Conduct & Disciplinary Policies
Student Grievance/Dispute Resolution Policy
1. Purpose and Scope
Canadian Aviation College (CAC) is committed to resolving student concerns through a structured, respectful, and collaborative process. The goal is to reach fair and mutually agreed-upon solutions while maintaining a safe and professional learning environment.
This policy applies to all CAC students.
No student will face retaliation or disadvantage for raising concern in good faith.
2. Submitting a Formal Concern
Students must submit their concern in writing by email.
Flight Training Students:
Email Chief Flight Instructor (CFI), Bote Sha. If the CFI is unavailable or named in the concern, submit to President John Ling.
Non-Flight Students:
Email Director of Student Success and Academic Support, Iris Challoner. If Iris is unavailable or named in the concern, submit to CFO, Susan Pan
.
3. Initial Review and Fact Gathering
Upon receipt of a formal concern, the designated staff member will:
Acknowledge receipt within 2 business days.
Gather relevant information from all involved parties.
Objectively assess whether the concern can be resolved promptly.
If the matter is resolved at this stage, a written summary of the resolution will be provided to the student. If unresolved, the concern proceeds to a Resolution Meeting.
4. Resolution Meeting
If initial fact-gathering does not resolve the issue, a Resolution Meeting will be scheduled within 7 business days.
Facilitated by a neutral staff member who is not involved in the issue.
Relevant parties will be invited based on the nature of the concern.
The student may bring a support person (friend, family member, agent, or lawyer).
A written summary of the meeting’s outcome will be acknowledged by both parties.
If resolved, no further action is required.
If unresolved, the matter proceeds with the Resolution Review Panel.
5. Resolution Review Panel
If the Resolution Meeting does not result in agreement, the concern will be referred to the Resolution Review Panel.
Panel Composition:
Three impartial members appointed based on the nature of the concern.
Panel members will not include anyone involved in the original issue.
Members may be selected from Administration, Student Services, or Academic Departments.
Panel Process:
Review all documentation, including the original concern, communications, and Resolution Meeting notes.
May request additional information or invite participants to speak.
The student may have a support person present.
The panel will first attempt to recommend a collaborative resolution.
If resolution is not possible, the panel will issue a final CACal decision.
A written summary of the outcome will be provided to the student within 30 calendar days of the original concern of submission.
6. Final Decision and President’s Oversight
The Resolution Review Panel’s decision is final.
The President of CAC may review a case only to ensure procedural fairness was followed.
The President will not reopen investigations or alter the Panel’s decision.
7. Further Options
If the student remains dissatisfied and believes they were misled by the CAC regarding a significant aspect of their program, they may file a complaint with the Private Training CACs Branch (PTIB):
Note: Complaints to PTIB must be filed within one year of the student’s program completion, withdrawal, or dismissal.
8. Representation
Students may be accompanied or represented at any stage of this formal process by:
A lawyer
An agent
A friend, family member, or peer
9. Documentation and Records
CAC will retain the following documentation for a minimum of five years, in compliance with PTIB requirements:
The original concern submission. All related communications and meeting notes. Signed agreements or final decisions. Resolution Review Panel outcomes.
Student Warning, Suspension, and Dismissal Policy
Policy Statement
At Canadian Aviation College (CAC), we are committed to fostering a learning environment built on respect, professionalism, and personal accountability. This policy outlines the processes for issuing warnings, suspensions, and dismissals when students fail to meet CAC's behavioural, academic, or safety standards. While CAC prioritizes guidance and correction, severe or repeated misconduct will result in dismissal.
Definition of Dismissal
"Dismissal" refers to the process by which CAC provides formal written notice advising a student that they are dismissed (terminated) from their program and are ineligible to re-enroll for a minimum of two years from the date of dismissal.
CAC is committed to supporting students to succeed. Where appropriate, students will be offered guidance, counselling referrals, or academic support to correct behaviours or performance concerns before dismissal is considered. Immediate dismissal may still occur in cases of severe misconduct or safety violations.
Misconduct Tiers and Consequences
Tier 1 - Minor Misconduct
Consequences: Verbal Warning or Written Warning Examples:
Tardiness or repeated late arrivals.
Disrespectful behaviour towards staff or fellow students.
Careless damage to CAC property.
First-time failure to follow attendance procedures.
Tier 2 - Serious Misconduct
Consequences: Suspension pending investigation Examples:
Signing in for another student (fraud).
Academic dishonesty (cheating, plagiarism).
Unsafe behaviour during ground or flight training.
Misrepresentation of information to CAC.
Unauthorized use of CAC's name, brand, or property.
Repeated Tier 1 offences (2nd occurrence).
Tier 3 - Severe Misconduct
Consequences: Immediate Dismissal Examples:
Violence, harassment, or threats.
Criminal activity on campus.
Severe safety violations (including endangering self/others in aircraft).
Repeated Tier 2 offences.
Repeated Tier 1 offences (3rd occurrence).
Absence without communication for 90 consecutive days.
CAC retains the right to escalate any misconduct directly to suspension or dismissal depending on the severity of the case, even on a first offence. CAC also retains discretion to make exceptions and may dismiss a student who is not progressing through the program or is unable to meet academic, safety, or professional expectations despite support and corrective measures.
Reporting and Investigation Process
Reporting Concern:
Any staff member, student, or member of the public may report misconduct to the Office Administrator. In the Administrator's absence, reports may be made to the CFI.
Initial Action:
Upon receiving a report, the Office Administrator may suspend the student from training if the severity warrants.
Investigation & Resolution Meeting (within 7 business days):
Administrator will investigate and arrange a meeting with:
The student
A CAC Witness (e.g., Instructor)
A Student-appointed support person (optional)
Outcomes of Resolution Meeting:
Favorable Outcome: No violation found, or minor issue resolved with a warning.
Unfavorable Outcome: Escalation to CFI with a recommendation for further action (Warning, Suspension, or Dismissal).
Final Decision (within 14 business days if escalated):
CFI will review the investigation and meet with the student.
Suspension or Dismissal letters will be issued if applicable.
Documentation and Record Keeping
All investigation records, meeting summaries, and outcome letters will be retained in the student’s file. Documents will be made available to the student, PTIB, or legal authorities upon request. Outcome letters may be sent to a parent/guardian if the student is under 19.
Dismissals that may affect a student’s study permit compliance or regulatory reporting obligations will be reported to the appropriate authorities in accordance with PTIB and IRCC guidelines.
Appeals
Students may not appeal a Warning or Suspension.
Students may appeal a Dismissal by submitting a written 'Dismissal Appeal Request' to the President of CAC within 10 business days.
The President will respond within 30 business days and may choose to reopen the investigation at their discretion.
Final Notes
Absence from CAC for 90 consecutive days without communication or approved leave will result in automatic dismissal.
Students dismissed for misconduct are ineligible to re-enroll in any CAC program for two years from the dismissal date.
Students who fail to progress through their program due to consistent poor attendance, lack of skill development, or inability to meet CAC’s academic and professional expectations may be reviewed for dismissal by the CFI and Student Services Lead. These cases will follow a formal review meeting process, providing the student with an opportunity to discuss barriers and potential solutions prior to any dismissal decision.