P.77. Financial Hold on the Student Academic Record: ACA 44.0-2
P.79. Alumni of Lakeland College Policy: ER 19.0
P.81. Sexual & Gender Based Violence Response: H&S 10.0
P.90. FOIP Privacy Policy: INF 01.0
P.100. FOIP Access to Information: INF 01.0-1
P.104. Generative AI Policy: INF 14.0
Academic Freedom Policy
Policy Owner: Vice-President, Academic & Research
ACA 07.0
Policy Lead: Registrar and Dean, Academic and Student Services
Responsible Office: Registrar and Dean, Student & Academic Services
Approver: Academic Council
Initially Approved: September 23, 2014
Review Scheduled: June 2025
A. Policy Statement
Last Revised: June 5, 2022
Last Edited: March 22, 2023
The mission of Lakeland College is to inspire lifelong learning and leadership through experience, excellence and innovation. We value integrity, holding ourselves and each other to a high moral and ethical standard. Novel ideas, processes and theories are all valued, but we must demonstrate care and concern in working to understand and honour the perspective of others.
Within the context of Academic Integrity and Academic Responsibility, the opportunity and protection for reflective thought, open dialogue and responsible challenge to prevailing opinion offered by Academic Freedom is essential to the pursuit of knowledge, for teaching, scholarship and research.
Therefore, Lakeland College recognizes the need to ensure that its students, faculty and research staff members are guaranteed a right to Academic Freedom.
B. Purpose
The purpose of this policy is to inform the Lakeland College community about the protections and responsibilities of surrounding the exercise of Academic Freedom.
C. Scope
This policy applies to all staff, faculty, and students
D. Definitions
Academic Freedom - the freedom to conduct research, to publish the results of research, to produce and perform creative works, to responsibility challenge prevailing opinion and to participate in academic research bodies without interference, censure or retribution from the college or its management.
Academic Integrity - a commitment, even in the face of adversity, to honesty, trust, fairness, respect and responsibility. (The Fundamental Values of Academic Integrity, The Centre for Academic Integrity, Duke University, 1999)
Academic Responsibility - relates to the adherence to respect for evidence, impartial reasoning and honesty in evaluation and reporting.
Teaching - the freedom to teach and freely communicate knowledge and results of research and scholarship
E. Guidelines
1. The existence of Academic Freedom creates and maintains protected arenas for critical thought and open discussion vital to the social health of the nation and beyond.
2. Academic Freedom does not imply rights greater than those granted by law to all Canadian residents.
3. As no freedom is absolute and no right is unlimited, those who claim the right to Academic Freedom also accept the concomitant responsibilities of being open-minded, respectful, ethical and honest.
4. “Freedom” implies that students and instructors will not be subjected to institutional censorship or discipline so long as the concomitant responsibilities in #3 have been upheld.
5. Faculty members and research staff are “free:”
a. To teach and discuss their classes in any aspect of a topic pertinent to the understanding of the subject matter of the course which they are teaching.
b. To carry on scholarship/research and publish the results to the adequate performance of their other academic duties.
c. To act or speak in their capacity as a citizen.
6. Students are “free:”
a. To respectfully raise for discussion in class any aspect of a topic which they feel is pertinent to the understanding of the subject matter being addressed in that class.
b. To assemble on campus for the purpose of civilized discussion any topic or issue.
c. To act or speak in their capacity as a citizen.
7. In the event of allegations that this policy has been violated, the principles of natural justice will be followed. (See the Academic Freedom procedure).
8. This statement of Academic Freedom must be clearly stated, widely available, and actively followed in written policies and practices.
F. Exceptions N/A
G. Related Policies and Procedures
Lakeland College Freedom of Expression Statement (October 19, 2019)
Copyright and Fair Dealings – ACA 09.0
H. Relevant Legislation
Canadian Charter of Rights and Freedoms, Government of Canada, Laws website
Canadian Bill of Rights, Government of Canada, Laws website
Alberta Human Rights Act, Alberta Human Rights Commission website OR Alberta Queen’s Printer website
I. Related Forms/Documents N/A
J. Revision History
Date (yyyy/mm/dd)
2014-09-23
2021-06-05
2023-03-22
Description of Change
New, implemented as a procedure
Major Revisions - Updated to include a policy statement and reformat to policy template and add a procedure for complaints regarding restriction or denial of Academic Freedom.
Non-substantive - New numbering (formerly ARI 11.3) / Format
Sections
Approver (Position Title)
Academic Council
Risk & Compliance Manager
ACADEMIC INTEGRITY POLICY
ACA 15.0
Policy Owner: Vice-President, Academic & Research Policy Lead: Dean, Academic and Student Services
Responsible Office: Academic Services
Approver: Academic Council
Initially Approved: July 1, 2012
Review Scheduled: October, 2027
A. Policy Statement
Last Revised: October 2, 2024
Last Updated: October 2, 2024
Lakeland College students and staff share the responsibility for the academic integrity of the institution. Academic integrity is based upon honesty, respect and responsibility. Suspected cases of academic dishonesty will be investigated and dealt with fairly.
B. Definitions n/a
C. Guidelines
Academic Integrity
1. In order to maintain academic integrity, students are responsible to familiarize themselves with what constitutes academic dishonesty. Examples include, but are not necessarily limited to:
1.1 Cheating, or any form of fraud, deceit, theft or omission. This may include actions such as the possession or use of crib notes and/or electronic devices, copying from another paper either before or during any academic exercise, theft of examinations, or aiding or abetting other individuals in fraudulent activities.
1.2 Plagiarism: The use and submission of another’s work without appropriately identifying and crediting the individual. “Work” includes direct quotations longer than two words; facts that are not common knowledge or are arguable; judgments, opinions, or ideas of others, even if paraphrased or summarized; statistics, charts, tables, and graphs from other sources; or information or help provided by friends, instructors, or others.
1.3 Plagiarism can be judged to have occurred if 1) the instructor has both the material presented by the student and the original source from which this material was taken; 2) the student is incapable of explaining the terminology or ideas in the submitted material, and such terminology or ideas do not originate in the works contained in the accompanying bibliography or works cited page; or
1.4 the student cannot produce the notes or texts used to prepare his/her material for oral
presentations.
1.5 Improper collaboration: inappropriate sharing of work on an assignment; group work situations where the degree of collaboration has exceeded the degree set by the instructor.
1.6 Fabrication or falsification or results for use in an academic exercise.
1.7 Misuse of Artificial Intelligence Tools: The unacknowledged use of artificial intelligence (AI) tools to generate or significantly contribute to assignments, project, or any other academic work.
Students must: (1) Clearly indicate when they have used AI tools and provide proper citations and references as required by the course or instructor; (2) Ensure that the use of AI tools does not violate the specific guidelines or rules set by the instructor for the assignment; (3) Be able to demonstrate understanding and be capable of explaining any work generated with the assistance of AI tools; (4) Avoid using AI tools to generate content that is submitted as original work, without proper attribution.
Penalties
2. In consultation with the department chair, the instructor may impose the following penalties for acts of academic dishonesty:
3.1 Student is required to re-submit an assignment.
3.2 Student is assigned a mark reduction on the submitted work.
3.3 Student is assigned a mark of zero on the submitted work.
3. The department chair may also recommend one or more of the following sanctions be carried out by the Registrar.
4.1 Place the student on academic probation.
4.2 A grade of “RW” in the course.
4.3 Loss or repayment of scholarships and/or other awards.
4.4 Suspension or expulsion from college.
4.5 An order to rescind the student’s credential.
D. Exceptions n/a
E. Related Policies/Procedures
Student Code of Conduct
F. Relevant Legislation
Post-Secondary Learning Act
G. Related Forms/Documents
Academic Calendar
H. Revision History
Date (yyyy/mm/dd)
Description of Change
2012-07-01 New, implemented as a procedure
2013-10-01
2018-10-04
2023-06-23 Non-Substantive – Retitled (STU 5.12) / new template (changed from a procedure to policy)
2024-10-02 s. 1.7 (AI tools) added
Approver (Position Title)
Academic Council
Academic Council
Academic Council
Risk and Compliance Manager
Academic Council
LAKELAND COLLEGE STUDENT CODE OF CONDUCT ACA 16.0
Policy Owner: Vice-President, Academic & Research
Responsible Office: Academic Services
Approver: Academic Council
Initially Approved: July 1, 2012
Review Scheduled: October 6, 2020
A. Policy Statement
Policy Lead: Dean, Academic and Student Services
Last Revised: October 6, 2015
Last Updated: June 6, 2023
Lakeland College endeavors to provide a learning environment that adheres to the principles of civility, respect and safety.
B. Definitions N/A
C. Guidelines
The Student Code of Conduct outlines the behavioural expectations for Lakeland College students as members of the college community. Students who do not adhere to the conduct expected will be subject to the Student Discipline Policy.
1. Students will obey college employees in the performance of their duties.
2. Students will obey health and safety regulations and will not intentionally create safety hazards.
3. Students will use fire or safety equipment appropriately, including signs and notices.
4. Students will not threaten to subject, or subject, any student, staff member or college visitor to physical or mental harassment, indignity, injury or violence.
5. Students will not direct abusive language, indecent or libelous statements, unfounded allegations or statements harmful to personal dignity towards students, staff members or college visitors.
6. Students will not violate the Lakeland College harassment policy.
7. Students will behave responsibly on college premises, in a college vehicle or at a college or students’ association-sanctioned function.
8. Students will not use, distribute or be in possession of alcohol, illegal drugs and/or drug paraphernalia while:
a. on college premises other than as allowed in Procedure (Sale & Consumption of Alcohol on College Premises ER 11.0)
b. in a college vehicle
c. at a non-licensed (dry) college or students’ association sanctioned function
d. on field trips, other than at a licensed establishment with approval from the instructor.
9. Students will not threaten to, damage, destroy, or move without permission, any College controlled property, property belonging to the students’ association, or property belonging to a student, staff member or visitor to the college.
10. Students will only enter or use college property when authorized to do so.
11. Students will not possess firearms or restricted weapons on College property.
12. Students will not engage in unlawful behavior.
13. Students will adhere to the College’s “Client Code of Ethics” regarding the use of computer facilities.
14. Students will adhere to the College’s “Residence Code of Conduct.”
D. Exceptions N/A
E. Related Policies/Procedures
Residence Code of Conduct (ACA 30.0)
Sale & Consumption of Alcohol on College Premises (ER 11.0)
Sexual and Gender-based Violence Policy (H&S 10.0)
Student Discipline Policy (ACA 39.0)
Workplace Violence Prevention Policy (H&S 12.0)
Workplace Harassment Prevention Policy (H&S 13.0)
F. Relevant Legislation
Post-Secondary Learning Act
G. Related Forms/Documents N/A
H. Revision History
Date (yyyy/mm/dd)
Description
2012-07-01 New, implemented as a procedure
2015-10-06
2023-06-23 Non-Substantive – Retitled (formerly STU 5.11) / new template (changed from a procedure to policy)
Risk and Compliance Manager
ADMISSIONS POLICY
ACA 17.0
Policy Owner: Vice-President, Academic & Research Policy Lead: Dean, Academic and Student Services
Responsible Office: Academic and Student Services
Approver: Academic Council
Initially Approved: Pre 1995
Review Scheduled: Nov 3, 2026
A. Policy Statement
Last Revised: Nov 3, 2021
Last Updated: June 23, 2023
To provide guidelines by which the Office of the Registrar will admit students to Lakeland College programs.
B. Definitions n/a
C. Guidelines
1. General Admission
a. Admission to Lakeland College programs is open to any person who meets the specific program admission requirements. Applicants who do not meet the entrance requirements will be considered under special admission.
b. Applicants are accepted into programs on a First Qualified First Admitted basis unless otherwise specified.
c. Where program maximums have been met, applicants will be offered admission to alternative programs or waitlisted.
d. Applicants who have previously attended Lakeland College must be eligible to re-apply to be considered for admission.
2. Language of Instruction
All applicants to any program or course need an adequate level of English Language Proficiency (ELP) before admission, regardless of their citizenship status or country of origin. Lakeland College reserves the right to use discretion in determining adequate levels of language proficiency to ensure success in academic programs. In some cases, additional English language testing may be required to confirm English proficiency.
Proficiency in English may be fulfilled in one of the following ways:
a. Successful completion of one year of full-time education in English:
i. in Canada including the grade 12 year. This can be a combination of secondary and postsecondary education.
ii. in another country where English is recognized as an official language of instruction. Lakeland College will maintain a website list of countries that satisfy ELP.
b. Completion of one of the following:
i. A grade of 60% in English Language Arts 30-1 (final blended grade including the diploma or provincial exam mark) or Canadian equivalent.
ii. A grade of 65% in English Language Arts 30-2 (final blended grade including the diploma or provincial exam mark) or Canadian equivalent.
iii. a grade of B or better in an O-level, GCSE, or IGCSE English Language or Literature course.
iv. a grade of B+ or better in 6 credit transferable university-level English Language and Literature course completed at an English language institution in a country where English is recognized as the language of instruction.
c. An acceptable score within the past two years on one of the following tests. Tests must have been taken within two years of the start date of the program:
i. TOEFL (Test of English as a Foreign Language) – a minimum score of 78 on the TOEFL internet-based test with a minimum score of 19 points in each of the four tested areas.
ii. IELTS (International English Language Testing System) - a minimum score of 6.0 overall, with at least 6.0 on each band score on the Academic test.
iii. CAEL (Canadian Assessment of English Language)- a minimum score of 60 overall, with at least 55 on each band score.
iv. PTE-A (Pearson Test of English – Academic) – a minimum score of 53 overall with no communicative skill score lower than 50.
v. MET (Michigan English Test) – minimum score of 58 on all bands.
vi. Duolingo – a minimum score of 100 overall, with no sub-score below 95.
3. Changes to Admission Requirements
a. Changes to admission requirements which have the effect of raising the standards must be made at least one year in advance of implementation.
b. Changes will be submitted by the academic department to Academic Council prior to the publication deadline for the full-time academic calendar.
c. The calendar for each year will reflect changes which will be made in the next admission year giving students a year's advanced notice of changes.
4. Categories of Admission
a. Regular Admission
Applicants presenting the general admission requirements of the college and the specific program admission requirements will be considered Regular Applicants.
b. Special Admission
The following considerations will be given to applicants who do not meet one or more of the admission requirements:
i. The high school diploma requirement will be waived for applicants meeting all other requirements.
ii. Applicants not presenting the specified high school requirements may be recommended to complete Lakeland College’s standardized testing; the results must meet the appropriate program admission requirements. All other applicants will be considered on a case by case basis and counseled on the best course of action for their situation.
c. Apprenticeship Admission
Any applicant accepted by Apprentice and Industry Training will be admitted into the Apprenticeship Programs at Lakeland College.
d. International Student Admission
Students with foreign credentials must provide acceptable academic transcripts as determined by Admissions. Applicants whose native tongue is not English will be required to demonstrate language proficiency (see Language of Instruction section).
e. Contractual Student
When Lakeland College contracts with external entities to offer training, the participants must meet the entrance requirements as defined in the contract.
f. Visiting Students
Bonafide students from other colleges or universities may be permitted to take one or more courses for transfer credit to their own institution with prior approval
D. Exceptions n/a
E. Related Policies/Procedures n/a
F. Relevant Legislation Post-Secondary Learning Act
G. Related Forms/Documents Academic Calendar Application Form
H. Revision History Date (yyyy/mm/dd)
Pre 1995 New, implemented as a procedure 1995-04-11
2017-03-14
2018-01-17
2019-03-06
2020-01-16
2021-11-03
2023-06-23 Non-Substantive – Retitled (formerly STU 5.62) / new template (changed from a procedure to policy)
Academic Council
Risk and Compliance Manager
STUDENT RIGHTS AND RESPONSIBILTIES POLICY
ACA 20.0
Procedure Owner: Vice-President, Academic & Research Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic and Student Services
Approver: Academic Council
Initially Approved: July 1, 2012
Review Scheduled: October 1, 2018
A. Policy Statement
Last Revised: October 1, 2013
Last Updated: June 23, 2023
These student rights and responsibilities have been established to help promote an environment of civility and safety. Students who register at Lakeland College agree to abide by the rules and regulations of the institution and are expected to conduct themselves in a forthright and honest manner.
B. Definitions n/a
C. Guidelines RIGHTS:
1. Students have a right not to be subjected to harassment, sexual harassment, bullying, discrimination, indignity, injury or violence.
2. Students have a right to access statements of policies, procedures and guidelines of the College and student organizations.
3. Students have specific information access and privacy protection rights as granted in accordance with Alberta’s Freedom of Information and Protection of Privacy Act and College procedures.
4. Students may, individually or collectively, make their point of view known to any consulting or decision making body of the College by following College procedures. It is expected that the expression of these views will not be at the expense of the rights of others.
5. Students have the right to maintain a student press independent of College structure and policies.
6. Students will have access to their program content and requirements including special regulations and graduation requirements on or before registration day. Students will also have access to official course outlines containing evaluation methods, attendance requirements, and a schedule of major assignments and exams on the first day of class.
7. Students will be apprised of the designated communication method concerning class venue changes, cancellations or rescheduling at the onset of each class.
8. Students have the right to expect appropriate instruction or facilitation of learning in all courses with reasonable access to facilities, faculty members and/or student support for assistance with courses.
9. Students have the right to have assignments, essays, exams (excluding final exams) returned at timely and appropriate intervals. The instructor will consult students if a delay is to be expected.
10. Students have the right to request an opportunity to discuss individual course performance with the appropriate instructor a minimum of one week prior to the last day to withdraw without academic penalty.
11. Students have the right to request information on how course/program deficiencies can be cleared.
12. Students have the right to appeal a decision or ruling that affects them unless a college policy has declared that the matter is not able to be appealed.
RESPONSIBILITIES
1. Students have a responsibility to adhere to the guidelines of the Student Code of Conduct and reflect a positive image on Lakeland College in official, co-curricular and extracurricular events.
2. Students have a responsibility to observe and abide by the regulations set out in the Lakeland College Student Policies and Procedures Handbook.
3. Students have a responsibility to attempt to resolve problems by communicating with the appropriate College personnel.
4. Students have a responsibility to ensure the effective management of the Students’ Association, including Student Council and to ensure effective representation on college committees and councils as required.
5. Students have a responsibility to ensure that the student press acts in a responsible manner.
6. Students have a responsibility to familiarize themselves with course and program requirements.
7. Students have a responsibility to maintain academic integrity and to familiarize themselves with what constitutes academic dishonesty.
8. Students have a responsibility to maintain a satisfactory academic standing in keeping with the requirements of the college and their specific program or courses.
9. Students have a responsibility to be punctual and attend classes, labs and practicums. Students must familiarize themselves with specific attendance requirements for their particular program and/or courses or the requirements of their sponsors.
D. Exceptions n/a
E. Related Policies/Procedures
Student Code of Conduct
Student Attendance in Class
F. Relevant Legislation
Post-secondary Learning Act
G. Related Forms/Documents n/a
H. Revision History
Date (yyyy/mm/dd)
Description of Change
2012-07-01 New, implemented as a procedure
Academic Council 2013-10-01
2023-06-23 Non-Substantive – Retitled (STU 5.73) / new template (changed from a procedure to policy)
Academic Council
Risk and Compliance Manager
STUDENT ATTENDANCE IN CLASSES POLICY
Policy Owner: Vice-President, Academic & Research
Responsible Office: Academic
Approver: Academic Council
Initially Approved: March 27, 1996
Review Scheduled: October 11, 2023
A. Policy Statement
ACA 24.0
Policy Lead: Dean, Academic and Student Services
Last Revised: October 11, 2018
Last Edited June 23, 2023
Lakeland College students are responsible for their own education and regular attendance is essential for success in any course. Absence for any reason does not relieve the student of the responsibility of completing course work and assignments to the satisfaction of the instructor.
PREAMBLE
Students are responsible for meeting the particular attendance requirements established by their department and instructor(s). A department may initiate an attendance policy with appropriate consequences for not meeting requirements. Poor attendance may result in academic consequences such as a mark of zero in an affected activity, academic probation, suspension and termination of a student from a course(s).
B. Definitions n/a
C. Guidelines
1. For courses with attendance requirements, those requirements must be included in the course outline and approved by the department chair.
2. The instructor is responsible for implementing the attendance requirement for each class.
3. Students are responsible for notifying their instructor(s) of any impending absences from a particular class and for completing all required project or course work and assignments to the satisfaction of the instructor(s).
4. An instructor may request the student to supply a medical certificate from a doctor to substantiate a missed class(es).
5. Deferral from final examinations may be granted, at the Department Chair’s discretion, and students may be requested to provide a doctor’s certificate.
6. Where excessive absenteeism is of concern and is in violation of the department’s attendance policy, the department chair may recommend that one or more of the following sanctions be carried out by the Registrar:
a. A grade of “RW” in the course(s)
b. Academic Probation
c. Suspension from the College
D. Exceptions n/a
E. Related Policies/Procedures
Managing Illness at Lakeland College Policy (H&S 09.0)
Managing Student Illness (H&S 09.0-1)
Student Code of Conduct (ACA 16.0)
F. Relevant Legislation
Post-secondary Learning Act
G. Related Forms/Documents n/a
H. Revision History
Date (yyyy/mm/dd)
Description of Change Approver (Position Title)
1996-03-27 New, implemented as a procedure
1999-09-14
2007-06-11
2013-10-01
2018-10-11
2023-06-23 Non-Substantive – Retitled (STU 5.83) / template updated from procedure to policy
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
Risk and Compliance Manager
WITHDRAWAL AND FEE REFUND
Related Policy: To be Developed
Procedure Owner: Vice-President, Academic & Research
ACA 25.0-1 (STU 5.86)
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic and Student Services
Approver: Academic Council
Initially Approved: October 12, 1991 Last Revised: February 28, 2016
Review Scheduled: February 28, 2021 Last Edited: June 23, 2023
A. Overview
To provide guidelines for student withdrawal from individual courses and/or college and the refund of tuition and mandatory fees except fees collected for the Lakeland College Student health and dental plans or residence fees. Please see www.mystudentplan.ca/lakeland for information about the Health and Dental plan and www.lakelandcollege.ca for residence rate and refunds.
B. Definitions N/A
C. Procedure
1. Registered students are responsible for completing the appropriate paperwork for withdrawal and refund. Missed deadlines due to personal circumstances will be considered on an individual basis.
2. The decision to waive a financial or academic penalty will be made by the Registrar.
3. Students who are suspended from College forfeit any right to a refund.
4. Any outstanding balances, fines and costs of unreturned college property will be deducted from refunds.
5. Refunds will be returned to government student loans where the student is a loan holder.
6. The sponsoring agency will determine the refund payee in the case of a sponsored student.
7. Credit card payments will be refunded to that credit card. Flywire payments will be refunded via Flywire. All other will be paid by cheque.
SCHEDULE A – NO-SHOWS & WITHDRAWAL FROM COLLEGE (most full year programs)
a. Where students do not enroll on Registration Day (no shows), a full refund of tuition and mandatory fees less the tuition deposit will occur.
b. Unless otherwise stated, the Refund Period occurs within the first 20% of the scheduled delivery. The Withdrawal Period extends to the 60% point of scheduled delivery. These deadline dates are published in the Academic Schedule and/or the individual program schedules.
c. Students who show but subsequently withdraw must submit a completed Withdrawal from College form.
d. During the Refund Period (up to 20%) the student’s enrolments will be removed from all current or future term courses. 100% refund of tuition and mandatory fees paid less the tuition deposit.
e. After the Refund Period but during the Withdrawal Period (21% to 60%) “W” grades will be assigned to all current term course registrations where no final mark is available. No refund.
f. After the Withdrawal Period has ended, “WF” grades will be assigned where no final mark is available. No refund.
g. International students (Student Visa) who withdraw either before or after registration day but during the refund period must complete the “Refund Request Form for International Students” in order for their refund to be processed. A full refund of tuition and mandatory fees less the tuition deposit will be refunded to the student in accordance to the schedule described above.
SCHEDULE B – WITHDRAWAL FROM A COURSE (most semester based enrolments)
a. Unless otherwise stated, the Refund Period and Withdrawal Periods follow the same times as stated in Schedule A (above).
b. Students must submit a completed “Course Selection Change” form to the Office of the Registrar.
c. During the Refund Period the student’s enrolment will be removed from the class list. 100% of applicable fees will be refunded to the student’s account.
d. After the Refund Period but during the Withdrawal Period a “W” grade will be assigned to the student’s enrolment in the class. No refund.
e. After the Withdrawal period has passed a grade of “WF” will be assigned if no final grade is available.
SCHEDULE C – WITHDRAWAL FROM PROGRAMS 16 WEEKS OR LESS
a. Unless otherwise stated, the Refund Period occurs within the first week of the scheduled delivery. The Withdrawal Period extends to the 60% point of scheduled delivery. These deadline dates are published for the individual program schedules.
b. Where students do not enroll on Registration Day (no show), a full refund of tuition and mandatory fees less the tuition deposit will occur automatically.
c. Students must submit a completed Withdrawal from College form.
d. During the Refund Period (the first week) the student’s enrolments will be removed. 50% refund of tuition and mandatory fees paid less the tuition deposit.
e. After the Refund Period but during the Withdrawal Period “W” grades will be assigned to all course registrations where no final mark is available. No refund.
f. After the Withdrawal Period has ended, “WF” grades will be assigned where no final mark is available. No refund.
SCHEDULE D – CONTINUING EDUCATION
The refund schedule for courses delivered through the continuing education and extension department of each school may vary. Unless otherwise stated, the general refund schedule is as follows:
a. Courses with 1-3 meeting times: 100% refund when withdrawing 2 full working days prior to course start date. No refund thereafter.
b. Courses with more than 3 meeting times: 100% refund when withdrawing 2 full working days prior to course start date. 50% refund when withdrawing after first class and prior to second class. No refund thereafter.
SCHEDULE E - ETC COURSE FEES
a. Full refund when notifying Office of the Registrar in writing prior to the first day of the course. No refund is available after the course has commenced.
b. No refunds for correspondence or on-line courses once materials have been sent and/or the registration has been activated.
SCHEDULE F - APPRENTICESHIP PROGRAMS
a. All fees are due at the time of registration.
b. All withdrawals must be reported by the apprentice to the Apprenticeship Registration Coordinator
c. Students withdrawing up to 5 working days prior to the first day of class will be eligible for a full refund less an administrative fee of $100. No refund thereafter.
Procedure Owner: Vice-President, Academic & Research
Responsible Office: Academic
Approver: Academic Council
Initially Approved: July 1, 2012
Review Scheduled: October 1, 2018
A. Overview
ACA 26.0-1 (STU 5.13)
Procedure Lead: Dean, Academic and Student Services
Last Revised: October 1, 2013
Last Edited: June 23, 2023
To provide guidance to students wishing to take courses in addition to their regular course load. Students should consider the potential impact of course overload; while the additional course may not fulfill program requirements, the final grade received will factor into the student’s term GPA. A lower grade point average may impact eligibility for awards or scholarships or academic standing.
B. Definitions n/a
C. Procedure
1. Students wishing to take classes in addition to the prescribed schedule for their program (or more than five classes in University Transfer or Academic Upgrading) must seek the permission of their department chair.
2. Upon receiving the request from the student, the department chair will consider the following:
a. The student’s academic standing and progress to date. Students must have achieved a term grade point average of 2.00 (at minimum) and successfully completed the full course load in the previous term to be considered for course overload. Normally, course overloads will not be permitted in the case of a first year student in the first semester of their program.
b. The addition of the extra class must not create a timetable conflict with required courses. Students typically have the best chance of success when they have the opportunity to attend classes regularly.
c. The additional class should earn credit towards the student’s program. The student’s first priority is to successfully complete credits towards their current program.
3. Students will be required to pay the tuition and any associated mandatory fees for the additional class.
4. The addition and approval of the addition of a course overload will be communicated to the Office of the Registrar by completing a “Course Add/Drop” form.
Procedure Owner: Vice-President, Academic & Research
ACA 26.0-2 (STU 5.65)
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic & Student Services
Approver: Academic Council
Initially Approved: Prior to 2001
Review Scheduled: October 10, 2023
A. Overview
Last Revised: October 10, 2018
Last Edited: June 23, 2023
To provide guidelines to instructors and chairs who wish to make special formal arrangements for the delivery of a course not normally scheduled during a specified period. Typically, these special, formal arrangements will occur when it is deemed that these arrangements will not affect normally scheduled courses and that the student cannot be reasonably accommodated through other means (reference ACA 30.0-4 Supplemental Evaluation).
B. Definitions N/A
C. Procedure
1. A special offering of a course is a part of the approved curriculum. The student must be registered in the special offering. The credit value of the course will count towards the student’s credit load and the calculation of their grade point average.
2. If the student has previously attempted the course, the special offering will show as a repeat of the course on the student’s transcript (reference Special Course Offering Registration (ACA 26.0-2)).
3. While a special offering of a course would not make the same timetabled hourly demand on instructor and/or physical facilities, it will be recognized on the instructor’s workload.
4. A student enrolling in special course offerings will be assessed a tuition fee. The chair may recommend to the Registrar that these fees be waived.
Procedure Owner: Vice-President, Academic & Research
ACA 26.0-4 (STU 5.89)
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic and Student Services
Approver: Academic Council
Initially Approved: October 2001
Last Revised: October 10, 2013
Review Scheduled: October 10, 2018 Last Edited: June 23, 2023
A. Overview
To provide guidelines to students wishing to repeat a course for credit.
B. Definitions N/A
C. Procedure
1. Students may attempt a particular course three times. However, students successfully completing a course are limited to one further attempt.
2. Students may attempt a practicum twice. However, students successfully completing a practicum may not attempt it again.
3. When a student has repeated a course, the higher mark shall count in the student’s cumulative GPA. While the lower mark will not count in the ending cumulative GPA, the record of this registration and mark will remain on the student’s transcript.
4. Exceptions N/A
5. Related Forms/Documents
Special Offerings of Courses (ACA 26.0-2)
6. Revision History Date (yyyy/mm/dd)
REPEAT OF A COURSE
October 10, 2013 (Last edited: June 23, 2023) Page 1 of 2
2013-10-01 Academic Council 2023-06-23 Non-Substantive – Retitled (STU 5.89) / template updated Risk and Compliance Manager
REPEAT OF A COURSE October 10, 2013 (Last edited: June 23, 2023)
OPEN STUDIES ACA 27.0
Policy Owner: Vice-President, Academic & Research
Responsible Office: Office of the Registrar
Approver: Academic Council
Initially Approved: November 2, 2023
Review Scheduled: November 2, 2028
A. Policy Statement
Policy Lead: Dean, Student and Academic & Registrar
Last Revised: November 2, 2023
Last Edited: February 13, 2024
Open Studies supports Lakeland College’s commitment in offering flexibility and variation to our students. It supports students who are not yet ready to go through the admission process and provides the opportunity to sample post-secondary level courses or enroll for professional development, upgrading or general interest.
Although Open Studies is not a program, it is a positive learning experience for students to engage with course material and explore future educational and/or career pathways.
B. Purpose
To provide a detailed procedure and pathway for Open Studies students
C. Definitions
Open Studies: Credit courses available to learners with no or minimal academic admission requirements. Learners may be required to meet Lakeland Colleges English Language Proficiency (ELP) requirement.
D. Guidelines
1. Academic programs will identify which credit courses are available for Open Studies and will communicate these to the Office of the Registrar. Open Studies students are not eligible to take a practicum.
2. The number of seats made available to Open Studies students will be determined at the program administrative level.
3. The Office of the Registrar is responsible for maintaining the list of courses offered through Open Studies, and for communicating this information to learners.
4. All courses are subject to availability and may not be offered each term.
5. Open Studies is open to both domestic and international learners. International learners are responsible to ensure that their enrolment in Open Studies meets the requirements of their permission to study in Canada.
6. Students will be directed to enroll in Open Studies through a self-enrollment platform.
7. Learners may be required to meet courses prerequisites and/or corequisites.
8. Tuition and mandatory fees for courses offered through Open Studies will be the same as for the courses taken through the academic program. International tuition and mandatory fees are applicable to international students. Students will pay at time of registration.
9. Maximum of 15 credits per term and 30 credits per program can be taken in Open Studies before learner must apply to the program.
10. Open Studies students looking to transfer to one of the College’s programs will be required to follow normal application procedure and meet the programs admission requirements.
11. All Lakeland College policies, procedures and supports apply to Open Studies students.
12. Scholarships, bursaries, awards, and student loans will depend on the criteria outlined by the specific source of assistance.
13. Open Studies does not have a ministry approved post-secondary credential.
14. Administrative Process:
14.1 Chairs will submit the academic courses to be made available for Open Studies students to the Office of the Registrar by May 1 for the upcoming academic year.
14.2 The Office of the Registrar will update available courses on the Open Studies program page and will begin accepting applications for Open Studies on:
• Fall term: August 1
• Winter term: December 1
• Spring term: March 1
E. Exceptions N/A
F. Related Policies/Procedures
H. Related Forms/Documents N/A
I. Revision History
Date (yyyy/mm/dd)
Description of Change
Approver (Position Title)
2023-11-02 New Academic Council
2024-02-13 Removed s. 14.3 (procedural error corrected) Dean, Student & Academic Services and Registrar
ACADEMIC ACCOMMODATION FOR STUDENTS WITH DISABILITIES POLICY
Policy Owner: Vice-President, Academic & Research
Policy Lead: Dean, Academic and Student Services
Responsible Office: Teaching & Learning Commons
Approver: Academic Council
Initially Approved: August, 2003
Review Scheduled: October 1, 2018
A. Purpose
Last Revised: October 1, 2013
Last Edited: June 23, 2023
The purpose of this policy is to clarify the rights and responsibilities of Lakeland College, its staff and students with respect to academic accommodations for students with disabilities
B. Definitions
Student: A student is a person who has formally applied to the College, or who is currently enrolled in full-time or part-time credit courses offered by the College.
Disability: The College recognizes the World Health Organization's 1985 definition of disability which states that a disability is caused by a mental, physical or sensory impairment, or combination that may result in a permanent or temporary loss of ability to function in major areas of life activities, such as self-care, receptive or expressive language, learning, mobility and selfdirection. Therefore, individuals with disabilities include, but are not necessarily limited to, those with physical disability, vision or hearing loss, learning disability, psychological disorder, chronic illness or temporary disability.
Academic Accommodation: An academic accommodation is a change in the allocation of College resources, or in teaching or evaluation procedures, which is designed to meet the particular needs of a student with a disability. Accommodation is intended to support the academic capabilities of the student and remove any barriers to the student's success. Academic accommodations may include, but are not limited to, preferential seating location, permission to audiotape lectures, copies of instructor's overheads and notes, use of assistive technology in the classroom or lab, and access to tutoring.
C. Procedure
1. Introduction
a. Lakeland College recognizes its duty to provide academic accommodation to students with disabilities. Within limits of its resources, and having due regard to the rights and entitlements of other students and college staff who may be affected, the College will where reasonable, remove barriers and provide opportunities to students with disabilities, enabling them to access College services, programs, facilities, and to be welcomed as participating members of the College community. The College's goal is to ensure fair and consistent treatment of all students, including students with a disability, in accordance with their distinct needs, and without compromising academic standards and principles.
b. The College will provide accommodation to students with documented disabilities in accordance with the Alberta Human Rights Citizenship & Multiculturalism Act, the Saskatchewan Human Rights Code and the Canadian Charter of Rights and Freedoms, to the extent that the accommodation does not cause undue hardship to the College or lower the performance standards of any academic program.
2. Duty to Accommodate
a. The duty to provide academic accommodation is ultimately an institutional obligation. Accordingly, any department may be called upon to facilitate reasonable accommodations and has a duty to cooperate in the provision of a supportive physical, academic, and social environment.
3. Accommodation Limitations
Accommodations are subject to three limitations:
a. The first limit is that of academic integrity. All accommodations must be compatible with academic standards, individual course objectives, and the health and safety standards of Lakeland College.
b. The second limit is that of reasonableness. The accommodations must be sensible and workable. For example, it would be reasonable for a student to receive preferential seating to reduce distraction; receiving private lectures is not reasonable.
c. The third limit is that of undue hardship. Undue hardship generally means excessive cost or excessive disruption of or excessive interference with the normal operations of the College.
4. Responsibilities of the College Lakeland College will:
a. Ensure that individuals with disabilities are equally considered for admission to programs for which they meet admission requirements.
b. Provide admission accommodation according to the same requirements of ongoing academic accommodations, as outlined in items 14, 15, and 21, upon request.
c. Make its courses and programs accessible to students with disabilities in accordance with human rights legislation.
d. Review documentation to ensure that recommendations and decisions regarding accommodation are based on appropriate professional or medical information, and assist students in finding satisfactory and workable accommodations.
e. Provide reasonable accommodations to students with disabilities.
f. Ensure that faculty and staff are familiar with policies and procedures regarding persons with disabilities; and,
g. Respect all information gathered under this policy as confidential and protected according to FOIPP policy and principles.
5. Responsibilities of Students with Disabilities
Every student with a disability at Lakeland College who seeks academic accommodation has a responsibility to:
a. Provide relevant and current (within the past three years) documentation outlining the nature of the disability, the impact of the disability on academic and classroom performance, and suggested or recommended accommodations.
b. Submit all documentation for accommodations to the SNC in a timely manner (a minimum of four months in advance), to allow for the arrangement of accommodations. For example, submit in April for August accommodations.
c. Submit separate accommodation requests for each semester or module of instructions.
d. Contact the SNC when accommodation requests need to be adjusted to better meet needs or in the case of a change of needs.
e. Discuss accommodation requests with academic department chair, usually in an initial meeting arranged by the SNC; this meeting is important to explore how accommodation requests may be met within the context of academic requirements. It is recommended that this meeting be held a minimum of four months prior to the commencement of classes.
f. Discuss accommodation requests with each instructor at the beginning of each term, and monitor the effectiveness of accommodations throughout the term. The SNC will contact instructors if requested to do so by the student; and,
g. Follow specific procedures and instructions related to each accommodation. Exam accommodations may be different for each exam, depending upon content, instructor style, and changes made to facilitate success. Accommodations involving contracts for services may have separate procedure and requirements.
6. Process for
Reaching Accommodations
a. When academic accommodations are requested, the SNC will review the student's needs and requests with the department chair, program head or appropriate faculty.
b. The department chair and/or program head will discuss the accommodations requested with all faculty members who will teach the student. The SNC would be available as a resource upon request.
c. Instructors are invited to discuss concerns regarding accommodations and can suggest alternate accommodations. Instructors must inform the department chair, the program head or the SNC if granting the accommodations would compromise the course objectives, lower the standards of the course, or pose a health or safety risk.
d. The SNC will arrange and chair a meeting with the student, the department chair and/or program head, and The Learning Centre Coordinator. The department chair may invite appropriate faculty members to attend also. It is recommended that this meeting be held at least three months prior to the beginning of classes.
e. At this meeting the nature of the disability, affected functions and requested accommodations will be presented and reviewed. The goal of the meeting is to reach a consensus on accommodations for the disability, while honoring the academic standards of the field of study. There may be a further meeting if more information is needed by any party to come to an agreement.
f. In the event of a disagreement over accommodations to be granted, the Vice President Academic may be called in to mediate an agreement.
7. Accommodation Request Form
a. The SNC will record the specifics of the agreed-upon accommodations and present copies to the student and the academic department(s) and/or other service providers for signature. A signed copy will be kept on file for five years.
b. Modifications to the accommodations may be requested by the student, the academic department, or other service providers. Agreed-upon modifications shall be noted on the accommodation request form.
8. Cost of Services
a. When disabled students require special equipment or services in order for them to participate in the learning process, the primary responsibility for the provision of such equipment or services shall rest with the student. These may include, but are not limited to, interpreters, FM systems, specialized computer and computer components.
b. The SNC will establish a fee structure for specific services that either have to be contracted or demand extensive time from College staff. This will assist students in completing student loan or grant application forms.
9. Convocation Accommodations
a. The College will provide special assistance to accommodate students with disabilities at Convocation. This may include special seating, mobility assistance, etc. Requests for accommodation at convocation must be made in writing to the Registrar's Office at least three months prior to the ceremony.
10. Appeals
a. If the student does not agree with the accommodations offered, he or she may use the informal process outlined above in item 24 or may access a formal appeal through the Academic Appeal Process. When arriving at appeal decision, individuals and committees will take into account disability related factors. A student with a disability who is making an appeal may request advocacy from the SNC or another Student Services professional.
D. Exceptions
In exceptional circumstances, a student may be provided accommodation on a limited basis without documentation.
E. Related Policies/Procedures
Student Appeal Procedure (ACA 41.0-1)
F. Relevant Legislation Alberta Human Rights Act
G. Related Forms/Documents N/A
H. Revision History
Date (yyyy/mm/dd)
Description of Change
2003-08 New, implemented as a procedure
2007-06-11
2013-10-01
Approver (Position Title)
2023-06-23 Non-Substantive – Retitled (STU 5.93) / template updated (changed from procedure to policy) Risk and Compliance Manager
RESIDENCE CODE OF CONDUCT
Policy Owner: Vice-President, Academic & Research
Responsible Office: Residence Services
Approver: Academic Council
Initially Approved: Fall, 2003
Review Scheduled: October 9, 2019
ACA 30.0 (STU 5.95)
Policy Lead: Dean, Academic and Student Services
Last Revised: October 9, 2014
Last Edited: August 26, 2022
See also: Appendix A – Residence Code of Conduct Chart
A. Policy Statement
To provide all students in residence an equitable and fair process of resolving incidents of misbehavior. The residence discipline procedure covers behavior that occurs within residence or the areas adjacent to the residence complex including the residence parking lots.
*Residence is a community of students who have a common purpose in educational advancement and personal development. Residents and residence staff work together to build a strong community characterized by civility, diversity and provides protection of personal safety and property.
*Living in residence is much more than just occupying a room. It is living in a community that includes individuals with different national, racial, ethnic, religious, and political beliefs and individuals with different sexual orientations and gender identities. Within residence, we believe in mutual respect. By working and living together, we learn from one another and strive toward an atmosphere of positive contact. Every community member has the right live in an environment free from harassment and unfair treatment. Bigotry has no place within our community and no one has the right to degrade another human being. We are committed to maintaining and promoting a healthy and diverse community. All residents are accountable for their own behavior and the behavior of their guests.
B. Definitions n/a
C. Guidelines
1. COMMUNITY STANDARDS:
Community standards have been established in order to create a safe, comfortable living and studying environment. Community standards are in place to ensure your physical and emotional well-being and to protect personal and college property. The following principles apply to all residents:
• Respect the physical and emotional rights of fellow residents
• Respect the educational mission of the college, helping to maintain an environment conducive to academic achievement
• Exercise care and consideration when using college facilities
• Be concerned with your own personal development and purpose for residing in this community
• Accept responsibility for your behavior and that of your guest (s) at all times. Discipline is viewed by student residence as an acceptance of one’s responsibility within a community with respect for the rights of others, and as an educational means of correcting inappropriate behavior.
Student residence views discipline as an acceptance of one’s responsibility within a community with respect for the rights of others and as an educational means of correcting inappropriate behavior.
2. DISCIPLINE SYSTEM:
Misconduct by residence students or guests in residence will result in discipline against the individuals involved in the incident. If the college deems the violation to be of a more serious nature, the college will evict the individual (s) from residence within 24 hours, and/or take further steps if deemed necessary. The standard of whether a resident is “responsible” or “not responsible” for the violation of the policies rests with the “preponderance of evidence” – that is, would a reasonable person, upon reviewing the information provided, come to the same conclusion as the administrator reviewing the case. The standard in residence discipline cases is unlike criminal cases which are usually “proof beyond a reasonable doubt.” Any behavior (not limited to the following), which adversely affects a student or staff’s rights or adversely affects the college or personal property, is subject to disciplinary procedures.
3. POSSIBLE SANCTIONS:
Fines
Fines may be assessed by the residence office. All fines will be directed toward residence life programming. All fines must be fully paid within 30 days. Non-payment of fines or restitution for damages will result in an eviction.
Residence Probation
Residence probation will last for a 12-month term for semester students and on a case-by-case basis for students staying less than 17 weeks. The terms of probation may involve restriction of student privileges and/or set behavioral expectations, violation of which will result in further sanctions. The student may request review of probation after a minimum of six months, or before they return to residence for another term.
Denial of Residence
Individuals applying to live in residence for a subsequent year can be rejected based on previous behavior that resulted in warnings, fines, or probation, and/or non-payment of fees. Residence staff reserve the right to request additional information and/or refuse to accept applications for residence.
4. Residence Eviction
The Residence Life Facilitator, and the Coordinator, Residence Services are responsible for notices of eviction. Any resident is subject to immediate eviction from residence for behaviors including, but not limited to:
• Verbal or physical abuse to a college employee
• Break and enter
• Hazing
• Possession of firearms, weapons, ammunition, fireworks, or dangerous chemicals on residence premises
• Non-payment of rent
• Physical/sexual assault
• Repeated violations of residence policies
• Tampering with the fire safety equipment, pulling fire alarms, discharging fire extinguishers, disconnecting or impairing heat and smoke alarms (RCMP will automatically be called)
• Use or possession of illegal drugs and/or drug paraphernalia
• Withdrawal or suspension from an academic program
Lakeland College reserves the right to contact authorities including the RCMP if any violation warrants.
5. NOTICE TO VACATE:
Residents have 48 hours’ notice to vacate residence. Under certain circumstances immediate eviction is required. If it is deemed that the presence of the student is a risk to themselves, other students, College employees or property of the college, the student can be asked to leave immediately. A student who has been evicted from residence will not be permitted into residence property as a resident or a guest for a minimum of 12 months and will forfeit their damage deposit.
6. APPEAL PROCEDURE:
The Coordinator, Residence Services will decide if the student is allowed to remain in residence during the appeal procedures. The Coordinator, Residence Services also may decide in instances when a decision is deemed final and not subject to residence appeal.
Level One
a) The student will provide a written and dated residence grievance appeal form (available at the residence office) to the Residence Life Facilitator (decision maker) within two working days of the decision being rendered.
b) The decision maker will meet the student within two working days of receiving the student grievance and appeal form from the student.
c) The decision maker will complete the bottom half of the student grievance
Level Two
a) If the issue is not resolved to the student’s satisfaction, a further appeal to the Coordinator, Residence Services and two designated students must be made within two working days as stated in the form.
b) The student will update the student grievance and appeal form and deliver to the Coordinator, Residence Services outlining the basis for the appeal and the solution sought.
c) The Coordinator, Residence Services and two designated students will meet with the student within two working days following receipt of the form. A student support person and/or decision maker may be asked to join the meeting.
d) The Coordinator, Residence Services will provide a written decision including reason within one working day of meeting the student.
Level Three
a) If the student wishes to proceed, this must be done within three working days, the student may make one final appeal to the Director, Facilities, and Infrastructure (or designate). The decision of the Director will be final.
D. Exceptions n/a
E. Related Policies/Procedures Student Code of Conduct
F. Relevant Legislation n/a
G. Related Forms/Documents Appendix A – Residence Code of Conduct Chart
H. Revision History
Date (yyyy/mm/dd)
Description
2003 New, implemented as a procedure
2007-06-11
2014-10-09
2022-03-11
Non-Substantive - changed college officials to college employees, minor changes, updated the level three appeal, updated position titles, updated Appendix A
2022-08-26 Non-Substantive – Retitled (STU 5.95) / template updated (changed from procedure to policy)
Registrar
Risk and Compliance Manager
Conduct not permitted
Allowing unauthorized person(s) into the residence overnight or longer (breach of guest pass procedure)
Break and entry
Bringing or keeping pets in residence
Causing mischief, disruption, or obstruction of college activities within residence
Cigarette butts on ground around dorm
Consumption, possession, or distribution of alcohol in unauthorized areas including outdoors which is public property
Driving and/or parking on non-road surfaces including sidewalks
Failure to comply with and/or identify oneself or furnishing false information to college officials or law enforcement officers
Failure to maintain clean kitchen/living area
Failure to return inspection report (within one week of check-in)
Failure to report to the Residence office when requested
Failure to check-out
Failure to vacant premises
Garbage/recyclables left on or beside outside steps
Giving unauthorized persons residence keys/making copy of residence keys
Harassment and/or verbal assault (zero tolerance)
LED string lights on ceiling or walls
Lost Keys
Loudspeakers/amps/sound systems
Making own repair to college property
Moving without authorization
Noise/quiet hours/exam quiet hours violations
Non-payment of rent
Open flame (candles, incense)
APPENDIX A
RESIDENCE CODE OF CONDUCT CHART
$100 fine and no guests for remainder of stay eviction
Eviction
Written warning & removal of pet
Verbal warning
Verbal warning and clean- up of area
Verbal warning
Written warning and $100 fine
Verbal warning
Verbal warning
$75 fine plus liability for damages
$100 fine
$75 fine plus cost of key
RCMP will be called and forfeiture of Damage Deposit
Verbal warning
Immediate eviction
Immediate eviction
Cost of removal/repair
$20 replacement fee/key
Verbal warning
Written warning and $250 fine Eviction
Written warning and $100 fine Eviction
Written warning and $100 fine Eviction
Written warning and $150 fine Eviction
$300 fine plus probation Eviction
Written warning plus $100 fine Eviction
Written warning
$100 fine plus cost of cleaning
$200 fine Eviction
Written warning plus $100 fine
$100 fine
*Bottles left outside will be collected for donation
$200 fine
Written warning plus $150 fine Eviction
$100 fine plus cost of repairs Eviction
Written warning plus $100 fine Eviction
Verbal warning
Written warning plus $150 fine Eviction
Written warning Eviction
Verbal warning
2022 (last updated)
$100 fine Eviction
Open outdoor fires
Operating a business from residence
Parking in no-parking, loading and tow zones
Party violation
Performing an act that may be a safety hazard to yourself and others
Possession of firearms/paintball guns/air and air soft rifles/bow and arrows/fireworks/ammunition or dangerous chemicals on residence property
Propping internal or external residence doors/tampering with doors
Physical assault
Removing furniture from common areas to outdoors/bring in unauthorized furniture
Riding horses on residence grounds
Smoking in a non-smoking area, including marijuana
Stickers, graffiti etc. on walls/appliances/furniture or any other surface in residence
Tampering with fire safety equipment
Theft of college or other residents’ property
Use, possession, or distribution of illegal drugs and/or drug paraphernalia
Vandalism
Immediate eviction
Verbal warning
$100 fine plus cost of tow
Verbal warning
Immediate eviction
$100 fine plus cost of mail delivery Eviction
$300 fine plus cost of tow Eviction
$200 fine plus loss of party privileges Eviction
Immediate eviction
Verbal warning
Immediate eviction
$100 fine
Verbal Warning
Verbal warning
Immediate eviction
Immediate eviction
Immediate eviction
Immediate eviction plus cost of damage
Written warning and $150 fine Eviction
$200 fine plus cost of replacing furniture Eviction
Written warning, $150 fine and clean up if necessary Eviction
Written warning $150 fine plus clean up Eviction
H. Revision History
Date (yyyy/mm/dd)
Description of Change Approver (Position Title)
2008-03-01 New, implemented as a procedure Academic Council
2013-10-01 Academic Council
2023-06-23 Non-Substantive – Retitled (STU 5.96) / template updated (changed from procedure to policy) Risk and Compliance Manager
ELECTRONIC DEVICE USE POLICY
Policy Owner: Vice-President, Academic & Research
Responsible Office: Academic Approver: Academic Council
Initially Approved: March 1, 2008
Review Scheduled: October 1, 2018
A. Purpose
Policy Lead: Dean, Academic and Student Services
Last Approved Revision: October 1, 2013
Last Edited: June 23, 2023
To provide guidelines on the use of electronic devices (including cell phones, computers, calculators, iPods, etc.) during class time.
B. Definitions n/a
C. Guidelines
1. The use of electronic devices is prohibited in the classroom and exam rooms unless expressly authorized. Unauthorized use may result in confiscation of the equipment and/or disciplinary action.
2. Students will restrict their computer work to authorized use only in the classroom and exam rooms. Authorized use is dictated by coursework and instructor guidance. Unauthorized use includes checking email messages, playing games, blogging, and opening software that is not required at the time for the class or the exam.
D. Exceptions n/a
E. Related Policies/Procedures Student Code of Conduct
F. Relevant Legislation n/a
G. Related Forms/Documents n/a
October 1, 2013 (last edited: June 23, 2023)
GRADING SYSTEM PROCEDURE
Related Policy:
Procedure Owner: Vice-President, Academic & Research
Responsible Office: Office of the Registrar
Approver: Academic Council
Initially Approved: March 13, 1990
ACA 38.0-2 (STU 5.66)
Procedure Lead: Dean, Academic and Student Services
Last Revised: September 15, 2015
Review Scheduled: September 15, 2020 Last Edited: September 5, 2022
A. Overview
Lakeland College has adopted a system of letter grades with numeric values for reporting final grades. In special circumstances, permission may be given through the course approval process to use a pass/fail grading system.
B. Definitions N/A
C. Procedure
The method that is used to determine final grades is primarily at the discretion of the instructor within the evaluation methods described in the course outline. This method must be communicated by instructors to their students at the beginning of every course. Details must also be documented in the course outline.
1. The letter grade system will be used to report final grades unless special approval has been obtained to use a pass/fail designation.
2. Designation and Description of Grades (Effective September 15, 2015):
SYSTEM September 15, 2015 (last edited: September 5, 2022)
B- 2.70 70-74
C+ 2.30 65-69
C 2.00 60-64
C- 1.70 57-59
D+ 1.30 53-56 D 1.00 50-52 F 0.00 0-49
3. Prior to July 1, 2000, Lakeland College employed two grade systems, the 9 point system for University Transfer programming and the 4 point system for all other college programming. These grade scales are shown in Appendix A of this procedure.
Additional Symbols
AC Advance Credit: Credit awarded for informal learning experiences.
AU Audit: Student attended course on a regular basis. Performance not evaluated. No credit earned. Not calculated in G.P.A.
CC Challenge Credit: Credit earned for successfully challenging an examination. Not calculated in G.P.A.
CF Challenge Fail: Student failed to demonstrate a satisfactory level of achievement. No credit earned. Not calculated in the G.P.A.
IN
Incomplete: Academic performance satisfactory but course requirements not completed. A temporary grade awarded in special circumstances to students who require a specified amount of extra time (maximum of six months) to complete course requirements. No credit earned. Not calculated in G.P.A. Incomplete changed to failing grade (0.0 or 1.0) if course work not completed by prescribed deadline.
IP In Progress: A permanent grade awarded when course instruction continues after the prescribed end date for the term. No credit earned. Not calculated in G.P.A.
MD Mark Delayed: Awarded as an interim grade in situations where marks are late being submitted.
P/F Pass/Fail Awarded as final grades in specially designated courses. These courses are identified in the course description section of the College Calendar. Credit earned for Pass grades. Not calculated in G.P.A.
RW Required to Withdraw. Suspension from a course. No credit earned. Calculated as failing grade in G.P.A.
TC Transfer Credit: Credit awarded for course work at another institution. Not calculated in G.P.A.
W Withdrawal: Student officially withdrew from the course prior to the prescribed deadline. No credit earned. Not calculated in G.P.A.
WF Withdrawal with Fail: Official withdrawal from the course after the prescribed deadline. No credit earned. Calculated as a failing grade in G.P.A.
Procedure Owner: Vice-President, Academic & Research
ACA 38.0-4 (STU 5.90)
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic & Student Services
Approver: Academic Council
Initially Approved: October 1, 2001
Review Scheduled: October 1, 2018
A. Overview
Last Revised: October 1, 2013
Last Edited: June 23, 2023
Supplemental evaluation is to be used to provide qualified students an opportunity to complete program requirements for progress or graduation. This procedure does not replace informal makeup activities provided by instructors and does not cover course extensions, special offerings or course repeats.
B. Definitions N/A
C. Procedure
1. Students seeking a course supplemental evaluation opportunity from an instructor should be in good standing in all other aspects. The student's grade point average must be such that, upon successful completion of the supplemental evaluation, the student's eligibility to continue in the program or to graduate is sufficiently improved.
2. Supplemental evaluation may be considered where the student has failed a course, or needs to improve a passing grade to achieve the minimum grade point average for program continuation or graduation. Normally, requests are considered where there is an indication of a discrepancy between the student's actual knowledge and ability and the final grade awarded.
3. Schools have the authority to set a limit on the number of supplemental evaluations available to individual students. Notice of these limits will be published in the program handbook.
4. Supplemental evaluation may include re-examination, challenge examination, special projects, laboratory work, practical testing, etc.
5. The maximum grade increase allowed through supplemental evaluation will be one full letter grade (ex. F to D, D to C or D+ to C+, etc.). In the event that the results of the supplemental evaluation are less than the original grade, the original grade will stand.
6. Students must initiate their request for supplemental evaluation within 30 days of failing a course. All other requests will be considered on a case by case basis. Requests outside of the timelines for program completion (normally five years) will not be considered.
7. Requests for supplemental evaluations are to be approved by the Instructor and Chair, or in consultation with the Dean.
8. The Supplemental Evaluation form must be completed and the appropriate fee paid before the arrangements are made. Current fee rates will be posted to the college web site.
9. The Instructor and Chair will make arrangements for the preparation and marking of the supplemental evaluation.
10. The percentage allotted to the supplemental evaluation will not be less than the weight that was allotted in the original course evaluation procedure.
11. On completion, the instructor will notify the Registrar in writing of the results and final grade to be posted to the student’s record. An updated transcript will be forwarded to students who do not have access to My Lakeland.
To recognize the high academic achievement of Lakeland College students.
B. Definitions n/a
C. Procedure
1. Recognition at Graduation
1.1 Students graduating with an Applied Degree, Diploma, Associate Diploma, Certificate, Associate Certificate, or Secondary Diploma, with a cumulative grade point average of 3.50 to 3.79 inclusive will graduate "With Honours."
Students graduating with an Applied Degree, Diploma, Associate Diploma, Certificate, Associate Certificate, or Secondary Diploma, with a cumulative grade point average of 3.80 or higher will graduate "With Distinction."
1.2 The designation "With Honours" or "With Distinction" will appear on the credential (i.e. Diploma/Certificate/Degree) and the student's transcript of marks (i.e. Business Administration Diploma with Distinction awarded June, 1991).
1.3 The grades from all required courses for the program will be calculated in the cumulative grade point average, except for PASS/FAIL grades. Where a course has been successfully repeated, only the higher grade will be included in the cumulative GPA calculation.
RECOGNITION OF HONOURS & DISTINCTION
2. Recognition By Term
2.1 Fulltime students who achieve a GPA of 3.50 and above, in a minimum of three graded courses over the course of a term will be recognized in the form of a personal letter from the School's Dean, and have their name published on the "Dean's Honor Roll" which will be displayed by each school. The student’s transcript of marks will have the notation “Dean’s List” added to acknowledge the recognition.
3. Recognition By Year
3.1 Full time students who achieve a cumulative GPA of 3.80 and above over two consecutive terms while enrolled in a minimum of three graded courses in each term, will be recognized in the form of a personal letter from the President, and have their name included on the "President's Honor Roll" which will be published in the media. The student’s transcript of marks will have the notation “President’s Honor Roll” added to acknowledge the recognition.
D. Exceptions n/a
E. Related Forms/Documents n/a
F. Revision History
Date (yyyy/mm/dd)
Description of Change Approver (Position Title)
1991-07-08 New, implemented as STU 5.75
1997-07-08
2000-03
2007-06-11
2001-03-01
2013-10-01
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
2023-06-23 Non-Substantive – renumbered ACA 38.0-6 (STU 5.75) / template updated Risk and Compliance Manager 2024-07-16 Non-Substantive – notation added to s. 2.1, 3.1 VP, Academic & Research
ASSESSMENT AND RECOGNITION OF PRIOR LEARNING ACA
Related Policy: To be Developed
Procedure Owner: Vice-President, Academic & Research
38.0-7 (STU 5.61)
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic & Student Services
Approver: Academic Council
Initially Approved: Prior to 1986
Review Scheduled: March, 2022
A. Overview
Last Revised: March 14, 2017
Last Edited: June 23, 2023
The purpose of this procedure is to provide guidelines for the assessment and recognition of prior learning (knowledge and skills) associated with the educational experience and training directly related to a student’s program of study. Transfer credit, Course Substitution, and Prior Learning Assessment and Recognition (PLAR)/Advanced Credit (AC) are all available to domestic students (Canadian citizens or permanent residents). Transfer credit and Course Substitutions are available to International students for Canadian credit experience prior to their start at Lakeland College.
B. Definitions N/A
C. Procedure
1. Wherever feasible, a student should not be required to repeat previous learning experiences in which competence has been/or can readily be demonstrated through domestic transcripts or experience, nor should more transfer credit be granted than previous learning experiences would warrant for successful completion of the program.
2. Recognition of prior learning should be for learning that has a balance, appropriate to the subject, between theory and practical application.
3. Assessment of prior learning will be made by content specialists with external advice when necessary.
4. Students wishing to earn a credential from Lakeland College will be required to complete some course work through Lakeland College. Residency requirements are set for individual programs.
Lakeland College recognizes prior learning in three ways:
Transfer credit – based on prior formal learning experiences supported by an official transcript from another Canadian institution.
Course Substitution – based on prior formal learning from Lakeland College courses taken from a student’s previous program as substitutes for completion requirements for a different program or major as deemed appropriate.
Prior Learning Assessment and Recognition (PLAR)/Advance Credit (AC) – based on informal learning experiences as demonstrated through the student’s knowledge in the subject matter of a particular course by various means including, but not limited to, portfolio assessment, interviews, oral examination, challenge examination (ACA 38.0-8), and practical and/or laboratory demonstrations. PLAR/AC is not available to international students.
1. Transfer Credit
a. Students seeking transfer credit must be enrolled in a credentialled program of Lakeland College or have applied for admission to Lakeland College.
b. Students must submit official transcripts of previous formal learning to the Office of the Registrar for evaluation and assessment. Photocopies of transcripts will not be accepted.
c. Students should be prepared to submit course outlines and additional documentation upon request.
d. Transfer credit will not normally be awarded for course work completed more than seven (7) years prior to enrolment in the program to which credit will apply.
e. Transfer credit will be awarded for equivalent credit course work if the final course grade is at least equivalent to the graduating Grade Point Average (GPA) grade. Eg. A final course grade of “C” or higher could receive transfer credit if a graduation GPA is 2.00 which is a “C” average. A final course grade of “C-“ would not be eligible for transfer credit in the same program.
f. Where a formalized transfer agreement does not exist, students may be levied a Transfer Credit Assessment fee which may be up to the equivalent to the tuition fee for that course. Where transfer credit is granted, no grade is assigned and the students program GPA will be calculated on the balance of their remaining courses.
g. Decisions made regarding transfer credit cannot be appealed thru the Student Grievance and Appeal process.
2. Course Substitution (Internal Transfer Credit)
a. Students seeking course substitution must be enrolled in a second credentialled program or major of Lakeland College or have applied for admission to a second program or major.
b. Course substitution will not normally be awarded for course work completed at Lakeland College more than seven (7) years prior to enrolment in the new Lakeland College program/major to which credit will apply.
c. The Department Chair responsible for the delivery of the subsequent program/major will consider the student request for course substitution, consult as necessary, render a
decision and forward it in writing to the Registrar’s Office. The Registrar will communicate the decision in writing to the student and copy the Department Chair.
d. Where course substitution is granted, the original grade is assigned and the student’s program/major GPA will be calculated including the grade of the substituted course.
e. Decisions made regarding course substitution cannot be appealed thru the Student Grievance and Appeal process.
3. PLAR/AC
a. The academic department will identify courses for which AC may be awarded.
b. Students must apply to the department chair for AC.
c. The student will pay the appropriate non-refundable fee normally equivalent to the tuition fee for that course. No application for AC will be assessed before the fee has been paid.
d. The academic department will assess the student’s application and arrange for assessment where assessment is deemed appropriate.
e. The academic department will notify the Office of the Registrar of AC awarded or denied.
f. An AC grade is assigned. The grade will not be calculated in the Grade Point Average.
D. Exceptions n/a
E. Forms/Documents
Challenge for Credit Procedure (ACA 38.0-8)
Post-secondary Learning Act
F. Revision History
Date (yyyy/mm/dd)
Prior to 1986 New
Description of Change
2013-10-01 Academic Council
2016-04-07
2017-03-14
2023-06-23 Non-Substantive – Re-numbered (STU 5.61) / template updated (changed from procedure to policy)
Academic Council
Academic Council
Risk and Compliance Manager
CHALLENGE FOR CREDIT
Related Policy: To be Developed
Procedure Owner: Vice-President, Academic & Research
ACA 38.0-8 (STU 5.67)
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic & Student Services
Approver: Academic Council
Initially Approved: Prior to 1986
Review Scheduled: April, 2023
A. Overview
Last Revised: April 10, 2018
Last Edited: June 23, 2023
Challenge for credit is defined as undertaking an assessment in lieu of completing a course through the normal registration and completion process, in order to obtain the credits attached to the subject matter covered in the course. Lakeland College recognizes that many students enter the College with work and other experience that may reflect subject matter of courses offered for credit at the College. This procedure of challenge for credit outlines a method for assessing and recognizing this prior learning (knowledge and skills) acquired by a student that is relevant to the content of a credit course at Lakeland College so as to fulfil graduation requirements.
B. Definitions N/A
C. Procedure
1. Registered students must make arrangements for a challenge for credit assessment before the term drop deadline (20% point of the scheduled dates). The relevant department shall have the responsibility to evaluate each student’s application and determine which courses may be challenged. The Chair and/or Instructor shall determine the time and date that the challenge for credit assessment will be written. The assessment must be written before the term withdrawal deadline (60% point of the scheduled dates).
2. “Supplemental Evaluation / Challenge for Credit Request” forms are available at the Registrar’s office. Course outlines are also available on the college website; however, the College is not obligated to provide any materials beyond this. The challenge for credit assessment fee will be equal to the course tuition.
3. The assessment should cover at least 80% of the course competencies and shall be graded by the department and a letter/grade assigned. A challenge credit will contribute to the student’s credit load in that term and will be calculated in the Grade Point Average (GPA).
4. If the student is successful in the assessment, they will be excused from the remainder of the class. If the student is unsuccessful, they are permitted to continue in the class and must complete all necessary course assignments and evaluations. The challenge assessment mark will not be included in the overall course mark.
5. The Registrar’s Office will record the mark of the student’s challenge for credit in the Student Information System (SIS) and the student can obtain their course mark through the student portal.
6. A student may request a review of the challenge for credit assessment through the normal academic appeal process. Students will not be allowed to rewrite a challenge for credit assessment.
Limitations
1. Students must obtain a minimum passing grade equal to the graduating GPA on the challenge assessment to receive Lakeland College credit.
2. No student may apply for a challenge for credit assessment in a lower-level course if credit has been earned for a higher-level course.
3. In cases where pre-requisites exist, students may challenge only those courses for which they have the pre-requisites.
4. Challenge for credit assessment(s) is not available for the purpose of raising a grade.
D. Exceptions N/A
E. Related Forms/Documents Assessment and Recognition of Prior Learning ( ACA 38.0-7)
Registered students who do not comply with College policies, regulations and procedures may be subject to disciplinary action as stated in the guidelines of this policy.
PREAMBLE:
All students should conduct themselves in accordance with College policies, regulations and procedures. Apprenticeship students are also subject to the rules and regulations as set out by Alberta’s Apprenticeship and Industry Training department. In cases where student misconduct occurs, discipline will be applied in a manner consistent with the Student Discipline Policy. Consistent application of this policy ensures that students are aware of the range of disciplinary actions that may be applied by the College.
B. Definitions N/A
C. Guidelines
1. Any employee has the authority to verbally warn a student.
2. An instructor has the authority to suspend a student on a temporary basis from a class, lab, field trip or other learning activity if the student¹s behaviour warrants such action.
3. An employee who imposes a disciplinary action upon a student should forward a completed Disciplinary Action Report (Appendix #1) to the Registrar.
4. The Registrar, or designate shall, in consultation with the appropriate administrator(s), chair, or dean, have the authority to: a) place a student on disciplinary probation,
b) require the student to withdraw from a course, c) suspend a student from college, or d) expel a student from college.
5. Failure to meet conditions specified in the disciplinary letter shall result in review of the case by the authority that imposed the disciplinary probation or suspension and may result in action up to and including expulsion from the College.
6. College employees will be copied on written communications relative to disciplinary action as appropriate to the specific misconduct.
7. The Registrar will maintain the official file containing all written communications relative to disciplinary action.
8. A student who believes that they have been inappropriately reprimanded, placed on disciplinary probation, suspended or expelled may initiate an appeal in accordance with the Student Appeal Policy.
DISCIPLINARY ACTIONS:
9. One or more of the following disciplinary actions may be imposed at the discretion of the College. No particular order need be followed.
• Disciplinary Probation - The student receives written notification of the misconduct which will include specific written conditions and a time frame for the probation which must be met by the student if they wish to continue in the College. Students who meet the specific conditions within the specified time frame shall have the probation lifted. Failure to meet the conditions shall result in a review of the case and may result in suspension from the College.
• Exclusion - The student is excluded from a specific area of the campus for a specified period of time.
• Expulsion - The student is expelled from the College indefinitely and shall be withdrawn from all learning activities and may be barred from the College grounds and buildings.
• Fines - The student pays a sum to the college.
• Mark Reduction - The student is subject to a mark reduction on an assignment or examination, or final grade.
• Required to Withdraw (RW) Grade - The student is required to withdraw from a course and is assigned an “RW” grade which is calculated as a failing grade in the student’s GPA.
• Restitution - The student pays for damages incurred.
• Suspension - The student is suspended from a class, a program or the College for a specified period of time. Students may also be suspended pending investigation of an alleged misconduct if it is deemed by the suspending authority that the presence of the student constitutes an impediment to the learning process and/or health and safety of members of the College community.
• Verbal Warning - The student receives verbal notification of the misconduct and the implications of further misconduct. The student shall be permitted to continue in learning activities at the College.
• Written Reprimand - The student receives written notification of the misconduct and the implications of further misconduct. The student shall be permitted to continue in learning activities at the College.
D. Exceptions N/A
E. Related Policies/Procedures
Academic Probation (ACA 39.0-1)
Academic Suspension (ACA 39.0-2)
F. Relevant Legislation
Post-Secondary Learning Act
G. Forms/Documents N/A
H. Revision History
Date (yyyy/mm/dd)
Description
1988-09-26 New, created as a procedure Academic Council
1992-12-09 Academic Council
2002-05
2013-10-01
2023-06-23 Non-Substantive – Re-numbered (STU 5.57) / template updated from procedure to policy Risk and Compliance Manager
ACADEMIC PROBATION
Related Policy: Student Discipline Policy
Procedure Owner: Vice-President, Academic & Research
Responsible Office: Academic Services
Approver: Academic Council
Initially Approved: Pre 1986
Review Scheduled: October 2023
A. Overview
Procedure Lead: Dean, Academic and Student Services
Last Revised: October 11, 2018
Last Edited: June 23, 2023
Lakeland College students must satisfy minimum standards of academic performance and adhere to standards for behaviour and attendance. Probation is a method of alerting students that they are not meeting these standards and that improvement is necessary for successful program completion. Students who are placed on academic probation are not considered to be “in good standing.” Good standing is necessary to be eligible for awards or bursaries or to participate in college athletics programs.
B. Definitions N/A
C. Procedure
1. At the end of each module or term (depending on the program delivery format), the grade point average (GPA) is calculated. Students who fail to meet the minimum requirement of a GPA, as set by the Department, will be placed on Academic Probation by the Registrar.
2. At any time during the term, Department Chairs may recommend that students be placed on Academic Probation by the Registrar if one of more of the following are found to be unsatisfactory:
- behaviour (see Student Discipline Policy ACA 39.0)
- attendance (see Student Attendance in Classes Procedure ACA 24.0)
3. At any time during the term, Department Chairs may issue “Academic Warning” to notify students of expectations, program requirements and options for improving academic success when students experience academic difficulties or course failures, which do not bring the term GPA below the Department requirement.
4. Students who have been placed on academic suspension and have sat out the required time period may be re-admitted to the program on Academic Probation. (See Academic Suspension Procedure ACA 39.02).
GUIDELINES:
A. PLACING STUDENTS ON ACADEMIC PROBATION:
1. The Registrar will notify students in writing of their probationary status and the date when this status will be reviewed. Students will be advised of the various services available to them, as well as the risk of suspension from college following failure to improve. Attention will also be drawn to program graduation standards.
2. Letters notifying students of probationary status will be delivered to the academic department for distribution during the academic year. At the end of the academic year, these letters will be mailed to the student’s permanent address by the Registrar’s Office.
3. The length of probation will normally be one regularly scheduled academic term of the program in which the student is enrolled.
4. The performance of students on probation will be monitored by Department Chairs. The student’s commitment to attending counselling sessions and/or remediation work will be considered in the monitoring process.
B. RELEASING STUDENTS FROM ACADEMIC PROBATION:
1. After review of the student’s performance at the end of the probationary period, the Department Chair may recommend that the student be released from probation, continued on probation or suspended from college (See Student Procedure 5.78 Suspension). Depending upon the terms of probation, a student is assumed to be released from probation at the end of the probation period unless otherwise notified.
2. The Department Chair may recommend that the student be released from probation before the end of the stated period
3. A student changing programs while on probation will require the approval of the receiving Department Chair. The receiving Department Chair will assume responsibility for monitoring the progress of the student.
D. Exceptions N/A
E. Related Forms/Documents
Academic Suspension (ACA 39.0-2)
Student Discipline (ACA 39.0)
Student Attendance in Classes Procedure (ACA 24.0)
F. Revision History
Date (yyyy/mm/dd)
Description of Change
Approver (Position Title)
Prior to 1986 New Academic Council 1999-09-14 Academic Council
ACADEMIC PROBATION October 11, 2018 (Last edited: June 23, 2023)
ACADEMIC SUSPENSION
Related Policy: Student Discipline Policy
Procedure Owner: Vice-President, Academic & Research
Responsible Office: Office of the Registrar
Approver: Academic Council
Initially Approved: March 2001
Review Scheduled: October, 2023
A. Overview
ACA 39.0-2
Procedure Lead: Dean, Academic and Student Services
Last Revised: October 11, 2018
Last Edited: June 23, 2023
Lakeland College students must satisfy minimum academic standards and adhere to attendance, behaviour and other college policies. Students who fail to meet these standards and follow these policies will be suspended.
B. Definitions N/A
C. Procedure
1. Students who have been placed on academic probation may be suspended by the Registrar from the College on the recommendation of their Department Chair in the subsequent term if they fail to raise their term grade point average (GPA) to the Department’s minimum requirement.
2. At any time during the term, students may also be suspended from the College by the Registrar upon recommendation of the Department Chair if they are not meeting the attendance requirements, conditions of department warnings, probation or learning contracts.
3. At any time during the term, students may also be suspended from college by the Registrar for disciplinary reasons (as per Policy 39.0 Student Discipline).
4. Students who have been suspended more than once from the same academic program or major will not be allowed to continue in that program without the express permission of the department chair.
5. Students who are been suspended from any combination of programs or majors more than once may be suspended from the college and therefore denied readmission to the college by the Registrar, on the recommendation of the appropriate departmental chair(s).
6. Academic Suspension based upon GPA is deemed final and not subject to student appeal.
PROCEDURES:
1. Unless a final mark has been submitted, students will receive a grade of RW (required to withdraw)
for courses in which they were enrolled at the time of suspension.
2. The Registrar will forward written notification of suspension to students. Letters will indicate the reason for suspension, length of suspension and time period in which to appeal.
3. When possible, the suspension letters will be delivered to the Department Chair to give to the student during the academic year. Otherwise, the suspension letter will be forwarded by mail to the permanent home address of the student by the Registrar’s Office.
4. In the case of a successful appeal of suspension, notification of reinstatement will be forwarded in writing to the student by the Registrar. Re-instated students may be placed on academic probation.
5. The normal suspension period will be the subsequent regularly scheduled academic term of the program from which the student is suspended.
6. After sitting out for the required time period, suspended students who wish to return to the College (regardless of the school or program) must apply for re-admission, indicating their program choice and requested start date. The date of receipt of this request and the availability of resources will be considered in determining the student's eligibility for continued study. In the case of academic suspension, returning students will be placed on probation.
D. Exceptions N/A
E. Related Forms/Documents
F. Revision History
Student Dispute Resolution Policy
Policy Owner: Vice-President, Academic & Research
ACA 41.0 (STU 5.99)
Policy Lead: Registrar and Dean, Student & Academic Services
Responsible Office: Registrar and Dean, Student & Academic Services
Approver: Academic Council
Initially Approved: November 4, 2020 Last Revised: November 4, 2020
Review Scheduled: November, 2025 Last Edited September 9, 2022
A. Policy Statement
This policy protects students’ rights as they pertain to the right to appeal a decision or ruling that affects them, request re-evaluation of a grade, and make complaint in a fair and equitable manner without academic consequence.
B. Purpose
To inform students, faculty and staff at Lakeland College of their rights and responsibilities as they pertain to re-evaluation, appeals, and complaints.
C. Scope
This policy applies to all students and the faculty or staff associated with a respective dispute.
D. Definitions
Appeal: To formally challenge a disciplinary or academic action, or an incident, situation, or condition where a violation of a student’s rights has occurred.
Academic Action: Decisions made in connection with a student’s coursework at Lakeland College, including but not limited to final marks, academic probation, academic suspension, repeat of a course, awarding of a credential, etc.
Disciplinary Action: Action(s) taken by the institution to discipline students who do not comply with College policies, regulations or procedures (see 5.57 Student Discipline).
Decision Maker: An employee of the college whose decision the student wishes to appeal.
Formal Complaint – a complaint made in writing with the expectation of a response in writing communicating a decision regarding the complaint.
Informal Appeal/Complaint – addressed verbally and in-person to the department responsible for the alleged unfair policy or procedure, the individual involved or their supervisor.
Student: An individual enrolled in credit classes leading to a Lakeland College credential for which tuition has been paid to the college.
Supervisor: The term supervisor refers to a department chair, dean, director, or manager, vice-president, who supervises the decision maker.
E. Guidelines
1. Where students feel a formal re-evaluation of an assigned mark is necessary, the student should first discuss the matter with the instructor. If the instructor is not available or if the student is not satisfied with the instructor's review, the student should request a review by the Chair, pursuant to Formal Re-evaluation of an Assigned Mark (ACA 41.0-3).
2. If the student is not satisfied with the decision at any stage of the formal re-evaluation procedure, they may appeal that decision through the college’s Student Appeal Procedure ACA 41.0-1
3. Where a student wishes to appeal a decision made on behalf of the College, students are encouraged to seek resolution for their appeal through informal discussion with the decision maker(s) involved or with the assistance of other College employees. When the informal process is not effective, students may submit an appeal pursuant to the College’s Student Appeal Procedure ACA 41.0-1
4. If a student wishes to make a complaint against any college policy administrative process, or the actions of an individual, the first step in the complaint process is to informally seek resolution by speaking to the department responsible for the alleged unfair policy or procedure, the individual involved or their supervisor. When an informal approach is deemed ineffective or inappropriate, the student may submit formal complaint pursuant to Student Complaint Procedure ACA 41.0-2
F. Exceptions
Any exceptions to this policy will be documented by the Policy Lead and filed with the Risk and Compliance Manager.
G. Related Policies/Procedures
Student Appeal Procedure (ACA 41.0-1)
Student Complaint Procedure (ACA 41.0-2)
Student Rights and Responsibilities Procedure (ACA 20.0)
Formal Re-evaluation of an Assigned Mark Procedure (ACA 41.0-3)
H. Relevant Legislation
None
I. Related Forms/Documents
None
J. Revision History
Date (yyyy/mm/dd)
Description of Change Approver (Position Title)
2020-11-04 New, implemented as STU 5.99 Academic Council
Related Policy: Student Dispute Resolution Policy (ACA 41.0)
Procedure Owner: Vice-President, Academic & Research
Procedure Lead: Dean, Student & Academic Services
Responsible Office: Registrar and Dean, Student & Academic Services
Approver: Academic Council
Initially Approved: August 16, 2017 Last Revised: November 4, 2020
Review Scheduled: November, 2025 Last Edited: June 23, 2023
A. Overview
The Student Appeal procedure provides guidelines for students to appeal a decision made on behalf of Lakeland College.
Students are encouraged to seek resolution through informal discussion with the individual(s) involved or with the assistance of other College employees. When the informal process is not effective, students should follow this procedure.
B. Definitions
Appeal: To formally challenge a disciplinary or academic action, or an incident, situation, or condition where a violation of a student’s rights has occurred.
Academic Action: Decisions made in connection with a student’s coursework at Lakeland College, including but not limited to final marks, academic probation, academic suspension, repeat of a course, awarding of a credential, etc.
Disciplinary Action: Action(s) taken by the institution to discipline students who do not comply with College policies, regulations or procedures (Student Discipline (ACA 39.0)).
Student: An individual enrolled in credit classes leading to a Lakeland College credential for which tuition has been paid to the college
Decision Maker: An employee of the college whose decision the student wishes to appeal.
Supervisor: The term supervisor refers to a department chair, dean, director, or manager, vicepresident, who supervises the decision maker.
November 4, 2020 (Last edited: June 23, 2023)
C. Procedure
1 Students needing assistance with preparing appeals may request help from their Students’ Association, a counselor, or the Registrar
2. The Registrar is also available to offer guidance to all participants in the Student Appeal process, including students, decision makers and their supervisors.
3 A student who is appealing a disciplinary action may not be subject to that action until the appeal process is completed. However, if the Registrar and the Dean/Director or designate of the area involved deem that the student’s presence will compromise the learning environment and/or constitutes a safety concern, the disciplinary action will proceed.
4. Timelines for a formal appeal may be adjusted by the mutual consent of the student and the employee that the complaint/appeal is directed to. The Registrar should be consulted where delays to the process exceed the stated timelines. A balance must be maintained between giving the matter due and fair consideration and rendering a decision on time.
5. Where the appeal involves several students, they may take a group approach.
6. The student may invite a support person to be present at any meeting or hearing in the student appeal process. The college also reserves the right to have a second employee present at a meeting or hearing.
7. Strict propriety and confidentiality shall be observed regarding information received and discussions that take place.
8. When a student does not achieve resolution to their satisfaction, they may continue to the next level of appeal. The procedure provides at least two levels of hearing and appeal, with a final hearing/appeal directed to the vice-president level.
9. GPA standards for Honours & Distinction status, GPA standards for academic probation or academic suspension, admission decisions, and learning assessment and recognition decisions may not be appealed.
10. Students wishing to appeal final marks or marks on individual assignments, labs, exams, etc. should first follow Formal Re-Evaluation of an Assigned Mark (ACA 41.0-3) However, those wishing to appeal a “Required to Withdraw” (RW) grade should follow this procedure Student Appeal (ACA 41.0-1)
Appeal Procedure: Level One
The student will provide a completed “Student Appeal” form to the decision maker within 5 working days of the decision being rendered. The student should state:
• the decision being appealed,
• the reasons for appealing the decision, and
• the resolution sought.
The decision maker will make every effort to meet with the student within one working day of receiving the completed form to discuss the appeal
Following the meeting with the student and within one working day, the decision maker will consider the student’s appeal and add a written response to the bottom of the Student Complaint and Appeal
form, returning a copy to the student. The decision maker will indicate whether the original decision has been upheld, modified (indicating changes) or reversed. In any case, reasons must be stated.
The decision maker will also indicate the name of their supervisor in the event that the student wishes to pursue an appeal at level two.
Note: Where the supervisor of the decision maker is a vice president, the appeal moves from level one to level three.
Appeal Procedure: Level Two
If the issue is not resolved to the student’s satisfaction, a further appeal to the supervisor of the decision maker must be made within two working days as stated in the form.
The student will update the Student Appeal form indicating their intention to proceed to Level Two. The student may wish to provide additional information in support of the appeal and/or modify the resolution they are seeking. The updated form is then delivered to the decision maker’s supervisor.
The supervisor will meet with the student within two working days following receipt of the form.
Upon investigating the matter with the decision maker and in consideration of the student’s appeal, the supervisor will provide a written decision, with reason(s), within one working day of meeting the student. The supervisor will also name the appropriate vice-president in the event the student wishes to proceed to level three.
Appeal Procedure: Level Three (where applicable)
An appeal to the vice president must be made within two working days of receiving the decision above.
The student will update the Student Appeal form indicating their desire to proceed to Level Three. Again, the student may wish to provide additional information to support the appeal or modify the resolution sought. The student will then deliver the updated form to the vice-president.
The vice-president will make every effort to meet with the student within two working days following receipt of the form.
If the vice-president feels the situation warrants further review, she/he may call together an appeal panel consisting of a faculty member, a student member and an administrator unrelated to the case. Up to one week may be required to convene a panel. The student and the decision maker will be asked to meet with this panel separately to explain their positions.
The vice-president will provide a written decision, with reasons, within one working day of meeting the student or within one day of the panel meeting. This decision is final.
D. Related Forms/Document
Student Discipline (ACA 39.0)
Formal Re-Evaluation of an Assigned Mark (ACA 41.0-3) Student Appeal Form
FORMAL RE-EVALUATION OF AN ASSIGNED MARK ACA 41.0-3
Related Policy: Student Dispute Resolution Policy (ACA 41.0)
Procedure Owner: Vice-President, Academic & Research
Procedure Lead: Dean, Student & Academic Services
Responsible Office: Academic & Student Services
Approver: Academic Council
Initially Approved: November 4, 2020 Last Revised: November 4, 2020
Review Scheduled: June 2025 Last Edited: June 23, 2023
A. Definitions n/a
B. Procedure
If students feel a formal re-evaluation is necessary, the student should first discuss the matter with the instructor.
1. Normally, requests for formal re-evaluation should be made within 5 days of receiving the grade.
2. If the instructor is not available or if the student is not satisfied with the instructor's review, the student should complete the Supplemental Evaluation/Challenge Exam Request form and submit it to the Chair for review.
3. If the request is approved, the student is required to pay the appropriate fee.
4. If the student is not satisfied with the decision at any stage, they may appeal that decision through the college’s student appeal procedure
C. Exceptions
None
D. Related Forms/Documents
Student Appeal Procedure (ACA 41.0-1)
Supplemental Evaluation/Challenge Exam Request form (ACA 032)
The province of Alberta authorizes Lakeland College to issue graduation parchments to individuals meeting the prescribed requirements of approved post-secondary programming.
B. Definitions N/A
C. Guidelines
1. The province of Alberta authorizes Lakeland College to award parchments including Certificates for 30 or more credits, Diplomas 60 or more credits, and Applied Degrees for Ministry approved programs. Those graduating with one of these specific parchments are eligible to attend the annual spring Convocation ceremony held on each campus.
2. Parchments will bear the college official seal and the signatures of the Chair of the Board of Governors, the President, and the Registrar, along with the student’s full legal name and the approved name of the program and the date awarded.
Students will apply for graduation using the My Lakeland portal. The application initiates a review of the student’s qualifications and the approval to issue the graduation parchment. It also serves to confirm the student’s legal name, their address, their intended graduating program as well as their desire to attend the annual Convocation ceremony.
3. Normally, parchments are awarded at Convocation. However, the Registrar may authorize the awarding of parchments at certain periods throughout the year in consideration of programs that do not follow the regular academic cycle or students who graduate mid-year. These graduates will be invited to attend the following Convocation.
GRADUATION PARCHMENT April 2019 (last edited: June 23, 2023)
Page 1 of 2
4. Students with program grade point averages of 3.50 to 3.79 will be awarded parchments “with honours,” while those achieving 3.80 or better over the course of their program will be awarded a parchment “with distinction”.
5. Consideration of recognition of other credentials at Convocation, including those earned through collaborative arrangements, will be reviewed by the Registrar in consultation with the appropriate Deans and Directors each February.
D. Exceptions n/a
E. Related Policies/Procedure n/a
F. Relevant Legislation Post-secondary Learning Act
G. Related Forms/Documents Appendix A – Student Recognition Credentials
H. Revision History
Date (yyyy/mm/dd)
Description of Change
1990-11-28 New, implemented as a procedure
1999-10-12
2000-10-30
2002-05
2005-03
2006-04
2015-10-06
2019-04
2023-06-23 Non-Substantive – Re-numbered (STU 5.59) / template updated (changed from procedure to policy)
Approver (Position Title)
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
Academic Council
Risk and Compliance Manager
APPENDIX A - STUDENT RECOGNITION CREDENTIALS
1. Ministry Approved Graduation Credentials
Applied Degrees, Diplomas and Certificates may be issued by the College to those individuals who have satisfied all program requirements based on the nature of the credential outlined below. Programs for which these credentials are awarded have received Ministry approval.
a) Applied Degree
An Applied Degree will be awarded to students who have completed a recognized postsecondary credential program or equivalent and further completed an approved group of credit courses composed of at least 30 credits of academic work, and two supervised work experience terms equivalent to 30 credits. Applied degree may indicate “with honours or distinction” depending on the level of academic achievement. Document will bear the College seal.
b) Diploma
A Diploma will be awarded for an approved group of credit courses totaling 60 or more credits. Diplomas may indicate “with honours or distinction” depending on the level of academic achievement. Document will bear the College seal.
c) Certificate
A Certificate will be awarded for an approved group of credit courses totaling 30 or more credits. Certificates may indicate “with honours or distinction” depending on the level of academic achievement. Document will bear the College seal.
d) Post-Diploma Certificate
A Post-Diploma certificate will be awarded to a Lakeland College diploma graduate who successfully completes an additional 30 credit of new coursework in a related field as required by the School. Post-Diploma Certificates may indicate “with honours or distinction” depending on the level of academic achievement. Document will bear the College seal.
2. Lakeland College Institutionally Approved Credentials
a) High School Equivalency Diploma
A High School Equivalency diploma may be issued to students who successfully complete the requirements of the Grade 12 programs which includes the following: one Grade 12level math courses; one Grade 12-level English or Communications courses; two additional Grade 12-level courses; plus four additional Grade 11 or Grade 12 level courses. Document will bear the College seal.
b) Associate Diploma
An Associate Diploma may be issued to students who successfully complete 60 credits of University Transfer course work. Associate Diplomas may indicate “with honours or distinction” depending on the level of academic achievement. Document will bear the College seal.
c) Certificate of Achievement
A Certificate of Achievement may be issued to those individuals who have satisfactorily met expectations of a prescribed credit learning activity of fewer than 30 credits for which there is a formal evaluation component. Document not sealed.
3. Lakeland College Documents
a) Certificate of Training
A Certificate of Training may be issued to students who successfully complete a Lakeland College approved credit program of 15 credits of more. Document not sealed. Transcripts are produced that document the credential and date issued.
b) Certification of Completion
A Certificate of completion may be issued to students who successfully complete a course(s) of training of less than 15 credits for which another credential is not issued but there is a demonstrated need for documentation in addition to information that appears on the student’s transcript. Document not sealed. Wallet sized certificate may be issued. Transcripts are produced that document the credential and date issued.
c) Continuing Education Certificate (or Professional Development Certificate)
A Continuing Education certificate may be issued to students who have satisfactorily met expectations of a prescribed series of learning activities for which there is a formal evaluation component. Document not sealed. Transcripts are produced that document the credential and date issued.
d) Certificate of Acknowledgment
A Certificate of Acknowledgment may be issued for a course or learning activities for which there is a formal evaluation component. Document not sealed and issued by the appropriate facilitator or business development manager.
e) Certificate of Attendance
A Certificate of Attendance may be issued to individuals who have participated in a noncredit course or series of courses. Document not sealed and Issued by the appropriate facilitator or business development manager.
FINANCIAL HOLD ON THE STUDENT ACADEMIC RECORD
Related Policy: To be Developed
Procedure Owner: Vice-President, Academic & Research
Procedure Lead: Dean, Academic and Student Services
Responsible Office: Academic and Student Services
Approver: Academic Council
Initially Approved: November 1, 1996
Review Scheduled: April 1, 2024
A. Overview
Last Revised: April 1, 2019
Last Edited: June 23, 2023
To provide guidelines which ensure full disclosure and equitable treatment for students in the case fees owing to the College. The college reserves the right to withhold the issuance of official transcripts, certificates and diplomas, enrolment verifications, admission to the college, permission to register to students who have not met their financial obligations or have not returned college property.
B. Definitions n/a
C. Procedure
1. Any department at the College may request that a financial hold be placed on a student's record by following established procedures.
2. A financial hold will be placed and removed from the student's record only by the staff of the Registrar's Office or designates.
3. A financial hold will not be placed on a student's academic record until the student has received a written notification from the appropriate department indicating the amount and nature of the fees owing.
4. No financial hold will be put on a student's record for amounts of less than $10 in any particular area/department.
5. The department placing the hold will place a negative service indicator on the student’s account placing an “all services” hold.
6. Decisions to override the financial hold may be made only by the Registrar and/or the appropriate department manager.
7. If a student pays fees owing, the department must inform the Registrar's Office so that marks, documents, etc., can be released.
8. On a regular basis, the Registrar's Office will produce a list of the financial holds to be sent to the appropriate department. This list should be reviewed carefully to ensure that no student release has been missed.
9. Students’ concerns about the financial holds will be referred to the department placing the hold.
D. Exceptions n/a
E. Related Forms/Documents n/a
F. Revision History
Date (yyyy/mm/dd)
1996-11-01 New
2013-10-01
2019-04-01
Description of Change
Approver (Position Title)
Academic Council
Academic Council
Academic Council
2023-06-23 Non-Substantive – Retitled (formerly STU 5.84) / new template Risk and Compliance Manager
ALUMNI OF LAKELAND COLLEGE POLICY
ER 19.0
Policy Owner: President Policy Lead: VP, External Relations and Infrastructure
Responsible Office: Donor and Alumni Relations
Approver: Senior Leadership Team
Initially Approved: April 8, 1992
Review Scheduled: October, 2027
A. Policy Statement
Last Revised: October 8, 2024
Lakeland College values its Alumni as its greatest legacy. Lakeland College alumni are critical members of the “Lakeland Family” and develop key relationships across stakeholders. Alumni become employers, industry partners, guest lecturers, student mentors, and truly remain embedded in the college beyond graduation. Through the power of alumni, many aspects of the college, student, and alumni experience can be elevated.
B. Purpose
To provide criteria for determining Alumni of the college.
C. Scope Statement
These are guidelines for the development and maintenance of Lakeland College’s alumni database
D. Definitions
Alumni: persons who meet the criteria identified in this policy.
E. Guidelines
1. Alumni are defined as persons who meet the following:
1.1 Graduates of Lakeland College programs as per Procedure 42.0 and graduates of programs offered in collaboration between Lakeland College and a partner institution. An example of an eligible collaboration includes the Lakeland College and Athabasca University collaboration.
1.2 Students of the University Transfer program who have completed 18 or more credits; and,
1.3 Apprentice students who have completed at least one period at Lakeland College.
1.4 Graduates of the Certificate of Achievement from Lakeland College, having completed various courses such as 1001 Firefighting, Foundational Learning, and Pre-Employment Trades, among others.
2. Lakeland College will maintain an alumni database, which includes names, and other personal information of alumni.
2.1 All collection, use, disclosure and security of personal information is compliant with the Alberta Freedom of Information and Protection of Privacy Act and any other applicable privacy legislation.
2.2 The Alumni Database may also contain non-graduates who attended prior to 1975.
F. Exceptions n/a
G. Related Policies and Procedures
Alumni Newsletter Procedure (ER 23.0-6)
Graduation Parchments (ACA 42.0)
H. Relevant Legislation
Post-Secondary Learning Act
Alberta Freedom of Information and Protection of Privacy Act
I. Related Forms/Documents n/a
J. Revision History Date
(yyyy/mm/dd)
1992-04-08 New, implemented as procedure (STU 5.79)
1998-01
2007-06-11
2010-01-26
2013-10-01
2022-07-21 Non-substantive - new numbering ER 19.0 (formerly STU 5.79) /updated to new policy template Risk & Compliance Manager
2024-10-08 s. 1.4 added, other minor changes to enhance clarity and readability; formerly titled Criteria for Alumnus of Lakeland College
SEXUAL AND GENDER-BASED VIOLENCE RESPONSE POLICY
H&S 10.0
Policy Owner: President Policy Lead: Executive Director, Human Resources
Responsible Office: Health & Safety
Approver: Senior Leadership Team
Initially Approved: May 5, 2016
Review Scheduled: October, 2025
Related Procedures:
Last Revised: May 2, 2023
Last Edited: May 2, 2023
Sexual and Gender-Based Violence Investigation Procedure (H&S 10.0-1) Risk Assessment Team (RAT) Procedure (H&S 10.0-2)
If you or someone is at immediate risk of harm to self or others, call emergency services at 911 immediately and then contact Campus Security at 780-853-3772 (Vermilion Campus) and 780-808-1265 (Lloydminster Campus)
If you require immediate access to support, follow this Link (Appendix A) for on and off campus resources and service
A. Policy Statement
1. Sexual and Gender-Based Violence is a prevalent and serious problem in society and on all campus communities. Lakeland College recognizes the role it plays in countering rape culture and reducing Sexual and Gender-based Violence through awareness, education, and prevention.
2. Lakeland College recognizes that Sexual and Gender-Based Violence is rooted in systemic oppression including colonialism, racism, sexism, homophobia, transphobia, and ableism. This systemic oppression manifests in a culture in which common attitudes, norms and practices tolerate, normalize, trivialize, excuse, or outright condone Gender-Based and Sexual Violence. As an institution that exists within this culture, Lakeland College takes seriously its responsibility to address systemic oppression and rape culture.
The College is committed to:
a) Ensuring that people who disclose Sexual or Gender-based Violence are listened to and treated with compassion.
b) Responding promptly to disclosures and reports in a Trauma-Informed and Survivor-Centric manner.
c) Supporting the individuals involved and providing information regarding options for supports, medical care and Reporting.
d) Assessing the safety of the individuals involved and the safety of any of the campuses or departments that are involved.
e) Engaging appropriate response mechanisms and ensuring procedural fairness.
f) Ensuring a commitment to confidentiality whenever possible.
B. Purpose
1. The purpose of this policy is to prevent, identify, and respond to Sexual and Gender-based Violence to or by the College Community by implementing a comprehensive Sexual Violence prevention and response program.
C. Scope Statement
This Policy applies to Sexual Violence perpetrated or experienced, or alleged to have been perpetrated or experienced, by a member of the College Community:
1. Occurring, in whole or in part, on physical College sites.
2. Occurring, in whole or in part, in electronic environments such as online or in social media, where such behaviour negatively impacts the ability of a person who has experienced sexual violence to learn and/or work at the College, and/or could have an adverse impact on the reputation of, or experience of, the learning or working environment of the College.
3. Occurring, in whole or in part, in the course of employment or studies with the College, including without limitation to field work, off-campus learning, work experience placements, studies abroad and other international learning opportunities, as part of a Lakeland College program.
4. Occurring, in whole or in part, in the course of participation in College-sponsored activities or programs.
5. Occurring wholly outside of College property, where such behaviour negatively impacts the ability of a person who has experienced Sexual or Gender-based Violence to learn and/or work at the College, and/or could have an adverse impact on the reputation of, or experience of, the learning or working environment of the College.
6. This policy operates alongside other applicable policies and procedures at the College. This policy will not limit or amend the provisions contained in any collective agreement, or employment manual entered between the College and its employees, subject to applicable legislation.
D. Definitions
Behaviours of Concern: Behaviour which raises concern about Violence, Sexual Violence, Gender-based Violence, Self-Directed Violence, Misconduct, and mental disorder. College: Lakeland College.
College Community: College Community includes, but is not limited to, students, employees, visitors, volunteers, consultants, and service and supply contractors and their employees while they are on the College Property or engaged in any activity representing Lakeland College.
College Property: Includes all College owned, leased, rented, or controlled buildings, residences, grounds and vehicles.
Complaint: Means an allegation of Misconduct, where the intent is to initiate an investigation under this policy.
Consent: Consent is the voluntary agreement of a person to engage in the activity in question. Conduct short of a voluntary agreement to engage in the activity does not constitute consent as a matter of law. Situations in which no consent has been obtained include, but are not limited to, 1) when a person expresses, by words or conduct, a lack of agreement to engage in the activity, 2) when a person, having consented to engage in activity, expresses, by words or conduct, a lack of agreement to continue to engage in the activity, 3) when a person is incapable of consenting to the activity (e.g., due to age, ability, intoxication, and competence), and 4) when a person is induced to engage in activity by someone in a position of trust, power or authority.
Complainant: A member of the College Community who, in accordance with this Policy and related Procedures, makes a disclosure of an experience of Sexual or Gender-based Violence. A person who makes a confidential disclosure for the purposes of seeking support and accessing resources will not be considered a Complainant.
Gender-Based Violence: The use and abuse of control over another person and perpetrated against someone based on their gender expression, gender identity, or perceived gender. This can take many forms, including but is not limited to sexual harassment, stalking, sexualized violence, technology-facilitated violence, sexual assault, stealthing or non-consensual condom removal, threats of violence (including self-harm) to coerce sex, physical abuse, emotional and psychological abuse, financial abuse, intimate partner violence, early or forced marriage, sexual exploitation, and human trafficking.
Intersectional Approach: An approach that seeks to acknowledge and understand the unique way in which a person’s social identities and positions interact and overlap (for example this can include sex, gender identity and expression, sexual orientation, racial or ethnic background, age, religion, and ability). Each of these identities overlap within unique interconnecting power systems and structures such as colonialism, racism, sexism, homophobia, ableism, and transphobia, that can shape an individual’s experience and pose barriers to accessing care, justice, and healing
Misconduct: Any conduct that is in contravention of a College policy, collective agreement, employment manual, law or other rule or regulation that warrants discipline, restrictions on movements or activities, or any other limitation of the Respondent’s privileges, entitlements, rights, or obligations as imposed by the College.
Report: Is a written allegation of Sexual or Gender-based Violence that is initiated by the Director of Human Resources (Employees) or Student & Academic Services and Registrar (students) and submitted to the Risk Assessment Team to be addressed.
Respondent: The person who is the subject of the Complaint.
Sexual Violence: Actual, attempted or threatened bodily harm involving contact or communication of a sexual nature with another person that is intentional and unauthorized Sexual violence includes, but not limited to, sexual harassment, sexual battery (e.g., rape, sexual touching, frotteurism), unwanted sexual approach (e.g., exhibitionism, voyeurism), unwanted sexual communication (e.g., threats of sexual violence, obscene letters, gifts, phone calls), violating property rights for sexual purposes (e.g., theft of fetish objects)
Survivor-Centered: An approach that promotes the rights, needs, and wishes of the survivor.
Trauma-Informed: An approach that is grounded in an understanding of and responsiveness to the impact of trauma.
E. Guidelines
Sexual and Gender-based Violence Guiding Principles
1. Members of the College Community may be subject to disciplinary sanction or other appropriate action, up to and including dismissal or expulsion, in accordance with collective agreements, employment manuals and/or other applicable College policies and procedures, in the event that they:
a. Commit an act or acts of Sexual or Gender-Based Violence;
b. Retaliate against another for raising a concern and/or filing a Complaint about Sexual or Gender-Based Violence and/or participating in an Investigation;
2. The College recognizes that some individuals may be hesitant to make a Disclosure or Complaint or participate in an investigation process in cases where they have been drinking while underage or were using drugs at the time the Sexual or Gender-Based Violence took place. A survivor or witness acting in good faith who makes a Disclosure or Complaint or participates in an investigation process will not be subject to sanctions for violations of the College’s policies related to drug and alcohol use at the time that the Sexual or Gender-based Violence took place
3. The College will take the following into account when carrying out its responsibilities under this Policy:
a. Campuses are unique environment, in which power imbalances are inherent.
b. Sexual and Gender-Based Violence are significant, complex, and systemic issues
c. Sexual and Gender-Based Violence can affect anyone, including individuals from different cultures and with diverse gender identity, gender expression, sexual orientation, age, race, ethnicity, ability, religion, politics, and socio-economic status.
d. Ensure that Sexual and Gender-based Violence is addressed through an Intersectional Approach so that any response will reflect and assess if Sexual and Gender-Based Violence are compounded by potential vulnerabilities, including sexual orientation, gender identity, gender expression, indigeneity, race/ethnicity, disability or age.
e. This policy and the related procedures support the College’s commitment to providing a respectful, supportive, caring, and safe learning and working environment for the members of the College Community, free from Sexual and Gender-based Violence.
f. The College will protect personal information to the fullest extent consistent with law and any parties taking part in a Misconduct investigation or risk assessment are expected to do the same.
g. Nothing in this policy and the related procedures precludes an individual from seeking recourse through criminal, civil proceedings, or any other available recourse
h. Sexual and Gender-Based Violence violate the integrity and dignity of a person and can have serious negative impacts, including trauma, on physical, mental, emotional, social, and spiritual wellbeing.
i. All matters arising under this policy and the related procedures will be dealt with in a supportive, fair, unbiased, and timely manner and with a dedication to taking a SurvivorCentered and Trauma-Informed approach and with a commitment to building a culture of Consent.
Disclosure Reporting Options
4. The College recognizes and respects individual choice. There are several options available, and College Community members are encouraged to consult with Human Resources or Student Services to make an informed decision. Options include but are not limited to:
a. Disclosing without filing a Complaint
i. A disclosure may be made to the Coordinator of Health Services, a counsellor, doctor, nurse, legal advisor, or other trusted professional for the purpose of receiving support and referrals, without filing a formal Complaint to the College Information shared will remain confidential, except as required by the health and counsellor’s professional protocols or by law A disclosure here does not initiate a formal Complaint and the individual still retains the ability to file a Complaint later
ii. Duty to Consult after Disclosure - an Employee of the College receiving a disclosure has a duty to consult with the Coordinator of Health Services or a Lakeland College counsellor. The primary purpose of the duty to consult is to ensure that the person who makes a disclosure has access to on and off-campus supports, including counselling, Sexual and Gender-based Violence resources, legal advice, and police services, if these resources are wanted. In most cases where a person discloses and does not wish to have the College address a
Complaint, the person consulting with Health Services will not need to provide names or identifying information.
b. Making a formal Report to the College
i. Submission - Complaints should be submitted according to the Sexual and Gender-based Violence Investigation Procedure (H&S 10.0-1)
ii. No Mandatory Disclosure - The decision to file a Complaint is the choice of the person who has experienced Sexual or Gender-Based Violence. A Complainant has the right to subsequently withdraw a Complaint at any time. If a Complaint is withdrawn, College resources and supports are still available.
iii. College’s Discretion - The College may act at its own discretion in the absence of a Complaint or if a Complaint is withdrawn once it is made aware of an alleged Misconduct. If the Complaint is also under investigation by the police or another authority, the College may at its discretion continue, stay, or terminate its Investigation or any other proceedings related to the matter.
iv. No Time Limitation on Making a Report - There is no time limit for filing a Sexual or Gender-Based Violence Complaint. However, delaying the submission of a Complaint may affect the availability of evidence and witnesses, and may impede the ability of the College to investigate or enforce sanctions if the Respondent is no longer a member of the College Community.
v. Making an anonymous and Third-party Report option
1. Complainants may anonymously disclose actual or alleged Sexual or Gender-based Violence on campus. Third parties can not submit a Complaint but may make a Report. The College will collect and maintain information provided in an anonymous disclosure. The College has limited ability to act on anonymous disclosures.
vi. If the Respondent is a unionized employee, the College will be required to adhere to any specific timelines and processes in the applicable Collective Agreement. Collective Agreement timelines take precedence over any timelines set out in the Sexual and Gender-Based Investigation Procedure (H&S 10.0-1).
c. Making a disclosure to an external body
i. Disclosure options include reporting the matter to the police, filing a civil lawsuit, making a Complaint to the Alberta Human Rights Commission, or reporting a violation under the Occupational Health and Safety Act, or any other applicable external body.
ii. The individual is also encouraged to Report the matter to the College (following s. 4b above) after making a disclosure to an external body.
Participation
5. No Complainant is required to participate in an investigation or the other aspects of the Complaint process. However, Complainants should understand that a decision not to participate may prevent the College from investigating a Complaint and making a decision with respect to the same.
6. No Respondent is required to participate in an investigation or the other aspects of the Complaint Process. However, Respondents should understand that a decision not to participate will not be used against Respondents but may nevertheless be detrimental to the Respondent and will not deter the College from proceeding with an investigation or making a decision with respect to the Complaint.
Accommodations and Interim Measures
7. A Complainant, Respondent, or other participant in a process under this policy may require accommodation to ensure their full and fair participation. The College has a duty to provide accommodation to the point of undue hardship.
8. Interim measures may be considered, where appropriate. Interim measures will be survivorcentric and may consist of, but are not limited to face-to-face provisions, adjusting class or work schedules for the Complainant or the Respondent, and changing on-campus living arrangements. Interim measures will not be disciplinary nor viewed as an assessment of the alleged Misconduct.
9. Investigation of Complaints will follow timelines as set out in the Sexual and Gender-based Violence Investigation Procedure (H&S 10.0-1), subject to any timelines set out in applicable Collective Agreements.
Appeals
10. A Complainant or Respondent may appeal to an independent internal third-party as per the Sexual and Gender-based Violence Investigation Procedure (H&S 10.0-1)
Confidentiality
11. The College will take reasonable precautions to maintain confidentiality of all persons involved in a disclosure and/or Reporting under this Policy.
12. However, when disclosing to a College Community member and/or Reporting as initiated by Health Services or Human Resources, confidentiality cannot be assured in cases where:
a. Confidentiality would inhibit the effective investigation, processing, resolution or referral of Reports or the imposition of disciplinary or remedial action.
b. Confidentiality would inhibit a Respondent’s ability to respond fully to a Report of Sexual or Gender-based Violence.
c. An individual is at imminent risk of self-harm.
d. An individual is at imminent risk of harming another.
e. A child or other vulnerable person(s) has been harmed or is at imminent risk of being harmed.
f. Disclosure is required under the law.
g. The Respondent is a person in a position of trust and/or authority or other significant safety risks as determined by the College
Education and Prevention
13. The College will conduct a hazard assessment and control process to identify situations that could put the College Community at risk for Sexual or Gender-based Violence in accordance with the Occupational Health and Safety Code, Alta Reg 191/2021, as amended from time to time.
14. The College will develop and implement Sexual and Gender-Based Violence procedures which include measures to eliminate or manage risk for Sexual and Gender-based Violence and information about the nature and extent of the Sexual and Gender-based Violence risk.
15. The College will provide training to the College Community, regarding the nature and extent of Sexual and Gender-based Violence risk, this policy and related procedures, the Behaviours of Concern that should be reported, and how to report and document the Behaviours of Concern.
16. Specific Sexual Violence and Gender-based Violence support and sensitivity training will be provided to all members involved in the Complaint process.
17. The College will collect information about the nature and prevalence of Sexual Violence and Gender-Based Violence to or by the College Community on an annual basis and will share this information with the College Community.
Resources
18. Lakeland College recognizes the need to provide options, including detailed information about on- and off-campus resources, the provision of or the referral to counselling and medical care, and the provision of options and referrals for appropriate cultural, gender, language, and ability supports, respecting the rights of those involved to make their own decisions about accessing such support services and resources for both Complainants and Respondents See Appendix A for a list of Resources.
Policy Review
19. This Sexual or Gender-based Violence Response Policy and related procedures will be reviewed every three years or more often if:
a. There is an incident of Sexual or Gender-based Violence; or
b. The Senior Leadership Team, Health and Safety Committee, Risk Assessment Team (RAT), or representative requests a review.
G. Exceptions
None
H. Related Policies/Procedures
Employee and College Member Code of Conduct Policy (HR 04.0)
FOIP Privacy Policy (INF 1.0)
FOIP Privacy Policy Appendix A Student Personal Info (INF 1.0 – Appendix A)
FOIP Privacy Policy Appendix B Employee Personal Info (INF 1.0 – Appendix B)
FOIP Access to Information Procedure (INF 1.0-1)
Health and Safety Policy (H&S 08.0)
Public Interest Disclosure (Whistleblower Protection) Policy (HR 12.0)
Public Interest Disclosure (Whistleblower Protection) Procedure (HR 12.0-1)
Residence Code of Conduct (ACA 30.0)
Risk Assessment Team (RAT) Procedure (H&S 10.0-2)
Student Code of Conduct (ACA 16.0)
Sexual and Gender-Based Investigation Procedure (H&S 10.0-1)
Workplace Violence Prevention Policy (H&S 12.0)
Workplace Harassment Prevention Policy (H&S 13.0)
I. Relevant Legislation
Criminal Code of Canada
Freedom of Information and Protection of Privacy Act, RSA 2000, c F-25
Lakeland College Collective Agreements
Occupational Health and Safety Act, SA 2020, c O-2.2
Occupational Health and Safety Regulation, Alta Reg 62/2003
Occupational Health and Safety Code, Alta Reg 191/2021
Post-Secondary Learning Act, C. P. 19-5.
Workers’ Compensation Act, RSA 2000, c W-15
Workers’ Compensation Regulation, Alta Reg 325/2002
J. Related Forms/Documents
Lakeland College’s Early Alert Response Network (LEARN)
Threat Assessment Team Terms of Reference
IHRA definition of antisemitism and International Holocaust Remembrance Alliance Resources
FOIP PRIVACY POLICY
INF 01.0
Policy Owner: President Policy Lead: Chief Financial Officer
Responsible Office: Financial Services
Approver: Senior Leadership Team
Initially Approved: November 5, 2019
Review Scheduled: November, 2024
Last Revised: November 5, 2019
Last Edited: January 17, 2023
Related Policy/Procedures: FOIP Access To Information Procedure (INF 01.0-1)
Student Personal Information Policy (Appendix A)
Employee Personal Information Policy (Appendix B)
A. Policy Statement
As a public body, Lakeland College is governed by the Freedom of Information and Protection of Privacy (FOIP) Act as well as other federal and provincial legislation. Lakeland College collects Personal Information from students, employees and other members of the Lakeland College Community in order to accomplish its educational mandate. The college is committed to ensuring that reasonable security arrangements are in place to protect personal information against unauthorized access, use, disclosure or destruction.
The college supports the public’s right of access to information and will provide access as permitted under the FOIP Act. As a public post-secondary institution, Lakeland College also has a responsibility to provide access to information where required under the legislation, and is committed to openness, transparency and public accountability.
B. Scope Statement
This policy applies to all Lakeland College Employees. Appendix A outlines specific guidelines for the collection, storage, access and protection of Student Personal Information. Appendix B outlines specific guidelines for the collection, storage, access and protection of Employee Personal Information.
C. Definitions
Employee: an individual who performs a service for Lakeland College, which includes an appointee, volunteer, student or other individual under a contract or agency relationship
Personal Information: recorded information about an individual, including:
a. the individual’s name, home or business address or home or business telephone number;
b. the individual’s race, national or ethnic origin, colour or religious or political beliefs or associations;
c. the individual’s age, gender, sexual orientation, marital status or family status;
d. an identifying number, symbol or other particular assigned to the individual;
e. the individual’s fingerprints, other biometric information, blood type, genetic information or inheritable characteristics;
f. information about the individual’s health and health care history, including information about a physical or mental disability;
g. information about the individual’s educational, financial, employment or criminal history, including criminal records where a pardon has been given;
h. anyone else’s opinions about the individual, and the individual’s personal views or opinions, except if they are about someone else
D. Guidelines
1. Lakeland College will collect, use, disclose, and manage Personal Information in accordance with the FOIP Act, and other applicable legislation.
2. The President of Lakeland College, as the FOIP Head, may delegate the responsibility for managing personal information accuracy, access, collection, use, disclosure and retention to the FOIP Coordinator, as well as other positions according to the delegation table.
3. All Lakeland College Employees are responsible for the protection of personal, confidential and sensitive information entrusted to them.
4. Lakeland College will ensure that all Employees are aware of the FOIP Act and the college privacy policies and procedures, through publications, training seminars and other communication means.
Collection of Personal Information
5. The college may collect and record Personal Information only where:
a. the collection is expressly authorized by an enactment of Alberta or Canada,
b. the information is collected for the purposes of law enforcement,
c. the information relates directly to and is necessary for an operating program or activity of the college.
6. The purpose of collection shall be clearly stated at or before the information is collected. A FOIP notification statement must be provided at the time the information is collected and be approved by the FOIP Coordinator. The FOIP notification statement must include the following:
a. the purpose for which the information is collected;
b. the specific legal authority for the collection; and
c. the title, business address and business telephone number of the college Employee who can answer questions about the collection.
7. Personal Information shall be collected directly from the individuals, unless otherwise authorized under the FOIP Act, such as where the individual has expressly authorized another method of collection or where an individual is providing emergency contact information.
8. Every effort will be made to ensure that the information collected is accurate and complete. Individuals have a right to request correction to their own Personal Information.
9. Where Personal Information is handled and/or collected a privacy impact assessment must be conducted by the FOIP Coordinator prior to:
a. implementation of a new technology or system that handles or collects Personal Information;
b. change to a technology or system handling or collecting Personal Information;
c. changing from a traditional to an electronic service delivery program; or
d. issuing a new or updated rule/guideline that affects Personal Information.
10. Personal information banks of all Personal Information housed at the college shall be kept as required by the FOIP Act. Personal information banks (PIBs) are descriptions of personal information under the control of Lakeland College that is organized and retrievable by an individual's name or by a number, symbol or other element that identifies that individual
Use of Personal Information
11. Personal Information will only be used:
a. for the purpose for which the information was collected or compiled or for a use consistent with that purpose;
b. for statistical or research purposes according to the requirements set out in s. 42 of the FOIP Act;
c. where the individual for which the information is about has consented in the prescribed manner, as described below, to the specified use; or
d. where the use has been authorized by the Dean/Director/Registrar or the FOIP Coordinator, following the rules outlined in the FOIP Act (s. 40, 41, 42).
12. The college will only use the Personal Information to the extent necessary to enable the college to carry out its operating program or activities in a reasonable manner.
Right of Access
13. Individuals have the right of access to their own personal information. This right is subject only to the limited exceptions in the FOIP Act. This right of access does not include the right to remove or destroy information contained in a file.
14. Third parties also have a general right of access under the Act. The college will provide access to information only in accordance with approved policy and procedures, and in compliance with the FOIP Act.
15. The college will strive where feasible to make information available without having to submit a Formal Information Request. Individuals have a right to make a Formal Information Request under
the FOIP Act, which can be submitted in accordance with the Access to Information Procedure INF 01.0-1.
Disclosure of Personal Information
16. Personal Information will not be released to third parties and will only be disclosed where consistent with the purpose for which it was collected, except with the informed consent of the individual, or under the limited exceptions in the FOIP Act.
17. Personal Information is only disclosed to other Lakeland College Employees on a “need to know basis”. The information may only be disclosed where necessary for the performance of the duties the Employee was hired to perform.
18. Certain Personal Information collected by the college is disclosed to specific third parties in order to comply with provincial and federal law and to facilitate routine college operations. Examples include but are not limited to the following: Students’ Association of Lakeland College, Alumni Association of Lakeland College, Alberta government ministries and to the Canadian federal government.
Informed Consent
19. Where an individual has provided consent to disclose the information, the Informed Consent must be in the proper form:
a. individual has identified the information that is being consenting to
b. indicates to whom the Personal Information may be disclosed
c. how the Personal Information may be used; and
d. signed written consent
20. Informed Consent will generally be written; however, electronic and oral consent may be allowed in certain circumstances, where prior approval by the appropriate Dean/Director/Registrar has been given and the following conditions have been met:
a. Where electronic consent is obtained
i. a record of consent will be retained as per Lakeland College’s Retention Schedule, ii. the record of consent is accessible for future reference and use, and iii. contains a reliable electronic signature that authenticates the identity of the user
b. Where oral consent is obtained
i. a record of the consent will be created, ii. the record of consent is accessible for future reference and use, iii. will be retained as per Lakeland College’s Retention Schedule, and iv. the consent reliably authenticates the identity of the user
Security and Disposal
21. Personal Information will be maintained only as long as necessary to fulfill the purpose for which it was collected according to the college’s Records Retention Schedule. Personal Information used to make a decision on an individual must be retained for a minimum of one year.
22. Personal Information authorized for destruction must be safely and securely destroyed:
a. Electronic records should be properly deleted/erased in accordance with the Electronic Media Disposal Standard (IT 9.65).
b. Paper records containing Personal Information should be shredded in a cross shredder or placed in a secure shredding bin.
23. Employees will safeguard personal information and take all reasonable steps to protect this information by following all Lakeland College Policy & Procedures, in particular, but not limited to: Access to Information Procedure (INF 01.0-1), Records Management (INF 11.0), Social Media Policy (ADM 01.0), Information Technology Security Policy (INF 08.0), and Electronic Media Disposal Standard (INF 06.0)
Privacy Breach
24. A privacy breach occurs when personal information is collected, retained, used or disclosed in ways that are contrary to the provisions in the FOIP Act. If a privacy breach occurs the Employee must immediately notify their direct supervisor and the FOIP Coordinator. Where the risk involves a breach of electronic data, the Director of Information and Technology should also be immediately notified.
25. The college will take the following steps to respond to a Privacy Breach:
a. Contain and minimize the breach
b. Evaluation of the impact of the breach,
c. Notification of individuals if required, and
d. Prevention to preclude occurrence of similar breaches in the future
26. The FOIP Coordinator will notify the President and immediately conduct an internal investigation of any breaches assessed at a high risk. The FOIP Coordinator will assess whether notification to third parties and the Office of the Information and Privacy Commissioner is required.
Training
27. The FOIP Coordinator will provide relevant FOIP training and support to employees.
Policy Acknowledgment
28. All Lakeland College employees must sign the Code of Conduct Acknowledgment Form confirming the Employee’s responsibility with respect to confidential information.
29. Each employee who has access in the course of their work to Personal Information shall be asked to sign an acknowledgment that they have read and understood this policy. Any questions about this policy can be directed to the FOIP Coordinator.
E. Exceptions n/a
F. Related Policies/Procedures
Access to Information Procedure (INF 01.0-1)
Correction to Personal Information (FIN 19.0)
Code of Conduct (HR 04.0)
Records Management (INF 11.0)
Social Media Policy (ADM 01.0)
Information Technology Security Policy (INF 08.0)
Electronic Media Disposal Standard (INF 06.0)
G. Relevant Legislation
Freedom of Information and Protection of Privacy Act
Health Information Act
Post-Secondary Learning Act
H. Related Forms/Documents
Request to Correct Personal Information (INF 003)
Request to Access Information Form (INF 004)
Code of Conduct Acknowledgment Form (HR 057)
Retention Schedule
I. Revision History
Date (yyyy/mm/dd)
2019-11-05
Description of Change
New, implemented as FIN 4.02
Approver (Position Title)
2023-01-17 Non-substantive - new numbering INF 01.0 (formerly FIN 4.02) /updated to new template Risk & Compliance Manager
Appendix A
FOIP - Student Personal Information Policy
Definitions
Student Academic Record: contains documentation from the initial application to graduation, such as application, official transcripts, name change requests etc.
Student Personal Information: recorded information about an identifiable individual. Student Personal Information may include, but is not limited to name, maiden name/other name, address, telephone, gender, marital status, birth date, social insurance number, citizenship information for non-Canadians, financial aid records, previous educational and/or employment background including academic records, letters of referral and location of activity, medical history, fees assessed and paid to Lakeland College, correspondence generated by the college to the student regarding academic standing or disciplinary action taken, anyone else’s opinions about the student, and the student’s personal views or opinions, except if they are about someone else etc.
Collection, Storage and Accuracy of Student Records
1. Lakeland College is committed to establishing and maintaining strong effective mechanisms to protect the privacy of our students. All employees of Lakeland College with access to Student Personal Information are required to maintain the confidentiality of student records.
2. Student Personal Information is collected under the authority of the Post-Secondary Learning Act and the FOIP Act and is used in the normal course of operations in accordance with this legislation. The information is used for recruitment, admission, enrolment, academic programs, evaluations, official document requests, financial aid and awards, assisting student associations and graduation and other Lakeland College academic programs and services.
3. The Registrar’s Office is responsible for the collection of Student Personal Information and storage of the official Lakeland College Academic Student Record. Academic and operations departments may also collect and store Personal Student Information.
4. Changes and updates to Student Personal Information are done upon notification to the Office of the Registrar and in accordance with the Correction to Personal Information Procedure Gen 8.91 (“Approval in Progress”)
Access to Student Records
5. No information regarding a student’s status or Student’s Academic Record will be released by an individual, besides the Registrar’s Office.
6. Student Personal Information is not shared within or between other Departments except where consistent for the purpose for which the information was collected, and where the information is necessary for the performance of the employee’s duties. Disclosure is limited to a “need-to-know” basis and the minimum personal information necessary will be disclosed. Examples, of where such information may be disclosed include:
a. a class list containing student’s name, email address, program and student I.D. provided to the instructor for their confidential use. This information must be securely destroyed at the end of the semester,
b. to a faculty member coordinating a student's program,
c. to an individual serving on committees of selection or appeals,
d. the Awards Office for the purpose of awards selection.
7. Access and use of student information for research purposes must meet the conditions outlined in the FOIP Act and Lakeland College's research policies and procedures.
8. For the exception of the limited exceptions under the FOIP Act, Student Personal Information will not be disclosed to a third party without informed written consent. For example, reference information may only be disclosed to a potential employer with the consent of the student. Similarly, financial aid information may only be disclosed to a parent with consent.
Examples of limited exceptions where disclosure may be made without consent include, but are not limited to:
• disclosure to law enforcement;
• to a collection agency for the purpose of collecting a Lakeland College fine or debt;
• government agencies to comply with an agreement, Act or Regulation. In the normal course of operations, Student Personal Information is shared with the federal government and government of Alberta for statistical purposes. Similarly, The Financial Aid Office also provides confirmation of enrollment, withdrawal and full/part-time status to funding agencies;
• Certain Student Personal Information may also be disclosed to the Students’ Association, Alumni Association or another public body that offers a common integrated program or service.
These disclosures must be properly authorized by the Registrar or other authorized individuals under the FOIP delegation table.
9. When training service is being provided to a client organization on a contractual basis and no individual tuition fee applies, information from the student’s record may be reported back to the client organization where authorized by the terms of the contract. Other sponsors require a release to receive the information.
10. The following Student Personal Information is presumed to be a matter of public record that may be shared with a third party without consent.
a. Confirmation of enrollment or registration in the college or in a Program (does not include confirmation of attendance);
b. Participation or attendance at a public event or activity related to the college, such as a graduation ceremony, sporting event, cultural program, club event or field trip;
c. Confirmation of a diploma, certificate, or degree, honour or award received by or through the college.
Students have the right to request that this information not be disclosed. The release of this information should only be done under the authority of the Dean/Director/Registrar or the FOIP Coordinator and where disclosure is not deemed contrary to the public interest.
11. Student Health Records and student Counselling Records are held by the Health and Counselling Offices respectively. These records are only released with written consent, or for health and safety reasons as required by law. Health Records in the custody of the Health Office are subject to the rules under the Health Information Act
12. Student may access their personal health and counselling records by making a request to the appropriate office.
Access by an Individual to their Personal Information
13. Students are permitted access to their own personal information, subject to only a few limited exceptions under the legislation. Students wishing to review the contents of their official Academic Student Record should contact the Office of the Registrar.
14. Students have a right to request correction to their own personal information, which in most cases can be handled through an informal process. Students also have the right to make a formal request to correct their personal information under the FOIP Act (see Correction to Personal Information Procedure Fin 4.04 “Approval in Progress’).
K. Revision History
Date (yyyy/mm/dd)
2016-05-05
Description of Change
Approver (Position Title)
New, implemented as a procedure (STU 6.01) Academic Council
2022-10-28 Substantive Revisions, new numbering (formerly STU 6.01) SLT
2023-05-02
Added s. A(2), added s. D (“definition of Intersectional Approach”), removed s. E.(1)(c), added s. E(3)(d) SLT
FOIP ACCESS TO INFORMATION PROCEDURE
Related Policy: FOIP Privacy Policy (INF 01.0)
INF
01.0-1
Procedure Owner: President Procedure Lead: Chief Financial Officer
Responsible Office: Financial Services
Approver: Senior Leadership Team
Initially Approved: December 12, 2019 Last Revised: January 17, 2020
Review Scheduled: January, 2025
A. Overview
Lakeland College is committed to openness, transparency and public accountability. As a public postsecondary institution, the college must comply with the Freedom of Information and Protection of Privacy (FOIP) Act. The college supports the public’s right to access information and where appropriate will actively disseminate information and provide access by way of routine information requests. The college also recognizes an individual’s right to access their Personal Information. Most information can be obtained directly from the college without submitting a formal FOIP request. This right of access is restricted only by the limited exceptions and provisions in the FOIP Act and other legislation.
This procedure relates to FOIP Privacy Policy INF 01.0 and applies to all Lakeland College employees who have a responsibility to provide appropriate access to information following the rules set out in the FOIP Act.
Appendix A provides additional guidance and examples of access to student Personal Information, while Appendix B relates to employee Personal Information.
B. Definitions
Active Dissemination: manner of dissemination where information is periodically released without a Formal Information Request. Examples include information released in a newsletter or on the college website.
Applicant: the individual who submits a Formal Information Request.
Consent: consent given freely in a prescribed manner and with full knowledge of the Personal Information to be provided and the use to be made of such information.
Delegated FOIP Authority: an employee or officer within the college that has been authorized by the FOIP Head (the President of Lakeland College) to carry out certain powers or duties under the FOIP Act, as delegated in the FOIP Delegation Authority Matrix.
Formal Information Request: a formal request for information under the FOIP Act.
Personal Information: recorded information about an individual, including:
i. the individual’s name, home or business address or home or business telephone number;
ii. the individual’s race, national or ethnic origin, colour or religious or political beliefs or associations;
iii. the individual’s age, gender, sexual orientation, marital status or family status;
iv. an identifying number, symbol or other particular assigned to the individual;
v. the individual’s fingerprints, other biometric information, blood type, genetic information or inheritable characteristics;
vi. information about the individual’s health and health care history, including information about a physical or mental disability;
vii. information about the individual’s educational, financial, employment or criminal history, including criminal records where a pardon has been given; or
viii. anyone else’s opinions about the individual, and the individual’s personal views or opinions, except if they are about someone else.
Routine Disclosure: Response to a routine inquiry or request, where access to a record can be granted without a Formal Information Request under the FOIP Act.
C. Procedure
Active Dissemination
1. Records that contain public information, such as approved Board policies, strategic plan, news releases etc. can be actively disseminated through the college website, printed materials, social media forums and other methods of communication.
2. Personal or business information should be severed, unless consent has been obtained or disclosure is authorized under the FOIP Act.
3. Departments should coordinate the dissemination of this information with the Marketing and Communications Department and ensure all communication policies and procedures are complied with.
4. Access to manuals, handbooks or guidelines used in the decision-making process in administering or carrying out programs or activities of the college will be made available for viewing on request.
Routine Disclosure
5. Where feasible, Lakeland College will attempt to provide Routine Access to records. The following factors will be used to assess whether the information can be provided routinely, without filing a Formal Information Request:
a. the disclosure is authorized or required by another piece of legislation,
b. the information is publicly available,
c. the disclosure contains only the individual’s personal information (i.e. does not contain any third-party information and no FOIP exceptions identified in (d) apply),
d. no other FOIP exceptions apply to the records. Examples of these FOIP exceptions include but are not limited to: confidential business information; other third-party information; information related to law enforcement; planning, advice or recommendations; and information subject to legal privilege.
6. Details of the Routine Disclosure should be properly documented in the appropriate file(s).
7. The FOIP Act authorizes disclosure but does not require it. Employees have a duty to confirm the authority of individuals requesting Personal Information and to confirm their identity. For example,
a. Where phone calls from individuals requesting their own Personal Information are received, information confirming the identity of the caller should be requested.
b. Where a third party, such as a bank, requests personal information, written proof of consent should be provided by the third party.
c. Where a government official requests information, the section in the legislation authorizing the disclosure, as well as the identity of the government official should be confirmed.
8. A Department under the authority of the Dean/Director may routinely disclose information in the following circumstances:
a. where necessary for the performance of duties of an employee of the college,
b. where the information was collected or compiled or for a use consistent with that purpose,
c. where consent was obtained in the prescribed manner,
d. the information requested is the individual’s own Personal Information and the information does not contain any other third-party Personal Information or other sensitive information (see sec. 5(d) above),
e. the request relates to a specific type of record where disclosure is explicitly authorized by a college policy or procedure (e.g. a student can access their student transcript).
In all other cases, the FOIP Coordinator should be consulted.
9. In all cases, only the information necessary to respond to the request should be released.
10. If a request cannot be met by Routine Disclosure it may be necessary to file a Formal Information Request. The request should be forwarded to the attention of the FOIP Coordinator who will then determine whether the access request can be done through Routine Disclosure or whether a Formal Information Request is required.
Formal Information Requests
11. Access to information that is not disclosed through Active Dissemination or Routine Disclosure must be submitted through a Formal Information Request in writing, accompanied by the appropriate fees, prescribed by the FOIP regulations.
12. All Formal Information Requests must be forwarded immediately to the FOIP Coordinator. The FOIP Coordinator will advise the FOIP Head (the President) that a request has been received.
13. The FOIP Coordinator will assist the applicant with:
a. clarifying the request and timeline,
b. coordinating the search for responsive records, and if appropriate provide a fee estimate to the applicant,
c. review and redact responsive records in accordance with specific and limited exceptions in the FOIP Act, and
d. log all FOIP requests from the date of receipt to the close of the file.
14. Each department will appoint a contact person who will assist with the search for responsive records within their respective department.
15. Where a formal Information Request is in process, no record including transitory records may be destroyed.
16. In consultation with the FOIP Coordinator, the President (FOIP Head) will review the request, the responsive information, and the recommendations for the release of the information.
17. Costs associated with handling access requests may be charged but cannot exceed the costs set out in the FOIP Regulations.
D. Exceptions n/a
E. Related Forms/Documents
Request to Access Information Form (INF 004)
F. Revision History
Date
(yyyy/mm/dd)
2019-12-18
2020-01-17
2023-01-17
Description
New, implemented as FIN 4.03
Non-substantive - new numbering INF 01.01(formerly FIN 4.03) /updated to new template
Responsible Office: Academic Technology Committee, IT Advisory Committee
Approver: Senior Leadership Team
Initially Approved: October 8, 2024
Review Scheduled: October, 2027
A. Policy Statement
Last Revised: October 8, 2024
The confidentiality, integrity, and availability of Lakeland College’s information must be preserved when using Generative Artificial Intelligence (AI) tools. Any risks to the College must also be evaluated to determine if the risk can be avoided, accepted, or transferred.
The College welcomes innovative and reliable uses of Generative AI that respects human rights and ethical principles. While we adopt technologies that support our operations, we understand the risks and limitations of Generative AI and want to ensure responsible use. The following principles guide our approach to Generative AI adoption and use:
• compliance with legal and regulatory requirements;
• protection of data privacy and security;
• ethical use; and
• employing human oversight when using Generative AI.
B. Purpose
This policy outlines the rules for using publicly available Generative Artificial Intelligence (AI) tools at Lakeland College. The policy establishes guidelines and standards for using Artificial Intelligence safely and responsibly within an organization. It helps protect against data breaches, misinformation, bias, and misuse, fostering a culture of transparency and accountability in AI deployment.
C. Scope Statement
This policy applies to all employees, contractors, and learners at Lakeland College using Generative AI tools. It sets guidelines for acceptable use, confidentiality, and compliance with legal and ethical standards.
Industry-tailored Generative AI tools and system-integrated Generative AI tools are not in the scope of this policy.
D. Definitions
a. Artificial Intelligence (AI): Engineered systems where machines learn from experience, adjust to new inputs, and potentially perform tasks previously done by humans.
b. Academic Technology Committee (ATC): A cross-functional group reporting to the IT Advisory Committee (ITAC) that creates and supports the adoption of education technology strategies aligned with the College's vision, assesses and advocates for emerging classroom technologies, and recommends improvements to technology-related policies and procedures.
c. Generative Artificial Intelligence (Generative AI): Uses machine learning models trained on large data sets to create new content.
d. Generative Artificial Intelligence Tool (Generative AI Tool): Software application that uses machine learning models trained on large data sets to create new content.
e. Information Technology Advisory Committee (ITAC): A senior leadership group that oversees all technology-related decisions based on input from the Academic Technology Committee (ATC), the Enterprise Resource Planning Committee (ERPC), and the Non-Academic Technology Committee (NATC).
E. Guidelines
1. Data Classification: Employees must only enter information classified as public when using publicly accessible Generative AI tools. Examples include published annual reports, news releases, business contact details, college policies, published research, job postings, and publicly shared newsletters.
2. Confidentiality: Employees shall not enter personally identifiable information, protected, confidential, or restricted information of the College into Generative AI tools.
3. Permissible Uses: Generative AI tool use at the College may include natural language processing, computer vision, or software engineering, provided it meets the requirements set by this policy.
4. Copyright and Rights of Content Creators: The College strives to respect the rights of content creators and copyright owners. If entering content into a Generative AI tool would violate the copyright owner’s rights and the Canadian Copyright Act, then that content must not be entered into the Generative AI tool.
5. Educational AI Software Review: All generative AI tools for education use must be reviewed by the ATC to ensure that the software meets all necessary security, privacy, and accessibility requirements. This applies to downloadable software, software as a service, web-based educational services, and smartphone apps for students
6. Operational Use AI Software Review: All Generative AI tools for college general use must be reviewed by the ITAC to ensure that the software meets all necessary security, privacy, and accessibility requirements. This applies to downloadable software, software as a service, webbased services, browser plug-ins, and smartphone apps.
7. Publicly Available Products: Use of Generative AI tools incorporated into publicly available products that do not require the user to form an account, like internet search engines, are exempt from the software acquisition process.
8. Human Oversight: When AI generates content, it is essential to have human oversight. Results from Generative AI tools might include made-up information (e.g., hallucinations). Generative AI tools may also inherit biases from the data they were trained on, which may not align with the College’s commitment to equity, diversity, and inclusion. Careful review of analyses provided by Generative AI tools is needed.
9. Verification of Outputs: Generative AI outputs should not be assumed to be true, reliable, or ethical. Responses from generative AI shall not be used verbatim, treated as the sole source, used to issue official statements, solely relied on for making final decisions, or used to impersonate individuals or organizations.
10. Content Review: AI-generated content must be reviewed by employees or contractors for accuracy, appropriateness, before using the information for work purposes. AI-generated content may be used to form work products for the College but must be attributed and fully cited.
11. Acceptable use for learners: Instructors are responsible for ensuring that acceptable guidelines and rules for the use of AI tools on assessments are clearly communicated.
12. Contractors: The College will ensure that contractors disclose in their contracts the use of Generative AI tools. The College may prohibit contractors from using protected, confidential, or restricted data in Generative AI tools.
13. Compliance and Accountability: Employees and students must understand and fulfill their responsibilities under this policy, as well as any related policies, procedures, standards, or guidelines. Non-compliance with this policy may result in penalties and disciplinary action in accordance with the Employee and College Member Code of Conduct and Student Code of Conduct.
14. Exceptions N/A
15. Related Policies/Procedures - Academic Freedom Policy
- Academic Integrity Policy
- Reporting and Addressing Research Misconduct Procedure
- Information Technology Acceptable Use Policy
- Employee and College Member Code of Conduct Policy
- FOIP Privacy Policy
- Data Classification Standard
- Digital Workplace Standard
- Freedom of Expression Policy
- Purchasing Goods and Services Procedure
- Student Rights and Responsibilities Policy
- Student Code of Conduct
16. Relevant Legislation
- Canadian Copyright Act
- Freedom of Information and Protection of Privacy Act
