Finding resolution

Try speaking directly to the person(s) with whom there is a concern. If it is unsuccessful, or you do not feel comfortable, request a meeting with a person of authority directly related to the situation.   

For example, if you are having difficulty with another student and have been unsuccessful in speaking with them, the next option would be to request a meeting with a faculty member (if the incident occurs in a particular class) and/or the chair of the program (if the incident is not isolated).  

Dialogue is not appropriate for concerns involving systemic factors, discrimination, harassment, threats and/or violence.  

Before and after attempting to resolve the concern directly with dialogue, you have the option to seek guidance from others you trust. For instance, you may feel comfortable speaking with a counsellor, accessibility advisor, a peer, family member, Student Engagement or Indigenous Services (Be-Dah-Bin Gamik).

Guidance may include discussing options and strategies that support the complainant's ability to engage in, negotiate, and/or resolve concerns. Guidance may also include facilitating the development and/or acquisition of interpersonal and problem solving skills.

It is helpful to write down a summary and outcome of informal resolution and share it with those who were part of the process. This step clarifies an agreement and/or assists in demonstrating attempts at resolution. 

If you feel unsafe, require immediate attention or have a concern that is potentially violent or threatening, contact Safety and Security for support on campus or report directly through the Conestoga Mobile Safety app.  

For other student rights and responsibilities concerns, email our office with a detailed description of the incident(s), such as the date, location, people involved and any steps taken towards resolution. If applicable, attach supporting documents to your report such as photos, screenshots or emails.  

A staff member will contact you within two business days to arrange a time to discuss the report, gather more information and inform you of next steps.  

Individuals with a concern or other individuals on their behalf may submit a report. Affiliated areas may also submit or refer a report, such as Residence, Academic Integrity, Athletics and Recreation, CSI, International or Human Resources.     

Although collaborative responses are encouraged and embedded in these processes, information sharing and record keeping follows the process outlined in the policies and procedures below.  

If you have received notice from Student Rights & Responsibilities (SRR) or Safety and Security of a report regarding your conduct or practices, it is important to understand how the process works. A staff member may contact you for fact-finding purposes, such as reviewing your account of an incident or concern, outlining employee/department processes or practices, or as a stakeholder consultation.    

Certain reports may require Safety and Security for investigation and interim safety measures (e.g. trespass notice), and/or Human Resources when involving the conduct of college employees.  

If a security investigation is necessary, it will typically take five business days. SRR will provide a status update if it is to take longer. SRR will contact students and involved parties with the outcome of the fact finding and/or investigation process. SRR will also discuss next steps with relevant parties, including sanctions if a conduct incident is founded.  

Refer to:  

• Student Rights and Responsibilities Policy (pdf)
  
• Student Rights and Responsibilities Procedure (pdf)
  
• Temporary Process for Non-compliance (pdf)
  

Contact SRR with any questions.

If you have received a meeting request as a student or employee, reply as soon as possible to confirm your availability and support in a timely response. Preparing for a meeting includes,  

• reviewing the written summary from the reported concern;
• collecting any related documentation (such as emails, text messages, etc.);
• bringing forward names and contact information of potential witnesses or other involved parties, when applicable;
• considering if you want to bring a support person with you to the meeting, such as a family member, peer, colleague, advisor, counsellor, etc. and provide notice if someone will be joining you to the person who scheduled the meeting;
• reviewing possible outcomes or sanctions that may be imposed, if applicable; and
• preparing questions about the policy, procedure, outcomes, etc.

Reporting a violation

I am a student wanting to report a violation of student rights and/or responsibilities, what is the process?            

First, consider:           

• If this is an emergency, you feel unsafe and/or require immediate attention, contact Safety and Security for support on campus or call 911.
• If this is a well-being concern for yourself or a peer, review how to help a friend through Counselling.
  
• If this relates to sexual violence, there are on and off-campus supports including accommodations and advice on options for reporting. Find out How you can help someone. 
• If this relates to an academic offence, and/or academic appeal, refer to information about Academic Integrity or the Academic Dispute Resolution and Appeal Procedure (pdf).
  

If none of the above, follow steps below.           

Informal process

I am an employee wanting to report disruptive student behaviour. What is the process?     

First, consider:     

• If the behaviour is threatening, unsafe and/or requires immediate attention such as harm to self or others, contact Safety and Security for support on campus.
• If this relates to a student in distress or someone demonstrating concerning behaviours, contact Counselling. See Refer a student for more information.
• If this relates to sexual violence, there are on and off campus supports including accommodations and advice on options for reporting. Find out How you can help someone.
• If this relates to teaching and classroom management support and/or resources, contact Teaching and Learning Consultants for advice.
• If this relates to an academic offense and/or academic appeal, refer to information about Academic Integrity or the Academic Dispute Resolution and Appeal Procedure (pdf).

If none of the above, follow steps below.       

Informal resolution