Policies

Dispute Resolution Policy

Insignia College provides an opportunity for students to resolve disputes of a serious nature in a culturally appropriate, fair and equitable manner. The policy applies to all Insignia College students. Students may be represented by an agent or lawyer.
Procedure for Student Disputes
1. When a concern arises, the student should address the concern with the staff member most directly involved or the staff member with whom he/she is most comfortable. If the student is not satisfied with the outcome at this level, the student should put his/her concern in writing and deliver it to the Director of Academics. If the issue is with either the Director of Academics or if the Director of Academics is absent, students must seek the advice of Student Services and then follow the procedures prescribed below.
2. The Director of Academics will arrange to meet with the student to discuss the concern and desired resolution within 10 school days of receiving the student’s written concern, or as soon as practicable.
3. Following the meeting with the student, the Director of Academics will conduct whatever enquiries and/or investigations are necessary and appropriate to determine whether the student’s concerns are substantiated in whole or in part. Those inquiries may involve further discussion(s) with the student either individually or with appropriate Insignia College personnel.
4. The necessary enquiries and/or investigations shall be completed no later than 10 school days following the receipt of the student’s written concerns. The Director of Academics will do one of the following within 10 days of receiving the student’s written concerns:
o Determine that the student’s concerns are not substantiated; or
o Determine that the student’s concerns are substantiated in whole or in part;
o Determine that the student’s concerns are frivolous and vexatious.
5. The student and the institution’s personnel involved shall receive a written summary of the above determination within 45 days of receiving the written complaint. All parties should sign a copy of all documentation relating to every student’s complaint. A copy shall be given to the student, and the original will be placed in the student file.
6. If it has been determined that the student’s concerns are substantiated in whole or in part the Director of Academics shall include a proposed resolution of the substantiated concern(s).
7. If the student is not satisfied with the determination of the Director of Academics, the student must advise the Director of Academics within 48 hours of being informed of the determination. At this point the School’s Dispute Resolution Process will be considered exhausted.
8. If the issue is of a serious nature Insignia College may engage the services of a third party mediator to assist in the resolution of the dispute. Students are able to put their complaint in writing to the Private Training Institutions Branch at this point and must follow the rules prescribed by that body.

Respectful and Fair Treatment of Students’ Policy

Insignia College is committed to ensuring that its learning environment promotes the respectful and fair treatment of all students. Insignia College considers harassment, bullying and discrimination and any other disrespectful and unfair behavior to be serious violations of an individual’s fundamental rights.
While on Insignia College premises or in the course of activities or events hosted by Insignia College the following activities are prohibited:
• Harassment: Harassment includes sexual harassment, and unwelcome comments or actions which may concern a person’s race, color, ancestry, place of origin, political beliefs, religion, marital status, family status, gender, physical or mental disability, age or sexual orientation.
• Bullying: Bullying includes intentional intimidation in order to force compliance or assert dominance.
• Discrimination: Discrimination includes decisions/actions based on factors irrelevant to the matter at hand. These factors may include a person’s race, color, ancestry, place of origin, political beliefs, religion, marital status, family status, gender, physical or mental disability, age or sexual orientation.
If under any circumstances, a prohibited activity occurs, the following outlines the process for addressing the activity:
All concerns shall be reported directly to the Director of Academics.
Insignia College will take all reasonable steps to identify and eliminate unfair treatment, harassment, bullying and discrimination from its practices to create an inclusive culture that fosters acceptance and respect of all students.

Sexual Misconduct Policy

Insignia College does not discriminate in admissions, advisement, training, placement, employment, or in any activity on the basis of sex, age, race, national origin, creed, religion, or disability.

Insignia College will not, under any circumstances, condone or tolerate conduct, which may constitute sexual harassment on the part of all individuals associated directly and or indirectly with Insignia College in any way, under any circumstances and at any time including its owners, executives, managers, supervisors, non-management personnel, employees, contractors, instructors, students and any others affiliated with the college. It is our policy that all individuals have the right to work and learn in an environment free from any type of illegal discrimination, including sexual harassment. Any individual found to have engaged in such conduct would be subject to immediate discipline up to and including termination or expulsion.
Sexual harassment includes many forms of offensive behavior and is not limited to the following definition:
1. Making submission to unwelcome sexual advances or requests for sexual favors as a term or condition of employment, or for better grades or special treatment;
2. Basing an employment decision on submission or rejection by an employee of unwelcome sexual advances, requests for sexual favors or verbal or physical contact of a sexual nature;
3. Creating an intimidating, hostile or offensive working environment or atmosphere by:
a) Verbal actions, including calling individuals by terms of endearment; making jokes; using vulgar or demeaning language;
b) Visual conduct, including making sexual gestures, displaying sexually suggestive objects, pictures, cartoons or posters; or

c) Physical conduct, such as assault, touching, impeding or blocking movements.

Insignia College encourages healthy fraternization; however, individuals must be sensitive to conduct that may be considered offensive to others and must refrain from engaging in such conduct. Individuals are to avoid meeting on a one-to-one unsupervised basis with students privately, alone in private places or in places or situations that might be construed as social in nature.

Individuals are also prohibited from beginning any type of personal relationship with students at Insignia College while those students are enrolled. It is expressly prohibited for an individual to retaliate against individuals who bring sexual harassment charges or assist in investigating charges. Retaliation is a violation of this policy and may result in discipline, up to an including termination. No individual will be discriminated against or discharged as a result of bringing or assisting in the investigation of a complaint of sexual harassment.

Attendance and Punctuality Policy

• Students are expected to attend classes regularly and to be on time. Student attendance and punctuality are closely monitored and will be given to prospective employers upon request and based on signing the, “Information Disclosure to Potential Employers and Practicum Hosts” form.
• Students who are absent more than 33% of any course will be given an “F” and placed on 30-day probation. If the student does not improve his/her attendance by the end of probation, the student will be suspended or terminated and the College’s refund policy will be strictly enforced.
• Students who are absent in excess of 10 consecutive class days without cause will be terminated.
• If a student expects to be late or absent, they must contact the college. The call must be made at least 30 minutes before class commences and made each day that the student is absent.
• When calling to announce an absence, the student is expected to request any assignments that they might be missing.
• If the student is absent due to illness for more than three consecutive days, a doctor’s note is required.
• If the student is late, he/she is denied access to the classroom until the break time.
• Students should not expect the Instructor to repeat material missed because of tardiness or absence.
• If the student fails to notify the college that he/she will be late, the lateness will be designated as “unauthorized”.

Note: As would apply in a professional employment setting, students should be present and prepared for class 10 minutes prior to the scheduled class start time.

Leave of Absence
If a student is going to be absent for more than three consecutive days due to such extenuating circumstances as a family emergency or serious illness, she/he must immediately notify the Student Services Coordinator. The Director of Academics will review each request and decisions will be made on a case-by-case basis. Only one leave of absence or module alignment will be granted per student. The student, upon returning to studies, is responsible for fulfilling all of the program requirements before receiving a diploma. The college cannot guarantee that the module a student needs to complete their program will become available directly upon the student’s return to their studies.

Student Disciplinary Process

Insignia College reserves the right to discipline, suspend or dismiss any student whose conduct is detrimental to other students, staff, instructors or to the college. Following is a list of actions that may constitute disciplinary steps being taken and/or dismissal from Insignia College:

1. Cheating and plagiarism
2. Behavior endangering student, faculty, or staff
3. Disruption of academic activities
4. Misuse and disregard of the Electronic Mail / Internet Agreement Policy
5. Student conduct, which would be considered disruptive, includes the following:
• disorderly conduct, including physical or verbal abuse of any person, abusive, indecent, vulgar or profane language, obscene actions
• conduct which otherwise interferes with another student’s ability to learn
• conduct which is disrespectful of the rights and privileges of another person
• conduct which endangers staff or other student’s health
• conduct which endangers the operations of the college
• conduct which includes falsifying information, or supplying false information, or failing to supply accurate information in order to obtain admission to any college course or program, or in order to obtain any college document such as a receipt, transcript etc.
• impersonating a student or applicant at an assessment or examination
• using, possessing or selling fireworks, firearms, knives or other offensive weapons on college property
• aiding, abetting, or acting as an accomplice in the commission of any of the foregoing
6. Damage to property, theft and assaults on individuals
7. Misuse of the computer system
8. Violation of BC Liquor regulations and drug related offences
9. Unlawful entry into college buildings
10. Sexual harassment

Insignia College takes pride in the products and services that it offers. Insignia College is determined and committed to providing students with quality, professional training and expects the same level of determination and commitment from its students to succeed. If students should fail to adhere to the rules and regulations established by Insignia College, the following disciplinary procedures will be implemented.

Step 1 – Written Warning

If an Insignia College staff member feels that a student’s behavior requires disciplinary action, a meeting will be scheduled between the student and a college representative to discuss the inappropriate behavior. At this meeting, a copy of the warning will be given to the student and a copy will be kept in the student’s file. The written warning will indicate the date of the offence and clearly identify the unacceptable behavior. In addition, the warning will list ways the student can correct his/her behavior and advise the student of the consequences if the unacceptable behavior continues.

Step 2 – Written Reprimand with Probation

If the student’s unacceptable behavior continues after the written warning received in Step 1, the student will be required to meet with the Director of Academics. At this meeting, the Director of Academics will officially place the student on probation and provide the student with a written copy of the reprimand, including the terms of probation. A copy will be given to the student and will also remain as a permanent record in the student’s file.

Step 3 – Dismissal

If the student violates the terms and conditions established in Step 2, the student will be expelled from his/her studies at Insignia College and Insignia College’s refund policy will be strictly enforced.

Note: Insignia College reserves the right to review each situation on a case-by-case basis and may terminate the student at the discretion of the Director of Academics.

Student Grade Appeal Policy

Grading
Insignia College uses a letter grade and cumulative grade point average (GPA) system to evaluate academic performance. Students are given a letter grade for each module completed. Grading may be based on classroom performance, assignments, attendance, projects and examinations. All grades are available for student review by request, however, we strongly encourage students to keep track of the grades they receive in order to resolve any discrepancies that may arise.

Students receiving any kind of financial assistance are required to maintain at the end of each module, a cumulative GPA of at least 2.0. Failure to do so will result in the student being placed on academic probation and may result in the loss of funding. After receiving notification of probation, graduate students must meet with the Director of Academics as soon as possible to plan a course of action for resolving the situation.

Pass (P)
A Pass grade is given for students who successfully complete a course that is designated by only a Pass or Fail grade (i.e. Practicum). A Pass grade counts toward graduation but is not factored into the cumulative GPA.

Withdrawal (W)
Students who withdraw before 33% of the course has elapsed will receive a Withdrawal grade, which will not be factored into the cumulative Grade Point Average.

Fail (F)
Students who do not complete all required components of a course or who receive a cumulative score of less than 50% in a course will receive a Fail grade for the course. Under certain circumstances, a student may repeat a Fail grade (see “Improving Course Grades” in this manual). Students who withdraw beyond 33% of a course or who do not complete all of the required assignments in any course will be given a Fail grade.

Incomplete (I)
An Incomplete grade will not be factored into the cumulative GPA and does not remain on the student transcript provided all required assignments are satisfactorily completed within 30 days after the course has ended. Should an Incomplete grade be left unresolved past 30 days, it will automatically become a Fail grade and remain on the transcript.
NOTE: Final grades are subject to approval by administration before they are considered official.

Tuition & Refund Policy

Tuition

Tuition includes personal instruction, lessons and lectures. Tax is charged on textbooks and supplies only. Student’s tuition fees are eligible for tax credits and students will be supplied with official receipts. A T2202A Tax Receipt, which includes the length of the program, will be issued by February 28th of the following year. If your tuition spans more than one taxation year, you will be issued a T2202A for each year of attendance and/or tuition payments in the year. Please contact the Director of Academics for further clarification. Tuition may be paid by credit card, personal cheque, or Money Order. The primary responsibility for financing educational expenses rests with the student. Insignia College, however, provides the services of a Financial Aid Officer should students have questions related to educational financing.

Refund Policy
The refund policy is stated clearly in the student contract and is repeated within this manual verbatim:

1.1. In this section the term “termination” will encompass the terms “withdrawal” or “dismissal”.
1.2. Refund entitlements will be a percentage of total Contract fees less non-refundable fees.
1.3. If total fees were not collected when a refund request is made the Institution need not refund more than was collected and the Student may have to pay all fees due.
1.4. If the Institution received funds that exceed amounts owed under this Contract the excess will be refunded.

1.5. The Institution may retain 10% of the total fees due under this Contract or $400.00, whichever is less, for international students denied study permit authorization.
1.6. If the Student does not attend the Institution or termination occurs prior to graduation or Program completion, amounts paid by the Student will be refunded: within thirty calendar days of the event giving rise to the refund or the time period set by law; in accordance with this Contract and applicable laws.
1.7. If termination occurs less than seven calendar days after this Contract is made and before commencement dates for instruction, 5% of total fees due or $250.00, whichever is less, may be retained by the Institution.
1.8. If termination occurs thirty calendar days or more before the instruction commencement date, 10% of the total fees due under the contract or $1000.00, whichever is less, may be retained.
1.9. If termination occurs less than thirty calendar days before the instruction commencement date, 20% of the total fees due under the contract or $1300.00 whichever is less, may be retained.
1.10. If termination occurs within 10% of the instruction period, 30% of total fees due may be retained and if it occurs after 10% and before 30% of the instruction period, 50% of total fees due may be retained.
1.11. If termination occurs after 30% of the Contract’s set period of instruction no refund is due.

Work Experience Policy

1. The Practicuum or work experience is a required part of the Veterinary Assistant Program in which the student obtains skills relevant to the program’s learning objectives.
The Practicuum allows students to gain experience in their areas of study, complete the last stage of the learning process and provide opportunities for networking.
2. Theses are the requirements for international and domestic students’ participation in the Practicum:
• Pass all required courses for the program.
• Attain a minimum of a 2.0 Weighted Grade Point Average (GPA).
• Satisfy all financial obligations to Insignia College.
Additional Practicum requirements may include English language requirements and a clear criminal record check. Students are responsible for all costs.
Other student responsibilities include:
1. Students must schedule their Practicum. Resume and Practicum request forms should be completed and handed in no later than 6 weeks prior to the practicum.
2. Students are required to network, research, choose and propose a suitable facility or organization to fulfill their Practicum.
3. Students are required to research facilities and are required to network with the individuals to gain Practicum placements.
4. If students fail to provide the resume and completed Practicum request form, students may forfeit their Practicum or it may be delayed.
5. Students are expected to behave and dress in a responsible and professional manner.
6. Students are expected to hand in the Practicum journal.

3. The Practicum must be in a veterinary hospital, veterinary clinic or a facility that provides animal care and meets the requirements listed in the Practicum Host Agreement.
Insignia College provides general liability insurance coverage during the Practicum, and WorkSafe BC coverage through the Ministry of Advanced Education. Insignia College is available to student and the host to monitor and evaluate.
Students are advised that the Practicum is not always available in the geographic regions students choose. When aiding in student placements, it is Insignia College’s policy to attempt to match placements with preferences and assigned placements will be considered final.

4. Insignia College, the student and the host organization will enter into Host Practicuum Agreement detailing each party’s responsibilities and the activities the student will undertake during the Prcticuum. The agreement will be provided to the student before the Practicuum start date.
5. This is the process by which the student will be evaluated for the Practicuum:
The Host should facilitate the learning process by providing students with the opportunity to gain practical experience in these areas:
• Assisting with physical exams and in-patient care.
• Preparing treatment area and equipment.
• Sanitization procedures/bathing/grooming and nail trims.
• Scheduling appointments, surgeries, dental and diagnostic tests.
• Filing procedures.
• Updating patient files.
• Communicating with clients by phone and in person.
• Carrying out daily transactions and duties in reception

The Practicum Host must follow these steps to ensure students complete the Practicum:

1. Complete, sign and send the Practicum Host Agreement to Insignia College.
2. When the student has completed the first 50 hours, complete and send the Mid Term Practicum Evaluation to Insignia College.
3. Once the student has completed the 100 hours, complete and send the Attendance Record and Final Practicum Evalutation to Insignia College.

6. Insignia College will provide one written Practicuum evaluation.
7. Insignia College will monitor students during the Practicuum by reviewing
• every week the students’ attendance, and
• every month students are meeting the program learning objectives.