Student Community Standards Procedure

Submitting a Report

Any member of the College can complete the online report form found on Employee and/or Student Connect.

If someone is unsure whether to complete an online report and/or wants to discuss their concern before making a report, they can reach out to the Student Care Navigator (SCN) for their campus/region.

In circumstances where completing the online report would cause harm to the Reporting Individual, a report in another format can be submitted and a consultation with the SCN arranged.

The College may choose to submit a report without a Reporting Individual if information comes forward that a SCS breach has occurred. This would occur in circumstances where an individual expresses concern to the SCN and/or others about their safety in making a report and/or the College believes it is in the best interest of the campus and/or larger community to submit a report without a Reporting Individual being named.

The College may choose to submit a report if a Reporting Individual, who is a student, has submitted a false SCS report.

The College has the right to refer a report to Campus Housing Community Standards if not deemed appropriate for Student Community Standards. Campus Housing may refer a concern to Student Community Standards if appropriate.

Prior to submitting a report, the following ought to be considered:

• If a community member is unsure that the concern belongs under the Student Community Standards policy, they can consult with the SCN for their region/campus for guidance. Faculty can also contact their Academic Chair (AC) for guidance. A SCS report MUST identify a breach of the Student Community Standards policy. If there is reason to believe that mental health issues are involved with a student, a consultation with the campus Counsellor or another NSCC Counsellor can be requested by any College member prior to a SCS report being submitted.
• SCS reports are not for emergency situations (contact Security/911 directly) and/or activate the appropriate pull station located on campus.

Reports made without the name of a Responding Student may not be acted upon. The College is limited in its ability to action anonymous reports. If a student's behaviour is of concern and is not an emergency, contact the SCN to discuss.

Responsibility

The Student Care Navigator (SCN) for the campus/region or designate will oversee the SCS policy and procedures. If the SCN believes they cannot proceed without real or perceived bias, they will identify a designated person in consultation with others for the region/campus to oversee the procedures. The College encourages individuals to submit a report as soon as possible after a SCS breach occurs. The College recognizes individual differences, and trauma may impact reporting times, so there are no deadlines for making a report; however, some types of information may not be available with time and may impact the College’s ability to respond.

The report will be received and actioned by the SCN or designate. Reports are monitored during business days. SCS reports submitted online are also copied to the Manager, Student Wellbeing for data purposes.

Confidentiality

Information obtained in the SCS process is considered confidential and will only be shared with other NSCC community members as reasonably required to understand and respond to a concern.

Proper understanding of a concern may require disclosure of the identity of the Reporting Individual and the Responding Student(s) to those who are best able to support. When identity disclosure is necessary, the SCN will attempt to do so with consent from, and/or in collaboration with the affected students.

The College may keep the identity of the Reporting Individual and any witnesses confidential if determined necessary for safety reasons.

All individuals involved in the SCS process and having access to information contained in a SCS file, including the report, are to hold this information confidential to protect the integrity of the process and information of those involved.

Jurisdiction

Student Community Standards applies to non-academic behaviours that occur during enrollment of a NSCC student whether these behaviours occur on or off campus, including the online environment.

Where a concern is outside the scope of this policy or is one that should be more appropriately dealt with under another policy, Act or procedure, the College (Principal, Academic Chair (AC), MSS, SCN, etc.) reserves the right to determine the approach to deal with the concern or refer it to the appropriate forum.

Mental health concerns and neurodevelopmental differences resulting in breaches of SCS may not be addressed through this policy and procedure. If a SCN, in consultation with others, determines that behaviours related to a SCS report are the result of mental health or neurodevelopmental differences, the Responding Student may be supported via creation of as Campus Care Team (CCT).

Concerns related to harassment, discrimination, hate, or racism as they relate to Human Rights, will not be addressed through this policy or procedures. If a SCN determines issues of this nature may be present, they will enact the Duty to Consult with the Human Rights Office (HRO) and will refer to Collaborative Case Response Table (CCRT) to action. If concerns related to sexual violence are noted, the SCN will enact the Duty to Consult with HRO and will refer to HRO as part of the Sexual Violence Policy.

In any case where a concern is deemed appropriate to be addressed under different policy and procedure, the SCS Policy may still be considered under that process, in addition to the different policy.

The SCS process is managed at a regional /campus level with the SCN who may consult with the MSS, AC, Faculty, and others as required for review, care management, clarification on policy jurisdiction and support.

If civil or criminal proceedings are underway, the College has the discretion to proceed with or pause the internal process.

Groups

When SCS reports involve one or multiple Responding Students for one or more related incidents, the SCN, in consultation with others, will decide how to proceed with the reports. The SCN may approach the SCS reports as a group or address each individually based on preliminary fact finding.

Safety

Individuals with urgent safety needs should contact campus security. 

Principals have responsibility for the safety of their regions/campuses and will act accordingly to keep their community safe. Their actions fall outside of the SCS procedures, may be immediate, and may result in an SCS report being made later.

Faculty have agency to require a student to leave the learning environment (including both physical and online environments) if there are safety concerns. After the safety risk is addressed, a SCS report may follow.

Process

The process begins when the SCN receives a report. Timeliness will be applied to all reports received.

Report Review

All SCS reports will be reviewed by the SCN who will decide whether to pursue a more formalized approach through SCS or use various alternate resolution approaches, such as an educative conversation, facilitated dialogue or circle, instead of proceeding with the formal SCS process. Their decision will be made considering the appropriate process for the circumstances

If the report indicates a breach of SCS policy, and the review suggests a more formalized approach, the SCN begins a process. The steps for this process can be found on Employee and/or Student Connect by searching for Student Community Standards. A process that considers all the steps in a different sequence may also occur to resolve the SCS report.

Complex Concerns

Resolution at a regional/campus level is preferred, but some complex concerns may require additional support from others at the College.

Matters posing a safety concern for the campus community will require immediate consultation with the Manager, Student Supports, Principal, Academic Chair, and Public Safety and potentially other senior leaders.

If a Responding Student withdraws from the College while a SCS report is submitted, the SCN reserves the right to continue the SCS process should they register at any campus, with agreement from the MSS and the acknowledgement of the Reporting Individual.

Collaboration with Human Rights Office (HRO) in the form of a Collaborative Case Response Table (CCRT) will occur when issues of harassment, discrimination, and other Human Rights concerns are identified.

The College may receive information after a SCS report has been closed that would result in it being reopened to address all harm known to have been caused but not identified with the initial SCS report.

Immediate Measures

Immediate measures are short-term, time-limited measures that can be put in place immediately upon disclosure of a concern or complaint to address safety concerns and reduce harm. They are designed to be used by Public Safety and authorized College employees, often outside of regular business hours, to ensure safety for College members and between parties involved immediately after the incident and before interim measures or resolution can begin.

Interim Measures

While the concern is being resolved, the College may implement Interim Measures to help keep everyone safe and ensure the integrity of the process. Interim measures are temporary, non-disciplinary measures that may be imposed on a student.

The College will try to use timeliness to ensure that a student(s) does not experience significant consequences because of these measures. Principals can apply interim measures at any time for behavioural issues on a campus.

Interim measures are tier based on concerns identified:

Tier 1: On campus restrictions decisions will be made by SCN or designate in consultation with others. Notification will come from the MSS/designate.

These may include the following:

1. Restrictions on access to parts of campus
2. Requirement for no direct and/or indirect contact/communication (online or in person) with others at the campus and/or college.
3. Education/employment/workplace restrictions.
4. Accommodation to support the Responding Student to continue to work and learn with the least disruption possible in the circumstances. In making any accommodations, the safety of the Reporting Individual and the campus will be considered.
5. For group SCS processes, the SCN in consultation with an Academic Chair/ Faculty may decide on interim measures for the group to ensure that learning continues in the classroom environment and at work placements.

Tier 2: Restrictions to campus and/or access to services will be decided by the MSS in consultation with others. Notification will come from the MSS or designate. Tier 2 may be assigned in the following circumstances:

1. There are reasonable grounds to believe that a student’s continued presence on campus poses a significant threat and/or risk to the safety of others or to the operation of the campus/College.
2. The student’s presence could lead to a breach of court-imposed restrictions (e.g., release or probation of conditions or a peace bond including a non-association order) or where the College is unable to accommodate the conditions.
3. There are reasonable grounds to believe that a person’s personal health and wellbeing are significantly impacted and affecting their work or learning.
4. There is risk to the integrity of any fact finding, such as when someone’s presence on campus could jeopardize fact finding around the SCS report.

Notification of Interim Measures

Students (Responding and others) who have interim measures assigned will be notified by the MSS/designate, detailing:

1. What the interim measures are.
2. The date of when these are effective and that they will be notified when these are altered or removed.
3. That the consequence of a failure to follow interim measures assigned may result in another SCS report being initiated.

Others will be consulted and notified of these interim measures (e.g., Principal, Academic Chair, Faculty, Security etc.).

Outcomes

The SCN will take an educational, relational, restorative, and developmental approach, when possible, in determining outcome(s). They will consult with others as required to determine the most appropriate outcome.

Outcomes may range from an educative conversation, participation in dialogue processes, apology, and reflective learning opportunities, to suspension or dismissal.

Responding Student(s) found in breach of SCS Policy will be given an opportunity when appropriate, to co-create solutions and outcome(s) that allow for accountability, identification of harm, and work to repair relationships with individuals/campus/college/community.

The Reporting Individual’s needs around desired outcomes will be considered when deciding outcomes.

Approach and outcomes will consider:

1. The nature and severity of the breach.
2. The impact of the breach on the Reporting Individual and others on and outside the campus and/or college.
3. The degree to which the breach was intentional.
4. Whether the breach was an isolated incident or multiple incidents over a brief period (eg 1- 3 months), and/or part of repeated pattern of behaviour reported previously.
5. The risk of the behaviour posed to the potential safety, physical and psychological, of its community members and the College.

Examples of potential outcomes can be found in Appendix B. Outcomes may be applied individually or collectively.

An outcome notification will be sent to the Responding Student(s) by the SCN. Receipt of acknowledgement will be required. The notification will include:

1. A summary of the information and relevant circumstances.
2. Findings regarding policy breaches.
3. Assigned outcome(s) and any related expectations.
4. The reasoning for the required outcomes is important.
5. Information around appeal if applicable.

The Reporting Individual will be notified by the SCN/designate that an outcome(s) has been assigned and that the report has been closed. Specific outcome(s) may not be shared with the Reporting Individual unless necessary for safety reasons.

Relevant others: Principal, MSS, AC, and Faculty etc., will be notified of the outcome.

Further outcomes may be applied if the Responding Student fails to complete those assigned in the outcome letter.

Suspensions/Dismissals

Suspension outcomes as part of SCS are decided through consultation with the Principal, MSS, and others. Notification will come from either the MSS or the Principal/designate. Suspensions are not noted on a Responding Student’s transcript but are recorded on the student’s file. These decisions may be eligible for appeal as per the Student Non-Academic Appeals Procedures. The suspension will remain in effect through the appeal process.

Dismissal outcomes as part of SCS are a decision of the Principal, or designate, and on recommendation from the MSS. They are not noted on a Responding Student’s transcript, but there will be a CCR (Campus Consultation Required) notation on the student's file indicating a campus consultation required prior to readmission to the College. These decisions may be eligible for appeal through the Student Non-Academic Appeals Procedures. The dismissal will remain in effect through the appeal process.

Accommodations

NSCC recognizes the importance of supporting continued learning, living, and/or working during a SCS process and will address the identified needs for accommodation. These measures are separate from any accommodation put in place through NSCC Student Accessibility Services.

The wellbeing of the students involved, and academic requirements, will be assessed to determine what accommodation may be helpful and possible.

Appeals

Students have the right to appeal an outcome of suspension/dismissal if grounds are met as noted in the Student Non-Academic Appeals Procedures. The SCS outcome stands until any appeal is heard and decided upon.

Documentation and Record Keeping

Records are maintained at the campus/regional level with both the SCN and MSS.

Records will be retained in accordance with the College records management policies, protocols, and laws.

Records will be accessed by College employees as required for the administration of this policy and in accordance with college privacy and related policies, procedures, and laws.

Data Tracking and Reporting

An annual report will be prepared by the office of the Director, Student Supports, and shared with Principals and others on an annual basis. SCS report statistics, outcomes, and themes will be noted and will not contain identifying information.