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Snuneymuxw First Nation Post-Secondary Education • Policy Manual • May 2011 | 1

SNUNEYMUXW FIRST NATION

POST SECONDARY EDUCATION PROGRAM

POLICY MANUAL

Adopted by Chief and Council June 28, 2011

668 Centre Street Nanaimo, BC, V9R 4Z4

Tel: 250-740-2300 • Fax: 250-753-3492


NOTICE TO READERS: The statements, policies and procedures set out in this Policy Manual are intended to provide information to Post-Secondary applicants, students and staff of the Snuneymuxw First Nation Education Department. It is issued under the authority of Chief and Council and was recommended by the Education Committee. The Snuneymuxw Fist Nation Education Department shall be the first point of contact for all matters related to the Snuneymuxw First Nation Post-Secondary Education Program including the interpretation and implementation of this Policy Manual. Students are required to read and retain this Policy Manual for later reference. It outlines the terms and conditions under which the student and SFN Education Department will work together to further a student’s post-secondary educational goals and for which funding will be provided to eligible students attending approved post-secondary institutions. Where required this Policy Manual is consistent with:

The First Nations Post-Secondary Education Handbook for the BC Region, a copy of which can be found here: http://www.fnesc.ca/publications/Copyrighted_Publications/PSE_Hdbk_for_BC_Cpyrt.pdf; and

Indian and Northern Affairs Canada’s National Post-Secondary Education Program Guidelines, a copy of which can be made available through the SFN Education Department or you may request a copy through the INAC BC Region at: 1-800-567-9604 or [email protected].

Snuneymuxw First Nation Contact Information:

Mailing Address: Snuneymuxw First Nation Education Department 668 Centre Street, Nanaimo, BC V9R 4Z4

Phone: (250) 740-2300 Fax: (250) 753-3492

http://www.fnesc.ca/publications/Copyrighted_Publications/PSE_Hdbk_for_BC_Cpyrt.pdf

tel:1-800-567-9604

mailto:[email protected]


Table of Contents

1.0 DEFINITIONS ............................................................................................................................................. 4

2.0 VISION STATEMENT .................................................................................................................................. 6

3.0 PURPOSE OF POLICY MANUAL.................................................................................................................. 6

4.0 OBJECTIVES OF SFN POST SECONDARY EDUCATION PROGRAM ............................................................... 6

5.0 APPLICATION PROCESS ............................................................................................................................. 7

6.0 ELIGIBILITY ............................................................................................................................................... 7

7.0 PRIORITIES FOR APPROVAL OF APPLICATIONS ......................................................................................... 8

8.0 TIME LIMITS ON FINANCIAL SPONSORSHIP ............................................................................................. 9

9.0 FULL-TIME OR PART-TIME STUDENT STATUS ........................................ ERROR! BOOKMARK NOT DEFINED.

10.0 TUITION AND COMPULSORY BOOKS ...................................................................................................... 12

11.0 LIVING ALLOWANCE ............................................................................................................................... 14

DAMAGE DEPOSIT .............................................................................................................................................. 14

CHRISTMAS BONUSES .......................................................................................................................................... 14

12.0 TUTORING .............................................................................................................................................. 15

13.0 OBLIGATIONS AND RESPONSIBILITIES OF THE STUDENT ......................................................................... 16

14.0 OBLIGATIONS & RESPONSIBILITIES OF SNUNEYMUXW FIRST NATION ................................................... 17

RESPONSIBILITIES OF EDUCATION DEPARTMENT STAFF ............................................................................................... 17

CONFLICT OF INTEREST......................................................................................................................................... 17

MANAGEMENT OF STUDENT RECORDS .................................................................................................................... 18

RESPONSIBILITIES OF THE EDUCATION COMMITTEE .................................................................................................... 18

RESPONSIBILITIES OF CHIEF AND COUNCIL ................................................................................................................ 18

15.0 ACADEMIC PROBATION POLICY .............................................................................................................. 19

16.0 APPEAL PROCESS .................................................................................................................................... 19

17.0 MISCELLANEOUS .................................................................................................................................... 20

APPENDICES......................................................................................................................................................... 21


1.0 Definitions

1.1 For the purposes of this Policy Manual, the following words and phrases shall have the meaning ascribed to them below unless the context defines otherwise:

“Academic Year” means the time during which a school, college, institute or university holds classes and may be divided into “quarters”, “sessions”, “semesters”, “terms” or “trimesters” depending on the institution. Generally, an academic year begins in autumn and ends the following spring and is generally no less than eight (8) months in duration. For the purposes of this Policy Manual, the academic year shall not include the summer months, inclusive of May to August.

“Deferred Applicant” means an applicant who has either missed the deadline for applying for post-secondary assistance or for whom there was insufficient funding and whose application is held, at the request of the student, until the next intake process when it will be considered on its merits.

“Dependent” means:

a. a person other than a spouse to whom the student is parent or guardian of; AND b. continuously resides with the student at all times during completion of the

students program of study; AND c. for whom no financial support is received from any other source except for the

child tax benefit, GST credit or universal tax benefit; AND IS EITHER: i. 18 years of age or younger; OR

ii. 19 years of age or older BUT by reason of illness or disability is unable to obtain the necessities of life and remains in the student’s charge.

iii. A copy of GST Credit remittance (July) may be requested to verify dependents.

“Dependent Spouse” means a person who is financially dependent on the student (i.e. is not receiving financial income) AND IS EITHER:

a. The wife or husband of the student; OR b. A person with whom the student cohabits (lives together as life partners) AND

has cohabited continuously for a period of not less than one (1) year.

“Full-time Student” means a student who is carrying a minimum of 4 courses per semester where the value of course credits totals either:

a) 12 credits during the Academic Year at a College or University where each class is 3.0 credits; or

b) 6 credits during the Academic Year at University of Victoria where each class is 1.5 units.


“Part-time Student” means a student who is carrying a maximum of 3 courses per semester where the value of course credits totals either:


b) 4.5 credits during the Academic Year at University of Victoria where each class is 1.5 units.

“Post-secondary Institution” means an institution which grants degrees, diplomas or certificates and which is licensed by provincial or state authorities as a post-secondary institution and includes educational institutions affiliated with or delivering accredited programs by arrangement with a post-secondary institution (The SFN Education Department maintains a list of eligible post-secondary institutions; may also check out http://www.hrsdc.gc.ca/eng/learning/canada_student_loan/mldei.shtml for those eligible in Canada). “Post-Secondary Education Program” or “PSEP” means Snuneymuxw First Nation’s Post-Secondary Education Program as set out in this Policy Manual; “Program of Studies” means a post-secondary education program, which is at least one academic year in duration and leads directly to a certificate, degree or diploma or is required for admission to a professional certificate or degree program.

http://www.hrsdc.gc.ca/eng/learning/canada_student_loan/mldei.shtml


2.0 Vision Statement

2.1 Snuneymuxw First Nation believes that each and every member be given the

opportunity for higher education to enable them and the community as a whole to

prosper and provide a socially and economically diverse community. Snuneymuxw First

Nation is sensitive to the social and economic realities of the community and the

outside world and is dedicated to preparing students to be productive and responsible

citizens in both, and to appreciate the merits of both. This vision can only be

accomplished in an educational environment that recognizes and affirms the dignity and

worth of the individual and that is dedicated to fostering the principles of intellectual

curiosity and disciplined imagination.

3.0 Purpose of Policy Manual

3.1 The purpose of this Policy Manual is to set out the terms and conditions for the provision of Snuneymuxw First Nation’s Post-Secondary Education Program and the University and College Entrance Preparation Program for eligible applicants.

4.0 Objectives of SFN Post-Secondary Education Program

4.1 The objective of the SFN Post-Secondary Education Program is to encourage and support eligible applicants in their efforts:

a) To acquire a university, college or technical training or professional certification so that they can become economically self-sufficient;

b) To improve their individual potential;

c) To further personal and professional goals; and

d) To become contributing members of their families and communities.

4.2 It is equally the objective of the SFN Post-Secondary Education Program to:

a) Ensure the best investment of Snuneymuxw First Nation resources; and

b) Ensure a fair and transparent process for the administration of the Snuneymuxw First Nation’s Post-Secondary Education Program.


5.0 Application Process

5.1 Applications for funding must include all the required documentation as set out herein and received by the Education Department no later than April 30th for the Academic Year commencing in the autumn of the same year. See Appendix B for a checklist of documentation to be submitted with your application.

5.2 The SFN Education Department will screen all applications received to ensure completeness and accuracy, and against the priorities as set out in this Policy Manual. Please be aware that incomplete applications will cause unnecessary delays and may result in an application being deferred.

5.3 Once the screening process is complete and the priorities for funding established, the Education Department will conduct interviews with those applicants eligible for funding. Applicants will be notified of the date and time of their interview, which may be conducted in-person or by phone.

5.4 Once the Education Department has concluded the interview process and the successful applicants have been confirmed, all applicants will be notified in writing of the Education Department’s decision for sponsorship.

5.5 As per section 16 of this Policy Manual, any appeals to the decisions made by the Education Department must be formally submitted within 2 weeks of receiving notice of the decision.

6.0 Eligibility

6.1 Students must be registered members of Snuneymuxw First Nation and provide proof of such. If the student has been out of school for more than two years, they must enroll in upgrading or college prep course.

6.2 Students must meet the entrance requirements and been accepted for enrollment in a Program of Studies at a recognized Post-secondary Institution that grants certificates, diplomas and/or degrees. The Program of Studies eligible for funding will be those programs with an Academic Year of at least 8 months, and which occur from September to April. A letter of acceptance must be submitted with a student’s application. Note: the Snuneymuxw First Nation Education Department is currently not funding Post-secondary education programs which take place during the summer months, May to August.

6.3 Students must be enrolled in a designated Post-Secondary Institution. To see a list of eligible Canadian Post-secondary Institution goes to the following website: http://www.hrsdc.gc.ca/eng/learning/canada_student_loan/mldei.shtml. The SFN Education Department is not in a position to fund students enrolled in private Post-

http://www.hrsdc.gc.ca/eng/learning/canada_student_loan/mldei.shtml


secondary Institutions.

6.4 Students must be a Canadian resident and provide proof of such (i.e. recent phone bill, tax forms, etc.). The only exception to this policy is for students studying in post-secondary institutions outside Canada, in which case students must provide proof of Canadian residency in the 12 months prior to their first Academic Year. Any exceptions to this clause must be approved by the Education Department.

6.5 NEW Students must submit a short essay using Appendix C to outline their educational and career goals keeping in mind the objectives set out in section 3 of this Policy Manual.

6.6 Applications must be received with all the necessary documentation, as set out in Appendix B, no later than April 30th for the Academic Year commencing in the autumn of the same year.

6.7 Students must sign and adhere to a student contract with the SFN Education Department as set out in Appendix D.

6.8 For continued eligibility, returning students must submit all official transcripts from the previous Academic Year within 2 weeks of becoming available; have a minimum of a C+ average; and meet the other criteria as set out in this Policy Manual.

6.9 Applicants cannot receive funding from other SFN programs while in receipt of Post-Secondary Education Funding (i.e. social assistance) BUT may receive funding from other SFN Programs (i.e. social assistance) in between academic sessions (i.e. during the summer months) IF they are not enrolled in post-secondary education programs.

7.0 Priorities for Approval of Applications

7.1 Post-Secondary Education funding will be provided in accordance with the terms set out herein and in accordance with INAC’s current Post Secondary National Program Guidelines. If demand for funding exceeds the availability of funds, applications will be accepted according to the priorities established in this Policy Manual; and those applicants that are not accepted shall be deferred. No more funds can be allocated than are available in a particular academic year.

7.2 Priorities for approval of application shall be based on the following categories with GROUP 1 being the first set of applications approved; GROUP 2 to be the second set approved; GROUP 3 being the third set approved; and so forth.

7.3 Only applications received no later than April 30th will be considered for the Academic Year commencing September of the same year. This is considered the current intake.

7.4 Those applications that are not accepted in the current intake but are deferred may be considered for the next intake.


7.5 These categories may be modified to accord with the types of application received for a particular intake or to accommodate specific SFN initiatives. Students will be notified of any changes.

Priorities for approval of application shall be based on the following categories:

GROUP 1 - Note: These two categories of applicants are funded through special individual graduate contracts with SFN; and will be considered together and given equal priority: 1a) Students taking advanced/post graduate level certificates, degrees or diplomas; 1b) Students taking professional/master’s degree program (i.e. LLB, MD). GROUP 2 - Note: These categories of applicants will be prioritized within the group: 2a) Continuing post-secondary students, both full-time and Part-Time Students, who

are considered in “good standing“ or “continued academic standing“ as determined by the institution (i.e. with the minimum grade average required to continue in the program);

2b) Secondary students with their Dogwood Diploma who have been accepted into a Post-secondary Institution;

2c) Secondary students with their Adult Dogwood Diploma who have been accepted into a Post-secondary Institution;

2d) Post-secondary students, who are returning after a leave of absence of no more than 2 Academic Years for authorized medical or substantiated personal reasons, who are considered in “good standing” or “continued academic standing” as determined by the institution (i.e. with the minimum grade average required to continue in the program).

GROUP 3 - Note: SFN Education Department will fund a maximum of 2 students per Academic Year for UCEP programs. Categories will be prioritized with the group: 3a) Secondary students with their BC School Leaving Certificate and who have been

accepted into a post-secondary institution program or a University/College Entrance Preparation Program.

GROUP 4 - Note: These categories will be prioritized separately with the group: 4a) Post-secondary students, who withdrew, failed to complete their course, or have

been required to discontinue (i.e. because they have not maintained C+ average) AND who, after being re-admitted into a Post-secondary Institution, have successfully completed one Academic Year at their own expense;

4b) Students who have not completely repaid overpayments to the SFN Education Department.

8.0 Time Limits on Financial Sponsorship


8.1 There is an established length of time that students may be funded depending on the type of program in which they are enrolled. For this purpose, the SFN Education Department recognizes four categories: Level 1, Level 2 and Level 3. Students must ordinarily choose one academic path throughout their studies.

8.2 Students at Level II cannot remain unclassified for a period of longer than one (1) Academic Year.

8.3 Students who transfer programs (i.e. a student starts out in Arts and switches to Commerce or Education) and, as a result, may require additional time for financial support require the prior written approval of the Education Department to transfer or the student may be disqualified from seeking further funding. The academic time used in one program within the levels outlined below will be counted for funding purposes. For funding purposes students will not be entitled to more than one transfer between programs.

8.4 Students who become eligible for support AND who have previously completed a portion of post-secondary studies without support from the SFN Post-Secondary Education Program may receive support for the balance of their Program of Studies provided they meet the terms set out herein.

8.5 Sponsorship will accord with a university Academic Year which is normally eight (8) months (fall and Winter Sessions: September to December and January to April). The SFN Post-Secondary Education Program does not provide funding for inter-session or summer sessions (i.e. sessions or semesters from May to August).

8.6 Students who are enrolled in correspondence, on-line or distance education courses may only qualify for limited assistance.

Time Limits on Financial Sponsorship shall be based on the following 4 categories of programs:

University/College Preparation Program: A student is eligible to receive financial assistance to complete college prep program, the length of which is no more than 1 Academic Year (i.e. 8 student months). Students should be aware that this is for ONE YEAR only to embrace a selection of courses to help decide their education goal (8 months with 24 credits). LEVEL I Time Limits - Technical Institute, Community College or CEGEP diploma or certification program: A student is eligible to receive financial assistance to complete 1 program, the length of which is defined by the Post-secondary Institution, but is generally a maximum of 2 Academic Years (i.e.16 student months) of study. This level is open to new student and students who previously were enrolled in a Level II program but did not complete with


the written approval of the Education Department. Students who have completed a Level II or Level III program are not eligible in this category. LEVEL II Time Limits - University Undergraduate Program (i.e. B.A./B.Ed./B.Sc./ B.Comm./ B.Sc.N./B.S.W./B.W.S.W./B.Admin., etc.): A student is eligible to receive financial assistance to complete 1 program, the length of which is defined by the Post-Secondary Institution, but is generally a maximum of 4 Academic Years (i.e. 32 student months) of study. However, students enrolled in a Bachelor of Education program are eligible to receive financial assistance for a maximum of 5.5 Academic Years (i.e.44 student months) of study. This level is open to new students, students who have completed a UCEP or Level I program, and to students previously enrolled in a Level II program but did not complete. LEVEL III Time Limits - Advanced or Professional Degree Programs (i.e. Graduate and Post Graduate Programs such as Masters of Doctorate Programs): A student is eligible to receive financial assistance to complete 1 program, the length of which is defined by the Post-Secondary Institution; however, reasonable limits may be established on the basis of individual need. All students will be dealt with on an individual basis and funding support will be set out in a student’s graduate contract. This level is open to students who meet the eligibility requirements of the institution and who have not previously completed a Level III program.

TABLE 1: GENERAL LENGTH OF POST SECONDARY EDUCATION PROGRAMS:

University/College Entrance Preparation 1 Academic Year or 8 Months

Diploma Programs e.g. Business Administration 2 Academic Years or 16 Months

Bachelor of Arts 4 Academic Years or 32 Months

Bachelor of Education 44 Months

Masters or Doctorate As defined by Institution

Law Degree 24 months

9.0 Full-Time or Part-Time Student Status

9.1 Students designated as Full-Time Students are those students taking a minimum of 4 courses per session/semester where the value of course credits totals either:



b) 6 credits during the Academic Year at University of Victoria where each class is 1.5 units.

9.2 As outlined in this Policy Manual Full-Time Students will be supported with the following:

a) Tuition fees; b) TEXT Books; c) Living Allowance for those in College PREP, Level I and Level II Programs; d) Tutoring; and e) Christmas Bonuses.

9.3 Students designated as Part-Time Students are those students taking a maximum of 3 courses per session/semester where the value of course credits totals either:

a) 9 credits during the Academic Year at a College or University where each class is

3.0 credits; or b) 4.5 credits during the Academic Year at University of Victoria where each class is

1.5 units.

9.4 Part-Time Students will be supported with the following:

a) Tuition fees; b) TEXT Books; c) Tutoring; and d) Christmas Bonuses.

9.5 Students who withdraw or audit course(s) and no longer meet the minimum requirements for full-time student status must notify the Education Department in writing within 2 weeks and include a copy of their updated registration. A student who drops to part-time status will have their funding levels adjusted to be effective on the date of withdrawal. THIS IS THE STUDENTS RESPONSIBILITY.

9.6 Students, whether Full-Time or Part-Time, may choose to hold employment while immersed in their Program of Studies, but students are expected to maintain their grades and attend classes regularly. Students will need to be diligent in managing their time effectively.

10.0 Tuition and TEXT Books

10.1 Includes fees for one (1) registration/application fee; tuition fees in accordance with the BC Government’s established tuition rates for Post-Secondary Institutions. It is the


student’s responsibility to FILL out and complete THIRD PARTY SPONSORSHIP FROM the institute they are enrolled in. Please note this MUST accompany SFN application.

a) Full-Time Students are funded to a maximum of $7500 CDN/year for tuition and a maximum of $1200 CDN/year for textbooks.

b) Part-time Students are funded to a maximum of $2500 CDN/Year for tuition and compulsory textbooks.

c) Students in Level III advanced or professional degree programs are funded to a maximum of $9500 CDN/Year for tuition and textbooks.

d) All students are required to opt out of the Health and Dental plan provided by the Post-secondary Institution. SFN will not pay for this service. UPASS is the responsibility of the students.

10.2 Students enrolled in foreign institutions [i.e. outside of Canada] may be eligible for financial support for tuition and compulsory fees at a rate charged by the Canadian institution nearest to the student’s place of residence (at the time of application) offering a comparable program. If no comparable program is available at an institution in Canada, students enrolled in a foreign institution may receive the actual tuition rate and other compulsory student fees charged by the foreign institution. However, the maximum financial assistance available for an Academic Year is $4200 USA for tuition and $800 USA for books. This is to ensure SFN can fund as many students as possible. Any amounts which exceed the SFN funding for tuition, books and living allowances are the student's responsibility.

10.3 For continuing students tuition will be paid directly to the Post-secondary Institution by the Snuneymuxw First Nation. New Students may be required to pay any initial deposits with the Post-secondary Institution such as the application fees. Once the student’s enrollment has been accepted and funding is guaranteed, deposits will be reimbursed to the student upon the submission of official receipts.

10.4 Students who receive scholarships or bursaries to attend post-secondary institutions BEYOND those scholarships and bursaries offered by the SFN Education Department will be eligible for funding only to the amount required to meet the cost of tuition, travel or living expenses not fully covered by the scholarship or bursary. All terms and conditions governing priorities, eligibility and funding levels must be met. Each case will be considered individually.

10.5 Exceptions to this policy may be made, but must be approved in writing by the Education Department.


11.0 Living Allowance

11.1 Living allowance is provided only to Full-Time Students in College Prep, Level I and Level II Programs. For greater certainty, living allowance is not provided to Part-Time Students or Students in advanced or professional degree programs (i.e. Level III).

11.2 Living allowance is intended to cover the costs of necessaries: food, shelter (rent and damage deposit), utilities and clothing.

11.3 In order to ensure a fair allocation of financial resources to all eligible students, living allowances will be adjusted for those students whose financial circumstances change during the course of the studies. Students are required to notify the SFN Education Department immediately if there is a change to their financial circumstance, such as when there is a change to the number of dependents, if their previously unemployed spouse gains employment or a Family Maintenance Order is granted. All documentation must be submitted to the Education Department within 2 weeks of becoming available.

11.4 Students are eligible to receive financial assistance to a maximum of $80/per month for public transportation. These funds are expected to cover the expense of the BC U-Pass for those students that require it.

11.5 Currently the SFN Education Department is not in a position to financially assist students with child care costs. However, low income students who are residents of BC may be eligible for assistance from BC's Ministry of Children and Family Development. For eligibility criteria go to the following link: http://www.mcf.gov.bc.ca/childcare/subsidy_promo.htm. Students studying outside of BC are encouraged to inquire with the local provincial government for possible child care subsidies.

Damage Deposit

11.6 Students may receive one time only assistance to cover their damage deposit to a maximum amount of $500. To attain this one time only assistance the student must provide a copy of the signed rental agreement clearly identifying the term of the agreement, the damage deposit amount and the students name. SFN Education Department confirms the rental agreement and makes the cheque payable to the landlord. Should a student move during the course of their studies the deposit is to be refunded to them and is expected to cover the new damage deposit.

Christmas Bonuses

11.7 Funding permitting, all students, both full time & part time, are eligible to receive a Christmas bonus of a $100.00 per student and $50.00 for each eligible dependant.

http://www.mcf.gov.bc.ca/childcare/subsidy_promo.htm


LIVING ALLOWANCE RATES ARE AS FOLLOWS (Updated for the 2011/12 Academic Year):

Single student, 0 Dependents $580 Single student, 1 Dependent $780 Single student, 2 Dependents $980 Single student, 3 Dependents $1180 Single student, 4 or more Dependents $1380 + $50 per

Dependent

Student living with Dependent Spouse, 0 Dependents $780 Student living with Dependent Spouse, 1 Dependent $980 Student living with Dependent Spouse, 2 Dependents $1180 Student living with Dependent Spouse, 3 Dependents $1380 Student living with Dependent Spouse, 4 or more Dependents $1430 + $50 per

Dependent

Student living with employed spouse or a sponsored First Nation student spouse AND with or without any Dependents $580

NOTE: Refer to the Definitions section for the definitions of “Dependent” and “Dependent Spouse”.

11.8 Students may qualify for additional housing subsidy, as follows:

At home (w/ parent or employed spouse) $200/month In Town (Chemainus/Nanaimo Institute studies) $200/month Out of Town (High rental areas) $225/month

11.9 If a student resides in Snuneymuxw owned housing they will be required to sign an agreement allowing rent to be deducted from the housing subsidy at the rate identified in the Snuneymuxw Housing Policy.

12.0 Tutoring

12.1 Students who require extra tutorial assistance for convocation will be financially supported to a maximum of $400 per Academic Year. Students in need of tutoring are asked to provide the following:

a) A formal request for tutorial support made to the SFN Education Department; and


b) An invoice from a qualified tutor providing his or her name and address so the tutor may be paid directly; OR a receipt from the student if the student paid the tutor directly.

13.0 Obligations and Responsibilities of the Student

13.1 The SFN Post-Secondary Student Education Program is intended to provide support for students with serious intent to succeed in post-secondary education. Students are expected to conduct themselves in a manner that will bring credit to themselves, their family and peers.

13.2 Each student must sign a contract acknowledging that they have been provided with a copy of this Policy Manual and that they agree to abide by the terms and conditions herein. Students who fail to meet the terms and conditions of this Policy Manual will incur penalties which may include a complete termination of sponsorship.

13.3 It is expected that the students do not miss more than 5 days of classes for each semester; submit assignments regularly; and apply themselves to their studies. Poor attendance may result in the student being placed on academic probation as set out in section 15 of this Policy Manual. Students are required to permit the SFN Education Department access to their attendance records.

13.4 The student is required to keep the SFN Education Department informed of their progress. If the student is having trouble with assignments or course work, tutorial or other assistance may be provided.

13.5 The student must submit all the necessary and relevant documentation to the SFN Education Department within 2 weeks of becoming available to ensure their student file is maintained and complete.

13.6 The student is required to immediately notify the SFN Education Department Staff if he/she drops a class, transfers to another class or withdraws voluntarily or otherwise.

13.7 The student must report a change in financial circumstances that might affect their funding levels within 2 weeks of the change occurring (i.e. change in domestic situation due to change in a student’s spousal or common-law status or a change in the number of dependents, etc.).

13.8 The student must immediately notify the SFN Education Department of any changes in address, phone number, e-mail address and any other contact information.

13.9 Official transcripts are to be submitted to the Education Department within 2 weeks of becoming available. To qualify for on-going financial sponsorship a student must complete and pass all classes with a minimum grade point average of C+; or


13.10 Students will be held personally responsible for reimbursing the SFN Education Department for overpayments including tuition and/or text books related to courses from which they withdrew, failed to complete course requirements, and/or failed to write the exam except where the institution has accepted certified medical reasons. In the event that a student fails one or more classes, it may be necessary to reallocate resources to persons showing greater promise of success. IF A STUDENT ABUSES THIS PRIVLEGE OF PRE-AUTHORIZED TUITION AND TEXT BOOK purchase, this privilege will be revoked immediately.

14.0 Obligations & Responsibilities of Snuneymuxw First Nation

Responsibilities of Education Department Staff

14.1 Ensure that the Post-Secondary Education Program is administered in accordance with this Policy Manual;

14.2 Ensure that records are maintained for every student and applicant;

14.3 Ensure students and applicants are kept informed of changes to this policy and any new developments related to the Post-Secondary Education Program;

14.4 Approve exceptions to this Policy Manual;

14.5 Ensure that applicants are supported in gaining access to post-secondary education and funding as set out in this policy; and

14.6 Ensure that the Nation Development Committee has all the information necessary to approve any exceptions to the Policy Manual as required and conduct an appeal process.

Conflict of Interest

14.7 In a commitment to fairness, Education Department staff will ensure that all conflicts of interest are addressed in a manner consistent with the overall policies of Snuneymuxw First Nation.

14.8 A conflict of interest arises when a staff member of the Education Department has a personal or private interest which may influence or has the potential to influence his or her decisions in the exercise of his or her duties.

14.9 In order to avoid a conflict of interest or the perception of such, staff members will either excuse him- or herself or defer to another staff member or involve another staff member, whichever is reasonably practical, from decisions in the administration of the Post-Secondary Education Program which affect the staff member‘s:


a) Family members including biological, adoptive or foster children; parents; siblings; grandparents; and spouses (married or common law);

b) Other individuals living in their household; and

c) Other individuals with whom they share a guardianship relationship.

Management of Student Records

14.10 Education Department staff will maintain a file for every student and applicant ensuring that files are maintained and kept up to date;

14.11 Student Records are confidential and shall not be accessed by anyone other than the student or Education Department staff without the written consent of the student;

14.12 The Education Department will undertake all reasonable measures to ensure that all student records are kept confidential and secure;

14.13 Physical security of documents, restricted access to information and proper handling of information shall be consistent with the overall guiding policies of Snuneymuxw First Nation.

Responsibilities of the Nation Development Committee

14.14 Develop and maintain a terms of reference to operate by;

14.15 Approve exceptions to this Policy Manual;

14.16 Make recommendations to Chief and Council regarding amendments this Policy Manual;

14.17 Participate in hearings and discussions of an appeal process and reviewing all necessary information when an applicant or student appeals a decision of the Education Department Staff;

14.18 Ensure a fair appeal process for all appeals brought forward by applicants and students; and

14.19 Make recommendations to Chief and Council regarding a final decision of an appeal process.

Responsibilities of Chief and Council

14.20 Approve all policies and procedures of the Education Department and amendments made to the policy;

14.21 Approve the budget for the Education Department;


14.22 Approve the terms of reference for the Education Committee; and

14.23 Make a final decision regarding an appeal process upon hearing a recommended judgment from the Education Committee.

15.0 Academic Probation Policy

15.1 Students are required to maintain a C+ average. Any student who falls below a C+ average will be given the opportunity to bring up their marks with the assistance of a tutor.

15.2 Students are responsible for informing the Education Department when they’re experiencing difficulty in maintaining a C+ average within 8 weeks of commencing their studies. Students failing to maintain a C+ average will be placed on academic probation by the SFN Education Department.

15.3 In an effort to support the student in maintaining a C+ average financial assistance for a tutor will be provided in order to ensure progress. When a student has been placed on academic probation, the student will be required to submit monthly progress reports to the Education Department.

15.4 Cheques for the following month will not be released unless the monthly report has been received. If the reports provided do not meet the C+ criteria for 2 consecutive months sponsorship will be discontinued.

15.5 Students who drop below a C+ average and fail an academic semester as determined by the Post-secondary Institution will be required to repay the SFN Education Department for the tuition and living allowance provided in that semester at the discretion of the Education Department.

15.6 Students who wish to continue their studies the following semester and receive financial sponsorship from Snuneymuxw First Nation will be required to pay for one Academic Year of studies at their own expense.

16.0 Appeal Process

16.1 There can be no appeal against failure to fund because of insufficiency of funds or where funds have been fully committed or where a student’s errors, omissions or failure to perform have resulted in the student being expelled or required to discontinue;

16.2 There may be an appeal if the Education Department fails to follow the terms and conditions set out in this Policy Manual;

16.3 With the exception noted in section (A) above, students may appeal decisions made by the Education Department provided that such appeals are made in writing within 7 days of the receipt of the decisions being appealed and are completed with any supporting documentation;

16.4 Upon receipt of a notice of appeal by a student, a staff member of the Education Department will meet with the student to discuss and attempt to resolve the matter. If


a successful resolution cannot be achieved to the satisfaction of both the student and staff member, the matter will be referred to the Education Committee for further discussion and resolution.

16.5 Three (3) members of the Nation Development Committee will form an impartial Appeal Board that will involve the Education Committee Chair and 2 councillors.

16.6 Upon receipt of a notice of appeal by a student, the Nation Development Committee will have 7 days to convene a hearing, at which time, each party to the process including the student and Education Department staff may provide oral presentations to the Education Committee. Both sides will be required to submit supporting documentation to the Education Committee upon notification of the appeal.

16.7 Each party may have an advocate appear with them, but no party may draw elected Chief and Council into the hearing. The Education Committee shall base its decision on the factual evidence presented, and all questions and issues raised shall be settled by a simple majority vote of the Committee.

16.8 Upon completion of an Appeal hearing, the Nation Development Committee has 7 days to make a recommended decision to Chief and Council.

16.9 Chief and Council will review the evidence and recommended decision by the Nation Development Committee, and will make a decision in 10 days.

16.10 All decisions of Chief and Council are final and binding upon the student and Education Department. The student shall be notified of the final decision in writing immediately following a decision made by Chief and Council. There shall be no further recourse to the Appeal Process.

16.11 Appeals shall NOT be made directly to the Nation Development Committee or to Chief and Council. All appeals shall be directed through the Education Department.

16.12 The Appeal Process is intended to deal with appeals of decisions made by the Education Department of the Snuneymuxw First Nation. Appeals regarding the decisions of a Post-Secondary Institution shall be submitted to through the institutions own appeal process. The Education Department may assist the student in this process, if possible.

17.0 Miscellaneous

17.1 In the event that a Post-secondary Institution goes through a labor strike by faculty staff, students are required to notify the SFN Education Department immediately. Students are required not to make any significant changes or decisions affecting their studies, including withdrawing from their studies without the written approval of the Education Committee. In all cases, the matter will be brought forward to the Education Committee for management and recommendation. Students are asked to follow the


guidance of the Education Committee, who will, after consultation with the student, determine how best to proceed with supporting students in their academic careers.

Appendices

Appendix A: Application for Sponsorship Form

Appendix B: Student File – Documentation Checklist

Appendix C: Student Essay on Educational and Career Goals

Appendix D: Student Contract with SFN Education Department


Appendix C: 2 Pages NEW Student Essay on Educational and Career Goals

In the pace below write a short essay on your educational and career goals keeping in mind the objectives set out in section 4 of this Policy Manual. Please use the space below:


Appendix D: Student Contract with SFN Education Department

Snuneymuxw First Nation – Education Department el: 250-740-2300 • Fax: 250-753-3492

This is a Contract Between:

_______________________________ (“The Student”)

(Print Name)

AND

Snuneymuxw First Nation – Education Department I, ____________________________, UNDERSTAND AND ACCEPT the following conditions for financial sponsorship by the SFN Education Department for my Post-Secondary Education: A. I will accept the responsibility to adhere to the institutions regulations and meet the

standards required by the institution for continuation in my Program of Studies; B. I agree to adhere to the terms and conditions set out in the SFN Post-Secondary

Education Policy Manual; C. I agree to attend classes regularly; D. I agree to consult with the SFN Education Department if any problems arise

academically, emotionally, physically and financially; E. I agree to provide my mid-term and final marks and reports on a semester-by-semester

basis to the SFN Education Department within 2 weeks of receiving such documentation and/or upon their request.

F. I agree to report any changes to my student, program or financial status promptly. I understand that it is a serious matter to provide false information and/or fail to report any change in the information provided. I further understand that failure to comply may result in a termination of sponsorship.

G. I authorize the SFN Education Department to obtain information from persons, agencies or organizations to determine and/or verify my eligibility for benefits or services under the SFN Post-Secondary Education Program.

H. I declare that all the information provided in my application is true, accurate and complete and make this solemn declaration believing it to be true as though it is of the same force and effect as if made under oath.

I. I agree that it is my responsibility to complete ALL THIRD PARTY SPONSORSHIP FORMS. J. I understand that I have a right to appeal any decision made with respect to my

application for sponsorship. I hereby agree to the terms and conditions, as set out above: Student Signature:_______________________________ Date:__________________________

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