Finding resolution

Students and employees with a concern related to student rights and/or responsibilities are encouraged to seek informal resolution through the following processes. If informal resolution is inappropriate, the issue remains unresolved or worsens, students and employees may need to proceed to formal resolution.

Informal resolution

Student Rights and Responsibilities

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 Aboriginal 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.

 

Formal resolution

If you feel unsafe, require immediate attention or have a concern that is potentially violent or threatening, contact Security Services 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 Security Services 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 Security Services 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:

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.

Process flow charts

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 none of the above, follow steps below.

Informal process

I have a concern with another person(s) related to the college

It is encouraged for you to begin with one of these informal resolution options, as appropriate:

Dialogue

Speak directly to the person with whom there is a concern, or their supervisor (such as a faculty member), to find a resolution.

Seek guidance

Seek advice and guidance from others you trust, such as a peer, family member, residence staff, Aboriginal Services (Be-Dah-Bin Gamik), Student Engagement, counsellor, accessibility advisor, or the manager/chair of the area where there is a concern.

*TIP: It is helpful to write down the summary and outcome of informal resolution and share it with those who were part of the process. This will clarify that you are all in agreement and/or assist in demonstrating attempts at resolution.

If informal conflict resolution is inappropriate, the issue remains unresolved or worsens, you may submit a report to SRR.


Formal process

If the concern continues, escalates, or meeting directly with the person is inappropriate

Contact SRR staff for support.

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

If a Security investigation is necessary, it will typically take five to ten business days. SRR will contact you with the outcome of this process and advise you on next steps.

If the outcome impacts your academic status (long-term suspension or expulsion), you may submit a request to appeal based on the requirements in the Academic Dispute Resolution and Appeal Procedure (pdf).

If you disagree with the outcome but it does not impact your academic status, you may submit a challenge of outcome in writing to the vice president of Student Affairs.

Third party support

While it is not a requirement, you may wish to contact a third party for guidance, advice, or moral support during the reporting process. If you would like to have this member present at a meeting, please provide notice one day in advance.

Here are some third party options available to you at Conestoga, although you are welcome to reach out to other people you trust:

Preparing for a meeting

If you have received a meeting request from the SRR, reply as soon as possible to confirm your availability. If you do not respond to the request, a decision about the complaint can be made without your input.

  • Review the written summary of the report regarding your conduct, so you understand what has been alleged.
  • Collect any documentation (e.g. emails, text messages, etc.) related to the complaint and consider bringing those materials to the meeting.
  • If you can think of any potential witnesses, bring their names and contact information with you to the meeting.
  • Consider if you want to bring a support person with you to the meeting, such as a family member, friend, advisor, counsellor, etc. Advise the SRR in writing in advance if others will be joining you.
  • Review what possible outcomes or sanctions can be imposed so you understand the potential consequences. You can ask questions during the meeting about the policy and procedure, the investigation, and the potential outcomes.

Understanding outcomes

The following are examples of formal resolution outcomes that may be applied if it is determined that the student responsibilities are breached. Multiple outcomes may be imposed at the same time.

  • Educational resources and training
  • Co-curricular learning opportunities
  • Restorative practices
  • Behaviour contract and/or support agreement
  • Restitution or fines
  • Loss of privileges and/or no contact order
  • Suspension
  • Discontinuance

Contacts

Student Rights & Responsibilities
519-748-5220, ext. 3261
srr@conestogac.on.ca
Kitchener - Doon: 2A117

Security Services
519-748-5220, ext. 3357
securityservices@conestogac.on.ca
Kitchener - Doon: 2B10-6

myLearning
519-748-5220, ext. 3232
Kitchener - Doon: 2A103

myWellness
519-742-5220, ext. 3360
mywellness@conestogac.on.ca
Kitchener - Doon: 1A101

Aboriginal Services (Be-Dah-Bin Gamik)
519-748-5220, ext. 2251
aboriginalservices@conestogac.on.ca
Kitchener - Doon: 1A103

Conestoga Students Inc.
519-748-5131
csi@conestogac.on.ca
Kitchener - Doon: 2A106

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

First, consider:

If none of the above, follow steps below.

Informal resolution

Disruptive behaviour has occurred.

If it is the first time this behaviour is being addressed by you, it is encouraged that you begin with one of these informal resolution options as appropriate:

Seek guidance

Seek advice and guidance from someone else or make a referral. Some examples of college supports are: Student Success Services, Aboriginal Services (Be-Dah-Bin Gamik),Teaching & Learning consultants, Student Rights & Responsibilities (SRR) or the manager or chair of the area where there is a concern.

Dialogue

Speak directly to the student(s) with whom there is a concern to find a resolution.

Documenting communications

When meeting with the student(s), it is recommended to document in writing what was discussed. Share your summary notes with the student(s) and your chair or supervisor when applicable.

If the issue is unresolved, or behaviour escalates beyond informal conflict resolution, you may choose to submit a report to Student Rights and Responsibilities through the following process.

Formal resolution

Disruptive behaviour has continued, is elevated or informal resolution is inappropriate.

Contact SRR for support.

A staff member will contact you within two business days to discuss the report and gather more information. Interim measures may be applied sooner for safety purposes.

If a security investigation is necessary, it typically takes five to ten business days and is expedited based on severity of behaviour.

The outcome of this process will be shared with the applicable involved parties, including the reporter.

Possible formal resolution outcomes:

  • training and educational resources
  • co-curricular learning
  • restorative practices
  • behavioural contract
  • restitution or fines
  • loss of privileges
  • suspension
  • discontinuance

Refer to the Student Rights and Responsibilities Procedure (pdf) for more information.

Contact us

Student Rights & Responsibilities
519-748-5220, ext. 3261
srr@conestogac.on.ca
Kitchener - Doon: 2A117

Security Services
519-748-5220, ext. 3357
securityservices@conestogac.on.ca
Kitchener - Doon: 2B10-6

Counselling
519-748-5220, ext. 3360
Kitchener - Doon: 1A101

Accessible Learning
519-748-5220, ext. 3232
Kitchener - Doon: 2A103

Aboriginal Services (Be-Dah-Bin Gamik)
519-748-5220, ext. 2251
aboriginalservices@conestogac.on.ca
Kitchener - Doon: 1A103

Teaching & Learning consultants
519-748-5220, ext. 3897
teachingandlearning@conestogac.on.ca
Kitchener - Doon: 3A503-1