PRIVACY POLICIES

Policy:

United Pacific College collects students’ personal information for the following reasons:

• . To maintain student records as required by PTIB.
• . To maintain student records as required by SABC (accredited schools.)
• . To keep students/graduated informed of activities of the school.
• . To issue T2202As in accordance with Canada Revenue Agency.

Students’ personal information is not used for any other purpose.

For all full career training programs:

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

United Pacific College uploads a copy of the students’ contract, transcripts and credential (if any) to an approved third-party vendor. These records are retained for a period of fifty-five (55) years by the third-party vendor.

Procedure for maintaining student files:

1. 1. Student personal information is collected throughout the student’s attendance at the institution. All required information regarding the student is placed in the student file.
2. 2. Student files containing personal information are safely stored in locking file cabinets and access to the student files is limited to the appropriate administrative staff, the Senior Education Administrator, and the Dean.
3. 3. When a student leaves the school either by withdrawal,dismissal or graduation a student has completed all courses within the program of study, a program credential is also prepared. These documents are signed by the College Deanand copies of the signed documents are placed in the students file.
4. 4. Within 60 days of the student leaving school, copies of the Enrollment Contract, Transcript and Diploma for full career training programs are sent to the third-party vendor for long term storage.
5. 5. After documents are sent for long term storage, the full student file is placed in “inactive” students’ storage for one year.
6. 6. At the end of one year, the student file is placed in “closed” storage for a further six years.
7. 7. At the end of the seven year period, the full student file may be destroyed using a secure destruction method.

Procedure for student access to the information on file:

1. 1. Students wishing to access the information in the student file must make the request in writing.
2. 2. The Senior Education Administrator will meet with the student to review the file and will provide copies of any document the student requests.
3. 3. The student will pay $0.25 per page for the documents copied for him/her.
4. 4. Proper document fee will apply if the official copy is requested.

Procedure for authorizing release of information:

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

SAFETY POLICIES

Policy:

United Pacific College is committed to providing a safe working and learning environment for all employees and students. The policy applies to all UPC employees and students.

Procedure for Fire Safety:

1. 1. The Director of Student Affairs ensures that adequate fire suppression equipment is available as needed throughout the campus and that all fire suppression equipment is inspected by a qualified inspector at least annually.
2. 2. The Director of Student Affairs ensures that all employees receive training in the operation of the fire suppression equipment and in the school fire evacuation procedures.
3. 3. The designated institution safety officer (The Director of Student Affairs) is responsible for preparing and posting emergency exit instructions route maps in each classroom at the campus with the exit from that room specifically noted in a colored highlight.
4. 4. In the event of a fire emergency, the Director of Student Affairs or a designated stuff will dial 911 and advise the fire department of the location of the school. They will provide details of the type of fire (if known) and the location of the fire within the campus.
5. 5. The Director of Student Affairs will advise all employees to evacuate the campus.
6. 6. Instructors will escort their students to the school parking lot ensuring that he or she takes the class list with them. At the school parking lot, the instructor will check the students present against the list of students in attendance that day and will immediately advise the Director of Student Affairs if anyone is missing. The Director of Student Affairs then will report the situation to the Senior Educational Administrator/ Dean immediately.
7. 7. The Senior Educational Administrator/ Dean will act as a liaison between fire officials and students/employees during the emergency. If necessary, the Senior Educational Administrator/ Dean will authorize school closure. 
8. 8. No student or employee will re-enter the campus until the fire official have authorized re-entry.

Procedure for Earthquake Safety:

1. 1. TheDirector of Student Affairs ensures that adequate precautions are taken throughout the campus to ensure that injury due to falling or unstable items during an earthquake is limited. This may include securing file cabinets to walks and providing lipped shelving for books or binders that are located at or above head-level.
2. 2. The Director of Student Affairs ensures that all employees receive training in the school earthquake evacuation procedures.
3. 3. The designated institution safety officer (the Director of Student Affairs) is responsible for preparing and posting emergency instructions and exit route maps in each classroom at the campus with the exit from that room specifically noted in a colored highlight.
4. 4. In the event of an earthquake emergency, all staff and students will take cover and remain under cover until the shaking stops.
5. 5. When it is deemed safe to do so, the Director of Student Affairs will advise all employees to evacuate the campus.
6. 6. Instructors will escort their students to the school parking lot ensuring that he or she takes the class list with them. At the school parking lot, the instructor will check the students present against the list of students in attendance that day and will immediately advise Director of Student Affairs if anyone is missing. The Director of Student Affairs then will report the situation to the Senior Educational Administrator/ Dean immediately.
7. 7. The Senior Educational Administrator/ Dean will act as a liaison between rescue officials and students/employees during the emergency. If necessary, the Senior Educational Administrator/ Dean will authorize school closure.
8. 8. No student or employee will re-enter the campus until the rescue officials have authorized re-entry.

Program Specific Health and Safety Procedures:

1. 1. Programs that use dangerous equipment or hazardous materials must observe health and safety precautions for the specific equipment and materials as outlined by Health Canada, WorkSafe BC or by the equipment manufacturer.
2. 2. The Senior Educational Administrator/ Dean is responsible for ensuring that employees receive training in the proper use, maintenance, storage and disposal of dangerous equipment or hazardous materials.
3. 3. Instructors in these programs are responsible for ensuring that students receive training in the proper use, maintenance, storage and disposal of dangerous equipment or hazardous materials before being allowed to operate or use these items during completion of the program of study.
4. 4. Instructors in the program conduct weekly inspections of equipment to ensure that worn or damaged pieces are identified and replaced.
5. 5. The Senior Educational Administrator/ Dean semi-annual inspections by an external specialized inspector of all equipment and facilities.
6. 6. All inspections and their outcomes are documented and the inspection report in retained in the Health and Safety Binder.