Glossary of Terms for Policies

A|B|C|D|E|F|G|H|I|J|L|M|N|O|P|Q|R|S|T|U|V|W

A

Aboriginal / Indigenous Persons - are those who identify as First Nations, Inuit or Metis. First Nations includes status, treaty or federally registered Indians, as well as non-status and/ or non-registered Indians. Note: While the term Indian is federally recognized, its use is no longer socially acceptable.

Absence - any time an employee, who is scheduled or otherwise expected to be at work, is not at work.

Academic Accommodations - Are individualized alterations in how a student: 1. accesses course or program content and information; 2. participates in learning and course work; and/or 3. demonstrates skills or knowledge. They allow a student a fair opportunity to engage in academic activities and fulfill essential course and program requirements. Reasonable and appropriate accommodation can be made by providing alternative ways to meet the program outcomes. Academic Accommodation is not reasonable if it imposes undue hardship.

Academic Chair - A College position that leads the delivery of high quality and consistent teaching and learning in programs assigned to their portfolio.

Academic Course Credit - credit that is awarded in recognition of having met the conditions for passing a course in a program of studies.

Academic Decision - a decision that has an impact on a student’s academic record or standing, in a course or program.

Academic Dishonesty - an intentional, reckless, careless, or improper act for the purpose of obtaining, for oneself, or a third party, academic advantage, credential, admission, or credit by deception or fraudulent means. It can include, but is not limited to, “cheating”.

Academic Dismissal - the dismissal from a program of study for a period of 3 years and is applied to students when they reach the suspension level for a second time in the same program.

Academic Flow Chart - the document issued by the Registrar’s Office that guides scheduling and enrolment timelines.

Academic History - an unofficial document that is a permanent chronology of a student’s credit and non-credit course work at the College. Academic histories also record successful completion of course milestones required for graduation.

Academic Integrity - means that all applicants, students, and employees will conduct themselves in an honest and trustworthy manner in all aspects of their relationship with NSCC.

Academic Misconduct - a breach of the Academic Integrity Policy.

Academic Probation - an official transcript notation indicating a student has failed two or more courses in a single semester.

Academic Schedule - the dates, events and timelines that outline the academic year, beginning in September and ending in August.

Academic Suspension - applied to students on restricted enrolment who do not achieve the minimum academic standard in their next semester.

Account Administrator - the Employee or Student who manages an NSCC Social Media Account or a Social Media account created for academic purposes (e.g., teaching, learning, advising).

Active Employee - An employee currently working or on a paid leave of absence, such as vacation leave, bereavement leave, short term illness, pregnancy, parental or adoption leave, etc.

Administrative Authority - Any individuals with administrative responsibility for Units (e.g. Senior Leadership Forum (SLF) members).

Admission Requirements - the set of specific requirements and/or credentials that an applicant must have before being eligible to receive an offer of full admission to a program. They vary by program, and may include a high school diploma, specific academic courses (e.g. high school physics, biology, etc.), portfolios, letters and other documentation, criminal record, vulnerable sector or child abuse registry checks, age requirements, and the completion of auditions and interviews.

Administrative form - Gathering demographic data such as address, phone number, etc.

Advanced Standing - an academic status granted by NSCC to a student who holds a sufficient number of equivalent credits from a post-secondary institution to meet all program learning outcomes for the first academic year of a 2-year program.

Advisor (PLAR policy specific) - in terms of the PLAR process, an advisor may provide timely and accurate information on College requirements, policies, processes and help the student connect to college resources and engage confidently as a learner. An advisor may also assist students to set and meet meaningful goals that align academic, career, and personal development. Adapted from The College Collaborative Advising Program Guide, April 2018.

Aegrotat Standing - granting credit for a course a student was unable to complete, due to exceptional circumstances. A student requesting Aegrotat Standing must have completed a substantial portion of the course, with passing grades, and must be in good financial standing with the College. Request for aegrotat standing must be made in writing to the Academic Chair and is approved jointly by the Dean and the Director of Enrolment & Registrar.

Alcohol - the intoxicating agent in beverage alcohol such as ethyl alcohol or other low molecular weight alcohols and agents like methyl (antifreeze) and isopropyl (rubbing alcohol). Without limitation, Alcohol includes beer, wine and spirits such as vodka, gin, rum and tequila and any beverages incorporating those products.

Annual Compensation Cycle - is from April 1 – March 31 of each year and is based upon progress and performance within the Employee Success Plan.

Annual Vacation Entitlement - The number of days available for use as vacation in the current year. Vacation entitlement depends the employee group and on length of service.

Applicant - Anyone who has applied to a College program or course and who is active in the admission process.

Approved Absence - Absence from work to which an employee is entitled by law or in accordance with the terms of a Collective Agreement or Management Confidential (M/C) Guidelines or which may be granted subject to management approval.

Approved College Function - is a function which is solely or jointly sponsored or promoted by the College for purposes related to College business.

Assessment - is formative and may also be referred to as Assessment for Learning. The primary purpose of assessment is to provide ongoing feedback to improve student learning and to continuously inform instructional practice. The results of assessment inform instructors and students about what has been learned and how well and what remains to be learned.

Attendance - An employee being at work on time, including break times, when scheduled or otherwise expected to be at work.

Attendance Management - A positive approach to addressing absenteeism with a goal of achieving regular attendance at work by communicating expectations, addressing the needs of the business and employees and dealing with cases of excessive absenteeism in a fair and effective manner.

Audit - occurs when a student participates in a course without being evaluated. Students auditing courses will not receive credit.

Award - any type of financial award that is given to students by the College.

Award Posting - the publicly shared details of the award by the Student Awards office, either online or in print.

B

BOMA Best - (BOMA: Building Owners and Managers Association, BEST: Building Environmental Standards) was developed to facilitate a consistent approach to measuring and managing the environmental performance of a building and is assessed in terms of energy use, water use, waste management, environmental communications, and indoor environmental quality.

Bona Fide Job Requirements - Bona Fide Job Requirements are an exception to the duty to accommodate which is incorporated into Human Rights laws across Canada. They are the necessary requirements essential for safe, proper and reliable performance of the job and which are objectively, reasonably necessary for such performance. A bona fide requirement is a requirement of the job in question that cannot be modified or removed to accommodate employees.

Bookable Space - common areas including classrooms, laboratories, computer labs, kitchens, shops, theatres and meeting rooms.

Bullying - is also referred to as psychological/personal harassment. Bullying often refers to offensive, abusive, intimidating or insulting behaviour that makes the recipient feel upset, threatened, humiliated and/or vulnerable, which undermines the recipient’s self-confidence and/or reduces their feelings of self-esteem and self-worth. It can also be a series of repeated behaviours that are known or ought to be known to be unwelcome.

Conflict is not, on its own, bullying. However, conflict may escalate to the point where it becomes bullying.
A single incident of unreasonable behaviour or incivility is not, on its own, bullying but is also not acceptable and
could be in breach of this policy or a Code of Conduct.

Reasonable management action (in class or work settings) is not bullying:

any reasonable action taken by the College, or by its employees in supervisory positions, relating to the management and direction of employees or the workplace
any reasonable action taken by the College, or by an instructor, faculty member, or person in a similar position, relating to the management and direction of Students in the classroom or to the management, direction, assignment, or supervision of research or academic work

Examples of reasonable action, when undertaken in an appropriate manner, include expressing differences of opinion; offering constructive feedback, guidance, or advice; evaluating work; and establishing deadlines.

Examples of conduct or comments that might constitute bullying and harassment include verbal aggression, using derogatory names, vandalizing personal belongings, and making aggressive or threatening gestures.

Bursary - a student award given on the basis of demonstrated financial need.

C

Cannabis - any substance produced or derived from marijuana plants that can be consumed by a person through ingestion, smoking or topical application for medicinal or recreational purposes, whether or not lawfully obtained. Without limitation, Cannabis includes items such as marijuana cigarettes and marijuana infused pills, beverages, food and vapor.

Card Verification Value (CVV) - the 3- or 4-digit code that is typically located on the back of the credit card. For American Express cards, the code is a 4 digit unembossed number printed above the card number on the face of the credit card. This code is used to assist in the verification of the legitimacy of the credit card.

Cardholder Data - is credit card information that can be compromised including the primary account number used with any of the following: expiration date, cardholder name or Card Verification Value code.

Career Level - establishes job levels for all management confidential positions at NSCC. Levels encompass jobs of similar scope and value. The Leadership Career Compensation Framework has two career levels:

Career levels (CL) 1-11A represent managerial and professional/specialized positions.
Career levels Administrative (CLA) A1-4 represent positions that have significant administrative responsibilities.

Career Range - represents the minimum and maximum compensation (salary scale) defined for a career level. The range moves from 85% (career range minimum) to 100% (career range maximum). The career range is determined based on external market comparisons, and internal equity.

Central College Department / Division - the non-campus departments/divisions of the College.

Civility - behaviours that are courteous and polite. Civility and respect are based on showing esteem, care and consideration for others and acknowledging their dignity.

CLF - College Leadership Forum made up of college members at a manager level or above.

College - the Nova Scotia Community College.

College Community - includes, but not limited to: community members, contractors, employees, faculty, industry partners, NSCC Board of Governors, students and/or volunteers.

College Credential Program - A program of study that recognizes the successful completion of all program requirements within College approved timelines by providing a student with a college-approved credential.

College Seal - an embossment that bears the official NSCC design and wordmark.

College Standing Appeal Committee - a group of people appointed to represent the College in matters and decisions related to student appeals.

Communication Devices - Includes all mobile devices as defined below as well as other communications devices including, but not limited to, land line telephones and two- way radios.

Community Member - A community member is an individual who belongs to or is recognized as part of a community, through residence, participation, or affiliation, and who shares in the rights, responsibilities, and impacts of that community.

Conditional - the state in which all awards are offered. All student awards are issued on a conditional basis until award requirements are fulfilled. These requirements may include transcripts, social insurance number, and donor recognition pieces.

Conferral - the official granting of a credential, with all its rights and responsibilities.

Conferral Date - is the official date the credential is granted by the College.

Confirmed Applicant - Anyone who has accepted a program or seat offer and is not yet active in the program.

Conflict of Commitment - exists where a College employee undertakes or engages in any activity or commitment, whether paid or unpaid, apart from the employee’s normal responsibilities to the College, which may: (1) interfere with the employee's ability to effectively carry out his/her College-related duties and responsibilities; (2) compete or conflict with the mission, goals and objectives of the College; or (3) adversely affect the reputation of the College.

Not all outside activities or business activities of College employees amount to Conflicts of Commitment.

Conflict of Interest - exists when a member of the College Community has or may be perceived as having the opportunity to advance or protect a Personal Interest of the member or of a person with whom the member has a family, personal, business or similar relationship. A Conflict of Interest may arise in circumstances where Personal Interests may directly or indirectly affect the member’s professional judgment in the exercise of College duties and responsibilities.

Consent - Voluntary, ongoing, active, willing and conscious choice and agreement to engage in a specific sexual activity. Consent cannot be obtained through force, coercion, threat or fraud. There is no consent when a person expresses, by words or conduct, a lack of agreement to engage, or continue to engage, in sexual activity. A person who is asleep or unconscious is incapable of consenting to sexual activity. A person may be incapable of consenting to sexual activity when under the influence of alcohol and/or drugs or when there is an imbalance of power or authority, or when one person is in a position of trust and induces another to engage in sexual activity.

Consent to disclosure - Written consent that allows for the contacting of references provided by the candidate and obtaining any other information from any available source pertaining to the candidate’s suitability for employment. Candidates’ written consent is obtained by signing the NSCC Consent to Disclosure form.

Content - contributions to a Social Media channel, including but not limited to comments, images, opinions, audio, written word, artwork, quotes, and the posts of others. Content can be used (already existing and shared by the Poster) or created (an original expression or work made and shared by the Poster). It is the responsibility of the Poster to ensure they follow applicable laws (e.g., Copyright and privacy legislation) and policies when they contribute Content to Social Media.

Content Management System (CMS) – Software or a suite of applications and tools that can be used to create, edit, review and publish electronic web content, enabling non-technical users to access and contribute content updates to a website.

Contest - a game of chance or mixed skill and chance where a prize or award is given to one or more persons. “Contest” does not refer to College academic awards.

Contractor - any individual or company (and its employees) who provides services to NSCC under a service contract (i.e., a non-employee-employer relationship).

Copyright - the right to produce, reproduce and copy a work (be it literary, dramatic, musical or artistic) in which copyright subsists. Copying includes photocopying print materials; changing a print format to a digital file; changing a digital file to print format; creating a new digital file from another and performing a work in public. Only the copyright owner and/or those permitted or licensed by the copyright owner can copy the work (unless the copying falls within an exception in the Copyright Act (Canada)), as identified here: https://laws-lois.justice.gc.ca/eng/acts/C-42/Index.html

Course Load - the number of courses in which a student is enrolled in a given semester that are program requirements.

Course Outline - a document that outlines the learning requirements and outcomes of a course.

Cultural Proficiency - enables organizations and individuals to interact effectively in culturally diverse environments. Culturally proficient organizations promote inclusiveness to support learning about inter-cultural difference in order to respond appropriately and effectively to these differences. (Nuri, K. 2015).

Curriculum - all materials for evaluating the attainment of educational objectives which includes but is not limited to materials which outline learning standards, teaching and learning strategies, learning objectives, learning outcomes, and course descriptions and requirements.

Custodian of Vehicle Cards - NSCC employee responsible for ensuring that vehicle cards are securely stored when not in use, controls access of vehicle cards to authorized users and reconciles the monthly vehicle card statements.

D

Defined Benefit Pension Plan - a type of pension plan in which an employee's pension payments are calculated, using a predetermined formula, according to length of service and the average annual salary for the 5 years of your career during which your salary was the highest (usually but not always the last 5 years).

Designated Groups - Groups as identified by the Employment Equity Act as facing barriers to inclusion and participation in the workforce. The groups are women in under-represented occupations, Aboriginal/Indigenous peoples, persons with disabilities, members of racially-visible groups and such other groups as may be included in the definition of "designated groups" in the Employment Equity Act, Statutes of Canada 1995, c. 46.

Disability - disability includes “physical disability or mental disability” as defined in s. 3(l) of the Nova Scotia Human Rights Act. A disability may be long-term, short-term, or recurring.

Disability Management Provider - A third party vendor partnered with NSCC to provide specialized case management services and expertise as a means of facilitating a timely, safe return to the workplace for employees who are absent for medical reasons. Access to medical expertise and assistance in navigating health resources, and helps employees ensure that appropriate treatment plans are in place to support their health and well-being.

Disclose or Disclosure - a victim/survivor sharing information in accordance with this policy and the procedures about their experience of Sexual Violence for the purpose of receiving supports from the College.

Discloser - A Discloser is any member of the NSCC community who makes a report under this Policy based on information that they reasonably believe could show that an Improper Activity has been committed or is about to be committed.

Discrimination - Making a distinction, whether intentional or not, based upon a characteristic or perceived characteristic protected under the Human Rights Act. Discrimination includes action, behaviour, or attitudes, which could or ought reasonably to be known to offend or deny fair treatment based upon the protected characteristics set out in the Nova Scotia Human Rights Act, RSNS 1989, c214.

Distributed Publishing Model - A content management framework where web content publishing responsibilities are distributed throughout the organization. Greater access to contributing, editing and approving/publishing content is provided to more people within the organization through a centrally-managed CMS, overseen by individuals with core expertise in web content development, user experience and information architecture.

Drug - any substance, including Cannabis, Alcohol, Illicit Drugs or Medications, the use of which has the potential to change or adversely affect the way a person thinks, feels or acts. For the purposes of this Policy, drugs of concern are those that inhibit an employee’s ability to perform his or her job safely and productively.

Drug or Alcohol Abuse - the use of a potentially impairing substance to the point that it adversely affects performance or safety at work, either directly through intoxication or withdrawal, or indirectly through social or health problems.

E

Economic Increase - a salary increase that may be applied to the Managerial Confidential career range and individual salaries - this increase is not automatic and is determined annually by the Executive Team following the budget approval and allocation process, and based on the direction set by the Province of Nova Scotia.

Educational Equity - personal or social circumstances including but not limited to the protected characteristics in the Nova Scotia Human Rights Act are not obstacles to achieving equitable access to learning, experiencing a respectful and inclusive learning environment, and both individuals and society benefiting from the skills and knowledge acquired. Three forms of educational equity can be further defined:

Equity mindedness is achieved only when institutional leaders and employees demonstrating an awareness and a willingness to address equity issues become fully embodied in the institutional culture.
Representational equity refers to the proportional participation of typically underrepresented student populations throughout the institution and, wherever possible, across all program disciplines, learning locations and delivery modes.
Resource equity refers to the resources provided by the institution to address resource equity gaps experienced by students, e.g. delivery of education, accommodations for disabilities, financial assistance, and campus services such as childcare, and the student emergency fund.

Electronic Expense Reimbursement System (E-claims) - the system utilized to reimburse employees for eligible travel, entertainment and other expenses.

Employee - any person performing work for NSCC or providing services to NSCC under an employment contract. This includes all employees, regardless of status, as well as current employees who are on a leave of absence (paid/unpaid).

Employee Case File - Refers to the file created for each employee who is on leave due to illness or injury and/or who requires workplace accommodation. The case file is stored in a separate, locked area from the official employee file and is accessed exclusively by the Health & Disability Coordinator and/or the HR Manager, Consulting Services, who has oversight for case management for the College. The file contains all documentation relating to disability case management including, but not limited to: medical documentation, employee consent authorization, Workers Compensation documentation, correspondence with and from the employee related to their case management, all correspondence related to case management from service providers and return to work and/or accommodation documentation.

Employee Engagement - a workplace approach designed to ensure that employees are committed to the organization’s goals and values, motivated to contribute to organizational success, and at the same time, are able to enhance their own sense of well-being.

Employment Equity - involves a systematic effort to achieve fairness in employment. It is achieved when no person is denied employment opportunities or benefits for reasons unrelated to their abilities. Employment equity, as specified by the federal government, seeks to eliminate barriers to employment for the designated groups.

Entrance - a student award given according to criteria, including merit, demonstrated by the student prior to commencing a program at the College.

Equity - a process that calls for the acknowledgement of systemic power and privilege and the (re)distribution of resources to enhance access, experience and outcomes for members of equity-seeking groups. Equity compels the college to create spaces that value, celebrate, amplify and accommodate individual differences through the removal of systemic barriers to employment and education.

Equity-Deserving Groups - Communities that face significant collective challenges in participating in society. This marginalization could be created by attitudinal, historic, social, environmental and systemic barriers based on characteristics such as age, ethnicity, disability, economic status, nationality, race, religion, creed, sex, sexual orientation and gender identity, etc. Equity-deserving groups are those that identify barriers to equal access, opportunities and resources due to disadvantage and discrimination and actively seek social justice and reparation.

Equivalent - documentation that deems previous formal, informal, non-formal and/or experiential learning as equal to one or more admission requirements for an NSCC program.

Equivalent Learning - refers to learning acquired through formal, informal, non-formal, and/or experiential learning experiences which are assessed to be equivalent to the learning outcomes identified in a course or program.

Evaluation - is summative and may also be referred to as Evaluation of Learning. It refers to activities meant to evaluate (judge) student learning based on learning outcomes and assign a representative grade.

Evaluation and Assessment - the measurement assigned to any teaching and learning activity in which the student is required to engage as part of the course of study. Examples include, but are not limited to quizzes, tests, exams, assignments and projects.

Events - are course related exceptions, such as guest speakers or an extra help class, non-course College related activities, and activities occurring on campus, organized by external clients.

Executive Council - is comprised of NSCC’s Vice Presidents.

Executive Members (only in Entertainment and Other Expenses policy) - President, Vice-Presidents and CFO

Executive Members - President and Vice-Presidents

Executive Policy Sponsor - the member of the Executive Council accountable for policy in her/his respective functional areas of the College.

Executive Team - is comprised of the Executive Council and the President of NSCC.

Expense Report - report submitted by an employee for reimbursement of college expenses through the E-claims system.

Experiential Learning - knowledge and/or skills acquired through life experiences.

External Candidates - Any candidate who is not currently an employee of the College.

F

Faculty - Any person specifically hired in a faculty role to deliver a course and evaluate students in accordance with the course outline and learning outcomes, and the assignment of final grades.

Fair Dealing - One of the exceptions in the Copyright Act (Canada) that permits copying excerpts of copyright material, without the permission of the copyright owner, is known as the “fair dealing” exception. It allows copying, in set circumstances, of copyright material for the purposes of research, private study, education, satire, parody, criticism, review and news reporting. NSCC has implemented the Fair Dealing Guidelines which provide the circumstances under which copyright materials may be copied under the “fair dealing” exception.

Fairness - an accessible, consistent and transparent process that is impartial, based upon the principles of merit and equity.

Federal Contractors Program (FCP) - a program that requires provincial organizations with 100 or more employees and that receive $200,000 in federal contracts commit to implementing Employment Equity with regard to four designated groups: Aboriginal/Indigenous peoples, persons with disabilities, members of racially-visible groups and women in underrepresented occupations.

Final Grade - course grades posted on the student’s permanent record, official transcript, and in our database. Grades available through Brightspace and other learning platforms are not considered official final grades.

Financial Need - the difference between the costs to attend College and the income or resources to support the cost.

Fit for Duty - being able to safely perform assigned duties and responsibilities without any impairment due to the influence, or after-effects, of any Drug (as defined in this Policy), that may hinder performance or compromise the safety of the employee, learners or others within the context of job duties or participation in NSCC sponsored learning programs or events or in any other context to which this Policy applies.

Fit for Learning - being able to meaningfully and safely participate in scheduled educational activities, without any impairment due to the influence, or after-effects, of any Drug (as defined in this Policy) that may hinder or compromise the safety or educational experience of the Student or others.

Formal Appeal - a submission, review and decision process as the result of challenging a final grade or other appealable academic decision.

Formal Learning - knowledge and/skills gained through accredited learning from a formally recognized educational institution.

Fraud - The Institute of Internal Auditors refers to fraud as any illegal acts characterized by deceit, concealment or violation of trust. These acts are not dependent upon the threat of violence or physical force. Frauds are perpetrated by parties and organizations to obtain money, property or services; to avoid payment or loss of services; or to secure personal or business advantage.

Full-time Course Load - enrolment equal to or greater than 60% of the mandatory courses in a specific program of study as per the curriculum document in a given semester.

Full-time Program Duration - the duration outlined in the curriculum document for the program of study.

Full-time Student Status - a student who is enrolled in a full-time course load in a given semester.

G

Gender Expression - how people present their own sense of gender to society. Your gender is what you know yourself to be. Your gender expression is how you present your gender to the world and how your gender is understood by the world such as through clothing/dress, makeup, voice, mannerisms and personal habits.

Gender Identity - a person’s internal sense of being a man, woman, both, neither, or somewhere in between. Gender identity refers to the internal experience of a person that cannot be determined by others. A person’s gender identity is different from their sexual orientation.

Gift Agreements - An established, signed agreement between award donor(s) and the NSCC Foundation that outlines the intentions of the award including eligibility, assessment, and application criteria.

Good Academic Standing - A student status indicating no academic restrictions.

Grade - NSCC’s numeric or alpha notation granted a student at the completion of a course and posted to their official transcript. A final grade represents a student’s achievement in a course. A grade is not official until released by the Registrar’s office and is available to students through the College information system.

Graduate - a student who has successfully completed all program requirements.

Grounds - the reasons used to challenge an academic decision and/or launch an appeal.

Guest Lecturer/Speaker - an individual who possesses expertise in a particular subject area, and who speaks about that subject area to a group with which they are normally not involved. Beyond this basic definition, the exact nature of guest lecturing can vary widely. In the College context, a guest lecturer or speaker can be external to NSCC or an employee who is invited to speak to a class they do not normally teach. Some factors that distinguish a guest lecturer include:

Is retained for their expertise on a topic rather than as a substitute for a regular instructor,
Has no ongoing responsibility to the students attending;
Has no marking, evaluative or grading responsibility, and
Is brought in for a limited duration (i.e. single lecture or series).

H

Health Care Professional - A person who, in accordance with provincial laws and regulations, is qualified to provide assessment and intervention to an individual for a health condition, and who is registered with a college or governing body to practice within their field.

Honorarium - a token payment or nominal sum that is not reflective of the value of the work done, rather it is usually offered as a “thank you” or gesture of goodwill. An honorarium is not based upon an agreed upon amount between individuals providing a service and NSCC.

Honorary Diploma - a distinction bestowed on a person who has demonstrated significant achievement in an area of competency or accomplishment. Honourary diploma recipients are determined by the Board of Governors and are not specific to an NSCC program or earned credential.

Honours - the recognition of academic excellence earned by students who meet a defined academic benchmark in their program of study. Honours recognition is notated on the parchment/credential and the student’s official transcript/academic record.

I

Illicit Drug - any drug or substance which has not been legally obtained or which is not legally possessed and whose use, sale, possession, purchase or transfer is restricted or prohibited by law.

Improper Activity - conduct which includes one or more of Official Misconduct, Maladministration, significant misuse of public resources, or creation of a significant danger to public health or safety. This includes directing or counselling someone to engage in Improper Activity. Improper Activity does not include decisions of policy, business or administration, about which reasonable people might disagree.

Inclusion - the process of improving the terms of participation in society, particularly for individuals or groups of individuals who are disadvantaged or under-represented, through enhancing opportunities, access to resources, voice and respect for rights. This creates a sense of belonging, promotes trust, fights exclusion and marginalization and offers the opportunity of upward mobility and results in increased social cohesion in society.

Incomplete - a temporary “I” notation on a transcript, indicating the student did not complete all learning outcomes and course requirements by the end date of the course. ’Incomplete’ is granted when a faculty approves an extension, usually 30 days, to complete all course requirements and receive a final grade. Incomplete notations will only be granted to students who are passing the course for work submitted to that point.

Independent Contractor - to be classified as an Independent Contractor, the person or business must meet all Canada Revenue Agency (CRA) test criteria. CRA applies specific test factors in the determination of status. The College requires that this test be applied in all circumstances where the employment of an independent contractor is being considered.

Independent Medical Examination (IME) - An assessment of an individual’s medical condition carried out by a third-party qualified Health Care Professional.

Industry Partner - Any external organization, company, or employer that collaborates with the College to provide expertise, resources, placements, feedback, or support in the development, delivery, or evaluation of programs, applied research, or workforce initiatives.

Informal Learning - refers to the knowledge, skills, abilities, and attitudes, that a student has acquired through a combination of work, non-formal, and/or experiential learning experiences.

Information Resources - Assets and infrastructure owned by, explicitly controlled by, or in the custody of the College including but not limited to data, records, electronic services, network services, software, computers, and Information Systems.

Information Security Office - A unit within Digital Innovation & Technology that comprises College employees responsible for coordinating and managing the security of College Information Resources.

Information System - The people, processes, organization, technologies, equipment and facilities that collect, process, store, display, transmit, and disseminate information.

Infosilem Enterprise - the software platform used to manage room schedules for all meetings and event bookings.

Infosilem Suite - the software platform used to design student, faculty and room schedules.

Institutional Conflict - A situation in which the College or an institution has an existing relationship with a party with which the College or the institution proposes to enter into an activity, contract, or commitment, such that an impartial observer might reasonably question whether the existing relationship might prejudice decisions of the College or institution with respect to the activity.

In-person Course - Course learning is delivered face-to-face to students on a campus or learning site

In-person Learning - Learning takes place in a classroom, shop, or lab on a campus or at a learning site.

Intake - an instance of a program offering at a specific campus for a specific term. There may be multiple intakes per academic year.

Intellectual Property - all interests and rights arising out of the intellectual and artistic activity of Employees and students of the College and includes, but is not limited to, inventions (whether or not patentable), works, technology, processes, formulae, designs, know-how, trade-secrets, discoveries, research, computer software, slogans, Curriculum, Teaching Materials and all proprietary information; any improvements, updates or modifications related to the above; and all related copyright, trade-mark, industrial design, plant breeders’ rights, and integrated circuit topography applications and registrations world-wide.

Interlibrary Loan - A reciprocal borrowing system by which libraries share resources with each other for the purpose of lending to another library’s borrowers

Internal Candidates - Any candidate who is a current employee of the College: Faculty, Management/Confidential, Professional Support and Operational Support Employees regardless of status (i.e. full time, part time, term, auxiliary and casual).

Internal Equivalency - refers to the official acknowledgement of a previously completed NSCC course that is equivalent to a course taken within the current program of study.

Interruption-in-Studies - when a student withdraws from their program or is not actively enrolled in courses related to their program area of study for a 12-month period.

Intersectionality - The complex, cumulative way in which the effects of multiple forms of discrimination (such as racism, sexism, and classism) combine, overlap, or intersect especially in the experiences of marginalized individuals or groups.

Intranet - the College’s official internal website which is intended for employee and student use and provides permission based or role-based (username and password required) content.

J

Job evaluation - the systematic process for assessing the relative value of jobs within an organization. A comprehensive analysis of each position’s characteristic job factors (such as responsibilities, knowledge, and skill requirements) is used to assess the value of the job’s content, and provide an internal ranking of jobs forming a basis for assigning the appropriate salary level.

Job evaluation committee - the group responsible for evaluating all new positions, and those existing positions where significant changes have been made to a position's responsibilities, to ensure internal equity, fairness and integrity in the job evaluation process.

L

Leadership Career Compensation Program - the compensation framework for all NSCC Management Confidential employees.

Learning Contract - A formal agreement negotiated between and signed by a student and an instructor. Each contract specifies the learning goals to be achieved, how success will be measured, the obligation of the signatories, and the timeframe within which the terms must be met

Learning Institute - NSCC has two recognized learning institutes: Centre for Geographic Studies (COGS) and Nautical Institute.

Learning Outcomes - formal statements of what a learner is expected to know, understand and/or demonstrate in order to receive a pass mark in a course.

Least Privilege - Giving a User account only those privileges which are essential to perform its intended function.

LEED - Leadership in Energy and Environmental Design (LEED) is a rating system that is recognized as the international mark of excellence for green building.

M

Maladministration - failure to act, or conduct intended to cover up an act, in a way that is unlawful, unjust, discriminatory or improper, and which adversely impacts someone's interests in a substantial and specific way, or adversely impacts the brand and reputation of the College.

Management Confidential (M/C) - the employee group for all non-unionized employees.

Matriculation - the administrative process by which an applicant is upgraded to student status, based on successful completion of all academic and financial responsibilities.

Mature Applicant - a person who is at least 19 years of age at the time of application, has been out of high school for at least one year, and has not completed a high school diploma or equivalent.

MC Job Description Template - combined with the MC Classification / Reclassification Questionnaire, are used to gather information for job evaluation purposes. They serve to describe a job, provide information needed to compare positions both externally through salary surveys and conduct internal job evaluations and reviews for equity within the College.

Medication - a drug obtained legally, either over-the-counter or through a doctor’s prescription.

Members of Racially Visible Groups - persons, other than Aboriginal/Indigenous persons, who identify as non-white in colour and non-Caucasian in racial origin, regardless of birthplace or citizenship.

Merit Increase - an increase to salary, within a career level, based upon employee performance during the annual Employee Success cycle.

Merit-Based - any student award that is given based on academic or other merits which may include but is not limited to leadership, community involvement, and extra-curricular involvement.

Milestones - non-course program requirements represented on a transcript.

Minimum Passing Grade - The academic requirement that must be met in each course in order to obtain and/or retain a student award.

Mobile Devices - Any electronic devices with the ability to transmit or receive data, text, and/or voice, via a College approved cellular network. This includes but is not limited to smartphones, cellular equipped tablets and laptops.

Moral Rights - comprise the right of a creator or author of a work (that is subject to copyright) to be associated with the work as its author (or by pseudonym or to remain anonymous) and the right to the integrity of the work. Moral Rights cannot be assigned but can be waived by the creator or author of the work.

Multi-Incumbent Positions - those positions with employees, across the College, who are working in the same position with the same classification.

N

Needs-based - a student award that prioritizes financial need.

Non-Academic Decision - a decision or sanction imposed under the Student Code of Conduct. Non-academic decisions can result in sanctions that have academic impact.

Non-Formal Learning - the skills and abilities and attitudes that students have acquired from non-credit courses, on-the-job-training, and workshops.

Novanet - A post-secondary library consortium comprised of the universities and community college system in Nova Scotia and Mount Allison University in New Brunswick. The academic libraries share an online catalogue and Library Services Platform, as well as engage in cooperative action in collection development, resource sharing and reference services.

NSCC Foundation - a registered charity and the philanthropic arm of Nova Scotia Community College.

NSCC Health & Disability Coordinator - A position in Human Resources that is the primary contact and coordinator of benefits and processes for employees on sick leave. Acts as a connection point for the College and employees, managers, medical practitioners and the Disability Management Provider.

NSCC Social Media Account - a Social Media account approved by Communications. The primary purpose of these accounts is to conduct official college business. Examples of NSCC Social Media Accounts include the College-wide Twitter account and campus Facebook pages. Every NSCC Social Media Account must have an Account Administrator.

NSCC Wi-Fi Network - Includes the “eduroam” Wi-Fi network available for student and staff mobile devices and the “NSCCGuest” Wi-Fi network for guest mobile devices.

nscc.ca - the College’s official public-facing website, intended for external audiences.

O

Official Employee File - the file created for each employee retained in Human Resources (Central Office). These files will contain all documentation relating to employment including, but not limited to: documentation relating to pay, benefits, pension, terms of employment, resume, credentials, signed contract of employment, confidentiality agreements and/or other signed acknowledgements required by NSCC, performance documentation, disciplinary letters, career development records and attendance. The official employee file shall not include medical information or information related to a medical condition/accommodation; this information is stored separately and is defined as per the employee case file (below).

Official Misconduct - Official misconduct is wrongdoing by a member of NSCC community in carrying out their duties or exercising their authority that may be a criminal offence or is otherwise serious enough that it may justify dismissal if proven. Examples include dishonesty, theft, lack of impartiality when awarding or expending College resources, breach of trust placed in a person by virtue of their position, or misuse of officially obtained information.

Official Transcript - an official document of a student’s academic record, certified by the Director, Enrolment & Registrar or designate.

Official Use - for NSCC purposes such as communication, advertising, service delivery, collaboration, teaching, learning, advising and other purposes within the scope of a campus or unit’s mandate, including as a designated spokesperson for the College or by an individual performing activities as a part of official duties.

Open Educational Resources (OER) - teaching, learning, and research resources that reside in the public domain or have been released under an intellectual property license that permits their free use and re-purposing by others.” (Hewlett Foundation). The 5 Rs can be applied to the content.

Other Individuals (OH&S) - those persons who are not employees or students of the College but who are on College premises for authorized purposes. Other individuals include, but are not limited to, constructors and contractors (as defined in the Occupational Health and Safety Act) and members of the general public.

P

Panel on Research Ethics (PRE) - is responsible for addressing the evolving needs of the three research agencies (Social Sciences and Humanities Research Council, Natural Sciences and Engineering Research Council, and the Canadian Institutes of Health Research) in promoting the ethics of research involving humans. It provides guidance consistent with the Tri-Council Policy Statement: Ethical Conduct of Research Involving Humans, 2nd edition (TCPS2).

Parchment - the formal document/artefact granted by the College signifying successful completion of a program and conferral into a discipline/subject area of knowledge and skill.

Part-Time Course Load - the enrolment of less than 60% of the mandatory courses in a specific program of study as per the curriculum document in a given semester.

Part-Time Student Status - a student who is enrolled in a part-time load in a given semester.

Pass mark - the minimum numeric or alpha notation on a transcript that signifies successful completion of a course. A pass in each credit course is 60% unless otherwise stated. For courses where the pass mark is more than 60%, or where the grade is depicted with an alpha notation, the course outline will specify the requirements.

Payment Card Industry (PCI) - the security-council founded by the major credit card providers.

Payment Card Industry Data Security Standards (PCI-DSS) - the standards developed by the PCI Security Standards Council. These standards govern the transferring, handling and storing of credit card information to ensure protection against fraud and unauthorized access.

Pensionable Service - the years of service during which employees contribute to the pension plan plus service recognized from a transfer or purchase of optional service (if applicable). The maximum length of pensionable service employees can accumulate in the plan is 35 years.

PeopleSoft Student Information System (SIS) - the campus solution application that manages student enrollment and program planning.

Personal Harassment - Abusive, unfair, or demeaning treatment of a person or group of persons that is known or ought reasonably to be known to be unwelcome and unwanted when:

such treatment abuses the power one person holds over another by virtue of their working or learning relationship or misuses authority associated with their position and/or,
such treatment has the effect of seriously threatening or intimidating a person, and such treatment has the effect of unreasonably interfering with a person’s or a group of persons’ employment or performance, or learning, or academic success and/or,
such treatment has the effect of creating an intimidating, hostile or offensive working or learning environment.

Personal harassment may consist of repeated or persistent patterns of behaviour, direct or indirect, that when taken together constitute personal harassment; or a single act of sufficient severity to constitute personal harassment in its own right. Such conduct may occur within or outside of the working or learning environment. Examples of personal harassment include, but are not limited to, name calling, insults, inappropriate jokes, threats, shouting, derogatory remarks (including messages that are threatening, derisive, or defamatory), spreading malicious rumours, persistent criticism and exclusion.

Personal harassment does not include appropriate managerial direction, delegation, performance management, discipline, attendance management or classroom management.

Personal Interest - exists where one has an interest, including, but not limited to, a financial, family, or professional interest, in a decision, activity or business affair of the College.

Personal Use - use by an Employee or Student on a personal account for purposes unrelated to NSCC.

Placement - a component/instance of work-integrated learning within program curriculum, placements and their outcomes are defined at the course level.

Field Experience: paid or unpaid work-related experiences that prepare students for professional or occupational fields, but are not required for a professional certification or licensure (Work Experience, Work Term, Job Shadow, Field Camp, Field Work, Sea Time/Sea Term etc.)
Co-operative Education: a structured approach for paid, full time placements that alternates periods of study with work experience in a related field and follows the Canadian Association for Co-operative Education guidelines (CAFCE)
Internships: paid work experiences that take place during the final term of the program of study
Mandatory Professional Practice: work arrangements required for a professional license or designation (including clinical placement, practicums, preceptorships, etc.)

Placement Partner - external organization/company/industry partner that agrees to provide a student with a placement.

Plagiarism - presenting, in any format, someone else’s ideas, presentations, writing, artistic work, or creations, whether verbal, print, structural, design or electronic, in whole or in part, as one’s own, by failing to credit the source. Plagiarism can be intentional or occur through carelessness.

PLAR Candidates - individuals who have decided that PLAR is a sound educational decision for their career pathways and are preparing for assessment of their prior learning.

Point-of-sale (POS) terminals - are used to process debit and credit transactions.

Poisoned Work/Learning Environment - A poisoned work/learning environment is characterized by an activity or behaviour, not necessarily directed at anyone in particular, that creates a hostile or offensive work and/or learning place. Examples of a poisoned work/learning environment include but are not limited to: graffiti, sexual, racial or religious insults or jokes, abusive treatment of an employee or student and the display of pornographic or other offensive material.

Policy Agenda - The list of priority policies to be worked on in the current academic year.

Policy Author - a subject matter expert or operational specialist assigned by the Policy Steward responsible for the functional area to author new policy, make policy revisions and manage version control for documents throughout the policy development and renewal process.

Policy Officer - the NSCC staff member in the Policy, Planning and Research department who is responsible for managing the annual policy development, renewal and approval cycle, and publishing processes on behalf of the Executive Policy Sponsors. The Policy Officer supports the Executive lead responsible for Policy Excellence.

Policy Steward - the senior leader responsible for all policies in a functional area of the College under her/his direction who is assigned by the Executive Policy Sponsor to assume the lead in the development, renewal, implementation, and maintenance and renewal of policies on behalf of the Executive Policy Sponsor.

Poll - usually a single question that requires no analysis.

Portable - Any College owned technology equipment that is not fixed in place at a specific location on College property and can be easily transported from place to place is considered portable.

Portable Technology Equipment - Any form of portable equipment that is not a mobile device that receives digital inputs, produces digital outputs or otherwise enhances the use of a computer or mobile device, including, but not limited to: portable projectors, printers with scanning capability, digital cameras, GPS devices, surveyor equipment.

Poster - a person who contributes Content to any form of Social Media.

Posthumous Credential - a credential awarded after the death of a student.

Primary account number (PAN) - the 14- or 16-digit numeric code located on the front of the credit card. This number is used to identify the individual account holder.

Prior Learning Assessment and Recognition (PLAR) - a type of Recognition of Prior Learning (RPL). It is the process for assessing non-formal and informal learning acquired in work, life and educational settings as equivalent to the learning outcomes of a college course. When faculty and/or other subject matter experts (SMEs) assess and verify that a student’s learning is relevant, valid, sufficient, authentic, and can be measured reliably against course outcomes, academic credit may be awarded. PLAR ensures consistent, transparent, fair and quality-assured assessment of relevant lifelong learning regardless of context.

Prior Learning Assessment and Recognition Plan (PLAR PLAN) - a document prepared by faculty/SMEs and their Academic Chairs for students proceeding with PLAR. A PLAR Plan clarifies the breadth and depth of learning required to PLAR a course and may be useful for developing an advising-assessment schedule. A PLAR Plan would include a course description, course learning outcomes and objectives as well as the corresponding evaluation and assessment methods. Reference to reading lists and other resources may also be included.

Procedural Fairness - Describes the duty of fairness that is owed to anyone whose interests, or rights may be impacted by an investigation and any subsequent outcome from said investigation. Two primary rights are the right to be heard and the right to an unbiased decision. Procedural Fairness requires:

notice of the matter under consideration
access to information that will be considered when the decision is made to allow parties an ability to fully respond to the report. The College considers personal privacy and safety factors when determining access to information
the right to respond
a meaningful opportunity to be heard
an impartial and unbiased decision-maker
reasons for the decision or outcome.

Procurement - The tactical function or process of buying goods and services to satisfy the academic and operational needs of the College. It is focused on a single transaction and follows the processes for obtaining goods and services from the point of receiving a requisition to that where payment is made.

Program Graduation Requirements - all requirements for the program as outlined in NSCC’s program curriculum document.

Program Schedule - the list of dates, times and locations for students, faculty and physical space.

Program Section - an offering of a specific program, including location and/or delivery mode (e.g. online). There may be multiple sections of a program delivered at the same time.

Protected Disclosure - A Protected Disclosure is one which is made in the good faith belief that it falls within the scope of this Policy.

Q

Quality Assurance (QA) recording system - any system that uses audio or voice recordings, typically in call centers, as a means of assessing the quality of service provided.

Quality Security Assessor (QSA) - certified by the PCI Security Standards Council to conduct audits to ascertain an organization’s level of compliance with PCI-DSS.

R

Reasonable Accommodation - The fundamental nature of the duty to accommodate imposes a positive duty on employers to provide employees or job applicants with an opportunity to perform the essential duties of the job. It is an individualized process which, to the point of undue hardship, involves the removal or alleviation of barriers that prevent an otherwise capable individual from participating equally in the workplace because of a disability as defined by the Nova Scotia Human Rights Act. Accommodation does not have to be perfect, but does have to be reasonable.

Reasonable Grounds - a graded approach, commensurate with risk, may be used to determine when a person may be impaired to the point of not being able to work, learn or participate safely in an activity, or who may compromise the safety of others.

REB-related documentation - All formal documents related to the decision-making process pertaining to all REB applications and submissions.

Recognition of Prior Learning - A comprehensive term that refers to the recognition of the sum of an individual’s learning that has occurred prior to the present. RPL recognizes that learning is life-long and occurs in formal, non-formal, informal work, life and educational situations. In addition, RPL places value on all learning including the unrecognized knowledge, skills, abilities, and values that individuals gain throughout their lives. Furthermore, RPL creates pathways for recognizing that some prior learning may be equivalent to the content of one or more college courses.

Records - Documents created or received and retained in the day-to-day operations of business. This includes, but is not limited to, documents, maps, drawings, photographs, videos, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records.

Recurrent Absence - The same/similar medically supported absence that begins while an employee is covered under the Short-Term Illness Support Program as defined in the applicable Collective Agreement or, in the case of M/C employees, the Employment Guidelines. Recurrent may also mean frequent and persistent absences where an employee is absent due to any identifiable pattern of absence.

Recurrent Illness or Injury - An illness or injury which is the same as one resulting in a previous period of short-term illness leave, as more particularly defined in the applicable Collective Agreement or, in the case of Management Confidential (M/C) employees, the Employment Guidelines. For the purposes of the administration of this Policy, recurrent illness may also mean frequent and persistent absences where an employee is absent due to any identifiable pattern of absence.

Reference check service provider - A company that specializes in reference collection engaged by NSCC to conduct reference checks.

Reference checks - a systematic evaluation of an applicant's past job performance, based on conversations with people who have worked with them. Structured reference checks are job-related, based upon and observation of work, standardized, and legally defensible.

Relatives - opposite or same sex spouse or common law spouse, individuals co-parenting dependent children, parent, grandparent, son, daughter, siblings, aunt, uncle, niece, nephew, first cousins, step-relations and in-law relationships. This definition also applies to those whose living arrangements approximate family relationships.

Renewable Award - A student award that is contingent on maintaining good academic standing, a minimum passing grade, and/or a specified academic average. This award is distributed by term and may be renewable in subsequent year(s) of study.

Report or Reporting - Refers to a complainant sharing information, in accordance with this policy and the procedures, about Sexual Violence perpetrated by a member of the College community against another member of the College community for the purpose of referral to the Sexual Violence Response Team for potential investigation.

Representational Equity - the proportional participation of typically under-represented student populations throughout the institution and, wherever possible, across all program disciplines, learning locations, and delivery modes.

Reprisal - any retaliatory action or measure taken by a member of the NSCC community against a Discloser that adversely impacts their employment, status or well-being, if that action is connected to a Disclosure or was intended to prevent a Disclosure. Examples include intimidation, harassment, discrimination, threats, etc.

Request Authorization - Electronic pre-approval request in E-claims for out of province travel and technology purchases.

Research Ethics Board (REB) - conducts reviews of research involving human participants and has a mandate to approve, reject, propose modifications to, or terminate research that is conducted by or on members of the NSCC community.

Residency Requirement - the minimum percentage of total credits in a program of study that must be completed by a student through NSCC to be granted an NSCC credential.

Resolution Options - a wide range of options to enable and support community members to resolve concerns or conflict.

Respectful Behaviour - showing thoughtfulness, consideration, and care toward others in all interactions, recognizing the value in each person, and treating others with fairness and dignity. Includes an absence of offensive behaviour(s)

Respondent - a person who is alleged to have violated this policy.

Restricted Enrolment - an official academic status that limits a student to a part- time course load in a program of study. It is the result of a student failing courses while on academic probation.

Restorative Practice - used to foster a respectful learning and working environment by strengthening relationships between people and the community they share. Restorative practices include processes to proactively build relationships and a sense of community to help prevent conflict and concerns. Restorative practices are also used to respond to conflict and concerns by seeking to repair harm and restore the relationships and community affected.

Retirement - meeting eligibility requirements to collect pension under the terms of their applicable pension plan (Teachers Pension Plan or Public Service Superannuation Plan).

S

Safety-Sensitive Roles or Activities - roles or activities which require the employee, student or contractor to be alert, to be physically coordinated, and to exercise good judgment, and where impairment by way of consuming alcohol or drugs could pose a danger to the health, safety or security of the employee, student or contractor, other persons, property or the environment. Examples of safety-sensitive activities and roles include those which involve the use of tools or appliances, the operation of vehicles and aquatics or seafaring activities. Any employee who directly supervises a student, another employee or a contractor in a safety sensitive position will also be considered to work in a safety sensitive position.

Scheduling Constraints - parameters placed on the scheduling system to ensure key requirements which benefit students, teaching and learning are considered.

Scholarship - a student award given on the basis of academic merit.

Security Features - measures and unique identifiers embedded and included in the printing of parchments, to preserve authenticity and reduce risk of copy and forgery.

Security Incident - Any adverse event whereby some aspect of information security could be threatened, including but not limited to loss of data or records confidentiality, disruption of data or system integrity, or disruption or denial of availability.

Semester - a period in which all classes are scheduled to begin and end within a set time frame.

Sequential Number - the unique numeric identifier on each parchment issued.

Service - for the purposes of the employment recognition award, service is calculated on total months of accumulated service per criteria outlined in Appendix A.

Sexual Harassment - a course of unwelcome comment or persistent or abusive sexual solicitation or advances directed at an individual by another individual or group of the same or opposite sex who knows, or ought reasonably to know, that this attention is unwelcome; any solicitation or advance which is known, or ought reasonably to be known to be unwelcome, made by an individual who is in the position to confer or deny a benefit; and /or any reprisal or threat of reprisal for refusing to comply with an implied or expressed sexual solicitation or advance.

Sexual Orientation - to whom we are emotionally, relationally and/or physically attracted. A person’s sexual behaviour does not necessarily determine their sexual orientation and vice versa. There are many ways of expressing identities which have resulted in an increase in terms and language around sexual orientation. Several common sexual orientations are lesbian, gay, bisexual, straight/heterosexual, asexual, pansexual, two spirit and queer.

Sexual Violence - Describes any act targeting a person’s sexuality, whether physical or psychological that is committed, threatened or attempted against a person without their Consent. This violence takes different forms including, but not limited to, sexual abuse and sexual assault. Acts of Sexual Violence include unwanted sexual comments, unwanted touching or advances, sexual harassment, stalking, removal of or failure to use a condom during intercourse without Consent, indecent exposure, voyeurism, cyber-sexual harassment, coercion of another person’s sexuality by physical or psychological intimidation, and/or denial of another person’s sexual decision-making rights.

Short Term Illness (STI) - An illness or non-occupational injury which causes an employee to be absent from work in accordance with the provisions of the applicable Collective Agreement or, in the case of M/C employees, in the Employment Guidelines and which lasts no longer than provided under the applicable Collective Agreement or Employment Guidelines.

Short Term Illness Support Program - An illness or non-occupational injury which causes an employee to be absent from work in accordance with the provisions of the applicable Collective Agreement or, in the case of M/C employees, in the Employment Guidelines and which lasts no longer than provided under the applicable Collective Agreement or Employment Guidelines.

Single Incumbent Positions - those employees, working in singular positions and classifications.

SLF (Senior Leadership Forum) - Senior Leadership Forum made up of college members at a Director level or above.

Social Media - the online channels used to share stories, information, opinions, host conversations and build relationships. It can involve a variety of formats, including written word, pictures, video, audio and real-time dialogues. It includes, but is not limited to, such things as social networks, discussion forums, blogs, wikis and podcasts. Examples of current Social Media channels include, but are not limited to, Facebook, LinkedIn, Twitter, Instagram and YouTube. Social Media is not specific to any tool or platform; it is about an interactive use of the Internet.

Special Measures - specific initiatives under employment equity to remove the effects of past and ongoing exclusions and/or discrimination. Current examples at NSCC are designated competitions and preference in filling vacancies where relatively equal merit applies.

STARS - The Sustainability Tracking, Assessment and Rating System (STARS) is a tool for measuring how well a postsecondary institution embeds sustainability in all aspects of what they do.

Student - Any person who is registered in a program and/or enrolled in courses at NSCC.

Student Awards Office - he NSCC department that administers student awards and financial aid programs on behalf of the College.

Student Information - any recorded information relating to any person who has ever applied or registered as a student of the Nova Scotia Community College, including but not limited to information about that person as a prospect, an applicant, a student, a graduate, or an alumnus of the College.

Student Misconduct - any breach of the Student Code of Conduct Policy (Examples in Appendix 1).

Student Services - a team of professionals available to students to support and assist them in their learning at NSCC.

Subject Matter Expert (SME) - refers to faculty, academic chairs and others recognized by NSCC as determined under NSCC Procedure 25.03: Recognition of Subject Matter Expertise in a Field of Study.

Subsite - a collection of pages specific to a department, business unit or campus that exist on the nscc.ca site.

Supervisory Relationship - An employment relationship where one relative has direct or indirect authority over a relative's employment through decisions, recommendations or judgments related to: the approval/denial of increments/performance pay, the assignment and approval of overtime, the negotiation of salary level, the conduct of performance appraisals, discipline, the assignment or direction of work assignments and the approval of leaves of absence.

Supplemental evaluation - an additional assessment/evaluation opportunity granted to a student who has been unsuccessful in a course.

Survey - An instrument composed of a structured series of questions to a specific population in order to collect, analyze, and report the data for administrative and planning purposes.

Survey fatigue - The decline in response rates due to repeated requests for survey participation by the same population.

Systemic Discrimination - practices or procedures which appear neutral on their face, but which create barriers for members of groups that are protected under the Human Rights Act.

T

Teaching Materials - materials used for instructional purposes including but not limited to course notes, classroom materials, teaching plans, assessment instruments, and other materials or processes normally prepared for instructional purposes.

Technology Resources - Includes but not limited to College-owned Desktop and Laptop computers, Wi-Fi Services, Network Access, Internet Access, Audio Visual Technologies, Telephony Devices and Services.

Template - an electronic file that provides a uniform, customized format and design.

Transcript - the document that records credit courses taken, and grades achieved by a student. It reflects an accurate and complete history of a student’s academic activity and achievement.

Official transcript is an original printing of a student’s academic record. It bears the signature of the Director of Enrolment and Registrar, and the College’s official seal.
Unofficial transcript is a copy of a student’s academic record that does not bear the signature of the Director of Enrolment and Registrar and/or the College’s official seal.

Transcript notation - the abbreviation used on a transcript to represent a status, grade or outcome for a course. Notations on transcripts include those currently and historically used by the College.

Transfer Credit - Credit awarded for courses completed on the basis that the learning outcomes are equivalent and current to the courses within a student’s program of study.

Trauma Informed - recognizing the prevalence and impact of trauma on individuals and communities and responding in ways that promote physical, emotional, and cultural safety. A trauma-informed approach integrates principles of trust, empowerment, choice, and collaboration into institutional policies, services, and interactions to reduce the risk of retraumatization and support healing and well-being.

Tri-Agency Framework - Responsible Conduct of Research- the guidelines established by the Panel on Responsible Conduct of Research and “sets out the responsibilities and corresponding policies for researchers, Institutions, and the Agencies, that together help support and promote a positive research environment. It specifies the responsibilities of researchers with respect to research integrity, applying for funding, financial management, and requirements for conducting certain types of research, and defines what constitutes a breach of Agency policies. For Institutions, it details the minimum requirements for institutional policies for addressing allegations of all types of policy breaches, and Institutions' responsibilities for promoting responsible conduct of research and reporting to the Agencies.” (https://www.rcr.ethics.gc.ca/eng/framework-cadre.html)

Tri-Council Policy Statement - Ethical Conduct of Research Involving Humans- the guidelines for conducting research involving humans and is the basis of this policy.

Tuition and Fees - established by the Nova Scotia Community College and include the mandatory costs to the student of completing a course or program of study.

U

Undeclared - assigned to students who have not declared a program of study, or who are engaged in courses outside of the program of student.

Under Representation (employees) - having a notably lower percentage of designated group members in a particular occupational group than would reasonably be expected in comparison to their known availability based upon labour force availability (LFA) data and/or internal benchmarking, review and analysis.

Under Representation (students) - having a notably lower percentage of equity-seeking group members in a particular student population than would reasonably be expected to enroll at a campus or in a program.

Undue Hardship - The legal limit to the duty to accommodate under the Nova Scotia Human Rights Act. It occurs when the implementation of an accommodation on the basis of a protected characteristic would result in excessive difficulty or expense for the College, or would compromise health, safety, or the essential nature of a program or service. The College is committed to exploring all reasonable options to support individuals and will only deny accommodation where it can demonstrate that doing so would result in undue hardship, based on evidence and in accordance with applicable human rights law. Where more than one reasonable accommodation option is available without causing undue hardship, the College reserves the right to choose the accommodation to be implemented.

Unit (program delivery) - based on instructional time; one unit is equivalent to 60 hours of instructional time.

Unit (corporate structure) - A group of Users, linked by a common interest or purpose, including but not limited to, faculties, departments, divisions, schools and centers.

Universal Design for Learning - is an educational framework that guides the design of learning goals, assessments, methods and materials, as well as the policies surrounding these curricular elements, with the diversity of learners in mind.

Unofficial Use - the use of Social Media for purposes that can be connected to NSCC. This includes but is not limited to a comment about NSCC by an Employee on a personal account, as well as private Social Media groups established for Student, work or social activities.

User - Any individual or Unit that uses or accesses College Information Resources.

V

Vacation Carryover - the number of days of vacation entitlement that have been approved for carry-over to the next vacation year.

Vacation Entitlement - the number of vacation days available for use in the current year. For M/C employees, vacation entitlement depends upon career level and years of service.

Vested - If you are part of an employer pension plan, you become fully vested and earned the right to a pension benefit – and entitled to the contributions your employer has made to the plan, after a certain period of service with the employer. At NSCC, contributions are vested after two years of pensionable service. Once pension benefits are vested, they are usually "locked-in." This means that the pension money payable to you is to be used only for the purpose of providing you with a lifetime retirement income.

Victim / Survivor - At NSCC, we recognize that some who have been subjected to Sexual Violence may choose to identify as a survivor. Others may choose to identify as a victim. It is the prerogative of the person who has experienced these circumstances to determine how they wish to identify. For the purposes of this policy, the College will reference the victim or survivor as victim/survivor when referring to members of the College community who have been subjected to Sexual Violence.

Volunteer - any person performing work for NSCC in an unpaid capacity.

W

Waitlist - an ordered list that is created and maintained for a program section that has no remaining open seats for new students. As new seats become available, offers are made to applicants on this list.

Web Content - text, images, documents, video, audio files and links available through a web browser, regardless of device (PC, mobile, etc.).

Withdrawal - when a student officially removes themselves from enrolment and participation in a course or program.

Work Integrated Learning (WIL) - practical learning in programs that include: field experience, co-operative education, internship, mandatory professional practice and/or service learning that is a program or course outcome.

Workplace Harassment - A single significant occurrence or a course of repeated occurrences of objectionable or unwelcome conduct, comment or action in the workplace, including bullying, that, whether intended of not, degrades, intimidates or threatens, and includes all of the following, but does not include any action taken by an employer or supervisor relating to the management and direction of an employee or the workplace:

workplace harassment or bullying that is based on any personal characteristic, including, but not limited to a characteristic referred to in clauses 5(1)(h) to (v) of the Human Rights Act.
inappropriate sexual conduct, including, but not limited to, sexual solicitation or advances, sexually suggestive remarks or gestures, circulating or sharing inappropriate images or unwanted physical contact.

Written Record - all written documentation and records included by all parties, related to the submission, review and decision of a Student Appeal.