Privacy & Safety Policies

Privacy Policies

Policy

United Pacific College (UPC) collects students’ personal information for specific purposes:

• To maintain student records as required by PTIB.
• To maintain student records as required by SABC (for accredited schools).
• To keep students and graduates informed about school activities.
• To issue T2202As in accordance with Canada Revenue Agency requirements.

Students’ personal information is used solely for these purposes.

Retention and Storage

For all full career training programs, UPC retains the complete student file for seven years following the student’s withdrawal, dismissal, or graduation. After seven years, the records are securely destroyed. Additionally, UPC uploads copies of students’ contracts, transcripts, and credentials to an approved third-party vendor for long-term storage of fifty-five years.

Procedures for Maintaining Student Files

1. Student personal information is collected during their attendance at the institution and stored in their file.
2. Student files containing personal information are securely stored in locking file cabinets with access limited to appropriate administrative staff, the Senior Education Administrator, and the Dean.
3. Upon a student’s withdrawal, dismissal, or graduation, the program credential is prepared and signed by the College Dean, with copies placed in the student’s file.
4. Within 60 days of leaving the 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. After sending documents for long-term storage, the full student file is placed in “inactive” storage for one year.
6. After one year, the student file is moved to “closed” storage for an additional six years.
7. At the end of the seven-year period, the student file is securely destroyed.

Procedure for Student Access to Information

1. Students must request access to their file in writing.
2. The Senior Education Administrator will meet with the student to review the file and provide copies of requested documents.
3. Students will be charged $0.25 per page for copied documents.
4. An appropriate fee will be applied for official copies.

Procedure for Authorizing Release of Information

1. Students must provide written authorization for third-party access to their information.
2. The school will only release information to authorized individuals unless required by legislation, court order, or if necessary for an ongoing police investigation.

Safety Policies

Policy

United Pacific College is dedicated to providing a safe environment for all employees and students. This policy applies to all UPC employees and students.

Procedure for Fire Safety

1. The Director of Student Affairs ensures that fire suppression equipment is available and inspected annually by a qualified inspector.
2. All employees receive training on fire suppression equipment and fire evacuation procedures.
3. The Director of Student Affairs, the designated institution safety officer, prepares and posts emergency exit instructions and route maps in each classroom.
4. In the event of a fire, the Director of Student Affairs or designated staff will call 911, providing details about the fire.
5. The Director of Student Affairs will instruct all employees to evacuate the campus.
6. Instructors will escort students to the parking lot, taking the class list to check attendance and report any missing students to the Director of Student Affairs.
7. The Senior Educational Administrator/Dean acts as a liaison with fire officials during the emergency and may authorize school closure if necessary.
8. Re-entry to the campus is prohibited until authorized by fire officials.

Procedure for Earthquake Safety

1. The Director of Student Affairs ensures precautions to limit injury from falling or unstable items during an earthquake.
2. Employees receive training on earthquake evacuation procedures.
3. Emergency instructions and exit route maps are posted in each classroom.
4. During an earthquake, staff and students take cover until the shaking stops.
5. Once safe, the Director of Student Affairs will instruct all employees to evacuate.
6. Instructors will escort students to the parking lot, taking the class list to check attendance and report any missing students to the Director of Student Affairs.
7. The Senior Educational Administrator/Dean liaises with rescue officials and may authorize school closure if needed.
8. Re-entry is prohibited until authorized by rescue officials.

Program-Specific Health and Safety Procedures

1. Programs using dangerous equipment or hazardous materials must observe health and safety precautions as outlined by Health Canada, WorkSafe BC, or the equipment manufacturer.
2. The Senior Educational Administrator/Dean ensures employees are trained in the proper use, maintenance, storage, and disposal of hazardous materials and equipment.
3. Instructors must train students in these practices before allowing them to use the equipment.
4. Weekly inspections of equipment by instructors ensure that worn or damaged items are identified and replaced.
5. The Senior Educational Administrator/Dean conducts semi-annual inspections by an external specialized inspector.
6. All inspections and outcomes are documented and retained in the Health and Safety Binder.