Academic Policies

1. Introduction Durham College values and protects the principles of academic freedom and is committed to ensuring a teaching and learning environment that supports academic freedom. Academic freedom, including freedom of inquiry, scholarly activity, and the publication of new knowledge, is fundamental to the realization and preservation of the Colleges’ commitment to academic excellence. 1.2. This policy provides a framework for research and scholarly activities by providing guidance and support for those engaged in such activities at Durham College. It also acknowledges that it is the responsibility of the researcher to adhere to ethical principles, rigor, intellectual honesty, and accountability. 2. Purpose The overarching purpose of this policy is to recognize that research and scholarly activities are key academic pursuits at Durham College. It recognizes that faculty members and others engaged in research authorized by the College are encouraged to pursue scholarly activities in the interest of creating new knowledge. These activities include the right to question and challenge traditional norms within their field of expertise, the freedom to define research questions, to pursue answers to those questions through proper investigative techniques, and to disseminate the knowledge gained to students, academic colleagues and society as a whole. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Durham College seeks to provide academic freedom to support scholarship. 4.2. All research and scholarship must be conducted ethically and in ways that fully respect human rights as defined in law. Individuals conducting research involving humans must first seek approval through the Durham College Research Ethics Board. 4.3. Members of the Durham College community who are engaged in research and scholarly activity in the course of their academic appointment or otherwise authorized in writing by the College for purposes of research and investigative endeavours are individually accountable to comply with this policy. 4.4. Academic freedom does not imply rights greater than those granted by the laws of Canada to all Canadian residents. 4.5. There is a duty to respect the rights of others, to exercise academic freedom in a reasonable and responsible manner, and to respect the academic objectives of the College. 4.6. Academic freedom implies the right to communicate freely the acquired knowledge and the result of scholarly activity. 4.7. Researchers are free to select topics for scholarly activity and publish the results and conclusions of that work. They have the responsibility to ensure that scholarly activity meets high scientific and ethical standards, including honest and thoughtful inquiry and rigorous analysis. 4.8. Durham College has entered into a memorandum of understanding with the University of Ontario Tech University (Ontario Tech) to ensure that any animal care and use by Durham College is in compliance with the guidelines and policies of the Canadian Council on Animal Care (CCAC). As such, the DC/Ontario Tech Animal Care Committee (ACC) is responsible for reviewing any and all proposed animal use in science by Durham College faculty and staff. It is the responsibility of the Durham College employee who is involved in animal care and use to seek approval by the ACC before the animal use begins. 5. Procedure This section is not applicable. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic and the Chief Administrative Officer to ensure this policy is fully implemented. 6.2. It is the responsibility of the researcher to ensure the intellectual and ethical quality of her or his work. All researchers shall use scholarly integrity and scientific rigor in obtaining, recording and analyzing data and in reporting and publishing results. 6.3. It is the responsibility of the researcher to seek approval from the Durham College Research Ethics Board prior to commencing any research involving humans. 6.4. It is the responsibility of the researcher to seek approval from the DC/Ontario Tech Animal Care Committee (ACC) prior to commencing any research involving animals. 6.5. It is the responsibility of the Durham College Research Ethics Board to ensure that any proposed research involving humans meets the requirements for ethical research as outlined in the Tri-Council Policy Statement for Research Involving Humans 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy may result in damage to internal and external relationships, financial loss, property damage, reputational harm, legal action and/or a diminished ability to achieve the mission of Durham College 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Tri-Agency Framework: Responsible Conduct of Research Tri-Council Policy Statement on Ethical Conduct for Research Involving Human.

1. Introduction Academic grades represent the level of student mastery of course learning outcomes and serve as formative feedback on student progress. In order to assure the quality of our programs and graduates, the clear articulation and impartial implementation of a grading system is essential. 2. Purpose This policy and procedure establishes the framework for communicating and reporting student performance clearly and consistently. The assigning of College-defined grades formalizes a student’s status within a course and/or program, and provides a basis for decisions including, but not limited to: recognition of excellence; promotion and; academic probation, suspension and withdrawal. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. The official record of students’ final grades and academic progress is their Durham College academic records stored in the student information system (Banner) and communicated to students through the student portal (MyCampus). 4.2. Student grades are confidential, and will not be publicly posted or released without the prior written permission of the student. In keeping with privacy legislation, student grades will not be provided via telephone or email. 4.3. All final grades will appear on the student’s academic record and are permanent. 4.4. Mid-term grades for post-secondary courses (with the exception of OntarioLearn and apprenticeship courses) will be made available to students as a measure of their academic progress in a course. Page 2 of 7 4.5. Passing grades and progression requirements are published in a course outline and/or a program’s guide. All sections and delivery formats of a course use the same grading framework. 4.6. Only numerical grade values will be used to calculate Semester Grade Point Average (SGPA) and Program Grade Point Average (PGPA). In courses where a satisfactory/unsatisfactory or a pass/fail evaluation system is used, satisfactory or pass represents successful completion of course requirements. 4.7. If a course is repeated for any reason, the higher final grade will be used to calculate a student’s SGPA and PGPA, and to determine academic standing. 4.8. Where a failed course is a prerequisite to a course to be taken in a future semester, a student must receive Executive Dean/Dean or designate approval to register concurrently for both. 4.9. A failed prerequisite course will not be granted a passing final grade on the basis of the successful completion of an advanced level course requiring that prerequisite. 4.10. A passing final grade in a Durham College course will override a transfer credit previously awarded and will be used in the calculation of a student’s SGPA and PGPA. 4.11. The Durham College grading system is defined as follows: 4.11.1. Grade Designations with Numeric Value – Post-Secondary Programs: Numeric Grade Letter Grade Range Equivalent Points 100 – 90 A+ 5.0 89 – 85 A 4.5 84 – 80 A- 4.0 79 – 75 B+ 3.5 74 – 70 B 3.0 69 – 65 B- 2.5 64 – 60 C 2.0 59 – 55 D+ 1.5 50 – 54 D 1.0 Below 50 F 0.0 Page 3 of 7 4.11.2. Grade Designations with Numeric Value – Apprenticeship Programs Numeric Grade Letter Grade Range Equivalent Points 100 – 90 A+ 5.0 89 – 85 A 4.5 84 – 80 A- 4.0 79 – 75 B+ 3.5 74 – 70 B 3.0 Below 70 F 0.0 4.11.3. Grade Designations Without a Numeric Value The following grade designations do not carry a grade point value and are not used in the calculation of a student’s SGPA and PGPA: PASS – Pass Represents credit achievement of skills-based requirements, as detailed in the course outline and/or program guide. FAIL – Fail Represents credit not achieved for skills-based requirements, as detailed in the course outline and/or program guide. SAT – Satisfactory Represents credit achievement of skills-based requirements, as detailed in the course outline and/or program guide. UNSAT – Unsatisfactory Represents credit not achieved for skills-based requirements, as detailed in the course outline and/or program guide. AEG – Aegrotat Course credit awarded in exceptional circumstances, where 70% or more of the course has been delivered and the student is unable to complete the remainder of the course. Aegrotat eligibility for apprenticeship programs requires Ministry approval. AU – Audit Not eligible for course credit, grading or evaluation. Students seeking to audit a course must declare their intent at the time of registration and will receive this designation upon course completion. Page 4 of 7 EX – Exemption Course credit awarded based on approval of internal credit transfer. Numeric grades received through internal credit transfer will be included in the calculation of a student’s SGPA and PGPA. INC – Incomplete Course requirements not completed on time. Students are approved by school for an extension of up to 60 calendar days after the last day of classes in the course to complete requirements. NGA – No Grade Assigned A final grade was not noted on the student record. TC – Transfer Credit Credit awarded for a course taken at another recognized post secondary institution that is approved as equivalent. Transfer credits are not used in the calculation of a student’s SGPA and PGPA. W – Withdrawn Assigned when a student formally withdraws from a course after the published withdrawal deadline, but before 75 per cent of the course hours have been completed. 5. Procedure 5.1. Mid-Term Grades for Post-Secondary Courses 5.1.1. Faculty will export mid-term semester grades (where applicable) from the learning management system to the student information system as per deadlines published in the academic calendar. 5.1.2. Once mid-term grades have been exported to the student information system, they are available for viewing on the student portal. 5.2. Final Grades 5.2.1. Faculty will export final grades each academic semester from the learning management system to the student information system as per deadlines published in the academic calendar. 5.2.2. Once final grades have been exported to Banner, SES will: • move final grades to the student’s academic history; • calculate the SGPA for all students in the academic semester; • determine the academic progression status for all students in the academic semester; Page 5 of 7 • de-register students who must be dropped from a course (or courses) in their next semester because they have failed one or more prerequisite courses; and • notify all students who have failed one or more courses via DC mail. 5.2.3. Upon validation of the above process, final grades will be released to students for viewing on the student portal. 5.3. Grade Changes 5.3.1. When a faculty member wants to change a student grade, they will complete a Grade Change form and submit it to their school office for consideration. 5.3.2. The Executive Dean/Dean or designate will review the form and make a decision on whether to approve the grade change. 5.3.3. All approved grade change forms will be submitted to SES by the academic school. 5.3.4. SES will update the grade change to the student information system and will notify the student via DC mail. 5.3.5. With the exception of final grades determined through the grade appeal process or the tuition appeals process, final grades are permanent. Exceptions require the approval of the Vice President, Academic. 5.4. Incomplete Grades (INC) 5.4.1. INC grade submissions must be documented on the Record of Incomplete Grade form and submitted to the appropriate academic school for consideration. 5.4.2. The executive dean/dean or associate dean will review all INC forms and make decisions on approval. 5.4.3. Faculty who submit INC forms will be advised on decisions of approval or denial. If approved, faculty will assign an INC grade. If denied, faculty will submit the final grade as calculated. 5.4.4. The academic school will advise students of INC grade decisions and will notify the student of all conditions and deadlines for course completion. 5.4.5. Grade Change forms will be submitted to SES by the academic schools for each outstanding INC grade. 5.4.6. SES will update grade changes to the student information system and will notify students via DC mail. Page 6 of 7 5.4.7. Sixty (60) calendar days after the last day of classes, SES will generate a report of outstanding INC grades and will distribute it to the appropriate school Executive Dean/Dean/Associate Dean and the administrative coordinator for review. 5.4.8. Five (5) business days after generating a report of outstanding INC grades, SES will: • update all remaining INC grades to the grade achieved at the end of the previous academic semester, as noted in the Grade Change form and; • notify the student of the grade via DC mail. 5.5. College Honour Roll 5.5.1. At the end of each academic semester, academic schools will run a report to determine students eligible for the college’s honour roll. All fulltime and full-time equivalent students with a SGPA of 4.0 or greater at that time will qualify for recognition. 5.5.2. Any student who has failed one or more courses, or has one or more INC or NGA grade designations will not receive college honour roll recognition until such time as the grades are submitted and the recalculated SGPA meets the 4.0 minimum standard. 5.5.3. Each academic school will produce and distribute personalized college honour roll letters signed by the Executive Dean/Dean. 5.5.4. Each academic school has the option of posting a list of college honour roll recipients in its school office and/or on the student portal. Only those students who complete all college honour roll requirements by the publication deadline will be recognized on any posted list. 6. Roles and responsibilities 6.1. It is the responsibility of the Executive Vice-President, Academic to ensure this procedure is fully implemented. 6.2. It is the responsibility of academic schools to ensure that deadlines for the submission of mid-term and final grades are met, and to identify recipients of the college honour roll. 6.3. It is the responsibility of faculty to ensure that mid-term and final grades are submitted according to the framework of this policy. 6.4. It is the responsibility of students to initiate applications pertaining to this policy within published timeframes in the academic calendar. Page 7 of 7 6.5. It is the responsibility of SES to maintain the official student academic record, ensure grade point average calculations are accurate, and to post final grades to the student information system according to published deadlines. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Non-compliance with this policy may delay or prevent students from progressing in their programs and being eligible for entry into other programs. Additionally, it may exclude students from financial awards or other forms of recognition. Non-compliance may also result in unnecessary grade appeals and/or inaccurate reporting to the Ministry. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • Ministry of Colleges and Universities – Minister’s Binding Policy Directive on Framework for Programs of Instruction • Record of Incomplete Grade form • Grade Change form • Application for Aegrotat Standin

cheat, cheating 1. Introduction Academic integrity in teaching, learning and research is fundamental to our mission and an expectation of the Durham College community. Acts that undermine academic integrity contradict our core values, erode educational inquiry and diminish the quality of our scholarship and reputation. 2. Purpose This policy and procedure provides the foundation for fostering and maintaining high academic standards while protecting the integrity of Durham College’s credentials and supports the accurate assessment of student performance while promoting Durham College values of transparency and integrity. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. It is an expectation of all students, staff, faculty and educational partners to be aware of and comply with Durham College’s high standard of academic integrity. 4.2. There is a wide variety of supports available to the College community to support academic integrity. 4.3. The College will endeavour to design curricula, assessments and learning environments that support academic integrity. 4.4. The College will provide information and guidance about the nature of and penalties for academic dishonesty. 4.5. All suspected breaches of this policy will be reported to the appropriate executive dean/dean or associate dean. 4.6. Penalties for academic dishonesty will be applied progressively, consider the entire student academic history at Durham College and be commensurate with the nature of the offence. 5. Procedure 5.1. Durham College faculty and staff can reduce and/or eliminate opportunities for breaches of academic integrity through preventative methodologies. 5.2. Faculty may choose to verify the originality of student work using a variety of techniques, including the use of plagiarism identification software. 5.3. Each allegation will be responded to with the principles of procedural fairness. 5.4. Breaches of Academic Integrity 5.4.1. Alleged breaches of academic integrity will be documented on the Academic Integrity Alert form and signed by the faculty member. If the integrity alert involves more than one student, an Academic Integrity form must be completed for each individual. 5.4.2. The faculty member will invite the student to meet and discuss the alleged academic breach and the student will have the option of responding to the allegation by writing comments on the Academic Integrity Alert form and/or signing the form in acknowledgement of its receipt. 5.4.3. The student who fails to be available to review the Academic Integrity Alert form and/or refuses to discuss the allegation with the faculty member will be notified in writing (via college email) by the faculty member that an Academic Integrity Alert has been submitted. 5.4.4. The Academic Integrity Alert form will be submitted to the executive dean/dean or associate dean within five business days of the alleged breach being known by the faculty member. 5.4.5. Alleged breaches of academic integrity will be investigated and documented in an objective and fair manner by the executive dean/dean or associate dean. The student will be presented with any information that is part of the investigation. 5.4.6. Upon notification, the student is responsible to discuss the allegation with the executive dean/dean or associate dean. 5.4.7. The executive dean/dean or associate dean in consultation with the faculty member will determine the penalty for the breach of academic integrity. 5.4.8. At the discretion of the appropriate executive dean/dean or associate dean, a completed Academic Integrity Alert form may also be submitted to the associate vice-president, Academic for additional discussion. 5.4.9. Decisions regarding academic integrity may be appealed, as per the college’s Grade Appeal policy and procedure (ACAD111). 5.4.10. The original completed Academic Integrity Alert will be retained in the school office. A copy will be provided to the student and faculty member via college email. 5.4.11. A copy of the completed Academic Integrity Alert form will be sent to Strategic Enrolment Services, and a permanent entry made in the Student Information System (Banner) if a penalty has been assessed. 5.5. Penalties for Breaches of Academic Integrity 5.5.1. A first breach of academic integrity may result in one or more of the following penalties, at the discretion of the executive dean/dean/associate dean or designate: A referral to Student Academic Learning Services (SALS) to complete the Academic Integrity modules; Repeat the original assessment or alternative assessment; A deduction of the assessment by a portion of the grade; A zero on the assessment; An academic performance contract; Removal from a course with a grade of “0” or F; Removal from a program. In circumstances where the executive dean/dean or associate dean recommends student withdrawal from a program for a first offence, the matter will be referred to the associate vice-president, Academic for disposition. 5.5.2. A second breach of academic integrity may result in one or more of the following penalties, at the discretion of the executive dean/dean or associate dean: A deduction of the assessment by a portion of the grade; A zero on the assessment; An academic performance contract; Removal from a course with a grade of “0” or “F”; Removal from a program. In circumstances where the executive dean/dean or associate dean recommends student withdrawal from a program for a second offence, the matter will be referred to the associate vice-president, Academic for disposition. 5.5.3. A third breach of academic integrity may result in one or more of the following penalties, at the discretion of the executive dean/dean or associate dean: Removal from a course with a grade of “0” or “F”; Removal from a program; Dismissal from the college for two academic years. A third breach of academic integrity will be referred to the vice-president, Academic and may result in dismissal from the college for two academic years. If the student is dismissed from the college the office of the president will be notified. 6. Roles and responsibilities 6.1. It is the responsibility of the Office of vice-president, Academic to ensure this policy is fully implemented. 6.2. It is the faculty member`s responsibility to maintain academic integrity in the learning environment. The faculty member will attempt to discuss the alleged breach of academic integrity with the student(s) and will complete an Academic Integrity Alert form, as appropriate. It is the faculty member`s responsibility to submit the completed form to their executive dean/dean or associate dean with all accompanying information. 6.3. It is the responsibility of students to ensure they understand the Academic Integrity policy and procedure. 6.4. It is the responsibility of the executive dean/dean or associate dean to review the alleged breach of academic integrity, determine and communicate the appropriate consequence. 6.5. It is the responsibility of the campus support services to assist employees and students in the understanding this policy. 6.6. It is the responsibility of Strategic Enrolment Services to maintain the records associated with this policy. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy could result in unearned academic advantage or credit, thereby damaging the quality of Durham College’s scholarship and reputation. 9. Communications plan A message will be posted on ICE alerting faculty and staff when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources None.

1. Introduction Durham College is committed to a consistent, equitable and transparent process that facilitates the successful progression of a student through their chosen program to graduation. 2. Purpose This policy and procedure is designed to clearly define the requirements necessary for a student to progress through an academic program at Durham College. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. When students are admitted to a program they are assigned to the current version of the Program of Study (POS). 4.2. When a student repeats a course they have failed, the grade obtained on each occasion will be recorded on the student’s academic record, but only the higher grade will be included in the final calculation of the student’s PGPA. 4.3. The permission of the Executive Dean/Dean or Associate Dean is required to allow a student to repeat a course within a POS a third (or more) time, as detailed in the appropriate program guide. 4.4. When students return from academic suspension or a voluntary absence, they follow their original POS. 4.5. Students will be informed in their program guide of the criteria required for the successful progression through the POS. 4.7. Each semester, the academic results of each student will be evaluated and an academic progression status will be assigned which will define their ability to proceed through the POS. Academic progression status is dependent on SGPA. 4.8. Students will be advised of their academic progression status at the end of each semester via the MyCampus student portal. 4.9. The determination of academic progression status is dependent upon the submission of all grades in an academic semester. This status will be recalculated for all grades submitted after the published deadlines (as per the academic calendar). 4.10. Students who fail to meet the progression criteria must meet with their academic school to establish an individualized academic plan. 4.11. Financial Aid could be impacted by academic progression status through a POS. 4.12. Students have the right to appeal academic decisions pertaining to academic withdrawal through the College-level Grade Appeal policy and procedure (ACAD-111). 5. Procedure 5.1. Academic Progression – Professional and Part-time Learning Students 5.1.1. Once final grades are exported to the Student Information System (Banner) at the end of an academic semester, Professional and Part-time Learning will: Review all students with a failing grade in any course for the semester; Identify all students who have failed any three courses (in total) throughout their academic history; Provide Strategic Enrolment Services (SES) with a list of these students to place an academic hold on their record; and send an email to each student affected, advising them of the steps taken and that they should meet with their student advisor to determine options available to them. 5.2. Repeating Courses – Full-time and Part-time Post-Secondary Students, Apprenticeship Students 5.2.1. If the Executive Dean/Dean or Associate Dean allows the student to repeat the course a third (or more) time, the academic school will: register the student in the course; and assign the academic status of the student as “On Probation”. If not approved, the academic school will: send an e-mail to the student advising them that they are not eligible to repeat the course and that their academic progression status is Permanent Withdrawal; and update the student’s academic progression status is to Permanent Withdrawal. 5.3. Academic Progression – Full-time and Part-time Post-Secondary Students, Apprenticeship Students 5.3.1. Determination of Academic Progression Status Once final grades are exported to the Student Information System (Banner) at the end of an academic semester, SES will run an automated process which will: calculate the SGPA for all full-time students in the most recently completed academic semester; and assign one of the three academic progression status values; and generate a report for each academic school that will provide the breakdown of each academic progression status. The academic progression status reports will be distributed electronically to each school office by SES. 5.3.2. Notification of Academic Progression Status The following actions will take place, depending on academic progression status: Good Standing Students will be assigned this status and will be sent an email that will advise them that they eligible to continue to the next level of study in their POS. On Probation i) First Instance A student who is placed On Probation for the first time will be deemed eligible to continue to the next level of study in their POS, if they have the required prerequisite subjects. The automated academic progression process will send an email to the student advising them of their academic status. ii) Second Instance For any student who is placed On Probation for a second time in the same program; the automated academic progression process will: place a registration hold on the student’s record; withdraw the student from all courses in which the student had pre-registered; and send an e-mail to the student advising them that they are required to meet with their student advisor in order to continue in their POS. If the student does not meet with their student advisor before the last day to register for the subsequent semester, the academic school will advise SES who will do the following: update the student’s academic progression status to Academic Suspension; and withdraw the student from the subsequent academic semester, including all courses in which the student had pre-registered; and process a refund for all tuition fees paid for the subsequent academic semester; and send an email to the student advising them of the steps taken and that they should meet with their student advisor to determine options available to them. iii) Third Instance For any student who is On Probation for a third time in the same program; the automated process will change the student’s academic progression status to Academic Withdrawal. For all students with an academic progression status of Academic Withdrawal, SES will: withdraw the student from the subsequent academic semester, including all courses in which the student had pre-registered; and process a refund for all tuition fees paid for the subsequent academic semester; and send an email to the student advising them of the steps taken and that they should meet with their student advisor to determine options available to them. 5.3.3. Academic Suspension i) First Instance Any student who assigned an Academic Suspension status for the first time will be deemed to be eligible to continue to the next level of study in their POS, if they have the required prerequisite subjects. The automated academic progression process will send an email to the student advising them of their academic status. ii) Second Instance For any student who is assigned an Academic Suspension status for a second time in the same program; the automated process will change the student’s academic progression status to Academic Withdrawal. For all students with an academic progression status of Academic Withdrawal, SES will: withdraw the student from the subsequent academic semester, including all courses in which the student had pre-registered; and process a refund for all tuition fees paid for the subsequent academic semester; and send an email to the student advising them of the steps taken and that they should meet with their student advisor to determine options available to them. For all students with an academic progression status of Academic Withdrawal, the student’s academic school will meet with each student that contacts them to discuss their options. Interim Semester If a student opts to enroll in the Interim Semester option, the student advisor will connect the student to the School of Interdisciplinary Studies. A “Program Transfer Request” form will be completed by the School of Interdisciplinary Studies. The student will bring the completed “Program Transfer Request” form to SES which will: re-activate the student record; and generate a fee statement to allow fees to be paid; and set the student’s academic progression status to On Probation. Part-Time Studies If a student opts to continue in their POS as a part-time student, the student advisor will work with the student to develop a customized timetable with fewer courses. Apply for Admission To a New Program If a student opts to pursue a new program, the student advisor will complete a “Program Withdrawal Request” form. The student advisor will submit the completed “Program Withdrawal Request” form to SES which will: update the student record to withdrawn; if applicable, generate a refund. 3. The domestic students will apply and pay all applicable fees through ontariocolleges.ca for their new program of interest and follow through the admissions process. International students will apply and pay all applicable fees through the International Student Application Portal for their new program of interest and follow through the admissions process. 5.4. Re-Admission After Academic Withdrawal After sitting out for two consecutive academic semesters, a student can apply for re-admission to the same program (under their original POS) by: arranging an appointment with their student advisor; and completing a “Return to Full-time Studies” form. If approved, the form will be sent by the student advisor to SES which will: re-activate the student record; generate a fee statement to allow fees to be paid; ensure that the original POS is attached to the student record; and set the student’s academic progression status to On Probation. When the student has made arrangements for the payment of their fees and the appropriate registration window opens, the student will be allowed to self-register into their timetable. Students who are re-admitted after they have been academically withdrawn must clear the On Probation status in order to continue in their POS. Failure to clear the On Probation status at the end of the first semester following the resumption of studies will result in permanent withdrawal from the program. 5.5. Re-Admission After Permanent Withdrawal After permanent withdrawal, a student can apply for admission to another program through ontariocolleges.ca. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic, in collaboration with the Executive Director/Registrar to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of Strategic Enrolment Services to ensure that the automated academic progression process is run each semester, and that student records are updated as outlined in this policy and procedure. 6.3. It is the responsibility of the academic school to administer any program specific progression rules. 6.4. It is the responsibility of the student to initiate re-application to their program of study after academic withdrawal. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Non-compliance puts the College at risk of academic appeals. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Ministry of Training, Colleges and Universities – Minister’s Binding Policy Directive on Framework for Programs of Instruction

Page 1 of 7 Durham College Policy and Procedure TYPE: Administrative TITLE: Acceptable Use of Information Technology NO.: ADMIN-206 RESPONSIBILITY: Associate Vice-President, Information Technology APPROVED BY: Durham College Leadership Team EFFECTIVE DATE: October 2020 REVISED DATE(S): REVIEW DATE: October 2023 1. Introduction Durham College promotes the use of information technology (IT) to enhance its teaching, learning and working environments. Ensuring the responsible, efficient and ethical use of IT is a community endeavour shared between employees and students. 2. Purpose This policy and procedure provides a framework to guide users in decision-making about the usage of IT provided by and/or operated at Durham College. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. The primary purpose of IT is for College-related activities including, but not limited to teaching, learning, research and administration. 4.2. The use of IT resources is a privilege and not a right. 4.3. IT users shall be aware of, and adhere to, the requirements of all federal and provincial legislation and regulations, as well as the College’s policies and procedures. 4.4. Employees are expected to store their College email only on College-assigned devices and/or computers. 4.5. When employees store data in cloud-based services, confidential information shall only be stored in cloud services approved by the college. The cloud services approved for teaching and learning purposes will be listed on CAFE’s ICE pages. All the other approved cloud services will be listed on IT Services’ ICE pages. 4.6. A user account may only be accessed by the user to whom the account was assigned and only to fulfill their role unless otherwise stated in thispolicy. Page 2 of 7 4.7. Users need to safeguard their user passwords and not disclose their passwords to others. 4.8. As a condition of access to IT, users are individually accountable for any authorized or unauthorized use, misuse or illegal use. 4.9. Users need to take reasonable precautions to protect and secureCollege-owned and/or their own IT devices such as desktop computers, laptops andtablets. 4.10. Users must not attempt to circumvent any security or control measures implemented on College systems. 4.11. Durham College considers any violation of this policy to be an offense and reserves the right to copy and examine any files or information resident on College systems allegedly related to unacceptable use, and to protect its network from systems and events that threaten to degrade operations. Where relevant, a user’s privileges may be suspended during the investigation of an unacceptable use incident. 4.12. Users found to have breached this policy may be subject to College and/or legal actions. Penalties may include, but are not limited to warning (no record); warning (written record); conduct contract; immediate, temporary and/or permanent loss of Information Technology privileges; restitution; probation; restriction of access to College facilities; temporary dismissal from the College; and permanent dismissal from the College. Offenders may also be prosecuted under federal, provincial and municipal laws, regulations and by- laws. 4.13. Durham College shall treat all electronic communication as private and secure but this cannot be guaranteed. Users should not have an expectation of complete privacy when using IT. 4.14. Occasional personal use of IT is permitted provided such use does not hinder the work or resources of the user or others. 4.15. Users observing any breaches of this policy shall make a report to the Manager, Information Security. 4.16. Breaches of the this policy include, but are not limited to: the circumvention or compromise of security systems; excessive use that interferes with the resources of others; destruction or disruption of data, networks or equipment; copyright infringement; patent infringement; intellectual property rights infringement; unauthorized deletion, modification, use or monitoring of information; violations of privacy; or the operation of a personal for-profit enterprise. Page 3 of 7 4.18. Examples of unacceptable use • To store Confidential Information on cloud services that are not approved by the College. • For illegal purposes; • To interfere with or disrupt network users, services, equipment, either within or outside the College; • To gain unauthorized access to hardware or software resources, either within or outside the College; • Storing College business e-mail(s) on personal computers, phones or Personal Digital Assistants (PDAs) that are not College assets. Note that it is allowed to manage College email using a browser on a personal device. When using a browser, College email can be accessed at https://email.durhamcollege.ca. It is not allowed to manage College email in an email app residing on a personal device or to save College email on a personal device. • For business or political reasons, which are not directly in support of learning or the administration of the College; • To post or transmit messages considered as ‘spam’, which includes but is not limited to bulk unsolicited messages or inappropriate postings to newsgroups or social media; • To distribute unsolicited advertising unless prior approval is received from the College; • Unauthorized copying, removing or distributing proprietary software and data; • Decompiling, disassembling, modifying, translating or otherwisereverse engineering software to discover any source code or underlying algorithms of the software; • To intentionally transmit, receive or display threatening, obscene, hate, and anonymous or harassing materials (cyber-bullying); and • To knowingly propagate computer worms or viruses or other disruptive or destructive constructs. • The foregoing list is illustrative and should not be construed as exhaustive. Please ask the Manager, Information Security for clarification if unsure about whether a planned use is acceptable. Page 4 of 7 5. Procedure 5.1. User IT Security Responsibilities 5.1.1. Users need to take reasonable precautions using available means to protect and secure their IT devices especially those containing confidential data. a) Where technically feasible, all devices including computers will be password protected. Please reference the password standards in the following section. b) Users will ensure that this password protection remains in place at all times. c) Users need to use malware and virus protection, provided by the College on College owned IT equipment. d) Non-College owned equipment accessing College IT should use security safeguards such as malware and virus protection. e) Users should keep their IT devices in secure places to prevent theft. 5.1.2. If an IT device is stolen, the theft must be reported to the IT Service Desk as soon as the user is aware the device is missing/stolen. 5.1.3. If a user suspects that their College owned IT device has been compromised, and is infected, s/he needs to report it to the IT Service Desk and request support from the IT Service Desk. 5.2. Password Standards 5.2.1. Secure Passwords Passwords need to be secure, changed regularly at least every 120 days, and not shared with others. • To ensure a password is secure users are encouraged to use pass phrases such as “I-absolutely-love-skunks.” or “2020ismyfavouriteyear!”. • For systems that do not allow passphrases, users should use passwords of sufficient complexity. To ensure such a password is secure it needs to be 8 characters or longer and comprised of a combination of mixed case letters, numbers and symbols. An example could be a name or phrase, modified slightly, like “b0b$mith” or “M@ryL0ng”. Examples can be found at http://servicedesk.durhamcollege.ca Include a combination of mixed case letters, numbers and symbols. Page 5 of 7 5.2.2. Forgotten Passwords Users need to go to the Service Desk Counter located throughout the various campuses for assistance. Campus or Government-issued photo ID will be required. If they are not able to visit the IT Service desk, they need to call 905.721.3333 for support. For security reasons, ITS cannot give out usernames and passwords by email. 5.3. Privacy Guidelines 5.3.1. All reasonable attempts have been made to ensure the privacy of user accounts and user electronic mail. This is not a guarantee that user accounts or user electronic/voicemail are private. Program and files (including e-mail/voicemail files) are confidential unless they have been made available, with the owner’s written permission, to other authorized individuals. Durham College reserves the right to access all information stored on its network and systems. Files may be released at the request of legal authorities. 5.3.2. File owners will be notified of file access and/or maintenance, in advance, if such notice is practical. However, at the discretion of the College’s Chief Privacy Officer (Chief Administrative Officer) notification may be withheld if it would comprise an investigation by the College or other legal authorities. When performing maintenance every effort is made to respect the privacy of a user’s files. However, if policy violations are discovered, they will be reported immediately to the appropriate College authorities and privilege will be immediately revoked until adjudication. 5.3.3. For additional information related to privacy and keeping information protected, please reference records management tip sheets onICE. 5.4. IT Security Incident 5.4.1. All employees, students and clients are responsible for reporting all perceived infractions or potential breaches of this policy to the Manager, Information Security. 5.4.2. Upon receipt of a report, the Manager, Information Security will form a multidiscipline case management team to conduct a full investigation to collect information about the reported incident and determine if it could possibly be a breach of any applicable College policy, or provincial or federal laws. 5.4.3. The Office of Campus Safety will be briefed and notified of all preliminary reviews and/or any potential infractions and will determine the course of action required. When necessary, the Office of Campus Safety will conduct a full investigation. Page 6 of 7 5.4.4. Where the case management team has sufficient information that the incident could be a breach, the team will communicate in writing the specifics of the case and actions taken to the individual being investigated, including, if warranted a decision to have ITS temporarily suspend access to all IT privileges until such time as the investigation is completed. The team will also communicate to the appropriate vice-president. 5.4.5. The AVP, Information Technology or AVP, Human Resources, or Director, Office of Campus Safety are responsible for the decision to temporarily disable and then restore IT privileges. All decisions to disable or restore IT privileges must be made in writing to the individual being investigated. 5.4.6. Suspension of access to all IT privileges will remain in effect until such time as the investigation is completed, penalties are lifted or an appeal has been made and adjudicated. 5.5. Disciplinary action Following the completion of the investigation, where incidents are found to be in violation of College policy, provincial or federal law, the College will exercise its rights to take appropriate action, including, but not limited to: • A verbal and written warning; • Restrictions, temporary or permanent removal of access to any or all institution computing facilities and/or services; • Legal action that could result in criminal or civil proceedings; • Disciplinary directives, behavioral contracts, suspension and/or expulsion/dismissal from the College; and/or • The incident, decision and any disciplinary action will be filed in the student or employee’s file. 6. Roles and responsibilities 6.1. Students and employees are responsible for safeguarding and controlling the use of assigned IT access privileges and IT devices, and adhering to the procedure and reporting perceived breaches of this policy. 6.2. The Manager, Information Security is the first point of contact for reported security breaches, and leader of the investigation procedure. 6.3. The AVP, Information Technology is responsible for disabling or restoring all access to College IT resources, and monitoring this policy and procedure according to an established schedule, or more frequently in response to feedback from the College. Page 7 of 7 6.4. The Vice-President, Academic participates in the decision to disable a student’s or faculty member’s access and all communications, and is responsible for monitoring this policy and procedure according to an established schedule or more frequently in response to feedback from the College. 6.5. The Chief Administrative Officer and the Vice-President, Student Affairs participate in the decision to disable access and all communications to their respective employees, and they are responsible for monitoring this policy and procedure according to an established schedule more frequently in response to feedback from the College. 6.6. The Office of Campus Safety will determine course of action and complete an investigation if needed. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy and procedure could result in loss of access to Durham College information technology services and equipment, suspension or termination of an employee or academic studies. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or externalresources None.

1. Introduction Recognizing that universal design is the approach to inclusion that is most respectful of the dignity of persons with disabilities, this document is designed to inform and guide the provision of reasonable academic accommodations through accessible format in the context of the essential requirements of the College’s courses and programs. This policy is consistent with the Durham College Accessibility Policy (ADMIN-203), as well as the Academic Accommodations for Students with Disabilities policy and procedure (ADMIN-225) and with the College’s commitment to creating a campus community that is inclusive of all individuals. This document is designed to inform and guide in the provision of accessible format course materials for students registered with the Access and Support Centre (ASC). 2. Purpose The purpose of this policy and procedure is to establish standards for providing accessible format course materials to students registered with the ASC. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Employees will select the most vocationally appropriate and accessible option when choosing third party instructional materials thereby minimizing the need for students to request accommodation. 4.2. When employees develop new instructional materials they will use the principles of universal design (UDL). 4.3. As per the Durham College Academic Accommodations for Students with Disabilities policy ADMIN-225, students with disabilities may request to be considered for formal academic accommodation in accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act and Durham College policy. 4.4. Accommodations required by students with disabilities may include the provision of course material in accessible format. Provision shall be given except in situations of undue hardship. 4.5. The nature and extent of accessible format course materials provided will be consistent with and supportive of the essential requirements of courses and programs. 4.6. Accessible format course material will be provided in a timely manner that respects the need for students with disabilities/exceptionalities to access course material simultaneously with their peers. 4.7. Employees shall work collaboratively to select and/or develop accessible course materials. 5. Procedure 5.1. When employees develop new instructional materials they will use the principles of UDL. 5.2. Course materials will be available in accessible formats to meet the needs of Durham College students with disabilities. In many cases, providing learning material in electronic format for students will enable students who use specialized software to access the material. 5.2.1. Course materials that may be converted into accessible formats include, but are not limited to: Audio and video resources; Course packs, PowerPoint slides and/or PDF files; Pictures, graphics and/or diagrams; Print articles, handouts, multimedia and/or website content; Textbooks and/or custom publications; and Tests, exams, quizzes, assignments and/or learning objects. 5.2.2. Accessible formats include, but are not limited to: Electronic copies of presentation slides, class handouts; Audio transcriptions; Braille; Closed-captioning, descriptive video and/or synchronized captioning; Large print; and Tactile graphics. 5.3. Requesting accessible format materials and student responsibilities: 5.3.1. It is the student’s responsibility to meet with an Accessibility Coach from the ASC to discuss their learning needs. 5.3.2. Students are expected to comply with timelines as per the academic calendar and with those timelines and/or processes stipulated by the ASC. 5.3.3. Students with disabilities are responsible for the purchase of all required student course materials for conversion to accessible formats where accessible formats are not immediately available. 5.4. Providing accessible format course materials and faculty responsibilities: 5.4.1. Faculty are responsible for working collaboratively with students and/or their Accessibility Coach(es) to facilitate the provision of course materials in accessible format. 5.4.2. Wherever possible, faculty will select and/or develop course materials that incorporate UDL principles. The Centre for Academic and Faculty Enrichment will provide education and support to faculty in selecting and developing materials that are based on UDL principles. 5.4.3. Where applicable, faculty should make the appropriate Accessibility Coach aware of any changes to the content and/or sequence of instruction detailed in course outlines. Failure to do so may delay the production of formatted materials. 5.4.4. Faculty are responsible for ensuring that copyright permission has been secured for all of their teaching and learning materials. Providers of accessible format materials will not service requests absent of copyright permission. Failure to do so may delay the production of accessible format materials. 5.4.5. Faculty can support the conversion of teaching and course materials to accessible formats by: Avoiding the use of password protection on any teaching and learning materials provided to the ASC; Limiting the use of print-based articles not available in electronic format; Providing text in portrait presentation, instead of landscape presentation; and Requesting an electronic copy of any custom publication used, and providing the ASC with the right to use the publication for the provision of accessible format materials. 5.5. Providing accessible format course materials and the ASC responsibilities: 5.5.1. The provision of accessible format materials is determined based on each student’s individual needs. 5.5.2. Eligibility for, and authorization of, the provision of course materials in accessible formats is determined by Accessibility Coaches in ASC. 5.5.3. Accessible format materials may be produced in ASC, or produced by an external source. Timelines for the production of accessible format materials from external sources, such as Braille and transcription, may delay the production of course materials. 6. Roles and responsibilities 6.1. The Vice-President, Academic is responsible for ensuring that the Accessible Format Course Materials for Students with Disabilities policy and procedure is fully implemented. 6.2. The Vice-President, Student Affairs is responsible for ensuring that the Accessible Format Course Materials for Students with Disabilities policy and procedure is fully implemented in accordance with Durham College Academic Accommodations for Students with Disabilities policy and procedure ADMIN-225. 6.3. It is the responsibility of faculty to work collaboratively with the student(s) and ASC to facilitate the delivery of course materials in accessible format. 6.4. Students are responsible for advising Durham College of a disability/exceptionality requiring accommodation and for providing sufficient information as to the student’s needs, restrictions and/or limitations. The student has a responsibility to respond to reasonable requests for information made by Durham College relevant to accommodation. 6.5. The student is further required to participate in discussions around possible accommodation solutions and to cooperate and participate in the accommodation process. The student must work with Durham College on an ongoing basis to assess, manage and update accommodations. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications 8.1. Non-compliance with this policy may result in financial risk, legal costs and/or failure to achieve the College’s mission. 8.2. The Ontario government established an administrative monetary penalties scheme under AODA. The scheme allows a ministry director or a designate to issue an order against a person, organization or corporation to pay a penalty amount as a result of non-compliance with the AODA or the accessibility standards. The maximum penalty that could be issued to an individual is $2,000 per day and to an organization $15,000 per day. 8.3. Failure to comply with applicable federal and provincial legislation may lead to legal costs arising from potential lawsuits for non-compliance. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Accessibility for Ontarians with Disabilities Act 2005 Canadian Charter of Rights and Freedoms Ontario Human Rights Code Ontario Regulation 429/07 (Accessibility Standards for Customer Service)

1. Introduction Durham College values and actively promotes the right of all individuals, including those with disabilities, to have an equal opportunity to experience success in their academic endeavors with the institution. Durham College recognizes that successful learning outcomes are the result of shared responsibility and commitment on the part of all members of the Durham College Community. 2. Purpose The purpose of this policy is to identify college obligations to accommodate applicants and students with disabilities and to provide a framework for developing appropriate accommodation to the point of undue hardship. The policy also provides an effective and timely process for applicants and students to appeal accommodation decisions made under this policy. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Guiding Principles 4.1.1. Each student has the right to access education in an environment that promotes individual dignity, equality, and respect. Durham College prohibits and will not tolerate discrimination or harassment on the basis of disability, or any other ground enumerated in the Ontario Human Rights Code. 4.1.2. Durham College focuses on the removal of barriers to education and services for students by designing facilities, systems, services and curricula in such a way that enhances accessibility. Durham College will accommodate students with disabilities requiring accommodation to the point of undue hardship. 4.1.3. Accommodation is intended to promote integration and full participation of persons with disabilities. 4.1.4. The needs of the students are accommodated in a manner that respects their dignity. 4.1.5. Willingness to explore all possible accommodation solutions is key to treating students with respect and dignity and appropriately accommodating a student’s disability. 4.1.6. As each person has unique needs, and accommodation is explored and provided on an individualized basis. 4.1.7. The accommodation process is a cooperative process, involving shared responsibilities among the student requesting accommodation and Durham College. 4.1.8. Once accommodation is provided, students are expected to meet the published learning outcomes and essential requirements of their academic programs. 4.2. Accommodation Principles 4.2.1. Durham College will accommodate qualified applicants with disabilities with respect to pre-admission requirements and processes, including for example, accommodations regarding pre-admission tests. 4.2.2. Students with disabilities who are admitted to Durham College’s programs will be accommodated to the point of undue hardship, regardless of their prospects for success in their program(s) or for finding employment post-graduation. 4.2.3. Where accommodation includes modification or waiver of a health or safety practice, Durham College will assess the resulting risk to the student and others on an objective basis. If accommodation would result in a significant or substantial health or safety risk to the student requesting accommodation, to other students, college employees or volunteers, or other members of Durham College community Durham College may deny the accommodation on the grounds of undue hardship. 4.2.4. Durham College is guided by procedure ADMIN 225.1 to facilitate the implementation of this policy. 4.2.5. Where a person with a disability cannot be accommodated in accordance with these principles, or where a person is found incapable of performing the essential requirements of a program or course, alternatives are explored with the student. Any arrangements regarding withdrawal must be approved by the vice president, Academic, or designate. Issues related to fees or possible fee refunds are decided by Student Enrollment Services. 4.2.6. Students with disabilities who appeal matters under Durham College’s appeal procedure (ADMIN 225.1) will be provided with reasonable accommodation to the point of undue hardship in the appeal process. 4.2.7. Durham College is not responsible for costs incurred by a party who retains a paid advisor. 5. Procedure 5.1. Accommodation Procedures 5.1.1. Durham College advises all students and applicants about the availability of services for students and applicants with disabilities. Information about the Access and Support Centre is included with offers of acceptance for post-secondary programs. The Professional and Part-time Learning calendar includes a general statement about the availability of assistance for students with a disability. Applicants can find information about the Access and Support Centre (ASC) in the course calendar. 5.1.2. Students and applicants are responsible for advising Durham College of a disability requiring accommodation by contacting the Access and Support Centre. Early identification is encouraged so that appropriate accommodations can be put in place by the beginning of the term and during the application process. 5.1.3. The Access and Support Centre meets with the student to collect necessary information. Students are responsible for providing the ASC with sufficient information as to their needs, restrictions and/or limitations, which may include medical documentation (“supporting documentation”). Students are also responsible for responding to reasonable requests for information made by Durham College for the purposes of accommodation. 5.1.4. Students who request accommodation are assigned to an accessibility coach or case manager who reviews the information collected and assesses the supporting documentation and appropriate accommodation solutions. The student is responsible for cooperating with and participating in the accommodation process, and is strongly encouraged to meet with the coach to consult about appropriate academic accommodation. 5.1.5. The accessibility coach prepares a written “Confidential Student Access Plan” that lists academic accommodations provided given the student’s disability. The student’s supporting documentation remains strictly confidential, is kept secure in the ASC, and is only shared with those individuals who are on a “need to know” basis for the purposes of accommodation. 5.1.6. The student is provided with copies of their personal “Confidential Student Access Plan.” With the student’s permission the ASC will email each of the student’s professors with the plan or the student can choose to provide a copy to the professor in each class for which accommodation is required, to the extent it is necessary to do so for purposes of accommodation. It is recommended that the student meet personally with each professor to discuss the required accommodations. 5.1.7. If the appropriate academic accommodation is a reduced course load, the accommodation will be provided within the criteria of financial aid and enrolment procedures for Students with Disabilities Requiring a Reduced Course Load. (Strategic Enrolment Services internal policy and procedure. 5.2. Challenge of an Accommodation 5.2.1. If a student has a concern about the appropriateness of an academic accommodation provided, the student is responsible for raising the concern immediately with the faculty member who teaches the course. If the matter is not resolved within 5 business days, the student is responsible for raising the concern immediately with the assigned accessibility coach or with another coach at the ASC. The accessibility coach or another member of the ASC will meet with the student as soon as is reasonably possible to review the student’s needs and accommodations, and attempt to resolve the student’s concern. 5.2.2. If the student has a concern about the appropriateness of a nonacademic accommodation provided, the student is responsible for raising the concern immediately with the assigned accessibility coach or with another coach at the ASC. The accessibility coach or another member of the ASC will meet with the student as soon as is reasonably possible to review the student’s needs and accommodations, and attempt to resolve the student’s concern. 5.2.3. If the student’s concern is not resolved within 15 business days from the date the coach or ASC was first contacted, the student, the or the coach may refer the concern to the director, ASC for review. 5.2.4. The, director, ASC, within 7 business days of the referral, reviews and decides on the matter, and communicates Durham College accommodation decision to the student in writing. In the case of an academic accommodation, the academic advisor/associate dean for the student’s program is consulted prior to the deciding of the matter. In the case of a non-academic accommodation, the Director, ASC will consult with the director of the relevant college department prior to the deciding of the matter. 5.2.5. If the student is not satisfied with the Durham College accommodation decision, the student may within five (5) business days initiate an appeal as outlined below. 5.3. Multiple Proceedings 5.3.1. Where the director, ASC determines that the subject matter of the complainant is more appropriately dealt with under another college policy, the director may, following consultation with the administrator of the other policy, exercise discretion to direct that the matter be dealt with and decided under the other college policy. 5.3.2. Where the subject matter of a complaint is also the subject matter of another procedure (e.g., an appeal of a grade under the Grade Appeals Policy and Procedure ACAD-111), the director, ASC works with the coordinator or administrator of the other policy to determine under which policy the matter is first addressed. 5.4. Appeal Procedure 5.4.1. A student may appeal a college accommodation decision to the vice president, Student Affairs (VPSA), within five (5) business days of receipt of a college accommodation decision from the ASC. In extenuating circumstances, an appeal filed beyond the five (5) business day limitation may be considered. All other time limits prescribed in this procedure may be extended with the written agreement of the parties. 5.5. Grounds for an Appeal The student may appeal the college accommodation decision on one or more of the following grounds: a) There was a serious procedural or factual error which was prejudicial to the student. b) New evidence or information, not available at the time of the college accommodation decision, has been discovered, which casts doubt on the correctness of the decision. c) The student disputes that the accommodation decision provides them with the appropriate accommodation of their disability. 5.6. Initiating the Appeal To initiate an appeal the student submits a written appeal to the VPSA, including all of the following information: a) Student name and number. b) Program name and number. c) A brief description of the college accommodation decision being appealed. d) A brief statement of the grounds for the appeal. e) The student’s signature. f) The date of submission of the appeal. g) An attachment that provides details about the alleged serious procedural or factual errors, the new evidence/information, and how they caused prejudice to the student or rendered the decision incorrect, or the reasons for believing that the accommodation provided is inappropriate. 5.7. Appeal Process The Accommodation Appeals Committee will consist of the VPSA and the vice president Academic (VPA). The VPSA acknowledges receipt of the appeal and reviews the appeal to determine if the appeal has grounds based on the criteria set out above. If there are grounds for the appeal, it will proceed to the Accommodation Appeals Committee. 5.7.1. Review of Appeal The appeal process will be initiated within 10 business days of receipt of the appeal. The Accommodation Appeals Committee will: a) Meet with the student and provide an opportunity for the student to outline the reason for the appeal by elaborating on any new evidence/information or perceived procedural irregularity; b) Clarify any issues raised and identify any additional parties who need to be consulted to be able to make an informed decision; c) Provide the director, ASC and the accessibility coach with the opportunity to respond to the student’s submissions; and, d) Provide the student with an opportunity to reply to the college’s submissions. 5.7.2. Guiding Principles In considering the submissions of the parties, the Accommodation Appeals Committee is guided by the following principles: a) In determining questions of fact, including allegations of serious procedural or factual error or new evidence/information that is alleged not to have been available at the time of the college accommodation decision and is alleged to cast doubt on the correctness of the decision, the Accommodations Appeals Committee decides on a balance of probabilities (i.e., the evidence shows that it is more likely than not that the alleged fact is true or not), b) Decisions of the Accommodation Appeals Committee: In determining whether the college accommodation decision was appropriate the Accommodation Appeals Committee may determine: That the accommodation was reasonable in all of the relevant circumstances. That the appropriate accommodations have not been applied in all relevant circumstances, and the appropriate accommodation must be implemented. That there was a procedural error and the matter must be returned to the director, ASC for a redetermination. That the new evidence/information impacts the appropriateness of the accommodation provided, and the matter must be returned to the director, ASC for a redetermination The Accommodation Appeals committee shall provide a written decision to the student who filed the appeal within 15 business days of the appeal being filed. 5.8. Protection from Reprisal In order to protect individuals who make use of this policy or participate in procedures under this policy, Durham College prohibits reprisal or threat of reprisal against these individuals. Individuals who violate these provisions may be subject to discipline or other corrective action under the Employee Code of Conduct policy EMPL 317. 6. Roles and responsibilities 6.1. The Vice-President, Student Affairs is primarily responsible for overseeing and implementing Durham College’s policies on accommodation. 6.2. Durham College will accept requests for accommodation in good faith unless there are legitimate reasons for not doing so. 6.3. Durham College will investigate all potential solutions and approaches to accommodation requests, and Durham College will keep records of accommodations requested and steps taken. 6.4. Durham College will respond to accommodation requests in a timely manner and will maintain confidentiality to the extent possible in the circumstances. 6.5. Durham College may obtain expert advice or opinion where necessary for purposes of accommodation. 6.6. Students are responsible for advising Durham College of a disability requiring accommodation and for providing sufficient information as to the student’s needs, restrictions and/or limitations. The student has a responsibility to respond to reasonable requests for information made by Durham College relevant to accommodation. 6.7. The student is further required to participate in discussions around possible accommodation solutions and to cooperate and participate in the accommodation process. The student must work with Durham College on an ongoing basis to assess, manage and update accommodations. 6.8. Information about student and staff responsibilities are found in the Accommodation for Students with Disabilities Procedure ADMIN 225.1. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications An Administrative Monetary Penalties scheme is being established under AODA. The scheme will allow a director or a designate to issue an order against a person, organization or corporation to pay a penalty amount as a result of non-compliance with the AODA or the accessibility standards. The maximum penalty that could be issued to an individual or an organization is $50,000. There are significant costs to implementing the Accessibility Policy, however, failure to comply with applicable federal and provincial legislation may lead to legal costs arising from potential lawsuits for non-compliance. 9. Communications plan An article will be placed on the employee intranet (ICE) with accompanying policy for campus awareness. New employees will be made aware of the policy as part of their orientation. Students will be made aware through admissions material, ongoing class presentations, training sessions, awareness initiatives and events. Policy will be included in training with Student Association leaders and other student groups on an ongoing basis. 10. Related forms, legislation or external resources  Accessibility for Ontarians with Disabilities Act, 2005 S.O. 2005 Accessibility Standards for Customer Service, O.Reg. 429/07 Canadian Charter of Rights and Freedoms, 1982 Durham College Campus Accessibility Plan Freedom of Information and Protection of Privacy Act RSO 1990, c.F.31 Human Rights Code R.S.O. 1990, c.H.19 Integrated Accessibility Standards Regulation, O.Reg.191/11 Ontarians with Disabilities Act, 2001, S.O. 2001, c.32 Ontario Human Rights Commission: Guidelines on Accessible Education (Approved by the Commission September 29, 2004) Personal Health Information Protection Act (PHIPA) 2004. S.O. 2004, c.3, Schedule A.

1. Introduction Durham College strives to ensure that students succeed in a challenging, yet supportive learning environment. In order to meet community, industry, partnership and government requirements, Durham College evaluates students on a learning outcomes basis to ensure graduates are competent to practice in their fields. Pursuant to our mission, vision and values, supporting students in exceptional circumstances balances academic integrity with student success. 2. Purpose This policy and procedure provides a framework for the consideration of student requests for course credit in exceptional circumstances, whereby a student may demonstrate satisfactory performance without being able to complete all course and/or program requirements due to extenuating personal hardship. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Students must apply for Aegrotat Standing consideration within 10 business days from the release of final grades (as per the academic calendar). 4.2. Aegrotat Standing will only be considered once all other options to address the student’s situation have been exhausted. 4.3. Not all courses may be eligible for an Aegrotat Standing due to factors including, but not limited to, external accreditation, collaborative programming, apprenticeship, skills-based coursework and field placement/practicum. 4.4. Exceptional circumstances that may warrant the designation of Aegrotat Standing include, but are not limited to injury, illness and/or bereavement. Supporting documentation will be required. 4.5. To be eligible for Aegrotat Standing, a student cannot have withdrawn from the course(s). 4.6. Once a course(s) has been assigned Aegrotat Standing, there are no further options for reassessment. 4.7. Pending the outcome of the Aegrotat Standing consideration process, a student will continue to be enrolled in any upper level course(s), which have a prerequisite for which they are seeking Aegrotat Standing. 4.8. Courses assigned an Aegrotat Standing are not included in the calculation of a student’s SGPA or PGPA, and are not eligible for credit transfer. 5. Procedure 5.1. Requesting Aegrotat standing 5.1.1. A request for Aegrotat Standing must be submitted in writing by the student, using the Aegrotat Standing Consideration form, to their school office within 10 business days from the release of final grades (as per the academic calendar). 5.1.2. It is the responsibility of the student to provide documentation, where available, in support of their request. Individuals requesting Aegrotat Standing are responsible for any costs incurred with respect to obtaining documentation. 5.2. Determining Aegrotat Standing 5.2.1. In consultation with the appropriate faculty, the Executive Dean/Dean or Associate Dean will review the submitted documentation and grant or decline Aegrotat Standing. 5.2.2. The Executive Dean/Dean or Associate Dean will provide a written decision to the student within five business days from the date the form is received. 5.2.3. Where a request for Aegrotat Standing has been denied, the requester may appeal the decision, as per the College’s Grade Appeal policy and procedure. 5.3. Documenting Aegrotat Standing 5.3.1. The Executive Dean/Dean or Associate Dean will document their decision on the Aegrotat Standing Consideration form and will send the completed form and submitted documentation to Strategic Enrolment Services for final processing. 5.3.2. If the request for Aegrotat Standing consideration is approved, Strategic Enrolment Services will: Update the final grades for all courses where the Aegrotat Standing has been approved to a grade of AEG. Recalculate the student’s SGPA and PGPA to reflect these grade changes. Advise the student via DC mail that a change has been made to their academic record. If the request for Aegrotat Standing consideration is denied, Strategic Enrolment Services will: Review the student’s current enrolment, and de-register the student from any courses where the student was unsuccessful in a prerequisite course. Advise the student via DC mail that a change has been made to their timetable. 5.3.3. Strategic Enrolment Services will scan the form and submitted documentation and attach it to the student file in the Student Information System. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic in collaboration with the Executive Director/Registrar, Strategic Enrolment Services to ensure that the Aegrotat Standing policy and procedure is fully implemented. 6.2. It is a student’s responsibility to comply with all requirements of the Aegrotat policy and procedure, including, but not limited to meeting process deadlines and providing appropriate supporting documentation. 6.3. It is the responsibility of the Executive Dean/Dean or Associate Dean to grant or decline the application for Aegrotat Standing and inform the student of the decision in writing, within the established timelines. 6.4. It is the responsibility of the Executive Dean/Dean or Associate Dean to submit the Aegrotat Standing Consideration form to the Office of Strategic Enrolment Services. 6.5. It is the responsibility of the Office of Strategic Enrolment Services to manage and retain all Aegrotat Standing records. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy could impact the academic success of a student experiencing exceptional circumstances during a set evaluation period of time. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Aegrotat Standing Consideration Form

1. Introduction Cooperative education (co-op), work terms and internship are forms of work-integrated learning (WIL) that support students making the transition from academics to employment. By integrating course work with hands-on job experience, students become more aware of potential career paths and develop their employability skills while meeting employer needs and program learning outcomes. 2. Purpose This policy and procedure outline the framework by which co-ops, work terms and internships are managed at Durham College (DC). 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Co-op, work term and internship deliveries are developed collaboratively between academic schools, the Experiential Learning Office (EL Office) and the Centre for Teaching and Learning (CTL). 4.2. Co-op, work terms and internships can vary in duration, may be in-person or remote and may be eligible for employer tax credits. 4.3. Not all post-secondary programs will have a co-op, work term or internship option, and seat availability may be limited. 4.4. Co-op, work-term and internship options are available only to full-time students registered in post-secondary programs. 4.5. Students must apply to transfer to the co-op, work term or internship option of their program. 4.6. All co-op, work term and internship options will have published eligibility and admission criteria. Individual employers may have additional requirements. Page 2 of 7 4.7. Administrative fees will be levied to register in a co-op, work term or internship option. 4.8. All co-op, work term and internship experiences must be documented and approved by the EL Office in advance of them occurring. 4.9. Unless a student requests otherwise, all co-op, work term and internships are paid employment. 4.10. Administrative decisions regarding co-op, work term or internship fees, eligibility, qualifications to transfer or withdrawals may be appealed. 4.11. Successful completion or failure of a co-op, work term or internship will be noted on a student’s transcript. 4.12. This policy does not apply to other forms of work-integrated learning or oncampus employment, including but not limited to: mandatory degree placements; field placements; apprenticeships; DC Works; IWorks; or the College’s summer employment program. 5. Procedure 5.1. Inclusion of a Co-op, Work Term or Internship Option in Programs of Study 5.1.1. Program teams seeking to include one or more co-op, work term or internship option in a new or existing program of study, or in an additional intake of an existing program, must complete the Co-op Information and Planning Form and submit it to the EL Office for review. 5.1.2. The inclusion of one or more co-ops, work terms or internships in a program of study must be presented to the Program Proposal Review Committee (PPRC) and approved by the Executive Vice President, Academic. 5.2. Eligibility for and Admission to Co-op, Work Term or Internship Options 5.2.1. Students must be registered as full-time or equivalent in a program with a co-op, work term or internship option. During their first academic year, students must apply to transfer to the co-op, work term or internship option. Deadlines for applications are communicated through the EL Office. 5.2.2. Decisions to transfer students are dependent on the availability of job opportunities and students are required to: • meet a minimum Semester Grade Point Average; • complete all program course credits on-cycle with their program of study; • be in academic “Good Standing”; Page 3 of 7 • have no holds on their college accounts; • not be the subject of any ongoing disciplinary matter; and • complete an online application process as prescribed by the EL Office. 5.2.3. Students will be informed in writing of the outcome of their application to a co-op, work term or internship option, and successful applicants will be transferred automatically. Transfer to a co-op, work term or internship option of a program does not guarantee work term employment. 5.2.4. To maintain their eligibility for a co-op, work term or internship, students must continue to meet the option’s academic requirements, as well as: • participate fully in the job search and interview processes; • demonstrate professional behaviours at all times; and • pay an administrative fee by a published deadline. 5.2.5. Students who become ineligible or decide to withdraw from a co-op, work term or internship option may be transferred to the non-co-op option of their program and must meet all program requirements. 5.3. Fees and Fee Refunds 5.3.1. An administrative fee is assessed to all students in a co-op, work term of internship option, for services provided prior to, during and after the experiential learning opportunity. 5.3.2. Administrative fees are normally applied to a student’s account in the academic semester prior to the scheduled co-op, work term or internship, and after the transfer is processed in the Office of the Registrar. 5.3.3. Payment of fees does not guarantee a student will be hired by an employer for a co-op, work term or internship. The administrative fee is not refunded to students who are unable to secure employment. 5.3.4. The administrative fee is refundable prior to the first 10 days of the academic semester in which the fee is assessed. Requests for a refund after this date must be made in writing through the Office of the Registrar’s fee appeal process. 5.3.5. Refunds are only considered in extenuating circumstances. Failure to secure a co-op, work term or internship does not qualify a student for a refund. Page 4 of 7 5.4. Participating in a Co-op, Work Term or Internship 5.4.1. Students are expected to participate fully in the job search and interview processes. Detailed expectations are published in the Manual for Students in Co-op and Work Term Options, which is provided to all students by the EL Office. 5.4.2. In addition to the College’s requirements to participate in a co-op, work term or internship, employers may have additional pre-employment requirements, including but not limited to: • criminal records check; • vulnerable sector check; • a valid driver’s license; • security clearance; and/or • first aid training. Students are responsible for any costs associated with pre-employment requirements. 5.4.3. Student performance during their employment in a co-op, work term or internship is determined by their employer. Termination from a co-op, work term or internship will result in course failure, and the student may be transferred to the corresponding non-co-op program. 5.4.4. Students are responsible for their own housing, including any costs should they need to relocate to participate in a co-op, work term or internship. 5.4.5. Complaints from students or employers that arise during a co-op, work term or internship experience must be directed to a Co-op Coordinator in the EL Office. Complaints will be addressed in collaboration with the appropriate school office. 5.4.6. Participation in a co-op, work term or internship opportunity may impact a student’s financial status with the Ontario Student Assistance Program, loans, bursaries or scholarships. Students are responsible for being aware of these impacts prior to participation. 5.5. Insurance and Workplace Accidents/Injuries 5.5.1. Workplace insurance will normally be provided by the student’s employer. Where not provided, the EL Office will arrange for insurance under the College’s standalone policy, in conjunction with the Office of Risk Management. Students with an unpaid co-op, work term or internship also require insurance coverage. Page 5 of 7 5.5.2. Should a student experience a personal accident or personal injury in the workplace, they must immediately inform their employer and follow the prescribed reporting process at their place of employment. 5.5.3. Following a report to their employer, a student must notify the EL Office. 5.5.4. Within one (1) calendar day, the student must also complete DC’s Accident/Injury form and submit it to the Office of Risk Management. 5.6. Withdrawal or Deferral of a Co-op, Work Term or Internship 5.6.1. Students who wish to defer a co-op, work term or internship may request to do so in writing, to the EL Office. Deferrals may be granted, based on the program of study and in accordance with program progression limits. Deferrals may delay graduation. 5.6.2. Students who wish to withdraw from the co-op, work term or internship stream of their program must do so in writing, to the EL Office. Students may be involuntarily withdrawn from a co-op, work term or internship, at the discretion of the EL Office and in consultation with the relevant school office. 5.6.3. Students who are withdrawn may be transferred to the non-co-op program stream and if so, are required to meet all academic and financial requirements for the non-co-op program stream. 5.7. International Students 5.7.1. International students must have a valid study permit, co-op work permit and Social Insurance Number to be eligible to work in Canada. Students should consult with the International Education Office prior to applying to a co-op, work term or internship option of a program. 5.7.2. Co-op, work term and internship employers of international students may require proof of eligibility to work in Canada. 5.8. Workplace Accommodations 5.8.1. Students registered with the Access and Support Centre may require accommodations during the job search process, the interview process and/or in the workplace. 5.8.2. Students should discuss their accommodation needs with their Accessibility Coach and the Co-op Co-ordinator as soon as possible. 5.8.3. If, as part of a student’s accommodations, they are on a reduced course load, the timing of a transfer into the co-op, work term of internship option of a program may be affected. Page 6 of 7 5.9. Graduation 5.9.1. Students who complete all requirements for the co-op, work term or internship stream of their program will graduate with that designation noted in their academic record and published on their transcripts. 5.9.2. Co-op, work term and internship designations are not published on a student’s parchment. 6. Roles and responsibilities 6.1. It is the responsibility of the Office of the Executive Vice President, Academic to ensure this policy is fully implemented. 6.2. It is the responsibility of the Experiential Learning Office to support the Centre for Teaching and Learning in the review of inclusion of new co-op, work term or internship options in programs of study; assist students in preparing for co-op, work term or internship experiences; and monitor student progress throughout. 6.3. It is the responsibility of the Executive Dean/Dean or Associate Dean to ensure consultation with the Experiential Learning Office and Centre for Teaching and Learning during the development or revision of programs of study with a co-op, work term or internship option; collaborate with the Experiential Learning Office on the expansion of co-op, work terms or internships to additional program intakes; and support the resolution of complaints related to a co-op, work term or internship experience. 6.4. It is the responsibility of students to ensure they understand and comply with the expectations and requirements for participating in a co-op, work term or internship experience, including assessing potential personal financial impacts. 6.5. It is the responsibility of the Office of the Registrar to maintain academic records associated with this policy. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy could result in negative student and/or employer experiences, thereby damaging the quality of Durham College’s work-integrated learning and reputation. Page 7 of 7 9. Related forms, legislation or external resources • Accident/Injury form • Co-operative Education Transfer form • Co-op Information and Planning form • COVID Informed Consent and Assumption of Risk form • Internship Transfer form • Program of Study Major Change form • Request for Student Travel Outside Ontario form • Schedule T2SCH550 – Ontario Co-Operative Education Tax Credit • Stand Alone Insurance application • Request for Student Travel Outside Ontario form

1. Introduction The use of copyright-protected work is a common practice in post-secondary institutions to support scholarly teaching and learning and the College’s activities. Durham College is committed to the implementation of consistent and accountable practices that demonstrate compliance with the Copyright Act and the license agreement with Access Copyright. Employees in non-profit educational institutions may communicate and reproduce, in paper or electronic form, short excerpts from a copyright-protected work for the purposes of research, private study, criticism review, news reporting, education, satire and parody. Copying or communicating short excerpts from a copyright-protected work for the purposes outlined above should mention the source and, if given in the source, the name of the author or creator of the work. 2. Purpose The purpose of this policy and procedure is to provide guidance to Durham College employees and students to ensure compliance with the Copyright Act and Access Copyright license. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Durham College respects copyright and is committed to full compliance by its employees and students with Copyright law and all licenses governing the use of copyright-protected works. 4.2. College employees and students will not use any College systems to produce or distribute infringing materials. Page 2 of 5 4.3. Durham College will communicate with its employees and students concerning Copyright, including what materials can or cannot be reproduced, copied, distributed, or sold within the College. 4.4. Employees and students will inform themselves of their obligations using the available institutional resources and services. 5. Procedure 5.1. Access Copyright 5.1.1. Durham College has an agreement with Access Copyright which provides access to a repertoire of copyright-protected material. To determine if the work you would like to copy is in the Access Copyright repertoire, use the Access Copyright Title Search and Permissions Tool: https://portal.accesscopyright.ca/cportal/licences/EPWorkSearch.aspx 5.1.2. You may copy up to 20 per cent of a repertoire work or make a copy of a repertoire work that is: • An entire article, short story, play, essay or poem, or reproduction of an artistic work from a volume containing other published works. • An entire article or page from a newspaper or periodical. • An entire entry from an encyclopedia or similar reference work or an entire reproduction of an artistic work from a publication. • One chapter of a book, provided the chapter is no more than 25 per cent of that book. 5.1.3. You may copy up to 20 percent of a repertoire work or any of the above for a Course Collection and for certain library collection management purposes. 5.1.4. If the work is found in the repertoire and you want to use more than 20 per cent of the work, permission must be requested from Access Copyright. To request permission submit an inquiry to copyright@durhamcollege.ca. 5.1.5. If you cannot find the work you are looking for send an inquiry to copyright@durhamcollege.ca or refer to Fair Dealing, Section 5.2. 5.2. Fair Dealing 5.2.1. If a work is not found in the Access Copyright Title Search and Permissions Tool, employees and students may rely on the fair dealing provision of the Copyright act. Page 3 of 5 5.2.2. The fair dealing provision in the Copyright Act permits use of a copyrightprotected work without permission from the copyright owner or the payment of copyright royalties. To qualify for fair dealing, two tests must be passed: 1. First, the “dealing” must be for a purpose stated in the Copyright Act: research, private study, criticism, review, news reporting, education, satire, and parody. Educational use of a copyright protected work passes the first test. 2. The second test is that the dealing must be “fair.” 5.2.3. A single copy of a short excerpt from a copyright protected work may used as outlined below: a) As a class handout; b) As a posting to a learning or course management system that is password protected or otherwise restricted to students of Durham College; and c) As part of a course pack. 5.2.4. A short excerpt may mean: a) Up to 10 per cent of a copyright-protected work (including a literary work, musical score, sound recording, and an audiovisual work); b) One chapter from a book; c) A single article from a periodical; d) An entire artistic work (including a painting, print, diagram, drawing, map, chart, and plan) from a copyright-protected work containing other artistic works; e) An entire newspaper article or page; f) An entire single poem or musical score from a copyright-protected work containing other poems or musical scores; and g) An entire entry from an encyclopedia, annotated bibliography, dictionary or similar reference work. 5.2.5. Copying or communicating multiple short excerpts from the same copyright-protected work, with the intention of copying or communicating substantially the entire work, is prohibited without permission from the copyright holder. Page 4 of 5 5.2.6. Consult with the Campus Library at copyright@durhamcollege.ca for guidance on how to request permission from the copyright holder. 5.3. Reporting mechanism 5.3.1. Students and employees should report any real, perceived or believed infraction of this policy and procedure to the Campus Library at copyright@durhamcollege.ca. 6. Roles and responsibilities 6.1. It is the responsibility of the Chief Administrative Officer and Vice-President, Academic to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of employees and students to inform themselves of their obligations under the Copyright Act using the available institutional resources and services. 6.3. It is the responsibility of the Vice-President, Academic and Vice-President, Student Services to inform students about their obligations under the Copyright Act. 6.4. It is the responsibility of the Copyright committee to revise the College’s policy and procedure when required at the direction at the Chief Administrative Officer and Vice-President, Academic; to review the contract with Access Copyright and to make a recommendation on license renewal to the Durham College Leadership Team; to submit FTE reports to Access Copyright when required, and to ensure resource materials are posted at every institutional photocopier. 6.5. It is the responsibility of the Centre for Academic and Faculty Enrichment to draw attention to this policy and procedure with all full-time and contract faculty during the faculty orientation sessions. 6.6. It is the responsibility of the Human Resource Department to draw attention to this policy and procedure with all non-teaching, full-time and contract employees during the orientation sessions. 6.7. It is the responsibility of supervisors/managers to inform new employees of their obligations under the Copyright Act. 6.8. It is the responsibility of the Bookstore to review all requests for custom course packs for compliance with the license provisions of Access Copyright and to submit quarterly reports on the custom course packs made. Page 5 of 5 6.9. It is the responsibility of the Campus Library to provide guidance and maintain informational resources on the Copyright Act, Access Copyright license and other licenses, and to suggest when permission from the copyright holder may be required. It is also the responsibility of the Campus Library to receive reports of any real, perceived or believed infractions of this policy and procedure and to act and/or forward the report to the appropriate contact at the College for investigation. 6.10. It is the responsibility of employees and students to seek permission from the copyright holder when copying exceeds the limits outlined by the Copyright Act, the College’s license agreement with Access Copyright, and other licenses. 6.11. For copyright permission that levies a fee for use, it is the responsibility of the employee to gain approval from the appropriate Executive Dean/Dean or department to cover payment of all license fees and royalties. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications 8.1. Where incidents are found to be in violation of this policy and procedure, and depending upon the severity of the situation and its impact on the institution, the College will take appropriate action. Student and employee sanctions could include: verbal/written warnings, rescinding of College services, removal of materials from computer equipment and networks, denial of the use of copyright material in the academic environment, restitution of costs associated with copyright material, disciplinary directives, expulsion, suspension and/or dismissal from the College. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • Durham College Copyright Guidelines

1. Introduction Course outlines are vital communication tools for disseminating academic information to students, employees and external bodies. Consistency in their development, revision, management, retention and distribution promotes program and student success. By clearly documenting each course’s learning outcomes, essential employability skills, assessment criteria, sequence of instruction, learning resources, instructional methods and expectations for the classroom environment, Durham College is promoting transparent and predictable delivery of curriculum to its students. 2. Purpose This policy and procedure provides the framework for the development, revision, distribution, management of course level curriculum. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Every course at Durham College has a detailed course outline that is prepared using the College-approved template. 4.2. Course outlines will be developed in accordance with the Minister’s Binding Policy Directive: Framework for Programs of Instruction, Credentials Framework, Postsecondary Education Quality Assessment Board, Handbook for Ontario Colleges – degree level standards, program standards or descriptions, applicable external accreditation standards and requirements, appropriate legislations (e.g. AODA requirements), and the approved curriculum map. 4.3. Course outlines document the evaluations and breadth of learning outcomes of a program as defined in the program learning outcomes and articulated in the Ministry of Training, Colleges and Universities (MTCU) Framework for Programs of Instruction and the Postsecondary Education Quality Assessment Board, Handbook for Ontario Colleges – degree level standards. 4.4. Developing, reviewing and revising course outlines is a collaborative process between faculty, program teams, Subject Matter Experts (SME), and/or academic administrative staff. 4.5. Course outlines will follow the college-approved template and be available to students prior to the start of class through the Learning Management System (LMS) and MyCampus. 4.6. Course outlines and changes to course outlines are binding on both students and faculty. 4.7. Course outlines will be followed by all faculty members teaching the affected course (including Professional and Part-time Learning faculty), and are approved by the Executive Dean/Dean or Associate Dean. 4.8. Course outlines for new programs are developed by a team (can include a Subject Matter Experts (SME), a Project Lead, a curriculum specialist) and approved by the Executive Dean/Dean or Associate Dean. 4.9. Faculty will review the course outline with their students in their first class. 4.10. Before the completion of a course, students should retain a copy of the course outline in which they enrol for future academic consideration. 4.11. Under extraordinary circumstances, course outlines are subject to change within a semester. 4.12. Course outlines are to be stored as part of the academic school’s central electronic records on the Shared Network Drive. Course Outlines have a permanent retention in accordance with the Durham College Common Records Schedule and the Information Management policy and procedure ADMIN-242. 5. Procedure 5.1. Annual Review 5.1.1. Course outlines are reviewed at least once per academic year. 5.1.2. Revisions to course outlines may be informed by student feedback, program team feedback, changes in industry practice, quality criteria, alterations to program standards or degree requirements, and/or Program Advisory Committee input. 5.1.3. Updated course outlines will be submitted to the Executive Dean/Dean or Associate Dean for approval prior to being made available to students. 5.1.4. Each academic school will post a copy of approved course outlines to MyCampus in advance of course commencement. 5.2. Course Outline Revision outside of the Annual Review Process 5.2.1. In exceptional circumstances, a course outline’s learning outcomes and/or evaluation criteria may require revision outside of the annual review process. 5.2.2. Written documentation detailing the proposed changes will be documented on the College-approved addendum template and provided to the Executive Dean/Dean or Associate Dean for approval. 5.2.3. If a change to a course outline is approved, faculty will notify all students enrolled in the course. Notification will be provided verbally, at the next scheduled class, and in writing, on the College’s Learning Management System. 5.2.4. Any approved change(s) to course learning outcomes or evaluation criteria will be implemented by all faculty teaching the affected course. 5.2.5. The Academic school office will update their academic school’s central electronic records on the Shared Network Drive with the approved addendum to the published course outline and post a copy of the approved addendum to the published course outline on MyCampus. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of the Executive Dean/Dean or Associate Dean to approve the final copy and any proposed changes of the course outline, and to review course outlines on an annual basis. 6.3. It is the responsibility of the Executive Dean/Dean or Associate Dean to ensure that all course outlines are stored as part of the academic school’s central electronic records on the appropriate Shared Network Drive. 6.4. It is the responsibility of the faculty to comply with the expectations of course outline development, review, revision and/or proposed changes in delivery, and in the communication of the course outline with students. 6.5. It is the responsibility of the student to be familiar with the contents of the course outline for every course in which they enroll, to ask for clarification, and retain a copy of the course outline. 6.6. It is the responsibility of the staff of the CAFE to support and provide guidance for faculty in the development or revision of course outlines, as needed. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Non-compliance may negatively affect the learning environment and result in performance issues for students and/or faculty. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Minister’s Binding Policy Directive: Framework for Programs of Instruction Ministry of Training, Colleges and Universities Program Standards Durham College Faculty Skills and Abilities Competencies Matrix Postsecondary Education Quality Assessment Board, Handbook for Ontario Colleges.

1. Introduction Durham College acknowledges the significance of the time savings that students can achieve through the recognition of academic credits earned at recognized post- secondary educational institutions. The College is committed to maximizing credit transfer opportunities wherever possible for our students. Strategic Enrolment Services (SES), working collaboratively with the academic schools, will facilitate the processing of credit transfer and Letter of Permission (LOP) requests in a timely and efficient manner. 2. Purpose This policy and procedure provides the criteria and processes for demonstrating, evaluating and acknowledging academic credits earned at external post-secondary institutions to determine equivalencies to Durham College courses, for establishing internal Durham College course equivalencies, and for requesting permission to take a course(s) at another post-secondary institution to be used for credit towards a Durham College program. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Credit transfer and LOP applications shall be considered in a fair and expeditious manner. 4.2. Whenever possible, maximum recognition of prior education will be awarded. In the event a full-time student receives enough credits to be granted admission to an advanced term, placement will be based on seat availability. 4.3. No more than 75 per cent of a program of study can be obtained through credit transfer for all credentials. 4.4. Recognition of prior education shall be acknowledged through the granting of external transfer credits, recorded to the student’s academic record with a grade of “TC” (transfer credit).  These grades are not factored into grade point average calculations. 4.5. External courses that have been approved for credit will be maintained as equivalencies in the College’s student information system for a period of three years, unless written notification has been provided to SES. If the request is received mid-term, the change will be implemented in the subsequent semester. 4.6. An application fee will be charged for each individual LOP and external credit transfer request. 4.7. Courses should have been completed within the last five years. While courses completed more than five years ago can be submitted, credit transfer applications may be denied if there have been significant changes to practice or professional requirements. General education courses are exempted from the five-year rule. 4.8. Credit transfer and LOP applications will not be awarded for courses taken at career/private institutions. 4.9. Credit transfer may be given to students for recognized non-post-secondary courses when a pre-negotiated agreement has been established by Durham College. Where such an agreement is not in place, students must pursue credit consideration through Prior Learning Assessment and Recognition (PLAR). All pre-negotiated agreements will be posted on the Durham College credit transfer webpage: www.durhamcollege.ca/credittransfer. 4.10. External courses with a pass/fail grade will not be considered for credit transfer without sufficient proof that the grade required for a pass was a minimum 60 per cent or passing grade for the requested course, whichever is higher, as outlined by program requirements. 4.11. Some programs have program/course-specific requirements for credit transfer and LOP eligibility. Information regarding these program-specific requirements can be found on the Durham College credit transfer webpage: www.durhamcollege.ca/credittransfer. 4.12. International applications for credit transfer must be accompanied by a course- by-course evaluation from either World Education Services (WES) or International Credential Assessment Service of Canada (ICAS). 4.13. Timelines for the submission and assessment of credit transfer and LOP applications will be published and adhered to. Should students apply late for credit transfer consideration, all applicable withdrawal deadlines will apply. 4.14. It is recommended that applications for credit transfer be completed prior to course commencement. 4.15. Applications for an LOP must be submitted before the student registers for a course at a host institution. 4.16. In the event that a student is enrolled in the course they are seeking credit for before applying for credit transfer or LOP consideration, all applicable withdrawal deadlines will apply. 4.17. Fast-track students are not eligible for LOP or credit transfer. 4.18. Decisions regarding credit transfer and LOP applications may be appealed. The appeal process will follow the Grade Appeal Policy and Procedure ACAD- 111. 5. Procedure 5.1. Credit Transfer 5.1.1. Application for Credit Transfer The application for credit transfer can be completed through the Credit Transfer Application portal on MyCampus. Students are responsible for providing all required documentation – including official transcripts and course outlines – to support their request. An application fee will be charged and any request for credit transfer consideration will not be processed until this fee has been paid. 5.1.2. Applications for credit transfer will be accepted each semester up until the 10th day of classes. 5.2. Internal Credit 5.2.1. Exact courses will automatically transfer from one program to another on a student’s academic record, as will documented equivalencies. 5.2.2. Where previous Durham College courses are not automatically recognized, students may submit a request to have these courses considered toward a new certificate or diploma. 5.2.3. Internal credit requests require a completed application form and detailed course outlines for assessment. Additional documentation may be requested by the subject matter expert evaluating the request. There is no fee for this service. 5.2.4. Approved equivalencies are recorded in the college’s student information system and included in the student’s grade point average. This equivalency will apply for all students. When an equivalency cannot be built within the college’s student information system, a substitution or exemption will be utilized. 5.3. Evaluating Credit Transfer Requests 5.3.1. Applications for credit transfer are submitted to the Credit Transfer Office in SES for tracking and processing. 5.3.2. If a previously recognized course equivalency exists within Durham College’s student information system, the credit transfer request will be approved and transcribed on the student’s academic record. 5.3.3. If the course being requested for consideration is not currently approved in the student information system, credit transfer staff will send the course information to the subject-matter expert in the appropriate academic school office for review and decision. All requests will include a copy of the Credit Transfer and Letter of Permission Evaluation Guide to ensure a consistent, quality, learning outcome-focused assessment of credit transfer requests. Subject matter experts have 10 business days to return a response to the Credit Transfer Office. Requests that have not received a response within 10 business days will be escalated by the Credit Transfer Office to ensure a timely response for students. 5.4. Recording Credits on Academic Record 5.4.1. Credit for external courses approved as equivalent to a Durham College course will be transcribed on the student’s academic record with a grade of “TC” (credit transfer) and will not be included in the calculation of a student’s grade point average. 5.4.2. Approved external credits will be maintained on the College’s student information system for a period of four years, unless written notification has been provided to SES by the academic school office. If the request is received mid-term, the change will be implemented in the subsequent term. 5.5. Notification of Assessment Results 5.5.1. If a student is currently registered in the course they are seeking credit for, they must remain in class until a response has been received regarding their application for credit transfer. If a student has questions regarding the status of their application for credit transfer, they should contact transfers@durhamcollege.ca. Decisions regarding credit transfer applications will be communicated on the MyCampus Credit Transfer Application portal. Evaluations typically take 10-15 business days to complete. 5.6. Appeals 5.6.1. Students may appeal a credit transfer decision. The appeal process will follow the Grade Appeal Policy and Procedure ACAD-111. 5.7. General Education Electives 5.7.1. General education credits will be reviewed and approved by credit transfer staff. Generic general education credits will be created and used each semester for any courses approved for use as a general education credit without an exact equivalent (i.e. GNED 1100 – General Education Elective I, GNED 1200 – General Education Elective II, and GNED 1300 – General Education Elective III). 5.8. Breadth Electives 5.8.1. Generic breadth elective credits will be created and used each semester for any courses approved for use as a breadth elective without an exact equivalent. 5.9. Application for a Letter of Permission (LOP) 5.9.1. A student may initiate the LOP process by submitting an application form to the Credit Transfer Office in SES indicating that they wish to receive pre-approval to take a course at another recognized post-secondary institution and transfer it back to satisfy a course requirement in their Durham College program. It is the student’s responsibility to find a course that they feel is equivalent prior to submitting their request. 5.9.2. The LOP application form must be submitted prior to registering in the course at the other institution. The application form can be downloaded from the Durham College website (www.durhamcollege.ca/lopapp) or picked up in person from the SES office. It should be submitted at least four weeks prior to the intended start date at the other institution. In order to ensure timely processing of the application, it is the student’s responsibility to provide a course outline from the other institution at the time the application is submitted. Incomplete applications will not be accepted.  An application fee will be charged and must be paid at the time the form is submitted. 5.9.3. Upon receipt of the LOP application form, credit transfer staff will confirm that the student has met eligibility for the LOP process, which requires that the student must: Be an active student in good academic standing Not be in the first term of their program (as they will not have academic standing) Not have any academic integrity alerts on their record Not exceed residency requirements for program if approved (if in receipt of previous credits or PLAR) If the student is eligible, the request will be reviewed for completeness and verified against the equivalency database in student information system. If a previously-recognized course equivalency exists within Durham College’s student information system, the LOP request will be approved immediately. If a course equivalency does not exist in the student information system, credit transfer staff will send the course information to the subject-matter expert in the appropriate academic school office for review and decision. All requests will include a copy of the Credit Transfer and Letter of Permission Evaluation Guide to ensure a consistent, quality, learning outcome-focused assessment of letter of permission requests. Subject- matter experts have 10 business days to return response to Credit Transfer Office. Requests that have not received a response within 10 business days will be escalated by the Credit Transfer Office to ensure a timely response for students. LOP requests for General Education electives are reviewed by credit transfer staff. Generic general education credits will be created and used each semester for any courses approved as a general education credit where an equivalent elective is not offered at Durham College (i.e. GNED 1100 – General Education Elective I, GNED 1200 – General Education Elective II, and GNED 1300 – General Education Elective III). 5.9.4. Credit transfer staff will notify the student via e-mail of the decision regarding their LOP request. If approved, the student will also receive an official letter indicating approval to take the course and the requirements for receiving the credit (timelines for completion of course, minimum grade required, supporting documentation to be submitted once completed, etc.). The letter will be attached to the approval e-mail but if requested, may also be mailed to institution where student plans to take course. A digital copy of the letter will be saved to student record for future reference. 5.9.5. Newly approved equivalencies will be recorded in College’s student information system. 5.9.6. Upon successful completion of the course with required minimum grade (60%/C or passing grade for the requested course, whichever is higher, as outlined by program requirements), the student must provide an official external transcript to credit transfer staff. Once the required documentation is received, the course will be transcribed on the student’s academic record with a grade of “TC” and will not be included in the calculation of a student’s grade point average. Note that students completing their final course through the LOP process must have their official transcript submitted to SES a minimum of 45 days prior to their applicable spring or fall convocation date. 5.10. Credit Transfer Equivalency Database 5.10.1. All approved external equivalencies will be added to the college’s credit transfer database for future approvals. Equivalencies will be built for a period of three years. After three years, equivalencies will be reviewed for extension or termination. Terminated equivalencies will be sent for re- assessment if a new application is submitted to identify if the equivalency can be added back to the database and if not, the rationale for denial. 5.10.2. If there are significant changes to a Durham College course, an equivalency may be terminated prior to the three-year expiry with written notification to credit transfer staff. If the request is received mid-term, the change will be implemented in the subsequent term. 5.11. Appeals 5.11.1. Students may appeal the LOP decision. The appeal process will follow the Grade Appeal Policy and Procedure ACAD-111. 5.11.2. Prior to initiating an appeal, the student should review the rationale for denial provided in their letter of permission communication. If they can demonstrate that the course they plan to take addresses the missing learning outcomes, they should try to resubmit their application with the additional information. 6. Roles and responsibilities 6.1. It is the responsibility of the Executive Director/Registrar, SES, in collaboration with the Vice-President, Academic to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of SES, in collaboration with the academic schools, to facilitate the processing of credit transfer and LOP requests in a timely and efficient manner. 6.3. It is the responsibility of the student to apply for credit transfer and LOP consideration within the published timelines as posted on, but not limited to MyCampus and the College website. It is also the responsibility of the student to submit supporting documentation to prove successful completion of approved courses by required deadlines and to be aware of graduation timelines if they are looking for a credit in their final term of study. 6.4. It is the responsibility of each academic school to review and respond to credit transfer and LOP requests forwarded by SES within documented timeframes. 6.5. It is the responsibility of SES to provide each academic school with a list of previously approved external credits that require review and re-approval. This process will be completed annually, for all course equivalencies with an expiry date of three years after the last approval (as identified in the Student Information System). 6.6. It is the responsibility of SES to facilitate the credit transfer and LOP processes, record credits on the student’s academic record, as appropriate, maintain a database of approved credits, and advise students of the results of their application. 6.7. It is the responsibility of SES to verify course equivalency requests against credit transfer database, send new course equivalency requests for review, record credits on the student’s academic record, and advise students of the results of their request. 7. Accessibility for Ontarians with Disabilities Act considerations 7.1. Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan Policy and Procedure (ADMIN-203). 7.2. Forms for applying for credit transfer and LOP are available in alternate formats upon request. 8. Non-compliance implications Failure to comply with this policy puts the college in conflict with the Minister’s directive and at risk of actions by the government. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to A message will be posted on MyCampus alerting students when new or revised policies and procedures are 10. Related forms, legislation or external resources Ministry of Training, Colleges and Universities – Minister’s Binding Policy Directive Frameworks for Programs of Instruction Durham College credit transfer website: ca/credittransfer Durham College letter of permission website: ca/LOP

1. Introduction Durham College offers a diverse mix of high-quality, relevant programs for career-focused students. Admission standards are a clear signal to prospective students about the preparation needed to succeed in college, and the admission process must be carried out in an objective and transparent manner. Procedures and processes under this policy must adhere to, and comply with, the overall framework established by the Ministry of Advanced Education and Skills Development (MAESD) Binding Policy Directive – Admissions Criteria, and the Post-secondary Education Quality Assessment Board (PEQAB), Handbook for Ontario Colleges – degree level standards. 2. Purpose This policy and procedure provides a framework by which all prospective domestic students shall be considered for full- or part-time admission into a post-secondary program at Durham College. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Student Recruitment and Admission Services shall adhere to the MAESD Binding Policy Directive – Admissions Criteria or the Post-secondary Education Quality Assessment Board (PEQAB), Handbook for Ontario Colleges – degree level standards, as appropriate for the processing of domestic applications. 4.2. All domestic applicants have the right to fair and equitable assessment for admission. 4.3. Admission requirements shall be established on a program-specific basis, by the academic school at the time of program approval. A program may require applicants to meet additional or alternative admission criteria. Admission requirements can only be revised 18 months prior to the start of an academic year. 4.4. It is the responsibility of the domestic applicant to be aware of the program admission requirements. 4.5. A domestic applicant may be issued a conditional offer of admission to a program, provided that the applicant has indicated her or his intent to complete an outstanding admission requirement within a stipulated timeframe, prior to the start of the academic term to which they have applied. Failure to do so will result in the revoking of the conditional offer and/or the removal of the student from their program. 4.6. Meeting minimum admission requirements does not guarantee admission into a course or program. 4.7. For highly competitive programs, priority of admission shall be determined by applicant qualification and residency. 4.8. Domestic applicants not admitted to the program of their choice may be given an alternative offer of admission. 4.9. Students seeking readmission to Durham College shall be subject to current program admission requirements and may be subject to additional conditions. 4.10. Durham College retains the right to refuse readmission to students who have been suspended or dismissed from the institution, for either academic or behavioural reasons. 4.11. It is the responsibility of the applicant to ensure that application information and all supporting documentation is truthful, complete and correct. Durham College reserves the right to verify the authenticity of any documentation provided as part of an application. If it is proven, or if Durham College has reasonable grounds to conclude that false information has been provided, the application will be denied. 4.12. Domestic applicants not admitted shall be granted the opportunity for an admissions review. 4.13. The review of an admissions decision shall be communicated in writing and within prescribed deadlines as defined by the office of Strategic Enrolment Services. 5. Procedure 5.1. Selection process In adherence with the MAESD Binding Policy Directive – Admissions Criteria or the Post-secondary Education Quality Assessment Board (PEQAB), Handbook for Ontario Colleges – degree level standards, the Student Recruitment and Admission Services office will consider all domestic applicants to Durham College in an equitable, consistent and transparent manner. The selection process for all domestic applicants involves the: Determination of college eligibility; Determination of program eligibility; and Selection of program-eligible applicants from among those who applied to highly competitive or oversubscribed programs. 5.1.1. College eligibility – certificate, diploma, or advanced diploma programs To be considered for admission to the college in a certificate, diploma, or advanced diploma program, a domestic applicant must be one of the following: Holder of an Ontario Secondary School Diploma (OSSD) or equivalent; Nineteen years of age or older (mature student status), on or before the start of the program, and not the holder of an OSSD. For purposes of program eligibility, a mature applicant is still required to complete the prerequisite subject credit(s); Holder of a General Educational Development Certificate (GED). 5.1.2. College eligibility – degree programs To be considered for admission to the college in a degree program a domestic applicant must be one of the following: Holder of an Ontario Secondary School Diploma (OSSD) with six university or university/college courses at the Grade 12 level; Nineteen years of age or older (mature student status), on or before the start of the program, and not the holder of an OSSD. For purposes of program eligibility, a mature applicant is still required to complete the prerequisite subject credit(s) and may be required to complete an entrance examination. 5.1.3. Program eligibility a) It is recognized that in order to benefit from the program of instruction, certain knowledge, aptitudes and skills are required. Program eligibility criteria are established on a program-specific basis by the academic departments, in consultation with deputy registrar and are approved by the vice-president, Academic. b) Program eligibility criteria must be relevant to the program and capable of objective demonstration or measurement. c) Program eligibility criteria for certificates, diplomas or advanced diplomas cannot exclusively require secondary school university (‘U’- level) designation. d) If questionnaires are used for applicant selection, they must include the following notification to comply with the Freedom of Information and Protection of Privacy Act: In accordance with the Freedom of Information and Protection of Privacy Act, your personal information is collected, retained and reported to the Ministry of Advanced Education and Skills Development under the legal authority of the Ontario Colleges of Applied Arts and Technology Act, 2002. MAESD collects student-level enrolment-related data, which includes limited personal information such as Ontario Education Numbers, student characteristics and educational outcomes, in order to administer government post-secondary funding, policies and programs, including planning, evaluation and monitoring activities. Your personal information may also be used or disclosed for administrative, information technology, law enforcement, statistical or research purposes of the College or ministries and agencies of the Ontario and federal governments. Further details are available at our Privacy page (http://www.durhamcollege.ca/about-us/legal-privacy) or by contacting the Freedom of Information and Protection of Privacy Coordinator, President’s Office, 2000 Simcoe Street North, Oshawa, ON L1G 0C5, 905.721.2000 ext. 3292 e) Random selection will not be used as an applicant selection technique. f) Where selection criteria include aptitude tests, interviews, campus orientation or other selection tools requiring mandatory college visits, alternative arrangements will be made available for domestic applicants who reside outside of normal commuting distance from the college. g) Durham College will endeavour to minimize an applicant’s travel and testing costs, as well as the time required for and duplication related to college pre-admission testing and interviews. h) In adherence with MAESD’s Binding Policy Directive – Admissions Criteria, the practice of weighting between university (‘U’ level), university/college (‘M’ level), and college (‘C’ level) courses will not be allowed when making admissions decisions for certificate, diploma, advanced diploma programs. Durham College will apply equal weighting to the secondary school course designations for these programs. 5.1.4. Applicant selection – residency Eligible applicants will be accepted into highly competitive programs according to the following order of preference: Permanent resident of Ontario; Permanent resident of other provinces or territories in Canada; and Other applicants. 5.2. Publication 5.2.1. The college will maintain a central admissions publication, which is a compilation of the admission requirements and selection procedures for each program of instruction, waiting list information and an admissions decision review procedure. 5.2.2. The publication will be made available to the public in both print and electronic format. The Durham College website and particularly the program pages will be deemed to contain the most current information as changes will be made as required throughout the admissions cycle. 5.2.3. In cases where admission requirements for a post-secondary program of instruction at the college are changed in the direction of greater stringency, applicants are to be given a minimum of 18 months notice before the change is implemented. 5.2.4. Durham College strives to ensure the accuracy of the information in its publication. Academic curriculum is continually reviewed and revised to ensure program quality and relevancy. As such, the college reserves the right to modify or cancel any course, program, fee, procedure, timetable or campus location at any time. The college website should be consulted for the most current information. 5.3. Domestic application process 5.3.1. A domestic applicant wishing to apply to a first-year, first-semester postsecondary program initiates the process by submitting an application through ontariocolleges.ca. 5.3.2. A domestic applicant wishing to reapply to a first-year, first-semester post-secondary program must repeat all components of the admission process for that program, including submitting an application through ontariocolleges.ca. 5.3.3. All domestic applications for Durham College received by ontariocolleges.ca are sent electronically within published deadlines. Each applicant receives acknowledgement both in writing and by e-mail that their application(s) have been received by the College. 5.3.4. All domestic applications received on or before February 1 for Fall intakes, October 1 for Winter intakes and January 1 for Spring intakes will be given equal consideration. Applications received after these dates will be processed on a first-come, first-served basis and consideration will be based on seat availability at the time of application. 5.3.5. After the equal consideration date has passed, all domestic applications to undersubscribed programs are assessed according to college and program eligibility criteria. 5.3.6. After the equal consideration date has passed, all domestic applications to highly competitive (oversubscribed) programs are ranked, based upon the pre-determined selection criteria for the program. This may include academic grades and/or other assessment materials. The highest ranked applicants are either issued an offer of admission offer or placed on a waiting list. 5.3.7. Once all applications have been assessed, the first release of admission offers takes place. Qualified domestic applicants will receive either a full offer of admission or a conditional offer of admission in writing and by email. 5.3.8. Once a domestic applicant receives an offer of admission, they will either accept or decline the offer through ontariocolleges.ca. If the applicant accepts the offer, they will move to the next phase of the admissions process – deposit payment. If they decline the offer, the admissions department will release an offer of admission to the next available applicant. 5.3.9. The above process continues throughout the application cycle, with offers of admission being issued as long as seats in programs remain available. 5.3.10. Documents submitted by domestic applicants to the Student Recruitment and Admission Services office will be considered as property of the college and will not be returned to the applicant. 5.3.11. The supporting documents of successful and registered domestic applicants (students) will become a part of the permanent student record. 5.3.12. The supporting documents of unsuccessful and/or unregistered domestic applicants will be destroyed at the end of the application cycle. 5.3.13. Unsuccessful and/or unregistered domestic applicants wishing to apply to a program in a future application cycle will be required to complete the full admissions process, including the submission of supporting documents. 5.4. Admissions appeals 5.4.1. It is the intent of Durham College to treat all domestic applicants in a fair, transparent and equitable fashion. As such, a domestic applicant may appeal an admissions decision. The following steps will be followed in an admissions appeal: The applicant must first contact the admissions officer, requesting an explanation of the admissions decision, within five (5) days of the date that the applicant was advised of the decision. The admissions officer will provide the applicant with a written explanation of the admissions decision within five (5) days of the date that the applicant asked for further explanation. If the applicant is not satisfied with the explanation provided, they can submit a written request to appeal the admission decision to the deputy registrar, within five (5) days of the date that the explanation was provided by admissions officer. The deputy registrar, or their designate, will review the admissions decision and all corresponding communications regarding the applicant file and communicate a decision, in writing, within five (5) days of the receiving the appeal request. If the applicant is not satisfied with the appeal decision, they have the right to submit a written request for a final review to the executive director/registrar, Strategic Enrolment Services. This must be completed within five (5) days of the date the original admissions decision was made. The executive director/registrar, will conduct a final review of the applicant file and will communicate a decision, in writing, within five (5) business days of the date the appeal decision was communicated. All decisions are considered final at this stage. 5.5. Waiting lists 5.5.1. Waiting lists will be established for all programs where there are sufficient applications to support this activity. The number of spaces allotted for a wait list will be determined based upon data from previous application cycles. 5.5.2. Upon request, the Student Recruitment and Admission Services office will inform domestic applicants of their relative position on the waiting list. If the applicant inquires, they will be provided with a sense as to the likelihood of being offered a seat in the program, but with no guarantee that an offer will be made. 5.5.3. Waiting lists will be maintained until the fifth day of the program start. Domestic applicants remaining on the waiting list must reapply to the program the following year or next start date and repeat all components of the admissions process. 6. Roles and responsibilities 6.1. It is the responsibility of the executive director/registrar, in collaboration with the vice-president, Student Affairs, and the vice-president, Academic, to ensure this procedure is fully implemented. 6.2. It is the responsibility of the domestic applicant to ensure that any application is submitted according to published timelines and that all information related to the application is true and accurate. 6.3. It is the responsibility of the domestic applicant to submit an appeal of an admissions decision within the timelines established in this procedure. 6.4. The deputy registrar is responsible for ensuring any first-level admissions appeals are reviewed and responded to within the prescribed timelines. 6.5. It is the responsibility of the executive director/registrar to ensure that all secondlevel admissions appeals are reviewed and responded to within the prescribed timelines. 7. Accessibility for Ontarians with Disabilities Act considerations Alternate forms of written communications will be provided to domestic applicants upon request. Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to admit students according to Ministry directives may have a negative impact on the funding provided to the institution by the provincial government. Failure to administer the admissions process fairly and equitably may result in complaints and appeals and could have a negative impact on the reputation and of the college and the human rights of the domestic applicant. 9. Communications plan A message will be posted on ICE alerting faculty and staff of changes to this policy and procedure. A message will be posted on MyCampus alerting students of this policy and procedure. Applicants are advised upon receipt of the application to be aware of the details regarding the domestic policy and procedure and their responsibilities regarding this information. 10. Related forms, legislation or external resources MAESD Minister’s Binding Policy Directive – Admissions Criteria Postsecondary Education Quality Assessment Board, Handbook for Ontario Colleges

1. Introduction Domestic students pay fees in order to be eligible to register at Durham College (DC). Circumstances may occur where domestic students seek to withdraw from a course or program and request a refund of fees. 2. Purpose This policy and procedure articulate the administrative processes for domestic student withdrawal from a course or program, as well as the framework for the refunding of associated fees. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. To officially withdraw from a DC course or program, students are responsible for either completing the transaction through self-service using the student portal or by indicating their intent to do so in writing to the appropriate department, within published deadlines. 4.2. Failure to attend classes does not constitute a student’s official withdrawal from a DC course or program. 4.3. Verbal or written statements to other academic entities, including but not limited to the Ontario Student Assistance Program (OSAP), the Ontario College Application Service (OCAS), or campus residence, faculty or staff do not constitute a student’s official withdrawal from a DC course or program. 4.4. The official date of withdrawal for refund purposes will be the date upon which the appropriate department receives written notification from the student indicating an intention to withdraw. Extenuating circumstances for withdrawing after published deadlines may be considered on a case-by-case basis. Page 2 of 5 4.5. Deposits for tuition fees are non-refundable. 4.6. Refunds for fees paid by a third party sponsor will be returned directly to those entities. 4.7. The International Education Office processes all withdrawal and refund requests for students paying international fees. 5. Procedure 5.1. Full-time Domestic Post-Secondary Students 5.1.1. A full refund of program tuition fees, compulsory ancillary fees and program incidental fees, less the $500 non-refundable deposit, will be processed for students who submit a Program Withdrawal Form – Domestic Students to the Office of the Registrar within the first ten (10) days of an academic semester. 5.1.2. In situations where DC cancels a program, students will be given a full refund. 5.1.3. Students withdrawing after the first ten (10) business days of an academic semester are not eligible for a refund of tuition fees, compulsory ancillary fees or program incidental fees, and will be held responsible for payment of outstanding fees on their accounts. Exceptions will not be made for students who register late for courses or programs. 5.1.4. Students who withdraw after the published deadline may submit a written appeal for consideration of a tuition refund to the Office of the Registrar. They must do so within one calendar year from their official withdrawal date. 5.1.5. Students appealing for a refund should include all relevant documentation to substantiate their requests. Should the Office of the Registrar grant an appeal, the refund of tuition fees will be pro-rated based on the number of weeks the student attended classes. A student’s academic record may be adjusted due to changes to withdrawal dates based on a tuition refund appeal. 5.1.6. Students will not be eligible for a partial refund of fees unless their registration status changes from full-time to part-time within the first ten (10) business days of the semester. Circumstances that do not change a student’s registration status after the first ten (10) business days of a semester, such as but not limited to: dropping one or more courses; failing to obtain a field placement; or utilizing transfer credits to meet program requirements will not result in a refund of fees. Page 3 of 5 5.1.7. Refunds for tuition fees, compulsory ancillary fees and program incidental fees will be issued via e-transfer. 5.1.8. Upon withdrawal, students are required to return their student identification. Failing to do so will result in a charge being added to the student’s account. 5.1.9. Students who have paid fees for a subsequent semester but withdraw or are involuntarily withdrawn from their programs are eligible for refunds. 5.1.10. Students seeking re-admission to a program from which they are withdrawn must either re-apply for admission through OCAS or submit a Return to Full-time Studies form to their academic school office. 5.2. Part-time Domestic Post-Secondary Students 5.2.1. A full refund of part-time student tuition fees and compulsory ancillary fees will be processed for students who submit either and Add/Drop Form or a Program Withdrawal Form – Domestic Students to the Office of the Registrar within the first ten (10) business days of a semester. 5.3. Centre for Professional and Part-time Learning (PPL) 5.3.1. A full refund of fees, less an administrative fee, will be processed for students who submit the Course Withdrawal Form to PPL within published deadlines. 5.3.2. Students withdrawing after the published deadline are not eligible for a refund of fees and will be held responsible for payment of outstanding fees. 5.3.3. Students who withdraw after the published deadline may submit a written appeal for consideration of a refund to PPL. They must do so within one calendar year from their official withdrawal date. 5.3.4. Students appealing for a refund should include all relevant documentation to substantiate their requests. Should PPL grant an appeal, the refund of fees will be determined by the Dean or designate. If the course was offered through OntarioLearn, the computer conference fee and instructor fee portions of tuition are non-refundable. 5.3.5. In situations where PPL cancels a course, a full refund of fees paid will be issued. 5.3.6. Refunds will be issued via e-transfer directly to the student or returned to the third party sponsor who paid the fees. Page 4 of 5 5.4. Apprenticeship Students 5.4.1. A full refund of fees, less an administrative fee of $100, will be processed for students who submit a Program Withdrawal Form – Domestic Students to the Office of the Registrar before the first day of classes. 5.4.2. Students who withdraw after the first day of classes may submit a written appeal for consideration of a refund to the Office of the Registrar. They must do so within one calendar year from their official withdrawal date. 5.4.3. Students appealing for a refund should include all relevant documentation to substantiate their requests. Should the Office of the Registrar grant an appeal, the refund of fees will be pro-rated based on the number of weeks the student was registered to attend classes. A student’s academic record may be adjusted due to changes to withdrawal dates based on a refund appeal. 5.4.4. In situations where DC cancels an intake, a full refund of fees paid will be issued. 5.4.5. Refunds will be issued via e-transfer directly to the student or returned to the third party sponsor who paid the fees. 5.5. Corporate Training Services (CTS) Students in Open Enrolment Courses 5.5.1. Students seeking to withdraw from a course or seminar must inform CTS by telephone at least six (6) business days prior to the training start date to have it re-scheduled or refunded, at the discretion of CTS. 5.5.2. Students seeking to withdraw from a course or seminar between one (1) and five (5) business days prior to the training start date will be refunded 50% of their fee paid. Students seeking to withdraw from a course or seminar less than one (1) business day prior to the training start date, or failing to attend the training, are not eligible to receive a refund. 5.5.3. In situations where CTS cancels or reschedules a course or seminar, students will be provided at least three (3) business days’ notice and: • will not be charged fees for the training missed and/or; • will be provided the training on a mutually acceptable date. 5.6. Centre for Integrated Justice Studies (CIJS) Students 5.6.1. In situations where CIJS cancels a seminar or workshop, a full refund of fees paid will be issued. 5.6.2. Students seeking to withdraw must complete and submit a CIJS Request to Withdraw Form to CIJS. Page 5 of 5 5.6.3. Withdrawal forms received 30 calendar days prior to the start date of the seminar or workshop will be issued a full refund. 5.6.4. Withdrawal forms received between seven (7) and 29 calendar days prior to the start date of the seminar or workshop will be issued a full refund, less a $75 administrative fee. 5.6.5. Withdrawal forms received less than seven (7) calendar days prior to the start date of the seminar or workshop will be refunded 50% of the fees paid 5.6.6. No refund will be issued for withdraws submitted beyond the relevant seminar or workshop start date. 6. Roles and responsibilities It is the responsibility of the Executive Vice-President, Academic to ensure this policy and procedure are fully implemented. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply may have financial implications for students and the college. The college may incur reputational harm for perceived inconsistent practices related to the refunding of fees. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • Program Withdrawal Request – Domestic Students • Add/Drop Form • PPL Course Withdrawal Form • CIJS Request to Withdraw Form

1. Introduction Students are required to make a financial commitment to Durham College (DC) in order to be eligible to register for and attend courses. The provincial government is responsible for the framework for fees across the college system. 2. Purpose This policy and procedure articulate the administrative processes of fee assessment and payment. This policy and procedure also outline DC’s approach for establishing and communicating fees each academic year, as well as how fees are reported to the provincial government. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Domestic tuition and program incidental fees are established in accordance with the Ministry of Colleges and Universities’ (MCU) Tuition and Ancillary Fees Operating Procedure, where applicable. Tuition fees for international students fall outside the jurisdiction of MCU’s Tuition and Ancillary Fees Operating Procedure. 4.2. Compulsory ancillary fees are determined in accordance with MCU’s Compulsory Ancillary Fee Protocol between DC and Durham College Students Incorporated (DCSI). 4.3. Fees vary based on student registration status, program of choice and residency. 4.4. Fee payments are due within published timeframes. When fees are released for an entire academic year, students may opt to pay for only one academic semester at a time. Page 2 of 6 4.5. Domestic students who are eligible for the Ontario Student Assistance Program (OSAP) funding and those students with third party sponsors will be required to make a minimum fee payment, as determined by Strategic Enrolment Services (SES), to hold their seat in their programs. 4.6. Regardless of payment arrangements, all students are ultimately responsible for the full payment of their fees. 4.7. Failure to pay fees by prescribed deadlines will result in late fees being charged. Students may also lose their seat in their program and/or be denied access to resources, facilities, grades, transcripts, further registration, convocation activities or credential release. 4.8. Post-secondary students with a permanent disability/exceptionality registered and approved through the Access and Support Centre (ASC) may be eligible for a provincial tuition reduction program. 5. Procedure 5.1. Full-time Post-Secondary Students 5.1.1. Domestic and international tuition fees are established annually. They are approved by the Durham College Leadership Team (DCLT) and the Durham College Board of Governors. 5.1.2. Compulsory ancillary fees are established annually. They are charged for support services and activities distinct from academic programming. They are established and amended in accordance with a joint agreement between DC and DCSI. Initial assessments and any in-year changes to compulsory ancillary fees are approved by DCLT and the Durham College Board of Governors. 5.1.3. Program incidental fees are established annually. They are charged for activities specific to individual programs, and may vary between program years. 5.1.4. Students can utilize the Program Fee Calculator on the DC website to view an estimate of fees by program and semester. 5.1.5. Once registered, students can get a summary of all fee assessments and fee payment due dates through the student portal. 5.1.6. Applicants who do not pay fees by the published deadline may lose their seat in their program and/or not be able to register for courses. Domestic applicants may also be charged a late fee if they miss their secondary payment date, as noted on their student accounts. Page 3 of 6 5.1.7. Returning students who do not pay fees by the published deadline may be charged a late payment fee. If charged, this fee will be applied directly to their student accounts. 5.1.8. Full-time students who are in an overload status will be charged increased tuition fees based upon the number of additional billable hours they are taking. 5.1.9. Full-time students who are in an underload status may be reclassified as part-time, and therefore eligible for a re-assessment of fees. Fees for underload status are calculated based on total billable hours for the semester. 5.1.10. Students with permanent disabilities/exceptionalities registered and approved through ASC may require a reduced course load as a learning accommodation, and therefore take additional semesters to complete a program. They are eligible to pay a reduced tuition fee of $20 per course, plus ancillary fees, after paying the equivalent of the full-time course load tuition fees. Students will be notified by SES when they have met their tuition threshold. Students are required to pay full course fees if repeating a course, withdrawing after the published deadline or taking courses outside of their program of study. 5.2. Part-time Post-Secondary Students 5.2.1. Tuition and ancillary fees for part-time post-secondary programs are charged at the time of registration. They are calculated based on the program and the number of course hours being taken. 5.3. Auditing a Course 5.3.1. Students auditing a course pay full tuition and ancillary fees based on the number of course hours being taken. 5.4. Methods of Fee Payment 5.4.1. Acceptable methods of fee payment for full-time and part-time postsecondary programs and courses are: • Debit card • Credit card • Bank draft • Electronic baking through financial institutions • Higher Education points • Third party sponsors • Flywire • Western Union Page 4 of 6 5.5. Centre for Professional and Part-time Learning (PPL) 5.5.1. Tuition fees for credit courses are calculated based on an hourly rate. This hourly rate is multiplied by the total number of hours for the course to determine the tuition fee. 5.5.2. Tuition fees for non-credit courses, general interest courses and Board of Governors’ approved local credentials fall outside the jurisdiction of the MCU’s Tuition and Ancillary Fees Operating Procedure. As such, these fees are determined by PPL and approved by DCLT and the DC Board of Governors. 5.5.3. Additional fees may be charged to cover costs including, but not limited to, information technology services or facility usage. 5.5.4. Fees for courses taken through PPL must be paid at the time of registration. 5.5.5. Acceptable methods of fee payment for PPL courses are: • Cash (up to $500 per transaction) • Debit card • Credit card • Bank draft • Electronic banking through financial institutions • Higher Education points • Third party sponsors • Flywire • Western Union 5.6. Apprenticeship Students 5.6.1. Classroom fees for apprenticeship programs are set through a seat plan purchase with the Ministry of Labour, Training and Skills Development. 5.6.2. Fees for apprenticeship programs vary based on the level and duration of the program. 5.6.3. Fees for programs and courses must be paid at the time of registration. 5.6.4. Acceptable methods of fee payment for apprenticeship programs and courses are: • Debit card • Credit card • Bank draft Page 5 of 6 5.7. Corporate Training Services (CTS) Students 5.7.1. Tuition fees for CTS courses and seminars fall outside the jurisdiction of MCU’s Tuition and Ancillary Fees Operating Procedure. As such, they are determined by CTS. 5.7.2. Fees for courses and seminars provided by CTS are published on the CTS website. 5.7.3. Fees for seminars and workshops must be paid at the time of registration. 5.7.4. The acceptable methods of fee payment for courses and seminars are: • Debit card • Credit card • Bank draft • Electronic banking through financial institutions • Corporate invoice • Purchase order 5.8. Centre for Integrated Justice Studies (CIJS) Students 5.8.1. Fees for seminars and workshops are published on the DC website. 5.8.2. Fees for seminars and workshops must be paid at the time of registration. 5.8.3. The preferred method of fee payment for CIJS seminars and workshops is electronic banking through financial institutions. 5.9. Miscellaneous Fees for Service 5.9.1. Students may be charged for miscellaneous fees for specific services at DC. These fees may include, but are not limited to, providing: • Official transcripts; • Enrolment verification letters; • Duplicate credentials, receipts or T2202As; • Credit transfer applications; • Prior Learning and Recognition (PLAR) applications; • Requests to mail; • Nursing forms; and • Official account summaries. 5.9.2. These fees must be paid for at the time the service is requested. Page 6 of 6 5.10. Reporting of Fees 5.10.1. Each fall, SES must report amounts charged for tuition and ancillary fees to the provincial government, to ensure compliance with applicable directives. 5.10.2. This Ministry report on fees is approved by the DC President. 5.10.3. DC is audited annually by an independent third party to ensure compliance with provincial government guidelines. 6. Roles and responsibilities 6.1 It is the responsibility of the Office of the Vice-President, Academic to ensure this policy and procedure are fully implemented. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications 8.1. Failure to comply with Ministry guidelines may have negative funding impacts on the College. 8.2. Failure to provide accurate fee information to students may result in student dissatisfaction, lower enrolment and a negative impact on the reputation of the College. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • MCU’s Tuition and Ancillary Fees Operating Procedure • Compulsory Ancillary Fee Protocol

1. Introduction The Office of Strategic Enrolment Services, in conjunction with the Vice-President, Academic and the academic schools, will facilitate the processing of requests from fulltime students seeking access to part-time credit courses through the Centre for Professional and Part-time Learning, as part of their full course load. Factors affecting this process include, but are not limited to, course availability, appropriate start dates, and/or program policies or requirements. 2. Purpose This policy and procedure outlines how students who are registered as full-time students at Durham College can access part-time credit courses delivered by the Centre for Professional and Part-time Learning. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Students who take a credit course through the Centre for Professional and Part-time Learning, as part of their full course load, must have written authorization from the appropriate dean or designate. 4.2. If approved, students will be required to pay for non-tuition related fees (IT and administrative fees) for courses taken through the Centre for Professional and Part-time Learning. 4.3. Any course in excess of a program of study’s full course load shall be subject to Centre for Professional and Part-time Learning standard fees. 5. Procedure 5.1. Students must: 5.1.1. Obtain the prescribed form (Full-Time Equivalent Course Authorization) from their school office. 5.1.2. Complete the form as indicated and present it to the appropriate school office. 5.1.3. Obtain signed authorization by the school dean or designate to enroll. 5.1.4. Bring the form to the office of Strategic Enrolment Services for in-person processing. 5.1.5. Pay all non-tuition related fees (IT and administrative fees) for the authorized Professional and Part-time Learning course(s). 5.2. Students without an authorized form will pay full fees for courses delivered by the Centre for Professional and Part-time Learning. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic to ensure that this procedure is fully implemented. 6.2. It is the responsibility of the schools to ensure consistent application to this policy and procedure and to authorize enrolment. 6.3. It is the responsibility of the Office of Strategic Enrolment Services to ensure appropriate authorization has been obtained. 6.4. It is the responsibility of the student to ensure that the Professional and Part-time Learning course is an approved equivalent to the day course and meets the graduation requirements for their program. 6.5. It is the responsibility of the student to ensure that registration is complete and that the course is recorded on their timetable. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy may disadvantage a student wishing to complete program requirements. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources None.

GenED, Gened Introduction Durham College strives to ensure that students who graduate from approved post-secondary programs are immediately employable in their field of study, able to progress in employment through the ability to continuously learn and capable of contributing positively to the society in which they live and work. General education provides an opportunity for Durham College students to learn more about themselves and the robust world they live in by better preparing them for the challenges and opportunities of their chosen career and for life in general. 2. Purpose This policy and procedure will provide a mechanism for complying with the Ministry of Training, Colleges and Universities (MTCU) Minister’s Binding Policy Directive Framework for Programs of Instruction. This directive requires each program of study to provide students with vocational, essential employability and general education courses. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. For Ontario College Diploma and Advanced Diploma programs, students must complete a minimum of three (3) elective general education courses (at least 42 hours each) in order to graduate. 4.2. General education courses must not require a prerequisite. 4.3. Exceptions to the 42 hours in length requirement must be approved by the Vice-President, Academic. 4.4. General education course credits may be transferrable among Durham College’s programs of study. 4.5. General Education is intended to engage the student in learning that incorporates breadth of study beyond the vocational field of study. 4.6. As program teams review curriculum, any changes will ensure continued compliance with the General Education policy. 5. Procedure 5.1. Proposed general education courses will be vetted through the General Education Committee to ensure general education requirements are met. The Associate Dean of the School of Interdisciplinary Studies will maintain a detailed, up-to-date record of the status of all submissions. 5.2. As programs propose curricular change (major and/or minor), the Manager, Program Review and Renewal will ensure the program is General Education compliant. Advice will be sought from the General Education Committee or Executive Dean or designate of the School of Interdisciplinary Studies, as necessary. 5.3. Once each academic year, the Executive Dean or designate from the School of Interdisciplinary Studies will issue a call for proposals for new General Education courses to college faculty. Those proposals are to be submitted to the Associate Dean of the School of Interdisciplinary Studies and compiled for review by the General Education Proposal and Course Review Committee. The Committee will assess the proposals based on subject area, content, student workload and perceived interest to students and then make recommendations for development. Any newly developed course(s) will be available to be included in a list of offerings for an upcoming academic year. Annually, the Executive Dean of the School of Interdisciplinary Studies will provide a report to the Academic Leadership Team of the newly developed courses. 6. Roles and responsibilities 6.1. The Vice-President, Academic is responsible for ensuring that the General Education Policy is fully implemented. 6.2. The Manager, Program Development and Quality Assurance is responsible for ensuring all new programs being submitted to the Credentials Validation Service (CVS) comply with MTCU’s Binding Policy Directive, Framework for Programs of Instruction – General Education requirements. 6.3. The Manager, Program Review and Renewal is responsible for ensuring that any programs proposing major and/or minor changes to the program of study will comply with the MTCU’s Binding Policy Directive, Framework for Programs of Instruction – General Education requirements. 6.4. The General Education Committee is responsible for reviewing new general education course proposals and the Executive Dean or designate, School of Interdisciplinary Studies is responsible for providing final approval. 6.5. The Executive Dean or designate of the School of Interdisciplinary Studies is responsible for providing a proposed roster of elective General Education courses to Strategic Enrolment Services and the Bookstore. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy and procedure puts the College in conflict with the Minister’s directive and at risk of actions by the government. It also risks the College’s reputation for high-quality education and students’ ability to meet the necessary requirements to obtain their credential. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Board of Governors’ Policies: Executive Limitations: Programs of Instruction MTCU’s Binding Policy Directive: Framework for Programs of Instruction MTCU’s Development Program Standards Postsecondary Education Quality Assessment Board: Handbook for Ontario Colleges Ontario Qualifications Framework General Education Committee Terms of Reference

1. Introduction Grades represent the level of student mastery of course requirements. From time to time, a student may believe that an error or misapplication of a grade has been assigned. The existence and impartial operation of a grade appeals process affords recourse to students regarding assessment of their academic performance. 2. Purpose This policy and procedure outlines the structure within which students and employees can address academic appeals related to grading. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Grades shall be assigned by faculty uniformly and impartially, in keeping with stated evaluation criteria noted in the published course outline. 4.2. A grade is any aspect of assessment of course-work (including tests and quizzes), co-op placements, assignments, clinical placements, field placements, or examinations. 4.3. Students have the option to appeal a decision that affects their grade in a particular course. 4.4. Grades are presumed accurate and appropriate. It is a student’s responsibility to demonstrate otherwise. 4.5. Appeals shall be based on an error or misapplication of a grade in a course or College policies. 4.6. All grade appeals shall be considered individually. 4.7. The grade appeal process shall be phased, and expeditiously administered using prescribed timelines with opportunities for resolution. 4.8. It is a student’s responsibility to initiate each phase of the appeal process. 4.9. A separate grade appeal must be completed for each grade being appealed. 5. Procedure 5.1. School-Level Academic Appeal This portion of the grades appeal process is related to grading of course-work, co-op placements, assignments, clinical placements, field placements, examinations and/or final course grades. All issues involving grades must be dealt with directly by the School that delivered the course through the process outlined below. There is no further right of appeal of a grade once the school has completed Step 2 and made a decision. 5.1.1. Step 1 – Informal A student who wishes to appeal a grade, will first speak to the faculty member within 5 business days of the release of the grade on the College learning management system (LMS) or MyCampus. The faculty member will review the concern outlined by the student. The faculty member and student will explore ways to resolve the concern. If the resolution involves a grade change; a. within the semester, the faculty member will update the LMS or b. after the final grades have been submitted, the faculty member will submit a Grade Change Form. 5.1.2. Step 2 – Formal This portion of the process is initiated if the faculty member and student are unable to resolve the issue from Step 1 and to grades worth at least 20 per cent of a final grade; or to cases where a student has failed the assessment worth at least 10 per cent and believes there is a major discrepancy of at least 10 per cent between the grade they earned and the grade they feel they should have earned; or to courses with pass/fail final grades/assignments. Once Step 1 has been completed a student may begin a SchoolLevel Academic Appeal. To commence a School-Level Academic Appeal, the student will provide a signed written appeal (Form A: School-Level Academic Appeal) to their school administrator within 10 business days of the release of the grade on the College LMS or MyCampus along with the following information: a. A description of the basis for the grade appeal clearly describing the perceived error in grading or misapplication of the grade; b. Actions taken to date, including details in Step 1 of the procedure, along with all supporting documentation (may include but are not limited to: medical notes for self or dependents, death notification, accident report, police report, court documents, Access and Support Centre (ASC) documentation); and c. The outcome being sought (e.g. grade change, etc.). The school’s administrator will review the grade appeal and seek clarification from all parties involved, as necessary. The school’s administrator will provide a decision in writing to the faculty member and student within 10 business days of receiving the Step 2 grade appeal. If the resolution involves a grade change; a. within the semester, the faculty member will update the LMS or b. after the final grades have been submitted, the faculty member will submit a grade change form. The outcome of Step 2 will be retained in the school office where the grade appeal was initiated. A separate grade appeal must be completed for each grade being appealed. There is no further option of appeal of the grade once the school administrator has completed Step 2 of this procedure and made a final decision. Students awaiting the outcome of a grade appeal may register in the next semester of their program and enroll in all regular courses. Where a grade appeal involves academic performance in a work integrated learning opportunity, that includes but is not limited to field placement or practicum or clinical or lab or co-op, the student will not be permitted to enroll in the subsequent field placement course while awaiting the decision from Step 2. In the event that the grade being appealed is upheld, resulting in the student failing a prerequisite course, the student will be withdrawn from all courses to which that prerequisite course applies. If the result of the grade appeal leads to withdraw from a program, then the case can be referred by the student to the College-Level Academic Appeals. If the complaint is deemed to be false, frivolous, vexatious, or made in bad faith, the relevant senior administrator will meet with the student to discuss the motivation for the grade appeal and may refer the matter for review under the Durham College Student Conduct policy and procedure (ADMIN-248). The assignment of grades is a School-Level decision and a student may not appeal the resulting grade to the College-Level Academic Appeal Committee except for reasons relating to breach of policy or procedure in the handling of the School-Level Academic Appeal. A breach of policy or procedure can include failure to adhere to the correct timelines as stated in the Step 1 or Step 2 of this procedure. In such cases, the College-Level Academic Appeal must be filed by the student within 5 business days of the student’s receipt of the decision of the School-Level Academic Appeal from Step 2. 5.2. College-Level Academic Appeal The Academic Appeals Committee reviews course-work, co-ops placements, assignments, clinical placements, field placements, examinations and/or final course grades in which a breach in process from the School-Level academic appeal has taken place or academic appeals relating to an academic decision pertaining to academic withdrawal. 5.2.1. Commencement of a College-Level Academic Appeal To commence a College-Level Academic Appeal, the student will provide a signed written appeal (FORM B: College-Level Academic Appeal) to the Associate Vice-President, Academic within 5 business days of the School-Level Academic Appeal decision along with the following supporting documents (This documentation will be referred to as the student appeal package): a. A letter of explanation outlining the grounds for the appeal clearly describing the perceived error in or misapplication of College policies, or procedures; b. A copy of the written decision by the school’s administrator from Step 2 of the School-Level Academic Appeal; c. All supporting documentation (may include but not limited to: medical notes for self or dependents, death notification, accident report, police report, court documents, ASC documentation); and d. The outcome being sought. The Associate Vice-President, Academic will a. notify the school’s administrator of the pending appeal, who will then notify the faculty member(s) involved; and b. request any documentation relating to the student grade appeal (This documentation will be referred to as the school appeal package) The Associate Vice-President, Academic will forward the student and school appeal packages to the Academic Appeals Committee chair within 5 business days. The Academic Appeals Committee chair will establish the Committee and set a hearing within 10 business days from the receipt of the school and student appeal packages. 5.2.2. Composition of the Academic Appeals Committee The Academic Appeals Committee will be composed of: An Executive Dean/Dean/Director or designate from another School (this individual will not be from the same school as the student who has initiated the grade appeal); A faculty member from another School (this individual will not be from the same school as the student who has initiated the grade appeal) and; A Durham College student (this individual will not be from the same school as the student who has initiated the grade appeal). The appointment of the Academic Appeals Committee chair and faculty member are the responsibility of the Associate Vice President, Academic and these roles will have a term of two academic years. While the composition of the Academic Appeals Committee is not open to appeal, in selecting the committee, the Academic Appeals Committee chair will avoid conflict or appearances of bias or a conflict of interest with the appealing students. Any concerns of the student regarding the Academic Appeals Committee composition must be addressed prior to the start of the Academic Appeals hearing, in writing, to the Associate VicePresident, Academic. 5.2.3. The Academic Appeals Hearing The Academic Appeals hearing will be heard within 10 business days of the receipt of the appeal package. Any change to this requirement requires the consent of both parties, and the Academic Appeals Committee chair, and consent will not be withheld arbitrarily. The student who filed the appeal package may be represented by an advisor. (An advisor can be a peer, guardian, friend, classmate, lawyer, etc.) If the student selects a lawyer as their advisor, then the student must notify the Academic Appeals Committee chair at least 2 business days in advance of the hearing. The advisor must be identified at the beginning of the Academic Appeals Hearing, and cannot be changed during the appeal except under unusual circumstances. The advisor may provide advice or make the presentation on behalf of the student, provided that only one person, the advisor or the student speaks. If a student engages legal counsel during this process, the student will be responsible for their legal costs incurred. The advisor may call upon the student they are representing to provide testimony. The process to be followed in the hearing will be outlined by the Academic Appeals Committee chair at the commencement of the hearing. If the student is absent from the hearing, the hearing will be postponed to enable the Academic Appeals Committee chair to evaluate the reasons for the absence. The Academic Appeals Committee chair has discretion to then either reschedule the hearing, or cancel the appeal. Following introductions by the Academic Appeals Committee chair, the hearing will commence and include: An opportunity for the student who filed the student appeal package to outline the reason for the appeal by elaborating on any new evidence or perceived procedural irregularity; An opportunity for the faculty or designate to outline the grade assigned (this can be done in person during the hearing or by written submission); An opportunity for the Academic Appeals Committee to clarify any issues raised by directing questions to the student through the Academic Appeals Committee chair; and Such other practices and procedures deemed appropriate at the discretion of the Academic Appeals Committee chair. 5.2.4. Disposition The Academic Appeals Committee may order: Retesting or the opportunity to complete work/assignments; or Alteration or additions to imposed penalties; or Reversal of academic decision that was under appeal; or Upholding of academic decision that was under appeal. Note: The requirements of accreditation or regulatory bodies, when applicable, will be used as a guide for the disposition, as the decision must align with accreditation or regulatory requirements. 5.2.5. The Decision The Academic Appeals Committee will render its decision with reasons in writing within 10 business days of the completion of the hearing. The written decision will be provided by the Academic Appeals Committee chair to the Associate Vice-President, Academic, the school’s administrator, the faculty member(s) and the student. If the resolution involves a grade change; i. within the semester, the faculty member will update the LMS or ii. after the final grades have been submitted, the faculty member will update the LMS and submit a grade change form. The decision is final and binding on all parties, with no further appeal allowed. A student may withdraw their request for a College-Level Academic Appeal prior to the scheduled hearing date. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic to ensure that the Grade Appeals policy and procedure is fully implemented. 6.2. It is the responsibility of the student to initiate the School-Level and CollegeLevel Academic Appeals process within the established timelines. 6.3. It is the responsibility of the school’s administrator to provide the student with a written decision from the School-Level Academic Appeal within the established timelines. 6.4. It is the responsibility of the Academic Appeal Committee chair to craft and provide a written decision to the student, faculty member(s), Associate Vice President, Academic and school administrator of the outcome of their CollegeLevel Academic Appeal within the established timelines. 6.5. It is the responsibility of the Office of the Associate Vice-President, Academic to establish and train an Academic Appeals Committee. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy may affect the integrity of the grade appeal process and the final disposition of the student’s academic grade. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Minister’s Binding Policy Directive on Frameworks for Programs of Instruction

1. Introduction Graduation marks a student’s successful completion of their prescribed program of study. Ensuring that Durham College students have met a minimum standard of academic achievement enhances the reputation of the College by acknowledging the quality of our programs and the preparation of our students to enter the workplace or pursue further education. 2. Purpose This policy and procedure is the basis upon which decisions are made regarding student eligibility for graduation at Durham College. It also documents the processes, roles and responsibilities associated with the graduation process. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Durham College will produce credentials for any student who has met or exceeded the minimum defined program requirements. 4.2. Strategic Enrolment Services (SES) will be the sole authority in confirming a student’s eligibility to graduate. 4.3. All full-time students in the final semester of their program will be audited for completion of their program. Continuing Education students, Critical Care Nursing program, as well as part-time and off-track students (in post-secondary programs) must apply for graduation (within the application deadlines) in order to be considered. 4.4. To qualify for graduation, a student shall complete at least 25 per cent of the program’s courses at Durham College. Page 2 of 11 4.5. It is the student’s responsibility to be aware of program-specific requirements for graduation including, but not limited to: a minimum PGPA of 2.0 for certificate, diploma, advanced diploma and graduate certificates; a minimum PGPA of 2.5 for baccalaureate/bachelor’s degrees; minimum course grades; and/or restrictions on the acceptable number of course failures. 4.6. A general education (GNED) course may only be used once to satisfy the requirements of a program of study. 4.7. Students may be declined permission to graduate and/or have their credentials withheld in situations such as, but not limited to: failure to settle outstanding debts to the College; failure to return College-owned equipment or materials; exceeding graduation timelines, and unresolved conduct issues. 4.8. In order to ensure that the credential meets current industry standards, the maximum time allowed for any student to complete a post-secondary program is twice the duration of the program plus one semester and five years for Board of Governor and Recognition of Achievement certificates. When it is identified that a student will exceed this timeframe, SES (in consultation with the relevant school office), will determine the most appropriate program of study for the student to be audited against. 4.9. In the event a program is suspended or cancelled, Durham College will commit to supporting students currently enrolled in that program to complete their credential for the time period it would normally take to complete the program. The College will work with off-track students to try and find the courses necessary at other institutions to complete their program. 4.10. Students who have left the College for one semester or more will not be eligible to graduate from a program that is no longer offered by the College. The College will work with students in this situation to try to identify a program they may be eligible to complete. Program completion is subject to the duration requirements as outlined in policy statement 4.8. 4.11. All students eligible to graduate from a post-secondary, apprenticeship, or Board of Governors certificate program, who achieve a PGPA of 4.0 or higher shall be eligible for the President’s Honour Roll. 4.12. Credentials are awarded to students at convocation. If a graduating student is absent from the ceremony, the credential is awarded ‘in absentia’ and may be obtained from SES following convocation. All credentials not claimed within a two-year period following convocation are destroyed. 4.13. Credentials may be reproduced upon request of the graduate. The credentials will reflect the original date of graduation, as well as the date of re-issue. Page 3 of 11 4.14. Students may qualify for more than one credential by applying common courses toward multiple credentials. Students must declare their intention to do so to SES in their graduating year and must meet all of the program learning outcomes of each unique credential. 4.15. Students who leave the College before completing their full program (e.g. a twoyear diploma instead of a three-year diploma or a one-year certificate instead of a two-year diploma) may be awarded a lesser credential. 4.16. Multiple credentials will not be awarded retroactively for the same study and evaluation. Students who have graduated with an Ontario College Diploma will not be awarded an Ontario College Certificate in the same area of study. Similarly, students who have graduated with an Ontario College Advanced Diploma will not be awarded an Ontario College Diploma in the same area of study. 4.17. A student who has completed a program within the required duration as outlined in policy statement 4.8 but has never notified the College, may be eligible to receive a credential that reflects the original program completion date, as well as the date of issue. 4.18. The student’s full legal name, as recorded on the student record, will be used for printing on the credential unless a request for a legal name change is submitted, accompanied by official government-issued documentation. Exceptions will be considered on an individual basis. 4.19. A student shall be considered for graduation posthumously if 75 per cent of the program requirements have been successfully completed at their time of death. Individuals being considered will be approved by the Executive Director/Registrar, in consultation with the Vice-President, academic, and the Executive Dean/Dean for the program. In the event that 75 per cent of the program requirements have not been met, a “certificate of achievement in memoriam” will be issued. This document will be prepared upon notification of the student’s passing. 5. Procedure 5.1. Review and Verification of Graduate Eligibility After final grades have been entered for the semester, a list of all potential graduates (full-time students who are in the final semester of their program) is extracted from the system by SES. The timing of this process will be in accordance with the grade submission deadlines published in the academic calendar. SES will verify the academic files for potential graduates against the program of study as recorded when students started their program to ensure they have completed all of the program requirements. Page 4 of 11 SES staff will meet with each school (Administrative Coordinator or designate) to review all potential graduate audit files. If course substitutions are identified, the changes are applied to the student record and the student file is re-audited to ensure all program requirements have been met. All course substitutions are documented and reflected in the Student Information System. SES will generate a final list of graduates and share this with each school office for review. Final changes will be identified and adjustments will be made by SES as necessary. SES shares the final list of graduates with: • Communications and Marketing to produce the convocation program; • SES for the production of credentials; • Office of Student Diversity, Inclusion and Transitions to identify recipients of DCAA Leader of the Future Awards, The Doris and Gordon Willey Founder’s Cup for Excellence and The President’s Award of Excellence in Student Leadership; • Financial Aid & Awards to identify scholarship recipients for the convocation program; • International Education for immigration purposes; and • Office of Development and Alumni for the promotion of the Alumni Association. • Finance for the purpose of identifying graduating students with an outstanding balance. Students who have successfully passed the graduation audit process are updated to a status of ‘approved not yet awarded’ in the student information system by SES. Students who do not pass the graduation audit are updated b SES to a status of ‘not eligible’. Approximately two weeks prior to convocation, students identified as ‘not eligible’ will be sent an e-mail by SES advising them of their status. The student is advised to contact their school office if they feel an error has been made. After convocation ceremonies have been held, all qualifying graduates have their status changed in the student information system by SES to ‘certificate awarded”, “diploma awarded” or “degree awarded”. 5.2. Determination of Medal and Award Recipients Once all student files have been audited (approximately one month after final grades have been submitted), medal recipients, President’s Honour Roll recipients, and highest ranking graduates will be identified under the following criteria: Page 5 of 11 5.2.1.1. Academic Medals • To be eligible for consideration for an academic medal, graduates within the academic year must be full-time, part of a cohort, and have completed their studies within 100 per cent of the normal duration of their program. • The student with the highest PGPA from all diploma and advanced diploma programs is selected. This individual receives the Governor General’s Academic Medal and W. Bruce Affleck Memorial Scholarship. Where there is a tie, the student with the highest weighted average for the courses in their program is awarded the medal. This recipient is not eligible for other College medals. • The student with the highest PGPA in an apprenticeship, certificate, diploma, advanced diploma, graduate certificate and baccalaureate/bachelor’s degree program (across all schools) is selected to receive a Durham College Medal. Where there is a tie, the student with the highest weighted average for the courses in their program is awarded the medal. Should a fall graduate be the award recipient, he or she will be invited to attend the spring convocation to receive his or her award. • All medal winners are advised of their awards by the Vicepresident, Academic. Congratulatory letters and cheques are prepared by Financial Aid & Awards and recipients may pick these up in-person in the Student Services Building or have them mailed to them. • SES advises Marketing and Communications of the medal winners. • Communications and Marketing will: • Arrange for the engraving of the medals; and • Contact the recipient to arrange for a photo session at convocation. Page 6 of 11 5.2.1.2. The Doris and Gordon Willey Founder’s Cup of Excellence • Prospective graduates apply for The Doris and Gordon Willey Founder’s Cup of Excellence. Applications are reviewed by the Student Leadership Working Group which selects a recipient based on the published award criteria. • This award is only presented at the spring convocation. Fall graduates apply in the fall of their graduating year and are reviewed the following spring. Should a fall graduate be the award recipient, they will be invited to attend the spring convocation to receive their award and will sit in the VIP section on the graduation floor. • The Manager, Student Development will: o Advise the award winner; o Request the production of cheque for the award; o Provide the name of the recipient to Communications and Marketing for the production and framing of a certificate; and o Provide the name to SES for notation on the graduate’s name card and inclusion in the convocation program. • Communications and Marketing will: o Prepare and frame the certificate; o Arrange for the engraving of The Doris and Gordon Willey Founder’s Cup for Excellence and keepsake award; and o Contact the recipient to arrange for photo sessions at convocation. 5.2.1.3. President’s Honour Roll • Students who have achieved a PGPA of 4.0 or higher at point of graduation will be designated for the President’s Honour Roll (excluding Recognition of Achievement recipients). • SES will run an extract of all qualifying graduates and congratulatory letters will be produced. • Letters will be included in the credential envelope for all recipients. Page 7 of 11 5.2.1.4. Highest Ranking Graduates • To be eligible for consideration for a convocation medal, graduates within the academic year must be full-time, part of a cohort, and have completed their studies within 100 per cent of the normal duration of their program. • For each term, the student with the highest PGPA in each certificate, diploma, advanced diploma, graduate certificate and baccalaureate/bachelor’s degree program will receive the honour of highest ranking graduate. Where there is a tie, the student with the highest weighted average for the courses in the final year of their program is awarded the honour of highest ranking graduate. • SES will produce certificates for all highest ranking graduates and they will be included in the credential envelope. 5.2.1.5. President’s Award of Excellence in Student Leadership • To determine the recipient of the President’s Award of Excellence in Student Leadership, the Student Leadership Working Group reviews the list of nominations for the DCAA Leaders of the Future Award. The working group then selects the top student leader based on the published award criteria. • This award is only presented at the spring convocation. Fall graduates who are nominated for the DCAA Leaders of the Future are reviewed the following spring for the President’s Award of Excellence in Student Leadership. Should a fall graduate be the award recipient, they will be invited to attend the spring convocation to receive their award and will sit in the VIP section on the graduation floor. • The Manager, Student Development will: o Advise the award winner; o Request the production of cheque for the award; o Provide the name of the recipient to Communications and Marketing for the production and framing of a certificate; and o Provide the name to SES for notation on the graduate’s name card and inclusion in the convocation program. Page 8 of 11 5.2.1.6. DCAA Leaders of the Future Awards • Once graduation audits are complete, the Student Leadership Working Group will determine recipients of the DCAA Leaders of the Future Awards (20 awards) based on nomination forms received from the campus community. • The Manager, Student Development will: o Advise the award winner; o Request the production of cheque for the award; o Provide the names of the recipients to Communications and Marketing for the production of certificates; and o Provide the names to SES for inclusion in the convocation program. • Formal awards are distributed to recipients at the DCAA Annual General Meeting. 5.3. Production of Convocation Program The final list of graduates, medal and award recipients is sent to Communications and Marketing by SES. Communications and Marketing prepares a first draft of the convocation program for review by SES. Adjustments are made by SES as necessary. Once this process is complete, SES shares draft convocation program with the academic school offices. The Executive Director/Registrar approves the final copy before sending the convocation program to print. 5.4. Production of Credentials Seven different types of credentials may be produced. These are: • Certificates; • Diplomas; • Advanced Diplomas; • Graduate Certificates; • Baccalaureate/Bachelor’s Degrees; • Board of Governors Certificates (where total hours exceed 205 hours); and • Continuing Education Recognition of Achievement certificates. Page 9 of 11 Certificates, diplomas, advanced diplomas, graduate certificates, and baccalaureate/bachelor’s degrees contain the following signatures: • President; • Chair, Board of Governors; • Vice-President, Academic; and • Executive Director/Registrar. Board of Governors and Recognition of Achievement certificates contain the signatures of: • Vice-President, Academic; and • Executive Director/Registrar. Prior to the production of credentials, all signatures will be verified to ensure they are current. If any signatures require updating, the President’s Office or the Office of the Vice-President, Academic will be contacted (as appropriate) by SES to obtain the most current ones. Prior to sharing any graduate information with the external printer, SES will ensure that all confidentiality agreements have been signed. The master graduate list is sent by SES to the external printer for credential production and once processed, the credential file is produced and reviewed. Once approved, the external printer creates the actual credentials. Upon delivery, printed credentials (sealed and embossed) are reviewed by SES for errors/omissions and all corrections are either resent to the external printer for reprinting or reprinted in-house (depending upon timing and volume). SES places finished credentials into credential envelopes. Any special letters and/or awards are also included with the corresponding credential. Credentials are filed in alphabetical order for pick up after the convocation ceremony. For graduates with outstanding financial balances, SES will place a credential hold notification in their credential envelope. The graduate will receive their credential once all outstanding fees are paid. 5.5. Distribution of Credentials Credentials are distributed on-site after each convocation ceremony. When a graduate returns their gown, the credential will be released. Page 10 of 11 Those graduates who do not attend convocation may pick up their credential at the Student Services Building, Oshawa Campus one week after all ceremonies have been completed. A graduate may choose to have their credential sent if in-person pickup is not possible. A fee will be charged for this service and payment is required at the time the request is submitted. All credentials not claimed within a two-year period following convocation are destroyed. After this time, graduates may request that a duplicate credential be produced. A fee will be charged for these requests and payment is required at the time the request is submitted. 6. Roles and responsibilities 6.1. It is the responsibility of the student to ensure they apply to graduate within the published timelines as established by SES. 6.2. It is the responsibility of the academic schools to ensure that grades for all graduating students are submitted within prescribed timelines in order to ensure that graduation audits can be completed on time. 6.3. It is the responsibility of Communications and Marketing to produce the final copy of the convocation program, produce all special certificates, and ensure that awards are acquired and engraved. 6.4. It is the responsibility of the Manager, Student Development to provide the names of the Founder’s Cup, President’s Award of Excellence in Student Leadership, and DCAA Leaders of the Future Award recipients in accordance with published timelines. 6.5. It is the responsibility of Financial Aid & Awards to provide a list of all scholarship recipients in accordance with published timelines. 6.6. It is the responsibility of the Executive Director/Registrar, to ensure that this policy and procedure is fully implemented. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). Forms for applying to graduate, convocation programs, and credentials are available in alternate formats upon request. Page 11 of 11 8. Non-compliance implications Failure to comply with this policy and procedure may compromise the integrity of the graduation and credential granting process, ultimately having a negative impact on the reputation of the College. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • Ministry of Training, Colleges and Universities – Minister’s Binding Policy Directive on Framework for Programs of Instruction

Introduction Durham College offers a diverse mix of high-quality, relevant programs for career focused students. Admission standards are a clear signal to prospective students about the preparation needed to succeed in college, and the admission process must be carried out in an objective and transparent manner. Purpose This policy and procedure provides a framework by which all prospective international students shall be considered for full-time admission into a post-secondary program at Durham College. Definitions Refer to Durham College’s Standard Definitions. Policy statements All international applicants have the right to fair and equitable assessment for admissions as per the application deadlines. Admission requirements shall be established on a program-specific basis, by the academic school at the time of program approval. A program may require applicants to meet additional or alternative admission criteria. Admission requirements can only be revised 18 months prior to the start of an academic year. An international applicant may be issued a conditional offer of admission to a program, provided that the applicant has indicated their intent to complete an outstanding admission requirement within a stipulated timeframe, prior to the start of the academic term to which they have applied. Failure to do so will result in the revoking of the conditional offer and/or the removal of the student from their program. Meeting minimum admission requirements does not guarantee admission into a course or program. International applicants not admitted to the program of their choice may be offered the opportunity to apply for a different program. International applicants may apply to a maximum of two (2) program choices at the time of application. Program availability varies by semester and is subject to change. Program availability is defined by Durham College International Education Office and the Office of Strategic Enrolment Services. Students seeking readmission to Durham College shall be subject to current program admission requirements and may be subject to additional conditions. Durham College retains the right to refuse readmission to international students who have been suspended or dismissed from the institution, for either academic or non-academic reasons. Durham College retains the right to refuse readmission to international students who have not met their immigration conditions of study as set out on their study permits and/or Canadian immigration laws, rules and regulations. It is the responsibility of the international applicant to ensure that application information and all supporting documentation is truthful, complete and correct. Durham College reserves the right to verify the authenticity of any documentation provided as part of an application. If it is proven, or if Durham College has reasonable grounds to conclude that false information has been provided, the application will be denied. International applicants not admitted shall receive an email from the Durham College International Education Office stating the reason for non-admission. International students may apply through educational agencies. Random selection will not be used as an applicant selection technique. Procedure Selection Process The Durham College International Education Office will consider all international applicants to Durham College in an equitable, consistent and transparent manner. The selection process for all international applicants involves the: Determination of college eligibility; and Determination of program eligibility To be considered for admission to the college in a certificate, diploma, or advanced diploma program, an international applicant must be a holder of an Ontario Secondary School Diploma (OSSD) or equivalent as determined by Durham College international admissions team. College eligibility – compressed fast track or graduate certificates To be considered for admission to the college in a compressed fast track or graduate certificate program, an international applicant must provide proof they have completed the equivalent of an Ontario Secondary School Diploma (OSSD) or equivalent and a college diploma/advanced diploma or university degree as determined by Durham College’s international admissions team. College eligibility – degree programs To be considered for admission to the college in a degree program an international applicant must provide proof they have completed the equivalent of an Ontario Secondary School Diploma (OSSD) with six university/college courses at the Grade 12 level or equivalent as determined by Durham College’s international admissions team. Program eligibility It is recognized that in order to benefit from the program of instruction, certain knowledge, aptitudes and skills are required. Program eligibility criteria are established on a program-specific basis by the academic departments, in consultation with the executive director and registrar and are approved by the vicepresident, Academic. Program eligibility criteria must be relevant to the program and capable of objective demonstration or measurement. If questionnaires are used for applicant selection, they must include the following notification to comply with the Freedom of Information and Protection of Privacy Act: In accordance with the Freedom of Information and Protection of Privacy Act, your personal information is collected, retained and reported to the Ministry of Advanced Education and Skills Development under the legal authority of the Ontario Colleges of Applied Arts and Technology Act, 2002. MTCU collects student level enrolment-related data, which includes limited personal information such as Ontario Education Numbers, student characteristics and educational outcomes, in order to administer government post-secondary funding, policies and programs, including planning, evaluation and monitoring activities. Your personal information may also be used or disclosed for administrative, information technology, law enforcement, statistical or research purposes of the College or ministries and agencies of the Ontario and federal governments. Further details are available at our Privacy page (http://www.durhamcollege.ca/about-us/legalprivacy) or by contacting the Freedom of Information and Protection of Privacy Coordinator, President’s Office, 2000 Simcoe Street North, Oshawa, ON L1G 0C5, 905.721.2000 ext. 3292 Where selection criteria include aptitude tests, interviews, campus orientation or other selection tools requiring mandatory college visits, alternative arrangements will be made available for international applicants. English Language Proficiency Durham College has established English language entry levels for all of its programs. International applicants, for whom English is not a first language, must provide proof of English language proficiency as an admission requirement for their selected program. International applicants are normally required to complete an internationally recognized test such as the International English Language Testing System (IELTS), Test of English as a Foreign Language (TOEFL) or Canadian Academic English Language Assessment (CAEL), or the Cambridge English Language Assessment. International applicants will be assessed according to the program admissions criteria, based on their academic transcripts and English language proficiency. International applicants, who have been educated outside Canada, must submit proof of their academic record to the College. Documents submitted in languages other than English must be submitted with a certified true translation. Publication  The college will maintain a central admissions publication, which is a compilation of the admission requirements and selection procedures for each program of instruction, waiting list information and an admissions decision review procedure. The publication will be made available to the public in both print and electronic format. The Durham College website and particularly the program pages will be deemed to contain the most current information as changes will be made as required throughout the admissions cycle. In cases where admission requirements for a post-secondary program of instruction at the college are changed in the direction of greater stringency, applicants are to be given a minimum of 18 months notice before the change is implemented. International application process  An international applicant wishing to apply to a first-year, first-semester post-secondary program initiates the process by submitting an application through the Durham College International online application system: www.durhamcollege.ca/intapp. An international applicant wishing to reapply to a first-year, first-semester post-secondary program must: a) If in Canada: meet with an international admissions officer b) If outside of Canada: e-mail: internationalapplications@durhamcollege.ca for further instructions All international applications for Durham College received though Durham College International online application system and/or (ontariocolleges.ca) are sent electronically within published deadlines. Each applicant receives acknowledgement by e-mail that their application(s) have been received by the College. All international applications received will be processed on a first-come, first-served basis and consideration will be based on seat availability at the time of application. All international applications to highly competitive (oversubscribed) programs may be ranked, based upon the pre-determined selection criteria for the program. This may include academic grades and/or other assessment materials. The highest ranked applicants are either issued an offer of admission offer or placed on a waiting list. Once all applications have been assessed, the first release of admission offers takes place. Qualified international applicants will receive either a full offer of admission or a conditional offer of admission and will be sent instructions by email and through mycampus.ca – the college student portal. Once an international applicant receives an offer of admission, they will either accept or decline the offer through mycampus.ca. If the applicant accepts the offer, they will move to the next phase of the admissions process – payment of fees. Payment of first semester fees secures the seat for the international applicant. 3.8. The above process continues throughout the application cycle, with offers of admission being issued as long as seats in programs remain available. 5.3.9. Documents submitted by international applicants to the Durham College International Education office will be considered as property of the college and will not be returned to the applicant. 5.3.10. All documents must be submitted via Durham College International Application System or as requested by the international admissions team. 5.3.11. The supporting documents of successful and registered international applicants (students) will become a part of the permanent student record. 5.3.12. The supporting documents of unsuccessful and/or unregistered international applicants will be destroyed at the end of the application cycle. 5.3.13. Unsuccessful and/or unregistered international applicants wishing to apply to a program in a future application cycle will be required to complete the full admissions process, including the submission of supporting documents. 5.4. Admissions appeals It is the intent of Durham College to treat all international applicants in a fair, transparent and equitable manner. As such, an international applicant may appeal an admissions decision. The following steps will be followed in an admissions appeal: • The applicant must contact the Durham College International Admissions office, requesting an explanation of the admissions decision, within five (5) days of the date that the applicant was advised of the decision. • Durham College International Admissions office will provide the applicant with a written explanation of the admissions decision, within five (5) days of the date that the applicant asked for further explanation. • The Senior International Admissions Officer, or their designate, will review the admissions decision and all corresponding communications regarding the applicant file and communicate a decision, in writing, within five (5) days of the receiving the appeal request. • If the applicant is not satisfied with the appeal decision, they have the right to submit a written request for a final review to the manager of international admissions and recruitment. This must be completed within five (5) days of the date the original admissions decision was made. The manager of international admissions and recruitment will conduct a final review of the applicant file and will communicate a decision, in writing, within five (5) business days of the date the appeal decision was communicated. All decisions are considered final at this stage. 5.5. Waiting Lists 5.5.1. Waiting lists will be established for all programs where there are sufficient applications to support this activity. The number of spaces allotted for a wait list will be determined based upon data from previous application cycles. 5.5.2. Upon request, the Durham College International Admissions office will inform international applicants of their relative position on the waiting list. 5.5.3. Waiting lists will be maintained until the fifth day of the program start. International applicants remaining on the waiting list must reapply to the program the following year or next start date and repeat the admissions process. 6. Roles and responsibilities 6.1. It is the responsibility of the dean of International Education/manager of International Admissions and Recruitment, in collaboration with the executive director and registrar, and the vice-president, Academic, to ensure this procedure is fully implemented. 6.2. It is the responsibility of the international applicant to ensure that any application is submitted according to published timelines and that all information related to the application is true and accurate. 6.3. It is the responsibility of the international applicant to be aware of the program admission and English proficiency requirements as set out by the Durham College International Education Office. 6.4. It is the responsibility of the international applicant to submit an appeal of an admissions decision within the timelines established in this procedure. 6.5. It is the responsibility of the senior international admissions officer to ensure that any first-level admissions appeals are reviewed and responded to within the prescribed timelines. 6.6. It is the responsibility of the dean of International Education/manager of International Admissions and Recruitment to ensure that all second level admissions appeals are reviewed and responded to within the prescribed timelines. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to administer the admissions process fairly and equitably may result in complaints and appeals and could have a negative impact on the reputation and of the college and the human rights of the international applicant. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. • International applicants are advised upon receipt of the application to be aware of the details regarding the international admissions policy and procedure and their responsibilities regarding this information. 10. Related forms, legislation or external resources None.

1. Introduction Fees for an academic term, or in some cases an entire academic year, should be paid by international students before a student can apply for their study permit through the Canadian High Commission. In several countries, such as India and China, this is a mandatory requirement of the study permit. In all cases, the fees must be paid before a student is entitled to register for their courses. Durham College recognizes that because there is uncertainty surrounding a student receiving or being denied a study permit, and other considerations that may cause the student to change their mind about studying at Durham College, there needs to be a policy governing withdrawals and refunds and a procedure to outline the steps students must take in order to apply to have their fees refunded. 2. Purpose Durham College’s International Student Withdrawal and Refund policy and procedure have been developed to be in compliance with the Ministry of Training, Colleges, and Universities (MTCU) fee and refund policy and Citizenship and Immigration Canada (CIC) guidelines, including separate guidelines for students applying for their study permit through the Student Partners Program (SPP) for India and China. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. In order to be eligible for a refund, written withdrawal and refund requests must be received by the end of business on the published withdrawal deadline date. After this date only fees paid for subsequent semesters will be refunded. 4.2. Students who have landed in Canada and received a Canadian study permit based on a valid offer letter from Durham College are expected to register at Durham College in the program to which they were admitted and to complete the semester for which they have paid tuition. 4.4. Durham College recognizes that there are some unforeseen circumstances in which a student may need to request to leave Durham College (withdraw), and request a refund of their tuition fees. 4.5. If an international student has not received a decision on their study permit, or is unable to attend classes by the start date on their offer letter, they must notify the International Office in writing before the withdrawal deadline in order to be eligible for a deferral or a refund. The deferral must be approved by the Durham College International Office. 4.6. Students who withdraw give up their admission to and status as a Durham College student and must return their Student Identification Card to the International Office. A student who withdraws and later wishes to return to Durham College must reapply for admission. 4.7. The International Office reports on students who withdraw, to Citizenship and Immigration Canada and Canadian Border Services. 4.8. If a student who has applied under the SPP India program receives a study permit rejection by the Canadian High Commission, Durham College is not permitted to offer a deferral to them under SPP Program policy. 4.9. There are several reasons why a student may require to request a withdrawal from Durham College including (but not limited to) the following: 4.9.1. study permit refusal; 4.9.2. decision not to pursue studies in Canada due to unforeseen circumstances before landing in Canada; 4.9.3. choosing not to pursue studies at Durham College after the student has landed in Canada and has received a Canadian study permit based on a valid offer letter from Durham College; 4.9.4. decision not to pursue studies at Durham College and to return to home country after landing in Canada. 4.10. In any of these cases, the student may be eligible to receive a refund of the fees paid to Durham College. Certain fees are withheld from student refunds. 5. Procedure 5.1. For all refunds the following procedures will be followed 5.1.1. All international student refund requests must be in writing and received through the International Office or they will not be processed. Send all requests to intlfinance@durhamcollege.ca. Documents may be dropped off in person to the International Office but all correspondence regarding the refund will be done through email. 5.1.2. Students who have landed in Canada and have a valid Canadian study permit and wish to withdraw from Durham College for any reason including transferring to another college or returning home, must book an in-person appointment with the International Office to complete and sign an official withdrawal form to be eligible for any refund. To book an appointment, email: intlfinance@durhamcollege.ca. If a student arrives to withdraw without a booked appointment, they may need to return at a different time or on a different day, depending on the schedule of staff. 5.1.3. After contacting intlfinance@durhamcollege.ca, students will be sent an email confirmation and a list of documents that must be completed, signed and returned before a request can be processed. 5.1.4. Students must submit all necessary documentation in a secure manner when possible (in person, emailed, by post, or courier) for the refund, by the deadline of 4:30 p.m. (EST) on the withdrawal deadline. For any requests received after this deadline, no refund for first semester fees will be issued. For withdrawals after the withdrawal deadline, only subsequent semester fees paid will be reimbursed. 5.1.5. The following documentation, as specified below, is required by the withdrawal deadline for all refund or withdrawal requests. Additional documents may be required at the discretion of the Executive Director, International. Incomplete packages will not be processed: a) Signed Request to Withdraw Form – provided by the International Office; b) Copy of a student’s valid passport for identification purposes (face and address pages); c) Copy of the student’s valid Canadian study permit, if they have landed in Canada; d) Appropriately filled out Wire Transfer Form (to be completed on computer where possible); e) Signed Third Party Refund Transfer Request Form (if applicable); and f) Durham College Student ID card (if obtained by the student). 5.1.6. The refund will be transferred to the student’s bank account or, upon completion of a Third Party Refund Transfer Request form, to a relative, third party (other than the student’s agent or other agent) or a new school by wire transfer only. No checks will be issued. 5.1.7. Provided that all documentation and conditions outlined above and below are met, a refund will be authorized for the total fees paid, less the amounts to be withheld as outlined on the attached fee listing, plus any direct costs incurred to process refunds, such as wire transfer fees charged by the bank. 5.2. Study permit refusals 5.2.1. In addition to the documentation outlined in item A5, the following documentation is also required by the withdrawal deadline to process a visa refusal refund. Additional documents may also be required under special circumstances: The refusal letter from the Canadian High Commission. 5.2.2. IMPORTANT – If a student has not received a decision on their study permit, or is unable to attend classes by the start date on their offer letter, they must notify the International Office in writing before the withdrawal deadline in order to be eligible for a deferral or a refund. No exceptions will be made. 5.3. Transferring to another college or university Students who have landed in Canada and have received a Canadian study permit based on a valid offer letter from Durham College, must additionally comply with the following in order to be considered for a refund if they wish to study elsewhere. 5.3.1. Under CIC guidelines, students will only be issued a study permit if they can show a letter of acceptance from a Designated Learning Institution (DLI). Therefore, students seeking to study elsewhere, must show the International Office proof of admission to another Canadian postsecondary institution that has been granted a Designated Learning Institution number (DLI#) for the semester to which they were originally admitted to Durham College. Please visit the Citizenship and Immigration Canada website for a searchable listing of DLI institutions. 5.3.2. In addition to the documentation outlined in item A5, the following documentation is required by the withdrawal deadline to process a refund for transfer to another college or university. Additional documents may be required under special circumstances. a) A copy of a valid letter of admission to another approved college or university as noted in Section C1 must be received and verified as authentic by the International Office, before a withdrawal will be approved; and b) Receipt for the initial deposit of $1500.00 CAD or greater and confirmation of enrolment from the other college or university. 5.3.3. Refunds will be transferred to the new college or university that the student is admitted to by check or wire transfer only. There will be no refunds directly to the student. 5.3.4. Durham College will report transfers to other schools to Citizenship and Immigration Canada and Canadian Border Services as study permits are issued based on letters of admission to Durham College. 5.4. Withdrawing to return to home country (after landing in Canada) 5.4.1. In addition to the documentation listed in section A5, the following documentation is required by the withdrawal deadline, to process a refund for students returning to their home country: A copy of student’s valid passport for identification purposes – showing all pages and the landing stamp of the home country; and A copy of a one-way plane ticket home. Additional documents may be required under special circumstances. 5.4.2. Citizenship and Immigration Canada will be notified to cancel the student’s study permit 5.5. Deferrals to next intake at Durham College – for students not in Canada 5.5.1. No deferrals will be made for students who have already landed in Canada 5.5.2. Students who wish to defer their offer of admission to the next available intake must: a) Submit their request in writing to intlfinance@durhamcollege.ca. b) Submit all necessary documentation by 4:30 p.m. (EST) on the withdrawal deadline date. No deferral and no transfer of first semester fees paid will be issued for requests received after the withdrawal deadline. No exceptions will be made. c) Complete, sign and submit a Request for Deferral Form by the withdrawal deadline. 5.5.3. Please note that students will only be allowed one deferral. All other requests will be denied and students will be instructed to reapply for admission to Durham College. 5.5.4. If an SPP India student visa is rejected by CIC, Durham College is not permitted to offer a deferral under the policy of the SPP program. As an SPP school, the College must adhere to the SPP policies. 6. Roles and responsibilities 6.1. It is the responsibility of the Executive Director of International Education, in collaboration with the Vice-President, Academic, to ensure this procedure is fully implemented. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy could undermine the integrity of the Canadian Immigration system and cause financial and reputational damage to the college. It may also cause financial and/or immigration difficulty for international students. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Citizenship and Immigration Canada – Canadian High Commission, New Delhi, Consulate General of Canada, Chandigarh – Canada-In-India & ACCC Student Partners Program (SPP) – Program Extension Proposal Ministry of Training, Colleges and Universities – Tuition and Ancillary Fees Reporting Operating Procedure

1. Introduction Durham College acknowledges the value of skills and knowledge attained through prior work, volunteer, life and/or academic experiences and encourages students to apply for academic credit for this experience through the prior learning assessment process. 2. Purpose This policy and procedure provides the criteria for demonstrating, evaluating and acknowledging prior student learning and/or experience that may be deemed equivalent to current Durham College course requirements. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Whenever possible, maximum recognition of prior learning will be given. 4.2. A student shall not initiate the Prior Learning Assessment and Recognition (PLAR) process if they: Were registered in, or audited the course in the previous ten (10) months; Failed the course within the previous two (2) academic years; or Has misrepresented their performance in a College course for the purpose of obtaining marks or recognition. 4.3. For all post-secondary credentials, no more than 75 per cent of a program of study can be obtained through PLAR processes . 4.4. It is recommended that applications for PLAR be completed prior to course commencement. In any case, students enrolled in the course must apply and make payment for the PLAR process within ten business days of course commencement. 4.5. In the event that a student is enrolled in the course they are seeking credit for before applying for PLAR, all applicable withdrawal deadlines will apply. 4.6. Timelines for completing PLAR processes shall be prescribed but vary based on factors including, but not limited to, availability of faculty subject experts and/or access to appropriate testing facilities. 4.7. Fees for processing PLAR applications will be levied. 4.8. To apply for PLAR consideration, students must have a secondary school diploma or equivalent, or meet mature student status. 4.9. Not all courses are eligible for PLAR consideration. It is the candidate’s responsibility to review the course outline for the current academic year to confirm course eligibility for the PLAR process. 4.10. Students are granted only one opportunity to PLAR a course. 4.11. Credit for courses earned through the PLAR process does not automatically provide direct entry into a program of study. PLAR candidates must still meet all admission requirements for a program. 4.12. PLAR assessment methods shall be determined by the appropriate subject matter expert from the applicable program area. 4.13. Credits gained through PLAR will be assigned a grade and are transcribed in the same manner as credits earned through coursework at the College. Numeric grades assigned from successful PLAR assessments impact a student’s grade point average. 4.14. Decisions regarding PLAR may be appealed. 4.15. The penalties for academic dishonesty also apply to PLAR assessments. Specific details can be found in the Academic Integrity policy and procedure (ACAD-101). 5. Procedure The timelines listed may vary based on factors including, but not limited to, availability of faculty subject experts and/or access to appropriate testing facilities. 5.1. Applications for Prior Learning Assessment and Recognition Applications for PLAR should be completed prior to course commencement; however, they shall be accepted up to 10 business days of course commencement. Application forms for PLAR are available in the Strategic Enrolment Services office, school offices, and can be downloaded from the Durham College website, www.durhamcollege.ca/plar. Courses with the mass challenge option must have a minimum enrolment of 10 post-secondary students by published deadlines. A student will initiate the PLAR process by registering and making fee payment through Strategic Enrolment Services. Once a PLAR candidate has registered, they have committed to completing the process; failure to do so shall be recorded in the student information system. 5.2. Evaluation Process 5.2.1. Upon receipt of a PLAR registration form, the College has up to 20 business days to develop an assessment process. 5.2.2. In order to demonstrate that they possess the knowledge required to meet the learning outcomes of a course, a PLAR candidate shall be evaluated using one or more assessment methods including, but not limited to: Comprehensive written examination; Free response assignment; Performance test; Observation/demonstration; Portfolio; Product assessment; and Oral (interview/presentation). 5.2.3. The PLAR Office (in Strategic Enrolment Services) shall co-ordinate the provision and return of assessment materials between the faculty and the PLAR candidate. The PLAR candidate shall have a prescribed number of business days, not to exceed 30 business days, from the date of written notification by the PLAR Office that the assessment package is prepared, to complete requirements. 5.2.4. Upon receipt, the faculty member evaluating the PLAR submission has up to 10 business days to grade the assessment(s) and return the package to the PLAR Coordinator. 5.3. Outcome The PLAR Coordinator shall notify a PLAR candidate within five (5) business days of receiving the graded assessment. Passing grades obtained through the PLAR process shall appear on the student’s academic record, and are calculated as part of a student’s grade point average. Unsuccessful PLAR submissions will not be recorded on the student’s academic record, however, they will be recorded in the comments section of the student information system for reference as the student will not be permitted to PLAR the same course a second time. Credits earned through the PLAR process do not automatically provide direct entry into a program of study. PLAR candidates must still meet all entry requirements for a program. 5.4. Appeal Students may appeal the PLAR decision. The appeal process will follow the Grade Appeal policy and procedure (ACAD-111). 6. Roles and responsibilities 6.1. It is the responsibility of the Executive Director, Strategic Enrolment Services in collaboration with the Vice-President, Academic, to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of Strategic Enrolment Services, in collaboration with the Vice-President, Academic and the academic schools to facilitate the processing, assessment, and granting of credits for students seeking recognition for prior work, volunteer, life and/or academic experiences. 6.3. It is the responsibility of the student to apply for PLAR within established timelines. 6.4. It is the responsibility of the professor, Program Coordinator, and Executive Dean or designate from the appropriate academic school to establish the criteria/documentation required, review the submitted material for, and render a decision within the established timelines. 6.5. It is the responsibility of the PLAR Coordinator (in Strategic Enrolment Services) to record the final assessment result in the student information system and to communicate the results to the student. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy and procedure puts the College in conflict with the Minister’s directive and at risk of actions by the government. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Board of Governors Executive Limitations Policy: Programs of Instruction Ministry of Training, Colleges and Universities – Minister’s Binding Policy Directive on Frameworks for Programs of Instruction

1. Introduction 1.1 Durham College recognizes that there are personal, professional and academic reasons for permitting and facilitating the recording of learning activities by faculty and/or students. 1.2 Taking notes during learning activities can be an aid to learning comprehension and student retention of course content. As such, this forms part of the recognized and accepted practice of students. If a student cannot take notes during a learning activity due to a disability, then the College will provide accommodations that are supportive of the essential requirements of the course and program. 1.3 In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, Durham College faculty and staff have a responsibility to provide accommodations to students with disabilities that are consistent with and supportive of the essential requirements of courses and programs. Access and Support Centre (ASC) staff determine accommodations based on appropriate documentation. In certain cases, the recording of learning activities is an appropriate accommodation to enable equal access to learning and can be an aid to learning comprehension and student retention of course content. It forms part of the recognized and accepted practice of students. 2. Purpose The purpose of this policy and procedure is to create a framework for the Collegesanctioned collection, use, disclosure, retention and disposal of recordings of learning activities. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Recording of learning activities is prohibited unless conducted in accordance with this policy and procedure. 4.2. Students with disabilities who require recordings of learning activities as a form of accommodation will provide appropriate medical and/or psychological documentation to the Access and Support Centre (ASC) that identifies a bona fide disability-related need for this type of accommodation. 4.3. Students with a disability-related need for recordings of learning activities and ASC will sign the Recording of Learning Activities Student Agreement – Accommodations form in advance of any recording being made. 4.4. Any student may request permission from a faculty member to record all or part of a learning activity, whether conducted inside or outside a classroom environment. Faculty will consider these requests on a case-by-case basis. 4.5. Students with no disability-related need for recording of learning activities will sign the Recording of Learning Activities Student Agreement – No Accommodations form in advance of any recording being made. 4.6. Faculty may choose to record learning activities for academic purposes and/or professional development. 4.7. All recordings of learning activities will be conducted in a manner that respects the privacy of others. Notice of a learning activity recording will be communicated in advance of the recording. 4.8. No individual will be recorded if they object. 4.9. Students permitted to record all or part of a learning activity must be present for the duration of the recording process and will provide all necessary equipment to facilitate the recording, including any microphones or voice amplification apparatus to be worn by faculty. 4.10. Recordings of learning activities are for the requestor’s academic use only. Recordings, in whole or in part, will not be shared, distributed, broadcast, published or uploaded to anyone, under any circumstances. 4.11. Recordings of learning activities at all times remain the property of Durham College. 4.12. Failure to adhere to the requirements in this policy and procedure may result in discipline according to the Durham College Student Conduct policy and procedure (ADMIN-248). 5. Procedure 5.1. Student Recordings for Accommodation: 5.1.1. Students with disabilities who require recordings of learning activities as a form of an accommodation will provide appropriate medical and/or psychological documentation to the Access and Support Centre (ASC) that identifies a bona fide disability-related need for this accommodation. 5.1.2. The ASC staff, upon verification of a disability-related need for recordings of learning activities, will document this requirement in an accommodation access plan. 5.1.3. Students may appeal a College accommodation decision using the procedure outlined in the Accommodations for Students with Disabilities policy and procedure (ADMIN-225). 5.1.4. Students will sign the Recording of Learning Activities Student Agreement – Accommodations form in advance of any recording being made. A copy of will be retained by ASC. 5.1.5. The accommodation access plan and the signed Recording of Learning Activities Student Agreement – Accommodations form will be shared with faculty. 5.1.6. If the faculty member has concerns with the recording of classroom activity, they will discuss these concerns with their Executive Dean/Dean. The Executive Dean/Dean will facilitate a meeting between ASC and the faculty to discuss 5.1.7. Faculty providing this accommodation will notify other students prior to the beginning of the recording through DC Connect and prior to the beginning of the recording process in class. No students will be recorded if they object. 5.1.8. Faculty may withdraw permission to record learning activities, in whole or in part, to promote the open exchange of personal information and/or to protect the privacy rights of others. If the faculty member elects to withdraw permission to record within the classroom environment, they will discuss with their Executive Dean/Dean. The Executive Dean/Dean will facilitate a meeting between ASC and the faculty to discuss the recording request. In these situations, faculty will provide students with an equivalent means of gathering course content. 5.1.9. Students with this accommodation must be present for the duration of the recording, and will provide all necessary equipment to facilitate the recording, including any microphones or voice amplification apparatus to be worn by faculty. 5.1.10. Faculty may request, at their discretion, and will be provided with a copy of any recording made by a student. 5.1.11. Recordings of learning activities at all times remain the property of Durham College and are for sanctioned personal academic use only. Recordings, in whole or in part, will not be shared, distributed, broadcast, published or uploaded to anyone, under any circumstances. 5.1.12. All recordings (and copies) of learning activities will be destroyed by the student who has made the recording as per their accommodation plan no later than 15 business days after that student’s grades have been released in the affected course(s). 5.1.13. Failure to adhere to this procedure may result in discipline according to the Durham College Student Conduct policy and procedure (ADMIN248). 5.2. Student Recordings for All Other Reasons: 5.2.1. Students may request permission from a faculty member to record all or part of a learning activity, whether conducted inside or outside a classroom 5.2.2. Student requests will be made in writing to the appropriate faculty member, at least six business days in advance of the learning activity to be recorded. Students will specify in their requests whether they are asking to record more than one 5.2.3. Students do not need to provide a rationale for their requests. 5.2.4. Faculty who receive requests to record learning activities will consult with the other students participating in the learning activity using DC Connect in advance of the recording, and provide them with an opportunity to express concerns or objections. 5.2.5. Should a faculty member approve a learning activity recording, they will respond in writing to the requesting student, noting any requirements or expectations for the recording. Faculty will ensure that notification of a recording of learning activity is posted to DC Connect and will also announce immediately prior to the beginning of the recording process. 5.2.6. Students receiving permission to record all or part of a learning activity will sign the Recording of Learning Activities Student Agreement – No Accommodation form in advance of any recording being made. A copy will be retained by the faculty member. 5.2.7. Students receiving permission to record all or part of a learning activity must be present for the duration of the recording, and will provide all of their own equipment to facilitate the recording, including any microphones or voice amplification apparatus to be worn by faculty. 5.2.8. Faculty may withdraw permission, at their discretion, permission for student recordings of learning activities at any time. 5.2.9. Faculty may request, at their discretion, a copy of an original recording of learning activities at any time. 5.2.10. Students denied permission to record learning activities will be notified in writing at least one business day before the requested recording date. Faculty do not need to provide a rationale for permitting or denying the recording of learning activities. Students may appeal the decision using the procedure outlined in the Grade Appeal policy and procedure (ACAD-111). 5.2.11. Recordings of learning activities at all times remain the property of Durham College and for the requestor’s academic use only. Recordings, in whole or in part, will not be shared, distributed, broadcast, published or uploaded to any one, under any circumstances. 5.2.12. All recordings (and copies) of learning activities will be destroyed by the student no later than 15 business days after that student’s release of grades in the affected course(s). 5.2.13. Failure to adhere to this procedure may result in discipline according to the Durham College Student Conduct policy and procedure (ADMIN248). 5.3. Faculty Recordings: 5.3.1. Faculty may choose to record learning activities for academic purposes and/or professional development. 5.3.2. Faculty notifications will be made in writing to the appropriate learning activity participants, at least six business days in advance of the learning activity to be recorded. Faculty will consult (using the class DC Connect) with other students participating in the learning activity and provide them with an opportunity to express concerns or objections. 5.3.3. Individual persons will not be recorded if they object and permission to record may be withdrawn at any time. 5.3.4. Faculty will ensure that the recording of learning activities is announced immediately prior to the beginning of the recording process. 6. Roles and responsibilities 6.1. The Vice-President, Academic and the Vice-President, Student Affairs are responsible for ensuring that the Recording of Learning Activities policy and procedure is fully implemented. 6.2. Faculty are responsible for dialoguing with students as appropriate to facilitate a request for recording of learning activities. 6.3. Students are responsible for knowing and understanding the policy and procedure and for proactively dialoguing with their faculty prior to any learning activity recording to ensure the recording is permitted and managed appropriately. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications 8.1. Non-compliance with this policy may result in financial risk, legal costs and/or failure to achieve the College’s mission. 8.2. The Ontario government established an administrative monetary penalty framework under the AODA. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources None.

1. Introduction Durham College offers course and programs in full-time post-secondary, apprenticeship, corporate training and part-time and professional studies. Completion of the registration process permits students to attend classes, use college facilities as well as receive academic credits and college credentials. Registration is a vital business process at Durham College and its efficient and effective practice promotes a positive student experience. 2. Purpose This policy provides the framework by which all students enroll in courses at Durham College. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Before students can register for courses, they are required to commit to enrolment at Durham College by making a fee payment before the prescribed deadline. Students whose registration is incomplete by the fee payment deadline may lose their priority position within a program. 4.2. Students will select courses, add or drop courses or change programs within published timeframes. Exceptional consideration requires the written permission of the relevant Executive Dean/Dean or designate. 4.3. Students are responsible for ensuring they are registered in the appropriate courses. 4.4. Post-secondary students who are in an overload registration status will be levied additional tuition fees based upon the number of additional course hours they are taking. Page 2 of 5 4.5. Post-secondary students who are in an underload registration status such that their registration status classification changes from full-time to part-time in a semester will have their fees re-assessed. 4.6. Post-secondary students with a permanent disability/exceptionality registered through the Access and Support Centre (ASC) may be eligible to register as fulltime students while taking a reduced course load, as a learning accommodation. 4.7. Post-secondary students may register to audit a credit course. Audit courses will not revert to course credit at any time. 4.8. Registration may be prevented in situations such as, but not limited to, failure to meet prescribed admission requirements or course prerequisites, outstanding debts to the College, academic standing or ongoing documented conduct matters. 4.9. Durham College retains the right to modify or cancel any course, program of study, fee, schedule or campus location, upon notification to affected students. 5. Procedure 5.1. Registration for Full-time Post-Secondary Students 5.1.1. Following fee payment to Durham College, students will be eligible to register online using the student portal. Dates and times for registration periods will be published in advance of the registration period. 5.2. Adding and Dropping Courses for Full-time Post-Secondary Students 5.2.1. Students may choose to add courses up until Day 5 of the semester. Should a student add courses above and beyond their program’s maximum semester hours, additional tuition fees may be assessed. In exceptional circumstances, the relevant Executive Dean/Dean may grant special permission for a student to register up until Day 10 of a semester. 5.2.2. Students may choose to drop courses up until Day 10 of the semester. Should a student’s course load fall below their program’s minimum semester hours, they may no longer have a full-time registration status and may have their fees reassessed for partial refund. 5.2.3. After Day 10, students may drop courses until four (4) weeks into a semester without academic penalty. 5.2.4. Students are not permitted to drop courses within the last four (4) weeks of a semester. 5.2.5. Changes to student fees as a result of adding or dropping courses will be reconciled after Day 10. Students will be notified of any reassessments to their fees through DC mail. Page 3 of 5 5.3. Registration for Part-time Post-Secondary Students 5.3.1. Post-secondary students in part-time registration status will be eligible to register for post-secondary courses online using the student portal, by phone or in person at Strategic Enrolment Services (SES). Dates and times for part-time post-secondary student registration will be published in advance. 5.3.2. Part-time post-secondary students are required to provide full fee payment and the Course Reference Number (CRN) at the time of registration. 5.3.3. The last day for part-time post-secondary students to register in courses is Day 5. 5.4. Apprenticeship Programs 5.4.1. Students will receive approval to enrol in an apprenticeship program by the Ministry of Labour, Training and Skills Development. 5.4.2. Student registration may be completed by either the student or the employer sponsor. 5.4.3. Registration can be requested online or by telephone using the Apprenticeship Hotline. Registration will be processed after fee payment and confirmation of ministry approval. 5.5. Courses in the Centre for Professional and Part-time Learning (PPL) 5.5.1. Students can register for post-secondary and general interest courses offered by PPL, according to published dates. 5.5.2. Student registration can be completed online through the Durham College website, in person or by telephone. 5.5.3. Full fee payment is required at the time of registration. 5.6. Courses and Seminars taken through Corporate Training Services (CTS) 5.6.1. Students must register for CTS courses and seminars according to deadlines published on the CTS website. 5.6.2. Registration for courses and seminars can be completed through the CTS website or in person at the CTS office. 5.6.3. Full fee payment is required at the time of registration. Page 4 of 5 5.7. Seminars and Workshops taken through the Centre for Integrated Justice Studies (CIJS) 5.7.1. CIJS courses are open to students, DC alumni and the general public. 5.7.2. Registration information for seminars and workshops offered through the Centre for Integrated Justice Studies in the School of Justice and Emergency Services is published on the DC website. 5.7.3. Registration can be completed by telephone. 5.7.4. Full fee payment is required at the time of registration. 5.8. Auditing a Course – Post-Secondary Students 5.8.1. Students choosing to audit a post-secondary course must declare their intent at the time of registration, by completing a Request to Audit a Course form. 5.8.2. Courses may not be available for auditing if they are fully enrolled with students registered to receive course credit. 5.8.3. Students are not permitted to register to audit a course that conflicts with their existing schedule of courses in that semester. 5.8.4. Students auditing a course are not eligible to have their course work evaluated or graded. Audited courses cannot revert to course credit at any time. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic to ensure this policy is fully implemented. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to implement this policy may negatively impact student satisfaction and progression. Failure to accurately reflect the registration status of a student may have a negative impact on funding levels provided by the provincial government to the student and to Durham College. External reporting of data may also be inaccurate. Page 5 of 5 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • Student Request to Audit a Course Form

1. Introduction 1.1. Recognizing the benefits of research to both the College and the community at large, Durham College actively supports a positive research environment that encourages and facilitates research and scholarly activity. As an institution, Durham College places the greatest confidence in the commitment of its members of the College community who adhere to the highest standards of integrity. It involves careful supervision of research, including research conducted by students; competent use of methods; adherence to ethical standards of practice; and the refusal to engage in, or condone, breaches of research integrity. 1.2. To support this goal, a framework is provided for the responsible conduct of research, along with guidance and support for those who participate in research initiatives. The primary responsibility for adherence to ethical principles, scholarly and scientific rigour, intellectual honesty and accountability rests with the researchers. Specifying standards for research integrity and parameters for research-related activities is essential to preventing and/or addressing an allegation of a breach of policy or research misconduct. 1.3. Individuals in the Durham College community who engage in research accept the right and responsibility for ensuring the integrity of their research and scholarly work. The College established standards of scholarly conduct to communicate awareness of expectations of best research practices that are conducted under the College’s auspices. 1.4. All members of the College community play an important role in helping to ensure that the standards of research integrity are maintained and have an obligation to report any circumstances they believe to be a breach of policy or misconduct. Errors in research may vary from carelessness or incompetence to gross misconduct and dishonesty, depending on the degree of intent. It is important to note that procedures for addressing allegations are rooted in principles of fairness and natural justice. 2. Purpose 2.1. In keeping with the Tri-Agency Framework: Responsible Conduct of Research (RCR Framework), this Responsible Conduct of Research Policy articulates Durham College’s commitment to promote and protect the quality, accuracy, and reliability of research and scholarly activity that creates opportunities for inquiry and enhances learning for students. This policy applies to all Durham College-sanctioned research, regardless of location, source of funds, or use of Durham College resources. It also promotes fairness and expectations in the conduct of research and provides the authority for procedures that address allegations of policy breaches and other acts of misconduct. 2.2. The purpose of this procedure is to provide a process for the reporting and thorough investigation of allegations of breaches to the Responsible Conduct of Research Policy consistent with the Tri-Agency definitions of a breach of policy. This could result in the resolution of misunderstandings involving no apparent violation but defines a process for confirming and dealing with infractions when they occur 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Durham College will create an open and positive environment of academic freedom that protects the right of the scholar to pursue the truth through research and teaching and upholds the independence of the higher education research community. 4.2. Durham College shall promote education on the importance of responsible conduct and provide a clear understanding of the high level of ethical standards required in research, teaching and other aspects of scholarship. 4.3. Durham College shall develop appropriate support mechanisms for personnel in order to ensure that research is conducted with intellectual competence, honesty and integrity. 4.4. All members of the Durham College community have an obligation to report to the central point of contact responsible for receiving confidential enquiries and allegations all circumstances that may constitute research misconduct or a breach of policy. 4.5. Durham College will respond promptly to and investigate all allegations of misconduct involving researchers, faculty, administrators, staff or students. Investigations shall be conducted impartially and adhere to the principles of procedural fairness. 4.6. Policy conflict: In the event of a discrepancy between the Tri-Agency (CIHR, NSERC and SSHRC) policies and this policy, the Tri-Agency policies shall take precedence. 5. Procedure 5.1. Procedures for responding to allegations If a person is uncertain whether a breach of policy has occurred, a confidential consultation to seek clarification on activities that constitute research misconduct may be requested with the dean, Office of Research Services, Innovation & Entrepreneurship (ORSIE). 5.2. Receipt of an allegation Allegations of scholarly misconduct may come from a variety of sources, but only if the source of the allegation is identified can it be properly evaluated. Therefore, the allegation must be in writing, signed by the complainant and forwarded to the vice-president, Academic with an exact copy sent to the Secretariat on Responsible Conduct of Research (SRCR) if Tri-Agency funding is involved within six months of the alleged misconduct. Normally, the VPA is sufficiently at arm’s length to have an impartial view and is free from conflicts of interest so should be the designated point of contact. Support will be provided for a legitimate allegation against acts of retribution while simultaneously protecting the scholarly reputation of the researcher from false allegations and litigation. Anonymous allegations will only be considered on a case-by-case basis, if accompanied by sufficient information to enable the assessment of the allegation and the credibility of the facts and evidence upon which the allegation of a breach or misconduct is based without the need for further information from the complainant. If the allegation is related to conduct that occurred at another institution, the VPA will contact their respective counterpart at the other institution and determine which is best placed to conduct the inquiry and investigation, if warranted. 5.3. Addressing the Allegation 5.3.1. The VPA or designate shall fully disclose, within 10 business days, the allegation to the researcher who is the subject of the allegation. The researcher will be given 10 business days to respond to the allegation and the evidence supporting the allegation. The information that comes forward will be kept confidential and the privacy of individuals protected as much as possible while allowing due process. 5.3.2. The VPA may accept an admission of a breach in policy or misconduct, provided that it is in writing and reflects the facts as revealed in the allegation. In such case, the VPA may immediately proceed to take appropriate action to respond to the allegation. 5.4. Initial Inquiry An impartial internal or external investigator will be designated by the VPA, depending on the type of expertise required, to conduct an initial inquiry whereby the facts related to the allegation are collected and independently reviewed. The investigator will meet with the complainant, respondent and others as required and review documents or materials. A report of the findings and possible recommendation shall be submitted within 30 calendar days to the VPA for action. Within 10 business days of receipt of the report, the VPA will notify the respondent whether the allegation will be dropped or forwarded to an Investigation Committee. 5.5. Notification to Funders 5.5.1. If the research is supported by the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council (NSERC) or the Social Sciences and Humanities Research Council (SSHRC), (the Agencies), the relevant Agency or SRCR will be notified immediately, subject to any applicable laws, of any allegations that involve significant financial, health and safety, or other risks. An inquiry letter/report will be sent within two months of receipt of an allegation to the Secretariat on Responsible Conduct of Research (SRCR). 5.5.2. Funding agencies or sponsors will be notified as appropriate of the initiation of an investigation and stakeholders informed that further funds will not be released until the investigation is concluded. 5.6. Appointment of an Investigation Committee 5.6.1. The VPA may establish an ad hoc Investigation Committee within 30 calendar days of notification to the respondent to ensure the principles of fairness are upheld with the disposition of the allegation. It will be comprised of three members, nominated by the VPA with its composition informed by Academic Council. Committee members will have no conflicts of interest, whether real or apparent, with the research project under investigation and will be knowledgeable in research matters and possess the necessary expertise. At least one external member who has no affiliation with the College will be included. This committee will be chaired by a member of the committee. 5.6.2. The committee will act with discretion and meet as necessary with the respondent, who may choose to be accompanied by advisors, such as peers, Student Association, or union representatives, at any required meetings. The committee may meet with others, seek expert advice and review documents or materials as required. All interviews will be documented. All evidence will be stored securely with the Office of the VPA. The respondent may request access to all available information bearing on the case. As necessary, the format of the information may be altered from the original to maintain privacy of the provider. 5.6.3. The report of the committee will include the following elements: A description of the allegation. A list of committee members and rationale for their selection. Methods, timelines and materials used in the investigation. Researcher’s response to the allegation and any measures taken to rectify the breach. Persons interviewed or who provided information in the matter being investigated. Any other relevant details. Findings of misconduct based on clear, cogent and convincing evidence of a breach of research integrity, decisions and recommendations. 5.6.4. The Investigation Committee shall submit its report to the VPA within three months of the initial notification to the respondent that a committee will be formed. 5.6.5. If funding has been received from the Agencies, then the report and any actions taken will be submitted to the SRCR within seven months of receipt of the allegation. These timelines may be extended in consultation with the SRCR and with periodic updates as agreed upon provided. 5.7. Determination of the Allegation 5.7.1. Upon receipt of the report, the VPA will advise the complainant and respondent that the allegation is unfounded and dismissed or alternately, that it has been substantiated as a breach of policy or misconduct. The intent of the researcher will be considered in determining the appropriate sanction, if any. The VPA has the authority and discretion to impose sanctions or take actions recommended by the committee or as deemed to be appropriate for the situation and severity of the offense. 5.7.2. Sanctions could include: Issuing a letter of concern to the researcher; Requesting the researcher correct the research record and provide proof of the correction; Advising the researcher that the College will not support any applications for future research for a defined period or indefinitely; Terminating remaining installments of the grant or award; Restitution of funds within a defined time frame for all or part of the funds already paid; and/or Any other recourse available by law. 5.7.3. The VPA will notify the complainant, the respondent, and other stakeholders of the decision in writing and provide a copy of the Investigation Committee’s report within 10 business days of receiving the report. 5.7.4. If the investigation was initiated internally within the College, and breach of policy or misconduct was found to have occurred in research funded by one or more of the Agencies, the College will provide the Agency with a copy of the report. 5.7.5. Where the findings show the allegation to be unfounded or unsubstantiated, the Investigation Committee will make recommendations for reasonable steps to address damage to the respondent’s reputation that was suffered by virtue of the allegation. 5.7.6. If an allegation of misconduct was made in good faith, then every effort will be made to protect the complainant from any recourse. If, however, the allegation was irresponsible or malicious, then the VPA may take disciplinary action. 5.8. Appeal The respondent or complainant of an allegation may appeal the decision of the VPA or sanction imposed in writing to the Durham College president within ten business days of the decision being communicated, stating the grounds for the appeal. The VPA will be informed of the appeal and the president will review the report and make a determination on an appeals mechanism for the case, considering the grounds, consistent with this policy. Upon completion of the appeal proceedings, the decision rendered will be final. 5.9. Accountability and Communication Information on allegations and confirmed findings of breaches of policy, including actions taken shall be posted annually on the DC website and publicized in the Office of Research Services, Innovation and Entrepreneurship annual report, subject to applicable laws, as a means to educate researchers on the types of actions, behaviours and activities that constitute misconduct. The total number of allegations received involving Agency funds, the number of confirmed breaches and the nature of those breaches, subject to applicable laws will be reported annually to the SRCR. 5.10. Retention of Record All documents and records involved in the investigation will be kept confidential for a minimum of seven (7) years in the Office of the VPA. 6. Roles and responsibilities 6.1. Role of the Researcher The researcher’s commitment to the advancement of knowledge requires diligence to honest and thoughtful inquiry, rigorous analysis and accountability in accordance with research standards and best practices. The College expects all researchers to be familiar with its provisions and to conduct their research, scholarly and creative activities in accordance with these provisions. Researchers shall be personally responsible for the conduct of the research and shall be accountable for: 6.1.1. Academic Rigour and Research Integrity Ensuring that all research is conducted to the highest possible ethical standard and with scholarly and academic integrity; Providing complete and accurate information on funding applications and related documents; Overseeing the design of research methodology and the processes for acquiring, recording, examining, interpreting and storing complete and accurate records of data; Demonstrating good stewardship of resources by utilizing facilities, equipment, other resources and infrastructure efficiently and in cooperation with others; Utilizing funds for the purpose for which they were given, in accordance with any agreements and account for expenditures in regular financial reports; Providing collaborators, students, research assistants and others with all reasonable information necessary to prevent misconduct as defined in this policy; Supervising and monitoring the work of students, research assistants, and others; Holding respectful discussions with all members of the research team to contribute to the scholarly effort; Abiding by Durham College’s policies for Intellectual Property and Conflict of Interest; and Disclosing any incidents of research misconduct and proactively rectifying a breach of policy. 6.1.2. Contributors and Authorship The principal criterion for authorship requires that the author(s) has made a substantial conceptual or material contribution. The concept of ‘honorary authorship’ is not acceptable; To ensure the publication of accurate scholarly reports, the following two requirements must be met: The active participation of each author in verifying and taking responsibility for the part of the manuscript that he or she has contributed; and The designation of one author who is responsible for the validity of the entire manuscript. Acknowledging, appropriately all those, and only those who have contributed to the research, including funders and sponsors; Students will be given the appropriate recognition for authorship or collection of data in any publication; Obtaining permission of the author before using new information, concepts and/or data; Obtaining permission and providing acknowledgement for unpublished and published works, including theories and concepts, data, source material, methodologies, findings, graphs and images; and; Using archival material in accordance with rules and regulations. 6.1.3. Collection and Retention of Data Verifying the authenticity of all data or other factual information generated in the research; Using data only for the purposes for which it was collected; Storing data in such a manner as to protect confidentiality as required by College policy and any relevant legislation; Providing unlimited access to data and findings of the research for all co-researchers; Preserving research data as others in the research community may raise questions requiring reference to original data; and Maintaining original data, records and complete documentation including methodologies and findings in a suitable, secure format and for a period of seven (7) years from the publication of the research findings. Individuals who conduct research and scholarship activities will abide by the standards and expectations and will be accountable for the ethical and intellectual quality of their work. Incidents of honest error intrinsic to the research process, such as conflicting data, differences of opinion in the interpretation of data or differences in research design shall not be considered research misconduct. Research activities shall be conducted in a manner that considers community impact, and where possible, minimizes negative social and environmental consequences. 6.2. Role of the Vice-president, Academic 6.2.1 It is the responsibility of the VPA to ensure this policy is fully implemented and enforced. 6.2.2 The VPA is responsible for confidentially receiving and responding to all allegations of a breach of policy or research misconduct that are made responsibly and in good faith. 6.2.3 When an allegation of a policy breach is received, the VPA has the authority to: Obtain information pertinent to any allegation of misconduct; Require members of the College community to answer questions related to any allegation of misconduct; Require a second authorized signature from an institutional representative on all expenses charged to the researchers grant accounts or other measures as appropriate; and/or Suspend funding and/or adjourn a research project pending an investigation of research misconduct. 6.2.4 A copy of the allegation will be sent to the Secretariat on Responsible Conduct of Research (SRCR) if the research is supported by the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council (NSERC) or the Social Sciences and Humanities Research Council (SSHRC). 6.2.5 Based on the severity of the allegation and evidence submitted, the VPA may make any of the following determinations, in writing, to all relevant parties: a) Dismiss the allegation where insufficient evidence exists. b) Request additional information and/or consult with appropriate deans and/or the dean, ORSIE in strict confidence. c) Resolve the allegation through informal proceedings, after meeting with both parties (with or without a third party present) and render a decision in writing. d) Initiate an investigation within two weeks. e) Suspend the research activities to protect the administration of the College and the research funds involved. 6.3. Role of Office of Research Services, Innovation & Entrepreneurship (ORSIE) ORSIE is charged with building the research capacity of Durham College by developing research policies, fostering partnerships and providing tools and training opportunities to educate and increase awareness regarding responsible conduct of research. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy may result in damage to internal and external relationships, financial loss, property damage, reputational harm, legal action and/or a diminished ability to achieve the mission of Durham College. As well, failure to comply with this policy may also affect the College’s status as an institution eligible to receive funding from the Natural Sciences and Engineering Research Council of Canada and the Social Sciences and Humanities Research 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Tri-Agency Framework: Responsible Conduct of Research Tri-Council Policy Statement on Ethical Conduct for Research Involving Humans, 2014

1. Introduction Durham College (DC) is dedicated to contributing to an academic community that is safe, inclusive, and respectful, where students develop individually and in concert with their peers. All members of the college community have the right to study or work without undue interference. Students have the responsibility to respect the well-being, personal worth and dignity of all members of the campus community, which includes being mindful of individual accountability and self-regulation. Students must not adversely affect the rights of others or disrupt the constructive atmosphere of DC’s learning environments. 2. Purpose This document is part of a framework to respond to and resolve issues specific to student conduct that is reported to negatively impact, or has the potential to negatively impact DC’s learning environments. Where student conduct escalates or persists, it will be addressed through DC’s Student Conduct policy and procedure. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. When there is an immediate threat to health or safety, members of the campus community must contact Campus Security or 911. 4.2. This policy and procedure address student conduct affecting the College’s learning environments. This policy does not address student conduct in instances where a more appropriate college policy, procedure, grievance or appeal process exists, including but not limited to: discrimination and harassment; sexual violence; and grade appeals. Where student conduct occurring in a learning environment escalates or persists, it will be addressed through DC’s Student Conduct policy and procedure. Page 2 of 5 4.3. Breaches of the standards of student conduct may be reported when students are participating in any learning experience associated with the College, on- or off-campus, including, but not limited to: • in-person or virtual classrooms, including labs and shops; • digital formats such as internet forums, electronic communications or other digital platforms used for teaching and learning activities; • experiential or work integrated learning activities; • field trips; • group work; • applied research; and • academic-related events and activities. 4.4. Standards of student conduct in the learning environment include, but are not limited to: a) complying with federal, provincial, and municipal laws and regulations; b) complying with all college policies and procedures; c) behaving in alignment with the college’s values; d) complying with directions from any member of the campus community in the proper performance of their duties; e) respecting the rights, physical and mental well-being, and safety of others; f) demonstrating personal integrity, professionalism and accountability. This includes refraining from using abusive, harassing or intimidating language in the physical, digital or virtual learning spaces or on social media; g) refraining from any activity that would constitute a breach of privacy; h) refraining from conduct that may create hazardous conditions that put the learning environment at risk; i) refraining from unauthorized or surreptitious recording and/or dissemination of photographs, video recordings, and/or audio recordings; j) ensuring any animal is duly registered as a service animal with the Access and Support Centre for the animal to be permitted on campus; and k) seeking and receiving prior approval from faculty overseeing a learning environment or activity for a guest to attend, at least 24 hours in advance. 4.5. Students who knowingly, reasonably ought to have known, or recklessly breach any college policy are accountable for their choices and actions. 4.6. All members of the College community have a responsibility to report alleged breaches of the standards of student conduct, and a right to do so without fear of reprisal. Page 3 of 5 4.7. College employees will act in good faith and will apply the principles of natural justice and procedural fairness in addressing alleged breaches of the standards of student conduct inside learning environments. 5. Procedure 5.1. When there is an immediate threat to health or safety, members of the campus community must contact Campus Security or 911. This procedure will be followed only when a breach of student conduct has been observed in a learning environment and it poses no immediate threat or risk to health or safety. 5.2. Informal Resolution of Student Conduct Inside a Learning Environment: 5.2.1. Faculty members or college employees who believe a student’s conduct is interfering with the learning environment will speak with the student to inform them of the inappropriate conduct, and direct them to modify their conduct according to the expectations of the learning environment. 5.2.2. If the inappropriate conduct continues, the faculty member or college employee may direct the student to remove themselves from a learning environment, to mitigate disruption for others. Should the student not comply with this direction, the faculty member or college employee may call Campus Security to assist in removing the student from a learning environment on campus. 5.2.3. Following an incident of inappropriate student conduct in a learning environment, the faculty member or college employee will send an email to the student via DC Mail, within one (1) business day, identifying the inappropriate conduct observed, explaining conduct expectations for the learning environment and providing return to class information in cases where a student was removed. 5.2.4. Students who were removed or were asked to remove themselves from a learning environment may not return to that learning environment until authorized to do so, in writing. 5.3. Formal Resolution of Student Conduct Inside a Learning Environment: 5.3.1. Should subsequent inappropriate conduct by the same student occur, the faculty member or college employee will complete a Student Conduct Alert Form. 5.3.2. The completed Student Conduct Alert Form will be sent to the student via DC Mail, with a copy sent to the relevant Executive Dean/Dean/Associate Dean or Director. The Executive Dean/Dean/Associate Dean or Director may direct the student to immediately remove themselves from the learning environment until a meeting about the alleged conduct has occurred. Page 4 of 5 5.3.3. The Executive Dean/Dean/Associate Dean or Director will schedule a meeting with the student as soon as possible, but no later than five (5) business days from receipt of the Student Conduct Alert Form. Students who fail to attend this meeting are not eligible to return to the learning environment. 5.3.4. In the meeting, the Executive Dean/Dean/Associate Dean or Director will address the alleged conduct reported in the Student Conduct Alert Form and provide the student with an opportunity to respond. 5.3.5. After the meeting, the Executive Dean/Dean/Associate Dean or Director will document conditions for the student to return to class and/or sanctions on the Student Conduct Alert Form. These may include one or more of the following: • Participating in a restorative process • Verbal warning • Written warning • Providing a written apology • Restitution for loss or damages • Conduct contract • Timetable changes • Restrictions on classroom participation • Referral to campus services 5.3.6. The completed form, along with a summary of key points discussed, will be sent to the student via DC mail. Copies of the correspondence will also be sent to the faculty member or college employee who submitted the Student Conduct Alert Form. 5.4. Referral to the Office of Campus Safety (OCS) 5.4.1. Should the student’s conduct persist or escalate after the meeting with the relevant Executive Dean/Dean/Associate Dean or Director, the Student Conduct Alert Form and all related correspondence will be forwarded by the academic school or department to the OCS for further action. The Executive Dean/Dean/Associate Dean or Director may impose interim conditions while the alleged conduct is under review by the OCS. 5.4.2. The OCS will review all information provided by the relevant Executive Dean/Dean/Associate Dean or Director and provide an update on actions within five (5) business days. Page 5 of 5 6. Roles and responsibilities 6.1. It is the responsibility of the Executive Vice President, Academic to ensure that this policy and procedure is fully implemented. 6.2. It is the responsibility of Executive Deans/Deans/Associate Deans and Directors to manage the process for addressing alleged breaches of student conduct in learning environments. 6.3. It is the responsibility of all faculty members and college employees with a responsibility for learning environments to document alleged breaches of student conduct. 6.4. It is the responsibility of students who have allegedly breached the standards of student conduct to make themselves available for a meetings as requested and to provide information related to the alleged breach. 6.5. It is the responsibility of the Office of Campus Safety to review alleged breaches of student conduct referred to it by academic schools or departments, and to respond within published timelines. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Non-compliance with this policy may disrupt the learning environment for students and may result in sanctions under College policies. 9. Communications plan • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources • Ontario Human Rights Code • Accessibility for Ontarians with Disabilities Act • Student Conduct Alert Form

1. Introduction  At Durham College the student experience comes first. This includes providing students with high-quality teaching, learning and service experiences. The College has a number of institutional policies and procedures that are designed to help it realize success in these areas, and also assist students in finding a resolution to concerns or complaints. The College is committed to addressing student concerns in a responsive and timely manner, including complaints related, but not limited to, the advertising and marketing of a program, the educational experience and/or the services they receive. In addition to this policy and procedure, students may also submit a concern or complaint via DC Cares. DC Cares provides several ways for students to provide the College with feedback on our services, facilities and DC Cares receives comments on the website at: http://www.durhamcollege.ca/dccares. In addition, boxes to receive paper based comments are located on each campus and at the Pickering Learning Site. 2. Purpose The purpose of this policy and procedure is to give an opportunity for students, without fear of reprisal, to raise concerns about a program, their learning experience or the services received in situations, where a College policy or procedure specific to their concern is not already in place. A list of policies and procedures that address specific academic or service concerns or complaints are available on the College’s website. Where no obvious policy or procedure exists, this policy and procedure should be followed. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Durham College places a strong emphasis on the student experience, including the provision of high-quality teaching and learning experiences. 4.2. The College is committed to addressing any concerns students have about their educational experience or the services they receive, in a responsive and timely manner. 4.3. Students have the right to raise their concerns and to expect a timely response from the College. 4.4. Complaints raised by students about the teaching and/or learning experience, or services will be addressed in a way that respects the rights of all parties and with the goal of finding a resolution that is amenable to all parties. 4.5. All employees of the College who deal with a complaint shall respect the student’s right to confidentiality. 4.6. A complaint must be made within 30 business days of the incident(s), giving rise to the complaint except in extenuating circumstances that, in the opinion of the College, would justify an extension. 4.7. If there is a conflict between one or more provisions of this policy and procedure and one or more provisions of another policy and procedure more appropriate to the nature of the concern or complaint, then the latter policy and/or procedure will prevail. 4.8. Students who submit complaints deemed to be false, frivolous, vexatious, or made in bad faith will be required to meet with the relevant senior administrator who may refer the issue to the Durham College Student Conduct policy and procedure (ADMIN–248). 5. Procedure 5.1. Step 1 5.1.1. The student will contact the relevant Durham College employee to discuss the complaint or concern within 30 business days of the incident(s) giving rise to the complaint, except in extenuating circumstances, which, in the opinion of the college, would justify an extension. 5.1.2. Complaints or concerns related to the perceived delivery of a program based on the marketing or advertising of a program must be raised with the relevant Dean/Director of the school responsible for the program within six (6) months of the student’s completion or exit from the program. 5.1.3. In communicating their concern, the students will state their complaint clearly, preferably in writing. The student should retain a copy of their written complaint. 5.1.4. The employee will review the concerns outlined by the student and seek clarification, if needed. 5.1.5. The student and the employee will explore ways to resolve the concerns and record them for action/distribution as appropriate. 5.1.6. If the student and employee are unable to resolve the issue, the student may choose to proceed to Step 2. 5.2. Step 2 5.2.1. If concerns have not been resolved with the relevant Durham College employee as described in Step 1, the student may choose to contact the appropriate administrator. 5.2.2. The student will provide a signed written complaint to the administrator providing the following information: a) Description of the complaint, including time and date; b) Employee involved (if relevant); c) Names of witnesses, if any; d) Action taken to date, including details Step 1; and e) Resolution sought. 5.2.3. The administrator will review the student’s complaint and seek clarification, as necessary. 5.2.4. Within seven (7) business days of reviewing the complaint with the student, the administrator will investigate the merits of the complaint, which may include a discussion with any relevant individuals. The investigation will follow any method deemed appropriate. 5.2.5. As relevant, the administrator will give the employee the opportunity to respond in writing to the specific concerns raised by the student within five (5) business days. 5.2.6. If the complaint is deemed to have merit, the administrator will identify a resolution and advise the student(s) and other relevant individuals, in writing. 5.2.7. As necessary, the administrator will bring the employee and student together to discuss the situation, clarify the complaint, and develop a strategy to resolve the complaint. 5.2.8. If the complaint lacks merit, the administrator will inform the student(s), and employee (as relevant) in writing and provide reasons no further action will be taken. 5.2.9. If the complaint is deemed to be false, frivolous, vexatious, or made in bad faith, the relevant senior administrator will meet with the student (complainant) to discuss the motivation for the complaint and may refer the matter for review under the Durham College Student Conduct policy and procedure (ADMIN-248). 5.2.10. Reprisals, retaliation or threats of reprisals against anyone pursuing their rights under this policy and procedure; those having participated, co-operated in or for having been associated with someone who has pursued rights or participated in the procedures; or someone in any other role or capacity under this policy, are prohibited and may be subject to sanctions under the relevant College policies and procedures. 6. Roles and responsibilities 6.1. The Durham College Leadership Team is responsible for ensuring that this policy and procedure is adhered to and fully implemented. 6.2. College employees have a responsibility to respond to student concerns in a professional, confidential and timely manner. 6.3. It is the responsibility of the student to initiate each stage of the student complaint procedure in accordance with stated timelines. 6.4. It is the responsibility of the administrator to issue a written decision at the end of Step 2 within the stated timelines. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications 8.1. Non-compliance reduces the likelihood of resolving the student(s) concern and does not align with the College’s mission and values. 8.2. Reputation may be negatively impacted when complaints are not resolved. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to A message will be posted on MyCampus alerting students when new or revised policies and procedures are 10. Related forms, legislation or external resources None.

1. Introduction Durham College promotes respect, integrity, diversity and accountability. The standard of student conduct set out in this policy reflects these values and contributes to the safety and security of the College community. Above all, students must respect the well-being, personal worth and dignity of all members of the College community, which includes being mindful of individual accountability and self-regulation. The College will address allegations of policy violations fairly, in a manner that is open and educative. Whenever possible, informal resolutions or formal sanctions will focus on helping students learn from their actions. 2. Purpose This policy establishes a standard of student behaviour and provides a framework for addressing behavioural misconduct so the College can maintain a safe and respectful College community and working and learning environment. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Application 4.1. This policy and procedure apply to all registered students and accepted applicants. It applies to conduct: a) that takes place on College owned or controlled property; b) that relates to College-sanctioned activity; and/or c) that has a real and substantial connection to a legitimate College interest, including a reputational interest and the College’s interest in maintaining a safe and harassment free working and learning environment. Page 2 of 11 4.2. This policy and procedure do not apply to student conduct in the learning environment that the College has addressed under the Standards of Student Conduct for all Learning Environments policy procedure. The College will not sanction students twice for the same incident, but will consider conduct addressed under the Standards of Student Conduct for all Learning Environments in imposing sanctions under this policy and procedure. 5. Policy Statements 5.1. The College will provide every student with a meaningful and appropriate opportunity to be heard before the College imposes discipline for breach of the standard of student conduct. 5.2. The College will impose sanctions that are commensurate with the nature of the breach and that encourage appropriate conduct through the application of progressive discipline. 5.3. In applying this policy, the College, its employees, and its officials will be fair, act in good faith, and apply their professional discretion on a reasonable and equitable basis, to achieve a just result for the entire College community. 5.4. The Dean, Students and Director, Office of Campus Safety (OCS) shall ensure this policy and procedure is fully implemented. 6. Standard of Student Conduct 6.1. All students shall: 6.1.1. Comply with federal, provincial, and municipal laws and regulations and comply with all College policies and procedures. 6.1.2. Treat others respectfully and in accordance with the College’s values and demonstrate personal integrity, professionalism and accountability at all times, including by refraining from abuse, harassment and intimidation. 6.1.3. Engage with others in a manner that respects their rights, physical and mental well-being, and safety. 6.1.4. Comply with directions given by any member of the College community that are made in the proper performance of their duties. 6.1.5. Refrain from making allegations or complaints against other members of the College community that are frivolous, vexatious or made in bad faith. 6.1.6. Refrain from committing acts of dishonesty, including by providing false information to the College, forging or misrepresenting College documents or by providing a false identity to the College. Page 3 of 11 6.1.7. Refrain from any activity that causes a breach of another person’s privacy, including by taking photos or making audio or video recordings of other community members without permission in any context in which the community member has a reasonable expectation of privacy. 6.1.8. Refrain from stealing, damaging, possessing without authorization, defacing, vandalizing or destroying College-owned or controlled property or the property of a community member (including property of persons or organizations who host College activities). 6.1.9. Refrain from conduct that is disorderly, that is disruptive of normal College operations or activities, that interferes with others’ work, learning or residential environment or that endangers the safety of others. 6.1.10. Properly register any service animal brought onto College-owned or controlled property with the Access and Support Centre. 6.1.11. Refrain from retaliating against individuals for participating in proceedings under this policy. 6.2. Students who breach the standard of student conduct may be subject to sanctions, including but not limited to one or more of the following sanctions: a) Loss of campus privileges b) A requirement to make restitution for loss or damages c) Participation in a restorative process d) Timetable adjustments e) Suspension from one or more College facilities/services f) Permanent restriction from one or more College facilities/services g) Suspension from class(es) h) Suspension from the College for a specified period of time i) Expulsion from the College 7. Procedure 7.1. Responsibility 7.1.1. The OCS is responsible for addressing alleged breaches of the standard of student behaviour by administering this procedure. 7.1.2. The College may depart from this procedure as it deems appropriate, with a view to achieving the just and most expeditious resolution to conduct matters. All duties assigned by this procedure may be delegated. Page 4 of 11 7.2. Emergency assistance and reporting of breaches 7.2.1. College community members should contact Campus Security or emergency services whenever faced with an immediate threat to safety or security. 7.2.2. External community members who observe or become aware of a breach of the standard of student behaviour are responsible for submitting an incident report to Campus Security in person or by email. Reports should be made as soon as possible and should provide the fullest possible disclosure of all information known at the time of the report submission. 7.2.3. Campus Security will forward all reports to the OCS after addressing any immediate threat to safety or security. 7.3. Confidentiality of reports 7.3.1. The subject matter of reports is confidential. Parties and witnesses must refrain from sharing information about a report with others except as permitted by the College. 7.3.2. Although the subject matter of reports is confidential, the College will disclose information to students who are the subject of allegations to investigate and resolve reports and may disclose information to academic departments and others to address a safety risk, to administer and enforce interim measures, conditions and sanctions and to administer this policy. 7.4. Multiple policies 7.4.1. In some instances, an alleged breach may violate more than one policy. Where procedures in multiple policies apply, the College officials responsible for initiating the processes will confer to determine which policy will apply, or whether multiple processes are required, and which takes precedence. The circumstances will determine which policies the College will apply and in what order. 7.5. Interim Measures 7.5.1. The OCS will consider whether to implement interim measures that may be required to protect individuals, the community as whole and/or the investigation process. 7.5.2. Interim measures may include but are not limited to a ban from campus property in full or in part, removal from on-campus activities, removal from on campus residence, a suspension from study or other similar measures. Page 5 of 11 7.5.3. Interim measures are not punishment and do not represent a finding of misconduct. 7.5.4. The Director of the OCS will provide written notice of interim measures and, when possible, meet with the respondent student to explain. The notice will include brief reasons, a warning about non-compliance with conditions and a short explanation of the review process set out below. 7.5.5. The Director shall advise the Dean of Students and the appropriate school senior administrator of the interim measures. 7.5.6. The Director of the OCS will review interim measures every five business days. Respondent students may write the Director with any input or information they wish to be considered in the review. 7.6. Investigation 7.6.1. The OCS will assess all reports, determine how to best address reports and, if appropriate, initiate a reasonable investigation to meet all applicable legal requirements. Where a report about student conduct in a learning environment is submitted to OCS by a senior academic administrator, an investigation will be initiated and an update on actions will be provided to the reporting administrator within five business days. 7.6.2. If the OCS initiates an investigation, it will appoint an investigator, ordinarily the Manager, Student Conduct and Campus Investigations and ordinarily within three days of receiving a report. The investigator will begin to investigate promptly. 7.6.3. The investigator will gather witness statements, documents and other evidence and will provide the Director of the OCS with the evidence along with an Investigative Summary, ordinarily within seven business days of their appointment. If more time is required, the investigator will advise the respondent student. 7.6.4. An Investigative Summary is not a final determination. It is a summary of the evidence collected that the Director of the OCS will use in deciding whether to pursue the allegations and, if so, how to pursue the allegations. In making this decision, the OCS will provide the respondent student with a redacted copy of the Investigation Summary and an informal opportunity to respond. Page 6 of 11 7.7. Letter of Expectation 7.7.1. Except in cases where the student conduct occurred in a learning environment and the report was provided by a senior academic administrator, the Director of the OCS may issue a Letter of Expectation to address any allegations that they judge to be less serious. The Director may do so before or after an investigation, subject to any legal requirement to conduct an investigation. 7.7.2. A Letter of Expectation sets out expected behaviors alone. It is not a misconduct finding and is not punishment. 7.7.3. If the Director of the OCS issues a Letter of Expectation, the OCS will take no further action absent a change in circumstances. The OCS will inform any students who reported the matter that it has been resolved. 7.7.4. The OCS shall keep a record of all Letters of Expectations issued and shall report annually to the Dean of Students on the exercise of this discretion. 7.8. Informal Resolution – Excluding Reports of Student Conduct in a Learning Environment 7.8.1. After the completion of an investigation, the Director of the OCS may direct the Manager, Student Conduct and Campus Investigations to speak with the respondent student and determine whether the matter can be informally resolved. 7.8.2. The Director of the OCS may approve any written informal resolution that involves an acknowledgement of wrongdoing, that is appropriate in light of this policy’s objectives and with which the respondent student freely agrees. Informal resolutions may involve: a) Restorative process b) Verbal or written warning c) Written apology d) Written Notice of Infraction with restrictions e) Restitution f) Conduct contract g) Referral to campus services 7.8.3. The OCS will maintain records of informal resolutions, which the College may use to establish a student’s disciplinary record and impose progressive discipline. Informal resolutions are final and may not be appealed. Page 7 of 11 7.8.4. The OCS will inform any students who reported the matter that it has been resolved. 7.9. Informal Resolution – Student Conduct Reports from an Academic Learning Environment 7.9.1. After the completion of an investigation, the Director of the OCS may direct the Manager, Student Conduct and Campus Investigations to speak with the respondent student and determine whether the matter can be informally resolved. 7.9.2. The Director of the OCS may approve any written informal resolution that involves an acknowledgement of wrongdoing, that is appropriate in light of this policy’s objectives and with which the respondent student freely agrees. Informal resolutions may involve a conduct contract addressing one or more of the following: a) Loss of campus privileges; b) A requirement to make restitution for loss or damages; c) Suspension from one or more classes; d) Suspension from one or more College facilities; and/or e) Other sanctions consistent with this policy. 7.9.3. The OCS will maintain records of informal resolutions of student conduct reports submitted by academic schools, which the College may use to establish a student’s disciplinary record and impose progressive discipline. Informal resolutions are final and may not be appealed. 7.9.4. The OCS will inform the senior academic administrator who reported the student conduct matter of any resolution. 7.10. Initiation of Formal Resolution 7.10.1. After the completion of an investigation, the Director of the OCS may initiate a formal resolution process, ordinarily by asking the Manager, Student Development to establish and Chair a Student Conduct Committee to hear the matter within 3 business days. 7.10.2. In establishing the Student Conduct Committee, the Manager, Student Development shall appoint: • one senior academic administrator; • one Student Affairs staff member; and • one student member. Page 8 of 11 each of which who is a member of the Student Conduct Standing Committee and who has participated in mandatory training. 7.10.3. Members of a Student Conduct Committee shall declare any conflict of interest prior to participating in a hearing. 7.10.4. The Manager, Student Development is the non-voting Chair of every Student Conduct Committee, and responsible for advising the committee on matters of procedure. Should the Manager, Student Development declare a conflict of interest, the Dean, Students will appoint one another senior academic administrator to act as Chair. 7.10.5. Should the Director of the OCS in consultation with the Dean of Students deem it appropriate, they may appoint a single decisionmaker instead of a Student Conduct Committee in which case the single decision-maker shall apply this Policy as it applies to a Student Conduct Committee with any necessary modifications. 7.11. Conduct Meeting 7.11.1. The OCS will provide a copy of the Investigative Summary and relevant documentation to the Student Conduct Committee. 7.11.2. The Student Conduct Committee will consider the Investigative Summary and appended documentation prior to the scheduling of a conduct meeting. 7.11.3. When a matter involves more than one respondent student, the Chair will determine whether the respondent students will meet with the Student Conduct Committee separately or together. 7.11.4. The Chair will schedule an in-person or virtual meeting. Once scheduled, the Chair will send respondent students a notice of the meeting that sets out the misconduct allegations along with the Investigative Summary and relevant documentation. 7.11.5. Respondent students shall make themselves available to meet with the Student Conduct Committee. If a respondent student fails to attend a scheduled conduct meeting, the Student Conduct Committee may make a decision in absentia. 7.11.6. Respondent students may bring a supporter to conduct meetings at their expense provided they advise the Chair and identify the supporter at least two business days in advance. 7.11.7. The Student Conduct Committee will give each student respondent who attends a conduct meeting a fair hearing, following which it will make two decisions: Page 9 of 11 a) whether the evidence establishes, on a balance of probabilities, one or more misconduct allegations; and b) if one or more misconduct allegations are substantiated, the appropriate sanction. 7.11.8. As the Chair deems it appropriate, a Student Conduct Committee may defer hearing submissions about penalty to a second conduct meeting. 7.11.9. The Chair will provide each respondent student with a letter that sets out the Student Conduct Committee’s decision and reasons. The Chair will also advise College administrators about any imposed sanctions if they have a need to know. 7.11.10. The College will keep a confidential copy of the minutes of conduct meetings in the office of the Dean of Students. 7.11.11. The OCS will retain a record of all sanctions imposed in accordance with the College’s records information management protocols. The College does not record sanctions other than expulsions in the permanent academic record or transcript of respondent students. 7.12. Appeal Process 7.9.1 An appeal is not a reconsideration of a Student Conduct Committee decision. The administrator who hears an appeal will only allow an appeal if the appellant establishes one of the three following grounds: a) new evidence has become available, but through no fault of the sanctioned student, was not presented at the time the Committee made its decision therefore rendering the Committee’s decision questionable; b) the procedure employed the Committee was unfair and reconsideration is warranted; or c) the Committee’s decision is unreasonable in light of the evidence put before the Student Conduct Committee. 7.12.1. Student Respondents may file a written appeal to the Risk Management Office within five business days of receiving a Committee decision. The appeal shall be made on a Student Conduct NonAcademic Appeal Form, identify the basis for the appeal and include all submissions in support of the appeal. Typically, students will receive a reply within five business days of receiving a complete application package. Page 10 of 11 7.12.2. The appeal will be heard by a College administrator who has had no prior involvement in the matter under appeal and who is not in an apparent or real conflict of interest. 7.12.3. The administrator is not required to discuss the appeal with the Respondents before deciding the appeal. The administrator who hears an appeal shall receive appropriate training for this role and may seek confidential legal advice. 7.12.4. If the administrator allows an appeal, they may return the matter to the same Student Conduct Committee with or without giving it direction, return the matter for a re-hearing before a newly constituted Student Conduct Committee or substitute a modified sanction. In cases where a sanction is altered, the administrator issuing the sanction will notify College administrators if they have a need to know. 7.12.5. An appeal decision is final. 8. Roles and responsibilities 8.1. It is the responsibility of the Dean of Students and Director of OCS to ensure that this policy and procedure is fully implemented. 8.2. All campus community members have a responsibility to report standards of student conduct breaches. 8.3. It is the responsibility of the Manager, Student Conduct and Campus Investigations to initiate timely investigations of breaches to the standards of student conduct and analyze the conduct reported, that is contrary to the spirit of this policy. 8.4. It is the responsibility of the Student Conduct Committee chair to schedule proceedings to review cases of non-academic misconduct resulting in a formal process. 8.5. It is the responsibility of the Student Conduct Standing Committee members to participate in mandatory training, be available for proceedings and to maintain the confidentiality of proceedings. 8.6. It is the responsibility of the manager, Risk Management to receive and review all appeal packages and notify the Dean of Students when an Appeal should be commenced. 9. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). Page 11 of 11 10. Non-compliance implications Failure to properly report or act on student conduct issues may place members of the College community at risk and could result in damage to an external or internal member of the campus community and to the College through financial or reputational loss. 11. Communications plan • The Student Conduct Policy and Procedure is posted on the Durham College website in the Governance section • A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. • A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 12. Related forms, legislation or external resources • Student Conduct Non-Academic Appeal Form • Accessibility for Ontarians with Disabilities Act • Occupational Health and Safety Policy and Procedure • Ontario Human Rights Code

1. Introduction With the increase in internationalization across the post-secondary sector, there has been an increase in the number of students travelling outside the province of Ontario. Student travel outside the province of Ontario includes but is not limited to: International development projects International exchange Work-integrated learning Short term study abroad International research Ensuring students receive the essential information and support services to make informed cultural and social transitions and choices and that reasonable precautions are taken with respect to the health and safety of students involved in these activities is necessary. 2. Purpose This policy and procedure was created to ensure reasonable precautions are taken with respect to the health, safety and well-being of Durham College students who travel out of the province of Ontario for College approved activities and that students involved in these activities receive the essential information and support services the College can offer, to make the necessary cultural, social and professional transitions and choices. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. The College will, as best as it can, prepare and assist students who engage in activities requiring student travel outside the province of Ontario. 4.2. Student travel must be approved by the College’s appropriate approval authority before it occurs. 4.3. All students travelling outside the province of Ontario for College approved Activities, must comply with all applicable steps and requirements as outlined in this policy and procedure. 4.4. Students are governed by College policies and procedures while travelling outside the province of Ontario. 4.5. The College will not approve student travel to countries or regions with a Global Affairs Canada (GAC) risk rating advising to avoid non-essential travel (Level 3) or to avoid all travel (Level 4), except in rare circumstances. An exception may be considered where it is critical for the travel activity to occur and risk mitigation strategies can be implemented effectively. 4.6. By the completion of the assumption of risk, waiver of claims, release of liability and indemnity agreement, the Student indicates that they are aware of the risks associated with the College approved travel, understands that by participating in the travel they are being exposed to these risks and that they accept the legal obligations and waive certain legal rights, including the right to initiate legal proceedings in the court of law, or otherwise. 4.7. This policy and procedure applies to all students travelling on Durham College approved activities outside the province of Ontario. 4.8. This policy and procedure does not apply to the activities organized by independent College organizations such as the Student Association and Student Clubs or activities organized by groups of students which do not meet the definition of a College approved activity. 4.9. Documentation required by this policy and procedure will be classified as STU32 and FIN52, according to the Durham College Information Management Policy and will be maintained according to this framework. 5. Procedure 5.1. Out of Province Travel Initiated by Students 5.1.1. A student who is interested in undertaking out of province travel related to the College, will express their interest to the appropriate Executive Dean/Dean/Director or designate to ascertain whether the travel can be considered a College approved activity. 5.1.2. The student will research the destination and communicate the relevant information to their Executive Dean/Dean/Director or designate. Information may include but is not limited to health, safety, transportation and living accommodations of the travel destination. 5.1.3. A minimum of four weeks prior to travel, the student will complete the following forms; Request for Student Travel Outside Ontario. This form will be approved by the appropriate School’s Executive Dean/Dean/Director who will also determine if the out of province travel has any budget or program credit implications. Once completed the student will forward this form to the Office of Insurance and Risk Management. The Traveler Information and Emergency Contact Form, including the travel itinerary. This form provides contact information which will be used/released by the College to appropriate parties, in the event of an emergency, as determined to be necessary by the College and in accordance with the Freedom of Information and Protection of Privacy Act. Once completed the student will submit this form to the appropriate executive dean/dean/director or designate, a copy will be forwarded to the Office of Insurance and Risk Management. The Assumption of Risk, Waiver of Claims, Release of Liability and Indemnity Agreement (Waiver). Once completed the student will forward this form to the Office of Insurance and Risk Management. 5.1.4. For travel outside Canada the student is required to review and the College will consider, the Global Affairs Canada (GAC) destination’s travel advisory, to assess whether or not the student should engage in College approved activities in these regions. 5.1.5. The College reserves the sole right to cancel or recall previously approved student travel. Such cancellation or recall will be done by the VPA in collaboration with the Dean of the International Office and the appropriate School. Students must comply with any such cancellation or recall. Failure to comply will result in the student being considered to be on personal travel and will no longer have access to College resources and assistance. The student will be solely responsible for any harm or associated costs incurred as a result of their failure to comply. This does not apply to students who are unable to comply due to reasons beyond their control. 5.1.6. Once travel is approved, the student signs up for a pre-departure orientation session. For College approved travel outside North America, predeparture sessions will be organized by the appropriate executive dean/dean/director or designate in collaboration with the International Office. For College approved travel within North America, pre-departure sessions will be organized by the appropriate School. 5.1.7. At least four weeks (4) prior to the intended time of travel, the student will complete and submit, all other applicable documentation, as guided by the appropriate Executive Dean/Dean/Director or designate. This could include but is not limited to the student Declaration of Understanding. 5.1.8. The student will make arrangements for adequate insurance coverage prior to travel. Students will be asked to provide proof of insurance coverage. 5.1.9. Registration of Canadians Abroad (ROCA) is a service for Canadian permanent residents, protected people and depending on the location of travel, also for Israeli and Jamaican citizens. Where applicable, the student should enroll with ROCA. The service is free of charge and allows the Government of Canada to notify registrants in case of an emergency abroad or a personal emergency at home. 5.1.10. The student will monitor advisories prior to and during their travel. Appropriate parties at the College will be notified by the student of any changes that may impact student travel plans. 5.1.11. Upon return, the student will attend a re-entry de-brief session. For College approved travel within North America, re-entry debrief sessions will be organized by the appropriate School. For College approved travel outside North America, re-entry debrief sessions will be organized by the relevant executive dean/dean/director or designate in collaboration with the International Office. 5.2. Out of Province Travel Initiated by the College 5.2.1. Before completing any paperwork, students should consult with their School to confirm eligibility for the out of province travel, as eligibility will differ across opportunities. 5.2.2. A minimum of four (4) weeks prior to travel, the student will complete the following forms; Request for student Travel Outside Ontario. This form will be approved by the appropriate School’s Executive Dean/Dean/Director who will also determine if the out of province travel has any budget or program credit implications. Once completed the student will forward this form to the Office of Insurance and Risk Management. The Traveler Information and Emergency Contact Form, including the travel itinerary. This form provides contact information which will be used/released by the College to appropriate parties, in the event of an emergency, as determined to be necessary by the College and in accordance with the Freedom of Information and Protection of Privacy Act. Once completed the student will submit this form to the appropriate executive dean/dean/director or designate, a copy will be forwarded to the Office of Insurance and Risk Management. The Assumption of Risk, Waiver of Claims, Release of Liability and Indemnity Agreement (Waiver). Once completed the student will forward this form to the Office of Insurance and Risk Management. 5.2.3. The College reserves the sole right to cancel or recall previously approved student travel. Such cancellation or recall will be done by the VPA in collaboration with the International Office and appropriate Schools. Students must comply with any such cancellation or recall. Failure to comply will result in the student being considered to be on personal travel and will no longer have access to College resources and assistance. The student will be solely responsible for any harm or associated costs incurred as a result of their failure to comply. This does not apply to students who are unable to comply due to reasons beyond their reasonable control. 5.2.4. Once travel is approved, the student signs up for a pre-departure orientation session. For College approved travel outside North America, predeparture sessions will be organized by the appropriate Executive Dean/Dean/Director or designate in collaboration with the International Office. For College approved travel within North America, pre-departure sessions will be organized by the appropriate School. 5.2.5. The student will prepare themselves in advance of the travel. Based on parameters established by the appropriate School, the student will research the destination and be aware of the risks involved in the planned travel. 5.2.6. The College will ensure there is adequate out of province health and medical insurance. 5.2.7. Registration of Canadians Abroad (ROCA) is a service for Canadian permanent residence, protected people and depending on the location of travel, also for Israeli and Jamaican citizens. Where applicable, the student should enroll with ROCA. The service is free of charge and allows the Government of Canada to notify registrants in case of an emergency abroad or a personal emergency at home. 5.2.8. The student will monitor advisories prior to and during their travel. Appropriate parties at the College will be notified by the student of any changes that may impact student travel plans. 5.2.9. Upon return, the student will attend a re-entry de-brief session. For College approved travel within North America, re-entry debrief sessions will be organized by the appropriate School. For College approved travel outside North America, re-entry debrief sessions will be organized by the relevant executive dean/dean/director or designate in collaboration with the International Office. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic in collaboration with the Dean of the International Office, the Office of Insurance and Risk Management and the Executive Dean/Dean/Director to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of the International Office to schedule and host mandatory pre-departure and re-entry debrief sessions for College approved travel outside of North America. 6.3. It is the responsibility of the School to schedule and host mandatory pre-departure and re-entry debrief sessions for College approved travel within North America. 6.4. It is the responsibility of the appropriate School, the Office of Insurance and Risk Management and the International Office to ensure students are aware of the relevant requirements for out of province travel. 6.5. It is the responsibility of the student to: complete and submit all required forms with the appropriate supporting documents, for travel; consider the risks associated with travel and to take the necessary precautions to avoid, mitigate and manage these risks; research the destination; understand and comply with Durham College’s Student Conduct policy and procedure and the destination country’s laws while away; act safely and in a responsible manner, exercising good judgement at all times to prevent harm to oneself or others while away; obtain travel documents (such as visas, passports and immunization records), obtain appropriate vaccinations, medical advice and any required supplementary insurance; stay informed of changing conditions by monitoring Global Affairs Canada and other advisories; inform their Durham College contact of any changes that may affect their original risk management and mitigation strategy, including but not limited to a change in address, while abroad and communicate with the International Office and the School, where applicable, regarding scheduling and attending mandatory pre-departure and re-entry debrief sessions. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy could adversely affect the health, safety and well-being of students while travelling. Non-compliance could also create challenges relating to the laws and regulations of other countries/regions and have an impact on the reputation of the College and the students’ ability to successfully complete the assignment. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Request for Student Travel Outside Ontario The Traveler Information and Emergency Contact Form The Assumption of Risk, Waiver of Claims, Release of Liability and Indemnity Agreement (Waiver Request for student Travel Outside Ontario The Traveler Information and Emergency Contact Form The Assumption of Risk, Waiver of Claims, Release of Liability and Indemnity Agreement (Waiver).

1. Introduction 1.1. Most College programs require students to complete unpaid work placements as part of their curriculum requirements. It is an expectation of the Ministry of Training, Colleges and Universities (MTCU) that these students will have workplace disability insurance coverage should they suffer work-related accidents or illnesses while on these unpaid placements. Legislation governing this aspect of the College programs include the Ontario Workplace Safety and Insurance Act and the Ontario Occupational Health & Safety Act. 1.2. By educating students, prior to placement, on the importance of recognizing and ensuring a safe work environment, and actions to take if the environment is not safe, Durham College will be a partner, along with the placement employer and the student, in ensuring that students are safe while on placement. 2. Purpose The purpose of this policy and procedure is to outline Durham College’s role in ensuring that students who are on unpaid work placements have insurance coverage for work-related accidents or work-related illnesses. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Activities involving placement employers are documented using College-approved templates and/or forms. 4.2. The Ministry does not provide WSIB and/or CHUBB insurance plan coverage when students participate in on-campus unpaid field placements. Durham College provides these students with a limited private insurance plan. 4.3. Annual file audits will be conduct by the Office of Insurance and Risk Management. 4.4. While on placement students must alert their placement supervisor immediately if they become aware of anything that could endanger a placement student’s safety. 5. Procedure 5.1. Pre-Placement 5.1.1. Students must comply with the requirements for placement in accordance with program requirements. This may include, but is not limited to criminal reference checks, immunizations,CPR. 5.1.2. Students must provide proof of completion of all mandatory e-courses before going out on placement to as per program guidelines. 5.1.3. Once a potential placement has been identified, the designated School representative will ensure the completion of the required information by the employer, if one has not been completed in the past two years. 5.1.4. The designated School representative will review the Employer Health and Safety Pre-Placement Site Checklist and follow up where required. Approvals will be renewed at minimum every two years. 5.1.5. As per program requirements, once a suitable placement site has been approved, details about the placement must be documented in order to ensure that a placement student is covered by WSIB or CHUBB insurance in the event of an accident/illness while at the placement site. 5.1.6. Prior to starting placement, the student will review, sign, and date the Student Declaration of Understanding Form and submit as per the program requirements. 5.1.7. On the first day of placement, the student and placement employer will review the “Unpaid Work Placement Student Health and Safety Checklist”, initial, sign, date and submit to the designated School representative as per the program guidelines within 48 hours. 5.1.8. The designated School representative will maintain copies of all completed placement-related forms. These will be stored according to Durham College’s Records Retention schedules. 5.1.9. The designated School representative must complete the Stand-Alone Student Insurance Plan and forward to the Office of Insurance and Risk Management when a student is placed with Durham College as the placement employer. 5.1.10. The designated School representative will provide a list of students on unpaid work placement to the Office of Insurance and Risk Management each semester. 5.2. Accident Reporting Requirements 5.2.1. Students must complete the Durham College Accident/Injury Report within 24 hours. 5.2.2. The designated School representative will inform the placement employer of all accident reporting requirements. Within three days of learning of a work-related reportable accident/injury the placement employer must complete WSIB Form 7 Employer’s Report of accident/injury (which can be accessed from the WSIB website.) and send it to designated School representative. The placement employer agrees to complete a letter of Authorization to Represent Placement Employer and submit it to the designated School representative at Durham College with workplace accident or injury report. 5.2.3. Where required, the Office of Insurance and Risk Management will file appropriate paperwork with MTCU, and WSIB or CHUBB Insurance. 5.2.4. If a placement student, because of a work-related accident or work-related illness, is no longer able to attend placement or seeks medical treatment after the initial report of accident, the student must advise their designated School representative. The designated School representative must notify the Executive Dean/Dean or designate and the Office of Insurance and Risk Management under these circumstances as additional WSIB or CHUBB Insurance forms may be required. 5.2.5. Depending on the severity of the placement student’s injury or illness, and prior to returning to their placement employer, the placement student may need to be assessed by a medical professional. Under these circumstances, the placement student must submit a doctor’s note to the designated School representative stating that they are able to resume their placement. 5.2.6. The original completed accident/injury form and associated documents will be maintained by the Office of Insurance and Risk Management. 5.2.7. The Office of Insurance and Risk Management will review and take the appropriate action(s). 5.3. Incident Reporting Requirements 5.3.1. While on placement, students must alert their placement supervisor immediately if an incident has occurred that the student has witnessed or was involved in, which does not involve injury to themselves. 5.3.2. Students must complete the “Placement Student Incident Report”. The completed form must be forwarded to the appropriate Associate Dean within three days. The Associate Dean will review and take the appropriate action(s). 5.4. MTCU Reporting Requirements 5.4.1. After each semester, MTCU will request statistics on the actual hours of unpaid work placement and the number of students on placement for those unpaid work placements covered by CHUBB Insurance. 5.4.2. To provide these statistics, each School will track and report unpaid work placement statistics to the health and safety officer, as requested. 5.4.3. For those international students attending Durham College on Visa Study authorization who are on work placement, their placement hours must be reported separately to MTCU. 5.4.4. These unpaid placement statistics will be collated and reported to MTCU by Durham College’s health and safety officer. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic to ensure that the Student Unpaid Work Placement policy and procedure is fully implemented. 6.2. It is the responsibility of the designated School representative to ensure that all placement documentation has been completed and that the student and placement employer are aware of all procedures. 6.3. It is the responsibility of the Office of Insurance and Risk Management to conduct annual file audits. 6.4. It is the responsibility of the placement employer to ensure the student is working in a safe environment, has all of the necessary safety equipment, and to notify the designated School representative in the event of an accident/injury or work-related illness. 6.5. It is the responsibility of the placement student to work safely and to notify the placement employer immediately of any work-related accident/injury or work-related illness and the designated School representative within one business day. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Non-compliance with this policy may inadvertently place students’ well-being at risk and jeopardize the reputation of the College. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. A message will be posted on MyCampus alerting students when new or revised policies and procedures are added. 10. Related forms, legislation or external resources Ministry Guidelines for Workplace Insurance for Post-secondary Students of Publicly Assisted Institutions on Unpaid Work Placements The following resources are available on the I: drive, in the Student Work Placement folder: Employer Health and Safety Preplacement Site Checklist Unpaid Placement Student Health and Safety Checklist Letter of Authorization to Represent Placement Employer Durham College Accident/Injury Form Post-secondary Student Unpaid Work Placement Workplace Insurance Claim Form Chubb Insurance Brochure 08-21-06 The Accident Insurance Plan Supporting Training Participants, Policy SG10284501 (Ministry Insurance) Chubb Insurance Brochure – Occupational Accidental Death & Dismemberment Insurance, Policy SG10457101 (College Insurance) Letter to Placement Employers Student Declaration of Understanding Placement Student Incident Report Stand-Alone Insurance Application

1. Introduction Durham College takes reasonable steps to ensure the safety of all members of its community and to preserve a work and learning environment free of unhealthy disruption and disturbance. This includes taking proactive measures to engage with students who are displaying behaviours that demonstrate risk. The College’s aim is to support the success and well-being of students who are struggling so they can continue to participate in College activities. If risks cannot be managed effectively, however, students may be required to withdraw from study and seek help outside the College. The College will require involuntary withdrawals only when necessary, and pursuant to the safeguards set out in this policy. 2. Purpose The purpose of this policy is to ensure the well-being and safety of all members of the campus community while also ensuring a supportive and fair manner of dealing with students who are struggling and require assistance in addressing behaviours that expose the College community to endangerment or disruption. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. The College will take all reasonable steps to ensure the well-being and safety of all members of the College community, and will favour early intervention in addressing student behaviours that demonstrate risk. 4.2. The College acknowledges that concerning student behaviours are often caused by complex mental health conditions and is committed to meeting its duty to accommodate under the Ontario Human Rights Code. Page 2 of 5 4.3. The College will engage with students on a cooperative, voluntary basis where possible and will only impose conditions and order a student to be withdrawn from study as necessary. 4.4. The College will strive to be well-informed and make decisions that are unbiased and based on reliable information, including reliable information from qualified medical professionals. It will collect information transparently, keep information confidential and use it only for its assessment and policy administration purposes. 4.5. Students have a duty to cooperate with the College, including by providing the College with consent to obtain the information it needs to make a proper assessment. Students who do not cooperate may be withdrawn from study pending cooperation. 4.6. Management of behaviours under this policy does not preclude College discipline, and students may be held accountable for misconduct even if they require support from the College in modifying their behaviours or addressing a mental health condition or psychiatric disability. 5. Procedure 5.1. Intake/initiation 5.1.1. Members of the College community should report concerning behaviours to the office of the Dean of Students. The College will maintain a web page that includes information about who to contact, what behaviours are of concern to the College and where students who are struggling with mental health conditions can receive help. 5.1.2. The Dean of Students or a delegate will seek clarification from the person making the report as required and decide whether the report warrants provisional assessment. 5.1.3. If the report does not warrant provisional assessment, the Dean of Students will keep a record of the report and its resolution. Resolution may involve advising the student of the report, identifying potential sources of support and recommending that the student seek help. 5.2. Provisional assessment 5.2.1. If the Dean of Students decides that the report warrants provisional assessment, they shall gather readily available information from nonclinical College staff and share it with the Director, Office Campus Safety (OCS) or a delegate, the Director, Campus Health and Wellness Centre (CHWC) or delegate and Director Access and Support Centre (ASC) or delegate (the Assessment Team). 5.2.2. The Director, CHWC, shall not delegate the Assessment Team duties to any clinician who is engaged in the provision of confidential services to the affected student. Page 3 of 5 5.2.3. The Assessment Team will assess the risks and determine if formal engagement with the student is warranted. 5.2.4. Formal engagement is warranted when the Assessment Team is concerned that there is significant risk that the student will fail to participate effectively in academics and in the College community without endangering others or themselves and without disrupting College operations. 5.2.5. If the Assessment Team decides that engaging with the student is not warranted, the Dean of Students will keep a record of the report and its resolution. Resolution may involve advising the student of the report, identifying potential sources of support and recommending that the student seek help. 5.3. Formal student engagement 5.3.1. To initiate formal engagement, the Dean of Students will send a written notice to the student that: • Sets out the behaviours of concern; • Requests cooperation and explains what may happen if the student does not cooperate; • Directs the student to comply with any restrictions or conditions that the Dean and Director(s) deem necessary pending completion of the assessment procedure; and • Invites the student to contact a Case Manager who is available to help the student navigate its procedure 5.4. Assessment procedure and decision 5.4.1. After engaging with the student, the Assessment Team may gather additional information and take related steps to better understand the risk and how the College may best manage the risk and provide help to the student. This may entail inviting others from the College who know the student and/or the applicable success factors to join the Assessment Team on an ad hoc basis. It may also entail enlisting the services of outside medical or threat assessment experts. 5.4.2. The Assessment Team will gather and assess information only as it deems necessary for its purposes. It will do so expeditiously and transparently, and will obtain the student’s express consent to gather any medical evidence from their health care provider or providers. It will make the full membership of the Assessment Team and any expert involvement known to the student. Page 4 of 5 5.4.3. Following the gathering of necessary information, the Assessment Team will decide: • Whether there is a significant risk that the student will fail to participate effectively in academics and in the College community without endangering others or themselves and without disrupting college operations; and • Whether the implementation of a success plan with certain elements would render the risk acceptable. 5.4.4. Prior to making this decision, the Assessment Team will meet with the student (together with the Case Manager and/or a personal support person, if desired) to address the information known to the Assessment Team and the Assessment Team’s pending decision. 5.4.5. There are three potential outcomes: • Recommendation only – If the Assessment Team decides that the risk is not significant, it will not impose a success plan but may identify potential sources of support and recommend that the student seek help. • Success plan or voluntary withdrawal – If Assessment Team decides that the risk is significant but can be managed with a success plan, it will require participation in a success plan. If the student does not wish to participate in the success plan, they may voluntarily withdraw for a minimum six-month period. • Involuntary withdrawal – If the Assessment Team decides that the risk is significant and cannot be managed with a success plan, it will require the student to withdraw from study and establish conditions for re-enrolment. It will do so by providing a written notice of involuntary withdrawal. The Assessment Team will require involuntary withdrawals sparingly, only when necessary. 5.5. Management 5.5.1. The Case Manager will work with the student, the Dean of Students and Assessment Team in implementing success plans, including by monitoring their effectiveness. The Dean of Students may adjust a success plan as required and may terminate a success plan if it is no longer required. If a success plan is not effective in addressing the risk, the Dean of Students may re-constitute an Assessment Team so it can meet with the student and make a decision about how to proceed, including about whether to require an involuntary 5.5.2. Students who withdraw (whether voluntarily or involuntarily) may not reenrol without an Assessment Team’s approval. Return following an involuntary withdrawal will be in accordance with any conditions established by the Assessment Team and set out in the notice of withdrawal. Page 5 of 5 withdrawal. Re-enrolment decisions will be made fairly, ordinarily after meeting with the student. If re-enrolment is denied, the Assessment Team may impose new conditions for re-enrolment, including a time limitation on a subsequent re-approval request. 5.5.3. The Dean of Students will keep a record that includes the initial report, the information relied upon by the Assessment Team and all correspondence with the student. 6. Roles and responsibilities 6.1. The Dean of Students is responsible for oversight of this policy and procedure. 6.2. The Assessment Team is responsible for reviewing relevant documentation, providing input on student success plans (where appropriate), and when necessary, making recommendations for student withdrawal and/or conditions for re-entry. 6.3. The Case Manager is responsible for working with the student, the Dean of Students and the Assessment Team in implementing and monitoring the effectiveness of success plans. 6.4. Students are responsible for co-operating with the College, including by providing the College with consent to obtain the information it needs to make a proper assessment and availing themselves to the supports offered through the success plans. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to properly report or act on student well-being issues may place members of the College community at risk and could result in damage to an external or internal member of the campus community and to the College through financial or reputational loss. 9. Related forms, legislation or external resources • Accessibility for Ontarians with Disabilities Act • Freedom of Information and Protection of Privacy Act • Ontario Human Rights Code • Personal Health Information Protection Act • Workplace Safety and Insurance Act

1. Introduction Durham College provides support to students who may lack the academic skills, knowledge, and behaviours to progress in their chosen program. 2. Purpose The purpose of this policy and procedure is to support student success by identifying and addressing academic concerns. 3. Definitions Refer to Durham College’s Standard Definitions. 4. Policy statements 4.1. Students and employees are active partners in the teaching and learning process. 4.2. Employees have an obligation to identify and support students who are not meeting the program learning outcomes associated with their POS. 5. Procedure 5.1. Employees identify a student in need of academic support by completing an Academic Notice form. Types of academic concerns can include, but are not limited to, academic difficulties (poor GPA), missed assessments, poor attendance, lateness to class, leaving class early, lack of participation, inappropriate use of IT and personal mobile devices. 5.2. The employee will invite the student to meet and discuss the academic concern and share the completed Academic Notice form. The student will have two business days to exercise the option of providing comments on the Academic Notice form and/or signing the form in acknowledgement of its receipt. 5.3. The student who is unable to review the completed Academic Notice form and/or refuses to discuss the concern with the employee will be notified in writing (via College email) by the reporting employee that an Academic Notice form has been completed. 5.4. The completed Academic Notice form will be submitted to the appropriate school office (attention of the executive dean/dean or associate dean) or department (attention of the departmental manager) within five business days of the concern being documented by the employee. 5.5. Where required, the executive dean/dean or associate dean or departmental manager will determine the appropriate referrals. 5.6. If the executive dean/dean or associate dean or departmental manager feels the concern identified lies outside of an academic-at-risk concern, the executive dean/dean or associate dean or departmental manager, will provide an electronic or paper copy of the completed Academic Notice form to the Office of Campus Safety. 5.7. The original completed Academic Notice form will be retained in the school office. A copy will be provided to the student via the College email. 5.8. The school office will notify employee of the action taken with respect to the Academic Notice. 6. Roles and responsibilities 6.1. It is the responsibility of the Vice-President, Academic to ensure this policy and procedure is fully implemented. 6.2. It is the responsibility of employees to identify academic concerns, and to make referrals to available support services. 6.3. It is the responsibility of students to access the recommended support services. 7. Accessibility for Ontarians with Disabilities Act considerations Accessibility for Ontarians with Disabilities Act (AODA) standards have been considered in the development of this policy and procedure and it adheres to the principles outlined in the College’s commitment to accessibility as demonstrated by the Accessibility Plan (ADMIN-203). 8. Non-compliance implications Failure to comply with this policy may negatively impact student progress, retention and graduation rates. 9. Communications plan A message will be posted on ICE alerting employees when new or revised policies and procedures are added to ICE. 10. Related forms, legislation or external resources None