Policies & Procedures
ACADEMIC
Preamble:
SSU’s Academic Good Standing Policy outlines the criteria that students must meet for them to be considered in good standing at the University. Further, the student is subject to the Academic Probation policy, Academic Honesty policy, and Allegations of Academic Dishonesty procedures.
Policy Statement:
To remain in good standing at SSU, students must comply with the following criteria:
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maintain a cumulative grade point average of 2.0 (C) for all certificate programs, a cumulative grade point average of 2.7 (B–) for the Master of Ministry in Theology & Culture, Master of Theological Studies in Peace & Justice, and Master of Peace & Justice (non-thesis, practice-based), or a cumulative grade point average of 3.7 (A–) for the Master of Arts in Theology & Culture and Master of Arts in Peace & Justice in order to be granted permission to write the thesis. Transcripts in this case will include the note that the student is “in good standing” and has completed such and such a term or year of the program.
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Attend all Zoom sessions or view recorded Zoom sessions, view all recorded lectures, complete all assigned readings, participate in all required forums, and complete all assignments unless an extension or exception has been granted by the professor. SSU’s educational philosophy is based on small online cohorts with a community feel. As such we place a high value on regular attendance and participation in course material. For this reason, SSU professors prefer being informed of any necessary absences and will usually excuse the equivalent of up to two missed 3-hour classes a semester. Students who miss more than this for reasons other than serious health or family crises should expect to see their grades reduced (whether or not this is specified in a syllabus) or credit refused (final grade of F).
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Pay the Amount Owing on their tuition invoice on or before the stated deadline, or make the appropriate payments as stipulated by an agreed upon monthly payment plan on the stated dates.
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Comply with SSU’s Academic Honesty policy and Allegations of Academic Dishonesty procedures (see below).
Academic Probation:
Any full-time student who fails to earn a grade point average of 2.0, 2.7, or 3.7 in the programs listed above in any given term will be placed on academic probation for the following term. Should a student’s GPA remain below 2.0, 2.7, or 3.7 over two consecutive terms, he or she is subject to academic suspension. A student has the right to appeal the suspension, which should be given in writing to the Registrar’s office. An appeal should include the reasons for the appeal and any supporting documents (medical or otherwise) that may help in the assessment of academic difficulties. The appeal will be reviewed by the Faculty Committee.
A student will be removed from academic probation upon achieving a semester GPA of at least 2.0, 2.7, or 3.7 respectively in the programs listed above.
Students who are required to withdraw from the University for academic reasons, or who voluntarily withdraw while failing, are required to wait for at least one semester before applying for re-admission unless an exception is granted by the Provost. Application should then be made to the Registrar’s office and will be forwarded to the Faculty Committee after review by the Dean of their program and the Registrar. Re-admission after required withdrawal for non-academic reasons shall be decided by the Dean and Registrar in consultation with Community Life staff and others as appropriate. Students who withdraw voluntarily may reapply for admission at any time by letter to the university office. Their applications will be considered in the normal manner. Students who are suspended may at times be permitted to take a course on a part time basis; successful completion would increase the chances of re-admission.
Academic Honesty:
Honesty in academic matters is a major aspect of living by the academic principles and the spiritual principles on which our life is based. Accordingly, St. Stephen’s University expects all its members to conduct their work responsibly and with integrity. The following principles of behavior are to be observed at all times:
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Work done in tests, examinations, reports and in any other assignments designed to evaluate the student’s progress or achievements must be the work of the student whose name appears on it.
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Work, phrases, opinions or any other information that is presented as one’s own must be genuine and not “borrowed” from any other source without explicit acknowledgement.
Failure to comply with these principles constitutes plagiarism. A person commits plagiarism by submitting any of the following as their own work:
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Part or all of a written or spoken assignment copied from another person’s manuscript or notes;
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Part or all of an assignment copied or paraphrased from a source such as a book, journal, pamphlet, web site or from AI technology;
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Someone else’s line of thought, argument, arrangement, or supporting evidence without indicating such dependence;
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A paper, project, report, or other assignment that is written by someone else – in short, submitting any work one did not do oneself as one’s own, in whatever form, without acknowledgment.
NOTE 1: None of the above means that students may not help one another with homework or essays, or that instructors may not assign work to be done by groups. However, the final writing of essays, and the bulk of the work involved, must be that of the student who submits it.
NOTE 2: The student can never assume the use of generative AI is permitted unless they have received an explicit, written permission from their instructor to this effect. In some occasions, instructors may deem the use of generative AI appropriate for specific class assignments. The finer details of how AI is used in these cases is left up to instructors to specify in their syllabi and in conversations with individual students. Even if such a permission has been granted, the student is expected to produce a work that is meaningfully and demonstrably their own and to clearly indicate how AI was used (for instance, through footnotes and inclusion of an appendix that lists the prompts as well as AI responses).
Allegations of Academic Dishonesty:
An instructor who believes that a student has committed an act of academic dishonesty should first discuss the matter with the student individually. In any case where a student feels unjustly charged with plagiarism or some other form of dishonesty by an instructor or the invigilator at an examination, the student may appeal in writing to the Provost or Dean, who may bring the matter to the faculty. For the first offence of academic dishonesty the student may be required to submit a satisfactory and genuine replacement of the piece of work or be given a failing grade for the assignment at the discretion of the instructor. The infraction will be noted in the student’s file.
In the case of any subsequent charge of dishonesty, the instructor must give the assignment an “F,” submit the student’s name and provide evidence of the offence to the Faculty Committee, and may recommend that an “F” be assigned for the entire course. The Faculty Committee will review the circumstances surrounding the offence and may interview the student if further clarification is needed. The Faculty Committee will make a decision regarding the penalty to be imposed and will notify both the student and the instructor in writing. The minimum penalty is a grade of “F” on the assignment, and the maximum penalty is expulsion from the University.
ADMINISTRATIVE
Preamble:
SSU’s admissions process is meant to describe the student’s responsibilities for gaining entrance as a student and the step-by-step process they can expect. This process is free up until a student definitively decides to enrol at SSU and appears on SSU’s website here: https://www.ssu.ca/admissions
Policy Statement:
The following is the five-step process for admissions to SSU:
1. Apply Online: The first step in our admissions process is submitting an online application. This process is entirely free and gives the SSU Admissions Committee all of the relevant info for us to determine your eligibility and if we are a good fit for each other.
2. Send Additional Application Materials: After submitting your application to us, you will receive an email requesting that your transcripts, CV, and letter of recommendation be sent to us. This allows us to determine if you are adequately academically prepared for our courses and programs and if our programs fit your vocational needs.
3. Get Accepted: If the SSU Admissions Committee determines that you qualify for the program to which you applied, you will receive an email with an acceptance letter and further instructions related to course registration. You're ready to begin your new pilgrimage with us.
4. Confirm your Spot: After you've received your acceptance letter from us and you've decided definitively that you would like to enrol in the program into which you've been accepted, you will need to let us know by confirming your spot with us online with a $200 CAD deposit.
5. Course Registration: Your final step is to register for your courses online, after which our Registrar will be in touch with you to finalize the details — at about this time, you will also be entered into our system and receive your @ssu.ca email address and access to your courses as needed.
COMMUNITY
Any time a student has a complaint, the first attempt at resolving the issue should begin by directly contacting the person involved. If after this attempt a current, prospective or past student has a complaint which has not been satisfactorily resolved, the process should be moved forward in the following order:
First, the student should state their complaint and suggested resolution in writing (email or hard copy) to the most relevant person in this list, expecting a response in 1–2 weeks:
Concerns with academic, admissions, registrarial, student life or residence issues: Jess Williams, Registrar, registrar@ssu.ca
Concerns with student fees and payments: Mary Ellen Fitch, Student Finance Officer, finance@ssu.ca
If unsure, direct the complaint to the Principal (Dr. Bradley Jersak, bjersak@ssu.ca, and it will be forwarded to the appropriate person.
If this does not lead to a satisfactory resolution, the complaint (including a brief summary of previous attempts at resolution) should be submitted in writing (hard copy) to the SSU Leadership Team of SSU via the Principal. The student may or may not be invited to speak to a meeting of the
Leadership Team to explain the matter. A written response will be provided within 2–4 weeks.
If the student is not satisfied with the resolution offered by the Principal and Leadership Team, the student should write to the Chair of the SSU Board of Governors.
INTERNATIONAL STUDENTS
We are so pleased to have a growing number of International Students at SSU. Since our programs are based on a distance/hybrid model, nearly all of our international students will only be coming to Canada to brief (7-10 day) residencies. If for any reason you expect to reside in Canada for longer during your program, please contact our Admissions Office to ask for assistance in what may be required.
POLICY ON SEXUAL AND GENDER-BASED MISCONDUCT AND VIOLENCE
1. Introduction:
All members of the St. Stephen's University community have the right to work and study in an environment free from any form of sexual misconduct and sexual or gender-based violence. The purpose of this policy is to ensure that individuals affected by sexual or gender-based violence or sexual misconduct are supported through a clearly defined process.
It is incumbent on institutions like St. Stephen’s University (“SSU”) to put an effective sexual and gender-based misconduct and violence policy in place. This policy must go hand-in-hand with building a healthy culture of awareness of negative behaviour and the harm that can be caused. SSU is intolerant of actions contrary to this policy and is committed to on-going education and awareness, particularly around the meaning of consent.
This policy lays out a process of fair investigation for sexual and gender-based violence and sexual misconduct that protects the rights of individuals and holds those who have committed an act of sexual misconduct or sexual and gender-based violence accountable for their actions. This policy is directed at the protection of SSU students, faculty and staff.
It must be noted that this is a policy operating in the context of New Brunswick civil and Federal criminal law. As such, there are jurisdictional limitations on SSU’s policy and procedures. Applicants under this policy always retain the right to file a complaint with police authorities and/or seek outside legal advice. Where such separate processes are underway, SSU would normally suspend any formal internal investigation so as not to compromise any external investigation.
1.1 Commitment of St. Stephen's University (SSU):
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SSU prohibits sexual and gender-based violence and sexual misconduct and will act on any report of sexual or gender-based violence or misconduct that affects the working and learning environment at the University.
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SSU commits to building an environment where those who are affected by sexual and gender-based violence and sexual misconduct feel safe to disclose, seek support and pursue our policy processes.
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SSU will provide support to anyone within the SSU community affected by sexual and gender-based violence and sexual misconduct as outlined in this policy.
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SSU commits to informing students and employees about available resources as part of ongoing education around consent and sexual violence and misconduct.
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SSU will provide reasonable academic and employment accommodations to those who are affected by sexual and gender-based violence and sexual misconduct.
The President will report annually to the Board of Governors on the administration of this policy and provide a statistical summary of Disclosures made hereunder. The policy will be reviewed every three years by the Board of Governors.
1.2 Policy Purpose and Scope:
The purpose of this policy is to:
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Support a safe and inclusive working and learning environment for all members of the SSU community.
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Provide directions for how to report an occurrence of sexual or gender-based violence or sexual misconduct.
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Describe the investigative and decision-making processes of SSU that act as a foundation for fair, thorough, and respectful treatment of reports of sexual misconduct and sexual and gender-based violence.
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Ensure that those who have committed sexual or gender-based violence or sexual misconduct are held accountable and that appropriate reparations are made.
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Educate the broader SSU community on its responsibilities in upholding this policy.
1.3 Roles and Responsibilities
All Disclosures made will be responded to as quickly as possible with an offer of support.
The President is responsible for the overall administration of this policy, outlined in detail further below.
The Dean of Students is responsible for the implementation of this policy as it relates to students. If an incident involves faculty, staff, volunteers, or board members, the President will be responsible. If a Disclosure involves the Dean of Students , the President will serve as the point of contact. If a Disclosure involves the President, the Chair of the University’s Board of Governors will serve as the point of contact.
1.4 Definitions:
Involved Parties:
Applicant: This policy uses the neutral term ‘Applicant’ throughout to refer to the person who reports that they have been faced sexual misconduct or violence. We choose this term to avoid identification with victimization.
Respondent: A person subject to this policy who has been named as allegedly perpetrating an act or pattern of sexual misconduct or sexual or gender-based violence.
Reporter: a 3rd party reporter of an incident witnessed, disclosed or suspected incident(s) which might constitute a violation of this Policy.
Witness: A 3rd party witness to a potential incident(s) which might constitute a violation of this Policy and who may be interviewed in the course of an investigation.
Forms of Assault, Violence or Misconduct
Acquaintance sexual assault and/or violence: Sexual contact that is forced, manipulated, or coerced by a partner, friend or acquaintance.
Cyber sexual harassment: Digital media that is used in a sexually aggressive, harassing or threatening manner including such things as sharing inappropriate messages, images, videos or texts directed at an individual or shared publicly about an individual.
Intimate Partner Violence: Sexual, physical, or psychological abuse, aggression or harm caused by an intimate partner (a person with whom someone has or had a close personal relationship).
Sexual and gender-based harassment: Sexual misconduct that usually includes behaviour of a non-criminal nature, such as unwanted comments or suggestive behaviours of a sexual nature; sexual advances not covered by threats or implicit/explicit promises; digital communications or invitations of a sexual nature; any violations of personal boundaries of a sexual nature, especially where there is an imbalance of power.
Sexual and gender-based violence and misconduct: Any act or acts targeting a person’s sexuality, gender identity or gender expression, whether the act is physical or psychological in nature, that is committed, threatened or attempted against a person without consent, including sexual assault, sexual harassment, stalking, indecent exposure, voyeurism and sexual exploitation.
Sexual assault and misconduct: Sexual assault includes any type of unwanted sexual act done by one person to another that violates the sexual integrity of a person and involves a range of behaviours from inappropriate language to any unwanted touching, to penetration. Sexual assault and misconduct is characterized by a broad range of behaviours that involve the use of force, threats, or control towards a person, which makes that person feel uncomfortable, distressed, frightened, threatened, humiliated, or that is carried out in circumstances in which the person has not freely agreed, consented to, or is incapable of consenting to the activity or behaviour.
Sexual coercion: In the context of sexual violence, coercion involves unreasonable and persistent pressure for sexual activity. Coercion is the use of emotional manipulation, blackmail, threats to family or friends, or the promise of rewards or special treatment, to persuade someone to do something they do not wish to do, such as being sexual or performing particular sexual acts.
Stalking: A form of harassment involving behaviours that occur on more than one occasion and which collectively instill fear or threaten the target’s safety or mental health. Stalking can also include threats of harm to the target’s friends and/or family. These behaviours include, but are not limited to, non-consensual interactions and communications (face-to-face, phone, email, social media); threatening or obscene gestures, surveillance, sending unsolicited gifts, “creeping” via social media/cyber-stalking and uttering threats.
Substance-facilitated sexual assault: The use of alcohol and/or drugs (prescription or non-prescription) by a perpetrator to control, overpower or subdue a target for purposes of sexual assault or attempted sexual assault.
Rights and Ethical Considerations
Conflict of Interest: A situation in which a person's personal or professional position bias hinders their official capacity or compromises the integrity of an official process.
Consent: is an ongoing, active, non-impaired, direct affirmation of a voluntary agreement to engage in sexual activity. When consent is given, it is only given at that particular instant in time and cannot ever be assumed or extended to any other instances or additional kinds of sexual activity at any other time. It is the act of willingly agreeing to engage in specific sexual behaviour, and requires that a person is able to freely choose between two options: yes and no. There must be an understandable exchange of affirmative words which indicates a willingness to participate in mutually agreed upon sexual activity.
Furthermore:
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Silence or non-communication must never be interpreted as consent and a person in a state of diminished judgment or impairment cannot consent.
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A person is incapable of giving consent if they are asleep, unconscious or otherwise unable to communicate.
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A person who has been threatened or coerced (i.e., is not agreeing voluntarily) into engaging in the sexual activity is not consenting to it.
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A person who is drugged is unable to consent.
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A person is usually unable to give consent when they are under the influence of alcohol and/or drugs.
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A person may be unable to give consent if they have a mental disability preventing them from fully understanding the sexual acts and their consequences.
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The fact that consent was given in the past to a sexual or dating relationship never means that consent is deemed to exist for all future sexual activity.
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A person can withdraw consent at any time during the course of a sexual encounter.
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A person may not be capable of giving consent to a person in a position of trust, power or authority, such as, a faculty member engaging in a relationship with a student whom they teach, or an administrator in a relationship with anyone who reports to that position.
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Consent cannot be given on behalf of another person.
It is the responsibility of the initiator of sexual activity to obtain clear and affirmative responses at all stages of sexual engagement. It is also the initiator’s responsibility to know if the person they are engaging with sexually is a minor.
Disclosure: The process of reporting an incident is deemed to be disclosure. A disclosure does not necessarily initiate a formal investigation process. If a Student or 3rd Party chooses to disclose anonymously or not pursue a formal investigation of an incident of sexual violence, sexual misconduct or gender-based violence, they are entitled to ask to discontinue the process and, if requested, access available personal supports and accommodations/considerations appropriate to their circumstances.
Positions of Power: In the context of a post-secondary institution, it must be noted that interactions (i.e., relations between students and instructors, tutors, employers, facilitators, etc.) that take advantage of positions of power over students are unacceptable and will not be tolerated at SSU.
Privacy: Privacy laws will be fully respected in the SSU process as the dignity of parties involved is paramount. The privacy of both Applicant and Respondent as well as any Witnesses is necessary throughout the process under this policy, and confidentiality will be provided to the extent possible.
1.5 Confidentiality
All information gathered from a Disclosure (see definitions in the following sections) will be kept confidential and will not be disclosed unless required under the following circumstances:
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An individual is believed to be at serious risk of harming themself or others, or there is a serious risk to the safety of the wider SSU community;
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Information is crucial to carrying out proper investigation and decision-making under this policy, e.g. legal counsel;
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The requirement to provide the Respondent(s) with information on the Applicant’s allegations against them and of the Applicant’s request to pursue a formal investigation;
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A Review Committee needs to consult confidentially with witnesses to corroborate facts required in the course of an investigation;
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The investigation file is turned over to a 3rd party mediator;
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Information is required to be disclosed by law or is requested for police reports or other litigation purposes.
Applicants, Respondents, Reporters, Investigators, witnesses or other interviewees must respect privacy provisions once a Formal Disclosure occurs. SSU does not believe that a non-disclosure agreement is appropriate if a resolution has been agreed between the parties. SSU will not release names to the public unless authorized or otherwise required by law.