VSOHA Policies

The purpose of the Student Policies is to provide clear expectations of appropriate academic and non-academic conduct for all students at Vancouver School of Healing Arts.

• STUDENT STATEMENT OF RIGHTS
• ACADEMIC PROBATION POLICY
• ADMISSION POLICY
• ASSIGNMENT COMPLETION POLICY
• ATTENDANCE POLICY
• CREDIT TRANSFER POLICY
• DISMISSAL AND CODE OF CONDUCT POLICY
• DISPUTE RESOLUTION AND GRADE APPEAL POLICY
• GOOD STANDING POLICY
• PAYMENT POLICY
• PRIOR LEARNING ASSESSMENT POLICY
• REFUND AND WITHDRAWAL POLICY
• SEXUAL MISCONDUCT POLICY
• LEARNING ACCOMMODATION POLICY
• SNOW EMERGENCY CLOSING POLICY

STUDENT STATEMENT OF RIGHTS

VANCOUVER SCHOOL OF HEALING ARTS (the “College”) is certified with the Private Training Institutions Branch (PTIB) of the British Columbia Ministry of Advanced Education and Skills Training.

Before you enroll at a certified private training institution, you should be aware of your rights and responsibilities.

You have the right to be treated professionally by the College. Additionally, the College will endeavour to treat every individual with respect and fairness.

You have the right to a student enrolment contract that includes the following information:

• The amount of tuition and any additional fees for your program
• The College’s refund policy
• If your program includes a work experience, the requirements to participate in the work experience and the geographic area where it will be conducted
• Whether the program was approved by PTIB or does not require approval.

Make sure you read your enrollment contract before signing.  The College will provide you with a signed copy after you have signed your enrollment contract.

You have the right to access the College’s Dispute Resolution Process and to be protected against retaliation for making a complaint due to the College’s Non-Relation Policy.

You have the right to make a claim to PTIB for a tuition refund if:

• The College loses its PTIB certification before you completed an approved program
• You were factually misled about a significant aspect of your approved program.

In order to receive a refund via PTIB’s Claim process, you must file the claim within one year of completing, being dismissed or withdrawing from your program.

For more information about PTIB and how to be an informed student, go to: http://www.privatetraininginstitutions.gov.bc.ca/students/be-an-informed-student.

ACADEMIC PROBATION POLICY

Where a student fails to demonstrate skills or academic competency in one or more courses, such that there is a reasonable risk the student may not meet the grading standard or threshold required to successfully pass the course, the College may place the student on academic probation.

Academic probation is a formal written warning from the College establishing minimum criteria that the student must achieve in order to continue studies beyond the semester in which academic probation is delivered.

ADMISSION POLICY

The College is committed to enrolling students who meet program admission criteria and who are likely to succeed in achieving their education and career goals.  For admission to the College, an applicant must meet the following criteria for each specific program:

• Bodywork Therapy
• Yoga Teacher Training – Enriched
• Yoga Teacher Training – Advanced
• Career Yoga Teacher Training
• Foundations of Yoga Therapy
• Advanced Yoga Therapy
• C-IAYT Yoga Therapy

*If an applicant does not meet our minimum admission requirements, the requirements cannot be waived by either the College or the applicant.

ASSIGNMENT COMPLETION POLICY

Late assignments will have 5% per day deducted from the final assignment mark (e.g. If an assignment is out of 10 marks, and it is handed in late by one day, there will be 0.5 mark deducted from the total mark given by the instructor).  An assignment will be considered late if it is handed in past the time established by the instructor, or if no time is established, then 5pm on the day it is due.

All assignments must be submitted in order to complete and pass each course at the College. Students, who are unable to complete the course requirements due to medical or personal circumstances, are responsible for making alternate arrangements with their instructor or the Senior Education Administrator and providing supporting evidence that may be requested by the College.

ATTENDANCE POLICY

The minimum attendance required of every student is 80%; a student must not miss more than 20% of the student’s enrolled classes, calculated by instruction unit and in aggregate. Attendance is measured and calculated in half day increments.

If a student provides reasonable proof of medical illness, family or personal emergency, the College may excuse the absence. It is the student’s responsibility to request that an absence be treated as excused and to provide sufficient and credible evidence in support of this request.

Where a student’s attendance drops below 80% due to one or more excused absences, the student must make arrangements with the instructor(s) or the Senior Educational Administrator to ensure that the student meets the class learning objectives and meets all class requirements.

CREDIT TRANSFER POLICY

The College does not issue transferrable credits for courses completed during studies. A student applying to transfer to another educational institution must work with that educational institution to have prior credits recognized.

DISMISSAL AND CODE OF CONDUCT POLICY

The College expects each student to adhere to the Code of Conduct. The Code of Conduct governs behaviour toward students, staff members, and clients who are being treated by a student as fulfillment toward a credit in the program. If needed, a student should request clarification about the Code of Conduct from the Senior Educational Administrator or President.

Code of Conduct

The College expects each student to:

1. Attend school in accordance with the Attendance Policy;
2. Treat every student, client and each staff member with respect;
3. Dress according to the school’s dress code as outlined in the Student Handbook;
4. Treat school property with respect;
5. Complete all assignments and examinations on time.
6. The institution prohibits:
   • disruptive or offensive classroom behavior;
   • bringing a weapon of any kind (i.e. knives, guns, etc.) to school;
   • bringing to the College or to a College event held elsewhere an alcoholic beverage, marijuana or any mood-altering substances prohibited by law;
   • arriving on campus or a College event held elsewhere under the influence of an alcoholic beverage, marijuana or any mood-altering substances prohibited by law;
   • making sexual, disparaging, or otherwise inappropriate remarks concerning another student, client, or staff member’s appearance, gender, ethnicity, race, religion or sexual orientation.
   • abusive behavior toward another student, client or staff member, including bullying or any other form of intimidation. Abusive behavior includes, but is not limited to, physical, emotional or verbal abuse; and
   • any other conduct determined by the College to be damaging or otherwise detrimental to another student or staff member of the College.
7. Students must not become involved in sexual relationships with other students, clients, and staff members for the duration of their program.
   • Note that this rule exists to maintain the safety, trust and integrity of group dynamics during experiential lessons and exercises. This rule is also fundamental to the development of strong ethical and professional boundaries.
   • Note that students involved in sexual relationships with other students who are NOT in their current course may face schedule adjustments or program completion delays if such a relationship impacts their ability to comply with this rule.
8. Each class may collectively create additional rules of conduct for their class.

The College will immediately dismiss a student without a warning letter or probationary period if the student commits any of the following:

1. Sexual assault or harassment against another student, client, or staff member.
2. Physical assault, or any other violent acts committed or threatened against another student, client or staff member.
3. Vandalism of College property.
4. Theft of property belonging to another student, to a staff member or to the College.

If a student, client or staff member has a concern about another person’s conduct within the College, the individual should refer that concern to the Senior Educational Administrator in accordance with the Dispute Resolution Policy.

DISPUTE RESOLUTION AND GRADE APPEAL POLICY

The College provides an opportunity for individuals – students, staff members, or clients who are being treated by a student as fulfillment toward a credit in the program – to resolve disputes of a serious nature and grades appeals in a fair and equitable manner.

The policy applies to all VSOHA College students who are currently enrolled or were enrolled 30 days prior to submitting their concern to the Senior Education Administrator. Individuals will not be subject to any form of retaliation as a result of filing a complaint.  “The complainant” is defined as the individual making the complaint and the “the respondent” is the individual that the complaint is against.

Procedure for Disputes:

1. When a concern arises, the complainant should address the concern with the individual most directly involved. If the complainant is not satisfied with the outcome at this level, the complainant should put their concern in writing and deliver it to the Senior Education Administrator.
2. The Senior Education Administrator will arrange to meet with the complainant to discuss their concern and desired resolution as soon as possible or within five school days of receiving the complainant’s written concern.
3. Following the meeting with the complainant, the Senior Education Administrator will conduct whatever enquiries and/or investigations necessary and appropriate to determine whether the complainant’s concerns are substantiated in whole or in part. Those inquiries may involve further discussion(s) with the complainant either individually or with appropriate College personnel.  Where safety or fear of retaliation by the respondent is a concern, the complainant may request to remain anonymous to the respondent. The Senior Education Administrator will advise the complainant if this request is granted and will ascertain whether the complainant wishes to continue.
4. The necessary enquiries and / or investigations shall be completed and a response provided in writing to all involved as soon as possible but no later than forty-five days following the receipt of the complainant’s written concerns. One of the following may happen:
5. If it is determined that the complainant’s concerns are not substantiated the College will provide a written explanation of decision & deny complaint; or
6. If it is determined that the complainant’s concerns are substantiated in whole or in part, the College will propose a resolution.

The response should specify that the complainant has five school days to appeal the decision.  A copy of the decision and all supporting materials shall be given to the complainant, a copy will be placed in the College’s Conduct File and respondent’s file, and the original will be placed in the complainant’s file.

1. If the complainant is not satisfied with the determination of the Senior Education Administrator the complainant must advise the Senior Education Administrator as soon as possible but within five school days of being informed of the determination. The Senior Education Administrator will immediately refer the matter to the President or Vice-President of the College.
2. The President or Vice-President of the College will review the matter and may meet with the complainant as soon as possible but within five school days of receipt of the complainant’s appeal.
3. The original decision will either be confirmed or varied by the President or Vice-President in writing within 5 school days after meeting the complainant.  At this point the College’s Dispute Resolution Process will be considered complete.

The individual making the complaint may be represented by an agent or a lawyer.

The complainant, once the dispute resolution process is complete, may file a complaint with PTIB if they feel the college misled the complainant regarding the college or any aspect of its operations.

Procedure for Grade Appeal:

1. If a student is dissatisfied with a grade received and can provide evidence that a higher grade is warranted they should discuss with their instructor.  The instructor will reconsider the grade and, if warranted, assign a different grade.
2. If the student is not satisfied with the outcome of their appeal to the instructor, they may submit a written appeal to the Senior Educational Administrator if the grade in question forms part of an assignment, exam or other course component equal to at least 15% of the course grade or if the outcome of the appeal will determine whether the student will pass the course.
3. Where applicable, the Senior Educational Administrator will obtain from the instructor a copy of the assignment/test in question and a copy of assignments/tests from other students representing the highest and lowest marks obtained, and will have another instructor conduct a review.
4. If the assessment achieves a higher grade on re-mark, the higher grade will be assigned to the student.  If the assessment achieves a lower grade on re-mark, the lower grade will be assigned to the student.
5. If the grade in question involves a behavioral test or course component other than an assignment or test, the Senior Educational Administrator may re-test the student or review the student’s evidence presented for appeal and dismiss the appeal or assess and assign a higher or lower grade.
6. Once the re-assessment is complete, the Senior Educational Administrator will review the process and, once their review is complete, the grade will be considered final and cannot be appealed.
7. The decisions on the grade appeal will be provided to the student within 30 school days of the College’s receipt of the written complaint.

Final Exam & Final Demonstration Rewrites:

GOOD STANDING POLICY

The Good Standing policy sets out the general requirements for a student to continue study at the College. For this purpose, “good standing” means good academic standing, good financial standing, and good citizenship standing.

Good academic standing. To be in good academic standing, a student must

• Meet all requirements of the Assignment Completion Policy;
• Meet all requirements of the Attendance Policy; and
• Maintain a minimum grade percentage of 65% in all mandatory courses*

A student who is not in good academic standing is subject to the Academic Probation Policy.

*As of October 20th, 2022, the Bodywork Therapy program requires a passing grade in all Core Courses (Human Sciences, Ethics, Swedish, Deep Tissue, Integrative Bodywork, Body-Mind Integration, Student Clinic).

Good financial standing. To be in good financial standing a student must meet their financial obligations according to their established payment plan. Students who do not meet their payment plan requirements are subject to being placed on probation, which could prohibit the student from:

1. Being registered in course work
2. Participating in student events, including graduation
3. Receiving transcripts and credentials, including proof of graduation
4. Participating in practicums, clinics, and other activities

If a student is on probation, the College may bar the student from any College functions including any or all the following:

1. one or more courses;
2. one or more course-related activities (e.g., clinic hours, practicum, etc.);
3. one or more social activities;
4. graduation ceremonies, and
5. graduation.

A student who otherwise completes all graduation requirements but who, at the graduation date owes less than $2000 to the College, may participate in graduation activities if the student has previously arranged with the College, in writing, a payment plan to pay the outstanding balance within three months of the student’s graduation date.  If, within three months after the student’s graduation date, the student does not pay the amount due to the College in accordance with the written payment plan, then from the date of that default, the balance will accrue an interest rate of prime + 2% per month.  If, six months after a student’s graduation date, the student still owes a balance to the College, the College reserves the right to assign the debt to a collection agency to collect the debt from the student. Part-time students on payment plans will be in default and subject to the interest rate and collection agency upon the final date of the original payment plan, not upon graduation.

Good citizenship standing. To be in good citizenship standing, a student must meet all the requirements of the Code of Conduct Policy and the Student Handbook. A student who is not in good citizenship standing is considered in breach of their student contract and subject to the relevant disciplinary actions.

*The Bodywork Therapy program requires a passing grade in all Core Courses (Human Sciences, Ethics, Swedish, Deep Tissue, Integrative Bodywork, Body-Mind Integration, Student Clinic). Students may take one fail or incomplete in one non-core class and still qualify for certification.

PAYMENT POLICY

Students are able to make payments via electronic funds transfer, bank draft, money order, credit card, cheque or cash (with some restrictions). The College will make every effort to ensure it is not a conduit for money laundering. While students need to be provided with the ability to pay their student fees utilizing various methods, to ensure payments are coming from legitimate sources and to protect students from the dangers that inherently can come from carrying large amounts of cash, the College will not accept cash payments of over $2500. VSOHA also reserves the right to ask for any student to submit any or all payments utilizing a method of payment other than cash.

PRIOR LEARNING ASSESSMENT POLICY

A currently enrolled student who meets the following requirements may be permitted to challenge a course at the College on the grounds that the student has already received comparable training and can demonstrate a thorough knowledge of the relevant subject.

A student who successfully challenges a course at the College shall receive credit for that course as if they had attended the course and successfully passed it.

Procedure:

1. The student must submit a written request to challenge a course to the Course Instructor or the student’s Admissions Adviser not less than 10 business days prior to the start date of the course. The student must provide supporting documentation in the form of course outlines and transcripts.
2. The student’s request must include documentation to establish that the student has previously received formal training at another accredited institution in the same subject matter covered in a course at the College. At a minimum, that documentation must include from the other institution:

• the course outline or its equivalent for the earlier training, plus
• an original transcript issued by the other institution showing the student’s mark in the course;

3. The Senior Educational Administrator will review the student’s documentation. The Senior Educational Administrator may request further documentation.

Within ten business days from the date on which the College receives the last of all required information from the student, the Senior Educational Administrator shall provide to the student the Senior Educational Administrator’s written decision whether to permit the student to challenge the course. The Senior Educational Administrator shall also place a copy of the decision in the student’s file.

REFUND AND WITHDRAWAL POLICY

For the purposes of VSOHA’s refund policy, we use these definitions:

“effective contract date” means in a student enrollment contract:

• The date the student, or the student’s representative signed the contract, or
• The date the institution signed the contract.

The Private Training Act Policy Manual dictates the refund policy of Vancouver School of Healing Arts (VSOHA), as follows:

If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:

1. 1. the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;
   2. the student, or the student’s parent or legal guardian, signs the student enrollment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrollment contract and the contract start date; or
   3. the student does not attend a work experience component and the institution does not provide all of the hours of instruction of the work experience component within 30 days of the contract end date.
   4. The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent their knowledge or skills when applying for admission.
   5. If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.
   6. Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:
      • more than seven days after the effective contract date and
        • at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrollment contract, to a maximum of $1,000.
        • less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrollment contract, to a maximum of $1,300.
      • after the contract start date
        • and up to and including 10% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrollment contract.
        • and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrollment contract.
   7.  Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:
      • equal to or before 10% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrollment contract.
      • after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrollment contract.

If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:

• 1. • the student has completed and received an evaluation of their performance for at least 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrollment contract, or
     • the student has completed and received an evaluation of their performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrollment contract.

8. The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.
9. Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:

• of the date the institution receives a student’s notice of withdrawal,
• of the date the institution provides a notice of dismissal to the student,
• of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or
• after the first 30% of the hours of instruction if section 3 of this policy applies.

10. If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:

1. 1. 1. • the international student requests an additional letter of acceptance for the  same program that was the subject of the refusal of a study permit,
         • or the program is provided solely through distance education.

SEXUAL MISCONDUCT POLICY

1. The College (the “College”) is committed to the prevention of and appropriate response to sexual misconduct.
2. Sexual misconduct refers to a spectrum of non-consensual sexual contact and behaviour including the following:
   • sexual assault;
   • sexual exploitation;
   • sexual harassment;
   • stalking;
   • indecent exposure;
   • voyeurism;
   • the distribution of a sexually explicit photograph or video for non-educational purposes;
   • the attempt to commit an act of sexual misconduct; and
   • the threat to commit an act of sexual misconduct.
3. A “Complaint” of sexual misconduct is different than a “Report” of sexual misconduct. A person may choose to disclose or complain of sexual misconduct without making a formal report.  A Report is a formal notification of an incident of sexual misconduct to someone at the institution accompanied by a request for action.
4. A student making a Complaint will be provided with resolution options and, if appropriate, accommodation, and will not be required or pressured to make a Report.
5. The process for making a Complaint about sexual misconduct involving a student, faculty, or staff member is as follows:
   • The Complaint and any details surrounding the Complaint should be made communicated to the Director of Education by sending an email to educationdirector@vsoha.com or the President at president@vsoha.com.  The Complainant should direct the complaint to the Director of Education unless they do not receive a response within two business days, or when more urgent attention to the matter is required, or if the individual feels more comfortable addressing their complain to the President.
6. The process for responding to a Complaint of sexual misconduct involving a student is as follows:
   • The Director of Education or the President (the “Receiver”) will acknowledge receipt of the complaint within three business days.
   • The college will investigate the Complaint through a variety of ways including gathering details pertaining to the complaint from the complainant, students, faculty, or staff.
   • The Receiver will communicate within seven business days (or sooner if the matter is deemed more urgent by the Receiver) the results of their investigation and any potential rectification that will occur.
   • If the Complainant is not satisfied with the outcome, they can elevate the Complaint to a “Report”.
7. The process for making a Report of sexual misconduct involving a student, faculty, or staff is as follows:
   • The individual making a Report should submit an email with details of the event or actions they would like to report. Reports are generally more severe and urgent than Complaints. All individuals involved and/or effected should be detailed in the Report, and desired outcome(s) should also be included in the report.
   • The Report should be communicated to the Director of Education by sending an email to educationdirector@vsoha.com or the President at president@vsoha.com.  The Complainant should direct the complaint to the Director of Education unless they do not receive a response within two business days, or when more urgent attention to the matter is required, or if the individual feels more comfortable addressing their complain to the President.
8. The process for responding to a Report of sexual misconduct involving a student, staff, or faculty is as follows:
   • The Director of Education or the President (the “Receiver”) will acknowledge receipt of the complaint within three business days.
   • The college will investigate the Complaint through a variety of ways including gathering details pertaining to the complaint from the complainant, students, faculty, or staff.
   • The Receiver will communicate within seven business days (or sooner if the matter is deemed more urgent by the Receiver) the results of their investigation and any potential rectification that will occur, including details of how and when the rectification will occur.
   • If the individual that submitted the Report is not satisfied with the outcome, they can pursue a review of the investigation results and the determination of rectification utilizing the college’s Dispute Resolution Policy.
9. The College will uphold a “Non-Retaliation” policy where it will not permit any individual submitting a Complaint or a Report of Sexual Misconduct to be pursued in any manner of reprisal or be threatened for retaliation or reprisal by individuals that the Complaint or the Report is about. Individuals contravening the Non-Retaliation Policy will be subject to review and potential action up to and including dismissal from their education with the college (if a student) or from their employment and/or work (if a faculty or staff member).
10. Any processes undertaken pursuant to this policy will be endeavoured to be based on the principles of professional fairness. All parties involved will be treated with dignity and respect as far as possible by the college.
11. All information related to a Complaint or Report is confidential and will not be shared without the consent of the parties, subject to the following exceptions:
    • If an individual is at imminent risk of severe or life-threatening self-harm.
    • If an individual is at imminent risk of harming another.
    • There are reasonable grounds to believe that others in the institutional community may be at significant risk of harm based on the information provided.
    • Where reporting is required by law.
    • Where it is necessary to ensure procedural fairness in an investigation or other response to a Complaint or Report.

LEARNING ACCOMMODATION POLICY

Where a student has a special physical, medical or academic need, whether the need is self-identified or identified by a health-care professional, the student may inform the College about that need prior to entering into a student contract with the College. This identification will allow both the student and the College to assess whether, and to what extent, the College can reasonably accommodate the student’s need within the experiential and academic programs offered by the College.

If a student self-identifies as having a special need, the student must:

• Meet admission requirements;
• Inform the College in a timely manner prior to entering into a student contract;
• Upon request by the College, provide to the College credible and sufficient documentation to verify the student’s legitimate need, including medical documentation where applicable;
• Provide details regarding the student’s abilities and the effects of any challenges in their learning;
• Cooperate reasonably in the accommodation process; and
• Accept a reasonable proposal by the College to accommodate the student’s need.

Where a student self-identifies as having a special need, the College will:

• Seek credible and sufficient documentation to verify the nature and extent of the student’s legitimate need, including medical documentation where applicable;
• Solicit reasonable details regarding the student’s abilities and the effects of any learning challenges;
• Act in good faith to develop an accommodation plan for the student if the College can reasonably accommodate the student’s need;
• In considering any proposed accommodation plan, the College must:
  • Ensure that academic standards are maintained;
  • Consider the resources reasonably available to the College;
  • Be practical, while remaining open to innovative ideas;
  • Consider the impact of the proposed accommodation, directly and indirectly, upon other students, including their learning outcomes, rights and morale; and
  • Consider the impact of the proposed accommodation, directly and indirectly, upon the College’s staff; and
• Document the accommodation process.

SNOW EMERGENCY CLOSING POLICY

VSOHA will provide notification by 5:00am PST if the campus will be closed for the day due to snow or any other emergency. Notification will be provided clearly on the front page of the vsoha.com website.If notification is not provided on the website, the campus will remain open for in-person classes. Program Managers/Directors may move any canceled in-person classes online at their sole discretion and will communicate these requirements directly to students via email. If the campus needs to close suddenly due to an emergency, the college will make every effort to communicate with students in person, via the vsoha.com website and via email.