Selc

School Policies

In order to ensure transparency and consistency in the relationship between SELC Career College and our students, please familiarize yourself with the policies below.  These policies guide our interactions with our students and likewise let students know what our expectations of them are.  You are always welcome to speak with the Student Services Coordinator for clarification on any policy you are unsure of.

Admission Policy 

We admit qualified students without discrimination regarding race, color, creed, national or ethnic origin, marital status, sexual preference, age, or religion.  Applicants should meet program prerequisites and have sufficient financial support for his/her study in Canada.

Before entering into any kind of an agreement with SELC Career College, students are given access to our Student Orientation Manual and take the following steps:

  1. All applicants participate in a comprehensive admissions procedure to determine their likelihood of being successful in the program of choice.
  2. After receiving evidence that the prospective student meets all the admission criteria, the Marketing Team prepares a Letter of Acceptance and Letter of Support. These are forwarded to the student for review.
  3. If necessary and available, the prospective student can discuss and agree on financial arrangements for payment of tuition and other fees with their marketer. 
  4. 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.

Postponement Policy

If a student would like to postpone their program, they must notify the school in writing at least 14 days prior to the original starting date. 

Acceptable reasons to postpone a program are as follows:

 

  1. Sickness or family emergency with valid documentation for either situation (example: doctor’s certificate, etc.).
  2. Visa delay with a copy of the confirmation of the application from IRCC.

If the student does not have any proof as to why they would like to postpone their studies at SELC Career College an administration fee of $100.00 will apply. Students are only able to postpone once; however, the institution will make the decision as to whether the postponement will be granted. 

If the student does not come for their new start date of the program or requests an additional postponement without a valid reason, SELC Career College reserves the right to cancel the program that the student is enrolled in and will immediately report them to IRCC.  

Please note, deferrals are not automatic and the institution will make the decision as to whether the postponement will be granted. 

 

Terminology of Student Status

The following terminology is used to show student status at SELC Career College.

  • In Class: Study term. A student must attend classes and meet mandatory attendance policies.
  • Co-op: During Co-op term, a student can work full-time and gain valuable work experiences in Canada.
  • Program Interruption: A student who has requested a break in their program with written approval. In this status, a student is not allowed to work or study. 
  • Complete: A student has succeeded in both the Academic and Co-op components. Note, he/she is not eligible for graduation due to an outstanding payment or missing mandatory documentation.
  • Graduated: All components and requirements for the program are complete. A student is eligible to receive a certificate and official transcript. 
  • Withdrawal: A student who decides not to continue study or co-op in the middle of the program. He/she did not complete the program.
  • Incomplete: A student did not complete the program within the allotted time.
  • Dismissed: A student is dismissed from the program prior to program end date.

Attendance Policy

SELC Career College recognizes that good attendance is directly related to student success in completing a program of study. The policy applies to all students who are currently enrolled or are enrolled at any future time. Attendance is calculated based on the actual time spent in class. You must maintain at least 80% attendance in order to pass each module.

On the first day of class you will receive your instructor’s email or mobile phone information. If you are going to be late or absent you MUST contact your instructor and/or the school. You will be allowed to enter the classroom within 5 minutes of the start time without having your attendance affected.

After 5 minutes, you will only be able to enter the classroom if you have contacted your instructor or the school up until 15 minutes past the class start time and will lose 15 minutes. If you have not informed your instructor or the school, you may not be allowed to enter until the break and the whole block will be deducted from your attendance.

If you are sick, please see a doctor and ask for a doctor’s note. Submit a doctor’s note to your instructor when you return to school. You will receive an excused absence, which will affect your attendance, but you still get a chance to submit missed assignments and quizzes within assignment guidelines. All missed work must be completed. You will receive a zero on your attendance and missed work without a doctor’s note.

  1. If your attendance drops to 90%, you will receive an attendance warning email.
  2. If your attendance drops to 78%-79%, you will be required to meet with the Student Services Coordinator along with your instructor. You will  have to come into the school for additional hours and do extra assignments and the cost to you will be $200.
  3. If your attendance drops between 70%-77%, you will need to do multiple sessions at the school and the fees are dependent on how many hours you need to make up.
  4. If your attendance drops to below 70%, you will be required to meet with the Student Services 

Coordinator. You have to repeat the module and pay an additional fee of $1,500 

POLICY FOR REPEATING MODULES

Should a student not pass a module he/she will need to repeat and pay $1,500 for the module if the student wishes to successfully graduate from the program.

Reasons for repeating a module may be one of the following:

  • Failure to complete one or more elements of the module (attendance, assignments, quizzes, presentations, exams or similar).
  • Failure to pass one or more elements of the module (attendance, assignments, quizzes, presentations, exams or similar).

Program Module Exam Rewrites

Students who do not successfully pass their module final exam will be required to take a rewrite exam for that module of study. The maximum score they can receive on the rewrite is 70%. There is no charge for this first rewrite.  However, if students fail the first rewrite, they are required to attempt a second rewrite and must pay a fee of $100.00. If required, a third subsequent rewrite will cost students $150.  Therefore, students have a maximum of three chances to rewrite the exams. Please see the fees listed below for rewrite exams.

Rewrite Exam Fees

1st Rewrite

Free

2nd Rewrite

$100.00

3rd Rewrite

$150.00

Rewrites will take place on a scheduled day.

If a student rewrites for the 3rd time and fails, the student will be required to retake and complete the module before their co-op starts. 

LEAVE OF ABSENCE POLICY

Students requesting a leave of absence MUST 1) complete the Leave of Absence Request Form and 2) provide documentation showing that they have a personal or medical issue. This is mandatory for both academic and co-op periods.

If approved, the student will receive an excused absence for their time away (1 week maximum) but will be responsible for all missed assignments.

If not approved, the student will be considered absent for the time period they are away and will not be able to submit missed assignments. 

PROGRAM INTERRUPTION POLICY

Students that require a longer period of absence will need to 1) complete Program Interruption and Return to Study Forms, 2) provide supporting documents for their personal or medical issue. The maximum period of Program Interruption is a year throughout a whole program. 

If approved, the student’s classes will be postponed to the next module after their personal or medical issue is resolved.

*If the student does not have a valid personal or medical issue but still wants to postpone their studies, an administration fee of $200.00 will apply.

CHEATING & PLAGIARISM POLICY

This policy is intended to promote and educate students about academic integrity, and to protect the interests of students, faculty and the College. Cheating and plagiarism are violations of academic integrity and are considered to be very serious academic offenses. They undermine the legitimacy of the academic degrees awarded by the College and deny honest students of some of the rewards of their efforts.
  1. DEFINITIONS: 
1.1 Students’ Original Work:  All students must complete their own original coursework and assignments. Unless otherwise indicated by the teacher, students must assume that any course work or assignment is to be completed individually and presented using their own original writing, including text, formulas, diagrams, and calculations.  1.2 Plagiarism Plagiarism is submitting or presenting work in a course as if it were the student’s own original and individual work done expressly for that course when, in fact, it is not. Plagiarism includes, but is not limited to, the following: 
  1. Copying in whole or in part from published material, electronic sources or any material that the student did not originate himself or herself without documenting the source in accordance with a recognized academic or technical style guide. Plagiarism includes copying, paraphrasing or summarizing text, information or ideas from sources without proper documentation. 
  2. Copying of another student’s course work or assignment. A student who knowingly permits his or her work to be copied is considered to be as guilty as the plagiarizer. 
1.3 Cheating:  Cheating includes, but is not limited to, the following: 
  1. Copying of another student’s work. Detection may occur during the test or examination or during the evaluation of the test or examination. Anyone who knowingly permits his or her work to be copied is considered to be as guilty as the cheater.
  2. Possessing unauthorized material during a test or examination, regardless of whether the student uses this material. Detection may occur during the test or examination or during the evaluation of the test or examination. 
  3. Impersonating another person or being impersonated by another person at any test or examination, or in connection with any other form of academic work. 
  4. Forging, altering or falsifying any academic record, or making use of any false record whether the record is in print or electronic form. 
  1. Procedures:  
At any point in the process the student may request advice and assistance from any member of the College community e.g. the Student Advocate or another teacher. At any point in the process the teacher may consult any member of the College community e.g. other colleagues or administrators, etc.  2.1 Detecting and Reporting Cheating and Plagiarism:  2.1.1 The penalty for plagiarism or cheating is a grade of zero for that course work or assignment without the possibility of revising that course work or assignment or preparing an alternate assignment. 2.1.2 When a teacher has reason to believe that a student has cheated or plagiarized, the teacher will explain to the student the reasons why the course work or assignment is seen as an academic offense within ten working days of detecting the offense. If, after consultation with the student, the teacher determines that cheating or plagiarism did not, in fact, occur then the work or assignment may be re-marked and a grade assigned.  2.1.3 If, after consulting with the student (or if the student does not respond to the teacher), the teacher remains convinced that the student cheated or plagiarized, then the teacher must complete a Cheating and Plagiarism Report Form and submit this form, along with copies of all relevant evidence relating to the offense, to the Academic Advisor within fifteen working days of detecting the offense or conferring with the student.  2.1.4 The Student Services Coordinator will record the offense and related evidence in the student’s file, notify the student and inform the student of the serious nature of the offense. The Student Services Coordinator will acknowledge to the teacher that the offense has been recorded in the student’s file.  2.2 Requesting a Review of a Cheating and Plagiarism Report:  2.2.1 A student who wishes to contest the accusation of offense must complete a Student Appeal Form indicating why the student believes that the accusation of offense is not justified. This form must be submitted to the Student Services Coordinator within ten working days of the notification of the offense. The Student Services Coordinator will forward a copy of the Student Appeal Form to the teacher and the Academic Advisor in which the offense occurred. The Academic Advisor will forward the form to the Managing Director. (Note: The communication may take place electronically and via internal mail.)  2.2.2 Upon receipt of the Student Appeal Form, the Managing Director will review the accusation of offense and related evidence. The teacher will be allowed to present the reasons for the accusation of offense and the student will be allowed to present the reasons for contesting the accusation of offense in person or in writing to the Managing Director. The student may be accompanied by another member of the college (e.g. the Student Advocate/Teacher) if they wish to meet the Managing Director to plead their position.  2.2.3 The Managing Director will inform the Student Services Coordinator, Academic Advisor, the teacher and student of his decision in writing within five working days.  2.3 Appeals:  There is no appeal of the Managing Director’s decision.  2.4 Disciplinary Action, Information Provision, and Record Keeping:  2.4.1 If there is no contest of the offense, then the offense report and related evidence will remain recorded in the student’s college file until graduation. If the accusation of offense is overturned by the Managing Director, then the offense report and related evidence will be removed from the student’s file and destroyed.  2.4.2 If there is a subsequent instance of a cheating or plagiarism offense, the Student Services Coordinator will refer the case for disciplinary action to the Academic Advisor. The disciplinary action may include suspension, expulsion or other appropriate penalties. In the case of expulsion, appeals can be made to the Managing Director. The Managing Director will meet with the student and make a final decision on disciplinary action. Any disciplinary action will be recorded in the student’s file. 2.4.3 It is the responsibility of all faculty members to inform their students of the importance of this policy and the meaning and consequences of cheating and plagiarism. All course outlines should include a statement on the importance of this college policy and the consequences of cheating and plagiarism. 
  1. Additional Policy on Cheating: 
Resource materials for examinations, tests and assignments: Teachers should indicate what resource materials students are permitted to use during an in-class examination or test prior to the start of the test and ensure that students understand the consequences of cheating on college examinations and tests. Teachers should be vigilant about the misuse of electronic devices during in-class examinations and tests. If students can collaborate on out-of-class examinations or assignments then this should be indicated by the teacher when the examination or assignment is provided to the students, otherwise students must complete the examination or assignment individually. 
  1. Cheating detected during an in-class examination or test: If cheating is detected during an in-class examination or test, the teacher may follow one of two options:
Option 1.  The teacher removes the examination or test material and any suspect material from the student and asks the student to leave the examination or test. The teacher will complete a Cheating and Plagiarism Report Form for this offense following the examination or test and include copies of the materials in question. The Cheating and Plagiarism Report Form should briefly but clearly indicate why the teacher believes the student was cheating during the test or examination and attach copies of relevant material. In the event of a review, the teacher may introduce new evidence not included in the initial report to the Managing Director. If a review or appeal of the accusation of offense overturns the accusation of offense, then the student may be permitted to complete a make-up examination or test as appropriate.  Option 2. The teacher removes any suspect material from the student and allows the student to complete the test or examination. After the test or examination, the teacher consults with the student. If the teacher remains convinced that the student has cheated, the teacher assigns a grade of zero to the test or examination and completes a Cheating and Plagiarism Report as indicated in Option 1. If the accusation of cheating is later overturned, the teacher can grade the original test or examination instead of giving a make-up test/examination.  Cheating detected following an in-class examination or test or in an out-of-class test or assignment: If cheating is detected following an in-class examination or test or in an out-of-class test or assignment, then the teacher should complete a Cheating and Plagiarism Report Form for this offense and include copies of the materials in question. The Cheating and Plagiarism Report Form should briefly but clearly indicate why the teacher believes the student was cheating and attach copies of relevant material. If the committee overturns the teacher’s decision, then the student’s examination or test will be graded, or the student will be permitted to complete a make-up examination or test as appropriate.

CODE OF CONDUCT AND DISMISSAL POLICY

SELC Career 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 Student Services Coordinator if they have any questions. “Student” is defined as including prospective students as well as those currently registered or enrolled in any SELC Career 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.
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 Managing Director to process in accordance with this Policy. Procedure:
  1. All concerns relating to student misconduct shall be directed to the Managing Director. Concerns may be brought by staff, students or the public.
  2. The Managing 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 Managing Directorwill meet with the student as soon as practicable.
  3. Following the meeting with the student, the Managing Director will conduct whatever further enquiry or investigation is necessary to determine whether the concerns are substantiated.
  4. Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.
  5. The Managing Director will meet with the student and do one of the following:
  1. Determine that the concern(s) were not substantiated;
  2. Determine that the concern(s) were substantiated, in whole or in part, and either:
  1. Give the student a warning setting out the consequences of further misconduct;
  2. Set a probationary period with appropriate conditions; or
  3. Recommend that the student be dismissed from the Institution.
  1. The Managing 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.
  2. If the student is issued a warning or placed on probation, the Managing 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.
  3. If the recommendation is to dismiss the student, the Managing Director of the school will meet with the student to dismiss him/her from study at the school. The Student Services 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.
  4. If a refund is due to the student, the Managing Director will ensure that a cheque is forwarded to the student within 30 days of the dismissal.
  5. If the student owes tuition or other fees to the school, the Managing Director will undertake the collection of the amount owing.

ANTI-BULLYING AND HARASSMENT POLICY

SELC Career 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 include: 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 rumours.

A student who believes that he or she has been subjected to harassment 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 Managing Director.

 

The Managing 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.

 

Health and Safety Policy

SELC Career College is committed to providing a healthy and safe working and learning environment for all employees and students. The policy applies to all SELC Career College employees and students.

Procedure for Fire Safety:

  1. 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. 
  2. 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.
  3. 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.
  4. 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.
  5. 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.  
  6. 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 Cambie Street ensuring that he/she has access to the class list via mobile phone, tablet or laptop.  At Cambie 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.
  7. 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. 
  8. No student or employee will re-enter the campus until the fire officials have authorized re-entry.

Procedure for Earthquake Safety:

  1. 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.
  2. The Floor Warden ensures that all employees receive training in the school earthquake evacuation procedures.
  3. 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.
  4. In the event of an earthquake emergency, all staff and students will take cover and remain under cover until the shaking stops.
  5. 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.   
  6. 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 Cambie Street ensuring that he/she has access to the class list via mobile phone, tablet or laptop.  At Cambie 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.
  7. 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
  8. No student or employee will re-enter the campus until the Floor Warden or designated alternate have authorized re-entry.

CO-OP PLACEMENT POLICY 

  1. SELC Career College provides guidance and relevant assistance to students with co-op placements in Canada as part of their studies during co-op semesters that will alternate with academic semesters (the co-op semester will not exceed 50% of the total program hours).
  2. SELC Career College ensures that co-op placements provide an opportunity for its students to enhance the skills learned throughout their program of study.
  3. SELC Career College will ensure that co-op placements for its students are with employers who are committed to introducing students to work related to their field of study.

SELC Career College works with co-op host companies to evaluate the student’s performance during their co-op placement.

  1. Unless otherwise agreed by the student and SELC, the work experience component will take place in host employers located within the Greater Vancouver region.
  2. The Work Experience component in the program is planned to start immediately upon completion of the academic portion of the program.

Procedure:

  1. Students must complete job-preparation workshops provided by SELC and/or the Placement Agency, which include resume revision and mock interviews, before the beginning of their work terms. 
  2. Students must attend the Co-op information workshop, and submit the completed Co-op Application Form before the beginning of their work terms. Copies of the documents will be saved in students’ files.
  3. SELC Career College and/or the Placement Agency will ensure to arrange job search assistance, and provide students with leads and suggestions, however, students must accept responsibility for arranging interviews, job search and acceptance of any jobs. *All co-op placements must be paid.
  4. Students complete job interview(s) with the prospective company(ies). Students must inform SELC and/or the Placement Agency the result of the interview(s).
  5. If the student is successful at the interview, students must inform SELC and/or the Placement Agency with the detailed information of the workplace and the accepted position as requested, and receive a confirmation from the SELC Placement Officer on the acceptance of the position.
  6. SELC will prepare a Co-op Placement Agreement and Training Plan form. Student must sign the document, have their co-op host company sign the Co-op Placement Agreement and Training Plan form, and return it to the Co-op Placement Officer. Copies of the documents will be saved in students’ files. 
  7. During the Co-op work-term, students are required to complete and submit Monthly Reports to SELC, at the end of each month they worked at the host companies. Reports will be evaluated by SELC, and the copies of the reports will be placed in the student’s files.
  8. After completion of the co-op placement the student will complete the SELC Career College Co-op Student Feedback Evaluation form, and have the Supervisor from the co-op host company to conduct an assessment of the student’s performance, using the SELC Co-op Host Evaluation Report. The copies of the forms will be placed in the student’s files.

Student Responsibilities:

  1. Students must ensure that they provide the college with accurate and updated contact information, which includes a telephone number as well as current home and email addresses.
  2. Students must have valid Study and Work Permits throughout their programs.
  3. Students must follow the terms and conditions of the SELC Co-op Application Form.
  4. The Co-op Placement Officer or Placement Agency must be notified at least 24 hours in advance if a change in time or day is needed for the student to attend an interview.
  5. Students who fail to show up for an interview with a prospective co-op host company without any notification will be dismissed.
  6. Students must be suitably prepared for the interview; this includes both appropriate clothing as well as having conducted research on the related co-op host company and position.
  7. Students must ensure that the information that they provide to SELC Career College and to the prospective co-op host company is truthful and accurate; the college is not responsible for consequences such as job loss if the student has lied on an application or to a co-op host company.
  8. Students must confirm in writing that they accept a particular co-op placement; however, a verbal agreement will also be considered binding. This acceptance must be received within 24 hours of co-op placement being made.
  9. Students must honour the contract that they sign with the co-op host employer and must complete the contract dates as they have been agreed upon.
  10. Students must not resign from a work placement without prior discussion with the SELC Co-op Placement Officer or the Placement Agency.
  11. Students must acknowledge that it is their responsibility to complete and submit Co-op final assignment to either Co-op Placement Officer no later than 1 week after the end of their co-op term. Failure to submit their assignment will result in non-completion of their Program and not receiving any certificate.

Assignments can be given in various forms such as tests, written reports and or presentations.

Delivery Method:

Indicate how the program is delivered.

☐ On-site delivery.

☐ Distance delivery.

☐ Combined delivery (on-site and distance.)

DISPUTE RESOLUTION AND GRADES APPEAL POLICY

SELC English Language Centre and SELC Career 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:

  1. When a concern arises, the student should address the concern with the staff member most directly involved. 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 Academic Advisor. The student who makes the complaint may be represented by an agent or a lawyer.
  2. The Academic Advisor will arrange to meet with the student to discuss the concern and desired resolution within 5 school days of receiving the student’s written concern, or as soon as practicable.
  3. If the Academic Advisor is absent or is named in the complaint, the Managing Director will be responsible for decisions regarding the student’s complaint.
  4. Following the meeting with the student, the Academic Advisor 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 (institution’s) personnel.
  5. 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 Academic Advisor will do one of the following within 10 days of receiving the student’s written concerns:
  1. Determine that the student’s concerns are not substantiated; or
  2. Determine that the student’s concerns are substantiated in whole or in part
  3. Determine that the student’s concerns are frivolous and vexatious. 

The student and the institution’s personnel involved shall receive a written summary of the above determination. A copy of all documentation relating to every student’s complaint should be signed by all parties. A copy shall be given to the student, a copy will be placed in the school’s Dispute Resolution Binder, and the original will be placed in the student file.

  1. If it has been determined that the student’s concerns are substantiated in whole or in part, the Academic Advisor shall include a proposed resolution of the substantiated concern(s).
  2. If the student is not satisfied with the determination of the Academic Advisor, the student must advise the Academic. The Academic Advisor will immediately refer the matter to the Managing Director. The Managing Director will review the matter and meet with the student within 5 school days.
  3. The Managing Director of the institution shall either confirm or vary the determination of the Academic Advisor. At this point the School’s Dispute Resolution Process will be considered exhausted.
  4. If the issue is of a serious nature the Managing Director of the School may in his/her sole discretion and cost, engage the services of a third-party mediator to assist in the resolution of the dispute.
  5. Final written reasons for determinations offered by the school at each resolution stage will be given to the student within 45 days after the date on which the student made the complaint.

Procedure for Grade Appeal:

  1. If a student is dissatisfied with the grade received for a midterm or final course assessment and can provide evidence that a higher grade is warranted, he/she should discuss with his/her instructor. The instructor will reconsider the grade and, if warranted, assign a different grade.
  2. If the student is not satisfied with the outcome of his/her appeal to the instructor, he/she should submit a written appeal to the Academic Advisor.
  3. The Academic Advisor will obtain a copy of the mid-term or final assessment from the instructor and will have the assessment re-marked by another instructor.
  4. If the assessment achieves a higher grade on re-mark, the higher grade will be assigned to the student. If the assessment achieves a lower grade on re-mark, the original grade will be retained.
  5. If a grade appeal is reviewed by an Academic Advisor, the grade assigned following the re-mark and review will be final and cannot be appealed further.

The policy applies to all SELC English Language Centre and SELC Career 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). 

REFUND AND WITHDRAWAL POLICY

  1. If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:
    1. the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the program start date;
    2. the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the program start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrolment contract and the program start date; or
    3. the student does not attend a work experience component and the institution does not provide all of the hours of instruction of the work experience component within 30 days of the program end date.
  2. The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when applying for admission.
  3. If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.
  4. Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:
    1. more than seven days after the effective contract date and
      1. at least 30 days before the program start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.
      2. less than 30 days before the program start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.
    2. after the program start date
      1. but before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.
      2. and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.
      3. No refund will be granted after 30% of the hours of instruction to be provided during the contract term have been provided. 
  5. Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:
    1. before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.
    2. after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.
    3. No refund will be granted after 30% of the hours of instruction to be provided during the contract term have been provided. 
  6. If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:
    1. the student has completed and received an evaluation of his or her performance for up to 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or
    2. the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.
  7. The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.
  8. Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:
    1. of the date the institution receives a student’s notice of withdrawal,
    2. of the date the institution provides a notice of dismissal to the student,
    3. of the date that the registrar provides notice to the institution that the institution is not complying with section 1 (c) or 2 of this policy, or
    4. after the first 30% of the hours of instruction if section 3 of this policy applies.
  9. If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4,7 and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:
    1. the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit, or
    2. the program is provided solely through distance education.

PRIVACY POLICY

SELC Career 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:

  • SELC Career College retains the full student file for a period of seven (7) years following the student’s withdrawal, dismissal or graduation. 
  • After seven years, the full student record is destroyed using a secure destruction method.

SELC Career 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 fifty-five (55) years by the third-party vendor.

Procedure for student access to the information on file:

  1. Students wishing to access the information in the student file must make the request in writing.
  2. The Managing Director will meet with the student to review the file and will provide copies of any document the student requests.
  3. The student will pay $0.25 per page for the documents copied for him/her.

Procedure for authorizing release of information:

  • If a student wishes to authorize a third party to access information in his/her student file, he/she must do so in writing.
  1. 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 admin@selccareercollege.ca.

All official documents can take up to two weeks to process.  SELC Career 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 should contact CC admin at: admin@selccareercollege.ca. 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 or sent to the address that the student has provided.

SELC Career College will not issue graduation certificates to a student who has not completed his/her program.  Thus, if a student is dismissed from SELC Career College, the student is not eligible for a graduation certificate. 

ADMINISTRATIVE FEES

SERVICES

Cost

Details

Schedule Change

$50

Changing of Day or Evening Schedule at the beginning of the module.

Program Change/Upgrade or Downgrade Fee

$100

Changing of Business, Hospitality Management or Global Client Care programs.

 

Moving from 3+3 to 6+6 months length programs or vice versa

 

Moving from 6+6 to 12+12 months length programs vice versa

 

Payment Plan

$100

Payment plans available only for 9 months, 1 year and 2 years programs.Non Refundable

Program Interruption

$200

Taking Program Interruption without valid personal or medical issues.

Late Payment fee

$50

Per late payment

Re-enrollment

$350

Re-enrollment fee after dispute resolution.

Re-enrollment fee after dismissal, incomplete.

Retaking a module

$1,500

Retaking a module due to failure to pass the module.

Registration/ Cancellation fee

$350

Non-Refundable

Postponement fee

$100

Per letter issued after 1st postponement

Co-op reporting delay

$100

Late by 4 weeks on co-op reporting

Co-op final report delay

$100

Being 4 weeks late on the final reporting for co-op completion

Medical Insurance

$2.30

Cost per day (16 days minimum coverage period)

 

DOCUMENTS

Cost

Details

Transcript (Official)

$10

First copy is free. This fee is for additional copies. Up to 4 days required.

Transcript (Unofficial)

$10

Up to 4 days required.

Letter of Attendance

$10

  Up to 4 days required.

Mailing of Certificate

$10

Fee covers international postage.

Rush Order for Document

$20

Creation of document within 1 day.

Replacement of Certificate

$50

Up to 4 days required.

 

EXAMS

Cost

Details

Food Safe

$40

Hospitality students have already paid this fee in their program fees, so there will be no additional charge.

Serving it Right

$45

Hospitality students have already paid this fee in their program fees, so there will be no additional charge.

TOEIC Exam

$100

TOEIC exams are held once every 8 weeks.

2nd Rewrite (Final Exam)

$100

Fee for the second rewrite.

3rd Rewrite (Final Exam)

$150

Fee for the third rewrite.

 

ACADEMIC

Cost

Details

Attendance between 80-78%

$200

Student must come to school to make up for lost hours

Attendance between 77-70%

$400-$1000

Must calculate hours and assign the correspondent fee + Student must come to school to make up for lost hours

Attendance below 70%

$1500

Student must retake the course

Course retake (Attendance 95-100%)

$0

Retaking a Course with great attendance but did not achieve a passing grade

Course retake (Attendance 90-94%)

$500

Retaking a Course with good attendance but did not achieve a passing grade

Late Co-op Documents Submission

$100

 

Late Co-op Documents Submission

 

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