Victoria Academy of Ballet expects students to meet and adhere to a code of conduct while completing a program of study.  The list below outlines the code of conduct that all students are expected to follow. If needed, students should request clarification from the Program Director if they have any questions.

Expectations for Students:

• Attend classes in accordance with the Attendance Policy.
• Treat all students and staff with respect.
• Dress according to the school’s Uniform Policy.
• Treat school property with respect.
• Keep physically able to perform and seek appropriate health care in a timely manner when required.
• To disclose all serious health concerns, injuries, and physical and mental conditions before beginning the program.
• Complete all assignments and examinations on the scheduled completion dates.
• VAB forbids disruptive or offensive classroom behavior; bringing weapons of any kind (i.e. knives, guns) to school; bringing any alcohol or any prohibited mood-altering substances to the institution; making inappropriate remarks concerning another student or staff’s ethnicity, race, religion or sexual orientation; and any other conduct which is determined to be detrimental or damaging to other students, staff members or VAB.
• Any other conduct which is determined to be detrimental or damaging to the other students, staff members or VAB.

Any of the following, if substantiated, may result in immediate dismissal without a warning letter or probationary period:

• Sexual assault
• Physical assault or other violent acts committed on or off-campus against any student
• Verbal abuse or threats
• Vandalism of school property
• Theft

Victoria Academy of Ballet reserves the right to dismiss a student with notice if the student:

• Develops, or did not disclose upon beginning the program, serious health concerns, injuries, or physical or mental conditions which, in the opinion of the Artistic Director or Program Director, need to be addressed at home.  Concessions may be given.
  • Studio and performance hours and academic modules are required for completion of the course. A student who is unable to participate in the required studio hours may not be eligible for a passing grade.
  • Students who miss 30 days or more, over the full duration of the program will be assessed before the end of the second year (April-May) to determine if they are of the technical standard required for graduation.
  • VAB will make every effort to accommodate the student with options or alternatives to meet their needs.
• Does not maintain their physical condition, thus making them unable to meet the demands of the program.
• Does not progress as needed through the program term or season and does not meet the technical standard required to proceed to the next year.
• Has not reached the technical standard required to graduate and/or has not reached the industry standard needed to succeed in a career.

Students who do not meet the expected code of conduct will be subject to the procedures outlined below which may include immediate dismissal from VAB, depending on the severity of the misconduct. Concerns related to a student’s conduct shall be referred to the Artistic Director to process in accordance with this Policy.

The process by which a student may be immediately dismissed from a program is as follows:

1. All concerns relating to student misconduct and dismissal shall be directed to the Program Director. Concerns may be brought by staff, students, or the public.
2. The Program Director will arrange to meet with the student to discuss the concern(s) within five (5) school days of receiving the complaint. If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted the Program Director will meet with the student as soon as possible.
3. Following the meeting with the student, the Program Director will conduct whatever further inquiry or investigation is necessary to determine whether the concerns are substantiated.
4. Any necessary inquiries or investigations shall be completed within five (5) school days of the initial meeting with the student.
5. The Program Director will prepare a written summary of the determination.  A copy shall be given to the student, a copy will be placed in VAB’s complaint file, and the original will be placed in the student file.
6. The Program Director of the school will meet with the student to dismiss them from studying at the school. The Program Director will send a request to the Registrar to deliver the student a letter of dismissal.
7. If a refund is due to the student, the Office Administrator will ensure that a cheque is forwarded to the student within 30 days of the dismissal. If the student owes tuition or other fees to the school, the Office Administrator may undertake the collection of the amount owing.
8. The decision of the Program Director is final.

The process by which a student may be dismissed, with notice, from a program is as follows:

1. All concerns relating to student misconduct shall be directed to the Program Director. Concerns may be brought by staff, students, or the public.
2. The Program Director will arrange to meet with the student to give them notice of and to discuss the concern/violation within five (5) school days of receiving the complaint (if applicable).
3. Following the meeting with the student, the Program Director will conduct whatever further inquiry or investigation is necessary to determine whether the concerns are substantiated.
4. Any necessary inquiries or investigations shall be completed within five (5) school days of the initial meeting with the student.
5. The Program Director will meet with the student and do one of the following:

• Determine that the concern(s) were not substantiated.
• Determine that the concern(s) were substantiated, in whole or in part.
• Give the student a warning setting out the consequences of further misconduct.
• Set a probationary period with appropriate conditions.

6. The Program Director will prepare a written summary of the determination.  A copy shall be given to the student, a copy will be placed in VAB’s complaint file, and the original will be placed in the student file.
7. If the student is issued a warning or placed on probation, the Program Director and the student will both sign the written warning or probationary conditions, and the student will be given a copy.  The original document will be placed in the student’s file.
8. If the recommendation is to dismiss the student, the Program Director will meet with the student to dismiss them from studying at the school. The Program Director will send a request to the Registrar to deliver the student a letter of dismissal.
9. If a refund is due to the student, the Office Administrator will ensure that a cheque is forwarded to the student within 30 days of the dismissal. If the student owes tuition or other fees to the school, the Office Administrator may undertake the collection of the amount owing.
10. The decision of the Program Director is final.

Victoria Academy of Ballet is committed to providing a working and learning environment in which students are treated with respect and dignity. We acknowledge the right of all students to seek assistance from their Program Director or Artistic Director, to resolve disagreements, including grading.

We are committed to an open, collaborative approach to dealing with student concerns, and we will endeavor to resolve complaints at an informal level wherever possible. Should this not be successful, students have the option of initiating a formal complaint.

This policy is to be followed in the event of a student-initiated complaint regarding instruction, services, or any aspect of the operations at the Victoria Academy of Ballet. A student may wish to seek advice to ensure that this policy is appropriate to the concern being raised and may wish to be represented by an agent or lawyer. The goal of the Dispute Resolution Policy is timely and successful resolution of the complaint.

Throughout this process, the student will not be discriminated against nor have adverse consequences on the status of the complainant in their program of studies as a result of using the Dispute Resolution Policy. All student complaints must be made in writing. For the appeal of student marks specifically, please see the Grade Appeal Policy.

Guidelines:

The Program Director will serve as the initial point of contact for students seeking to use the institution’s resources and will provide guidance about what dispute resolution alternative may work best to settle a particular dispute.

The Program Director will be available to assist a student wishing to initiate a formal proceeding should the foregoing choices prove unacceptable or unsatisfactory.

If the Program Director is absent or is named in the complaint, the student must provide the complaint to the Artistic Director.

Victoria Academy of Ballet will ensure the rights of both the complainant and respondent are respected. This policy honors the following principles:

The complainant has the right:

• To file a complaint
• To full disclosure of the respondent’s statements and any supporting documents
• To a fair hearing

The respondent has the right:

• To know who is making the complaint
• To full disclosure of the substance of the complaint and any supporting documents
• To a fair hearing

Policy & Procedure:

1. This policy governs complaints from students respecting Victoria Academy of Ballet and any aspect of its operations.
2. A student who makes or is otherwise involved in a complaint will not be subject to any form of retaliation by the institution at any time.
3. The process by which the student complaint will be handled is as follows:
   1. The student should first communicate directly with the individual involved and present their grievance in a fair and constructive manner.
   2. Failing a satisfactory settlement of the issue, a student must file a formal, written complaint. The process by which this will be handled is as follows:
      1. The student must outline, in writing, the nature of the complaint on the Dispute Resolution Policy Form or by email.
      2. The written complaint must include:
         1. A description of what occurred, where, and when it took place.
         2. Those involved, including the name and email of the individual responsible for making the complaint and the individual who the complaint is about.
   3. The name, title, and email of the individual making the determination and reconsideration (if applicable) must be identified following submission of the written complaint.
   4. The written complaint must be made and submitted within ten (10) days of the occurrence of the problem/situation.

Following the written complaint, the Program Director, or Artistic Director if the Artistic Director is absent or named in the complaint, will:

• Consider the students concerns and outline their understanding of the situation.
• Ask both parties to clarify their perspectives to ensure a complete understanding of the complaint.
• Arrange a meeting with the student within two (2) days of the initial contact by the student.
• Require all concerned to make a good faith effort to resolve the problem.
• Make a determination about the complaint.
• In writing, provide the reasons for the determination and the reconsideration (if any) to the student within 30 days after the date on which the student made the formal, written complaint.

This step resolves most student/client concerns in the initial meeting. Students, Employees and Contractors are encouraged to pursue this dialogue to reach a successful resolution. If the parties are unwilling or unable to resolve their dispute even with the assistance of the Program Director the matter should be referred to the Artistic Director, if the Artistic Director is not absent or named in the complaint, within five (5) days from the meeting with the Program Director. The Artistic Director will assist both parties to try to resolve the dispute through mediation.

The written reasons will advise a student, that if the student is dissatisfied with the determination, and has been misled by the institution regarding any significant aspect of that program, the student may file a complaint with the Private Training Institutions Branch (PTIB) (www.privatetraininginstitutions.gov.bc.ca). Complaints must be filed with PTIB within one year of the date a student completes, is dismissed from, or withdraws from the program.

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

Policy:

Victoria Academy of Ballet is committed to ensuring that policies and procedures that affect students are consistently applied.  It is recognized that, from time to time, a student may feel he/she has been treated unjustly in the application of a policy or procedure or may disagree with an academic/artistic decision.  In these cases the student has the right to appeal.

This policy covers appeals regarding grades, evaluation procedures, and academic penalties.  It does not cover harassment; these are dealt with under the Dispute Resolution Policy and Dismissal Policy.

The student will not be discriminated against as a result of using the Grade Appeal Policy.

Informal Procedures:

1. A student who is dissatisfied with a grade must contact their Instructor involved in order to discuss the grade and material in question before making a formal appeal. This must be initiated within seven (7) days of receiving the mark in question.

Formal Procedures:

1. If resolution is not reached with the Instructor the student can then make a formal appeal to the Program Director or Artistic Director within one (1) month of receiving the mark in question.
2. Instructors whose decisions are being appealed must be made aware of the appeal.
3. A formal Appeal consists of a written appeal that the assignment or examination be re-evaluated. This includes the following:
   • A statement of the students concerns and decision being appealed
   • A summary of efforts made to resolve the matter informally
   • The basis for appeal
   • The resolution being sought
   • Any relevant information, with supporting documentation where appropriate, that will help the Program Director or Artistic Director uncover circumstances that led to the formal appeal
   • Contact information, where and how the student can be reached
4. The Artistic Director shall review the case, consulting with the Instructors, the student concerned, and/or other persons as he/she considers appropriate. This review must be completed within fifteen (15) working days of receiving the formal appeal from the student.
5. The Artistic Director shall inform the student of the final decision in writing at the end of the fifteen (15) day formal review. The decision may result in one of the following actions:
   • The grade remaining unchanged
   • The assignment or examination being remarked
   • The assignment or examination being redone
   • This is the final step in the Grade Appeal process and all decisions will be final.
6. A copy of all correspondences shall be placed in the students file
7. The students final grade will be determined using the most recent evaluated grade
8. Student confidentiality will be maintained through this process
9. The student will not be discriminated against as a result of using the Grade Appeal Policy.

Policy:

Victoria Academy of Ballet is committed to providing a healthy and safe working and learning environment for all employees and students.  Our objective is to conduct our business in the safest possible manner consistent with the Occupational Health and Safety Regulations in British Columbia.

Victoria Academy of Ballet recognizes the right of workers to work in a safe and healthy work environment and is committed to eliminating the hazards that cause accidents and injuries.  No task is to be regarded as so urgent that time cannot be taken to ensure the safety of the individual and others.  The welfare of the individual is our greatest concern.

In order to teach and correct dance movement and technique, instructors need to make physical contact with students. Victoria Academy of Ballet ensures that such contact is applied in a professional manner at all times.

The following Safety Policy will be observed by all employees, contractors, students and visitors.  All employees, contractors, students and visitors are required to make every effort to ensure that Victoria Academy of Ballet meets all legislative requirements and maintains the highest safety standards.  These rules apply to all activities.

General Safety Guidelines:

1. Report to work or studies well rested and physically able to give full attention to tasks at hand.
2. Persons with physical or mental impairment shall not be assigned to tasks where their impairment has a potential to endanger themselves or others.
3. No person shall be permitted to remain on the premises while their ability to work is so affected by alcohol, drugs (prescription or non-prescription) or other substances, so as to endanger their health or safety or that of any other person.
4. Students under 19 years of age must never purchase, use, or have in their posession, which includes, without limitation, their Host Family premises (if applicable), any marijuana, cigarettes, non-prescription drugs, or alcoholic beverages and must never attend adult theatres, bars, lounges, or night clubs where alcoholic beverages are served.
5. Students 19 years and older must be mindful and respectful if having an alcoholic beverage and if in the Homestay Program, must never purchase, use, or have in their possession marijuana, cigarettes, or non-prescription drugs.
6. Inappropriate behaviour, such as horseplay, fighting and practical jokes are extremely dangerous and will not be tolerated.
7. Any unsafe conditions which are encountered shall be corrected or reported to the Program Director immediately.
8. Unsafe Acts shall be reported to the Director(s) immediately.
9. Employees, contractors, students and visitors must inform the Office Administrator when they have significant allergies which might be encountered while at work or studies. The person with a severe allergy should carry an Epi-pen™ and be familiar how to use it.
10. Students are responsible for reporting to the Program Director or Office Administrator whenever they become sick on campus.
11. Employees, contractors and visitors are responsible for reporting to the On-Site Administrator whenever they become injured on campus.
12. All injuries, no matter how minor, must be reported immediately and an injury/incident report must be completed.
13. All injuries/incidents report forms will be kept on file.
14. Do not leave materials in aisles, walkways, stairways, roads or other points of egress.
15. Avoid manual lifting of materials, articles or objects which are too heavy.
16. When lifting, have a secure footing, bend your knees, keep your back straight, take a firm hold of the object being lifted and slowly straighten your legs. If you must turn with a load, turn your feet and whole body.  DO NOT twist yourself.  Avoid reaching while lifting or putting the object down.  If the object is too heavy for you, get assistance.
17. Do not attempt to repair defective wiring or other electrical equipment. Report defective electrical equipment to the On-Site Administrator.
18. Follow all WorkSafe BC Procedures and Processes and report any deficiencies to the On-Site Administrator

Procedures for Fire Safety:

1. The On-Site Administrator ensures that adequate fire suppression equipment is available as needed throughout the campus and that all fire suppression equipment is inspected by a qualified inspector at least annually. Fire suppression equipment shall be maintained in accordance with the manufacturer’s instructions and the requirements of the BC Fire Code.
2. The On-Site Administrator ensures that all employees receive training in the school fire evacuation procedures.
3. In the event of a fire emergency, the On-Site Administrator/Supervising Instructor will dial 911 and advise the fire department of the location of the school. They will provide details of the type of fire (if known) and the location of the fire within the campus.
4. The On-Site Administrator/Supervising Instructor will advise all employees to evacuate the campus.
5. Instructors will escort the students to the designated meeting location: Parking lot at 924 Hillside Avenue located in front of the Taco Time restaurant and behind the Salvation Army Thrift Store. From VAB, students will head South on Quadra Street towards Hillside Avenue and cross Quadra Street at the traffic light. The instructors will ensure they take the class list with them and once at the designated meeting location, will check the students present against the list of students in attendance that day and immediately advise the On-Site Administrator/Supervising Instructor if anyone is missing.
6. The On-Site Administrator/Supervising Instructor will act as a liaison between fire officials and students/employees during the emergency. If necessary the On-Site Administrator/Supervising Instructor will authorize school closure.
7. No student or employee will re-enter the campus until fire officials have authorized re-entry.

Procedures for Earthquake Safety:

1. The On-Site Administrator ensures that adequate precautions are taken throughout the campus to ensure that injury due to falling or unstable items during an earthquake is limited.
2. The On-Site Administrator ensures that all employees receive training in the school earthquake evacuation procedures.
3. In the event of an earthquake emergency, all students and employees will take cover and remain under cover until the shaking stops.
4. When it is deemed safe to do so, the On-Site Administrator/Supervising Instructor will advise all employees to evacuate the campus.
5. Instructors will escort the students to the designated meeting location: Parking lot at 924 Hillside Avenue located in front of the Taco Time restaurant and behind the Salvation Army Thrift Store. From VAB, students will head South on Quadra Street towards Hillside Avenue and cross Quadra Street at the traffic light. The instructors will ensure they take the class list with them and once at the designated meeting location, will check the students present against the list of students in attendance that day and immediately advise the On-Site Administrator/Supervising Instructor if anyone is missing.
6. The On-Site Administrator/Supervising Instructor will act as a liaison between rescue officials and students/employees during the emergency. If necessary the On-Site Administrator/Supervising Instructor will authorize school closure.
7. No student or employee will re-enter the campus until rescue officials have authorized re-entry.

Program Specific Health and Safety Procedures:

1. Programs that use dangerous equipment or hazardous materials must observe health and safety precautions for the specific equipment and materials as outlined by Health Canada, WorkSafe BC or by the equipment manufacturer.
2. The On-Site Administrator is responsible for ensuring that employees receive training in the proper use, maintenance, storage and disposal of dangerous equipment or hazardous materials.
3. Instructors in these programs are responsible for ensuring that students receive training in the proper use, maintenance, storage and disposal of dangerous equipment and hazardous materials before being allowed to operate or use these items during the completion of the program of study.
4. Instructors in the program will conduct monthly inspections of equipment to ensure that worn or damaged pieces are identified and replaced. When identified, Instructors will complete a Repair/Maintenance Request Form and submit to the Program Director.

Procedures for Injury/Incident:

1. Instructors will document all injuries/incidents occurring on campus, including the date, time, person(s) and site location and determine if the injury will require further medical attention by Physician/Hospital.
2. All injuries/incidents report forms will be kept on file.
3. If an injury/incident requires immediate medical attention the On-Site Administrator/Supervising Instructor will call the emergency number (911) and provide first aid until emergency responders arrive.
4. If a minor student becomes injured and must be taken to the hospital, the On-Site Administrator/Supervising Instructor will notify the students Parent or Guardian/Custodian.
5. If a student is of the age of majority (19 years old in British Columbia) and must be taken to the hospital, On-Site Administrator/Supervising Instructor will assist in the notification of next of kin only when the student requests it.
6. If a student is residing within the VAB Homestay Program then the On-Site Administrator/Supervising Instructor will notify the Student Services Coordinator and Host Family.

Procedures for Medical Emergencies:

1. The responsibility of Victoria Academy of Ballet, regarding health care, is limited to a Good Samaritan role and regulations determined by Canadian law.
2. Victoria Academy of Ballet is committed to maintaining a healthy and safe environment. The Office Administrator will ensure that appropriate medical protocols and safety guidelines are established and communicated to employees and students.  All employees, contractors, students and visitors are expected to follow the policy of using blood and body fluid precautions in administering first aid and in handling of body fluids.  A first aid kit is located in the lobby.
3. International students and students from the province of Quebec must have medical insurance arranged by VAB. All other students must provide their own medical insurance coverage at the time of registration.
4. All students are encouraged to have a personal/family doctor within the area in which they are residing.
5. Students must register any medical conditions with the Registrar so as to facilitate assistance in case of emergency (ie. Diabetes, epilepsy etc.). The Registrar will inform Instructors of the medical conditions of the Students in accordance with the Privacy Policy.
6. If a minor student becomes injured and must be taken to the hospital, On-Site Administrator/Supervising Instructor will notify the students Parent or Guardian/Custodian.
7. If a student is of the age of majority (19 years old in British Columbia) and must be taken to the hospital, On-Site Administrator/Supervising Instructor will assist in the notification of next of kin only when the student requests it.
8. If a student is residing within the VAB Homestay Program then the On-Site Administrator/Supervising Instructor will notify the Student Services Coordinator and Host Family.

If there are any concerns regarding safety, a letter should be sent to the On-Site Administrator, who will address the matter and provide a letter stating what actions have taken place to ensure safety.  The On-Site Administrator will be responsible to ensure these safety rules are met.

VAB is an English speaking school with ballet studies taught using the universal French ballet terminology.  Students whose first language is not English are required to undergo an online PAL (Pre-Arrival Learning) assessment at their own expense, provided by an approved Languages Canada Accredited School. VAB will assist the student by booking the testing at the accredited school of the institution’s choice.  Students must possess the equivalent to the IELTS (International English Language Testing System) Level 1 or higher and results must be in their program file within the first two months of study. Students who have graduated from an English speaking high school or program are not required to take the language assessment (transcripts required).

In order to facilitate success for the academic course work in the Bridge Program, students may do research in their native language which can then be translated at the expense of the student. They may request oral assessments using an interpreter at the expense of the student. Some classes, if required, are conducted using an interpreter at the expense of the institution.

Using a variety of assessment methods which allows students to study and research in their own language, students will achieve the depth of knowledge required to be successful in the academic portion of the VAB Bridge Program.

Procedures:

1. Serious prospective students will be connected with an approved Languages Canada Accredited School for the online PAL assessment after enrollment. The language school representative will contact VAB with the results.
2. Students at Levels 1-2 are still advised and encouraged to undertake formal ESL lessons either through a Languages Canada Accredited school on their own time or using a personal tutor at the expense of the Student. Weekly ESL classes focusing on dance terminology will be provided to International ESL students.

Victoria Academy of Ballet takes under consideration courses taken at a recognized, accredited or otherwise equivalent post-secondary institution and compares them to the offerings in the Program. Transfer credits may be applied to either the first and/or second years of the program provided that they meet and are relevant to the requirements, curriculum and hourly duration of the program.

Procedures:

1. Students requesting transfer credits and/or credits from prior learning do so by completing the Credit Transfer Application Form and providing supporting documentation (such as; transcripts, and/or video, letter of recommendation from a licensed professional and published description of the institution and course), to the Program Director.

Policy:

The Personal Information Protection Act (PIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA) governs the way private sector organizations in British Columbia collect, use, disclose and secure personal information.  Personal information means all information about an identifiable individual, but does not include business contact information such as the name, position, business telephone, e-mail, and fax numbers of an individual.

At Victoria Academy of Ballet we are committed to respecting your right to privacy.  We acknowledge the sensitivity of personal information which may be provided to us in the course of our business.  We recognize our responsibility for ensuring the confidentiality and security of your personal information in our custody and control.  Ensuring the accuracy of your personal information is our joint responsibility.

We collect student/customer personal information for the following purposes:

• To provide education and training services;
• To maintain student records as required by PTIB under the BC Ministry of Advanced Education
• To keep students, parents and graduates informed of activities of the school
• To issue T2202 as in accordance with Canada Revenue Agency

Personal, privileged and/or confidential information about students may only be collected, used, disclosed and retained for the purposes indentified by Victoria Academy of Ballet as necessary, and only after such purpose has been disclosed to students prior to collection and their consent obtained.  All Employees and Contractors must ensure that no personal, privileged and/or confidential student information is disclosed without the students consent and then only if security procedures are satisfied.  Student information is only to be accessed by Employees and Contactors with appropriate authorization.

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

Victoria Academy of Ballet uploads a copy of the Enrollment Contract, Final Transcript and credential (Diploma) to an approved third-party vendor.  These records are retained for a period of fifty-five (55) years by the third party vendor.

Student information that is the subject of a request by an individual or a Privacy Commission shall be retained as long as necessary to allow individuals to exhaust any recourse they may have under PIPEDA or PIPA.

Concerns or complaints related to privacy issues must be made, in writing, to the Program Director or Artistic Director setting out the details of the concern or complaint.  The Program Director or Artistic Director shall investigate the matter forthwith and make a determination related to the resolution of the concern(s) or complaint(s).

Procedures for Maintaining Student Files:

1. Student Personal information is collected throughout the student’s attendance at Victoria Academy of Ballet. All required information regarding the student is placed in the student file.
2. Student files containing personal information are safely stored in a locked office and access to the student files is limited to the appropriate administrative staff, Director(s) and Senior Education Administrator.
3. When a student leaves the school either by withdrawal, dismissal or graduation, the Program Director will prepare a Transcript showing the marks achieved in the courses enrolled. If the student has completed all program requirements a program credential (Diploma) is also prepared.  Transcripts are signed by the Program Director and Artistic Director.  Program credentials are signed by the Artistic Director and Program Director.  Copies of the signed documents are placed in the student file.
4. Within sixty (60) days of the student leaving the institution, the Registrar will send copies of the Enrollment Contract(s), Transcript and Diploma to the third-party vendor for long term storage.
5. After documents are sent for long term storage, the student file is placed in “inactive” student storage for eight (8) years.
6. At the end of the eight (8) year period, the full student file may be destroyed using a secure destruction method.

Procedures for Student Access to the Information on File:

1. Students wishing to gain access to their student file must make the request to the Office Administrator.
2. The Office Administrator will meet with the student to review the file and will provide copies of any document the student requests.
3. The student will pay $0.25 per page for a copy of the document(s).
4. If the student requests, in writing, a duplicate Diploma or Transcript the institution will provide it at a cost of $60.00 for each Diploma and $25.00 for the Transcript. The student must provide proof of identity with a photo and ID or passport with the student’s request.  All new duplicates will be marked as “Duplicate Issued” and “New Date of Issue”.  The institution will provide new duplicates within thirty (30) days of receiving the request and proof of identity.

Procedures for Authorizing Release of Information:

1. If a student wishes to authorize a third party to access information in his/her student file, the student must do so in writing.
2. Victoria Academy of Ballet will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.

Policy:

Our external Program Advisory Committee members are representatives from the employment community, current working professionals, alumni who have worked in the industry for several years, professional associations and/or regulatory bodies, and are experienced dance education professionals that have an interest in training the future working professional.

The role of the PAC is to assist us in an ongoing revitalization of the program and the curriculum by identifying areas that could be improved or enhanced in relation to the currency and relevancy in the industry.

Responsibilities of this PAC include:

• Review and provide feedback on the program curriculum to ensure it is relevant to the current state of the industry.
• Review and provide feedback on information packages (Student Manual and website) to ensure clarity and usefulness.
• Review student evaluations to ensure program objectives, learning outcomes and curriculum standards are met by instructors.
• To identify any gaps in service or irrelevancy of program and make suggestions on improvements.

Procedures:

1. The Program Director will provide PAC members with all the materials (annual summary, curriculum, modules) for review and the PAC Program Review Form annually in July.

2. PAC members will complete the PAC Program Review Form and return to the Program Director.

3. The Program Director will compile the comments and suggestions from the individual PAC Program Review Forms and develop an Action Plan and implementation targets for the institution.

Institution must pay the tuition or fee refund within 30 days after receiving notice of withdrawal or refusal of study permit; providing a notice of dismissal, or the date on which the first 30% of the hours of instruction are provided (no-show).

Bridge Program: Homestay Refund Policy:

Upon withdrawal from VAB’s Homestay Program, fees for the following will be owed regardless of the reason for cancellation:

• Homestay Coordination Fee is non-refundable.
• Homestay Accomodation Fee for the month of June is non-refundable.
• If needing to withdraw from VAB’s Homestay Program, one full month’s written notice will be required and one additional month of Homestay Accommodation Fee will be due.

A work and learning environment that is comfortable and professional requires adherence to high standards of personal conduct. Victoria Academy of Ballet is committed to providing a work and learning environment that is free of all forms of harassment, including bullying and harassment, sexual harassment and discrimination. In keeping with this commitment, harass­ment of any kind will not be tolerated, and harassing conduct may result in disciplinary action up to and including immediate dismissal depending on the severity of the behavior.

This harassment policy applies to all workers and students, including permanent, temporary, casual, contract, volunteer, and student workers. It applies to all interactions, including inter­personal and electronic communications such as email.

The contents of this harassment policy will be reviewed at least annually and updated as re­quired.

Definitions:

For the purposes of this policy, harassment includes bullying and harassment, sexual harass­ment and discrimination.

Bullying and harassment means any inappropriate verbal and/or physical conduct by a person towards another person that the first person knows or should know would cause the second person to be humiliated, intimidated or degraded. Generally, it means engaging in conduct that is known or reasonably known to be offensive. Bullying and harassment does not include reasonable action taken by an employer or supervisor relating to the management and direc­tion of workers, or students.

Examples of bullying and harassment include verbal aggression or insults, calling someone de­rogatory names, harmful hazing or initiation practices, vandalizing personal belongings, and spreading malicious rumours.

Sexual Harassment means unwanted and unwelcomed conduct of a sexual nature, either ver­bal or physical, that interferes with a person’s work, study, or job opportunities. It can include sexual advances, sexually oriented remarks and behaviour or any unwelcome sexualized suggestions or comments.

Some examples of sexual harassment include offensive, degrading or derogatory remarks, sexually implied jokes or comments, touching, rubbing or brushing up against another per­son, unwelcomed invitations or propositions, impeding or blocking the movement of another person, distributing obscene pictures or cartoons, making insults about a person’s gender, and asking for sexual favors. Sexual harassment does not include reasonable body and move­ment correction and demonstration by an instructor, which may necessitate a professional touch or direction of a dancer’s limbs, extremities, head, abdomen, or other body parts, excluding genitalia.

Discrimination means a distinction, whether intentional or not, relating to personal character­istics of an individual or group which imposes burdens or limits access to opportunities.

Personal characteristics include: age; race; colour; ancestry; place of origin; political belief; religion; marital status; family status; sex; sexual orientation; gender identity or expression, mental or physical disability; and criminal or summary conviction unrelated to legitimate em­ployment considerations.

Reporting Procedure:

1. If you have reasons of observation, experience, or knowledge to believe that you, a fellow worker or student, or a worker or student who reports directly to you is a victim of harass­ment, you are required to report it immediately in accordance with this policy.
2. If the individual to whom you would normally report an incident in accordance with this policy is the person who has engaged in or is engaging in conduct that you believe amounts to harassment, report the incident or complaint to the alternate reporting contact, or another member of management.
3. Incidents or complaints of harassment may be reported verbally or in writing. When submit­ting a written complaint, please use the harassment complaint form. When reporting verbally, the reporting contact, along with the complainant, will fill out the complaint form.
4. Be prepared to tell exactly what happened, when it happened, where it happened, whether there were any witnesses to the incident, and any other information that may help with the investigation. All complaints will be handled discreetly and promptly investigated.

Investigation Procedure:

1. Once an incident or complaint is reported, management will initiate an investigation. Most investigations will be conducted internally by the designated supervisor or, if the supervisor is the person alleged to have engaged in conduct amounting to harassment, by another member of management. In complex or sensitive situations, an external investigator might be hired. Management will assign an appropriate person to conduct the investigation and to provide a written report with conclusions.
2. Investigations will be undertaken promptly and diligently and will be as thorough as necessary given the circumstances of each case. Investigations will be fair and impartial, providing both the complainant and the person accused of engaging in harassment with equal treatment in evaluating the allegations. All information received in the course of an investigation will be treated in a confidential manner. An investigation is focused on finding facts and evidence. Management will incorporate, where appropriate, any need or request from the concerned parties for assistance during the investigation process.
3. Investigations will include interviews with all concerned parties and potential witnesses in order to determine the nature of the incident(s). All workers and students are expected to cooperate with the investigator and provide any details of incidents they have experiences or witnessed. The investigator will also review any evidence, such as emails, handwritten notes, photographs, or physical evidence like vandalized objects.
4. Once an investigation is complete, management will review the contents of the investigator’s written report and will advise the concerned parties of the investigation findings. As appro­priate, management will review and revise procedures to discourage any future harassment incidents in the future. Appropriate corrective actions will be taken within a reasonable time frame.
5. We ask that you keep written accounts of incidents to submit with any complaints. Manage­ment will keep a written record of investigations, including the findings and follow-up action taken.

Retaliation:

Workers and students will not be subjected to retribution or reprisal for filing legitimate com­plaints, participating in any investigation, or reporting any violations of law or policy. Retalia­tion of any type against any worker or other individual will not be tolerated and such conduct may result in disciplinary action up to and including immediate dismissal. Workers are encour­aged to report retaliation to their immediate supervisor and to any other appropriate manage­ment.

Policy:

VAB embraces the use of a uniform in the Bridge Program in efforts that our students continue to take pride in their grooming and attire in the most professional ways possible.

The following are guidelines.  Should you have concerns about any of the below, please do not hesitate to ask for clarification; 

• No jewelry, including dangling earrings (studs or small earrings ok)
• No dark nail polish
• No warm up wear is permitted during class time.

Guidelines for Ballet:

Guidelines for Contemporary/Pilates:

Students who wish to withdraw from the VAB Post-Secondary Bridge Program will be asked to provide their withdrawal notice in writing (including the date) to the Director(s). Should a student need to withdraw from the program due to chronic injury or illness some concessions will be given.

Studio and performance hours and academic modules are required for completion of the course.  A student who is unable to participate in the required studio hours may not be eligible for a passing grade. Students may request a Deferral and continue their studies:

• As soon as they are able to return to the program, providing they have not missed more than 30 days.
• At the beginning of the program (August) and continue the time deferred into the following year to complete their courses to be eligible for graduation.

Students who miss 30 days or more over the full duration of the program will be assessed before the end of the third year (April-May) to determine if they have achieved the technical standard required for graduation.

VAB will make every effort to accommodate students, providing options or alternatives to meet their needs.

Any fee adjustments or refunds will be forthcoming as applicable to the individual situation and according to the Refund Policy.

Procedures:

1. Depending on the circumstances and the details given in the student’s written notice, the student will be contacted by the Director(s) within five business days to discuss the reasons for withdrawal. Any issue arising from the discussion will be documented and addressed as necessary and a copy of any documentation will be placed into the student’s file.
2. When a student leaves the school either by withdrawal, the Program Director will prepare a Transcript showing the marks achieved in the courses enrolled. If the student has completed all program requirements a program credential (Diploma) is also prepared. Transcripts are signed by the Program Director and Artistic Director. Program credentials are signed by the Artistic Director and Program Director. Copies of the signed documents are placed in the student file.
3. If a refund is due to the student, the Office Administrator will ensure that a cheque is forwarded to the student within 30 days of the withdrawal.
4. If the student owes tuition or other fees to the school, the Office Administrator may undertake the collection of the amount owing.
5. Within sixty (60) days of the student leaving the institution, the Office Administrator will send copies of the Enrolment Contract(s), Transcript and Diploma to the third-party vendor for long-term storage.
6. After documents are sent for long-term storage, the student file is placed in “inactive” student storage for eight (8) years.
7. At the end of the eight (8) year period, the full student file may be destroyed using a secure destruction method.