Policies and Procedures

Dismissal Policy

  1. Weston may dismiss a student from a program on any of the following grounds:
    • Academic Dishonesty including but not limited to:
      • Cheating
      • Plagiarism
      • Alteration of Records
      • Unapproved Collaboration
      • Bribery
      • Lying / Misrepresentation
      • Use of Aids, including technology, has not been expressly permitted.
    • Failure to provide documentation to support immigration status
    • Failure to make payment of academic tuition and related program fees per the student's enrollment contract;
    • Failure to comply with the College’s policies including Attendance Policy;
    • Failure to comply with the College’s Student Code of Contact, including but not limited to:
      • Harassment
      • Discrimination
      • Sexual Assault
      • Possession, or distribution of alcohol or controlled/restricted substances
      • Misuse, destroying, or defacing College property
      • Theft or Solicitation
  2. The above list is not meant to be exhaustive and the College reserves the right to review each situation on a case-by-case basis and respond accordingly.

  3. The process by which a student may be dismissed from a program is as follows:
    • Where the Campus Director will arrange a meeting with the student to discuss the concern within five school days of receiving the complaint.
    • Before Dismissal, Weston College may take intermediate steps at its discretion including:
      • Verbal Warning
      • Written Warning
      • Suspension
      • Probation
    • If the Campus Director determines there is a risk to the health, safety, and/or integrity of the learning environment, appropriate action will be taken, including immediate dismissal.
    • The student will receive notification in writing of the determination.
    • Student Services must immediately create a Notice of Assessment to confirm whether a refund is due to the student, or if there are any outstanding fees. It is the responsibility of Student Services to inform the student if he or she is eligible for a refund or has outstanding dues.
    • If the student wishes to appeal the dismissal, the student may do so by following the Dispute Resolution Policy.

Document download: Dismissal Policy

Dispute Resolution Policy

This policy governs complaints from students respecting Weston College and any aspect of its operations. 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.

Procedure:

  1. The student must provide the written complaint to Student Services who is responsible for making determinations in respect of complaints. If Student Services is absent or is named in a complaint, the student must provide the complaint to the Campus Manager.
  2. The process by which the student complaint will be handled is as follows:
    • Students are encouraged to resolve their disputes informally before pursuing formal dispute resolution. If the student is unsatisfied with the outcome at this level, he or she may request their dispute be forwarded to the Campus Manager.
    • Student complaints must be made in writing. The written dispute must describe a detailed account of the specific incident in question and name all individuals involved in the dispute.
    • The Campus Manager will arrange a meeting with the student.
    • The Campus Manager will either provide a written decision to the student or inform in writing that an investigation into the matter is ongoing and will complete the investigation.
    • If needed, a second meeting with the Campus Manager may be requested by the student or the Campus Manager.
    • If the student is not satisfied with the determination of the Campus Manager and wants to appeal the decision, the student must advise the Campus Manager in writing of being informed of the determination.
    • The Campus Manager will provide a written summary of events to the President who will review all documents and contact the student and the Campus Manager within to set a meeting should it be deemed necessary. If the dispute is an academic issue, the Senior Education Administrator will be included in the resolution process.
    • Written reasons for the determination and the reconsideration (if any) will be provided to the student within 30 days after the date on which the student made the complaint.
  3. 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). Complaints must be filed with PTIB within one year of the date a student completes, is dismissed from, or withdraws from the program.
  4. The student making the complaint may be represented by an agent or a lawyer.

Document download:Dispute Resolution Policy

Student Enrolment Contract - Approved Program


Document download: Student Enrolment Contract - Approved Program

Student Enrolment Contract - Non Approval Program


Document download: Student Enrolment Contract - Non Approval Program

Grade Appeal Policy

The process by which a student may appeal a grade received in a course at Weston College is as follows:

  1. If a student is unsatisfied with a grade he or she received, the student is required to discuss the issue with their Instructor within five (5) school days of receiving the grade in question.
  2. If the student is not satisfied with the decision made by their instructor, he or she must submit their Grade Appeal request in writing using the grade appeal form and submit it to the Senior Educational Administrator along with any supporting documents within ten (10) school days of receiving the decision from their Instructor.
  3. If appealing a final grade, a student may focus on one or more individual assessments that she or he fees were not properly assessed.
  4. The Senior Educational Administrator will obtain a copy of the assessment in question from the Instructor and will have another Instructor re-assess the assignment/test.
  5. If the student receives a higher grade on the re-assessment, the higher grade will be assigned to the student. If the student receives a lower grade on the re-assessment, the original grade will stand.
  6. The re-assessed grade will be considered final and cannot be appealed.
  7. The final decision of the grade appeal will be provided in writing within thirty (30) school days.

Document download: Grade Appeal Policy

Sexual Misconduct Policy

Sexual misconduct includes 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
  • The threat to commit an act of sexual misconduct

Weston College does not condone or tolerate any form of Sexual Misconduct and is committed to creating a safe learning and work environment. Weston College encourages individuals to bring forward all Sexual Misconduct complaints or concerns, these individuals will be treated with compassion, dignity, and respect. Weston College will respond to all complaints in alignment with the policies and procedures outlined in this document. There is no time limitation for a Student or Employee to submit a complaint under this policy.

The Purpose of this policy is to outline the procedures Weston takes to Addressess Sexual Misconduct through:

  1. Creating learning and working environment in which Sexual Misconduct is not tolerated;
  2. Promoting a culture of Consent to prevent Sexual Misconduct;
  3. Establishing a fair, supportive, and effective response to Complaints and Disclosures of Sexual Misconduct;
  4. Assisting those who have experienced Sexual Misconduct by providing information and support, including the provision of and/or referral to counselling and medical care, and appropriate academic and/or other accommodations;
  5. Defining the roles of individuals for implementing and carrying out the programs and practices contemplated in this policy; and
  6. Using clear, appropriate and fair processes for handling Complaints and Disclosures of Sexual Misconduct.
  7. Ensuring confidentially is kept when handling Sexual Misconduct investigations

Weston College recognizes that confidentiality is important when creating an environment where those who have experienced Sexual Misconduct can feel safe to disclose and seek support. Weston College will ensure privacy and confidentiality of all members involved in any report of Sexual Misconduct will be kept, and will not disclose any information related to Complaints or Disclosures except where necessary, including the protection of health and safety, or when it is required or authorized by law.

Anyone who has experienced Sexual Misconduct has the right to pursue criminal or civil legal avenues whether they choose to file a Complaint with Weston college or not.

This policy applies to all Weston College Staff and Students.

Procedure

Disclosure:

An Individual who experiences or witnesses Sexual Misconduct may choose to make a disclosure. For these situations, support is available whether the individual chooses to make a Complaint or not. An individual who makes a disclosure may choose to submit a formal complaint at a later date. A disclosure without a Complaint will not initiate a process to investigate the Sexual Misconduct incident or engage any resolution process.

Students and Employees who make a Disclosure will be provided support and accommodates where appropriate.

Formal Complaint:

A Formal Complaint may be made to Weston College as follows:

  • Student complaints should be made to student services or the campus director
  • Staff and Faculty complaints should be made to the campus director or president
  • Volunteer, Contractor, or Visitor complaints should be made to the campus director
  • Weston College will investigate all complaints and where appropriate, facilitate the resolution process. A Complaint under this policy must be Sexual Misconduct and in connection with a Weston College-related Activity, or on Campus.

Before starting an investigation or resolution, as a result of a Disclosure Weston College can impose interim measures which may include but are not limited to:

  1. Alteration of the academic schedule of any student involved in the Sexual Misconduct
  2. No-Contact Order
  3. Temporary, non-disciplinary, leave of absence of a person reported to have committed Sexual Misconduct; and
  4. Any other interim measures determined necessary by Weston College

Weston College may put interim measures in place to Addressess a report of Sexual Misconduct while matters are under investigation or review by police or RCMP.

Criminal Reporting:

An individual may make a report through the Canadian criminal justice system by contacting the Surrey Police or RCMP. An individual who makes a report to the police department is not required to involve Weston College, but if they do, Weston College will cooperate with all criminal investigations.

Retaliation

It is against student and staff conduct for anyone to retaliate or threaten any person in connection with:

  1. Making a report of Sexual Misconduct
  2. Filing a Complaint or making a Disclosure
  3. Participating in an investigation or resolution

Anyone engaged in any form of retaliation may be subject to discipline including but not limited to dismissal.


Document download: Sexual Misconduct Policy

Statement of Student Rights

WESTON 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.


Document download: Statement of Student Rights

Tuition Refund Policy

The Weston College Refund Policy is in compliance with the PTA Regulations to establish the college standards on student refunds.

Circumstances when Refund Payable
Amount of Refund
Before program start date, institution receives a notice of withdrawal (applies to all students)
  • No later than seven days after student signed the enrolment contract, and
  • Before the program start date.
100% tuition and all related fees, other than application fee. Related fees include: administrative fees, application fees, assessment fees, and fees charged for textbooks or other course materials.
  • At least 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.
Institution may retain up to 10% of tuition, to a maximum of $1,000. Institution must refund fees paid for course materials if not provided to the student.
  • More than seven days after the student and institution signed the enrolment contract, and
  • Less than 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.
Institution may retain up to 20% of tuition, to a maximum of $1,300. Institution must refund fees paid for course materials if not provided to the student.
After program start date, institution provides a notice of dismissal or receives a notice of withdrawal (applies to all students, except those enrolled in a program delivered solely by distance education)
  • After the program start date, and up to and including 10% of instruction hours have been provided.
Institution may retain up to 30% of tuition. Institution must refund fees paid for course materials if not provided to the student.
  • After the program start date, and after more than 10%, but before 30% of instruction hours, have been provided.
Institution may retain up to 50% of tuition. Institution must refund fees paid for course materials if not provided to the student.
Student does not attend program – “no-show” (applies to all students except those enrolled in a program delivered solely by distance education):
  • Student does not attend the first 30% of the program.
Institution may retain up to 50% of the tuition. Institution must refund fees paid for course materials if not provided to the student.
Institution receives a refusal of study permit (applies to international students requiring a study permit):
  • Before 30% of instruction hours would have been provided, 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
  • Student has not requested additional Letter(s) of Acceptance.
100% tuition and all related fees, other than application fee.
After the program start date, student withdraws or is dismissed (applies to students enrolled in a program delivered solely by distance education):
  • Student completed up to 30% of the program.
Institution may retain up to 30% of the tuition. Institution must refund fees paid for course materials if not provided to the student.
  • Student completed more than 30% but less than 50% of the program (based on evaluation provided to student).
Institution may retain up to 50% of the tuition. Institution must refund fees paid for course materials if not provided to the student.

Institution must pay the tuition or fee refund within 30 days after receiving notice of withdrawal or refusal of study permit; providing a notice of dismissal, or the date on which the first 30% of the hours of instruction are provided (no-show).

Document download: Tuition Refund Policy

For more information, please refer to The Private Training Institutions Branch (PTIB) of the Ministry of Advanced Education and Skills Training.