Academic Policies 

Registration Policies

Admission to Corpus Christi College

Corpus Christi College is committed to providing all students it admits with the tools needed to succeed in an increasingly competitive global economy. We seek to form reflective, articulate, life-long learners who are unafraid to take on the professional, social and spiritual challenges of the world. Therefore, Corpus Christi College admits students according to a broad-based admission policy. In addition to a student's academic achievement, the College evaluates the applicant's community service record, personal accomplishments, interests and goals. In the application process, the prospective student submits supporting documents (application form, transcripts, letters of reference and a short personal essay) and participates in a brief interview. 

Minimum admission requirements cannot be waived. Furthermore, an applicant who meets the minimum entrance requirements is not guaranteed admission to the College. Except in special circumstances no student under sixteen years of age will be admitted to Corpus Christi College.
Minimum Requirements

Change of Registration

Add/Drop

Students may add or drop a course without academic penalty before the second week of classes each term. Specific dates are available in the Important Dates List published for each academic year. Students may do this through their MyLION account. After the end of the second week of classes, students may not drop classes without academic penalty or add a class for credit. Students may be entitled to a refund according to the College’s refund policy.

Audit to Credit/Credit to Audit

A student may change status to credit or audit until the end of the add/drop period. Fees will be adjusted according to the refund policy.

Written Notice

When the student withdraws from a course or program, written notice must be submitted to the Registrar's Office. A written note signed by the student or an email message from the student’s email account to the Registrar's Office is acceptable written notice. Notification of withdrawal must include the course name, number, name of instructor and the student’s full name. The email subject line should read “Withdrawal”. The date on which the notice of withdrawal is received by the Registrar's Office will be used to calculate refunds of tuition and fees. The official email address for the Registrar’s Office is [email protected].

Withdrawal from a Course

To withdraw from a course after the Add/Drop deadline, students must first consult the instructor and/or Student Advising. Students may withdraw, in writing, from a class until the end of the eighth week of classes at which time a ‘W’ may be assigned if sufficient cause has been demonstrated. If no adequate reason has been established for withdrawing from a course after the end of the eighth week, students will receive a ‘WF’, which has a GPE of 0. The College may, at its discretion, limit the number of ‘W’ standings permitted to a student. The College’s refund policy indicates refunds to which students are entitled if they withdraw from a course or courses.

Withdrawal from the College

Any student who, after registration, finds it necessary to withdraw from the College must do so in writing and submit the notice of withdrawal to the Admissions and Records Office. The administration of the College may require a student to withdraw from the College at any time for inappropriate conduct, for failure to abide by College regulations, or for inadequate academic achievement.

Dismissal

Absenteeism for longer than 2 consecutive weeks without informing the College and without provision of a doctor’s note may result in dismissal. Other grounds for dismissal include academic dishonesty; physical abuse of the College’s property; theft or non-accidental damage to the College’s property; behaviour displaying insubordination such as refusal to cooperate with instructors or administrators; the use of alcohol or non-prescription drugs on campus; flagrant disregard for institution’s rules of conduct and policies.

Permission to Study Elsewhere

Students registered at Corpus Christi College wishing to attend another institution concurrently must consult their academic advisor. A letter of permission (LOP) is required if current CCC students wish to transfer credit to CCC. The student must be in Good Academic Standing to obtain a letter of permission from the Registrar’s Office. Upon completion of courses, students must arrange for transcripts to be sent to Corpus Christi from the host institution. Normally a letter of permission will not be issued to take a course elsewhere if that course is currently offered at Corpus Christi College.

Transfer 

When students transfer from Corpus Christi to other institutions to finish their undergraduate degrees, these receiving institutions will require official transcripts from all post-secondary institutions attended and will assign transfer credit according to their policies. 

Tuition Refund

Written Notice

When the student withdraws from a course or program, written notice must be submitted to the Registrar's Office. A written note signed by the student or an email message from the student’s email account to the Registrar's Office is acceptable written notice. Notification of withdrawal must include the course name, number, name of instructor and the student’s full name. The email subject line should read “Withdrawal”. The date on which the notice of withdrawal is received by the Registrar's Office will be used to calculate refunds of tuition and fees. The official email address for the Registrar’s Office is [email protected].

Application Fee

Application fees will not be refunded except under extraordinary circumstances.

Registration Deposit

• Registration Deposit will not be refunded except under extraordinary circumstances

Corpus Christi Student Fees

In the case of a student’s complete withdrawal from the College, student fees other than the Registration Deposit will be refunded as for tuition (see items 6 through 8 below).

UBC/AMS fees collected on behalf of St. Mark’s College

• AMS
  100% refund if student presents valid proof of payment from UBC
  
• Extended Health and Dental
  100% refund if student is on the opt-out list provided by UBC’s health insurance carrier
  pro-rated according to UBC’s schedule if requested for January semester
  
• UPass
  according to UBC’s published policy.
  

Tuition Refund Entitlement

Refund entitlement is calculated on the total tuition due under the contract. Where total tuition has not yet been collected, Corpus Christi College is not responsible for refunding more than has been collected to date and the student may be required to make up for monies due under the contract.

Refunds before the program of study begins

If written notice of withdrawal is received by the College before the course or program of study begins, 100% of tuition will be refunded.

Refunds after the program of study begins

If written notice of withdrawal is received by the College, or a student is dismissed:

• by 4:00 p.m. on the last day of the published Add/Drop period for the semester, the student will receive a 100% refund of tuition.
  
• from the end of the Add/Drop period to the end of the 4th week of classes, the College may retain 50% of the tuition due under the contract.
  
• after the end of the 4th week of classes, no refund to the student will normally be made. 
  

A student changing from audit to credit status or from credit to audit status before the end of the second week of classes will be charged or refunded the difference in tuition.

In the case of courses or semesters of lengths other than 12 to 14 weeks, refunds will be pro-rated according to the stated refund schedule.
  
  
  

Academic Policies 

Number	Policy	Effective Date
Academic Policy - 1	Final Examinations - PDF version	January 2020
Academic Policy - 2	Academic Honesty	December 2020
Academic Policy - 3	Academic Standing	Fall 2021
Academic Policy - 4	Academic Concession	Winter 2022

Academic Accommodation for Students with Special Needs

Corpus Christi College seeks wherever possible to welcome students with special needs as participating members of the College community and to provide these students with academic accommodation and opportunities. The College strives to implement accommodations made by the University of British Columbia Disability Resource Centre, which requires documented medical assessment of student disabilities or special needs. Ensuring fair treatment of all students according to their needs and in a manner consistent with academic principles is the responsibility of faculty and administration.

Appeal of Final Grades

Change in submission procedure due to COVID-19

 
Due to COVID-19, the document submission process for appeals of final grades has been temporarily changed to allow students to submit electronically. Beyond the submission procedure, the policy remains unchanged. Please carefully review the instructions below.
 
Students wishing to appeal a course grade must continue to do so within two weeks of receiving their final grade.
 
1.     Submit your appeal request package through email to the Registrar’s Office at [email protected].

The appeal request package must include the following documents:
-       a  written request outlining the reasons for the appeal

-       copies of all graded assignments from the course (scans of originals or equivalent)

 
2.     A $25.00 cheque is not required. If you appeal is unsuccessful, your MyLION account will be charged $25.00.

 
3.     After submitting your appeal package through email, you will receive an email from the Registrar to confirm your request has been received. After that point, the process proceeds as originally outlined in the original policy below.

Students wishing to appeal a course grade must do so within two weeks of receiving their grades report. An appeal must be in the form of a written request to the Registrar outlining the reasons for the appeal; students must also submit all graded assignments from the course (originals only) and a cheque for $25. Should the appeal be upheld and the grade changed, the $25 fee will be refunded.

Procedure

• An appeal and accompanying materials should be handed in at the Registrar’s Office. If the Registrar deems there are sufficient grounds for an appeal, it will be forwarded to the Academic Dean, who will conduct a review of the student’s overall performance in the course.
  
• During the review, the Dean may call upon the original instructor for information, or ask other instructors to participate.
  
• On completion of the review, the Dean will inform the Registrar in writing of the outcome of the appeal, and the Registrar will in turn inform the student. The Dean’s decision is final.

  
  
  

Responsible Conduct Policies

Student Conduct

Preamble
Corpus Christi College as a community expects students, faculty and staff to be witnesses to Catholic practice and to live their lives in accordance with the Church’s moral teaching, which emphasizes the dignity of each person as a son or daughter of God. In light of that teaching, the College community honours each student as a maturing adult and seeks to encourage personal growth. Disciplinary actions are taken with the aim of supporting and promoting a responsible Christian outlook on relationships, property, society and oneself. Students are expected to take responsibility for their actions with respect to both speech and behaviour. In order to promote the common good of the members of the College community, students are subject to the student Conduct Policy. This policy is intended to resolve conflict or correct wrongdoing that cannot be resolved on a more informal basis.
As the face of the College in the wider community, Corpus Christi College students are expected to uphold these principles and procedures whether they are at the College, traveling on behalf of the College in service learning or other capacities, visiting or working at another institution, or present in the wider community.

Forms of Student Misconduct

• Student misconduct can include, but is not limited to, the following offences:
  
• Disrupting any College activity, by word, action, or any other means.
  
• Creating or supporting any situation which endangers or threatens the emotional or physical health, safety, or well-being of any other individual.
  
• Causing physical or emotional harm, injury, or threat to any person.
  
• Making unauthorized use or having unauthorized possession of the property of any person or institution, including the College.
  
• Damaging, destroying, or defacing the property or resources of any person or institution, including the College.
  
• In any other way appropriating or using the property or resources of any person or institution, including the College, without appropriate consent or authority.
  
• Forging, altering, or misusing any College document in any form.
  
• Engaging in illegal activities of any kind, including but not limited to violation of the laws and regulations of Canada or the Province of British Columbia, or any other jurisdiction where the student may be present on behalf of the College, or as a result of their enrolment at the College, including but not limited to violation of liquor laws and drug related statutes.
  
• Falsifying or misrepresenting information in any way involved in disciplinary hearings.
  
• Contravening any of the other policies of Corpus Christi College, including the: Academic Policies, Harassment Policies, and Technology Policies, should the remedies contained in those policies be inadequate or fail to apply to the specific situation. 
  

Remedies and Sanctions for Student Misconduct

As befits a Catholic community, opportunities for restitution and appropriate reconciliation ought to be considered in each case.

Other factors to be considered in establishing sanctions and remedies can include, but are not limited to, the severity of the violation, the present demeanour and past disciplinary record of the offender, the nature of the offence, and the severity of any damage, injury or harm resulting from such offence.

Even when not on the College campus, students who commit any of the offences mentioned above while representing the College or engaged in a College activity will be subject to the same sanctions.

Sanctions for violations of the Student Conduct Policy may include but are not limited to:

Dismissal from the College
Dismissal is the permanent separation of the student from the College. Permanent notification will appear on the student’s academic transcript. The student will also be barred from College premises.

Suspension from the College
Suspension is the separation of the student from the College for a specified period of time. Permanent notification of the suspension will appear on the student’s academic transcript. The student shall not participate in any College sponsored activity and will be barred from College premises during the period of the suspension.

Banned from Campus, College Premises, or Facilities
Banning a student from campus, College premises, or College facilities means that the student is not allowed to be on the campus, College premises, or at College facilities for or during specific time periods without express written approval to the contrary. This may include authorizing limited access to particular College premises or facilities for specific purposes (e.g. to attend class) but otherwise banning access to College premises.

Disciplinary Probation
The student may be restricted from participating in current and/or future student and College activities. This includes but is not limited to co-curricular and organizational activities, and student leadership positions.

Ineligibility for Graduation and Participation in Ceremonies
A student charged with Student Conduct Policy violations prior to graduation may not graduate, participate in graduation ceremonies, or receive a diploma until the Student Conduct Policy proceedings have been adjudicated and, if the student is found responsible, sanctions have been completed.

Monetary Restitution
Where appropriate, the student may be required to make payment to the College or to other persons, groups, or organizations for damages incurred as a result of a determined Policy violation.

Fines
A monetary fine may be imposed on a student as a deterrent to policy violations.

Community Service/Educational Project
Community service, work on campus, research projects, or other appropriate learning experiences may be assigned.

Disciplinary Warning
The student is given a written warning that future misconduct may result in more severe disciplinary action.

Educational Programs
The student is assigned to attend educational programming to increase his/her awareness of the effects and issues related to the use of alcohol or drugs, and other behaviours. The student will submit to the Director of Student Services a report of agreed-upon length.

Other Remedies and Sanctions
In accordance with the Procedures below, additional or alternative sanctions may be imposed.

Any misconduct that involves a breach of the law will be reported to the police.

Procedures

Cases relating to student misconduct at CCC will be reviewed and resolved in accordance with the following procedures.

The SCC will inform the student, and where appropriate, the other party of its decision in writing, and forward documentation of the case to the Office of the President and the Office of the Registrar. Any remedies or penalties imposed on the student will be recorded in a letter of reprimand issued to the student by the Registrar; a copy of the letter will also be placed in the student’s file.

Initial Action

• All cases of suspected student misconduct will be brought to the attention of the Dean of Students, whether by an instructor, another student, a staff member, or a member of the wider community. (In cases where there may be a perceived conflict of interest, the Academic Dean shall act for the Dean of Students.)
  
• The Dean of Students will conduct the initial investigation, and interview the student. If, as a result of this investigation, the Dean of Students no longer believes that student misconduct has occurred, the case will be dismissed and no record will be preserved. If, however, the Dean of Students still believes that student misconduct has occurred and/or the student admits culpability for the offence, the Dean of Students will suggest an appropriate remedy or sanction from the list above.
  
• In the case of offences between two persons, or by one person against other(s), the Dean of Students will attempt to reach a resolution with the student and the other person(s) involved. This resolution may include remedies or sanctions from the list above, but may also include other actions.
  
• If the student accepts the penalty, the Dean of Students will initiate and oversee the actions agreed upon.
  
• The Dean of Students will inform the student and other involved parties of the decision in writing, and forward documentation of the case to the Office of the President and the Office of the Registrar. Any remedies or penalties imposed on the student will be recorded in a letter of reprimand issued to the student by the Registrar; a copy of the letter will also be placed in the student’s file. 
  

Appeal Procedure

• If the student disputes the facts, or thinks the penalty excessive, or otherwise does not accept the suggested resolution, the student may appeal the Dean's decision to the Student Conduct Committee (SCC) in the form of a written submission sent to the Academic Dean within seven days of receiving the decision. The Academic Dean will then convene a meeting of the full SCC, with a view to resolving the case. At this meeting, the SCC will receive and review all relevant documents to determine whether or not student misconduct has occurred. The student has the right to appear before the Committee, and to have an advocate present. The SCC may also request a meeting with any other involved parties, who may also have an advocate present.
  
• If, as a result of this review, the SCC is not convinced that student misconduct has occurred, the case will be dismissed and no record will be maintained. If, however, the SCC determines that student misconduct has occurred, the Committee may apply any of the remedies and penalties listed above. 
  

The Student Conduct Committee
The Committee shall comprise three voting members: a faculty member selected by the Education Council, a faculty member appointed by the President, and a student selected by the CCC Student Association. The Academic Dean shall also sit on this committee, in an advisory capacity. Meetings shall be chaired by the faculty representative selected by the Education Council. This committee shall be constituted on an “as needed” basis.

Classroom Practices

Progress Reports to Students (Fair Warning)
Students must receive the results of a major test, assignment, or collection of smaller assignments before the end of the seventh week of classes. These results should account for a minimum of 20% of the final course mark.

End of Term Tests
Instructors may not hold a test or examination worth more than 15% of the total grade during the last two weeks of classes.

Weighting of Final Exams or Final Projects
Final exams shall be weighted no less than 20% and no more than 40% of the student’s total grade.

Weather Closures
In the event of deteriorating overnight conditions or in other emergency situations, the College will broadcast an announcement about morning or full-day closures on CKNW (980 AM) radio. An announcement will also be placed on the College’s voice mail (604-822-6862). Students and faculty should assume that all night classes will continue to operate. If the emergency continues into the evening, students and faculty may check after 3:00 pm for a closure notice on the College’s voicemail.

Missed Tests and In-Class Assignments

• If a student misses a test or assignment because of unexpected illness, he or she must bring to the instructor a note signed by a physician stating the date and time of the visit to the doctor’s office in order to be allowed to re-sit the test or assignment. Instructors are not required to make allowance for any missed test or incomplete work that is not satisfactorily accounted for.
  
• On the recommendation of the instructor and the approval of the President or VP Academic of the College, a student may be denied permission to write the final exam in any subject taken when the student neglects to do a substantial part of a written assignment for a course, or neglects to do a sufficient amount of the practical or laboratory work in a course. 
  

Final Exam or Final Project Requirement
A student cannot pass a course without sitting the final exam or completing the major project for the course.

Attendance
Corpus Christi College regards class attendance as an important contributor to academic success. Students who miss 25% or more of their classes, regardless of whether the absences are avoidable or unavoidable, may be considered unable to meet the “learning outcomes” of the course and may be excluded from the final exam.  This policy also applies to online courses when students fail to complete and post 40% of the assignments in a timely fashion.

Procedures
1. The primary responsibility for invoking this Policy rests with instructors.  Instructors are expected to keep an attendance record and report all absences in their Fair Warning submission to the Academic Advisors.  This report on Fair Warning will also help the College to comply with the government requirement to keep an attendance record for all international students and all students on the federal loan program.

2. Instructors planning to invoke this attendance policy must include a CCC website link to the policy in the course Syllabus. If a student is approaching the threshold at which the penalty can be imposed, the instructor must notify the student in writing. This will give the student an opportunity to improve their performance. The normal method of communication for the written warning should be the Corpus email address.  Students are responsible for ensuring their up to date email address is on file.

3. Students with a disability confirmed by the Centre for Accessibility (UBC) are to be given reasonable accommodation. This accommodation is to be negotiated at the beginning of the course between the student, the Academic Resource Centre (Corpus Christi), the Centre for Accessibility (UBC), and the instructor.

4. If students anticipate an absence, they must notify the instructor.  If there is an unexpected absence, the student will report that to the instructor as soon as possible.  If sickness is the cause, then a medical note should be presented to the instructor.

Late Papers
Late papers will have a percentage deducted at the discretion of the instructor. Papers that are more than two weeks late will be returned ungraded unless an extension has been granted. If students seek an extension from their instructor, they must do so before the assignment is due. Term papers will not be accepted after the last day of classes in that term.

Deferred Exams
If students miss a final examination, they will receive an “I” standing in the course. If adequate documentation regarding the reason for missing the exam is given within four days of the missed exam, student will normally be allowed to write a make up exam or its equivalent. All make up work must be completed within three weeks of the end of term or the grade will be changed to F. If students cannot provide adequate documentation explaining their absence, they will receive an “F” standing in the course. Students who miss a deferred exam will not be given further consideration and should refer to the College’s Final Exam Requirement Policy.

Harassment

Those who become members of the student body, faculty, or staff of Corpus Christi College agree to accept the responsibilities following from the Mission Statement of the College, which includes "recognition of adherence to the teaching authority of the Church in matters of faith and morals." One of the cornerstones of this teaching is respect for individuals at all levels. Harassment in general, and sexual harassment in particular, promotes an atmosphere inimical to this respect. Believing that freedom of speech and action demands responsibility, the College is opposed to any form of harassment and is prepared to deal with it in the manner outlined below.

What is Harassment?

Harassment in general and sexual harassment in particular is any comment or conduct that is known to be, or should be reasonably known to be, unwanted and unwelcome. This may include, but is not limited to: remarks, jokes, innuendoes, taunting, sexually oriented conduct and requests, comments, gestures, or materials that are considered offensive, threatening, degrading or coercive thereby creating a hostile, intimidating or offensive work or study environment non-conducive to the accomplishment of the College's mission. Sexual harassment can be further defined as specifically including any unwanted and unwelcome sexual attention towards another person, which has an adverse effect on the emotional well-being, work or academic performance of the complainant.

Harassment may occur between people of the same or different sex and of the same or different status within the College community. Neither men nor women are immune from harassment by another person.

Third Party Harassment
Accusations about third party harassment incidents on campus alleged against those who are not members of the college community will be accepted with the understanding that the solution may only be that the College will take action to provide a more secure campus. The complainant may receive advice regarding available off-campus processes but must recognize that the likelihood of the College’s being able to enforce disciplinary action against a non-community member is very remote.

Examples of Harassment

• Examples of harassment include, but are not limited to, the following:
  
• Verbal or physical abuse of an employee/student by an employee/student;
  
• Physical contact that makes one person feel uncomfortable;
  
• One person stalking another;
  
• A date ending in unwelcome sexual intimacy;
  
• Use of sexually suggestive language, especially when another person indicates that it is offensive;
  
• The promise of reward or threat of reprisal attached to sexual favours;
  
• Persistent teasing or leering causing embarrassment 
  

The Process

• Consultation
  The process begins with a discussion with the appropriate contact (Dean of Students, Academic Dean or alternative contact person) to determine if the complainant wishes to proceed with a complaint. The goal of consultation is to foster communication between the parties and to try to mediate a resolution satisfactory to both without an investigation. Disciplinary action is not a part of the consultation process.
  
• Complaint
  The next stage involves completing the Harassment Incident forms. The complainant must be prepared to discuss frankly and disclose specific incident details to the investigation team. Fully documented written materials must be provided to allow for a complete understanding of the incident and any related issues, and for a full and fair investigation to take place. Anonymous complaints will not be accepted or investigated.
  
• Investigation
  Once a complaint has been received, investigation involves engaging in the procedures established for students, staff, or faculty as outlined in the College’s Dispute Resolution policies. The complainant and respondent are required to cooperate fully in the investigation. CCC intends that the complaint process will be used solely for the purposes of College life. However, the College does reserve its right and option in serious situations to refer complaints of gross misconduct or abuse to the relevant off-campus authorities.
  

Important Notes

• Off-campus legal remedies are not excluded and may run in conjunction with the College’s informal or formal processes.
  
• While investigation materials are strictly confidential, they may be released if subpoenaed or required to be produced by court order in association with off-campus legal proceedings.
  
• Retaliation in any form is specifically prohibited and, if proven, will result in serious and immediate discipline.
  

Privacy

Corpus Christi College is committed to the principles set out in the Personal Information Privacy Act that came into effect on January 1, 2004.

The College's Commitment to You

Safeguarding your confidentiality and protecting your personal information is a fundamental concern of Corpus Christi College. The College is committed to meeting or exceeding the privacy standards established by the BC Personal Information Protection Act (PIPA).

Privacy Protection in British Columbia

The Act requires an organization to obtain informed consent from an individual before collecting personal information about that individual, with certain exemptions. The organization must state why it is collecting the information, and how it will use the information collected. The Act also requires the organization to keep the information it has collected in a secure and safe manner, protecting the individual’s right to have his or her information protected. The Act also describes with whom the personal information may be shared.

Ten Privacy Principles

As part of Corpus Christi College's commitment, the following Ten Privacy Principles govern the actions of the College as they relate to the use of personal information. These principles have been built upon the values set by the Canadian Standards Association's Model Code for the Protection of Personal Information and British Columbia’s Personal Information Protection Act (PIPA).

• Accountability
  Corpus Christi College is responsible for maintaining and protecting the personal information under its control. In fulfilling this mandate, the College designates an individual(s) who is (are) accountable for the College’s compliance with the Ten Privacy Principles. This individual is the Privacy Officer of the College.
  
• Identifying Purposes
  Corpus Christi College will identify the purposes for which personal information is collected before or at the time the information is collected.
  
• Consent
  Corpus Christi College will obtain consent of the individual for the collection, use or disclosure of personal information except where the law states exemptions, grants permission, or creates a requirement for collection, use, or disclosure of personal information.
  
• Limiting Collection
  Corpus Christi College will limit the personal information collected to those details necessary for the purposes identified by the College.
  
• Use, Disclosure and Retention
  Corpus Christi College will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when its use, disclosure or retention is required or permitted by law. Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected.
  
• Accuracy
  Corpus Christi College will maintain personal information as accurate, complete and up-to-date form as is necessary to fulfill the purposes for which it is to be used.
  
• Safeguarding Personal Information
  Corpus Christi College will protect personal information by security safeguards that are appropriate to the sensitivity level of the information.
  
• Openness
  Corpus Christi College will make information available to individuals concerning the policies and practices that apply to the management of their information.
  
• Individual Access
  Corpus Christi College will inform an individual, upon the individual's request, of the existence, use and disclosure of the individual's information, and shall give the individual access to it in accordance with the law. Individuals may verify the accuracy and completeness of their information and may request that it be amended, if appropriate.
  
• Complaint Process
  Individuals may direct any questions or enquiries with respect to the College's privacy policies or practices to the Privacy Officer of Corpus Christi College. 
  

How Does the College Safeguard Information?

Corpus Christi College maintains current security standards to ensure that your personal and financial information is protected against unauthorized access, disclosure, inappropriate alteration or misuse.

• Student Files
  Student files are stored in secured filing cabinets. Access is restricted to only those employees (administrators, instructors, counselors, secretaries, etc.) who, by nature of their work, are required to see them.
  
• Identifying Purposes
  Corpus Christi College will identify the purposes for which personal information is collected before or at the time the information is collected.
  
• Electronic Security
  The College manages electronic files appropriately with passwords and security measures that limit access by unauthorized personnel. The College’s security practices are reviewed periodically to ensure that the privacy of your information is not compromised.
  
• Record Management College
  Personal information is destroyed one year after the College no longer needs the information or one year after legal minimum retention requirements have been met.
  
• Use, Disclosure and Retention
  Corpus Christi College will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when its use, disclosure or retention is required or permitted by law. Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected.
  
• Accessing and Amending Information
  Corpus Christi College makes decisions based on the information it has. The College makes every effort to ensure information is accurate and complete.
  
• Accessing Your Information
  You may access and verify any of your personal information or academic records with appropriate notice so that the office is able to supply you with the information you require. Most of this information is available in the registration forms and other forms that you filled out.
  
• Amending Your Information
  To help the College keep your personal information up-to-date, the College encourages you to request that it amend inaccuracies and make corrections. Where appropriate, the College will communicate these changes to other parties who may have unintentionally received incorrect information from the College.
  

What Information is Collected?

Corpus Christi College gathers and uses personal information to provide the student with the best possible educational services enunciated by the Mission statement of the College. Most of the information the College collects comes to the College directly from you, and only with your consent. When you apply to register the College will ask you to provide the information that enables it to complete the registration process. This also includes information on academic, health, and personal matters needed by the College to provide the best possible education and co-curricular programs.

How is Information Used?

Corpus Christi College uses:

• personal information to communicate with you, process applications and ultimately to provide you with the educational services and co-curricular programs you expect.
  
• personal information to enable the College to operate its administrative function, including payment of fees and maintenance of non-educational programs including fundraising.
  
• health, psychological, or legal information to provide certain specialized services in those areas or as adjunct information in delivering educational services.
  
• If for any reason personal information is required to fulfill a different purpose, the College will notify you and ask you for your consent before the College proceed. 
  

When May Information be Disclosed?

Corpus Christi College keeps personal information strictly confidential and treats it with care and respect. However, some of an individual’s personal information may be shared with others as noted below.

When Authorized by You

• Other educational institutions routinely contact the College for personal information about students. For example, if you move to another college or university, student records are requested by the enrolling institution. Your permission to pass on these records is usually obtained when you register and authorize the College to disclose such information to other appropriate educational institutions for the ongoing education of your child.
  
• The release of transcripts requires a written request signed and dated by you. Your signature authorizes the release of the private information contained in your transcript.
  
• Contact information may be used to enable the College to provide the para-educational and administrative services usually operated by the College. These services include phoning committees, participation groups, fundraising, events, annual general meetings, etc.
  
• In some cases, when communication is over the telephone, your consent to the use and/or disclosure of your information will be obtained verbally. In other cases such as when you communicate through e-mail, your consent will be obtained electronically. 
  

When Required by Law

• The type of information the College is legally required to disclose most often relates to legal proceedings, court orders and government tax reporting requirements.
  
• Only the information specifically requested is disclosed and the College takes precautions to satisfy itself that the authorities making the request have legitimate grounds to do so. 
  

When Permitted by Law
The College is legally permitted to disclose some personal information in situations such as an investigation of illegal activities, reasonable methods to collect overdue accounts, a medical emergency or suspicion of illegal activities etc. Only pertinent information is disclosed. The College does not sell, lease or trade information about you to other parties.

The College’s Employees

• In the course of daily operations, access to personal information is restricted to authorized employees who have a legitimate reason for accessing it. For example, instructors will have access to personal information about you but not your account with the College.
  
• All employees of Corpus Christi College are required to abide by the privacy standards governed under PIPA. They are also required to work within the principles of ethical behavior as set out in employment contracts and must follow all applicable laws and regulations. Employees are well informed about the importance of privacy and they are required to sign either a code of conduct or a confidentiality agreement that prohibits the disclosure of any personal information to unauthorized individuals or parties. To reinforce their understanding and commitment to upholding client privacy and confidentiality, employees periodically receive up-to-date literature about our privacy policy, principles and standards. 
  

Outside Service Suppliers
At Corpus Christi College, the College sometimes contacts outside organizations to perform specialized services such as printing, student assessments, educational research or data processing. For example, the College gives its yearbook publisher the information required to produce the annual yearbook. Suppliers of specialized services are given only the information necessary to perform those services.

Restricting Sharing Information
If you choose to limit the sharing of your personal information, please contact the Registrar's office and submit a written letter specifying which items of personal information you wish to limit, and to whom you wish these items to be restricted. Please remember that certain agencies, by law, have access to certain types of personal information.

The College may add, modify or remove portions of this policy when it is considered appropriate to do so. You may ask for the most recent update of this policy at the Student Services Centre.

Questions, concerns, and complaints about privacy, confidentiality and information handling of the College may be addressed to the College's Privacy Officer by calling the President’s office. If necessary, you will be referred to use the College’s complaint procedure and appeals policies.

Technology Usage

Corpus Christi College is committed to the effective use of technology to enhance the quality of student learning and the efficiency of the College’s operations. Accordingly, several computers are available for use on campus, and the campus has a wireless network for those wishing to use portable computers and other electronic devices.

The College encourages the use of technology appropriate for the environment of a Catholic undergraduate college, discourages harmful practices, and sets penalties for those who choose to violate the policy. Members of the Corpus Christi community should remember that access to technology is a privilege, not a right.

Technology resources are defined as any electronic tool, device, program, or system that aids the educational environment and prepares the user for new roles in learning, living and working in a technological world. Examples of such technology include, but are not limited to, all computer hardware and software; personal digital assistants including Palms, pocket PCs, cell phones, pagers; analog and digital networks; electronic (e-mail) mail systems, and communication technologies; telecommunications technology; servers, routers, hubs, switches, and Internet gateways; and all related and forthcoming systems and new technology. It should be noted that personally owned devices are included in the Acceptable Use Policy when on campus or connected to the school infrastructure.

Prohibited Uses

• Members of the Corpus Christi Community May Not Use Technology:
  
• to communicate with others during class time via e-mail, cell phone, pager or other electronic device, unless express permission is given by the instructor
  
• to engage, during class time, in any research, work, or Internet "surfing" not authorized by the instructor
  
• to record any lecture, tutorial, workshop or other type of class without first obtaining the instructor's consent
  
• to duplicate, store or transmit copyrighted material that violates copyright law
  
• to access, upload, download, create, distribute, use or transmit abusive, slanderous, libelous, prejudicial, sexually explicit, pornographic or otherwise inappropriate language or material
  
• to harass, bully or threaten another individual
  
• to vandalize, damage, alter, or disable property of Corpus Christi College 
  

At the instructor’s discretion, the use of technology in the classroom may be restricted.

Student Dispute Resolution

All efforts to resolve disputes should proceed in the spirit of Christian charity and with reference to the Catholic principles upon which Corpus Christi College was founded. In this light, members of the community are called to seek reconciliation on their own, and it is appropriate that individuals should first address the party (faculty member, member of staff, or administrator) concerned. In the instances where personal reconciliation is impossible, the following process will be followed:

Mediation

A student should seek mediation from the Dean of Students. If this process is unsatisfactory, the complainant should then take his or her concern to the Dispute Resolution Committee.

Dispute Resolution Committee

• The complainant files a written grievance with the President. The President will, within three business days, acknowledge the receipt of the complaint in writing and set up an appointment to bring the issue to committee within fourteen (14) days to discuss a resolution. The committee shall be composed of the President, the Registrar, the Dean of Students, a faculty representative, and a student representative. Should any member of the Dispute Resolution Committee be directly involved in a dispute, he or she will stand down and shall take no part in the deliberations concerning the outcome of the dispute. In the event that the President stands down, the Registrar will chair the committee in the President's stead.
• Both the complainant and the respondent have the right to be present when the Committee meets, and the President will inform the complainant and the respondent of the Committee's resolution in writing within three business days. 

Appeal to the Board

The individual may appeal the decision of the Dispute Resolution Committee to the Board of Governors. The written appeal should be directed to the Chairperson and be submitted within 30 days of the release of the decision of the Dispute Resolution Committee. The $50 fee should accompany the application for appeal. The Chair of the Board will, within three business days, acknowledge in writing the receipt of the complainant's appeal. Both the complainant and the respondent have the right to be present when the Board hears the appeal at its next meeting, and the Chair of the Board will inform the complainant and the respondent of the Board of Governors' resolution in writing, again within three business days. The decision of the Board shall be by majority vote and shall be final and binding on all parties.

Faculty/Staff Dispute Resolution

All efforts to resolve disputes should proceed in the spirit of Christian charity and with reference to the Catholic principles upon which Corpus Christi College was founded. In this light, members of the community are called to seek reconciliation on their own, and it is appropriate that individuals should first address the colleague (faculty member, member of staff, or administrator) concerned. In the instances where personal reconciliation is impossible, the following process will be followed:

Mediation

A member of the Administration, Staff, or Faculty should seek mediation from an appropriate colleague. If this process is unsatisfactory, the complainant should then take his or her concern to the Dispute Resolution Committee.

Dispute Resolution Committee

The complainant files a written grievance with the President. The President will, within three business days, acknowledge the receipt of the complaint in writing, set up an appointment to bring the issue to committee to discuss a resolution. The committee shall be composed of:

• the President
  
• the Academic Dean
  
• the Registrar
  
• the faculty representative
  
• the student representative
  

Should any member of the Dispute Resolution Committee be directly involved in a dispute, he or she will stand down and shall take no part in the deliberations concerning the outcome of the dispute.

In the event that the President stands down, the Dean will chair the committee in the President's stead.

Both the complainant and the respondent have the right to be present when the Committee meets, and the President will inform the complainant and the respondent of the Committee's resolution in writing within three business days.

Appeal to the Board

The individual may appeal the decision of the Dispute Resolution Committee to the Board of Directors. The written appeal should be directed to the Chairperson and be submitted within 30 days of the release of the decision of the Dispute Resolution Committee. The Chair of the Board will, within three business days, acknowledge in writing the receipt of the complainant’s appeal. Both the complainant and the respondent have the right to be present when the Board hears the appeal at its next meeting, and the Chair of the Board will inform the complainant and the respondent of the Board of Director's resolution in writing, again within three business days.