SELC Language College Policies
PTIB Institution Number: 3959
Before entering into any kind of an agreement with SELC Language College, students take the following steps:
- After receiving evidence that the prospective student meets all the admission criteria, the Registrar Office prepares a Letter of Acceptance. These are forwarded to the student for review.
- If necessary and available, the prospective student can discuss and agree on financial arrangements for payment of tuition and other fees with their marketer.
- The Student Enrolment Contract is prepared before the student’s program begins and signed after reviewing their rights and responsibilities. A PDF copy of the contract is placed in the student’s file.
PTIB Institution Number: 3959
Students are expected to uphold the program requirements that they voluntarily agreed to upon enrolling in any SELC Language College programs.
In order to ensure that class attendance requirements are maintained, SELC Language College has a strict attendance policy. A student must maintain an 80% level of attendance during the course of their studies. Failure to maintain an 80% level of attendance will result in students not being eligible for their certificate of completion. Students that maintain a level of attendance lower than 80% but above 60% can only receive a certificate of enrollment. If a student’s level of attendance drops below 60%, they will NOT graduate from the program and they will NOT receive any certificates.
Please note that students must contact the school, either by email or by phone, to let us know if they are going to miss school due to illness. Any absence exceeding 2 consecutive days requires a doctor’s note to justify the absence. SELC Language College reserves the right to ask for a doctor’s note even if a student has missed less than two consecutive days but has displayed a pattern of absences and/or lateness. Proof of a positive COVID result is also acceptable for an excused absence.
NB: All students are permitted to request time off for religious holidays. These requests must be submitted to the Administrative Coordinator four weeks prior to the holiday or the request for time off will not be accepted. Acceptable forms of documentation verifying illness are:
- A note from a clinic. Vancouver has an excellent network of walk in health care clinics where you can see a physician seven days a week without an appointment.
- The minimum form of documentation we will accept is an Official Prescription Receipt from a pharmacist, recommending medication for your illness.
- If you come to school, and it is clear to your instructor that you are not well enough to be in class, you can be excused from class on your instructor’s recommendation.
Students will be allowed to enter the classroom within 5 minutes of the class start time and attendance will not be affected.
After 5 minutes, the student will be considered late and will not be able to enter the classroom until after the 1st break.
Three (3) lates will be considered as one day of absence.
PTIB Institution Number: 3959
Students requesting a leave of absence MUST:
- Complete the Leave of Absence Request Form
- Provide documentation showing that they have a personal or medical issue.
*If approved, the student will be considered absent for their time away.
PTIB Institution Number: 3959
Students that require a longer period of absence may apply for a Program Interruption (PI). PI is a period of break granted to a student at a specific point during the student’s education at SELC Language College and is reserved for an authorized and specific reason. This leave can only be taken once during the entire duration of the program and up to a maximum of 150 days. Students will need:
- to complete Program Interruption and Return to Study Forms
- the Campus Director’s authorization prior to planning the leave
- to provide supporting documents for personal or medical reasons (medical reasons or pregnancy, family emergency, death or serious illness of a family member, any other type of leave which SELC Language College deems acceptable).
While on a Program Interruption
- Students are still classified as enrolled in their program and are classified as current students.
- Students are responsible for ensuring and planning for permit extensions (Study Permit) that may be necessary while taking an authorized leave.
- Any costs associated with these extensions are the sole responsibility of the student.
PTIB Institution Number: 3959
SELC Language College expects students to meet and adhere to a code of conduct while completing a program of study. The list below outlines the code of conduct that all students are expected to follow. This list is not exhaustive, and students should request clarification from the Administrative Coordinator if they have any questions. “Student” is defined as including prospective students as well as those currently registered or enrolled in any SELC Language College programs or activity. The Code of Conduct students are expected to follow includes:
- Attend school in accordance with the Attendance Policy.
- Treat all students and staff with respect.
- Refrain from any disruptive or offensive classroom behavior. This includes any jokes or comments that refer in a degrading manner to race, ethnicity, sexuality or religious orientation.
- Refrain from cheating or plagiarism in completing class assignments.
- Treat school property with respect.
- Refrain from bringing weapons of any kind (i.e. knives, guns) to school.
- Complete all assignments and examinations on the scheduled completion dates.
- Refrain from bringing any alcohol or any prohibited mood-altering substances to the school.
- Any other conduct which is determined to be detrimental or damaging to the other students, staff members or the school.
Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period and be reported to the authorities as well as IRCC:
- Sexual assault.
- Physical assault or other violent acts committed on or off campus against any student.
- Verbal abuse or threats.
- Vandalism of school property.
- Theft.
Without limitation, a student may be dismissed/expelled from a program after review by the Principal for one of the following reasons:
- Failing or not completing all core courses (determined by program) in which the student is registered;
- Failing the payment after receiving two (2) financial warning letters.
Students who do not meet the expected code of conduct will be subject to the procedures outlined below which may include immediate dismissal from the school depending on the severity of the misconduct. Concerns related to a student’s conduct shall be referred to the Principal to process in accordance with this Policy.
Procedure:
- All concerns relating to student misconduct shall be directed to the Campus Director. Concerns may be brought by staff, students or the public.
- The Campus Director will arrange to meet with the student to discuss the concern(s) within 5 school days of receiving the complaint. If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted the Campus Director will meet with the student as soon as practicable.
- Following the meeting with the student, the Campus Director will conduct whatever further enquiry or investigation is necessary to determine whether the concerns are substantiated.
- Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.
- The Campus Director will meet with the student and do one of the following:
- Determine that the concern(s) were not substantiated;
- Determine that the concern(s) were substantiated, in whole or in part, and either:
- Give the student a warning setting out the consequences of further misconduct;
- Set a probationary period with appropriate conditions; or
- Recommend that the student be dismissed from the Institution.
- The Campus Director will prepare a written summary of the determination. A copy shall be given to the student, a copy will be placed in the school’s Student File, and the original will be placed in the student file.
- If the student is issued a warning or placed on probation, the Campus Director and the student both sign the written warning or probationary conditions and the student is given a copy. The original document is placed in the student’s file.
- If the recommendation is to dismiss the student, the Campus Director of the school will meet with the student to dismiss him/her/they from studying at the school. The Administrative Coordinator of the school will deliver to the student a letter of dismissal and a calculation of refund due or tuition owing, depending on the status of the student’s financial account with the school.
- If a refund is due to the student, the Campus Director will ensure that a cheque is forwarded to the student within 30 days of the dismissal.
- If the student owes tuition or other fees to the school, the Campus Director will undertake the collection of the amount owing.
PTIB Institution Number: 3959
SELC Language College is committed to a harassment free environment where everyone is treated with dignity and respect. The school has zero tolerance for bullying or harassment of any kind. Harassment is any inappropriate conduct or comment by a person toward another individual that the person knew or reasonably ought to have known would cause that person to be humiliated or intimidated. Examples of harassment harassment includes, but is not limited to, the following: verbal aggression; insults based on race, religion, sexuality, disability, or physique; conduct or comments of a sexual nature that are unwelcome or offensive; vandalizing personal property; the spreading of malicious rumors; cyber bulling. A student who believes that he, she or they have been subjected to harassment while on the premises or during activities or events hosted by SELC Language College is encouraged to first clearly and firmly make known to the alleged harasser that the harassment is objectionable and must stop. Where this cannot be done, or is unsuccessful, the student should report the alleged harassment to their instructor, who will then provide all the incident details to the Campus Director. The Campus Director will investigate and deal with all complaints or incidents of harassment in a fair and timely manner. Information about a complaint will not be disclosed except to the extent necessary to protect students, to investigate the complaint, to take corrective action or as otherwise required by law. A copy of all documentation relating to the incident will be kept in the school’s Dispute Resolution Binder.
PTIB Institution Number: 3959
SELC Language College is committed to the prevention of and appropriate response to sexual misconduct. Sexual misconduct refers to a spectrum of non-consensual sexual contact and behaviour including the following:
A Complaint of sexual misconduct is different than a Report of sexual misconduct. A person may choose to disclose or complain of sexual misconduct without making a formal report. A Report is a formal notification of an incident of sexual misconduct to someone at the institution accompanied by a request for action.
A student making a Complaint will be provided with resolution options and, if appropriate, accommodation, and will not be required or pressured to make a Report. The process for making aComplaint about sexual misconduct involving a student is as follows:
If a student wishes to make a complaint about sexual misconduct, he/she/they should contact the Campus Director or any other member of the SELC community.
SELC Language College Campus Director: Joseph Ramos ([email protected])
The process for responding to a Complaint of sexual misconduct involving a student is as follows:
The process for making a Report of sexual misconduct involving a student is as follows:
The process for responding to a Report of sexual misconduct involving a student is as follows:
All information related to a Complaint or Report is confidential and will not be shared without the written consent of the parties, subject to the following exceptions:
This institution is certified by the Private Training Institutions Branch (PTIB). Certified institutions must comply with regulatory requirements, including the requirement to have a Sexual Misconduct policy. For more information about PTIB, go to www.privatetraininginstitutions.gov.bc.ca.
PTIB Institution Number: 3959
SELC Language College provide an opportunity for students to resolve disputes of a serious nature and grades appeals in a fair and equitable manner. Only grades received on midterm or final assessments may be appealed. Grades received for assignments or weekly quizzes may not be appealed.
Procedure for Student Disputes
Procedure for Grade Appeal:
The policy applies to all SELC Language College and SELC College students who are currently enrolled or were enrolled within the previous year. If the student is or was enrolled in an approved program, is dissatisfied with the determination, and has been misled by the institution regarding any significant aspect of that program, he or she may file a complaint with the Private Training Institutions Branch (www.privatetraininginstitutions.gov.bc.ca).
PTIB Institution Number: 3959
As a PTIB designated institution the SELC Language College follows the refund policy which is set out by the Private Training Institutions Branch which is described below. | |
Please read the following carefully before starting your refund application: 5. Email notifications regarding refunds to admissions team or other staff members will not be accepted. |
|
Circumstances when Refund Payable | Amount of Refund |
Before program start date, institution receives a notice of withdrawal (applies to all students) | |
|
100% tuition and all related fees, other than the application fee. Related fees include: administrative fees, application fees, assessment fees, and fees charged for textbooks or other course materials. |
|
SELC Language College will retain up to 10% of tuition, to a maximum of $1,000. SELC Language College will refund fees paid for course materials if not provided to the student. |
|
SELC Language College will retain up to 20% of tuition, to a maximum of $1,300. SELC Language College will refund fees paid for course materials if not provided to the student. |
After program start date, SELC Language College provides a notice of dismissal or receives a notice of withdrawal (applies to all students, except those enrolled in a program delivered solely by distance education) | |
|
SELC Language College will retain up to 30% of tuition. SELC Language College will refund fees paid for course materials if not provided to the student. |
|
SELC Language College will retain up to 50% of tuition. SELC Language College will refund fees paid for course materials if not provided to the student |
Any form of discounts, promotions and scholarships that was originally given on the invoice will be deducted from the eligible amount. | |
Student does not attend program – “no-show” (applies to all students except those enrolled in a program delivered solely by distance education): | |
Student does not attend the first 30% of the program. | SELC Language College will retain up to 50% of the tuition. SELC College will refund fees paid for course materials if not provided to the student. |
SELC Language College receives a refusal of study permit (applies to international students requiring a study permit): | |
|
100% tuition and all related fees, other than application fee |
After the program start date, student withdraws or is dismissed (applies to students enrolled in a program delivered solely by distance education): | |
Student completed up to 30% of the program. | SELC Language College will retain up to 30% of the tuition. SELC Language College will refund fees paid for course materials if not provided to the student. |
Student completed more than 30% but less than 50% of the program (based on evaluation provided to student). | SELC Language College will retain up to 50% of the tuition. SELC Language College will refund fees paid for course materials if not provided to the student. |
SELC Language College will pay the tuition or fee refund within 30 days after receiving notice of withdrawal or refusal of study permit; providing a notice of dismissal, or the date on which the first 30% of the hours of instruction are provided (no-show). |
The Institute will seek to apply its policy of graduated discipline consistently, and in accordance with its “Discipline Policy”. A student is considered to have withdrawn from his/her program of study if the student:
- has advised the Institute that he/she has withdrawn from the program by compled the Institute’s Withdrawal and Transfer Form; and/or
- has not complied with the Institute’s Academic Standards Policy and/or has not attended for four consecutive weeks for any reason, including absences for reason of sickness, accident, leave of absence, etc.
PTIB Institution Number: 3959
SERVICES | Cost | Details |
Payment Plan | $100 | Payment plans available only available for certain packaged programs. Non Refundable |
Medical Insurance | $2.30 | Cost per day (16 days minimum coverage period) |
DOCUMENTS | Cost | Details |
Transcript (Official) | $25 | First copy is free. This fee is for additional copies. Up to 4 days required. |
Transcript (Unofficial) | $25 | Up to 4 days required. |
Confirmation of Enrollment letter | $25 | Up to 4 days required. |
Rush Order for Document | $50 | Creation of document within 2 day. |
Replacement of Credential | $50 | Up to 4 days required. |
EXAMS | Cost | Details |
TOEIC Exam | $125 | TOEIC exams are held once every 8 weeks. |
PTIB Institution Number: 3959
SELC Language College collects students’ personal information for the following reasons:
- To maintain student records as required by PTIB.
- To maintain student records as required by SABC (accredited schools).
- To keep students/graduates informed of activities at the school.
- To issue T2202As in accordance with Canada Revenue Agency.
Students’ personal information is not used for any other purpose.
For all career training programs:
-
For Class A programs, SELC Language College retains the full student file for a period of eight (8) years following the student’s withdrawal, dismissal or graduation. After eight years, the full student record is destroyed using a secure destruction method.
-
For Class B and Class C programs, SELC Language College retains the full student for a period of three (3) years following the student’s withdrawal, dismissal or graduation. After three years, the full student record is destroyed using a secure destruction method.
For Class A, Class B and Class C programs, SELC Language College uploads a copy of the students’ contract, transcripts and credential (if any) to an approved third-party vendor. These records are retained for a period of twenty-five (25) years by the third-party vendor.
Procedure for student access to the information on file:
- Students wishing to access the information in the student file must make the request in writing.
- The Campus Director will meet with the student to review the file and will provide copies of any document the student requests.
- The student will pay $0.25 per page for the documents copied for him/her/they.
Procedure for authorizing release of information:
- If a student wishes to authorize a third party to access information in his/her/their student file, he/she/they must do so in writing. The school will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.
OFFICIAL DOCUMENT REQUESTS
All official document requests (graduation certificates, transcripts, letters of attendance) can be made either through the Front Desk or by email to [email protected]
All official documents can take up to two weeks to process. SELC Language College cannot guarantee that documents will be ready in less time than that.
Each student will receive ONE official graduation certificate and ONE official transcript upon graduation. If a student loses these documents and needs a replacement, he/she/they should contact admin at: [email protected]. Please find the below list of Administrative Fees regarding the price of replacement copies.
A student will receive an email once the documents are ready. The documents can either be picked up at SELC Language College or sent to the address that the student has provided.
SELC Language College will not issue graduation certificates to a student who has not completed his/her/their program. Thus, if a student is dismissed from SELC Language College, the student is not eligible for a graduation certificate.
PTIB Institution Number: 3959
SELC Language college is certified with the Private Training Institutions Branch (PTIB) of the British Columbia Ministry of Advanced Education and Skills Training.
Before you enroll at a certified private training institution, you should be aware of your rights and responsibilities.
You must file the claim within one year of completing, being dismissed or withdrawing from your program.
For more information about PTIB and how to be an informed student, go to:
http://www.privatetraininginstitutions.gov.bc.ca/students/be-an-informed-student.
PTIB Institution Number: 3959
SELC Language College is committed to providing equal educational opportunities to all students, including those with disabilities. In addition, it is committed to addressing the physical, systemic, technological, and attitudinal barriers that can limit the inclusion of students with disabilities.
PTIB Institution Number: 3959
All courses at SELC Language College are expected to meet standards for quality of learning and teaching effectiveness. Online and distance education courses meet the same high standards for engagement and instructor-led learning experiences.
Digital Learning works with you to conceptualize, propose, design, launch, and evaluate your online course or program to meet these guidelines. In order to achieve the above outcomes, students are required to always have their cameras on while in class.
SELC Language College takes the quality of your education seriously and recognizes and follows the best practices below to obtain the learning objectives of online learning.
- Active engagement of a qualified instructor who has significant expertise in the subject of the course.
- Frequent instructor guided activity to support student learning.
- Recorded lectures for the benefit of the student for review purposes (note: recordings will only be available for the duration of the module the lecture was recorded in, afterwards are deleted).
- Supports and provides information about how to be a successful online student.
- Communicates and models acceptable online etiquette.
- Implements frequent activities that require students to engage with peers.
- Communicates and models effective interaction norms.
**All government regulators and/or college affiliates, including but not limited to CITT, PTIB, SABC and IRCC require regular attendance reporting. Online attendance is determined by our camera on policies.
PTIB Institution Number: 3959
SELC Language College is committed to providing a healthy and safe working and learning environments for all employees and students. The policy applies to all SELC College employees and students.
Procedure for Fire Safety
· The Floor Warden ensures that adequate fire suppression equipment is available as needed throughout the campus and is inspected by a qualified inspector at least annually.
· The Floor Warden or designated alternate ensures that all employees receive training in the operation of the fire suppression equipment and in the school fire evacuation procedures.
· Admin staff are responsible for preparing/posting emergency exit instructions route maps in each classroom at the campus with the exit from that room specifically noted in a colored highlight.
· In the event of a fire emergency, admin staff will dial 911, advising the fire department of the school’s location, providing details of the type of fire (if known) and location of the fire.
· The Floor Warden or designated alternate will advise all employees to evacuate the campus and be the last person to leave the campus after first checking all rooms including washrooms.
· Instructors will direct their students to walk out of the classroom single file, close the classroom door when all students have exited and then escort them to the start of Pender Street ensuring that he/she/they have access to the class list via mobile phone, tablet or laptop. At Pender Street, instructors will check the students present against the list of students in attendance that day and will immediately advise the admin staff if anyone is missing.
· The Floor Warden or designated alternate will act as a liaison between fire officials and students/employees during the emergency. If necessary, the Floor Warden or designated alternate will authorize school closure.
· No student or employee will re-enter the campus until the fire officials have authorized re-entry.
Procedure for Earthquake Safety
The Floor Warden ensures that adequate precautions are taken throughout the campus to ensure that injury due to falling or unstable items during an earthquake is limited. This may include securing file cabinets to walls and providing lipped shelving for books or binders that are located at or above head-level.
· The Floor Warden ensures that all employees receive training in the school earthquake evacuation procedures.
· Admin staff are responsible for preparing and posting emergency instructions and exit route maps in each classroom at the campus with the exit from that room specifically noted in a colored highlight.
· In the event of an earthquake emergency, all staff and students will take cover and remain under cover until the shaking stops.
· When it is deemed safe to do so, the Floor Warden or designated alternate will advise all employees to evacuate the campus and be the last person to leave the campus after first checking all rooms including washrooms.
· Instructors will direct their students to walk out of the classroom single file, close the classroom door when all students have exited and then escort them to the start of Pender Street ensuring that he/she/they have access to the class list via mobile phone, tablet or laptop. At Pender Street, instructors will check the students present against the list of students in attendance that day and will immediately advise the admin staff if anyone is missing.
· The Floor Warden or designated alternate will act as a liaison between rescue officials and students/employees during the emergency and will authorize school closure if necessary.
· No student or employee will re-enter the campus until the Floor Warden or designated alternate has authorized re-entry.