Policy

The minimum attendance requirements for students are as follows:

• Students are expected to attend class regularly and on time. They must attend 80% of their classes each session as part of the requirement to receive their certificate. If a student is absent for more than 20% of their overall study period, they will not receive Certificate of Completion at the end of your program.
• Late arrival = under 10 minutes from the start of the class 2 lates in one month from the same class = 1 Absence
• 6 lates in one month from the same class = 3 Absences
• You will be marked “LATE” if you arrive after your instructor does. You may still come into the class at your instructor’s discretion. If you are more than 10 minutes late for your class, you cannot enter. Two late arrivals equal one absence.

The consequences for students who do not meet the minimum attendance requirements listed above are as follows:

• Absent students are referred to the recruitment and marketing team for follow-up. The following week, if a student is not attending, a first warning letter is issued to the student and added to the student’s file.
• If the student’s attendance level does not return to an acceptable level, a second warning letter is issued and the recruitment and marketing team member and, if appropriate, agent or parent is informed. This is added to the student’s file.
• If you miss more than 30% of your scheduled classes you will not receive a Certificate of Completion at the end of your program.

The process by which students must report an absence if as follows:

• If you want to take a vacation (so your absences are excused and you get an extension), you must get permission from your counselor at least 2 weeks before the vacation, be in good academic standing, and be registered for a minimum period of time: a maximum 4-week break if you are registered for 24 weeks or more, and a maximum 2-week break if you are registered for less than 24 weeks.
• If you are sick, you must either call the school or talk to the appropriate person promptly when you return to school (the head teacher, director or counselor). Please note that calling in sick does not mean you are excused for that day if you have had problematic attendance.

1. This policy governs complaints from students respecting DEA Canadian College and any aspect of its operations.
2. A student who makes or is otherwise involved in a complaint will not be subject to any form of retaliation by the institution at any time.
3. The process by which the student complaint will be handled is as follows:

• Student complaints must be made in writing.
• DEA Canadian College encourages an open dialogue between all students and school staff. These are the steps for handling complaints:
• The student must provide the written complaint to the school’s manager, Daniele Sampaio, who is responsible for making determinations in respect of complaints. If the School Manager is absent or is named in a complaint, the student must provide the complaint to the school’s Director, Yalda Ahmadvand.
• A complaint report must be filed in the student’s file the moment the written complaint is received and copied to the Director who will than file the written complaint report in the Student’s file for purpose of administrative record keeping.
• If the complaint cannot meet with a resolve with the after two discussion sessions, the School Director will mediate the issue and decide on a second option for a solution that is acceptable to the student and the school within 14 working days. The cost will be split between DEA Canadian College and the student. The mediator must be impartial and mediation shall take place at the earliest date possible once a mediator has been identified.
• DEA Canadian College must provide the reasons for the determination and the reconsideration (if any) to the student within 30 days after the date on which the student made the complaint.
• The written reasons will advise a student, that if the student is dissatisfied with the determination, and has been misled by the institution regarding any significant aspect of that program, the student may file a complaint with the Private Training Institutions Branch (PTIB) (www.privatetraininginstitutions.gov.bc.ca).  Complaints must be filed with PTIB within one year of the date a student completes, is dismissed from, or withdraws from the program.]

Purpose

DEA Canadian College is committed to providing its students with an educational environment free from sexual misconduct and treating its students who report incidents with dignity and respect.

As part of this ongoing commitment, DEA Canadian College has adopted this policy, which defines sexual misconduct and outlines related training, reporting, investigative and disciplinary responses to complaints made by its students of incidents that have occurred on its campus, or at one of its events and involve its students.  

Scope

This policy and its related procedures apply to all DEA Canadian College students while they are on College property, or off College property while engaging in College-related activity, 

acting in a capacity defined by their relationship to the College or interacting with persons known to them because of their relationship to the College, regardless whether the incident occurs on or off campus. 

For the purposes of investigations, outcomes and corrective actions, including discipline, this policy applies only to sexual misconduct by a College member against another College member.  

Definitions

Sexual misconduct refers to a spectrum of non-consensual sexual contact and behaviour including the following:

• sexual assault
• sexual exploitation
• sexual harassment
• stalking
• indecent exposure
• voyeurism
• 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
• the attempt to commit an act of sexual misconduct; and
• the threat to commit an act of sexual misconduct.

The person accused of engaging in sexual misconduct will be referred to as the “Respondent” and the person making the allegation as the “Complainant”.

For the purpose of this policy, a complaint is when the Complainant provides notification to DEA Canadian College of an incident of sexual misconduct. This could be accompanied by a request for action (actionable complaint), or it could be when a student chooses to tell someone about their experience of sexual misconduct but does not necessarily want to move forward with any formal process at that time.

A report is a formal notification of an incident of sexual misconduct to DEA Canadian College accompanied by a request for action.

Making a Complaint or Report of Sexual Misconduct Involving a Student

1. A student may choose to disclose sexual misconduct without making a formal/actionable complaint or report. In these circumstances, a disclosure may not result in an actionable complaint or report being made and, therefore, may not initiate a formal process. A student will not be required or pressured to make a report.
2. DEA Canadian College will act in accordance with procedural fairness in dealing with all allegations of sexual misconduct.
3. The process for making a complaint or report about sexual misconduct involving a student is as follows:

• A student or any other member of the DEA Canadian College Community who has experienced sexual misconduct involving a student, may file a complaint or report under this policy by submitting the complaint or report in writing to the Student Services Manager. Should this person be absent, the student shall submit the complaint or report to the Director, DEA Canadian College Programs.
• The complaint or report should be submitted in a written statement form and include the relevant details about the alleged incident, such as date and time of the incident, persons involved, list of any potential witnesses, relevant documents, including any social media communications or other supporting evidence.
• A clear request for action must be included in the complaint or report, should a student want to move forward with a formal process.
• A Complainant has the right to withdraw a complaint or report at any stage of the process. However, DEA Canadian College may continue to act on the matter in order to comply with its obligations under the policy or legal obligations.

Responding to a Complaint or Report of Sexual Misconduct Involving a Student

The process for responding to a complaint or report of sexual misconduct involving a student is as follows: 

• Upon receipt of a complaint, the Student Services Manager will conduct an initial review, within five days, to determine whether the allegations in the complaint fall under the scope of this policy.
• If the Student Services Manager determines that the allegations do not fall within the scope of this policy, they will advise the Complainant of this decision along with reasons. In cases where the complaint discloses other kinds of misconduct, the College may need to act on it under another policy or process.
• If the Student Services Manager determines that the complaint falls within the scope of this policy, they will:
• Determine whether the incident should be referred immediately to the police.
• Determine if an alternative resolution process would be appropriate, discuss options with the Complainant.
• If alternative resolution is not appropriate, determine whether an investigation should proceed and if the Complainant wishes to participate in an investigation.
• Determine who should conduct the investigation having regard to the seriousness of the allegation and the parties involved.
• Determine what interim measures ought to be put in place pending the investigation process such as removal of the Respondent or seeking alternate methods of providing necessary course studies.

• Once an investigation is initiated, the following will occur:

1. The Complainant and the Respondent will be advised that they may ask another person to be present throughout the investigation.
2. Interviewing the Complainant to ensure a complete understanding of the allegation and gathering additional information that may not have been included in the written complaint.
3. Informing and interviewing the Respondent of the complaint, providing details of the allegations and giving the Respondent an opportunity to respond to those allegations and to provide any witnesses the Respondent feels are essential to the investigation.
4. Interviewing any person involved or who has, or may have, knowledge of the incident and any identified witnesses.
5. Providing reasonable updates to the Complainant and the Respondent about the status of the investigation.

Following the investigation, the Student Services Manager will:

1. Review all evidence collected during the investigation.
2. Determine whether sexual misconduct occurred; and if so
3. Determine what disciplinary action, if any, should be taken.

• If it is determined by DEA Canadian College that the Respondent did engage in sexual misconduct, immediate disciplinary or corrective action will be taken. This may include:

Disciplinary action up to and including termination of employment of instructors or staff; or

Expulsion of a student; and /or

The placement of certain restrictions on the Respondent’s ability to access certain premises or facilities; and/or

Any other actions that may be appropriate in the circumstances.

Should the Complainant or the Respondent disagree with the decision resulting from the investigation, they may appeal the decision in writing within five days addressed to the Director.

Contact Information

Student Services Manager: admin@deacollege.ca

Director, DEA Canadian College Programs: director@deacollege.ca

Reprisal

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. 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. 

Confidentiality and Information Sharing

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.

Review

In consultation with students and other members of the DEA Canadian College community including faculty, staff and administration, the Sexual Misconduct Policy shall be reviewed at least once every three years and amended where appropriate.

DEA Canadian College is certified with the Private Training Institutions Branch (PTIB) of the British Columbia Ministry of Advanced Education and Skills Training.

Before you enrol at a certified private training institution, you should be aware of your rights and responsibilities.

You have the right to be treated fairly and respectfully by the institution.

You have the right to a student enrolment contract that includes the following information:

• amount of tuition and any additional fee for your program
• refund policy
• if your program includes a work experience, the requirements to participate in the work experience and the geographic area where it will be provided
• whether the program was approved by PTIB or does not require approval.

Make sure you read the contract before signing.  The institution must provide you with a signed copy. 

You have the right to access the institution’s dispute resolution process and to be protected against retaliation for making a complaint.

You have the right to make a claim to PTIB for a tuition refund if:

• your institution ceased to hold a certificate before you completed an approved program
• you were misled about a significant aspect of your approved program.

You must file the claim within one year of completing, being dismissed or withdrawing from your program.

For more information about PTIB and how to be an informed student, go to: http://www.privatetraininginstitutions.gov.bc.ca/students/be-an-informed-student.

for Approved Programs

DEA Canadian College shall refund tuition and other fees paid under an enrolment contract according to the refund circumstances and regulations local to each DEA Canadian College campus, as detailed below. Each campus refund policies and procedures are set by their relevant provincial governing body.

In the case of a student wishing to transfer to another institution

Students who have landed in Canada and have received a Canadian study permit based on a valid offer letter from DEA Canadian College, and wish to study at a different institution, must comply with the following in order to be considered for a refund:

Under IRCC guidelines, students will only be issued a study permit if they can show a letter of acceptance from a Designated Learning Institution (DLI). Therefore, students seeking to study elsewhere, must show proof of admission to another Canadian post-secondary institution that has been granted a Designated Learning Institution number (DLI#) for the term to which they were originally admitted to DEA Canadian College.

In the case of an Admissions rejection by DEA Canadian College

Where a student did not meet the institutional and/or program specific minimum requirements for admission through no misrepresentation or fault of their own, the institution must refund all tuition and fees paid under the contract, less the non-refundable fees, if applicable.

In the case of a refusal of a visa or study permit

A full refund, minus the non-refundable fees, will be issued should a student’s visa or study permit be denied.

In the case of student dismissal

Refunds apply if the student is dismissed from the program, in line with provincial regulatory requirements.

Procedure

• To receive a refund of any portion of tuition fees, a student must give DEA Canadian College written notice that they intend to withdraw from the program in which they have enrolled.
• Campuses may determine specific procedures for such notification.
• All refunds will be in Canadian Dollars.

Refunds before the program start date:

• If written notice of withdrawal is received no later than seven (7) days after student signed the enrolment contract and before the program start date, the institution will refund 100% of the tuition and all related fees, other than application fee.
• If written notice of withdrawal is received by the institution at least thirty (30) days before the later of:
  1. the program start date in the most recent Letter of Acceptance (international students)
  2. the program start date in the enrolment contract,

the institution may retain or recover up to 10% of the total tuition paid or payable under the student enrolment contract, up to a maximum of $1,000.

• If written notice of withdrawal is received by the institution more than seven (7) days after the student and institution signed the enrolment contract and less than thirty (30) days before the later of:
• the program start date in the most recent Letter of Acceptance (international students)
  1. the program start date in the most recent Letter of Acceptance (international students)
  2. the program start date in the enrolment contract,

the institution may retain or recover up to 20% of the tuition paid or payable under the enrolment contract, up to a maximum of $1,300.

Refunds after the program start date:

• If written notice of withdrawal is received by the institution or a student is dismissed after the start date of the program but on or before the date on which 10% of the hours of instruction of the program have been provided, the institution may retain or recover up to 30% of the tuition paid or payable under the student enrolment contract.
• If written notice of withdrawal is received by the institution or a student is dismissed after the date on which more than 10% but less than 30% of the hours of instruction have been provided, the institution may retain or recover up to 50% of the tuition paid or payable under the student enrolment contract.
• If an institution receives a refusal of study permit before the date on which 30% of the hours of instruction of the program would have been provided to the student, had the student started the program on the later of the following:
  1. the program start date in the most recent Letter of Acceptance
  2. the program start date in the enrolment contract and

the student has not requested additional Letter(s) of Acceptance, the institution will refund 100% tuition and all applicable fees, other than application fee.

• If a student does not attend the first 30% of the program, the institution may retain up to 50% of the tuition paid under the student enrolment contract.
• If a student withdraws, is dismissed, or does not attend any of the first 30% of the hours of instruction of the program, DEA Canadian College will refund fees charged for any yet to be received course materials that have been prepaid.
• If a student withdraws or is dismissed after 30% of the period of instruction hours specified in the contract have been provided, no refund will be issued.

Refunds owed to students must be paid within thirty (30) days after receiving a notice of withdrawal, providing a notice of dismissal, receiving a copy of refusal of a study permit or within thirty (30) days after the date on which the first 30% of the hours of instruction are provided, if the student does not attend any of the first 30% of the hours of instruction.

1. Students who enroll in a program that includes a work experience component are required to engage in job duties that are relevant to the learning objectives of the program.

   Definitions

   Co-op Work Placement: Co-op work placement is an integral component of all Co-op programs. For DEA Canadian College Vancouver programs, placements are paid. For DEA Canadian College Toronto programs, placements may be paid or unpaid.  
   Students wishing to work outside of British Columbia, Ontario or Quebec for their work term, must make a formal request in writing to the Co-op Department. This request should include details about the Employer (Company Name, Contact Person, Phone/Email information, Address) and a job description of the position.

   Practicum Work Placement: These are unpaid positions. Currently, this applies only to the Advanced Diploma in Business Administration (with Practicum) program offered in Vancouver and the Attestation of College Studies, International Business Management in Montréal. 

   Geographic Area Where the Work Experience Component Will Be Provided

   Students wishing to work outside of British Columbia, Ontario or Quebec for their Practicum work term, must make a formal request in writing to the Academic Department. This request should include details about the Employer (Company Name, Contact Person, Phone/Email information, Address) and a job description of the position.

   Number of Hours for Work Experience

   Co-op Work Placement: The length of placement shall not be more than 50% of the total length of the program that the student is enrolled in.

   Practicum Work Placement: The length of placement is dependent on program of study and shall not exceed 20% of the total length of the program that the student is enrolled in. The length of the work experience component varies according to the program of study. The following tables highlight the required hours for the various programs at the Vancouver, Toronto, and Montreal campuses.

    

    

   WORK EXPERIENCE PROCEDURES:

   Requirements & Process Before Start of Work Experience:

   1. The student must hold a valid Study Permit and Co-op Work Permit that adequately covers the entire duration of the study and work portions of the program.
   2. Students must have successfully completed all required academic courses and be in good academic standing before being considered for work experience. Exceptions to this may be considered under extenuating circumstances at the discretion of the Assistant/Director, DEA Canadian College Programs.
   3. Co-op Orientation: The Co-op Department will conduct an Orientation session for co-op students within the first week from the start date of their program of study. At this Orientation, students will be briefed on the objectives of the work experience, expectations for performance, reporting procedures and administrative forms to be completed such as the Letter of Agreement, Monitoring Reports/Monthly Attendance Reports, and Final Evaluation. This Orientation will assist students in preparing well for the work experience at a later stage.
   4. Work Placement Skills 1 and 2: Students must successfully complete both courses before beginning their work experience component.
   5. One-on–One Meetings with a Co-op Advisor/Coordinator: Each student will be assigned to a Co-op Advisor/Coordinator who will guide the student from the start to the end of the work experience term. Students will be invited to meet their respective Advisors/Coordinators to discuss their interest and suitability for potential work experience options. Students will also receive additional coaching and support from the Advisors/Coordinators on how to conduct job search, prepare resumes & cover letters and practice job interviews.

   Actions to Take to Commence Co-op/ Practicum:

   1. About a month before the co-op/practicum start date, the Co-op Advisor/Coordinator emails student to discuss placement. Prior to this meeting, the student must provide the Co-op Advisor/Coordinator with an updated resume.
   2. The Co-op Advisor/Coordinator will liaise with relevant host organizations (employers in various industries) to seek a placement. Once a suitable host has been identified, an interview with the employer and the student will be arranged. A “suitable host” is an employer that is qualified in a career occupation that is relevant to the program of instruction in which the student is enrolled.
   3. The Co-op/practicum host (employer) reserves the right to accept or decline a student for placement with the company. Students are strongly advised to prepare for this interview and can practice with their assigned Advisor/Coordinator. Acceptance for co-op/practicum at the company is solely dependent on the student’s performance at the interview and their personal suitability for the position as determined by the employer.
   4. If the student is accepted for placement, the student must discuss the work schedule directly with the employer and confirm the co-op/practicum start date.
   5. At this point, the Letter of Agreement form will be jointly completed and signed by the student and the employer. The completed Letter of Agreement form must be returned to the Co-op Advisor/Coordinator to be counter-signed at the earliest opportunity upon starting the placement. A copy of the Letter Agreement form will be emailed to the student and host employer and filed in the student’s folder.
   6. If the student fails at the co-op/practicum interview, subsequent interviews will be arranged until a student is successfully placed, providing they are able to complete the work experience before the end of the program. The same procedure as above will be followed.

   Process of Evaluation During Work Experience:

   1. MONITORING OF STUDENT PROGRESS AND PERFORMANCE/REPORTS:
      1. Monthly Monitoring Report/Monthly Attendance Report: During the work experience, the student must submit this report on-line once every four (4) weeks. Issues or concerns raised by the student will be immediately attended to by the Advisor/Coordinator. 
      2. Site visits: The Co-op Advisor/Coordinator may conduct a site visit to meet with employers and student to check on progress as required.

   End of Work Experience:

   1. End of Work Experience Final Evaluation by Employer: The host employer will report on the experience near the end of the work experience term. The employer will provide a final evaluation on the overall performance of the student. The Co-op Advisor/Coordinator will meet with the student to discuss these reports if there are any issues.
   2. Successful graduation of Co-op Programs of study: If there are no concerns or issues arising out of these reports, the Co-op Advisor/Coordinator will update the student records accordingly and inform the Student Services of the student’s co-op/practicum work experience completion.