POLICIES AND PROCEDURES

STUDENT DISPUTE RESOLUTION POLICY

This policy governs complaints from students regarding Dorset College and any aspect of its operations. Students will not be subject to any form of retaliation because of filing a complaint. All student complaints must be made in writing, and the student making the complaint may be represented by an agent or a lawyer.

Dorset College encourages students to attempt to resolve issues informally, if issue is not serious in nature. If a more formal approach becomes necessary, Dorset College intends to provide a fair and reasonable mechanism for resolution.

Procedures:

Step 1: The student will attempt to informally resolve the issue directly with the other party.

Step 2: If the student was unable to resolve the dispute by communicating directly with the other person involved, he or she must submit his or her complaint in writing to the Academic Director/Registrar (for academic matters) or to Campus Manager (for non-academic matters) within 3 business days of failing to resolve the dispute informally. The Academic Director or Registrar will request a written submissions from all parties involved, including witnesses, then investigate the issue within 7 business days or as soon as possible. If the Academic Director or Registrar is absent or is named in a complaint, the student must provide his or her complaint to the Senior Educational Administrator (SEA).

Step 3: The Academic Director or Registrar will provide a written decision to all parties within 2 business days for the meeting, referenced in Step 2. If the Academic Director or Registrar is directly involved in the dispute, the written complaint should be addressed to the other Academic Director or SEA who will follow the same steps.

Step 4: If the dispute remains unresolved within 3 business days of the attempt at resolution provided by Step 3, Dorset College will appoint an outside mediator/arbitrator, and the result shall be binding on both parties.

Note: Written reasons for the determination will be provided to the student within 30 days after the date on which the complaint was made.

If the student is dissatisfied with the determination and has been misled by the institution regarding any significant aspect of that resolution, he or she may file a complaint with the Private Training Institutions Branch (www.privatetraininginstitutions.gov.bc.ca).

FEE SUBMISSION POLICY

1. Fee Payment Options

Students at Dorset College have two options for submission fee:

Option 1: Full Payment Before Program Start (Discount Benefit)

• Students who pay their full tuition fee before the program start directly to the college will receive a 5% discount on the total tuition fees.

Option 2: Installment Plan

Students who prefer to pay in installments must follow the structured payment schedule below:

• 50% of the total tuition fee must be paid before the start of the program.
• The remaining 50% must be paid in two equal installments by the end of the first two semesters, respectively, but before the start of the third semester.
• Students must adhere to installment deadlines to maintain their enrollment status.
• The Co-op work placement fee must be deposited before the start of the Co-op placement.

Special Consideration:

• If a student is unable to meet installment deadlines, they may submit a formal request to the Admissions Office/Student Service Office for special payment arrangements.
• Approval of special requests is at the discretion of the Admissions Office or top management, based on the student’s academic standing and financial situation.

2. Fee Payment Deadlines

• All students must pay their fees according to their selected payment option.
• Late payments will incur penalties and may affect a student’s ability to continue their program.

3. Accepted Payment Methods

Students can submit tuition and other applicable fees through the following methods:

• Bank transfer (details provided by the college upon request)
• Certified cheque or bank draft payable to Dorset College
• E-transfer (details will be provided upon request)

Note: Proof of payment must be submitted to the Accounts Office or Student Service Office.

4. Late Payment & Penalties

• A late fee penalty will be applied to any overdue payments.
• If full payment or the required installment is not received within 7 days of the due date, students may:
• Be restricted from attending classes and taking exams
• Be placed on academic suspension
• Be required to undergo a reassessment process to maintain enrollment (additional fees will apply)
• If the outstanding balance is not cleared within 30 days, the student’s enrollment may be permanently revoked.

5. Consequences of Non-Payment

Failure to submit tuition fees by the due date may result in:

• Ineligibility to sit for midterms, final exams, or to receive academic transcripts
• Suspension from the program until dues are cleared
• Requirement to undergo reassessment and pay reassessment fees
• Additional penalties and administrative charges

6. Reassessment Procedure & Additional Fees

If a student is suspended due to non-payment and wishes to continue in the program, they must:

• Undergo a reassessment process to determine eligibility for reinstatement
• Pay a reassessment fee per subject, as determined by the college
• Pay an additional penalty fee, which will be outlined at the time of reassessment

7. Refund Policy

• Fee refunds will be processed only as per the college’s official refund policy and PTIB guidelines.
• Refunds will not be granted to students who are suspended or dismissed due to non-payment.

8. Contact for Payment Assistance

For any payment-related concerns or financial assistance options, students may contact:

• registrar@dorsetcollege.bc.ca
• General Office: office.admin@dorsetcollege.bc.ca

ACADEMIC HONESTY

Academic honesty is expected and required of all Dorset College students. Any act of academic dishonesty, including cheating and plagiarism, is considered a serious offence.

I. Cheating

Occurs when a student uses or attempts to use unauthorized aids, assistance, materials, or methods.

Examples of Cheating:

• Providing information to or obtaining it from another student during an exam or quiz without authorization
• Unauthorized use of materials such as devices, textbooks, notes, or formula lists during exams/quizzes
• Storing answers in a calculator for self-use or others during exams/quizzes
• Submitting take-home exams or assignments completed in whole or part by someone else as your own
• Submitting the same assignment for grading in more than one course without prior instructor permission
• Submitting a co-authored assignment without prior instructor permission

II. Plagiarism

Occurs when a student represents the words or ideas of others as their own.

Examples of Plagiarism:

• Borrowing ideas, theories, illustrations, data, or language without proper quoting and citation
• Paraphrasing substantially without acknowledging the source
• Combining your words with substantial uncited or insufficiently cited phrases
• Using synonyms to change words in sourced phrases and presenting them as original
• Failing to cite the correct source of quotations
• Not acknowledging co-authors’ contributions when appropriate
• Submitting assignments previously graded in other courses without disclosure

III. Working with a Study Partner or Group

Collaborative learning is encouraged as part of the learning process. However:

• Ensure the work you submit is your own and fully understood by you
• Do not provide answers or work to others that they do not understand
• If an instructor requires independent work, collaborating constitutes academic dishonesty

DISCIPLINARY ACTION(S)

If it is determined that a student committed an act of academic dishonesty, the college will proceed with disciplinary action in the following manner:

1. For a first offence, the assignment, quiz, exam, essay, project, or other work involved will be awarded a grade of Zero (“0”) to be incorporated into the calculation of the final grade.
2. For a second offence, the assignment, quiz, exam, essay, project, or other work involved will be awarded a grade of Zero (“0”) to be incorporated into the calculation of the final grade, and the student may receive a grade of Fail for the course.
3. For any further offence, the student may be suspended from Dorset College.

A record of all disciplinary action(s) taken in connection with academic dishonesty will be kept in the offending student's official record.

ATTENDANCE POLICY

Regular attendance is mandatory for all students at Dorset College. Attendance records are kept in each student’s file.

• Absences due to illness must be accompanied by a doctor’s note, submitted to the Office Coordinator or Registrar.
• Students who submit a doctor’s note may request missed class information from their instructors.
• Students with valid excusable absences (at the Registrar’s discretion) who miss exams may be permitted to make up assignments, exams, and quizzes at the instructor’s discretion.
• Note: Alternate exams must be taken within 7 business days of the original exam date and will be supervised by office staff.
• Lateness is disruptive; instructors may refuse entry until a scheduled break.
• Two late arrivals will count as one absent day.
• Students must attend a minimum of 85% overall to be eligible to take the Final Exam.
• Students falling below 75% attendance will be dismissed from the course.
• Students in the Technical Program are required to attend all classes. Any unexcused absences must be made up at the student’s expense.

Note: Students missing 25% or more will be considered unable to meet the course’s “learning outcomes.”

SEMESTER BREAK POLICY

Dorset College reserves the right to approve or deny requests for a semester break.

• Students may request a semester break from an academic semester (up to four months) on grounds of medical, parental, or compassionate reasons.
• To be approved for a semester break, students must:
• Provide proof supporting the grounds for the request.
• Register for a minimum of three courses in the following semester.
• Students are not allowed to request a semester break during their first semester.
• Students may not request two or more consecutive semester breaks.

CHALLENGE EXAM POLICY

The Senior Educational Administrator, consultation with the Registrar will be responsible for deciding whether or not students will be permitted to take a challenge exam.

There are generally two situations in which students may write a challenge exam:

1. When a student claims that he or she has already done a course like the one offered at Dorset College, a detailed description of the course is not available.
2. When a student has taken a Dorset course three times and failed three times.

If a student strongly feels that he or she has learned what is being taught in Dorset College courses in previous studies or has taken a Dorset course three times and failed, the student must request a meeting with the Registrar to discuss the matter.

Students must provide official English language transcripts from the institution at which they studied prior to attending Dorset College or notarized translated copies.

If the Registrar permits a student to write a challenge exam, the Registrar will note this in front of the student file and set a deadline by which time the student must write the challenge exam. The student must take the challenge exam while he or she is a current Dorset student.

Students will write the challenge exam in the office and be invigilated by office staff. Students must pay the fee of one academic credit for each challenge exam taken.

If the student passes the exam with a minimum of 60% (65% for ENGL 100, 150), the student will not be required to take or re-take the course at Dorset College.

The grade the student receives on the challenge exam will be noted on the student’s transcript along with a note stating that the grade was achieved through a challenge exam.

Students will only be permitted to take the challenge exam for a particular course one time.

Note: Request for cancellation or postponement of your Challenge exam must be strictly 2 weeks before the exam date in writing only. Telephone cancellation or postponement will not be accepted. Cancellation more than 2 weeks ahead of the exam date – you will receive a full refund (less a 30% administrative fee). If you cancel less than 2 weeks ahead of the exam date you will receive no refund.

DISMISSAL POLICIES

1. Non-Academic

Students are expected to meet and adhere to the Student Code of Conduct Policy while completing a program of study at Dorset College. If necessary, students should request clarification from the Senior Educational Administrator. “Student” means a person who is presently enrolled in Dorset.

I. Code of Conduct

While on Dorset premises or during activities or events hosted by Dorset College, students:

• Must comply with all applicable Dorset policies, including the Attendance Policy.
• Must treat all students and staff with respect and must not engage in physically aggressive, threatening, harassing, discriminatory or otherwise offensive behavior; in severe cases will be dealt with according to BC Human Rights Code.
• Must not steal, misuse, destroy or deface Dorset property.
• Must not consume, possess or distribute alcohol or controlled or restricted substances.
• Must not contravene any provision of the Canadian Criminal Code or any other federal, provincial, or municipal statute or regulation.
• Must respect teachers, other students, and office staff. Rude and disrespectful behavior will not be tolerated.
• Must speak English during class. Speaking in non-English languages during class is prohibited unless permission is obtained from the teacher.
• During class time, students are not allowed to sleep, listen to music, play games, use cell phones, or read material unrelated to the course. Cell phones must be turned off during class. Students will be asked to leave if unable to participate.
• Electronic dictionary use is not allowed in classrooms unless the instructor permits it for certain purposes.
• Cheating and plagiarism will not be tolerated. Students who copy others’ work on exams, quizzes, or assignments will receive zero marks. Repeat offences or severe cases may result in an “F” grade for the course.
• Students who damage school property will be responsible for paying for damages and may face further action depending on severity.
• Smoking is only permitted in the back parking lot at a distance greater than 6 meters from the College entrance.
• Students are asked to clean up after themselves to help keep the College clean.

The above list is considered prohibited conduct inside Dorset premises. It is intended to help students understand the types of conduct subject to discipline and is not exhaustive. Violations of the Student Code of Conduct may result in disciplinary procedures including immediate dismissal.

II. Procedure:

1. All concerns relating to student misconduct shall be directed to the Senior Educational Administrator. Concerns may be brought by staff, students, or the public.
2. The Senior Educational Administrator will arrange to meet with the student within 5 school days of receiving the complaint. Immediate dismissal may be considered if the conduct is serious.
3. Further enquiries or investigations will be conducted to substantiate the concerns.
4. Investigations will be completed within 5 school days of the initial meeting.
5. The Senior Educational Administrator will meet with the student and may:
• Determine concerns are unsubstantiated.
• Determine concerns are substantiated and either:
• Give a warning with consequences for further misconduct;
• Set a probationary period with conditions; or
• Recommend dismissal from Dorset.
6. A written summary of the determination will be prepared, given to the student, and placed in the student file.
7. If warning or probation is issued, the student and Senior Educational Administrator/Security Officer will sign the document. Copies are provided to the student and originals are placed in the file.
8. If dismissal is recommended, the Senior Educational Administrator (SEA) will review and accept or reject it. If accepted, the student will be dismissed and receive a dismissal letter and refund/tuition calculation per PTA Bylaw. If rejected, steps 5–7 will be followed.
9. Refunds due will be forwarded within 30 days of dismissal.
10. Tuition or fees owed may be collected by Dorset.

2. Academic

This policy establishes standards of satisfactory academic progress, procedures for identifying students not meeting standards, and encourages improvement. It applies to all Dorset students in credit courses.

Student records are reviewed each term. Academic standing is assessed every two semesters based on cumulative GPA.

Academic Probation:

Students with a cumulative GPA below 2.00 at the end of two terms will be placed on academic probation. Normally, students must achieve a cumulative GPA of 2.0 by the end of the probation term or face academic dismissal.

ENGLISH ONLY POLICY

Students encouraged to communicate in English language among themself. Students must always speak English in classrooms, while engaging with instructor.

LANGUAGE PROFICIENCY ASSESSMENT POLICY

Overseas applicants who do not provide proof of English proficiency are required to take the Dorset College English Language Placement Pre-Assessment and may be offered a conditional letter of admission. Landed immigrants are re-assessed onsite using the Versant English Placement Test before final placement in a program.

Since all activities at Dorset College—including lectures, seminars, and laboratories—are conducted in English, it is essential that all students possess acceptable writing, comprehension, and speaking skills in English to meet the academic demands or successfully complete technical programs.

Therefore, if English is not your first language, or if your previous education was conducted in another language, you must demonstrate proficiency in English by undertaking and submitting the results of one of the following, at a level appropriate for the program(s) to which you apply:

1. Completion of Grade 12 or equivalent in an English language school system where English is the primary language of instruction and evaluation, with acceptable grades in all English courses.
2. Completion of a minimum of two full years of successful study in an accredited university degree program or college diploma program in a country and institution where English is the primary language of instruction.
3. Submission of test results from one of the following with scores meeting program requirements:
• Canadian Language Benchmarks (CLB)
• Test of English as a Foreign Language (TOEFL)
• International English Language Testing System (IELTS)
• Versant English Placement Test
4. Successful completion of the Dorset College Language Placement Test with the required scores for your program.

EVALUATION OF INSTRUCTORS

Dorset College is committed to providing its students with high quality education and so it will conduct student instructor evaluations every semester for the first year of instruction and once a year for the subsequent years of instruction.

EXAM AND GRADES

Most courses at Dorset College include a midterm exam and a final exam.

• Midterm exams are normally held in week 7 of the semester.
• Final exams take place in week 13 for Technical Programs, and in week 14 for UT (University Transfer), ESL (English as a Second Language), and PGSA (Preparation for Graduate School Applicants) programs.

Students who miss an exam will only be permitted to write an alternate exam within a 7-day period if they:

• Provide a valid doctor’s note, or
• Are dealing with extenuating circumstances.

Students in such situations must contact the Registrar as soon as possible to explain their circumstances. The decision to permit an alternate exam lies at the discretion of the Registrar.

Students planning to return to their home country are strongly advised to book flights departing after the final examination period.

Most courses also allocate grades to homework and to participation. Students should understand that all assignments are important. Course marks given for participation are not merely for attendance but also take into consideration behavior in class, and verbal participation in question-and-answer periods throughout the course.

Instructors will give students course outlines on the first day of class which will clearly outline how grades will be allocated in the course.

GRADE APPEAL/RESULT REVIEW REQUEST POLICY

Dorset College understands the importance of ongoing assessment, and as a result, teachers and students will be continually discussing grades, as well as core course concepts. Should there be any discrepancy in the grades assigned to a student, the following procedure is to be followed:

Appeals of grades must be made within fifteen business days of the grade's release. An email will be sent by the Registrar when the grades are released.

What are the grounds for appealing a grade?

• A human error of miscalculation of the grade
• The grade awarded does not fairly reflect your academic performance.

Grade Appeal Procedure:

1. If a student is dissatisfied with a grade received and can provide evidence that a higher grade is warranted, he/she should discuss it with his/her instructor. The instructor will reconsider the grade and, if warranted, assign a different grade. Ensure to review the criteria for grading, assignments, essays, and exams with your instructor.
2. If the student is not satisfied with the outcome of his/her appeal to the instructor, he/she should submit a Grade Appeal Form and submit it to the Registrar’s Office to the Senior Educational Administrator. Please read the following statements before you submit the Grade Appeal Form.
• An application fee of CAD$100.00 is required when submitting this form. This fee will be refunded if the mark is raised.
• A separate form must be submitted for each course.
• All assignments, essays, and exams to be reviewed must be attached to this application form.
3. The Senior Educational Administrator will have another instructor to reassess the test.
4. If the student achieves a higher grade on re-assessment, the higher grade will be assigned to the student, and the application fee will be refunded to the student. If the student achieves a lower grade on re-assessment, the original grade will be retained.
5. The grade will be considered final and cannot be appealed. The decision on the grade appeal will be provided to students within 30 school days of Dorset College’s receipt of the written appeal.

Viewing of exams:

After an exam is complete, and handed into the administration office, students are permitted to request exams through the following procedure:

• Prior to final grades being released: Exams may be viewed only with the presence and consent of the teacher in question within five business days of writing the exam.
• Following the release of final grades: Exams may be viewed by scheduling a time to release the examination by the Office Coordinator. This schedule must be organized in writing.

GRADUATION POLICY

Upon completion of all required courses, students will be awarded a certificate/diploma for their studies. Also refer to the Student Handbook for a list of partner universities / institutions and their transfer requirements.

HEALTH AND SAFETY POLICY

Dorset College is committed to providing a safe and healthy learning and working environment. Students, staff and instructors will be guided by the College’s health and safety policies in compliance with WSB Occupational Health and Safety Regulations.

Each member of the Dorset College community is responsible for their own safety and is expected to be mindful of the well-being of co-workers and/or students.

Each person must do the following:

• Read and understand the Dorset College Policies
• Always behave in such a way as not to cause harm to themselves or to others
• Immediately report all unsafe acts and conditions to the office
• Report all work-related injuries to the office
• Notify the office when equipment needs repair or replacement

Some of Dorset College’s Staff are trained in Level 1 Workplace CPR/First Aid. A level 1 first aid kit is located in the office.

Dorset College maintains strict compliance with all fire regulations, and participates in one fire drill each semester, as organized by the Senior Educational Administrator. Additionally, Dorset College participates in one earthquake preparedness drill as organized by the Senior Educational Administrator. Emergency escape routes are posted in each classroom for both students and staff to familiarize themselves with.

Dorset College has security cameras that monitor the third floors. Notices are posted requesting that all visitors and maintenance workers report to the office and staff.

LATE ASSIGNMENT POLICY

At Dorset College it is expected that all written assignments will be completed and submitted on time.

All assignments are due on the date indicated in the course syllabus or verbally communicated by the instructor. Students are responsible for taking note of assignment due dates.

The policy governing the acceptance of assignments handed in late is as follows:

• Extensions may be granted by instructors in the event of a student’s serious illness, or in the event of death or serious illness in the student’s immediate family, or in similar extenuating circumstances.
• Requests for such an extension should be made through communication with the instructor. Requests must be accompanied by appropriate documentation (e.g., a doctor's note). Instructors will consider the appropriateness of each request and the perceived fairness of any extension on other students registered on the course.
• If an extension is granted, a new due date will be assigned. Assignments submitted past the due date(s), when approval to do so has not been granted, will be penalized for each weekday the assignment is late, as follows:
• 5% of the total value of the assignment per day.

No assigned work will be accepted after the last day of classes at the end of the semester unless an extension has been granted.

All late assignments must be submitted to the Dorset office where they will be stamped with the date they have been received, then placed in the instructor’s office mailbox.

SEXUAL MISCONDUCT POLICY

1. Dorset College is committed to the prevention of and appropriate response to sexual misconduct.
2. Sexual misconduct refers to a spectrum of non-consensual sexual contact and behaviour including the following:
1. sexual assault;
2. sexual exploitation;
3. sexual harassment;
4. stalking;
5. indecent exposure;
6. voyeurism;
7. the distribution of a sexually explicit photograph or video of a person to one or more persons other than the person in the photograph or video without the consent of the person in the photograph or video and with the intent to distress the person in the photograph or video;
8. the attempt to commit an act of sexual misconduct; and
9. the threat to commit an act of sexual misconduct.
3. A Complaint of sexual misconduct is different than a Report of sexual misconduct. A Complaint is when the victim/survivor discloses or chooses to tell someone at the institution of an incident of sexual misconduct in order to seek support, but may not want to make a formal report to police or the institution. A Report is a formal notification of an incident of sexual misconduct to someone at the institution accompanied by a request for action. A Report does not have to be made by the victim/survivor.
4. A student making a Complaint will be provided with resolution options and, if appropriate, accommodation, and will not be required or pressured to make a Report.
5. The process for making a Complaint about sexual misconduct involving a student is as follows:
• A student may make a Complaint by contacting the Senior Educational Administrator (SEA), Mr. Basir Chand (email: basir.chand@dorsetcollege.bc.ca; phone: 604-879-8686).
• If the SEA is unavailable or named in the Complaint, the student may contact the Vice President, Mr. Eddy Cheng (email: eddyc@dorsetcollege.bc.ca; phone: 604-879-8686).
6. The process for responding to a Complaint of sexual misconduct involving a student is as follows:
• The institution will acknowledge receipt of the Complaint within two (2) business days.
• The SEA or Vice President will meet with the student within three (3) business days to:
• Assess immediate safety or health needs;
• Provide appropriate accommodations (e.g., academic flexibility, class scheduling adjustments, no-contact directives);
• Offer information about internal and external supports (counseling, advocacy, legal aid, medical services);
• Clarify the difference between a Complaint and a Report.
• Confidentiality: Information will remain confidential except where disclosure is required:
• To prevent imminent risk of harm;
• To meet legal obligations;
• To ensure fairness if the complaint becomes a Report.
• Outcome of a Complaint
• Complaints remain informal unless the student elects to file a Report.
• Outcomes may include accommodations, referrals, and support measures.
• No disciplinary action is taken solely on the basis of a Complaint.
7. The process for making a Report of sexual misconduct involving a student is as follows:
• A Report may be submitted in writing by the victim or grief.
• The written Report should be provided to the Senior Educational Administrator (SEA), Mr. Basir Chand.
• Contact Information: Basir Chand, email: basir.chand@dorsetcollege.bc.ca, phone: (604) 879-8686.
• Alternate Contact: In the absence of Mr. Basir Chand or if he is named in the Complaint, the alternate contact is Mr. Eddy Cheng, Vice President, email: eddyc@dorsetcollege.bc.ca, phone: (604) 879-8686.
8. The process for responding to a Report of sexual misconduct involving a student is as follows:
• The institution will review the Report within four (4) business days and provide written confirmation of the subsequent steps to the person who submitted the Report.
• An investigation will be initiated.
• The institution will maintain regular communication with all parties involved throughout the investigation.
• All parties will be allowed to provide information for consideration.
• The final decision will be communicated in writing to all relevant parties.
9. In all instances the institution will:
• Ensure the safety of the victim/survivor.
• As appropriate, provide emergency numbers for on and off campus security, law enforcement, medical assistance, mental health services, and other services.
• Respect the right of the individual to choose the services they consider most appropriate.
10. It is contrary to this policy for an institution to retaliate, engage in reprisals or threaten to retaliate in relation to a Complaint or a Report.
11. Any processes undertaken pursuant to this policy will be based on the principles of administrative fairness. All parties involved will be treated with dignity and respect.
12. All information related to a Complaint or Report is confidential and will not be shared without the written consent of the parties, subject to the following exceptions:
• If an individual is at imminent risk of severe or life-threatening self-harm.
• If an individual is at imminent risk of harming another.
• There are reasonable grounds to believe that others in the institutional community may be at significant risk of harm based on the information provided.
• Where reporting is required by law.
• Where it is necessary to ensure procedural fairness in an investigation or other response to a Complaint or Report.

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

PARKING

Should students need to rent a parking space for the term, please contact the Office Coordinator for more information. Students are responsible for finding their own parking arrangement. There are also parking meters around the school and street parking all along Alder Street. Please note that student cars will be towed away if they are parked in the Dorset parking lot.

RETENTION OF RECORDS

Dorset College is committed to maintaining student and personnel files in such a way that data can be accessed when needed and that all required documentation is stored safely and privately.

1. Every student at Dorset College must have both a paper file and a computerized file.

2. Each Dorset paper student file is to contain the following documents (when applicable):

• a. Student contract
• b. Result of admission requirements, which could include any or all the following items:
• i. Academic Preparation Placement Test score
• ii. Dorset English Language Placement Assessment score
• iii. A record of the Credit Transfer form completed and initialized by the Academic Director or Registrar/Administrative Service Director
• iv. A record of the student having been given the opportunity to write a challenge exam (these records initialed by the Registrar/Administrative Service Director)
• v. Transcripts from the institution that the student attended prior to Dorset College for which transfer credit was granted
• vi. Copy of diploma or university degree (mandatory for the PGSA program)
• vii. Photocopies of all financial records including:
• Copy of tuition receipt(s)
• Copy of student service fee receipt(s)
• Application fee receipt
• Book purchase receipt(s) when applicable
• Locker receipt when applicable
• School letter fee receipt(s) when applicable
• Transcript request fee receipt(s) when applicable
• Diploma request fee receipt when applicable
• c. Incident reports when applicable
• d. Grade dispute form and result when applicable
• e. Student dismissal or permanent withdrawal form when applicable
• f. Photocopy of diploma when requested
• g. Graded challenge exam if applicable
• h. Copy of passport including a copy of current study permit and visitor visa
• i. Copy of high school diploma and high school grades
• j. Copy of private medical insurance or copy of health care card
• k. Copy of permanent resident card when applicable
• l. Student contact information card

3. In addition to the above items, Dorset College places copies of the following documents when applicable in the student’s paper file:

• a. Copies of completed transcripts requested by student
• b. Copies of any letters prepared for the student
• c. Copies of forms used to assist the student in renewing his or her study permit/visitor visa
• d. Copies of written communication exchanged between the student and staff
• e. Scholarship application forms along with recommendation letters
• f. Copies of scholarship certificate/letter
• g. Copies of certificates for high attendance and achievement in the AP Program

Students can request to view their files at any time free of charge. Students can request transcripts for a fee and will receive them within 5 to 15 business days; if students pay for express service they can receive a transcript within 24 hours.

Thirty (30) days after a student withdraws, is dismissed, graduates or leaves for any other reason, the following procedure must be followed:

1. A final transcript is made and placed in the student’s file, and
2. A copy of this transcript, a copy of the student’s contract, and a copy of a diploma (if applicable) are scanned and uploaded to data witness.

The information that is sent to Data Witness is to be stored for 55 years and can only be accessed by Dorset administrators, using a password.

SMOKING POLICY

Smoking anywhere in Dorset College is strictly prohibited. Students are only allowed to smoke in the back parking lot at a distance greater than 6 meters from the entrance into the College.

TRANSCRIPTS AND LETTERS

Students can request transcripts for a fee and will receive them within 5-15 business days; if students pay for express service, they can receive a transcript within 24 hours. To request a transcript, students must come to the office to complete a transcript request form. Payment must be made at that time.

Transcripts will include the students’ full name, student number, current address, and the results of all courses taken at Dorset College. Transcripts will not include midterm examination grades.

The GPA will not include grades received for non-program transfer credit courses (ENGL 096/097, ENGL 098, ENGL 099, MATH 099) and only the highest grade will be used in the calculation of GPA when courses have been repeated (this applies to courses taken as of April 2008).

Students can request letters for a fee and will receive them within 5-15 business days for study permit renewal, visitor visa renewal, travel, parent invitation, opening a bank account, renting an apartment, renting a car, landed immigration status, etc., by coming to the Dorset office and filling out the appropriate form.

Students who are not in Vancouver and are unavailable to come to Dorset College to fill out the appropriate form and pay the fee may either enlist the help of a friend to come to Dorset College to complete the form and pay the fee or may, upon request, communicate the pertinent information by email to the Registrar. The transcript and/or letter will be prepared when payment (by cheque, cash, or money order) is received by the College.

TUITION REFUND POLICY

I. For programs approved by PTIB (Private Training Institutions Branch)

The following refund policies apply to students admitted into Dorset College’s Academic Preparation Program, Hospitality and Hotel Management (Co-op and non-Co-op), Technical Program, and Preparation for Graduate School’s Applicants program.

• Dorset College will retain the non-refundable $250 application fee in all refund situations.
• Dorset College’s Tuition Refund Policy is available in the Student Handbook and on Dorset College’s website.

1. If the institution receives tuition from the student or a representative on behalf of the student, the institution will refund the student, or the representative, the tuition amount paid for the program in which the student is enrolled if:
1. The institution receives a notice of withdrawal from the student no later than seven (7) days after the effective contract date; OR before the contract start date.
2. The institution receives a notice of withdrawal from the student between the date the student, or the student’s representative, signs the student contract and the contract’s start date.
3. The student does not attend a work experience component, and the institution does not provide all the hours of instruction of the work experience component within 30 days of the contract end date.
2. The institution will refund the tuition for the program and all related fees paid by the student or by the student’s representative if the student does not meet the admission requirements and does not misrepresent his or her knowledge or skills when applying for admission.
3. If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.
4. If the institution receives a notice of withdrawal from a student:
1. More than seven days after the effective contract start date and
• at least 30 days before the program's start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.
• less than 30 days before the program start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.
2. After the contract start date and
• Before 11% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract.
• After 10% but before 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition due under the student enrolment contract.
• After 30% of the hours of instruction to be provided during the contract term, no refund will be issued to the student.
3. Before signing any contract and without taking any initial semester at Dorset College, the Letter of Acceptance will act as a contract and section 4(a) will apply.
5. Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:
1. Before 11% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract.
2. After 10% but before 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition due under the student enrolment contract.
3. After 30% of the hours of instruction to be provided during the contract term, no refund will be issued to the student.
6. If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:
1. The student has completed and received an evaluation of his or her performance for up to 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or
2. The student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.
7. The institution will refund fees charged for course materials paid for but not delivered if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.
8. Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:
1. of the date the institution receives a student’s notice of withdrawal,
2. of the date the institution provides a notice of dismissal to the student,
3. of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or
4. after the first 30% of the hours of instruction if section 3 of this policy applies.
9. If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit, or the program is provided solely through distance education.
10. Refunds for individual courses:
1. Withdrawal from a Course:
• If Dorset College receives a written notice of a student’s desire to withdraw from a course by the Friday of the 2nd week of the current semester, the full cost of the course will be refunded to the student balance.
• If Dorset College receives written notice of a student’s desire to withdraw from a course after the Friday of the 2nd week of the semester and until the Friday of the 11th week of the semester, the cost of the course will not be refunded. The symbol W for withdrawal will be placed in the student’s transcript.
• Students are not permitted to withdraw from a course after the Friday of the 11th week.
2. Dismissal from a Course:
• If the student is dismissed from a course due to not meeting minimum attendance requirement, the cost of the course will not be refunded.
• If the student is dismissed from a course due to violating the Student’s Code of Conduct and/or Academic Integrity, the cost of the course will not be refunded.
• The symbol W will be placed in the student’s transcript.
11. Refund Due to Study Permit Refusal:

Dorset College will refund the tuition to the student whose Study Permit application is refused when the student submits:

• i. the original Letter of Rejection from the Canadian Embassy or Consulate; AND
• ii. the original Tuition Receipt; AND
• iii. the original Letter of Acceptance; AND
• iv. a written refund request, including the receiving bank account number, bank name, bank address, and home address.
12. To protect students, tuition sponsors, and Dorset College, and to comply with Canada’s anti-money laundering and anti-terrorist financing regulations (available at FINTRAC), all tuitions, if paid to Dorset College through third parties, will be refunded to the original sender’s account, either from a local Canadian bank or overseas account. No refund will be paid directly to students except when:
1. The student signs and submits Dorset College’s Permanent Withdrawal Form AND provides proof showing the student’s rightful ownership of the fund.
2. The student signs and submits Dorset College’s Permanent Withdrawal Form AND the original sender provides proof indicating the student can claim the fund.

II. For programs not requiring PTIB approval

The following refund policies apply to students admitted into Dorset College’s University Transfer Program.

• Dorset College will retain the non-refundable $200 application fee in all refund situations.
• Dorset College’s Tuition Refund Policy is available in the Student Handbook and on Dorset College’s website.

Circumstances:

Tuition Refund Entitlement

International Students	Local Students (Canadian Citizens, PR holder, persons with protected status)
Study Permit Application is refused: 100% refund less application fee (proof of Study Permit refusal and tuition receipt required)	N/A
Withdrawal Notice: Before entering Canada, with valid reason: 100% refund less application fee	N/A
Withdrawal Notice: After entering Canada using Dorset LOA/PAL and before the start of student’s first semester: No refund	N/A
After entering Canada using Dorset LOA/PAL and not reporting to Dorset College before the start of semester: No refund	N/A
Dismissal due to academic violations: No refund	Dismissal due to academic violations: No refund
Withdrawal Notice: After the first two weeks of semester: No refund	Withdrawal Notice: After the first two weeks of semester: No refund
No change (international students must maintain at least 12 credits per semester): 100% refund to student balance	No change (international students must maintain at least 12 credits per semester): 100% refund to student balance

To protect students, tuition sponsors, and Dorset College, and to comply with Canada’s anti-money laundering and anti-terrorist financing regulations (FINTRAC), all tuitions, if paid through third parties, will be refunded to the original sender’s account, either from a local Canadian bank or overseas account.

WITHDRAWAL POLICY

Dorset College recognizes that students may wish to withdraw from a course or permanently withdraw from Dorset College.

Students must provide written notice by completing and submitting either the Course Withdrawal Form or the Permanent Withdrawal Form when they want to withdraw from a course or permanently withdraw from the College.

Withdraw from a Course:

• If Dorset College receives written notice of a student’s desire to withdraw from a course by the Friday of the 2nd week of the current semester, the full cost of the course will be refunded to the student’s Dorset account, and no record of the dropped course will be placed on the student’s transcript.
• If Dorset College receives written notice of a student’s desire to withdraw from a course after the Friday of the 2nd week and until the Friday of the 11th week of the semester, the cost of the course will not be refunded. The symbol “W” for withdrawal will be placed on the student’s transcript. The student’s GPA is not affected by the “W.”
• Students are not permitted to withdraw from a course after the Friday of the 11th week.

Permanent Withdrawal:

• If a student wishes to permanently withdraw from Dorset College, they must notify the office and complete and submit the Permanent Withdrawal Form.
• The student must also return their student ID card to the office.

Important: Students who do not officially withdraw from a course by filling out the Course Add/Drop form but who have stopped attending class, or have never attended class, and have not completed any assignments or exams, will receive a grade based on their performance in the course.

To protect students, tuition sponsors, and Dorset College, and to comply with Canada’s anti-money laundering and anti-terrorist financing regulations (FINTRAC), all tuitions, if paid through third parties, will be refunded to the original sender’s account, either from a local Canadian bank or overseas account.

WORKING EXPERIENCE POLICY

Policy:

1. The School of Tourism and Hospitality Management at Dorset College provides work experience placements for students who have completed the on-site portion of their program of study.
2. The School ensures that work experience placements offer students the opportunity to enhance skills learned during their program.
3. The School seeks work experience placements with employers committed to supporting student learning.
4. Dorset College collaborates with work experience placement hosts to evaluate students’ performance during placements.

Procedure:

1. Locating Co-op Hosts: Work experience placements are identified through networking and direct contact by school staff.
2. Proposed Training Site: Upon identifying a potential work experience site, the Instructor/Co-op Coordinator contacts the host to assess their commitment to student learning and explains expectations for joint evaluation of student performance.
3. Host Organization Approval: If approved, the host’s contact details are added to the school’s roster of work experience placement sites.
4. Placement and Training Plan: When a student is ready, the Instructor/Co-op Coordinator contacts the host to discuss placement and training plans, arranging an interview for the student.
5. Interview: Upon successful interview, the instructor prepares the Work Experience Agreement and Training Plan, meets with the student to sign them, and files copies. The student delivers the originals to the host. The instructor informs the Academic Director of placement dates.
6. Follow-up: The instructor maintains contact with the host at least biweekly via phone and conducts two site visits during the placement, documenting all results.
7. End of Assessment: At placement end, the instructor, host, and student meet to assess the student’s performance, focusing on skills applied during the program. The completed assessment is signed by all parties, with copies provided to the host and student, and the original file in the student’s file.
8. Insurance: Co-op students are covered by WorkSafeBC insurance through the employer’s contributions.
9. Work Accidents: All work-related accidents must be reported to WorkSafeBC within 72 hours, with proper documentation completed.
10. Accident Reporting: Co-op students must immediately inform the program Instructor/Co-op Coordinator of any workplace accidents, regardless of severity. Copies of WorkSafeBC documents should be filed with co-op paperwork.

CRITICAL INCIDENT AND CRISIS MANAGEMENT POLICY

Purpose and Scope

Dorset College is committed to the safety and security of its community. This policy provides a structured and efficient response to critical incidents, ensuring the wellbeing of all students, staff, and visitors. It applies to all individuals on campus and covers a range of incidents, including medical emergencies, natural disasters, and other situations that require immediate intervention.

Crisis Management Team (CMT)

The CMT is responsible for leading the college’s response, communication, and resource management during an incident. The team is intentionally small for rapid decision-making.

• Senior Educational Administrator (SEA): Serves as the primary point of contact and holds overall authority for the college's crisis response.
• Campus Manager: Responsible for on-site logistics