Lakeland College Student Policies and Procedures

Lakeland College

STUDENT POLICIES & PROCEDURES

RIGHTS & RESPONSIBILITIES

LAKELAND COLLEGE

Student

Rights &

ACADEMIC INTEGRITY POLICY ACA 15.0

Policy Owner: Vice-President, Academic & Research

Responsible Office: Academic Services

Approver: Academic Council

Initially Approved: July 1, 2012

Review Scheduled: October 4, 2023

A. Policy Statement

Policy Lead: Dean, Academic and Student Services

Last Revised: October 4, 2018

Last Updated: July 23, 2023

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

C. Guidelines

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. 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.

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.

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 3) the student cannot produce the notes or texts used to prepare his/her material for oral presentations.

3. 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.

ACADEMIC INTEGRITY October 4, 2018 (last updated: June 23, 2023) Page

4. Fabrication or falsification or results for use in an academic exercise.

Penalties

1. In consultation with the department chair, the instructor may impose the following penalties for acts of academic dishonesty:

a) Student is required to re-submit an assignment.

b) Student is assigned a mark reduction on the submitted work.

c) Student is assigned a mark of zero on the submitted work.

2. The department chair may also recommend one or more of the following sanctions be carried out by the Registrar.

a) Place the student on academic probation.

b) A grade of “RW” in the course.

c) Loss or repayment of scholarships and/or other awards.

d) Suspension or expulsion from college.

e) An order to rescind the student’s credential.

D. Exceptions n/a

E. Related Policies/Procedures n/a

F. Relevant Legislation Post-Secondary Learning Act

G. Related Forms/Documents Academic Calendar Student Code of Conduct

H. Revision History

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)

Risk and Compliance Manager

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:

STUDENT CODE OF CONDUCT October 6, 2015 (last updated: June 23, 2023) Page 1 of

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

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

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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

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

F. Relevant Legislation

Post-Secondary Learning Act

G. Related Forms/Documents

Academic Calendar Application Form

H. Revision History

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.

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.

RIGHTS

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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

2012-07-01 New, implemented as a procedure Academic Council 2013-10-01 Academic Council

2023-06-23 Non-Substantive – Retitled (STU 5.73) / new template (changed from a procedure to policy) Risk and Compliance Manager

STUDENT ATTENDANCE IN CLASSES POLICY ACA 24.0

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

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

1996-03-27

1999-09-14

2007-06-11

2013-10-01

2018-10-11

2023-06-23

New, implemented as a procedure

Non-Substantive – Retitled (STU 5.83) / template updated from procedure to policy 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

Review Scheduled: February 28, 2021

A. Overview

Last Revised: February 28, 2016

Last Edited: June 23, 2023

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.

WITHDRAWAL AND FEE REFUND

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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.

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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.

D. Exceptions N/A

E. Related Forms/Documents N/A

F. Revision History

– Retitled (STU 5.86) / template updated

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STUDENT COURSE OVERLOAD

Related Policy: To be Developed

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

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.

D. Exceptions

E. Related Forms/Documents

F. Revision History

SPECIAL OFFERINGS OF COURSES

Related Policy: To be Developed

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.

D. Exceptions

N/A

E. Related Forms/Documents

Special Course Offering Registration (ACA 26.0-2)

Supplemental Evaluation (ACA 30.0-4)

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F. Revision History

2007-06-07

2013-10-01

2018-10-10

2023-06-23 Non-Substantive – Retitled (STU 5.65) / template updated

COURSE SELECTION CHANGE

Related Policy: To be Developed

Procedure Owner: Vice-President, Academic & Research

ACA 26.0-3 (STU 5.88)

Procedure Lead: Dean, Academic and Student Services

Responsible Office: Academic and Student Services

Approver: Academic Council

Initially Approved: October 12, 1999

Review Scheduled: April 9, 2019

A. Overview

Last Revised: April 9, 2014

Last Edited: June 23, 2023

To provide guidelines to students and staff on dropping, adding, withdrawing and auditing courses.

B. Definitions

N/A

C. Procedure

1. Students may change their course selection by completing a Course Selection Change form and obtaining the approval of the instructor of the course and the department chair.

2. Changes are not processed until the completed Course Selection Change form is received in the Office of the Registrar.

3. Missed deadlines due to personal circumstances will be considered on an individual basis. The decision to waive a penalty will be made by the Registrar.

3.1 Adding or Auditing a Course

3.1.1 Students may add courses to their schedule or change from audit to credit within the first 20% of the term. Specific deadline dates may be found in the Academic Schedule or individual program schedules.

3.1.2 Students will be assessed additional fees for each course added to their schedule.

3.1.3 Full tuition is also assessed for course audits.

3.2 Withdrawal from a Course

3.2.1 Students may drop courses from their schedule during the Refund Period prior to the deadline specified in the Academic Calendar or individual program schedules,

normally within the first 20% of the term. No record of the course registration is kept on the student’s transcript. A full tuition refund is applied to the student’s account.

3.2.2 After the Refund Period but during the Withdrawal Period (up to 60% of the course) a “W” grade will be assigned to the student’s enrolment in the class. No refund.

3.2.3 After the Withdrawal Period ends a student who chooses to withdraw from a class will be assigned a “WF” grade if a final grade is not available. No refund.

D. Exceptions

N/A

E. Related Forms/Documents

F.

REPEAT OF A COURSE ACA 26.0-4 (STU 5.89)

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: October 2001

Review Scheduled: October 10, 2018

A. Overview

Last Revised: October 10, 2013

Last Edited: June 23, 2023

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

REPEAT OF A COURSE October 10, 2013 (Last edited: June 23, 2023) Page 1 of 2

ACADEMIC ACCOMMODATION FOR STUDENTS WITH DISABILITIES POLICY

Policy Owner: Vice-President, Academic & Research

ACA 28.0 (STU 5.93)

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

ACADEMIC ACCOMODATIONS FOR STUDENTS WITH DISABILITIES

October 1, 2013 (last edited: June 23, 2023) Page 1 of

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

2003-08 New, implemented as a procedure

2007-06-11

2013-10-01

2023-06-23 Non-Substantive – Retitled (STU 5.93) / template updated (changed from procedure to policy) Risk and Compliance Manager

RESIDENCE CODE OF CONDUCT ACA 30.0 (STU 5.95)

Policy Owner: Vice-President, Academic & Research

Responsible Office: Residence Services

Approver: Academic Council

Initially Approved: Fall, 2003

Review Scheduled: October 9, 2019

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

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:

RESIDENCE CODE OF CONDUCT October 9, 2014 (last edited: August 26, 2022) Page 1 of

• 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

2003 New, implemented as a procedure

2007-06-11

2014-10-09

2022-03-11

2022-08-26

Non-Substantive - changed college officials to college employees, minor changes, updated the level three appeal, updated position titles, updated Appendix A

Non-Substantive – Retitled (STU 5.95) / template updated (changed from procedure to policy)

Registrar

Risk and Compliance Manager

RESIDENCE CODE OF CONDUCT October 9, 2014 (last edited: August 26, 2022)

Allowing unauthorized person(s) into the residence overnight or longer (breach of guest pass procedure)

APPENDIX A RESIDENCE CODE OF CONDUCT CHART ACA 13.0

$100 fine and no guests for remainder of stay eviction

Break and entry Eviction

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

Written warning & removal of pet

Verbal warning

Verbal warning and clean- up of area

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

Written warning and $100 fine $300 fine plus probation Eviction

Verbal warning

Verbal warning

$75 fine plus liability for damages

Written warning plus $100 fine Eviction

Written warning $100 fine plus cost of cleaning

$100 fine $200 fine Eviction

$75 fine plus cost of key

RCMP will be called and forfeiture of Damage Deposit

Verbal warning

Immediate eviction

Immediate eviction

Written warning plus $100 fine

*Bottles left outside will be collected for donation

Cost of removal/repair $100 fine $200 fine

Lost Keys $20 replacement fee/key

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)

Verbal warning

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 $100 fine Eviction

March 11, 2022 (last updated)

Open outdoor fires

Operating a business from residence

Immediate eviction

Verbal warning

Parking in no-parking, loading and tow zones $100 fine plus cost of tow

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

$100 fine plus cost of mail delivery Eviction

$300 fine plus cost of tow Eviction

Verbal warning $200 fine plus loss of party privileges Eviction

Immediate eviction

Immediate eviction

Verbal warning

Immediate eviction

$100 fine

Verbal Warning

Verbal warning

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

Immediate eviction

Immediate eviction

Immediate eviction

Immediate eviction plus cost of damage

March 11, 2022 (last updated)

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

ACA 31.0 (STU 5.96)

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

ELECTRONIC DEVICE

CLASSROOM October 1, 2013 (last edited: June 23, 2023) Page 1 of

H. Revision History

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

Review Scheduled: September 15, 2020

A. Overview

ACA 38.0-2 (STU 5.66)

Procedure Lead: Dean, Academic and Student Services

Last Revised: September 15, 2015

Last Edited: September 5, 2022

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

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):

GRADING SYSTEM

September 15, 2015 (last edited: September 5, 2022) Page 1 of 3

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.

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.

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.

D. Exceptions

N/A

E. Related Forms/Documents

Appendix A – 9 Point and 4 Point System

F. Revision History

2022-09-05

Non-Substantive – Re-numbered (STU 5.66) / template updated

Appendix “A” (Grading System Procedure) (

updated October 11, 2022)

9 Point System (to June 30, 2000)

4 Point System (to June 30, 2000)

4.0 Excellent - consistently outstanding performance.

3.5 Superior - comprehensive understanding of subject areas.

3.0 Good - accomplishment decidedly above the required level.

2.5 Acceptable - consistent achievement.

PASS 2.0 Satisfactory - achievement sufficient to enable the student to progress with confidence in that subject.

FAIL 0 - 1.5 Unsatisfactory - insufficient achievement.

The 4 point system passing requirement applies to most college programs. Refer to course outline and program handbook to specify passing grade.

HANDLING OF STUDENT MARKS/ASSIGNMENTS –

UNDER REVEW

Related Policy: To be Developed

Procedure Owner: Vice-President, Academic & Research

ACA 38.0-3

Procedure Lead: Dean, Academic and Student Services

Responsible Office: Academic and Student Services

Approver: Academic Council

Initially Approved: August, 1999

Review Scheduled: October, 2018

A. Overview

Last Revised: October 1, 2013

Last Edited: June 23, 2023

To provide guidelines for the appropriate handling of student marks and assignments to ensure that the privacy of students is protected.

B. Definitions

n/a

C. Procedure

1. be handled on a departmental basis rather than an individual instructor basis to ensure consistency and clarity for students.

2. Each School will provide every student with information on how they will be distributing marks, assignments, and posting grades.

3. Students have the option of making other arrangements with you if they do not wish to have their marks, assignments and grades posted as per your instruction.

Students wishing to opt out of the process will sign the portion of the Student Consent to Disclose Student Grades & Assignments (ACA 043), attached as Appendix “A”)) indicating that they understand it is their responsibility to make other arrangements with instructors to pick up their marks and assignments.

4. Marks

a. Return marks in class on individual slips of paper. or

b. Return marks using personalized e-mail addresses.

c. Use student ID numbers to post marks. When using this method, instructors should:

i. list numbers in random order, and

ii. change the order from time to time.

5. Assignments

a. Return assignments during class time. or

b. Establish a central file where students can retrieve assignments from support staff during office hours. or

c. Establish a central location where students can pick-up graded material: Ensure privacy by:

i) placing the grade and comments on the last page of the assignment.

ii) folding the graded paper in half and stapling. Name can be visible at top of page or on the back of the folded pages.

iii) by placing the graded material in envelopes with student names on the outside.

7. Student Course Work

Instructors wishing to use samples of student’s course work as examples for future classes or other purposes will need written consent. Use Consent to Disclose Student Grades & Assignments (ACA 043).

D. Exceptions n/a

E. Related Forms/Documents

Consent to Disclose Student Grades & Assignments (ACA 043)

F. Revision History

(updated template, new numbering ACA 38.0-3 (formerly STU 5.85)

SUPPLEMENTAL EVALUATION

Related Policy: To be Developed

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.

D. Exceptions

N/A

F. Related Forms/Documents

G. Revision History

RETENTION OF EXAMINATIONS AND INTERIM GRADES PROCEDURE – UNDER REVIEW

Related Policy To be Developed

Procedure Owner: Vice-President, Academic & Research

38.0-5

Procedure Lead: Dean, Academic and Student Services

Responsible Office: Academic and Student Services

Approver: Academic Council

Initially Approved: October 13, 1993

Review Scheduled: October 1, 2018

A. Overview

Last Revised: October 1, 2013

Last Edited: June 23, 2023

To provide guidelines for the appropriate retention of academic examinations and interim grades.

B. Definitions n/a

C. Guidelines

1. Final examination papers in all courses will be kept by the College for a period of one full year after the date of the exam. Roll/grade books, which are used to record mid-term or other marks, will also be retained for one year.

2. The appropriate academic manager is responsible to ensure the proper retention of examinations and roll/grade books.

3. Department Chair will ensure that all instructors are aware of the requirements.

4. A clearly designated and secure place will be provided in each academic department for storage of these items.

5. Students will be provided an opportunity to view their own final examinations upon request to the instructor and/or the Department Chair.

6. Instructors may destroy student exams, after the one full year retention has lapsed.

D. Exceptions

E. Related Forms/Documents

Alberta Freedom of Information and Protection of Privacy Act

F. Revision History

1999-10-13 Implemented as STU 5.81

2013-10-01

2023-06-23

Non-Substantive – updated template and new numbering ACA 38.0-5 (formerly STU 5.81)

Risk and Compliance Manager

RECOGNITION OF HONOURS AND DISTINCTION STANDING ACA 38.0-6

Policy Owner: Vice-President, Academic & Research

Policy Lead: Dean, Academic and Student Services

Responsible Office: Academic and Student Services

Approver: Academic Council

Initially Approved: July 8, 1991

Review Scheduled: October 10, 2018

A. Overview

Last Revised: October 10, 2013

Last Updated: June 23, 2023

To recognize the high academic achievement of Lakeland College students.

B. Definitions

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

STANDING

October 1, 2013 (Last updated: June 23, 2023) Page 1 of

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.

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.

D. Exceptions

E. Related Forms/Documents

ASSESSMENT AND RECOGNITION OF PRIOR LEARNING ACA 38.0-7 (STU 5.61)

Related Policy: To be Developed

Procedure Owner: Vice-President, Academic & Research

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.

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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

E. Forms/Documents Challenge for Credit Procedure (ACA 38.0-8)

Post-secondary Learning Act

F. Revision History Date (yyyy/mm/dd)

to 1986 New

2013-10-01

2016-04-07

2017-03-14 Academic Council

2023-06-23 Non-Substantive – Re-numbered (STU 5.61) / template updated (changed from procedure to policy) Risk and Compliance Manager

CHALLENGE FOR CREDIT ACA 38.0-8 (STU 5.67)

Related Policy: To be Developed

Procedure Owner: Vice-President, Academic & Research

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).

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E.

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.

F.

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STUDENT DISCIPLINE

Policy Owner: Vice-President, Academic & Research

ACA 39.0

Policy Lead: Dean, Academic and Student Services

Responsible Office: Academic & Student Services

Approver: Academic Council

Initially Approved: September 26, 1988

Review Scheduled: October 1, 2018

Related Procedures:

A. Policy Statement

Last Revised: October 1, 2013

Last Edited: June 23, 2023

Academic Probation (ACA 39.0-1)

Academic Suspension (ACA 39.0-2)

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,

October 1, 2013 (Last edited: June 23, 2023)

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

H. N/A

I. Revision History Date

2023-06-23 Non-Substantive – Re-numbered (STU 5.57) / template updated from procedure to policy

Staff Name

APPENDIX #1 Disciplinary Action Report

Phone Number

Student Name Location

Details

Intervention/Action Taken

Staff Signature Date

STUDENT

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

ACA 39.0-1 (STU 5.63)

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:

- academic performance (i.e.. mid-term evaluation, academic progress, etc.)

- 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:

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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 30.0-2)

Student Discipline (ACA 39.0)

Student Attendance in Classes Procedure (ACA 24.0)

F. Revision History

2001-03 Academic Council

2005-04 Chairs Committee/ Academic Council

2013-10-01 Academic Council

2018-10-11 Academic Council

2023-06-23 Non-Substantive – Re-numbered (STU 5.63) / template updated Risk and Compliance Manager

ACADEMIC PROBATION October 11, 2018 (Last edited: June 23, 2023) Page

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 (STU 5.78)

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

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)

ACADEMIC SUSPENSION

October 11, 2018 (June 23, 2023) Page

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

E. Related Forms/Documents

STUDENT APPEAL PROCEDURE

ACA 41.0-1 (STU 5.58)

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

Review Scheduled: November, 2025

A. Overview

Last Revised: November 4, 2020

Last Edited: June 23, 2023

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.

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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

E. Exceptions

None

F. Revision History

Description of Change

2017-08-16 New, implemented as STU 5.58 Academic Council

2020-11-04

2023-06-23 Non-Substantive – Re-numbered ACA 41.0-1 previously (STU 5.58) / template updated

Academic Council

Risk and Compliance Manager

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Student Complaint Procedure

Related Policy: Student Dispute Resolution Policy (ACA 41.0)

Procedure Owner: Vice-President, Academic & Research

ACA 41.0-2 (STU 5.60)

Procedure Lead: Registrar and Dean, Student & Academic Services

Responsible Office: Registrar and Dean, Student & Academic Services

Approver: Academic Council

Initially Approved: November 4, 2020

Review Scheduled: November, 2025

A. Definitions

Last Revised: November 4, 2020

Last Edited: September 9, 2022

Attendant: an individual selected by the complainant or respondent to consult with, accompany, or assist with any meeting or hearing related to the complaint.

Formal Complaint: a complaint made in writing with the expectation of a response in writing communicating a decision regarding the complaint.

Informal Complaint: addressed verbally and in-person to the department responsible for the alleged unfair policy or procedure, the individual involved or their supervisor.

B. Procedure

1. Students have a right to register a complaint under this procedure:

a. against any college policy or administrative process alleged to be unfair; or

b. against any individual whose actions are alleged to interfere unduly with a student’s reasonable and legitimate access to services or participation in appropriate college-related activities.

2. At any stage of the complaint process, Lakeland College reserves the right to contact security, the policy, and/or enact other safety precautions if there is deemed an imminent risk of safety to any individual.

3. Exceptions to the use of this Student Complaint procedure may addressed by other college policies or procedures such as Request for Formal Re-evaluation, Student Appeal, College Code of Conduct, Harassment and Violence Prevention, or the AUPE and Faculty Collective Agreements.

4. Student complaints and student appeals of hearing panel decisions will be addressed using the principles of natural justice.

Informal and Formal Complaint

1. Typically, the first step in the complaint process is to seek resolution for the complaint in a timely and informal manner by speaking to the department responsible for the alleged unfair policy or procedure, the individual involved or their supervisor.

2. While timelines may vary according to the seriousness of the issues, complaints should be initiated no more than ten (10) working days after the incident or application of the alleged unfair policy or procedure.

3. Students who are not comfortable with discussing the matter directly with the employee or department involved, should contact the Registrar, the chair or dean of their program for assistance with this procedure. This meeting may serve to:

a. air the student’s concern;

b. clarify a procedure or policy;

c. give strategies for informal conflict resolution; or

d. direction for following the informal and/or formal routes for resolution, including the name of the employee (herein after called the Supervisor) to whom a potential Formal Complaint is to be addressed.

4. If the student elects to take no further action after step 3, the matter is closed.

5. Students are most often encouraged to seek an informal resolution of the complaint by meeting with the individual most directly involved in the complaint. The student may be accompanied by an attendant at any meeting(s). If the informal discussion does not resolve the matter, the student should discuss the complaint with the individual’s immediate supervisor who may meet with the respective parties, interview others, and review pertinent documentation prior to recommending a resolution. Similarly, a student may approach the chair of the program or manager in a department involved in a policy or process dispute.

6. Once the informal complaint process has been exhausted, the student may move the complaint to the formal process by completing a Student Complaint Form addressed to the Supervisory, outlining the basis of the complaint, including any supporting information and the remedy sought.

7. The Supervisor will, with a view towards reaching a resolution of the complaint within one week:

a. Discuss the complaint and the related circumstances with the student;

b. Review the written complaint materials submitted by the student;

c. Provide any affected employee with a copy of the written complaint and any related materials and discuss the complaint with any affected employee;

d. Determine whether the complaint can be appropriately resolved at this stage;

e. If a resolution cannot be reached, then the Supervisor will ask the employee for a written response to the complaint; and

f. Interview any witnesses, and the student and employee again if necessary

8. At this stage, the Supervisor will consider all written and oral submissions and, having done so, address the student with a written decision, with reasons, to either dismiss the complaint or to take other steps which may be appropriate in the circumstances The Supervisor must also

advise the student that it is their right to appeal the decision by way of the Student Appeal procedure and that the time limit of 15 (fifteen) calendar days for this appeal commences upon notification.

C. Related Forms/Documents Student Complaint Form

D. Exceptions

Any exceptions to this procedure will be documented by the Policy Lead and filed with the Risk and Compliance Manager.

E. Revision History Date (yyyy/mm/dd) Description of Change

2020-11-04 New, implemented as STU 5.60

2022-09-09

Non-Substantive – Re-numbered to ACA 41.0-2 previously (STU 5.60) / template updated, updated Appendix A with current version of form.

Risk and Compliance Manager

APPENDIX A –

STUDENT COMPLAINT FORM

By completing this form, the undersigned acknowledges this information will be used in the Student Complaint Process.

Student Name:

Date: Student ID Number:

1. Provide a detailed summary of the facts of the complaint. You should include:

• Name of any pertinent College employees

• Nature of complaint (date and time of any incident(s); or description of the identified deficiency)

• List names of any staff or students with direct knowledge of the facts

• Attach copies of any related documents

(Attach separate sheet if more space is required.)

2. How would you like this complaint resolved?

3. Summarize steps taken to attempt to resolve the complaint, e.g. meeting with College staff.

FORMAL RE-EVALUATION OF AN ASSIGNED MARK ACA 41.0 (STU 5.91)

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

Review Scheduled: June 2025

A. Definitions

n/a

B. Procedure

Last Revised: November 4, 2020

Last Edited: June 23, 2023

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)

E. Revision History

Formal Re-evaluation of an Assigned Mark November 4, 2020 (Last edited: June 23, 2023)

2013-10-01

2020-11-04 Academic Council

2023-06-23 Non-Substantive – Re-numbered to ACA 41.0-3 previously (STU 5.91) / template updated Risk and Compliance Manager

GRADUATION PARCHMENTS

ACA 42.0 (STU 5.59)

Policy Owner: Vice-President, Academic & Research Policy Lead: Dean, Academic and Student Services

Responsible Office: Academic & Student Services

Approver: Academic Council

Initially Approved: November 11, 1998

Review Scheduled: April, 2024

A. Policy Statement

Last Revised: April, 2019

Last Edited: June 23, 2023

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

1990-11-28 New, implemented as a procedure

Non-Substantive – Re-numbered (STU 5.59) / template updated (changed from procedure to policy) Risk and Compliance Manager

GRADUATION PARCHMENT April 2019 (last edited: June 23, 2023) Page 2 of 2

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 ACA 44.0-2 (STU 5.84)

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

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.

FINANCIAL HOLD ON STUDENT

ACADEMIC RECORD

April 1, 2019 (Last edited: June 23, 2023)

Page 1 of 2

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

E. Related Forms/Documents

F. Revision History

2023-06-23 Non-Substantive – Retitled (formerly STU 5.84) / new template Risk and Compliance Manager

TOBACCO AND CANNABIS POLICY H&S 06.0

Policy Owner: President Policy Lead: Executive Director, Human Resources

Responsible Office: Human Resources

Approver: Senior Leadership Team

Initially Approved: October 17, 2018

Review Scheduled: October, 2023

A. Policy Statement

Last Revised: October 17, 2018

Last Edited: July 21, 2022

Lakeland College (the “College”) recognizes the importance of providing a safe and healthy working, learning and living environment for all members of the Lakeland College Community. This policy intends to reduce harm relating to the usage and consumption of Tobacco and Cannabis Products, prevent incidental contact with these substances and comply with provincial and municipal laws and bylaws including Smoking and Vaping. Lakeland College will take steps to prevent and address inappropriate conduct and at the same time requires everyone to be an active partner in reducing harm.

Cannabis

Lakeland College is a community space utilized by people of all ages. In the spirit of harm reduction and the prevention of incidental contact, Lakeland College prohibits the possession or use of any non-medicinal Cannabis Products on Lakeland College property, including College residences. The College’s prohibition of non-prescription cannabis is compliant with both municipal bylaws and the Alberta Cannabis Framework. The College will seek to accommodate persons who disclose the need to use medically Prescribed Cannabis Products.

B. Scope Statement

This policy applies to Members of the College Community on all Lakeland College owned, rented or leased property, including vehicles.

C. Definitions

Cannabis Product: means cannabis plant (fresh or dried), cannabis oil, cannabis seed and any other substance defined as cannabis in the Federal Cannabis Act and its regulations, as amended from time to time, and includes products that contain or are infused with cannabis (such as edibles, skin patches, creams and salves).

Designated Smoking and Vaping Areas (DSA): outdoor areas in which Smoking and Vaping of Tobacco Product is permitted and are clearly marked with signage. They must be at least 9 meters away from a doorway, window or air intake (including loading bay doors)

Members of the College Community: includes, but is not limited to, employees, students, visitors, volunteers, consultants, service and supply contractors and their employees while they are engaged in activities related to their contracts with Lakeland College.

Prescribed (or Prescription): A prescription or authorization made by a licensed physician, pharmacist, or other person or body empowered by law to make such a prescription or authorization. Possession and use of prescribed drugs in the treatment of a disability or illness will be accommodated under this Policy. For greater certainty, references to Prescriptions include those drugs which are authorized.

Smoking and Vaping: to inhale, exhale, burn, carry, or possess lighted tobacco, cannabis or other herbal products or other legal or illegal substances including but not limited to cigarettes, electronic cigarettes (e-cigarettes) or similar devices used for vaping, cigars, cigarillos, pipe tobacco, hookahs or other products capable of being smoked; or to burn, vaporize or atomize any products for inhalation including tobacco, cannabis or other herbal products or other legal or illegal substances.

Tobacco Product: A product composed in whole or in part of tobacco, including tobacco leaves and any extract of tobacco leaves, but does not include any product for use in nicotine replacement therapy. It includes cigarettes, cigars, cigarillos, pipe tobacco, and specialized tobacco products such as chewing tobacco, smokeless tobacco, and snuff.

D. Guidelines

1. CANNABIS

Lakeland College prohibits the possession or use of any non-Prescription Cannabis Products on Lakeland College property, including College residences.

Individuals who may have an emerging Cannabis Product dependency or addiction, or suspects Cannabis use is becoming problematic, are encouraged to self-report and seek rehabilitative support from our Health Services or Counselling & Wellness teams.

The cultivation, selling, purchasing, ordering and delivery of Cannabis Products are strictly prohibited on all Lakeland College property, except where medically Prescribed and pursuant to an accommodation.

a. Medically Prescribed Cannabis Products

The College will seek to accommodate persons who disclose the need to use medically Prescribed Cannabis Products. Lakeland College acknowledges that Cannabis Products may be Prescribed in the treatment of illnesses or disabilities. The College will seek to accommodate persons who have Prescriptions for Cannabis as part of their disability or illness treatment. Accommodations will be coordinated through the Health Services Department.

A Member of the College Community must disclose the use of, or need for, medically Prescribed Cannabis Products to at least one of the following parties: a manager, Human Resources, a Residence Life Facilitator, Registrar or the College’s Health Services

Coordinator. A member of the College Community who is considering the use of Prescription Cannabis Products, but who has not yet received such a Prescription, may consult with any of the aforementioned parties to determine what accommodations may be available if they proceed with the Prescribed use.

The possession or use of Prescription Cannabis Products by an individual may risk exposure to other Members of the College Community. It is the responsibility of both the College and the individual to take reasonable steps to mitigate these risks and to otherwise facilitate any accommodation where necessary.

Any Prescribed Cannabis Product requiring possession and use by an individual while on Lakeland College property must be kept in a secured container with a lock to prevent incidental contact by others. The Prescribed dosage and method of use must be indicated on the container or otherwise kept with the container. The use of any Prescribed drugs, including Cannabis Products, without a valid prescription or authorization, or in a manner exceeding the required dosage as Prescribed, will be a violation of this Policy.

b. Accommodations

Individuals requiring the possession or use of Cannabis Products in the treatment of an illness or disability, while living at a Lakeland College residence, may request an accommodation in accordance with this Policy.

2. RESEARCH AND EDUCATION OF CANNABIS

Cannabis for College endorsed research and educational purposes may be permitted. In these cases a safety risk assessment and mitigation plan must have prior approval from the Vice President, Academic and Research

3. TOBACCO

Use of Tobacco Products is prohibited on all Lakeland College properties except where designated. This includes but is not limited to workplaces, lecture halls, corridors, residences, dining rooms, washrooms, athletic fields, assembly areas, building entrances as well as vehicles owned, rented or leased by Lakeland College. Where Smoking and Vaping is permitted, it will be limited to Designated Smoking and Vaping Areas.

This policy does not affect the rights of Indigenous people respecting traditional Indigenous spiritual or cultural practices or ceremonies. Traditional Indigenous spiritual and cultural practices and ceremonies involving the burning of tobacco or a tobacco-like product shall be permitted in designated spaces.

4. DESIGNATED SMOKING AND VAPING AREAS

Designated Smoking and Vaping Areas shall be indicated by posting signage that will aid identification of the bounds or limits of designated Smoking and Vaping areas. Where feasible, DSAs will be located or constructed to reduce the fire hazard to surrounding areas. DSAs may or may not be fully or substantially enclosed.

Smoking and Vaping materials must be properly disposed of in the containers provided for such disposal.

5. SALE AND PROMOTION OF TOBACCO PRODUCTS

Lakeland College prohibits the promotion, advertising, or sale of any Tobacco Products or related paraphernalia on Lakeland College owned, rented or leased property. In addition and in accordance with the Federal Tobacco Act, corporate Tobacco Product sponsorship of Lakeland College events or groups is prohibited.

6. RESIDENCE LIFE

Tobacco

Smoking and Vaping is allowed only in Designated Smoking and Vaping Areas.

7. Cannabis

The possession or use of Cannabis Products is prohibited in any College residence, except where the possession or use is medically Prescribed and pursuant to an accommodation.

The cultivation, selling, purchasing, ordering and delivery of Cannabis Products are strictly prohibited on all Lakeland College property, except where medically Prescribed and pursuant to an accommodation.

8.

COMPLIANCE AND ENFORCEMENT

The supervisor/manager or individual directly in charge of a given area, or activity within an area, will be accountable for supporting this policy and making Members of the College Community aware of this policy. Every effort is to be taken by all to ensure compliance and resolve problems created by non-compliance through:

• Building awareness of Lakeland College being Cannabis free;

• Encouraging Tobacco smokers and vapers to move to Designated Smoking and Vaping Areas;

• Adhering to the Code of Conduct by observing this policy; and

• Recognizing and respecting that areas where Smoking and Vaping is not permitted may fully extend between buildings and covered walkways

9. NON-COMPLIANCE

The following protocol is to be followed if non-compliance issues cannot be resolved using the above approaches:

• For students: formal complaints may be lodged to any party responsible for day-today enforcement, or with the Registrar

• For faculty and staff: Non-compliance concerns should be lodged with the individuals immediate supervisor or with Human Resources

2018 (last edited

10. PROVISION AND PROMOTION OF CESSATION RESOURCES AND SERVICES

Evidence-based cessation support services are provided and promoted on campus.

E. Exceptions n/a

F. Related Policies/Procedures Code of Conduct

G. Relevant Legislation Alberta Cannabis Framework

Vermilion Bylaw and Lloydminster City By-Laws Tobacco and Smoking and Vaping Reduction Act Tobacco and Vaping Products Act

H. Related Forms/Documents

I. Revision History

MANAGING STUDENT ILLNESS ON CAMPUS PROCEDURE

Related Policy: Managing Illness at Lakeland College Policy

H&S 09.0-1

Procedure Owner: President Procedure Lead: Executive Director, Human Resources

Responsible Office: Health Services

Approver: Senior Leadership Team

Initially Approved: August 5, 2022

Review Scheduled: August, 2027

A. Definitions

Last Revised: August 5, 2022

Last Edited: June 9, 2023

Accommodations: temporarily providing an individual with what is needed or desired to enable them to continue to learn remotely until they can return to campus. Reasonable efforts will be made by both parties to the point of undue hardship.

Symptomatic: An individual experiencing one or more of the following, but not limited to: fever, cough, difficulty breathing, sore throat, runny or stuffy nose, muscle or joint aches, feeling generally unwell, fatigue or severe exhaustion, nausea, vomiting, or diarrhea.

B. Procedure

1. Any student who is Symptomatic, or has symptoms not normally associated with allergies, chronic or pre-existing conditions, that have worsened shall not attend campus while symptoms remain.

2. If a student becomes Symptomatic while on campus, they shall promptly contact their instructor, program head, or chair and advise them they are Symptomatic. The student must then immediately leave campus.

3. Instructor, program head, or chair will work with the student on reasonable Accommodations during the period the student remains Symptomatic

4. Health Services may be contacted for assessment and guidance on return dates and Accommodations.

C. Exceptions

N/A

D. Related Forms/Documents

Student Attendance in Class Procedure

Student Code of Conduct

E. Revision History

2023-06-09

Non-substantive – s. 4 clarified that Health Services “may” be contacted ; s. 1 added the word “not” to “has symptoms ‘not’ normally associated with allergies”

Risk & Compliance Manager / Director, Human Resources

SEXUAL AND GENDER-BASED VIOLENCE RESPONSE POLICY

Policy Owner: President

Responsible Office: Health & Safety

Approver: Senior Leadership Team

Initially Approved: May 5, 2016

Review Scheduled: October, 2025

Related Procedures:

H&S 10.0

Policy Lead: Executive Director, Human Resources

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

K. Revision History

Description of Change

2016-05-05 New, implemented as a procedure Academic Council

2022-10-28 Substantive Revisions, new numbering (formerly STU 6.01)

2023-05-02 Added s. A(2), added s. D (“definition of Intersectional Approach”), removed s. E.(1)(c), added s. E(3)(d)

Appendix A Resources

Lakeland College Counselling Services Lloydminster 780.871.5731 Vermilion 780.853.8516

Lakeland Indigenous Student Support

Lakeland International Student Support Lloydminster 780.871.5744 Vermilion 780.853,8561

Lakeland Security Lloydminster 780.808.1265 Vermilion 780.853.3772

Lakeland Wellness Advisor

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

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

FOIP ACCESS TO INFORMATION PROCEDURE INF 01.0-1

Related Policy: FOIP Privacy Policy (INF 01.0)

Procedure Owner: President Procedure Lead: Chief Financial Officer

Responsible Office: Financial Services

Approver: Senior Leadership Team

Initially Approved: December 12, 2019

Review Scheduled: January, 2025

A. Overview

Last Revised: January 17, 2020

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

E. Related Forms/Documents

Request to Access Information Form (INF 004)

F. Revision History

2019-12-18 New, implemented as FIN 4.03

2020-01-17

2023-01-17 Non-substantive - new numbering INF 01.01(formerly FIN 4.03) /updated to new template

Risk & Compliance Manager

Routine Access to Student Records

Requests for Student’s own Information

1. Where a request is received by a student for their own Personal Information. The following information may be routinely disclosed:

▪ the portion of the student file that is deemed to be routinely accessible

▪ information supplied by the student

▪ information copied to the student

▪ consent obtained in the prescribed form authorizing the disclosure to the student

2. Requests for graded assignments and exams should be made directly to the Instructor.

Requests from Lakeland College Employees and Contractors

3. The FOIP Act permits the disclosure of certain information to other Lakeland College employees, such as to instructors where necessary for the performance of their duties. Only the minimal amount of information required should be disclosed.

▪ Examples of information that would normally be available to instructors include student IDs, and student contact information.

4. Disclosure of personal information to a Lakeland College contractor should only be made as authorized by the terms and conditions of the written contract.

Requests from Third Parties

5. Student Personal Information should only be disclosed to Third Parties in the following circumstances:

a. Consent has been obtained in the prescribed form; or

b. The information is limited to the following and the disclosure has been authorized by the Registrar (i.e. determined not to be contrary to the public interested and the individual has not specifically requested that this information not be disclosed):

i. Confirmation of enrolment or registration in the college or in a Program (does not include confirmation of attendance);

ii. 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;

iii. Confirmation of a diploma, certificate, or degree, honour or award received by or through the college; or

c. The information is requested by a government official where disclosure is authorized or required by a piece of legislation and the disclosure has been approved by the Registrar; or

d. In all other cases please consult with the FOIP Coordinator.

6. The following types of records should not be routinely disclosed and should be forwarded to the FOIP Coordinator as the request may have to go through a Formal Information Request:

▪ letters of reference supplied in confidence

▪ evaluative comments provided by anyone in a formal evaluation process

▪ records relating to a grievance or appeal process

▪ records relating to a legal or an administrative investigation

▪ letters of complaint

INFORMATION TECHNOLOGY ACCEPTABLE USE

Policy Owner: Chief Financial Officer

Responsible Office: Information Technology

Approver: Senior Leadership Team

Initially Approved: August 25, 1998

Review Scheduled: March, 2024

INF 02.0

Policy Lead: Director, Information Technology

Last Revised: March 8, 2023

Last Edited: March 8, 2023

Related Procedures: Password Guidelines (INF 02.0-1)

A. Policy Statement

The purpose of this policy is to outline the acceptable use of computer resources at Lakeland College and to ensure Lakeland College diligently protects all information. This policy is in place to protect all members of our community and Lakeland College. Inappropriate use exposes Lakeland College to risks including virus attacks, compromise of computer systems and/or theft of sensitive data.

B. Scope Statement

The Acceptable Use Policy applies to the use of information, college electronic assets and network resources to conduct Lakeland College business. All users are responsible to exercise good judgment regarding appropriate use and must act in accordance with Lakeland College policies and procedures.

C. Definitions

College Community Users: Refers to staff, faculty, students, board members, contractors and guests.

Derogatory: showing a critical or disrespectful attitude.

Encryption: The process of encoding a message or information in such a way that only authorized parties can access it.

Information Technology Resources: Refers to all hardware, software and infrastructure owned by the college.

D. Guidelines

1. General Use and Ownership

1.1 All users must use their authorized account information (username/password) to access the Lakeland College network (wired/wireless). The user is responsible for the security of the account and the actions performed under the account. Wireless access for students and guests are restricted to ‘Internet only’ connectivity.

1.2 All data stored on Lakeland College systems is the property of Lakeland College. Users should be aware that the college cannot guarantee the confidentiality of information stored on any Lakeland College system except where required to do so by local laws or regulatory requirements.

1.3 Lakeland College systems exist to support and enable the business. A small amount of personal use (i.e. use not related to the mission of the college) is permitted provided it complies with this policy. However, it must not be detrimental to their own or any colleague’s productivity.

1.4 Lakeland College trusts its users to be fair and sensible when judging what constitutes an acceptable level of personal use of the college’s information technology systems. If users are uncertain about what is allowed they should consult their manager or the Information Technology Help Desk.

1.5 Lakeland College monitors the use of its information technology systems and the data. This may include (except where precluded by local privacy laws) examination of the content stored within the email, data files and access history of any user.

1.6 Lakeland College reserves the right to regularly audit networks and systems to ensure compliance with this policy. It is possible that security can be breached through actions or causes beyond Information Technology’s reasonable control. It is recommended that users do not store any personal information on Lakeland College electronic assets.

1.7 Users are responsible to promptly report the theft, loss or unauthorized disclosure of Lakeland College proprietary information.

1.8 Users may access, use or share Lakeland College proprietary information only to the extent it is authorized and necessary to fulfill their assigned job duties.

1.9 Postings by employees from a Lakeland College email address to newsgroups or social media feeds should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of Lakeland College, unless posting is in the course of business duties.

1.10 E-mail attachments or hyperlinks received from unknown senders can contain malware and should not be opened.

1.11 Each employee is permitted a maximum of one workstation only (a computer, full-size display, keyboard and mouse, desk phone or soft phone.)

1.12 Any Lakeland College documents/information on personal devices are the property of Lakeland College.

2. Printing Practice

As per the FOIP Privacy Policy (INF 1.0) and the Record Management Policy (INF 11.0), to reduce the risk of unauthorized access or loss of information:

2.1 Confidential material should not be left unattended on printers, desks, or photocopiers.

2.2 All personal and confidential information must be securely destroyed as per College policy (see (Records Management Policy INF 11.0).

3. Security Credentials

3.1 In order to prevent unauthorized access, computers must be logged off/locked or protected with a locking screen saver mechanism controlled by a password at all times, when unattended. If the computer was not locked, then all activity under a user’s login will be deemed to be the responsibility of that user.

3.2 Accessing the cloud resources off campus requires the use of MFA (Multi-factor Authentication)

3.3 All employees are required to complete assigned Cyber Security Awareness Training

4. Working Off-Site

When laptops and mobile devices are taken off-site the following controls must be applied:

4.1 Equipment and media must not be left unattended in public places or in view in a vehicle

4.2 Laptops must be carried as hand luggage when travelling where permitted.

4.3 Information should be protected against loss or compromise when working remotely (for example at home or in public places). Laptop encryption should be used when available.

4.4 Particular care should be taken with the use of mobile devices such as laptops, mobile phones, smartphones and tablets. They must be protected at least by a password or a PIN and, when available, encryption.

4.5 When working off-campus with a College-owned devices, connection is provided to the College’s network using Lakeland College’s approved VPN service. If the VPN service is intentionally by the employee, the employee will be held liable for any damages that ensues.

5. Software

Employees must use only software that is authorized by Lakeland College on Lakeland College’s computers. Authorized software should be used in accordance with the software supplier's licensing agreements. All software on Lakeland College computers must be approved by the Lakeland College Information Technology department.

6. Portable Storage Devices

Mobile devices such as memory sticks, CDs, DVDs and removable hard drives must be used only in situations when network connectivity is unavailable or there is no other secure method of transferring data. When transferring sensitive or confidential data only Lakeland College authorized portable storage devices with encryption enabled should be used

7. Social Media

Lakeland College recognizes that social media is a very effective form of communication and encourages employees to have an online presence. To help employees avoid any problems when communicating about Lakeland College through social media channels, the following guidelines have been developed:

7.1 In the bio section of a social media channel, employees should include a disclaimer indicating that the opinions they express are their own

7.2 Employees, contractors, and all other workers of Lakeland College are prohibited from revealing any Lakeland College confidential or proprietary information when engaging in social media activity.

7.3 Employees shall not engage in any social media activity that may harm or tarnish the image, reputation and/or goodwill of Lakeland College and/or any of its employees. Employees are also prohibited from making any discriminatory, disparaging, defamatory or harassing comments on social media.

7.4 Employees may also not attribute personal statements, opinions or beliefs on Lakeland College when engaged in social media activity. If an employee is expressing his or her beliefs and/or opinions in social media, the employee may not, expressly or implicitly, represent themselves as an employee or representative of Lakeland College.

7.5 Employee statements in social media forums should not be deemed to be private by employees. Breaching this policy by making unacceptable statements on social media can result in disciplinary action being taken.

7.6 Apart from following all laws pertaining to the handling and disclosure of copyrighted materials, Lakeland College’s trademarks, logos and any other Lakeland College intellectual property may also not be used in connection with any social media activity.

8. Actions Upon Termination of Employment or Contract

All Lakeland College equipment and data, for example laptops and mobile devices including telephones, smartphones, USB memory devices and CDs/DVDs, must be returned to Lakeland College upon termination of employment or contract.

All Lakeland College data or intellectual property developed or gained during the period of employment that is not protected by terms in a Collective Agreement remains the property of Lakeland College and must not be retained beyond termination or reused for any other purpose.

9. Unacceptable Use

All users should use sound judgment, consistent with principles of Lakeland College, regarding what is unacceptable use of Lakeland College’s systems The activities below are provided as examples of unacceptable use, however it is not exhaustive.

9.1 Computer Access Control – Individual’s Responsibility

Users MUST NOT:

9.1.1. Allow anyone else to use their user ID/token and password on any Lakeland College Information Technology system.

9.1.2. Leave their user accounts logged in when the device is unattended.

9.1.3. Use someone else’s user ID and password to access Lakeland College Information Technology systems.

9.1.4 Leave their password unprotected (for example writing it down).

9.1.5 Perform any unauthorized changes to Lakeland College’s Information Technology systems or information.

9.1.6 Attempt to access data that they are not authorized to use or access.

9.1.7 Connect any devices not authorized by Lakeland College to the Lakeland College production network.

9.1.8 Store Lakeland College data on any devices not authorized by Lakeland College

9.1.9 Give or transfer Lakeland College data or software to any person or organization outside Lakeland College without the authority of Lakeland College.

9.2 Internet and Email Condition of Use

Users MUST NOT:

9.2.1 Use the Internet or email for the purposes of harassment or abuse.

9.2.2 Use profanity, obscenities, or derogatory remarks in communications.

9.2.3 Access, download, send, receive, post or distribute any data (including images), which Lakeland College considers offensive in any way, including, but not limited to, sexually explicit, discriminatory, defamatory, libelous or intimate material.

9.2.4 Use the Internet or email to make personal gains or conduct a personal business.

9.2.5 Use the Internet or email to gamble.

9.2.6 Use the email systems in a way that could affect its reliability or effectiveness, for example distributing chain letters or spam.

9.2.7 Place any information on the Internet that relates to Lakeland College, alter any information about it, or express any opinion about Lakeland College, unless they are specifically authorized to do this.

9.2.8 Send unprotected sensitive or confidential information externally.

9.2.9 Forward Lakeland College email to personal (non-Lakeland College) email accounts (for example a personal Hotmail account).

9.2.10 Make official commitments through the Internet or email on behalf of Lakeland College unless authorized to do so.

9.2.11 Download copyrighted material such as music media files, film and video files without appropriate approval.

9.2.12 In any way infringe any copyright, database rights, trademarks or other intellectual property.

9.2.13 Download any unlicensed or unauthorized software from the Internet without prior approval of the Information Technology department.

9.2.14 Send communication or emails that may violate Canada’s Anti-Spam Legislation.

9.3 Telephony (Voice) Equipment Conditions of Use

Users MUST NOT:

9.3.1 Use Lakeland College’s voice equipment for conducting private business within the limits of their personal authorization use.

9.3.2 Make hoax or threatening calls to internal or external destinations.

9.3.3 Accept reverse charge calls from domestic or International operators, unless it is for business use.

10. Compliance and Further Information

10.1 Lakeland College will verify compliance to this policy through various methods, including but not limited to security and networking monitoring and reporting, internal and external audits. Any exception to this policy must be approved in writing by your manager in advance.

10.2 Non-compliance with this policy constitutes misconduct and may be subject to disciplinary action being taken under the applicable Collective Agreements, Lakeland policies, or the law.

10.3 For further information, the Information Technology’s Help Desk staff are available to assist, advise, and consult with users on the proper use of Lakeland College computer resources and the interpretation of this procedure.

E. Exceptions n/a

F. Related Policies/Procedures

Information Technology Security Policy (INF 08.0)

Backup of Network Services and Data Procedure (INF 10.0)

Password Guidelines (INF 02.0-1)

Network Access Management Procedure (INF 08.0-2)

Code of Conduct (HR 04.0)

Student policies and procedures

FOIP Privacy Policy (INF 01.0) and Access to Information Procedure (INF 01.0-1)

Records Management Policy (INF 11.0)

G. Relevant Legislation

Lakeland College is required to abide by all relevant legislation. The requirement to comply with legislation shall be devolved to staff, students, contractors and third party vendors of Lakeland College, who may be held personally accountable for any breaches of information security for which they may be held responsible. Lakeland College shall comply with the following legislation and other legislation as appropriate:

• Post-Secondary Learning Act

• Protecting Canadians from Online Crime Act

• PCI (Payment Card Industry) Security Standards

• Canadian Copyright Act

• Canada Anti-Spam Law

• Freedom of Information and Protection of Privacy Act

• Protecting Victims of Non-Consensual Distribution of Intimate Images Act

H. Related Forms/Documents

I. Revision History

RECORDS MANAGEMENT

INF 11.0

Policy Owner: President Policy Lead: Chief Financial Officer

Responsible Office: Records Management

Approver: Senior Leadership Team

Initially Approved: January 12, 1994

Review Scheduled: June 1, 2027

Last Revised: June 1, 2022

Last Edited: June 1, 2022

Associated Procedure: Digitization of Records Procedure (INF 11.0-1)

Backup of Servers Network and Data (INF 11.0-2)

A. Policy Statement

Lakeland College (“College”) will record and manage information in order to provide evidence of business activities and transactions; protect the interests and rights of students, employees and faculty; support risk management purposes, strengthen effective decision making and meet legislative and regulatory requirements. The College will manage records in accordance with Alberta’s Freedom of Information and Protection of Privacy Act (“FOIP Act”) and in compliance with all relevant legislation, policies, contracts, and laws.

B. Purpose

The policy will ensure records are accessible, accurate, current, unaltered, authentic and reliable in order to support College operations.

A properly managed information system will:

• Help the College meet its goals, strategies and mandates

• Support the delivery of College curricula, programs and services

• Improve decision-making

C. Scope Statement

The Policy applies to all records under the control and custody of the College and involves the creation, receipt, use, handling, maintenance, storage and disposition of College Records.

The Policy covers records in all media and formats, including, but not limited to paper, electronic documents and files (word documents, spread sheets, databases etc.), emails, photographs, forms, film, audio, video, drawings, maps, wikis, blogs, etc.

The Policy does not apply to personal communication of staff, faculty and students (Personal Record)

D. Definitions:

Centralized Records: The files of more than one unit of an organization, consolidated and maintained in a single location to allow greater efficiency than is possible with decentralized records.

Metadata: is data describing context, content and structure of documents and their management through time.

Official Record: is a record that has some future administrative, financial, legal, research or historical value to the College and is therefore protected, managed, retained and filed in a recordkeeping system and disposed according to approved retention schedules. Official records contain the following characteristics:

• required to meet statutory obligations;

• required to sustain business functions;

• impact the functions of the organization;

• created or received, filed in recordkeeping systems and maintained by the Institution or under its control in the conduct of business;

• show evidence of activity or decision; or

• possess longer than immediate value to the Institution and must be retained because they will be referred to again for future decisions, or legal or financial reasons.

Personal Record: means documents, data, or recorded information in all media and formats that are created or result from personal activities.

Record: a record of information in any form and includes notes, images, audiovisual recordings, x-rays, books, documents, maps, drawings, photographs, letters, vouchers and papers, and any other information that is written, photographed, recorded, or stored in any manner, but does not include software or any mechanism that produces records.

Record Custodian: means the office responsible for maintaining original records; all other “copies” are considered non-record material and may be destroyed once they are no longer required.

Transitory Records: means records only required for a limited period and used to complete a routine action or prepare a subsequent draft or final version.

Vital Records: are records that are essential for preserving, continuing or reconstructing the operations of Lakeland in the event of a loss or disaster and for protecting the rights of the College, its employees, and stakeholders.

E. Guidelines

Guiding Principles

1. All College Records (Official Records and Transitory Records), regardless of their media, format or location, are the property of the College. Employees leaving the College shall leave all college documents for their successor.

2. All Records must be evaluated to assess whether the Record is an Official Record, Transitory or Personal Record (see Records Flow Chart - Appendix A)

3. The College will ensure that all Vital Records are identified and protected.

4. The College will manage its information and control its costs through records management processes that include:

a. Efficient hard copy and electronic filing systems in Central Records locations where practical,

b. Consistent naming/number identification schemes,

c. Directory structures and document/folder naming conventions in accordance with or linkable to the College Records Retention Schedule,

d. Controlled access to all official College Records.

e. Retention and protection of personal and vital information within record systems, and

f. Timely disposition of Records that are not permanent in nature.

5. The Role and Responsibilities are as follows:

a. All College employees are responsible for ensuring that when creating or managing Records as part of their employment duties, all College record policies, procedures and standards are adhered to.

b. The Risk and Compliance Manager is responsible for the development and maintenance of a comprehensive records management program.

c. Deans/Directors as the Record Custodian for their administrative or academic unit are responsible for:

i. Managing Records in compliance with records policies and procedures,

ii. Ensuring Official Records are managed according to the Records Classification and Retention and Disposition Schedule,

iii. Bringing forward any changes affecting the operational, fiscal or legal requirements of a Record (e.g., decision to digitize Records, purchase of a new software to store Records, or changes to the retention period etc.) in a timely manner.

d. The Information Technology, Director is responsible for the management of the College network, systems, and applications that support the College’s records management program and enforcement of records retention policies. Departments/Schools have

shared responsibility for managing and supporting their department/school systems and applications.

Record Creation

6. The College has a responsibility to document business activities by creating and maintaining Official Records.

7. Official Records must be accurate, authentic, have integrity, reliable, accessible and usable:

a. Accurate – records should be created as soon as practical after the event. Records should be factual and truthful.

b. Authentic –be routinely captured into the approved record keeping system along with the appropriate Metadata.

c. Integrity/reliable – can trust the source(s) of creation and the Record is protected from unauthorized access, alteration, deletion or loss and that migration or conversion from one system to another complies with college guidelines and is properly documented.

d. Accessible/Usable – Official Records must be captured in the Official Record system in a manner that ensures Records are accessible and usable for as long as they are required as per the Records Retention and Disposition Schedule.

Record Use and Storage

8. Records are stored according to the Record Classification System, in a manner that facilitates retrieval, protection and distribution. The Classification Schedule should be used regardless of whether Records are stored in paper, electronic or some other format.

9. Security and confidentiality of records must be maintained by all employees. Appropriate administrative controls, physical controls and/or technological controls must be put in place.

10. Official Records, including emails, should be saved in an approved record-keeping system. Duplication of information should be avoided, where practical.

11. Messenger communication such as Microsoft Teams Chat is meant to be used for informal communications. Any Official Record created within a messenger chat should be extracted and saved within an approved record-keeping system. The retention period for messenger chat is set at 30 days (effective December 1, 2022).

Retention of Records

12. Official Records must not be destroyed any sooner than authorized by the Retention and Disposition Schedule

a. Any contract or agreement requiring a retention period, beyond the period identified in the Retention and Disposition Schedule, supersedes the retention period identified in the Schedule.

b. Official Records may be kept longer than the specified retention period where authorized by the Dean/Director in consultation with the Risk and Compliance Manager

13. Transitory Records should be destroyed as soon as their intended use has ended.

14. The destruction of all Official College Records (electronic or paper) must be authorized by the Record Custodian and properly documented using the Disposal of Official College Records Form (ADM 005).

15. Amendments to the Records Classification and Disposition Schedule must be approved by the Senior Leadership Team.

Secure Destruction

16. Personal information and confidential information must be securely disposed of through shredding, incineration or secure digital destruction

17. In the event of litigation, a tax hold or a request under the FOIP Act, any disposal or destruction of Records, including both Official and Transitory Records will immediately cease until the hold has been removed.

Archiving

18. Records stored in-house will be kept in a clean, dry location with adequate security for the type of information stored. Records that are deemed of archival importance should be retained in original form and stored in dry locations. Vital Records should be stored in a vault.

Digitization of Records

19. Digitization of Records must meet business and legal compliance requirements.

20. To ensure Records are available and protected, the College will document the following for all electronic document systems throughout their entire life cycle:

a. Steps leading up to the storage of Records (e.g. process for determining when Records should be stored etc.),

b. Plans for redressing altering and deterioration of Records,

c. Steps involved in the retrieval and destruction of Records,

d. Plans for migration of Records to new technology if required.

Changes to Record System

21. Record Custodians are responsible for ensuring that they consult with the Risk and Compliance Manager when developing or changing Records systems (i.e., changing the media type of a Record).

F. Exceptions

Exceptions to the guiding principles in this policy must be documented and formally approved by the President. Policy exceptions must describe:

- The nature of the exception

- A reasonable explanation for why the policy exceptions are required

- Any risk created by the exceptions to this policy

- Evidence of approval by the President

G. Related Policies/Procedures

• FOIP Privacy Policy (FIN 4.02)

• Data Classification Standard (IT 9.64)

• Electronic Media Disposal Standard (IT 9.65)

• Information Technology Security Policy (IT 9.50)

H. Relevant Legislation

• Electronic Transactions Act, S.A. 2001 Chapter E-5.5.

• Freedom of Information and Protection of Privacy Act, R.S.A. 2000 Chapter F-25.

I. Related Forms/Documents

• Records Flow Chart – Appendix A

• Disposal of Official College Records Form (ADM 005)

J. Revision History