Student Community Standards Guideline

Ref. No.	Executive sponsor	Policy steward	Approval authority	First approved	Last reviewed	Effective date	Next review
33.03	Vice President, Campuses and Communities	Director, Student Supports		May 28, 2026	May 2026	August 15, 2026

Guideline

Step	Action
1	Acknowledge Report and Schedule a first meeting After submitting a Student Community Standard (SCS) report, notification in the form of an autoreply email is sent to the Reporting Individual confirming that their report has been received and will be reviewed. Resources for support are included in the reply. The Student Care Navigator (SCN) will schedule a meeting with the Reporting Individual to discuss the report and hear directly from them about their experience. The SCN may choose to have someone else present at this meeting, and the name/title of this person will be disclosed prior to the meeting. No recording is permitted in any meetings, but confidential notes will be taken by College Representatives. The Reporting Individual is encouraged to have a support person, as defined in the policy, attend the meeting, and must disclose the name and relationship of this person to the SCN prior to the meeting. The SCN will make relevant academic and other campus partners aware of the report's contents as required.
2	During the first meeting with the Reporting Individual, the Student Care Navigator: reviews the procedures to ensure clarity, including confirmation of the breach being reported. confirms that the support person (if attending) is not a witness, advocate, or legal representative and reviews their role in the meeting. confirms that no recording is permitted in any meetings, but confidential notes will be taken by College Representatives. discusses any safety concerns for the Reporting Individual and the possibility of interim measures being applied to the Responding Student if these are identified. discusses the harms caused to the Reporting Individual and the desired outcome(s). discusses the requirement for confidentiality of the information and the process. invites the Reporting Individual to share details of the report, offers support and accommodations specific to the Reporting Individual’s identified needs. outlines the next steps in the process.
3	Notification is sent to the Responding Student, making them aware that they have been named in a SCS report and are being invited to a meeting to respond to what has been reported. The name/title of those attending this meeting will be disclosed. They are asked to acknowledge receipt of this notification.
4	During the First meeting with Responding Student, the Student Care Navigator: may choose to have someone else present, and the name/title of this person will be disclosed. confirms no recording is permitted in any meetings, but confidential notes will be taken by College Representatives. reviews the procedures to ensure clarity discusses the requirement for confidentiality of the information and process. confirms that the support person (if attending) is not a witness, advocate, or legal representative and reviews their role in the meeting. informs the Responding Student about what has been reported and the alleged policy breach. invites the Responding Student to respond to the alleged breach of policy reported, if prepared and willing. If they need more time to process the information, schedule another meeting to offer them time to respond. offers supports and accommodations specific to their individual needs as identified. outlines the next steps in the process.
5	Meetings with Witnesses / Others The SCN meets witnesses and/or others related to the concern identified. The SCN may have another person present in this meeting for notetaking purposes and/or support. Their name/title will be disclosed. Another meeting with the Responding Student is scheduled to discuss the information provided by any witnesses/others if this information has not already been told to them and they are invited to respond to this information. The SCN will keep relevant AC/Faculty etc. involved, updated as to the SCS process as required.
6	Approach The SCN considers the report and what has been found during fact-finding to determine if there is enough information to support moving forward in the process. The SCN may consult with others around the approach for more complex situations. The Reporting Individual and Responding Student are notified if there is not enough information to move forward with the report. The report will be closed at this point. If proceeding, the SCN assesses how the concern might be addressed by: Student Community Standards Policy - one or more of four breaches have occurred; accountability is required prior to any attempt to restore a relationship, or a relationship cannot be restored due to safety concerns, and an outcome is required. Campus Care Team – in certain circumstances, mental health concerns resulting in concerning behaviour, reported through SCS, may be addressed through the Campus Care Team. Collaborative Case Response Table (CCRT) - issues that are reported through SCS and intersect with Human Rights will be brought for consultation and collaboration with the CCRT.
7	Outcome The SCN may consult with others before deciding on an outcome. Once decided, both the Reporting Individual and the Responding Student will be notified.