Portage College has developed policies and procedures to assist students. These policies are in place to help resolve complaints, academic appeals and protect human rights. The policies also identify what kind conduct and responsibilities the College expects of its students.
Students will receive regular evaluations of their academic progress from course instructors.
Student progress is closely linked to student commitment and engagement with the learning process. In order for students to succeed academically and to receive the full benefit of their learning situation, students are expected to involve themselves and participate fully in the process of their education.
It is the student's responsibility to inform their Program Coordinator in advance of planned absences or in a timely manner for any unforeseen absences. Appropriate documentation regarding absences may be required. Attendance expectations are established by the program area. Student progress and attendance issues will be documented, and problems may be resolved through disciplinary action.
Criminal Record and Other Background Checks
Certain programs offered by the College include clinical placements, practicum placements or work experience for students. This learning takes place within community institutions, agencies or health regions. Many of these organizations, either for statutory reasons (e.g. Protection of Persons in Care Act) or for policy reasons, require criminal record or other background checks for students who will have access to their clients and place of business. It is the responsibility of the student to obtain, at the student's expense, the necessary checks and provide the document(s) to a Student Advisor prior to registration. Any information received by the College will be protected from disclosure in accordance with the Freedom of Information and Privacy Protection Act. Criminal record checks are usually obtained from the local police agency where the student normally resides.
It is the decision of each agency designated as a practicum site to accept or reject a student for placement based upon the results of a criminal record and/or other background check. The College will not be responsible for providing an alternate practicum location.
Since both completion of program requirements and eventual employment in the field of study may be dependant upon results of criminal record and/or other background checks, the College is not responsible for students with unclear records, if they are unable to complete program requirements, obtain employment, obtain professional licensing or become members of professional associations. Students who have concerns should discuss the matter with a Student Advisor.
Progression to the next semester or year of study is dependant upon demonstrating acceptable achievement. Each program area determines acceptable achievement and progression requirements. Students are informed, in writing, of specific mark scale(s) and progression/passing standards by the Program Coordinator during student orientation. If you have questions, please contact the Program Coordinator or a Student Advisor.
There are no residency requirements for programming at the College. The Registrar will determine the condition of any student's admission/re-admission and the advanced credit or transfer credit to be granted, ensuring that the integrity of the College's program and certification processes are maintained.
Requirements for Certification
Each program outlines the requirements for certification and all students will be advised of the requirements at the start of the program. Students must complete all requirements to obtain a certificate or diploma.
Certification with Distinction
Students completing career programs with distinction will receive their certification marked "With Distinction" and the official transcript will indicate "Passed with Distinction". Certification with Distinction is awarded to those students in career programs who achieve a program cumulative grade point average of 3.7 or higher with no course grades below 3.0.
Students must complete the requirements for graduation within three (3) years of commencing a certificate program and within five (5) years of commencing a diploma program. Exceptions for career program completion may be granted by the Program Coordinator on a case-by-case basis. A re-assessment of competency skills may be required in these cases.
The Registrar's Office will release official transcripts only upon request by the student. Students are required to sign a Transcript Request Form and pay $10 per copy requested before transcripts will be issued.
Because of the need for College staff to communicate with students on a wide variety of matters, every student should ensure that his/her address and telephone number are up-to-date. Any changes in these must be reported immediately to the Program Coordinator or the Registrar's Office. Change of address or telephone number as an excuse for not receiving communications is unacceptable to the College.
All financial obligations to the College must be met before transcripts will be released to the student or third party. The College may withhold services to students who have outstanding accounts.
Any Portage College property such as library books, classroom materials, recreation equipment, shop equipment and lab coats must be returned to the College upon termination or completion of a program. If the loaned material is lost or not returned, the student will be charged for the cost of the material.
Portage College promotes a healthy learning environment. All Portage College campuses are smoke free environments.
Should a student decide to withdraw from a program for any reason whatsoever, the student must notify the Instructor, Program Coordinator, Advisor or Counsellor. Failure to complete the clearance procedure or return books and materials can result in the withholding of the transcript, certificate, and/or diploma. Depending upon when the student withdraws, grades of "W" (withdrawal) or "WF" (withdrawal failure) may be assigned in the courses and a refund may apply.
A student may be required to withdraw by the College due to lack of student achievement, unacceptable conduct and/or poor attendance. A student who is required to withdraw has the option of appealing this decision.
A student withdrawal up to and including 10% of the course length will result in no record of the course enrolment on the transcript.
A withdrawal greater than 10% but less than or equal to 40% of the course length will result in "W" (withdrawal) grade on the transcript.
A withdrawal greater than 40% of the course length will result in "WF" (withdrawal failure) on the transcript.
Course additions after 10% of the course length will normally not be allowed. Changes in enrolment (drops or withdrawals) prior to 10% of the course length will have no record of the course enrolment on the transcript. In order to change courses, a student in consultation with his/her Program Coordinator must complete a "Course Change/Student Withdrawal" form and submit it to the Registrar's Office.
Each student, through the process of application and registration with the College, agrees to abide by the policies, guidelines and regulations of the College with regard to his/her academic and non-academic conduct. The following behaviour is not acceptable:
Breaches in academic conduct may result in disciplinary action. A substantial breach of academic conduct is any behaviour that intentionally or untentionally jeopardizes the integrity of academic endeavour or creates a safety hazard, or threatens or endangers the student or others. Such conduct may result in immediate suspension and/or withdrawal from the program of studies.
A substantial breach of conduct is defined as: "any behaviour which creates a safety hazard, or threatens or endangers other persons and takes place on college property, or affects the college environment." In cases of substantial breach of conduct, the offender may be immediately suspended/ withdrawn from the program of studies, removed from College property or other sanctions as deemed appropriate to the severity of the misconduct, and may include withdrawal of services. All other disciplinary actions protocols may be waived.
These rules of conduct also pertain to guests, spouses and family members of registered students. If a registered student, his/her guest, spouse or family member demonstrates unacceptable behaviour, the College may take disciplinary action, which may include withdrawal from the program of studies or withdrawal of services.
Students with issues or complaints are encouraged to bring their concerns directly to the program or service area. For interpersonal issues, the counselling staff can play an important role in mediating between two parties. Students who are unable to resolve their concerns should contact their Program Dean on academic matters, and the Director of Student Services on non-academic issues.
Students enrolled in Portage College programs are entitled to just and equitable treatment in program or service areas. Appeal hearings may be conducted to ensure an individual's rights are upheld within the College's policies, guidelines and procedures. Appeals are not intended to create new guidelines or exemptions. Decisions regarding advanced standing, awards, and challenge examinations are not subject to appeal under the student appeal guidelines.
Things to Consider Prior to an Appeal
Appeal Procedure (Note: Non-Academic appeal procedures are currently under review at time of calendar publication)
The student must initiate the appeal process within the timeline described below, dependent on the nature of the appeal, by contacting his/her Program Coordinator:
The Program Coordinator will explain the appeal procedures, gather relevant information and discuss the issues with the student. Students are encouraged to seek third party advisement, such as counselors, to clarify issues and to help seek resolution.
If the issue(s) are not resolved, an appeal is initiated with a 'NOTICE TO APPEAL' form available in Student Services. A completed 'NOTICE TO APPEAL' form must be submitted to the Registrar's Office within three (3) class days of incident/issue. An Appeals Committee will review the appeal and the student will receive written notification of the Appeal Committee's decision. For more information on Appeals contact a Counsellor or a Student Advisor.
The student must initiate the appeal process within three (3) class days of the disciplinary decision, or, as otherwise prescribed on any document that is seen to be an agreement between the College and the student (i.e. Occupancy Agreement, financial payment agreements, etc.) or as prescribed in any other guideline in effect at the time of the occurrence.
The student may have a counsellor attend the appeal hearing.
Non-academic disciplinary actions not involving program sanctions:
1. where student discipline sanctions are administered by a supervisor of a service unit (i.e. recreation, housing), the appeal will be heard by Manager, Commercial Services or Director of Student Services, and students involved will be duly informed.
2. where student discipline sanctions are administered by the Manager, Commercial Services (Lac La Biche), the Vice President - Student and College Services will hear the appeal, and the student will be duly informed.
When a student experiences harassment, it is important to identify this to the person who is committing the unwanted behavior. They may not realize their behavior is a problem, and they need to be informed that it is unwanted and inappropriate. Portage College encourages students who are experiencing harassment to report their concern to the Director, Student Services, their Program Coordinator, their instructor or a Counsellor (whomever they feel comfortable with).
Portage College is committed to prompt and aggressive action to protect the rights of students and staff, and harassing behaviour is absolutely not acceptable.
Students who may require accommodations due to a disability are advised to discuss their needs with the Learning Assistance Centre. Students should also advise their instructors at the beginning of the course if accommodations are requested. The Learning Assistance Centre staff work with student and instructors to provide an equitable learning environment.
For more information, contact the Learning Assistance Centre at 780-623-5758.
Students with issues or complaints are encouraged to bring their concerns directly to the program or service area. For interpersonal issues, the counseling staff can play an important role in the mediating between two parties. Students who are unable to resolve their concerns should contact their Program Dean on academic matters, and the Director of Student Services on non-academic issues.
No cell phones, head phones, wireless handheld or audio devices are allowed during class time.
Students have rights and responsibilities associated with any form of communication or interaction, online or offline. Although cyberspace seems impersonal, students are still responsible for treating others with respect and decency. Facebook policy itself bars posting "harmful, threatening, abusive, harassing, vulgar, obscene, hateful or racially, ethnically, or otherwise objectionable" material on the site (view entire policy at http://www.facebook.com/policy.php). Infractions will be considered student misconduct.
Students are encouraged to make full use of computer equipment in teaching labs, classrooms, campus libraries, and public areas. Students are expected to use privileges responsibly to maintain a safe, healthy and comfortable environment for everyone. Students sign a computer use agreement prior to being granted access. Infractions will be considered academic misconduct.
Accommodation of Student Religious Observance
Portage College recognizes that a student's religious observance may require an absence from required course activity as scheduled in the course outline, or course activities scheduled after the first day of class, or from an examination scheduled later in the term. The sincerity of a student's religious belief is accepted at face value and will be respected, though accommodation of all requests may not be possible in every circumstance.
Students should notify their Instructor or Program Coordinator as soon as possible in advance of the required day(s) of observance.
College campuses will remain open and classes will run during cold/inclement weather in accordance with the standard hours of operation unless a closure is declared by the President. The College will only be closed in the event of a public safety/health matter. Students are encouraged to use judgment to ensure safety during cold/inclement weather.
