Any product, process, or project that is graded or required for the completion of a course or program.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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
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.
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 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.
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.
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.
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.
Fiscal Year
The twelve-month period running from April 1 to March 31.
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.
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.
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.
Applicant
A person who has applied to a course or program and paid an application fee.
Cohort Program
A program of study in which students (cohort members) start a program together, collaboratively participate in the same courses and graduate together.
Conditional Acceptance
Acceptance offered before all admission requirements are met. Conditions must be met prior to commencing study.
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.
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.
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.
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.
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.
Official Transcript
The record of a student's academic history. Transcripts are considered official when they are in an envelope sealed by the sending institution. The only exceptions are official translations and transcripts from institutions where retrieval is not possible.
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.
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.
Program Content Guide (PCG)
The document that contains the general description of a program of study, including program name, program purpose, a statement of program learning outcomes, admission requirements, grading system, information on the evaluation of student learning, and the credential received upon completion of the program.
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 following areas of the College are responsible for registering students into specific programs: - Registrar's Office (RO) - Continuing Studies (CS) - International Education (IE) - School of Instructor Education (SIE)
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).
Standard Admissions
Admission to a program is performed on a first qualified, first accepted basis.
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.
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.
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.
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.
Dean
The Dean responsible for the course within which the grade is being appealed or delegate.
Evaluative Student Work
Student work that is marked by an instructor.
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.
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.
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.
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 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.
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.
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.
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.
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.
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.
Respondent
The person responsible for the previous Formal Educational Appeal decision.
Student
The person who is appealing the decision of a Formal Educational Appeal.
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 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.
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.
Indigenous
The Canadian Constitution recognizes three distinct groups of Indigenous peoples in Canada First Nations, Inuit, and Métis.
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.
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.
The opportunity of finding, consulting, or approaching documents or information.
Appraisal
The process of evaluating documents for the purpose of continuing preservation.
Archival Record
A record that has been appraised as having permanent administrative, financial, legal, operational, cultural, social or historical value.
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.
Preservation
Storing and protecting records against damage and deterioration in perpetuity.
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.
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.
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.
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.
Donor
A person or organization that makes a contribution to the College.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
An expense that reflects the consumption of an asset over its useful life, allocated over a designated period of time for accounting purposes.
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.
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.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Leasehold Improvement
Betterment made to leased property as outlined in PSAB guidelines.
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.
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.
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.
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.
Useful Life
The estimated period of time over which a capital asset is expected to be used by the College.
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.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
The appropriate spending authority duly appointed to authorize expenditures by virtue of the approved operating budget.
Cardholder
An employee of the College authorized by a senior administrator to carry a C-Card.
C-Card Administrator
A College employee(s) designated by the CFO to administer the C-Card program.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
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.
Reviewer
Appointed by the Cardholder to review and reconcile C-Card expenses.
Spending Authority
An individual who has been duly appointed to authorize expenditures by virtue of the approved operating budget.
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.
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.
License agreement
A contract which outlines how licensed materials may be used.
The process in CIMS whereby the designated individual ("approver") has read and comprehends the information and assumes responsibility for the proposed curriculum. Approvals are what keep the workflow process moving through governance. Each proposal must successfully move through each stage of the approval process before moving forward to the next stage in the process.
Business Case
Represents the financial case for a new program, and includes expected revenue, tuition and fees. The Business Case falls within the jurisdiction of the Board of Governors as part of its obligation to manage, administer and control the proper, revenue, expenditures, business and affairs of the institution.
Concept Paper
The information that helps conceptualize, plan, and project the outcomes and costs of a new program. It is completed by the Curriculum Developer, Department Leader and Dean/Director in consultation with the Vice President, Academic & Research; Executive Director, Finance & Chief Financial Officer; and the Vice President, Administration & International Development. It includes a Business Case.
Consultation
The process to ensure that in the development of curriculum, deliberate feedback is sought from internal and external stakeholders, and thoughtful feedback is received and considered in a timely manner. Deans/Directors and Department Leaders are responsible for ensuring appropriate consultation takes place.
Curriculum Inventory Management System (CIMS)
VCC's online curriculum development and approval system that allows developers to create or edit programs and courses, and electronically submit them into the governance approval process.
Course Form
The outline that contains the essential features of a course, such as: the course name and number, credits, course description, prerequisites, course learning outcomes, instructional strategies, and student evaluation methods.
Curriculum Developer
The lead in creating/revising the curriculum for a program or course and the main person preparing the curriculum documentation. This is typically an instructor or Department Leader.
Curriculum
The planned sequence of instruction for a program or course. Curriculum comprises learning outcomes, teaching and learning methodology, and strategies for assessing and evaluating student learning.
Degree Quality Assessment Board (DQAB)
An independent advisory board appointed by the Minister of Advanced Education that oversees the quality assurance process for degree level education in British Columbia.
Effective Date
The month and year the program/course will first be taught after governance approval.
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 College and Institute Act defines the governance bodies at VCC as the Board of Governors and Education Council. The Board Finance and Audit Committee and EDCO's Curriculum Standing Committee are also governance bodies at VCC.
New Program
A new credential or significant and extensive changes to a program, where these changes impact the nature or overall direction of a program. Education Council makes the final determination whether proposed changes to an existing program are substantial enough to qualify as a new program.
Post-secondary Institution Proposal System (PSIPS)
A Ministry of Advanced Education, Skills & Training 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.
Program Content Guide
The program outline that contains the general description of a program of study, such as: the program name, program purpose, number of credits, program duration, a statement of program learning outcomes, admission requirements, grading system, a list of courses, instructional strategies, information on the evaluation of student learning, and the credential received upon completion of the program.
Minor Revision
Changes to curriculum that have limited impact on a course or program. Minor revisions have an expedited path through the governance process.
New Course
A course that has never been offered before at VCC. A new course may be part of an existing program or may be a replacement course that is equivalent to the course it replaces.
New Program Implementation Plan
This document is completed during the development of the curriculum for a new program. It contains a series of guiding questions to help identify elements required for the successful implementation of a new program. Many of the questions will help the completion of the Tuition Costing Plan that must be completed with Finance prior to a program being approved. This completed document must be submitted to Curriculum Committee along with the curriculum documents.
Standalone Course
A course that is not a part of an existing program.
Substantial Revision
Changes to a program's curriculum and/or delivery that result in increased costs of running the program.
Workflow
The online approval stages in CIMS that are part of the governance process. Workflow varies depending on the type of proposal being put forward, such as a minor change, new program, non-credit Continuing Studies course. The workflow is initiated by the curriculum designer or Department Leader.
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.
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.
Patent
Defined in the Patent Act as "letters patent for an invention".
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.
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).
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.
Include: - Registrar's Office - Financial Aid - Advising Services - Counselling Services - Disability Services - Assessment Centre - Interpreting Services - Student Development - Arbiter of Student Issues Office - Library - Learning Centre - Centre for Teaching, Learning and Research - Indigenous Education and Community Engagement - International Education - Continuing Studies - Peer Helpers - Front Desk Reception - New Education Service areas as they arise
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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
The biophysical conditions under which people or things live or are developed.
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.
refers to a written report that addresses the financial implications of the proposed discount rate.
Discount Rate
refers to the percentage discounted from the regular retail price.
Facilities
refers to any physical facilities or space owned by VCC.
Products
refers to finished VCC products intended for public purchase or consumption (examples include, but are not limited to, food and baked goods).
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).
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).
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.
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*.
Minimal Risk
Minimal Risk means risk that is within the range normally encountered by, and acceptable to, the participant in everyday life.
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.
Research
Research refers to an undertaking intended to extend knowledge through a disciplined inquiry or systematic investigation.
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.
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.
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.
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 individual—a VCC employee (faculty, staff and/or administrators at VCC), student, or other—either paid or volunteering to conduct research or scholarly activity at or through the College.
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.
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.
Budget Officer
An individual responsible for managing the budget within their area of responsibility.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Expenses
Expenses include but are not limited to: - Direct reimbursements to individuals - Charges on College Commercial Cards - Direct payments of invoices
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.
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.
Senior College Official
Members of the VCC Board of Governors, the President and CEO, Vice Presidents, Associate Vice Presidents and Executive Directors.
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.
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.
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.
Equivalent
An alternate course or program of study that is similar to an admission requirement (eg. English 12) which can be presented instead of stated course requirements.
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.
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.
Program Content Guide (PCG)
The document that contains the general description of a program of study, including program name, program purpose, a statement of program learning outcomes, admission requirements, grading system, information on the evaluation of student learning, and the credential received upon completion of the program.
Registration Area
The following areas of the College are responsible for registering students into specific programs: - Registrars' Office (RO) - Continuing Studies (CS) - International Education (IE) - School of Instructor Education (SIE)
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).
Standard Admissions
Admission to a program is performed on a first qualified, first accepted basis.
means any activity at any location that is engaged in by or on behalf of the College by persons acting under the College's direction and control.
Contact Information
is 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.
Personal Information
means 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.
Records
a record includes books, documents, maps, letters, papers, photos and any other thing on which information is recorded or stored by graphic, electronic, mechanical or any other means. Any record created or obtained in the course of the duties of a College member of VCC is a record in the custody or control of VCC and is subject to the Act.
Service Provider
means a person retained under a contract to perform services for a public body.
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.
Banner
The software system used at VCC to administer information on students, financial aid, finance, human resources and student advancement.
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.
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.
Grading Standard
A measure of achievement in a course.
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.
Official Transcript
The record of a student's academic history. Transcripts are considered official when they are in an envelope sealed by the sending institution. The only exceptions are official translations and transcripts from institutions where retrieval is not possible.
Passing Grade
The grade, most often based on a calculation of assignments, that reflects satisfactory completion of a course of study.
Program Content Guide (PCG)
The document that contains the general description of a program of study, including program name, program purpose, a statement of program learning outcomes, admission requirements, grading system, information on the evaluation of student learning, and the credential received upon completion of the program.
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).
Registration Area
The following areas of the College are responsible for registering students into specific programs: - Registrars' Office (RO) - Continuing Studies (CS) - International Education (IE) - School of Instructor Education (SIE)
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.
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').
The waiving of a course that is required to complete a credential.
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.
Cumulative Grade Point Average
A weighted average of grades earned in all courses taken at the institution.
Parchment
The physical and legal document awarded to the recipient of a credential.
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.
Program Grade Point Average
A weighted average of grades earned in courses designated as eligible for inclusion in the requirements for a credential.
Statement of Completion
A document provided for the successful completion of a course or group of courses that do not lead to a credential.
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.
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.
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.
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.
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.
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.
Program
A defined set of courses of instruction leading to a credential.
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.
Domestic travel
Business travel within Canada. No approval is required from the Executive Director of Safety, Security, Risk and Privacy for domestic travel.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
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.
Students
A person who is registered in full-time or part-time credit or non-credit courses offered by VCC.
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.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Student
A person who is currently registered in full-time or part-time credit or non-credit programs or courses offered by VCC.
Members of the College community include: all VCC employees (part-time, full-time, term and temporary), contractors, volunteers, Board of Governors and students.
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.
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.
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.
- 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
Functional
The actual purpose for which a facility or physical asset is designed, or the function to which it is suited.
Honorific
Bestowing honour or respect in recognition of individuals who have made substantial or long-term contributions to the VCC.
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.
Sponsorship
Where an entity exchanges value (cash, value-in- kind, or both) for mutual recognition and benefit.
Value-in-Kind (VIK)
In-kind contributions of goods, services, or time in lieu of cash.
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Group Leader
A College employee who is responsible for planning and administering an off-campus activity.
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.
Responsible Administrator
The President, relevant Vice President, Dean, Director or Manager.
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.
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
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.
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.
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.
Scheduled Review
The comprehensive evaluation of a Policy, related Procedures, and relevant resources.
has the meaning set out in the College's policy statement on Principles of Academic Freedom.
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.
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.
Bisexual
generally used to describe people who are romantically and/or sexually attracted to people of more than one sex or gender.
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.
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.
Complainant
means a person who claims to have been harassed, discriminated against, or bullied in connection with a College-related activity.
Complaint
means a complaint alleging Harassment, Discrimination, or Bullying in connection with a College-related activity.
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.
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.
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.
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.
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.
Lesbian
a woman who is romantically and sexually attracted to other women.
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.
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.
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.
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.
Respondent
means a person against whom an allegation of Harassment, Discrimination, or Bullying is made in connection with a College-related activity.
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.
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 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
Straight
a slang word used to refer to the heterosexual members of our community.
Students and Employees
means all employees of the College, including administration, faculty and staff and all students enrolled in any College course or program.
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.
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.
Two-Spirit
used by some First Nations to describe people in their culture who are gay, lesbian, bisexual or transgender.
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.
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).
Prior Learning Assessment and Recognition(PLAR)
A structured method of assessing an individual's prior learning or experience to award formal credit.
Program Content Guide (PCG)
The general description of a program of study as outlined in an approved template. Such a template generally includes the program name, program purpose, number of credits, program duration, a statement of program learning outcomes, admission requirements, grading system, information on the evaluation of student learning, and the credential received upon completion of the program.
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.
An individual responsible for managing the budget within their area of responsibility.
Complaint
A written objection submitted by a complainant regarding a competition, direct award, contract award or proposed contract award for goods, services or construction.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Procurement
Those processes, including direct awards, related to the purchase of goods, services and construction.
Spending Authority
An individual who has been duly appointed to authorize expenditures by virtue of the approved operating budget.
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.
Value-in-Kind
In-kind contributions of goods, services, or time in lieu of cash.
For the purpose of this Policy and Procedures, "program" includes any course of studies that leads to a VCC credential or "program cluster" as determined by the College or area of study for which a Program Advisory Committee is deemed to be appropriate
The process whereby the College demonstrates to an external regulatory body that a set of professional criteria have been met.
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.
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.
Quality Assurance
A framework of processes and activities designed to strengthen and maintain program excellence and the student experience.
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.
Temporary Instructional Appointment
A contract issued to continuing studies instructors outlining the details of each assigned course including rate of pay, hours and dates.
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.
A record that has been appraised as having permanent administrative, financial, legal, operational, cultural, social or historical value.
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.
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.
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.
Primary Record
The official copy of the record and is generally stored in a secure place.
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.
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.
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.
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.
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.
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.
Insert Student
A student who has previously completed a portion of a VCC program and has returned to complete remaining courses in that program.
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.
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 following areas of the College are responsible for registering students into specific programs: - Registrars' Office (RO) - Continuing Studies (CS) - International Education (IE) - School of Instructor Education (SIE)
Any individual or entity renting College facilities for activities not related to College business.
Facilities
Any College owned or leased space, including associated services.
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.
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.
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.
Timeliness
Refers to arriving on time for educational activities returning in a timely manner from breaks.
A standing committee of the Board of Governors responsible for assisting the Board in fulfilling its obligations and oversight responsibilities relating to financial planning, the audit process, financial reporting, the system of corporate controls and risk management.
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.
All materials in all formats acquired by the VCC Library for the College.
Deselection
The removal of Library materials from the Library collection (also referred to as "weeding").
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.
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Liquor
Beer, wine, spirits or other product that is intended for human consumption and that contains more than 1% alcohol by volume.
Serving It Right Certificate
British Columbia's responsible liquor sales and service program for industry workers.
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.
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.
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.
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.
College Member
All current VCC Students, Employees, and Board members.
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.
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.
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.
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.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 (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.
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.
Revenue Contract
A binding agreement between the College and another party that defines the terms under which revenue will be received.
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.
Spending Authority
An individual who has been duly appointed to authorize expenditures by virtue of the approved operating budget.
All current VCC Students, Employees, and Board members.
Employee
An individual who is currently employed by VCC on a full-time, part-time, permanent, temporary, term, casual or contract basis.
Student
An individual who is registered in a full-time or part-time credit or non-credit course or program at the College.
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.
Any booking request that has an active Course Reference Number (CRN) related to the delivery of course contact hours.
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.
Department Leader
A faculty member who is a Department Head, Assistant Department Head, Coordinator I, or Coordinator II.
General Classroom
A room or space where students are taught that contains, at a minimum, tables, chairs, a computer, and a projector.
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-Classroom Space
Areas of the College that include but is not limited to any designated meeting room, office, storage, or common area.
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.
Specialized Classroom
A room or space where students are taught that contains specialized equipment required for course delivery.
An activity conducted on College property or under the authority of the College at another location.
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.
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.
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.
Sponsorship
Where an entity exchanges value (cash, value-in- kind, or both) for mutual recognition and benefit.
Value-in-Kind (VIK)
In-kind contributions of goods, services, or time in lieu of cash.
has the meaning set out in the College's policy statement on Principles of Academic Freedom.
Advisor
an employee's Manager or Supervisor, Department Leaders, Human Resources, or the Arbiter of Student Issues.
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.
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.
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".
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.
Employees
for the purposes of this Policy, includes College employees, contractors, volunteers, and researchers engaged by the College.
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.
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.
Personal Information
means recorded information about an identifiable individual.
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).
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.
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.
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.
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.
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.
Respondent
The President of the College who is responsible for a decision to suspend a student from the College.
Student
The person who has been suspended from the College and is appealing the decision.
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.
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.
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.
An award is the granting of funds, services or materials based on meeting specific selection criteria to recognize student achievement.
Banner
The software system used at VCC to administer information on students, financial aid, finance, human resources and student advancement.
Bursary
A financial award made on the basis of need to students who demonstrate satisfactory academic progress.
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.
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.
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.
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.
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.
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.
The group that decides appeals of student conduct decisions.
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.
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.
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.
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.
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.
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.
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.
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.
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 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.
Accommodation for students with disabilities must be reasonable within the context of the learning environment and made on an individual basis. Accommodations are intended to provide alternate ways for students with disabilities to participate fully in the learning environment and College community.
Disability
Persons with disabilities are persons who: a) have a significant and persistent mobility, sensory, learning, or other physical or mental health impairment which may be permanent or temporary, and b) experience functional restrictions or limitations of their ability to perform the range of life's activities.
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.
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.
Program
A defined set of courses of instruction.
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 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.
An online list of courses where transfer agreements have been established between post-secondary institutions, both in and outside of BC.
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.
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.
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.
Official Transcript
To be considered official, transcripts must be in official university envelopes, sealed and endorsed by the issuing institution or sent via secure electronic delivery by the issuing institution.
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.
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.
Syllabus
A document that informs students of the basic elements of a course including topics covered, weekly schedule, list of tests, assignments and readings.
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.
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.
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).
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.
Business Day
An official working day as designated by the College; typically Monday to Friday, excluding statutory holidays, holiday closures and unscheduled closures.
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.
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
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.
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)
Sponsor
An organization paying tuition and fees on a student's behalf.
Start Date
The first scheduled date of a program or course.
Student
For the purposes of this policy, a person who has registered for a program or course at VCC.
Tuition
The set fee charged by the College for the provision of a course or program.
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.
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.
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.
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).
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.
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)
Sponsor
An organization paying tuition and fees on a student's behalf. This does not include agents for international students or family members.
Tuition
The set fee tied specifically to a course or number of courses.
Tuition Deposit
A fee paid at the time of acceptance that is applied to the cost of tuition. A portion of the fee may be non-refundable.
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.
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.
Vendor
A seller that contributes goods or services.
Write-off
A cancellation from an account of a bad debt or worthless asset. For Unclaimed Funds, this is done after six (6) years.
refers to any physical facilities or space owned by VCC.
Personal professional purposes:
refers to employment or business activities not associated with duties related to the College.
Products
refers to finished VCC products intended for public purchase or consumption (examples include, but are not limited to, food and baked goods).
Senior Management
refers to Dean/Director/Vice President/President.
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).
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).
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.
Interlibrary Loan (ILL)
The cooperative exchange of items among libraries, in response to specific user requests.
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.
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).
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.
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.
One in which a College member makes allegations of wrongdoing knowing them to be false or for malicious, frivolous or vindictive reasons.
College Member
Includes all VCC employees, Board members, contractors, volunteers, and students.
Reprisal or Retaliation
Improper measures taken against a College member because they have made a good faith report, sought advice about making a report, or co�operated in an investigation. Reprisal or retaliation includes any measure that improperly and adversely affects employment, working or learning conditions, such as: - A disciplinary measure - A negative effect on academic evaluation - A demotion - Termination of employment of contract - A threat to take any of the above measures
Whistleblowing
The report or disclosure of wrongdoing, as defined below. Whistleblowing does not include individual concerns, appeals, complaints, grievances, or issues associated with matters such as but not limited to: academic appeals, conduct, harassment, discrimination, accessibility, copyright intellectual property, individual health or safety, management or employee performance, provisions contained in collective agreements and/or statute.
Wrongdoing
Any serious unlawful or fraudulent activity which does not fall within the scope of the following VCC Policies: Prevention of Harassment, Discrimination and Bullying Policy 201; Standards of Employee Conduct and Conflict of Interest Policy 202; and Board Conduct Bylaw G.1.0. These Policies contain mechanisms for raising or reporting allegations based on their specific content. Wrongdoing may include allegations of: - Criminal activity - Failure to comply with or breach of a legal obligation - Negligent, improper or gross mismanagement of any College or public funds; - Financial malpractice, impropriety or fraud - Serious, wilful and flagrant breach of federal, provincial, or municipal statute or College policy, procedure or regulation; - Improper conduct or unethical behaviour - Substantial and specific danger to the environment or public health and safety - Attempts to conceal any of the above
