Privacy Policy
Under the Personal Information Act students are entitled to access their student file. The personal information collected will only be used for the purpose for which it was originally collected or for a use consistent
... with that purpose, unless the student consents to other use. I hereby consent to the sharing of my enrolment and/or reporting information between Victoria College of Art and Citizenship and Immigration Canada, as necessary for the purposes of the international Student Program, in accordance with applicable provincial privacy legislation. This contract is legally binding when signed by the student and accepted by the institution.
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Tuition Payment Policy
(Non-Tuition) Mandatory full-time student fee ($200 per term).
(Non-Tuition) Mandatory part-time contract student fee ($100 per term).
Personal payments: tuition and fees must be paid by
... the start of the program.
Payment plans are accepted with administration approval.
Payment for programs can be made by cheque, cash, or E-Transfer.
Receipts will be given for all payments.
Diplomas/Certificates are issued once all tuition has been paid. Tax receipts are issued for tuition costs.
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Tuition Refund 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:
a) the institution receives a notices of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;
b) the student, or the student's parent or legal guardian, signs the student enrolment contract seven days or less before the contract 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 contract start date; or
c) 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 contract 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:
a) more than seven days after the effective contract date and
i. at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.
ii. less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.
b) after the contract start date
i. but before 10% 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.
ii. 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.
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:
a) before 10% 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.
b) 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.
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:
a) 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
b) 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:
a) of the date the institution receives a student's notice of withdrawal,
b) of the date the institution provides a notice of dismissal to the student,
c) 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
d) 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 a withdrawal, unless:
a) 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 the program is provided solely through distance education.
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Attendance Policy
All full-time programs require a minimum of 20 hours or more of attendance per week. Students are expected to attend and be punctual for all classes. If students are absent, they are to advise their
... instructor on or before the day of absence, stating the reason and duration of the absence. If absent for more than 3 consecutive days, a doctor's note must be provided. Class attendance is taken daily. At the completion of the course, the student's individual attendance is recorded on final reports. A student's continued eligibility for financial assistance depends on their maintaining regular attendance and participation in their studies. Designated institutions are required to identify and report students who fail to meet Student Aid BC attendance criteria. It is the student's responsibility to familiarize themselves with this critera.
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Dismissal Policy
If students act in contravention to the instructions of staff, rules, regulations or policies, VCA reserves the right to suspend or dismiss them. A student may also be dismissed due to poor attendance. VCA will
... provide a written notice to the student advising that the student has been dismissed from the program. Dismissal is deemed to be effective from the date it is delivered.
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Dispute Resolution Policy
Victoria College of Art (VCA) provides an opportunity for students to resolve disputes of a serious nature in a fair, reasonable and equitable manner. This policy governs complaints from students respecting VCA and any
... aspect of its operations. Students will not be subject to any form of retaliation as a result of filing a complaint.
When a concern arises, the student should first attempt to address the concern with the individual most directly involved. If the student is not satisfied with the outcome at this level, the student must put his/her concern in writing and deliver it to the Administration within one week of this dispute. Administration will arrange to meet with the student to discuss the concern and desired resolution as soon as possible but within five school days of receiving the student's written concern, if circumstances permit. Following the meeting with the student, the Administration 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 enquiries will involve the student meeting with VCA's Coordinator of Student Relations and Regulatory Affairs . Written reasons for the determination will be provided to the student within 45 days after the date on which the complaint was made. If the student is dissatisfied with the result of the Coordinator's written report and feels that he or she has been misled by the Institution, he or she may file a complaint with the Private Training Institutions Branch. The student making the complaint may be represented by an agent or a lawyer.
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Student Conduct Policy
Victoria College of Art deems it necessary to protect the safety and integrity of the learning environment of the college. Students who violate the rights of others are subject to disciplinary action which can
... range from a warning to dismissal from the program. VCA will not condone or tolerate any discrimination or harrassing behaviour that undermines the dignity and self-esteem of the individual. The college considers harrassment and/or discrimination by any student or staff member to be a serious breach of human rights which requires immediate resolution. Unwelcome sexual oriented conduct which may be verbal, physical or by innuendo is considered sexual harrassment and is subject to disciplinary action. Personal harrassment is defined as unwelcome remarks, behaviours or communications directed toward an individual or group of individuals and has the effect or purpose of seriously abusing, threatening, demeaning or intimidating the individual or group of individuals.
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Withdrawal Policy
Students who wish to withdraw from a program will be required to provide their dated withdrawal notice in writing to administration. Depending on the circumstances and the details given in the student's written notice, the
... student will be contacted by administration within 2 days to discuss the student's reasons for withdrawal, should the student wish to do so. Any fee adjustments or refunds will be forthcoming according to VCA's Refund Policy. Thus, designated one-month stepping-stone modules-such as drawing, design, painting, etc.-may be completed by the student before withdrawal from our certificate or diploma programs. In this case students will be given credit for these completed modules as separate subject areas on student transcripts. However, these completed modules represent only a portion of the total program leading to other modules necessary to fulfill program requirements for the term. Student records will show the withdrawal status as follows: Withdrawn (W) - issued to all withdrawing students whether eligible for a refund or not.
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Grade Regulations Policy
Grade Appeal Policy
- If a student is dissatisfied with a grade received 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.
- 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 Senior Educational Administrator.
- The Senior Educational Administrator will obtain a copy of the assignment/test in question from the instructor and will have another instructor re-assess the test.
- If the student achieves a higher grade on re-assessment, the higher grade will be assigned to the student. If the student achieves a lower grade on re-assessment, the original grade will be retained.
- The grade will be considered final and cannot be appealed. The decisions on the grade appeal will be provided to students within 30 school days of Victoria College of Art's receipt of the written appeal.
Grades Regulations Policy Jan 2021
- Once a course is completed, the instructor will give a final grade based on assignments, class attendance and participation. The mid-term report (mid-course report) to the student will give a written assessment of student progress, possibly listing the assignments given by this point. Students will be given notice (mid-course) as to whether they have a chance to complete the course or not.
- There will be no extension for handing in assignments beyond the due date or the last class of the course. Only exception would be extenuating circumstances that will be determined by both the instructor and the administration. As indicated in the PTIB manual, instructors do not have any responsibility to students beyond the end date of the term or course.
- In the case of incomplete (formally “INC”) course work by the end of the course, the instructor has three options:
- Written notice must be given to admin that the student is withdrawing from the course.
- Student can receive a grade based on what the instructor has received by the end of the course.
- If no course work has been received from the student and there was no official written withdrawal sent to administration, then the instructor will give the student an “F” for “Failed” which will appear on the transcript. NOTE: With the “W” or “F” on the transcript, the student will not receive credit or course hours. If it is determined that the course is a required course in the program, it will be necessary for the student to repeat the course at another time.
Attendance:
Because Student Aid and PTIB require the student to be at least 80% in attendance, the student will need to attend the course at least 10 of the 12 classes. If this is not possible, due
... to illness or any other serious absence beyond the control of the student, then administration and the instructor will assess the situation to make sure the student can complete assignments to receive a grade, course credit and instructional hours .
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Online Delivery and Recorded Classes:
With respects to the new online program delivery on Zoom,
the instructor will keep a recorded class session that might be available to the student, at the instructor’s discretion. Most instructor’s lectures
... are copy-righted and thus restricted from distribution to third parties. Because 80% course attendance is required to receive the necessary number of hours , students cannot substitute reviewing the recorded class sessions for actual in-class attendance.
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Exceptions are as follows:
- New students starting the course late (first two classes missed) due to late enrolment.
- Students making changes to their course schedules at the beginning of the term
- Students with Illness or any other legitimate excuse accepted by the instructor
Beyond the first two classes, the student will wait to enroll in the course at another time.
PRIVATE TRAINING INSTITUTIONS BRANCH
Please be advised that under section 61 of the Private Training Act, the Registrar is authorized to collect, use, and disclose personal information in accordance with the Registrar's regulatory duties under that Act.
... Accordingly, this institution is authorized to disclose your personal information to the Registrar for regulatory purposes.
Tel. (604) 569-033 or 1-800-661-7441
www.privatetraininginstitutions.gov.bc.ca PTIB.gov.bc.ca
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