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Academic Policies & Procedures

Student Rights and Responsibilities

Student Rights and Responsibilities Policy
(currently under review)


It is the student's responsibility to read the following information. The information contained in this section should guide the student's conduct while attending Keyano College.

The Student Rights and Responsibilities Policy is not intended to be a legal contract between the students and the College and it cannot override any collective agreement or other legally enforceable contract where there is conflict. In the event any of the procedures that conflict with policies of the Board of Governors, the policies would prevail. These rights and responsibilities apply to all Keyano College credit students. Many rights (2, 3, 5, 10 and 12) and responsibilities (1, 2, 3, 4, 8, 9, 11 and 12) also apply to non-credit students. The Student Rights and Responsibilities Document and Appeal Forms are available from the Counselling Department.

The following rights and responsibilities pertain to all students regardless of race, religious belief, colour, sex, physical condition, ancestry, sexual orientation, or place of origin of the student.

 

Student Rights

1. The student has the right to a written course outline at the beginning of the course which states the objectives and the content of the course, and the instructor’s expectations regarding attendance, evaluation, and major assignments.

2. The student has the right to notification of major changes regarding classroom procedures and the right to be notified, whenever possible, of class cancellations, time or location changes prior to the class meeting.

3. Where course content allows, the student has the right to reasonable freedom of opinion and expression in the classroom, in assignments, and in exams.

4. The student has the right to be assured that changes to the length of the program subsequent to his/her entry will not extend the program beyond the time specified upon enrollment.

5. The student has the right to seek counselling and academic advising concerning program and graduation requirements, academic regulations, admissions, and transfer; such counselling and advising will occur within a reasonable time frame.

6. The student has the right to expect faculty members to be available for assistance outside of scheduled classes at a time that is mutually agreeable (and preferably during the Instructor’s regularly scheduled office hours).

7. The student has the right to confidentiality of his/her records including scholastic transcripts, health records, performance appraisals or critiques, and such documentation shall not be released to third parties without the written permission of the student except where the release of such information without permission is necessary for complying with any legal obligations imposed upon the College, or their release is necessary for the protection of the health and safety of the students and staff of the College.

8. The student has the right to view any record in his/her official College file and the right to add documents to the file which might refute the contents of documents of a disparaging nature.

9. The student has the right to proper and impartial evaluation of his/her performance and the right to request a re-evaluation within timelines and procedures established by the College.

10. The student has the right to accurate information pertaining to program or course information and College academic regulations including the institutional definition of plagiarism and other forms of academic and non-academic dishonesty.

11. The student has the right to have appeal policies and procedures printed in the College calendar and the right to know how to deal with situations that appear unjust.

12. The student has the right to freedom from being subjected to physical, verbal, mental or sexual harassment including any indignity, injury, violence, or unfair accusation and be dealt with in accordance with the Individual Rights policy of Keyano College.

 

Student Responsibilities

1. The student has the responsibility to respect the rights of fellow students, faculty, staff, administrators and other persons associated with the College.

2. The student has the responsibility to respect other people’s right to health, security, personal preferences and freedom of expression and to be familiar with the Individual Rights Policy of Keyano College.

3. The student has the responsibility to refrain from threatening to subject or subjecting any person to physical, verbal, mental or sexual harassment including any indignity, injury, violence or unfair accusation.

4. The student has the responsibility to observe College and relevant government regulations, policies and procedures regarding responsible conduct within the College environment including conduct toward students, faculty, staff, administrators and property.

5. The student has the responsibility to be conversant with course content and organization, course methodology and course evaluation methods even when he/she is absent from particular classes.

6. The student has the responsibility to respect the faculty member’s right to determine course content, course objectives, methodology, and evaluation.

7. The student has the responsibility to respect the faculty member’s right to set deadlines for assigned work, to expect assignments to be submitted at the times specified and to establish penalties for failure to comply with deadlines. The student has the responsibility to familiarize him/herself with the expected times and methods used to convey results of assignments, examinations or other evaluations or decisions and to know the timelines set for appeal of the same.

8. The student has the responsibility to conduct him/herself in an appropriate manner and to dress in a manner that reflects the safety requirements of the course consistent with the health and safety practices of his/her chosen field of study.

9. The student has the responsibility to refrain from unduly disturbing, disrupting, or otherwise interfering with studies, laboratories, lectures, work or other activities of fellow students or staff.

10. The student has the responsibility to familiarize him/herself with academic regulations, graduation requirements, and/or program completion requirements.

11. The student has the responsibility to communicate with faculty members or counsellors to attempt to resolve academic and/or personal problems he/she may encounter.

12. The student has the responsibility to know the consequences of plagiarism, fraud, deceit and/or other forms of academic and non-academic dishonesty.

13. The student has the responsibility to know and to comply with College policy as well as the policy of any employer, or host organization of practicum or clinical activities when the student is involved in placement, site visit, co-op or clinical placement on that employer’s work site.

 

Student Misconduct and Discipline

The College reserves the right to take such action as it deems necessary in cases of unacceptable behaviour within a reasonable period of time. Disciplinary action may be taken for both academic and non-academic misconduct, as well as unsatisfactory performance. Following are some explanatory comments about specific grounds for discipline and the penalties involved.


1. Student Attendance
Regular, punctual attendance is necessary for success at Keyano College and on the job after graduation. Students are responsible for attending all learning activities in their courses on a regular and punctual basis. Excessive or inexcusable absences can result in poor or failing grades, loss or reduction of sponsor allowances, and/or probation or suspension. Students are responsible for knowing the attendance policy of their course and/or program.

2. Academic Misconduct
Students are considered to be responsible adults and should adhere to principles of intellectual integrity. Intellectual dishonesty may take many forms, such as:
  • Plagiarism or the submission of another person’s work as one’s own.
  • The use of unauthorized aids in assignments or examinations (cheating).
  • Collusion or the unauthorized collaboration with others in preparing work.
  • The deliberate misrepresentation of qualifications.
  • The wilful distortion of results or data.
  • Substitution in an examination by another person.
Penalties for academic offences may range from a verbal reprimand to dismissal from the College, and in certain circumstances may involve legal action.

3. Practicum and/or Work Placements
Students who participate in practicum placements must follow the policies and regulations of their program and those of the host organization. Students who do not follow the regulations of the host organizations may be removed from the practicum site and be subject to other disciplinary action. Failure in a practicum may result in the students being unable to graduate from the program.

4. Non-Academic Misconduct
The following are examples of non-academic misconduct for which students may be subject to disciplinary action:
  • Disruption of any College activity.
  • Damage to or destruction of the property of the College, its staff, students, or visitors.
  • Threats of any kind.
  • Physical or verbal abuse.
  • Theft.
  • Unsafe practices, whether the risk is to oneself or others.
  • Alcohol or drug abuse.
  • Harassment.
  • Violation of confidentiality requirements of the occupation or profession for which the student is being trained.

Student Discipline

1. Probation

A student may be admitted as a probationary student or placed on probation if:
  • In the opinion of a Program Chair, the student’s classroom behaviour or attendance is unsatisfactory, OR
  • The student’s GPA is less than 1.7 on the 4-point scale or its equivalent at the end of the semester or academic year, OR
  • The student’s present or past academic and/or non-academic behaviour warrants probation.
Students will be informed of the conditions and reasons of the probation by the Registrar at the time probation is assigned. Probation may last up to one academic year.

To have probationary status removed, students must satisfy the conditions outlined at the time the probation status was assigned. Students who fail to comply with the conditions of probation may be suspended or dismissed from the course, program, or the College.

2. Suspension

Students may be suspended from a course, an entire program, or the College if:
  • The student does not comply with his/her probation, OR
  • The student’s GPA is less than 1.0 on the 4-point scale or its equivalent at the end of the academic year, OR
  • The student’s academic or non-academic behaviour warrants such a sanction.
Depending on the circumstances, a student under suspension may be required to withdraw completely from either a course, an entire program, or the College for a specific period of time of up to one calendar year.

3. Dismissal

Students may be dismissed from a course, an entire program or the College if:
  • The student does not comply with the terms of his/ her suspension, OR
  • The student’s academic performance or non-academic behaviour warrants such a sanction. Depending on the circumstances, a student may be dismissed from either a course, an entire program, or the College for a specific period of time, to a maximum of three years.
Re-admission to the College will be determined by the Special Cases Committee. The recommendation of the Special Cases Committee will be made to the appropriate Vice President.

 

Student Appeals

Any Keyano student has the right to appeal a final grade, disciplinary action, or other decision that the student feels is in violation of their rights as defined in “Student Rights and Responsibilities” or in any other specific way is perceived to be unfair. In order to appeal, the student must follow the steps as outlined in the Student Appeal Process.

For the purpose of this policy, a "student" is defined as a person:
(a) who has submitted an application to the College and wishes to appeal any decision regarding his/her application status or admission ruling;
(b) who is registered in any Keyano course
(c) who was registered in any Keyano course, but is no longer registered due to graduation, withdrawal, or disciplinary action.

The appeal process must be speedy and fair.

Before starting an appeal, students are urged to review the complete Student Appeal document available at the Counselling Department. They should also study the relevant sections of the Keyano College Calendar and other College documents in order to inform themselves of the validity of their position. Students are also encouraged to seek the assistance of the Counselling Department for help in clarifying the steps in the appeal process and outlining the format of written appeal.

 

Student Appeal Procedure

Stage I
Appeal to the Division

1. Stage 1 is to the Division through the following steps: to the instructor, to the chair or coordinator or immediate supervisor and then to the divisional dean.

2. Students must initiate this stage within 10 working days from the time the course instructor releases the results of term assignments, grades or other evaluation results. For non-academic decisions affecting student campus life activities, the student must initiate this stage within 10 working days. For final grades only, the student must initiate this stage within 15 working days from the course end-date.

3. The student shall present his/her complaint orally or in writing to the individual whose decision, grade, action, etc., the student disagrees with. The individual shall respond within two working days.
Both parties to the appeal are expected to make every reasonable attempt to resolve the matter at this step.

4. If the student is dissatisfied with the individual’s decision in item 3, an oral or a written appeal may be submitted to the individual’s immediate supervisor within two working days of receipt of the decision in item 3. After hearing both parties, the immediate supervisor, within two working days, shall provide a response to both the student and the individual. The response shall be in the same format (orally or in writing) as the student’s appeal.

Stage II
Mediation

Mediation is an informal problem solving approach utilizing a neutral third party. If the student is dissatisfied with the decision at the end of Stage I, the student shall file a written request for mediation with the Chair of the Student Appeal Committee by completing an Application for Mediation form. The request must be filed within one working day of receipt of the decision from Stage I. The Mediator shall attempt to resolve the issue by confidential consultation with appropriate parties.

Stage III
Formal Hearing by Student Appeal Committee

If a satisfactory resolution is not achieved at Stage II, the student may request a formal appeal hearing before the Student Appeal Committee by completing an Application for Stage III Final Appeal form within five working days of the mediation outcome. Initiation of an appeal at Stage III is a serious matter and should only be done when all other reasonable efforts to resolve the dispute have failed.

The Application for Stage III forms should be accompanied by a copy of the request submitted to the mediator, requesting a formal hearing by the Student Appeal Committee to:
Chair
Student Appeal Committee
Keyano College
c/o Executive Office

The Committee’s decision shall be final and binding within Keyano College.

 

Official Student Records

The official student records shall include at least the following:

  • academic records, statements of marks, transcripts, previous transcripts, etc.
  • application form(s)
  • registration form(s)
  • discipline records
  • financial aid records
  • records of extra-curricular activities (i.e. Students’ Association)

Access to Student Files

Policy A

Students shall have the right to review the official records which contain information directly related to them.

Procedure:
Students who wish to review their official records shall apply in writing to the Registrar.

Policy B

The College shall not release any personally identifiable information contained in the official student records without the written consent of the student with the exception that directory information may be released to appropriate government agencies provided those agencies ensure that confidentiality of the information will be protected through aggregation of reported results. The information contained in the student record may be released to parents or legal guardians of the students under 18 years of age.

Procedure:

Students who wish the Office of the Registrar to release information contained in the official student record to any individual, agency or organization, shall advise the Registrar in writing.

 

Accidents and Injuries

All students are required to immediately report any accident or injury occurring during course-work to their instructor. Provision has been made for coverage under the Workers Compensation Act of Alberta for students enrolled in certain College programs. Students injured while engaging or participating in extracurricular sporting, recreational, social, or personal fulfillment activities which are not a part of a registered program, will not be covered under the act.

 

Student Research Projects

Students undertaking research projects and surveys have a responsibility to follow the Keyano College Research Ethics Standards for conducting research projects involving human subjects or the use of information about human subjects. Projects must meet a minimum standard of acceptability with regard to ethics and research quality. These standards apply to internally generated research projects conducted by staff, or students, and externally generated research projects using Keyano College students or staff as a sample group. A shortened version of the Research Ethics Standards may be obtained from instructors or the Chair of the Research Ethics Committee.

Phone (780) 791-4872 for more information.

Penalties for academic offences may range from a verbal reprimand to dismissal from the College, and in certain circumstances may involve legal action.