexual Violence or Misconduct by the College. Interim Measures are designed to limit contact between the Complainant and Respondent while an investigation is conducted, and are not intended to be punitive in nature.
Interlibrary Loan (ILL): The cooperative exchange of items among libraries, in response to specific user requests.
International Student: Students who meet the Immigration, Refugee and Citizenship Canada Guidelines established for international students to be eligible to study in Canada. With a few exceptions, international students must have a valid study permit if they are taking a course of studies that will last for more than six months.
International travel: Business travel to a destination outside of Canada. This includes the United States of America. Approval is required from Executive Director of Safety, Security, Risk and Privacy.
Internet of Things (IoT) device: Any device, which is able to connect to a wired or wireless computer network and which is not a computer, tablet or smartphone. Examples of IoT device are smart TVs, digital whiteboards, remotely controlled HVAC systems, remotely controlled refrigerators, IP and network enabled cameras, audio and video streaming devices, etc.
Investigation: The formal process carried out by the College to examine and verify the events described in a Report, as set out in the Procedures.
Itemized Receipt: A receipt provided by the vendor or supplier which itemizes the goods or services purchased, and indicates the date, the name of a facility, a description of all items, amount of taxes charged and a total. A credit card receipt is not considered an itemized receipt.
Joint Credential: The process whereby two or more independent institutions offer designated portions of a jointly developed/agreed to curriculum that result in a credential where both institutions are cited as the credential granter.
Leadership Award: An award based on satisfactory or superior academic achievement as well as a demonstrated commitment to community or leadership skills within one or several spheres of society.
Learning Environment: Any course, program or service in which students engage in learning or other College-supported activities. This includes work integrated learning environments.
Leasehold Improvement: Betterment made to leased property as outlined in PSAB guidelines.
Least Privilege Protocol: The extent of access privileges for Data Users is defined and implemented according to the role and job function of the Data User's position/job description rather than on an individual basis. If a Data User changes positions or job function, e.g. through promotion, transfer, separation, etc., that individual's privileges will be eliminated or changed according to the new position.
Lesbian: a woman who is romantically and sexually attracted to other women.
Letter of Agreement (LOA): A written list of goods, services, or space to be provided at the agreed-to prices, terms, and time. It becomes a binding contract when signed by the associated parties.
Library Materials: Print and non-print materials collected, processed, and made accessible to users by libraries. They comprise books, periodicals, pamphlets, reports, maps, manuscripts, and all other forms of audiovisual records.
Library Privileges: The rights and responsibilities of Library users, including how many items can be borrowed, loan periods, fine rates and use of all services. These will differ by category of user (e.g. students and employees have different loan periods for a book).
Library Resources: All Library material that can be borrowed or used on site by a Library user (including books, journals, DVDs or technology), online resources (such as databases, e-books and streaming video), computers, listening and viewing equipment, services, group study rooms and facilities.
License agreement: A contract which outlines how licensed materials may be used.
Licensing: A contractual agreement that allows the use of College marks, images and words for approved applications in exchange for a royalty payment to the College.
Lieutenant Governor's Silver Medal: Awarded to a graduate who has completed a certificate program one year or less in the previous fiscal year, on the basis of superior academic achievement and community contribution.
Liquor: Beer, wine, spirits or other product that is intended for human consumption and that contains more than 1% alcohol by volume.
Loan: A sum of funds which may be awarded to a student based on financial need which the student applies towards their tuition, associated fees and/or living expenses while attending VCC which is repayable to StudentAid BC.
Mandatory Fee: Required fees assessed at the time of acceptance or registration other than tuition, including but not limited to College Resource Fees (RFEE) and College Initiative Fees (IFEE).
Marketing Assets: Can be defined in three ways:
- Tangible - e.g. building naming rights, secondary naming rights, College events, programs, and physical spaces, visibility through advertising and signage, hospitality and publications.
- Intangible - e.g. exclusivity, intellectual property and association through Branding marks, logos, images and words.
- Tangible and intangible assets/benefits: include digital marketing, campus activations, showcasing opportunities, etc.
Media, Video and Audio Releases: Media, video and audio releases are short news stories or announcements which the College will write, audio record and/or video record for distribution to the media to publicize an event or activity, to announce something that the College believes has news value and/or to reinforce a central theme or message to manage the College's reputation.
Meetings with the Media: Meetings with the media are arranged, as required; the purpose of such meetings is to develop a mutual understanding with specific news media outlets and to determine the most effective approach in dealing with any particular issues.
Members of the College Community: Members of the College community include: all VCC employees (part-time, full-time, term and temporary), contractors, volunteers, Board of Governors and students.
Memorandum of Agreement (MOA): A legal document that establishes the ground rules of a positive cooperative effort for the parties wishing to work together on a project.
Memorandum of Understanding: An agreement between two or more parties outlined in a formal document. It is not legally binding but signals the willingness of the parties to move forward with a contract.
Memorandum of Understanding (MOU): An agreement between two or more parties outlined in a formal document. It is used as a statement of intent of what each party will be responsible for without creating any legal obligations. It clarifies the relationship and can, but does not always, create a path to move forward with a contract.
Minimal Risk: Minimal Risk means risk that is within the range normally encountered by, and acceptable to, the participant in everyday life.
Misconduct: Conduct in contravention of the standards set out within this Policy or which could reasonably be considered to be within the scope of this Policy.
Misconduct: Unacceptable or improper behaviour which may include one or more of the following: (Specific examples of student misconduct can be found in Appendix A.)
a. Dishonesty: Knowingly providing false or incomplete information to any VCC employee; forgery; alteration or misuse of any VCC document, record, or form of identification; misrepresentation or falsification of identity, status, or documentation.
b. Disruption or obstruction of VCC business, including learning, teaching, research, administration, and other events and activities on or off VCC property. This definition should not be construed to deny students the right to assemble and protest lawfully.
c. Use of VCC computers or electronic equipment or systems in contravention of College policies and procedures on such matters, including but not limited to policy B.5.2 Appropriate and Responsible Use of Education Information Technology.
d. Actual or attempted theft or damage, misuse, vandalism, defacement, or destruction of VCC property or the property of any student, employee, or visitor.
e. Failure or refusal to comply with a reasonable request or direction from an authorized VCC employee.
f. Refusal to identify oneself to an authorized VCC employee when asked to do so.
g. Possession, copying, or use of keys, access cards, or any other mechanism for entering VCC premises without advance authorization.
h. Use, manufacture, distribution or possession of open alcoholic drinks, except in locations licensed for that purpose.
i. Being under the influence of any substance to the point of impairment and being unsafe or disruptive.
j. Use, possession, manufacturing, or distribution of any controlled substances except as expressly permitted by law.
k. Possession of firearms, explosives, other weapons, or dangerous chemicals or use of any such items, in a manner that threatens, harms, or intimidates others.
l. Unreasonable interference with the free flow of pedestrian or vehicle traffic except when part of a lawful protest.
m. Unlawful actions on VCC property, physical or virtual, in violation of the Criminal Code of Canada or any other federal and/or provincial legislation or municipal by-laws.
n. Unauthorized use of the VCC name, reputation, symbols, or logo.
o. Violation of any VCC policy, rule, or regulation published by VCC or available on the VCC website.
p. Aiding and/or encouraging any of the misconduct listed above.
q. Any other conduct that may be reasonably deemed to be in violation of the College's student conduct expectations.
Misrepresentation or Falsification: A form of Academic Misconduct relating to personal identity or academic performance, this includes but is not limited to the following:

a. submitting stolen or purchased assignments, research, or creative work;
b. representing or impersonating another or permitting oneself to be represented or impersonated by another in person, in writing, or electronically, in taking an examination or submitting academic work for the purpose of academic evaluation;
c. falsely identifying oneself or misrepresenting one's personal performance outside of a particular course, in a course in which one is not officially enrolled, or in the admissions process (e.g. submission of portfolios, essays, transcripts, or documents);
d. providing altered, forged, or falsified medical or other certificates, or documents for academic consideration, or making false claims for such consideration, including in or as part of an academic appeal, or the academic misconduct investigation process.
Mitigating Factors: The factors that a Dean will take into account if an instructor does not submit final grades within the time period identified. Extenuating circumstances including but not limited to ill health, serious family emergency and bereavement will be taken into consideration.
Net Book Value: The value of an asset, factoring in diminutions, amortizations, and other accounting charges, as recorded in an organization's or individual's accounts.
News Conferences: News conferences are called by the College when it wishes to announce items of major significance and/or complexity (e.g. opening a facility, major change in funding, crisis situation); a news conference is considered a formal invitation to the news media; the media will expect to hear a major announcement, to have an opportunity to ask questions, record answers, take pictures and to receive a press kit containing information about the announcement.
Non-Academic Bookings: Any booking request that does not represent course contact hours, including but not limited to drop in sessions and employee meetings.
Non-capital asset: Operating expenses and other short-term costs incurred through normal operations throughout the course of a fiscal year, such as supplies and services.
Non-Classroom Space: Areas of the College that include but is not limited to any designated meeting room, office, storage, or common area.
Non-Corrective Measures: Measures that address actual behaviour but are non-disciplinary in nature; e.g., involuntary leave of absence related to medical or mental health concerns.
Non-written or Non-recorded Student Work: Graded student work that is neither recorded nor written such as practical skill demonstrations in a lab environment, and/or practicum placement experiences. As this type of work is not physically captured, it cannot simply be re-assessed by another.
Off-campus Activity: Any activity involving students in which at least part of the activity occurs off-campus. This includes field trips, field schools, research, student exchanges, conferences, seminars, performances and extra-curricular activities that involve the formal representation of the College by student representatives.
Off-campus Activity Plan: A document that provides planning and preparation details related to the activity, and serves as the official record of an off-campus activity. The plan will include the names and contact information for participants and an emergency contact.
Official College Records: All records created or received by College employees in the course of their duties on behalf of the College and retained to meet business, legal, financial, legislative and other needs. For the purposes of implementing this policy, the definition of official college records excludes books and other published materials and copyrighted or copyrightable materials. Official college records may be in the form of paper, non-paper-based media such as microfilm, CD-ROM and audio or video tape and electronic media such as e-mail, word processing, spreadsheet and presentation documents, digital images of paper or microfilm stored in a records and document management system, databases and websites.
Official Transcript: The record of a student's academic history. To be considered official, transcripts must be in an institutionally sealed envelope and endorsed by the issuing institution or sent via secure electronic delivery by the issuing institution.
Ombudsperson: The BC Ombudsperson appointed under the Ombudsperson Act.
Operating Lease: An agreement in which the lessee acquires the property for only a small portion of its useful life, commonly used to acquire equipment on a short-term basis.
Operational Guidelines and Standards: An outline of the processes required to standardize operations and efficiency at the College. They outline the specific steps, technical specifications and/or the requirements necessary to maintain a high level of quality and performance.
Original Payor: Any individual or group, including but not limited to the student, agents for international students or family members, who submit a payment to the College.
Other Admission Requirements: Program specific requirements other than academic admission requirements such as Criminal Record Check, proof of immunization, and CPR certification. Applicants should be aware of any non-academic requirements prior to entering a program. Refer to PCGs for a list of all program specific requirements.
Other Fee: The fees for services levied by the College, including but not limited to application fees, transcript fees, late payment, and graduation fees. These are typically charged at the time the service is provided to the students and are usually non-refundable.
Parchment: The physical and legal document awarded to the recipient of a credential.
Participation: Refers to active involvement in all scheduled activities which can include participation in discussions, participation in group work, hands-on manipulation of equipment, laboratory simulations and practical applications, submission of assignments and, online or distributed learning activities.
Passing Grade: The grade, most often based on a calculation of assignments, that reflects satisfactory completion of a course of study.
Patent: Defined in the Patent Act as "letters patent for an invention".
Person Accused/Respondent: The individual who is alleged to be responsible for causing harm by committing Sexual Violence or Misconduct in a Disclosure or Report.
Personal Information: Recorded information about an identifiable individual other than contact information.
Personal Information: Recorded information about an identifiable individual other than contact information. Personal information may include someone's name, personal information, personal address, personal telephone number, race, origin, colour, political or religious beliefs, age, sex, sexual orientation, marital or family status, and any identifying number or symbol assigned to a College member. This list is not exhaustive and may include other information that enables identification.
Personal Information: means recorded information about an identifiable individual.
Personal Information Bank: A collection of personal information that is organized by and capable of being retrieved using an individual's name, identifying number, or another personal identifier.
Personal professional purposes:: refers to employment or business activities not associated with duties related to the College.
Philanthropic: The act of philanthropy; gifts to the College or VCC Foundation, which have real or value-in-kind, which are given without benefit (as defined by the Canada Revenue Agency).
Physical, Academic or Other Assets: - equipment of significant value (eg. over $25K)
- collections of books or art
- endowments
- scholarships, prizes, bursaries or awards
- academic areas including, but not limited to, schools, centres, programs, departments.
Plagiarism: A form of Academic Misconduct that represents the unacknowledged use of someone else's words, ideas, sentence structure or data regardless of source (printed texts, internet, etc.). This can include self-plagiarism when previously graded work is submitted without acknowledgment. It also includes taking credit or presenting the work of others as one's own without identifying and giving proper credit to the original source. This includes but is not limited to the following:

a. submitting academic work that has been, entirely or in part, copied from or written by another person, including information found on the Internet, without full and proper acknowledgement;
b. using the exact wording of a source without putting the borrowed words in quotation marks, or following the syntax (structure) or wording of the source too closely;
c. paraphrasing someone else's ideas or work by changing only a few words, without full and proper acknowledgement of the source;
d. submitting academic work which has been written, rewritten or substantially edited by another person.
Policy: A written document that establishes the context, scope and guiding principles related to important issues or address the legislative requirements of the College. They have broad application and align with and support the College's mission and strategic direction.
Post-Secondary Institution Proposal System (PSIPS): A Ministry of Post-Secondary Education and Future Skills process that includes a web-based system designed to manage and support the post-secondary submission and review of degree and non-degree diploma programs, or a certificate that leads to a diploma.
Pre-requisite: A course or other requirement necessary for registration into a specific course. It means that a student must have taken the course noted to ensure that they have the level of understanding and competency in order to complete the course which they are registering in.
Pre-requisite: A required course that a student must have taken the course noted to ensure that they have the level of understanding and competency in order to successfully complete the course which they are registering in.
Pre-requisite: A required course that a student must have taken to ensure that they have the level of understanding and competency in order to successfully complete the course which they are registering in.
Preservation: Storing and protecting records against damage and deterioration in perpetuity.
Primary Record: The official copy of the record and is generally stored in a secure place.
Principal Researcher/Principal Investigator: Principal Researcher and Principal Investigator are considered by the College to mean the same thing and will be used interchangeably through these policy and procedures documents; Principal Researcher/Investigator refers to the person responsible and accountable for a particular research project and, by extension, for the ethical conduct of research and research team members' actions.
Prior Learning Assessment & Recognition (PLAR): Assessment by valid and reliable means and by a qualified specialist, of what an individual has learned outside of courses and programs.
Prior Learning Assessment and Recognition (PLAR): Assessment by valid and reliable means and by a qualified specialist, of what an individual has learned outside of courses and programs. Assessment will normally result in credit (assigned or unassigned) being granted to satisfy the graduation requirements or pre-requisites of a program offered by the College.
Prior Learning Assessment and Recognition (PLAR): A structured method of assessing an
individual's prior learning or experience to award formal credit. Refer to VCC Policy D.3.5 Prior Learning Assessment and Recognition.
Prior Learning Assessment and Recognition(PLAR): A structured method of assessing an individual's prior learning or experience to award formal credit.
Priority Admission: The period of time that is more than two months before the start of a program, in which applicants are accepted into a program.
Priority Registration: An early and brief registration period that opens two days before the scheduled start date of course registration.
Privacy Breach: The theft or loss, or other unauthorized collection, use, or disclosure of Personal Information in the custody or under the control of VCC and/or its Service Providers.
Privacy Complaint: A report of concern or dissatisfaction from any individual about how the College handled or processed their Personal Information.
Privacy Impact Assessment: An assessment involving a step-by-step review process that is conducted by VCC to determine if a current or proposed enactment, system, project, program, or activity (initiative) at the College meets or will meet the protection of privacy requirements of the Act.
Privacy Incident: The potential mishandling of Personal Information, or a suspected but unconfirmed, Privacy Breach. A Privacy Incident may become a Privacy Breach after investigation.
Privacy Protection Schedule: A schedule that forms part of a contract with a Service Provider and details a Service Provider's requirements under the Act for the security, storage, collection, use, retention, disclosure of Personal Information.
Prize: Acknowledgement, which may be monetary or an object, given to a student in class or on a department basis, for a specific type of accomplishment (e.g., the highest score on an essay) related to a course or set of courses. Departments should establish clear guidelines for the disbursement of prizes.
Procedural Fairness: The principles ensuring that a dispute is fairly decided. Both the Student and Respondent(s) have equal right to:

a. Have a policy applied equally;
b. Have a College decision or action communicated in writing with sufficient detail;
c. Dispute an initial College decision or action;
d. Appeal a subsequent College decision or action;
e. Be provided with sufficiently detailed and timely reasoned notice of activity;
f. Have a timely and reasonable opportunity to be heard and present a case before impartial/neutral decision makers;
g. Be provided with sufficiently detailed, reasoned and timely tribunal decisions; and
h. Seek representation or advocacy.
Procedural Fairness: Students have the right to:
1. Have a policy applied equally;
2. Have a College decision or action communicated in writing with sufficient detail;
3. Dispute an initial College decision or action;
4. Appeal a subsequent College decision or action;
5. Be provided with sufficiently detailed and timely reasoned notice of activity;
6. Have a timely and reasonable opportunity to be heard and present a case before impartial/neutral decision makers;
7. Be provided with sufficiently detailed, reasoned and timely tribunal decisions; and
8. Seek representation or advocacy.
Procedural Fairness & Natural Justice: The principles ensuring that a dispute is fairly decided. Both the Student and Respondent(s) have equal right to:
a. have a policy applied equally;
b. have a College decision or action communicated in writing with sufficient detail;
c. dispute an initial College decision or action;
d. appeal a subsequent College decision or action;
e. be provided with sufficiently detailed and timely reasoned notice of activity;
f. have a timely and reasonable opportunity to be heard and present a case before impartial/neutral decision makers;
g. be provided with sufficiently detailed, reasoned and timely decisions; and
h. seek representation or advocacy.
Procedural Fairness & Natural Justice: The principles ensuring that a dispute is fairly decided. Both the Student and Respondent(s) have equal right to:
a. have a policy applied equally;
b. have a College decision or action communicated in writing with sufficient detail;
c. dispute an initial College decision or action;
d. appeal a subsequent College decision or action;
e. be provided with sufficiently detailed and timely reasoned notice of activity;
f. have a timely and reasonable opportunity to be heard and present a case before impartial/neutral decision makers;
g. be provided with sufficiently detailed, reasoned and timely tribunal decisions; and
h. seek representation or advocacy.
Procedural Fairness and Natural Justice: The principles ensuring that a dispute is fairly decided. If a Report is made both the Complainant and Respondent(s) have equal rights to the following:

a. Notice;
b. Disclosure;
c. An opportunity to present one's case;
d. An opportunity to respond;
e. An advocate
f. Have all relevant information considered;
g. Legitimate expectations;
h. An impartial and unbiased decision maker;
i. A sufficiently detailed, reasoned, timely and written decision; and
j. A reasonable and timely process.
Procedures: The steps required to implement a Policy; they communicate processes, set boundaries, and establish who is responsible for any required action. Procedures require a parent Policy.
Procurement: Those processes, including direct awards, related to the purchase of goods, services and construction.
Procurement Authority: As established by the Purchasing Policy (B.4.1), the Director of Procurement is responsible to ensure that goods and services are purchased in compliance with the Purchasing Policy as established and approved by the Board of Governors.
Products: refers to finished VCC products intended for public purchase or consumption (examples include, but are not limited to, food and baked goods).
Professionalism: describes conduct which complies with accepted standards in the methods and manner in which duties are performed. Professionalism is required in the following areas of College activity: job performance; academic preparation; workplace conduct; classroom conduct; interactions between students, faculty, staff, administration, colleagues and the general public (inside and outside the College).
Program: A defined set of courses of instruction leading to a credential.
Program Change: New program development or revisions to programs related to:

- Total program hours, credits, or cost of the program;
- Program renewal or accreditation recommendations; and
- Program suspension process per Policy 414 Suspension and/or Discontinuance of Programs.
Program Content Guide: A curriculum document that contains the essential features of a program of study, such as: program name, purpose, number of credits, duration, program learning outcomes, admission requirements, grading system, course list, instructional strategies, evaluation of student learning, and the credential received upon completion.
Program Content Guide (PCG): A curriculum document that contains the essential features of a program of study, such as: program name, purpose, number of credits, duration, program learning outcomes, admission requirements, grading system, course list, instructional strategies, evaluation of student learning, and the credential received upon completion.
Program Discontinuance: The permanent closure of a program which includes removal from the academic calendar and cessation of admission to the designated program.
Program Feasibility Working Group: A group of individuals appointed by the Program Review and Renewal Committee of Education Council to produce a Feasibility Report (the Report). Members are appointed from relevant areas of the College, ensuring that various perspectives are considered and represented in the final Report. The Working Group will conduct its review on the basis of equity and fairness.
Program Grade Point Average: A weighted average of grades earned in courses designated as eligible for inclusion in the requirements for a credential.
Program Renewal: A reflective, in-depth formative assessment of a program, with input from internal and external reviewers, for the purpose of improving educational quality and the student experience.
Program Review: An annual assessment of select key performance indicators that assists a program in monitoring the state of teaching and learning, and addressing issues and opportunities in a continual and timely manner.
Program Suspension: Ceasing to admit students to a program for a defined period of time. Programs may not be in suspension longer than four years without a decision made to reinstate a program, or discontinue it.
Program/Course Documentation: All material that was used by the instructor for the purpose of determining a final grade. This includes, but is not limited to, the Program Content Guide, the course outline, a syllabus or Student Handbook (if provided), all available original marked assignments, examinations, examination keys, evaluation notes, recordings, etc.
Program/Credential Benchmark Report (PCBR): A report created by the Dean's office in consultation with the Department leadership and supported by Operations Management that reflects the financial sustainability of a program/credential relative to peer programs offered by public post-secondary institutions (in B.C. and Canada as needed).
Progression Committee: A school-level committee that makes recommendations to the school Dean regarding student progression in their studies. The committee will have written Terms of Reference, and will typically include instructors from the school and members from service departments, such as Indigenous Education & Community Engagement, Counselling Services, Disabilities Services, or International Education.
Progression Grade: - At a course level a progression grade is the grade required to progress to the next course
- At a program level a progression grade is the minimum level of achievement, across a prescribed course path, required for students to continue in the program. This does not preclude the possibility that a student may also be required to achieve a minimum grade in specific course(s).
Prohibited Ground: means the grounds of prohibited Discrimination identified in the BC Human Rights Code; age, ancestry, colour, criminal conviction that is unrelated to employment or intended employment, ethnic origin, family status, gender, mental disability, physical disability, political beliefs, race, religion, and sexual orientation.
Protection Official: The official who may receive a public disclosure from an individual regarding an urgent risk. In respect of a health-related matter, the provincial health officer. In respect of an environmental matter, the provincial administrator as defined in section 1(1) of the Emergency and Disaster Management Act. In any other case, an appropriate police force.
Public Service Announcements: Public service announcements are generally very short in length and deal with routine activities that relate to the community served by the College; in many cases, they promote College activities that are open and free of charge.
Qualifications: The academic and professional expectations appropriate to individual courses include specific, desirable and/or additional qualifications as determined by the Program Coordinator in conjunction with the Dean of Continuing Studies.
Qualifications: The academic and professional expectations appropriate to a specific area. Area Hiring Criteria may include specific, desirable and/or additional qualifications as determined by an area.
Quality Assurance: A framework of processes and activities designed to strengthen and maintain program excellence and the student experience.
Queer: the term queer has a history of being used as a derogatory name for members of the GLBTQ community and those whose sexual orientation is perceived as such, although some people use this word in a positive way to refer to the community. Sensitivity should be used with this term, as there are still many negative connotations with its use.
Reasonable Accommodation: The legal obligation of educational institutions to make necessary modifications and adjustments to their policies, practices, facilities, and classroom/learning environment to ensure students with disabilities have equal access to educational opportunities.
Reasonable Timeframe: A length of time which at once is sensitive to student needs, mindful of administrative demands on the College and external disability-related funders and service providers and varies according to what should properly be allowed given the nature, complexity or gravity of the task or tasks given the circumstances.
Record: Recorded information, regardless of format, medium or characteristics, made or received by an organization that is evidence of its operations and that has value requiring its retention for a specified period of time.
Record: Anything on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records. In this policy, a Record is any recorded or stored information that is in the custody or under the control of VCC and within the scope of the Act.
Record: Information (in paper, audio, electronic, or other formats) created or received by employees and representatives of the College in the course of their work that must be retained to meet the ongoing operational, fiscal, historical and legal needs of the College. These records are the property of the College and subject to its overall control.
Record of Resolution: means in the case of an informal resolution, the resolution report signed by both the Complainant and the Respondent; or in the case of a finding by the responsible Senior Administrator regarding a complaint, the written report of their determination in the matter including a summary of the findings of fact and the discipline imposed, if any.
Records Management Program: Activities such as implementing filing systems, establishing retention and disposal schedules, protecting vital records and preserving archival records. Records management policies and procedures, technologies, and other administrative controls applied to the records and information that employees use to support their business operations and processes, and that are required to protect legal interests and fulfil legislative obligations.
Records Retention Schedule: Defined, specific time periods for keeping records in the office (the active phase), for maintaining records in storage (the semi-active phase), and determining their final disposition (destruction or indefinite archival preservation). The Records Retention Schedule is an inventory of VCC records identified by each department as essential to College operations.
Registered Student: A person who has been recorded within the Banner Student Information System as having been placed in a seat in a full-time or part-time credit or non-credit course offered by VCC.
Registration Area: The areas of the College responsible for registering students:
- Registrar's Office (RO)
- Continuing Studies (CS)
- International Education (IE)
- School of Instructor Education (SIE)
Regular Work Location: The location where an employee performs their duties of employment. This includes all three VCC campus locations, or other off campus location where an employee will perform their duties for a significant length of time.
Rental Agreement: Any executed written College document for the purpose of renting College Facilities to External Clients. Rental Agreements include contracts, license agreements, lease agreements, and memorandum of agreements.
Renter: Any person or entity using College facilities, after having signed a Rental Agreement.
Repairs and Maintenance: Operating expenses that maintain the functionality of a capital asset but do not extend the life of that capital asset; including but not limited to repairs to roofs, and the repainting of buildings or interior offices.
Report or Reporting: Making a formal statement to the Director of Safety, Security, Risk and Privacy, or their designate, regarding an incident of Sexual Violence or Misconduct with the intention of initiating an investigation.
Reprisal: A measure taken against a discloser or participant in an investigation in response to their report or participation. These measures may include:
a) A disciplinary measure;
b) A demotion;
c) Termination of employment;
d) Any measure that adversely affects the employee's employment or working conditions, or student's learning environment or academic outcomes;
e) A threat to take any of the measures referred to here.
Reprisal or Retaliation: Improper measures that adversely affect employment, working or learning conditions, taken or threatened, against a College member because they have made a good faith report, sought advice about making a report or participated in an investigation of a report under this Policy.
Reprisals or Retaliation: is Discrimination, Harassment or Bullying of an individual for invoking this Policy and for participating or cooperating in an investigation under this Policy or for associating with someone who has invoked this Policy or participated in the Policy's procedures.
Research: Research refers to an undertaking intended to extend knowledge through a disciplined inquiry or systematic investigation.
Research and Scholarly Activity: Research and scholarly activity refer to an undertaking intended to extend knowledge through a disciplined inquiry or systematic investigation. Scholarly activity includes research and pilot studies; the dissemination of new knowledge through such means as publications, presentations, and exhibitions; and the application of new knowledge in professional practice and student learning. Scholarly activity also includes creative activities designed to further artistic endeavour.
Research Misconduct: Misconduct in research refers to conduct that deviates from that which is acceptable within the scholarly community, and includes, but is not limited to:
a. Plagiarism (i.e. presenting and using another's published or unpublished work, as one's own, without appropriate referencing and, if required, without permission);
b. Fabrication (ie. making body that reviews research proposalsup data, source material, methodologies or findings, including graphs and images);
c. Conflict of scholarly interest such as opposing the publication or compromising the work of another author, particularly in the publications and review forums, for the purposes of benefiting oneself directly or indirectly;
d. Failure to comply with College policies and procedures with respect to research and scholarly activity;
e. Failure to recognize the substantive intellectual contributions of all collaborators by including in publications and reports those collaborators and no others;
f. Failure to comply with College policies on conflict of interest or intellectual property rights;
g. Using unpublished work of other scholars and researchers without permission and/or due acknowledgement;
h. Using research funds in a manner that is not consistent with the terms and conditions under which those funds were received;
i. Failure to obtain all required approvals for research involving humanhumans, or failure to conduct research in accordance with prescribed protocols;
j. Failure to use archival material in accordance with the rules of the archival source;
k. The use of materials and concepts obtained through confidential processes such as manuscript review or funding applications without prior written permission of the author;
l. Failure to disclose any conflict of interest, financial or other, to the College, journals, funding agencies, or those requesting opinions;
a.m. Failure to maintain guarantees of confidentiality to research participants to ensure that ethical principles are upheld.subject to the limits prescribed by law;
n. The use of redundant publications (i.e. the re-publication of one's own previously published work or part thereof, or data, in any language, without adequate acknowledgement of the source, or justification);
o. The destruction of research records, be they one's own or of another's research data or records, to specifically avoid the detection of wrongdoing;
p. Using grant or award funds for purposes inconsistent with the policies of the funder; contravening funder financial policies; or providing incomplete, inaccurate or false information on documentation.
Researcher/Investigator: The terms researcher and investigator are used interchangeably for the purposes of this policy; researcher/investigator, for the purposes of this policy, means an individualâ€”a VCC employee (faculty, staff and/or administrators at VCC), student, or otherâ€”either paid or volunteering to conduct research or scholarly activity at or through the College.
Respondent: The person responsible for the previous Formal Educational Appeal decision.
Respondent: means a person against whom an allegation of Harassment, Discrimination, or Bullying is made in connection with a College-related activity.
Respondent: The President of the College who is responsible for a decision to suspend a student from the College.
Responsible Administrator: The President, relevant Vice President, Dean, Director or Manager.
Revenue Contract: A binding agreement between the College and another party that defines the terms under which revenue will be received.
Reviewer: Appointed by the Cardholder to review and reconcile C-Card expenses.
RFQ Program Framework: A framework of three pillars of enrolment Risk mitigation, Financial costing, and educational Quality used to analyze program creation, program review and renewal.
Risk: Uncertainty related to a future event or occurrence which could prevent or impede the College from achieving its financial, strategic, and operational objectives and priorities.
Risk: The possibility of the occurrence of harm. The level of foreseeable risk posed to participants by their involvement in research is assessed by considering the magnitude or seriousness of the harm and the probability that it will occur, whether to participants or to third parties.
Risk Appetite: The amount of risk that the College is willing to accept to achieve its objectives. The risk appetite is set by the Board of Governors.
Risk Assessment: An assessment conducted by the Executive Director of Safety, Security, Risk and Privacy in accordance with established standards for security and travel protocols, which include, but are not limited to, an evaluation of safety, security, global health concerns and other related factors.
Risk Assessment Guide: A document that the Group Leader(s) and Responsible Administrator use to assess and approve the overall level of risk of an off-campus activity.
Risk Register: A tool that links specific activities, processes, projects, or plans to a list of identified risks and results on risk analysis and evaluation and that is ultimately consolidated at the enterprise level.
Risk Tolerance: The acceptable deviation from the level set by the risk appetite to achieve specific objectives. Risk tolerance sets the boundaries of risk taking that the College will not go beyond in pursuit of its long-term objectives.
Routinely Available Information: Records that can be released to an individual without the requirement of a formal access to information/Freedom of Information request. These Records include: publicly available information; records that have been provided by or previously released to the requester; Personal Information about an individual released on the basis of consent from that individual, such as transcripts; and Records determined by VCC to be Routinely Available.
Scheduled Review: The comprehensive evaluation of a Policy, related Procedures, and relevant resources.
Scholarship: An award given to a student based on superior academic achievement in a course, a combination of courses or a program. Scholarships may be based solely on academic performance or on a combination of academic achievement and additional criteria, other than financial need.
Scholarship: A sum of funding with specific selection criteria generally related to academic achievement or other specified criteria that a student applies towards their tuition or associated fees while attending VCC and is not repayable. These awards are considered taxable income by the Canada Revenue Agency.
Secondary Record: A copy of the primary record and may be stored by departments for convenience for a period of time that meets their current access needs, but no longer.
Selective Admissions: Admission of students to a program or course based on a departmental assessment, in addition to the minimum entrance requirements; or to a program where additional admission requirements over and above the College's general admission requirements have been approved by the Education Council and the Board of Governors. Admission to a program is determined through a review of applications by the Department based on established criteria. Registration for selective admission programs can either be through open registration or limited enrolment (meaning there are a limited number of spaces or seats available in a program or course).
Selective Admissions: The right of the College to admit students to a program or course based on a departmental assessment, in addition to the minimum entrance requirements; or to a program where additional admission requirements over and above the College's general admission requirements have been approved by the Education Council and the Board of Governors. Admission to a program is determined through a review of applications by the Department based on established criteria. Registration for selective admission programs can either be through open registration or limited enrolment (meaning there are a limited number of spaces or seats available in a program or course).
Self-Plagiarism: A form of Academic Misconduct relating to submitting an assignment for which previous academic credit was given, or submitting the same assignment, in whole or in part, for credit in two or more courses, or in the same course more than once, without the prior written permission of the Instructor. Self-plagiarism can also include presenting one's own previously published work as though it were new.
Senior Administrator: The President, Vice Presidents, Associate Vice President's and Executive Directors of the College.
Senior Administrator: means the Vice President, People & Culture, or delegate. In the case of a complaint involving the Vice President, People & Culture, the "Senior Administrator" shall be the President or delegate. In the case of a complaint involving the President, the "Senior Administrator" shall be the Chair of the College's Board of Governors or delegate.
Senior Administrator: means the Executive Director, Human Resources or his/her designate. In the case of a report involving the Executive Director, Human Resources, the "Senior Administrator" shall be the President or his/her designate. In the case of a complaint involving the President, the "Senior Administrator" shall be the Chair of the College's Board of Governors or his/her designate.
Senior College Official: Members of the VCC Board of Governors, the President and CEO, Vice Presidents, Associate Vice Presidents and Executive Directors.
Senior Management: refers to Dean/Director/Vice President/President.
Senior Team: The President, Vice Presidents and other senior college leaders as determined by the President.
Service Areas: Departments of the College that provide paid services to employees and the public, including but not limited to food services, library, bookstores, salon, spa, dental clinic and automotive. A full listing of departments can be found in Appendix A of Related Procedures.
Service Provider: A person or vendor retained under contract to perform services for VCC. FIPPA applies to all employees and associates of a Service Provider.
Services: refers to VCC services intended for public consumption (examples include, but are not limited to, massages, manicures, pedicures, vehicle servicing, blood pressure monitoring, and dental care).
Serving It Right Certificate: British Columbia's responsible liquor sales and service program for industry workers.
Sex & Gender: sex refers to the biological sex of a person. Gender refers to their societal appearance, mannerisms, and roles.
Sexual Harassment: means conduct of a sexual nature by a person who knows or ought reasonably to know that such behaviour is unwanted or unwelcome, and which:
- leads to or implies employment or academic consequences for the person harassed; or
- interferes with a person's participation in a College-related activity; or
- creates an intimidating, hostile or offensive working or educational environment.
Examples of behaviors within this category are provided in Appendix A.
Sexual Misconduct: For the purpose of this Policy, Sexual Misconduct or sexual violence is behaviour, or action, and/or a continuum of behaviour and/or action that includes, but is not limited to:

Sexual Assault: Any non-consensual or unwanted sexual contact, including but not limited to, oral contact (kissing), touching, genital contact, tampering with contraceptives, penetration, and/or any threatening behavior that gives a person reasonable cause to believe that they are at risk of any kind of sexual violence.

Sexual Exploitation: Touching, directly or indirectly, with a part of the body or with an object, any part of the body of a young person for a sexual purpose. Or inviting, counselling, or inciting a young person to touch, directly or indirectly, with a part of the body or with an object, the body of another person.

Sexual Harassment: Conduct of a sexual nature by a person who knows or ought reasonably to know that such behavior is unwanted or unwelcome, which leads to or implies employment or academic consequences of the person harassed, interferes with a person's participation in a College Related Activity, or creates an intimidating, hostile or offensive working or educational environment. Examples of sexual harassment include, but are not limited to:
- Demanding a hug, kiss, date or sexual contact;
- Unwanted touching or demanding/asking to be touched;
- Use of derogatory language, sex-specific derogatory names, and/or comments related to a person's sexual appearance, characteristics or behavior;
- Sexual jokes, including jokes or material circulated by email;
- Spreading sexual rumours;
- Bragging about sexual prowess;
- Distributing and/or displaying sexually explicit images of self or others to a person who has not consented to being a recipient of the images;
- Unwanted questions about sexual history.

Stalking: Actions by a person that cause another person to reasonably fear for their safety or the safety of anyone known to them. Stalking consists of a person:
- Repeatedly following another person or anyone known by that other person from place to place;
- Repeatedly communicating directly or indirectly with another person or anyone known by that other person;
- Cyber stalking
- Watching another person's home, commute, work location, classroom locations, or anywhere else a person known by that other person happens to be; and/or
- Engaging in threatening conduct directed at another person or any member of that person's family.

Indecent Exposure: The non-consensual exposure of one's genitals to another person for a sexual purpose.

Voyeurism: The surreptitious observation or recording of a person who is in circumstances that give them a reasonable expectation of privacy, where the person could reasonably be expected to be nude or engaging in sexual activity; or where the observation or recording is done for a sexual purpose.

Coercion: Unreasonable and persistent pressure for sexual activity. The use of emotional manipulation, blackmail, threats to the Survivor (including those to family, friends, or pets), or the promise of rewards or special treatment, to persuade someone to do something they do not wish to do.
The sharing of sexually explicit materials, including but not limited to photos, videos and audio recording, either authentic or computer generated, without the consent of the individual(s) depicted.
The attempt to commit an act of Sexual Violence or Misconduct.
The threat to commit an act of Sexual Violence or Misconduct.
Sexual Orientation: is a personal characteristic that covers the range of human sexuality from gay and lesbian, to bisexual, transgender and heterosexual orientations.
Sexual Orientation Harassment or Discrimination: involves unfair, differential treatment of individuals and groups based not on individual merit but on assumptions and stereotypes about their (real or perceived) sexual orientation. Examples of behaviors, conduct and practices within this category are provided in Appendix A
Shared Resource: A shared resource is generally something like address information. The information itself is not owned by a specific department of the College as a staff member could also be a student or a donor. As such, those specific data elements are shared between the different functional areas.
Signing Authority: An individual who has been duly appointed with the authority to commit the College to any binding agreement. These include but are not limited to contracts, memorandums of understanding, licenses, letters of agreement, letters of intent and affiliation agreements.
Signing Officer: A Board approved employee designated to sign, make, draw, accept and deliver cheques, promissory notes, bills of exchange, orders for payment of money, agreements and instructions necessary for the operation of the College's bank accounts.
Space Allocation: The process of placing schools, departments, service and administrative areas within the College's current space. The assignment of any space to an area is temporary and can be reassigned as required. All rooms and space are a College resource and do not belong to an individual school or program.
Special Circumstances: Situations where a Student or employee, due to events or forces outside their control, is unable to submit the appropriate documentation within the prescribed deadline. Special Circumstances include, but are not limited to, illness, family emergency, inability to access support services in a timely manner, or College delay in rendering pertinent information.
Specialized Classroom: A room or space where students are taught that contains specialized equipment required for course delivery.
Spending Authority: An individual who has been duly appointed to authorize expenditures by virtue of the approved operating budget.
Sponsor: An organization paying tuition and fees on a student's behalf. This does not include agents for international students or family members.
Sponsorship: Where an entity exchanges value (cash, value-in- kind, or both) for mutual recognition and benefit.
Standard Admissions: Admission to a program is performed on a first qualified, first accepted basis.
Start Date: The first scheduled date of a program or course.
Statement of Completion: A document provided for the successful completion of a course or group of courses that do not lead to a credential.
Straight: a slang word used to refer to the heterosexual members of our community.
Strategic Enrolment Management (SEM): A series of institutional processes designed to positively impact enrolment in an effective and efficient fashion by making the best use of resources to attract students.
Strategic Partnership Agreement:: A Strategic Partnership agreement is a contractual arrangement between VCC and external entity that sets out an agreed upon exchange of cash, goods and/or services that have a direct measurable mutual benefit including cash donation, value-in-kind and promotional item to VCC and the external organization.
Student: A person who is registered in full-time or part-time credit or non-credit courses offered by VCC. Persons are still considered students if they withdraw after allegedly violating the Academic Integrity policy or have been subject to involuntary withdrawal by the college.
Student: A student is a person who:
a) is registered in full-time or part-time credit or non-credit courses offered by the College; or
b) has formally applied to the College as a prospective student.
Student: A student is a person who is, or was, registered in full-time or part-time credit or non- credit courses offered by VCC.
Student: The person who is appealing the decision of a Formal Educational Appeal.
Student: A person who is, or was, registered in full-time or part-time credit or non-credit courses offered by VCC.
Student: A person who is currently registered in full-time or part-time credit or non-credit programs or courses offered by VCC.
Student: A student is a person who is registered in full-time or part-time credit or non- credit courses offered by VCC.
Student: A person who is registered in a full-time or part-time credit or non-credit course offered by VCC. Persons are still considered a student if they withdraw after allegedly violating the Student Non-Academic Conduct Policy or have been subject to involuntary withdrawal. Those who are not officially enrolled for a particular term but who have a continuing relationship with VCC or who have been notified of their acceptance for admission are also considered students.
Student: An individual who is registered in a full-time or part-time credit or non-credit course or program at the College.
Student: The person who has been suspended from the College and is appealing the decision.
Student: For the purposes of this policy, a person who has registered for a program or course at VCC.
Student Academic File: A record held by the Registrar's Office that contains a complete record of student academic matters at the college in accordance with prudent and acceptable standards within the field of academic records.
Student Academic File: A record held by the Registrar's Office that contains a complete record of student academic matters at the college, held in accordance with prudent and acceptable standards within the field.
Student Awards Committee: The College committee that manages for all aspects of students awards and medals. The committee is made up of members of the VCC Foundation, Marketing, Financial Aid and Awards Office, and the Office of the Registrar.
Student Conduct File: A record held by the Student Conduct and Judicial Affairs Office, separate from the student's academic record, that contains a complete record of any alleged academic misconduct by the student.
Student Conduct File: A record held by the Office of Student Conduct & Judicial Affairs, separate from the student's educational records/files, that contains a complete record of any alleged misconduct by the student, held in accordance with prudent and acceptable standards within the field.
Student Conduct File: A record held by the Associate Vice President, Student Success or delegate, separate from the Student's educational records/files that contains a complete record of any alleged misconduct by the Student, held in accordance with prudent and acceptable standards within the field.
Student Conduct File: A record held by the Associate Vice President, Student & Enrolment Services or delegate, separate from the Student's academic record that contains a complete record of any alleged misconduct by the Student, held in accordance with prudent and acceptable standards within the field.
Student Conduct Report: A document used for reporting allegations of student misconduct.
StudentAid BC Administration Manual: A procedures manual produced each year by StudentAid BC designed to provide guidance and procedures related to various financial aid offers funded by the Ministry of Post-Secondary Education and Future Skills.
Students: A person who is registered in full-time or part-time credit or non-credit courses offered by VCC.
Students and Employees: means all employees of the College, including administration, faculty and staff and all students enrolled in any College course or program.
Supervisor: Supervisor means a person who instructs, directs and controls employees in the performance of their duties and may include but is not limited to Directors, Department Heads and Deans.
Supplies: refers to stocks of material, resources or tools (generally, though not always, purchased wholesale) that are used to generate services or finished products (examples include, but are not limited to, food supplies, hair supplies, spa supplies, dental supplies, and automotive tools).
Support Person: An individual, either internal or external to VCC, who may provide information, advice, advocacy, support and/or representation, including, but not limited to, College Arbiter of Student Issues, Students' Union and/or legal counsel.
Survivor: A member of the College community who has experienced Sexual Violence or Misconduct. Survivors who choose to Report may also be referred to as Complainants.
Suspension from the College: Removal of a student from the College for an identified or indefinite period of time. The relevant Dean/Director/Manager/Vice President may recommend to the President that the student be suspended from the College.
Suspension from the College: Removal of a Student from the College by the President for an identified or indefinite period of time pursuant to the College and Institute Act.
Sustainability: Within the context of this policy, refers to the quality of not being harmful to the environment or depleting natural resources, and thereby supporting long-term ecological balance.
Syllabus: A document that informs students of the basic elements of a course including topics covered, weekly schedule, list of tests, assignments and readings.
Systemic Harassment or Discrimination: includes policies, practices, procedures, actions or inactions that appear neutral, but have an adverse impact associated with one of the prohibited grounds. These actions may include, but are not limited to, stereotypical portrayal of groups/individuals in materials, attendance policies that do not accommodate religious responsibilities, height and/or weight restrictions in course selection criteria and/or job postings that are not bona fide qualifications.
Temporary Grades: Assigned for specific or Extenuating Circumstances, temporary grades are converted to a final grade according to the grading standard being used in the course. There is one type of temporary grade: Incomplete grade ('I').
Temporary Instructional Appointment: A contract issued to continuing studies instructors outlining the details of each assigned course including rate of pay, hours and dates.
Timeliness: Refers to arriving on time for educational activities returning in a timely manner from breaks.
Timetable: The personal, individualized itinerary of classes provided to each student at registration. It includes Course Reference Number (CRN), name of course, days, times, location and instructor.
Transfer Credit: The granting of credit for a course successfully completed at another formally recognized educational institution and/or through a professional organization or other agency and/or by recognized foreign credential assessment and/or by formal recognition of course equivalency in a VCC approved course outside the program area. Credit for such learning will be formally acknowledged and noted on a student's formal transcript.
Transfer Credit: The granting of credit for a credit-bearing course successfully completed at another formally recognized educational institution and/or through a professional organization or other agency and/or by recognized foreign credential assessment.
Transfer Credit: The granting of credit for a course successfully completed at another formally recognized educational institution and/or by recognized foreign credential assessment and/or by formal recognition of course equivalency in a VCC approved course outside the program area. Credit for such learning will be formally acknowledged and noted on a student's formal transcript. Refer to policy D.3.11 Transfer Credit.
Transfer Credit: The granting of credit for a course successfully completed at another formally recognized educational institution, by recognized foreign credential assessment, and/or by formal recognition of course equivalency in a VCC-approved course outside the program area. Credit for such learning will be formally acknowledged and noted on a student's official transcript.
Transgender: an umbrella term used to refer to people who transcend the traditional concept of gender. Many feel as though they are neither a man nor a woman specifically, and many feel as though their biological sex (male, female, etc.) and their socialized gender (man, woman, etc.) do not match up. Some opt to change/reassign their sex through hormones and/or surgery and some change their outward appearance, or gender expression, through clothing, hairstyles, mannerisms, etc.
Transsexual: a subgroup of transgender people whose gender identity, sense of their own gender, contradicts gender markers, such as genitalia. Some, but not all, transsexuals take hormones, and/or have sex reassignment surgery to bring their body into line with their gender identity.
Tuition: The set fee charged by the College for the provision of a course or program.
Tuition and Fee Deferral: Authorized delay in the payment of a fee. May be granted in the event the student has applied for a student loan or third-party sponsorship but has not received confirmation of a positive outcome. A deferral has a deadline associated with it.
Tuition Deposit: A fee paid at the time of acceptance or registration that is applied to the cost of tuition. The fee or some portion of the fee may be non-refundable.
Two-Spirit: used by some First Nations to describe people in their culture who are gay, lesbian, bisexual or transgender.
Unclaimed Funds: Any payment in the form of a cheque or electronic funds issued by the College that remains uncashed or unpresented after six (6) months, including but not limited to wages, vendor payments, and student refunds.
Underage Applicants: For the purposes of this policy, underage domestic applicant refers to anyone under 16 years of age, and underage international applicant refers to anyone under 17 years of age.
Useful Life: The estimated period of time over which a capital asset is expected to be used by the College.
Value-in-Kind: In-kind contributions of goods, services, or time in lieu of cash.
Value-in-Kind (VIK): In-kind contributions of goods, services, or time in lieu of cash.
VCC Award of Achievement: A document provided for the successful completion of a course or group of courses that do not lead to a credential. The course or group of courses will include a minimum of 15 hours of instruction, and successful completion will be based on assessment criteria provided in the course outline(s), including but not limited to, participation or other subject-specific criteria as determined by the program area.
VCC Foundation: The fund raising arm of VCC which works to stimulate financial support for the students and programs at the College. The VCC Foundation administers funds provided to the College for student awards as well as maintaining relationships with our Donors.
VCC Property: Land, buildings or spaces owned, leased or rented by the College. This includes:
a. a building or portion of a building of which the College has exclusive possession;
b. within any building or structure located on property, such as offices, classrooms, lecture halls, labs, corridors and washrooms;
c. in building entrances, lobbies, reception areas or any other common area;
d. on any exterior land or space;
e. in any vehicle owned, leased or rented by the College or any vehicle used for College purposes; or
f. in any parking lots.
Vendor: A seller that contributes goods or services.
Vexatious Report: A Report is considered vexatious when it is possible to demonstrate that the Report is without basis and that it was made with an intention to cause annoyance, embarrassment, or distress.
Violence: Violence means the use or threat of physical force to cause injury, and includes any threatening statement or behaviour which gives an employee reasonable cause to believe that they are at risk of injury.
Visiting Student: A student who is currently enrolled in a program of study at another recognized post-secondary institution, and who applies to complete specific course(s) at VCC for transfer credit back to their home institution.
Vital Records: Records considered essential to the College's continuing or resuming its operations in the event of a disaster. A record is vital when it would be required to resume or continue College business, supports the College's legal or financial position or is made vital by regulation or statute.
Volunteer: An individual who works for VCC without being paid.
Withdrawal: Deregistration from a course after the add/drop period for a course. The course is part of the student's academic record and appears on a transcript. A final grade may be assigned, contingent upon when the student withdrew.
Write-off: A cancellation from an account of a bad debt or worthless asset. For Unclaimed Funds, this is done after six (6) years.
Wrongdoing: Acts or omissions defined under Public Interest Disclosure Act:
a) a serious act or omission that, if proven, would constitute an offence under an enactment of British Columbia or Canada;
b) an act or omission that creates a substantial and specific danger to the life, health or safety of persons, or to the environment, other than a danger that is inherent in the performance of an employee's duties or functions;
c) a serious misuse of public funds or public assets;
d) gross or systemic mismanagement;
e) knowingly directing or counselling a person to commit a Wrongdoing described in (a) to (d).