Purpose of Policy
Oxford International Career Colleges is committed to fostering a safe, inclusive, and respectful learning and working environment, free from sexual violence in all forms. This policy outlines OICC's commitment to preventing and addressing sexual violence, with a trauma-informed, survivor-centric, and intersectional approach that recognizes the impact of rape culture and systemic barriers faced by survivors. It provides procedures for responding to incidents, supporting survivors, and holding perpetrators accountable.
To Whom the Policy Applies
This policy applies to all members of the OICC community, including students, staff, faculty, contractors, and visitors, and covers incidents occurring on or off-campus, during or outside of regular hours, and through digital platforms.
Definitions
- Accommodation: Tailored adjustments or supports provided to individuals impacted by sexual violence to ensure their equitable access to education or work. These may involve academic changes, scheduling flexibility, or other modifications based on individual needs
- Anonymous and Third-Party Complaint: A complaint submitted without identifying the complainant or through a third party acting on their behalf. These complaints are taken seriously and may prompt action depending on the circumstances and available information.
- College Community: All individuals connected to the college, including students, faculty, staff, contractors, volunteers, and visitors engaged in college-related activities.
- Consent: A mutual, informed, and voluntary agreement to participate in sexual activity. Consent must be ongoing, can be withdrawn at any time, and is invalid if obtained through force, threats, pressure, or when someone’s incapacitated.
- Confidential Disclosure: Sharing information about an experience of sexual violence with designated individuals or services under the understanding that the details will not be shared further without the person’s explicit permission, except under exceptional legal or safety obligations.
- Culturally Specific Resources: Support services that are sensitive to and informed by diverse cultural, racial, linguistic, religious, and community-based experiences. These may include partnerships with culturally aligned service providers.
- Disclose or Disclosure: When a person tells someone about an experience of sexual violence, often to receive support, but without necessarily initiating a formal complaint or investigation process.
- Duty to Consult: The legal or institutional requirements to seek input from relevant parties – such as students or experts – when creating or updating policies that impact sexual violence prevention and response.
- Fact Finding: A process of gathering relevant information regarding a disclosure or report of sexual violence. This may involve interviews, documentation, or other methods used to understand what occurred.
- Immunity Clause: Individuals who disclose or report sexual violence will not be subject to disciplinary action for violations for the institution’s drug or alcohol policies at the time the sexual violence occurred, unless the violation placed the health or safety of another person at risk.
- Interim Measures: Temporary actions taken by the institution to protect and support individuals involved in a sexual violence case while a report is being addressed. Examples include schedule changes, no-contact orders, or temporary suspension from specific spaces.
- Intersectionality: An understanding that people’s experiences of sexual violence may be shaped by overlapping aspects of their identity, such as race, gender, sexual orientation, ability, or socio-economic status, which can affect how they are impacted and how they access support.
- Investigator: A person appointed to conduct a formal review of a report of sexual violence. This individual is trained to carry out impartial thorough, and respectful investigation process.
- Procedural Fairness: The principle that ensures all parties involved in a report of sexual violence are treated fairly, have a chance to be heard, and receive unbiased decision-making throughout any investigative or resolution process.
- Rape Culture: A societal environment in which sexual violence is normalized or trivialized due to attitudes about gender and sexuality. It includes victim-blaming, tolerance or harassment, and myths about sexual assault.
- Report: A formal notification to the institution requesting action, investigation, or remedy in response to an experience of sexual violence.
- Respondent: The individual alleged to have engaged in an act of sexual violence as described in a disclosure or report.
- Survivor-Centric: An approach that prioritizes the needs, safety, choices, and well-being of the person who experienced sexual violence, respecting their autonomy and supporting them without judgement.
- Trauma-Informed: A practice that acknowledges the emotional, psychological, and physical impact of trauma, emphasizing safety, trust, choice, and empowerment when supporting individuals affected by sexual violence.
- Sexual Violence: Encompasses any sexual act or act targeting a person’s sexuality, gender identity, or gender expression, whether physical or psychological, that is committed, threatened, or attempted against a person without their consent. This includes, but is not limited to:
- Sexual Assault: Any form of sexual contact without voluntary agreement or consent, including forced sexual intercourse, touching, or penetration.
- Sexual Harassment: Unwelcome conduct of a sexual nature that affects a person’s dignity or well-being, including:
- Unwanted touching or physical contact
- Persistent sexual comments or jokes
- Leering, suggestive gestures, or sexual innuendos
- Display of sexually explicit images
- Requests for favours
- Stalking: Repeated, unwanted attention that causes a person to fear for their safety, including following, repeated communications, or surveillance.
- Indecent Exposure: The deliberate exposure of one’s genitals to another person without consent
- Voyeurism: Secretly observing or recording a person who is nude, partially nude, or engaged in sexual activity, without their knowledge or consent.
- Sexual Exploitation: Taking advantage of another person sexually for one’s own benefit or the benefit of others, including coercing someone into sexual activity in exchange for resources or benefits.
Consent
Consent is the active, ongoing, informed, knowing, and voluntary agreement to engage in mutually acceptable sexual activity. It is:
- Active and not passive; it must be affirmative and ongoing.
- Not coerced through harassment, manipulation, threats or abuse of power.
- The responsibility of the person initiating the sexual activity to ensure they have ongoing consent.
- Required regardless of the parties’ relationship status or sexual history.
- Can be revoked at any time by any participant.
Reporting and Complaints – Designated Officers
Individuals who have experienced or witnessed sexual violence are encouraged to report incidents promptly. Reports can be made to one of the following individuals:
First Contact: Program Manager
Substitution: Client Services Manager
Second Contact: Director of Studies (Languages)
Substitution: Director, Curriculum, Quality & Compliance
Third Contact: Health & Safety Chair
Substitution: Health & Safety Vice-Chair
Response Protocols & Timelines
Upon receiving a report of sexual violence, the college’s responsible individual will:
- Acknowledge receipts of the report within 24 hours
- Assess the immediate safety and support needs of the complainant
- Determine appropriate interim measures to ensure safety and continued access to education within 24 hours of receiving the complaint
- Initiate an investigation in accordance with the college’s procedures within 48 hours of receiving the complaint
- Provide information on available support services, including counseling
Interim Measures
In cases where immediate action is necessary to ensure the safety and well-being of the -individual, OICC may implement interim measures, such as:
- Adjustments to academic schedules or accommodations
- Changes in work assignments (i.e., placements/practicum)
- Change in housing accommodations
- No-contact orders between involved parties
These measures will be considered on a case-by-case basis and are not indicative of a determination of responsibility
Sexual Violence Reporting and Complaint Procedure
This procedure outlines a safe, accessible, and trauma-informed process for reporting and responding to sexual violence. It recognizes the diverse cultural backgrounds and experiences of all individuals and strives to uphold dignity, confidentiality, and justice.
Guiding Principles
Trauma-Informed Approach
- Center the survivor’s physical, psychological, and emotional safety
- Prioritize choice, control, and consent throughout the process
- Avoid re-traumatization by minimizing unnecessary repetition of the survivor’s story
Culturally Responsive Practice
- Recognize and respect the diverse cultural identities and experiences of all individuals
- Offer culturally specific support and interpretation services
- Acknowledge systemic barriers and discrimination that may affect access to reporting.
Reporting Options
- Anonymous Reporting
- Survivors or witnesses may submit anonymous reports through:
- A dedicated online link: Sexual Violence Anonymous Reporting (Campus Halifax)
- Anonymous reports are documented and may inform patterns or investigations, but may limit the institution’s ability to take direct disciplinary action
2. Confidential Reporting
- Individuals can report incidents confidentially to:
Designated confidential advisors:
- First Contact: School Director (Substitution: Director Curriculum, Quality & Compliance)
- Second Contact: Program Manager (Substitution: Lead Instructor)
- Third Contact: Director of Studies (Languages) (Substitution: Client Services Manager)
3. Formal Complaint
- A formal complaint can be submitted:
- In person, in writing, or through a secure online system (link to formal complaint reporting: College Sexual Violence Formal Complaint Form (Campus Halifax)
- By the survivor or a third-party witness (with the survivor’s consent when possible), using the online complaint link College Sexual Violence Formal Complaint Form (Campus Halifax)
- The process may involve an investigation and potential disciplinary action.
- Complainants can withdraw or pause the process at any time.
Response Procedure
Step 1: Initial Intake
- One of the main responsible individuals (i.e., School Director, Program Manager, Director of Studies) receives the report and conducts a needs assessment, prioritizing immediate safety and support
- Survivors are informed of their rights, reporting options, and available support services
Step 2: Support and Safety Planning
- Immediate medical and psychological support is offered
- Academic Accommodations are made (see Interim Measures for more information)
- A safety plan is developed collaboratively with the survivor if needed.
Step 3: Investigation (If Formal Complaint is Filed)
- Investigations are conducted by trained personnel with trauma-informed and culturally sensitive training
- Survivors and respondents are informed of the process, rights, and timelines
- Alternative reporting pathways are available for individuals with disabilities
Step 4: Decision and Outcome
- Based on findings, appropriate actions are taken, which may include disciplinary measures, restorative justice processes, or other resolutions
- Both parties are informed of outcomes and any rights to appeal
Survivor Rights and Protections
All survivors have the following rights and protections:
- Right to be believed and supported without judgement
- Right to confidentiality and control over personal information
- Right to culturally competent services and support
- Right to be free from retaliation, intimidation, or discrimination
Sexual Violence Formal Complaint Process
For Student Complaints Submitted to the College
Submission of Complaint
- Filing the form does not require an investigation
- The victim is in control of how much they share
- Privacy and emotional well-being are prioritized
- Confirmation of receipt is sent within 2 business days, unless anonymity or privacy concerns prevent a response
Initial Review (Within 2 Business Days)
- A designated officer (see section 5: Reporting and Complaints – Designated Officers) conducts an initial confidential intake review to:
- Ensure the report falls under the Sexual Violence Policy
- Assess for any immediate safety concerns
- The designated officer (who is a trauma/informed and trained member of staff) will contact the victim within 2 business days to offer:
- A choice of meeting in-person, virtually, or by phone
- Information on rights, supportive resources, and options
- The student is not required to recount the incident in detail at this stage
Supportive Measures Offered (Ongoing)
- Regardless of whether or not the student proceeds with a formal investigation, the college provides supportive measures, such as:
These measures are available without requiring the student to proceed with a formal complaint.
Decision to Proceed with Formal Investigation
- The student is given the option to:
- Request a formal investigation
- Decline investigation but remain eligible for support
- Delay the decisions while considering options
- If a formal complaint is filed:
- A written notice of investigation is issued to both the complainant and the respondent (accused individual), outlining:
- Allegations
- Rights of both parties
- Name(s) of investigator(s)
- Timeline and process expectations
Formal Investigation (Typically 30-60 days)
- An impartial investigator(s) conduct interview, reviews evidence, and collects relevant documents
- Investigators trained in trauma-informed interviewing will:
- Use open-ended, non/leading questions
- Allow breaks and flexibility during interviews
- Avoid judgmental or triggering language
- Both parties may have an advisor or support person present.
- Interviews can be conducted in person, remotely, or in writing.
Confidentiality is respected to the maximum extent possible, and retaliation is strictly prohibited.
During the entire process, the college will ensure that the victim is protected at all times and will be protected from face-to-face encounters during the complaint process / investigations.
Investigative Report & Review
- A draft report is shared with both parties for review and comment (typically 10 days for feedback)
- Both can submit corrections or context
- The final report includes these comments when appropriate
Outcome Notification
- Both parties receive a simultaneous written outcome notice
Survivors are Offered:
- Referrals for continued support
- Help accessing appeals, if desired
Appeals (Typically within 5-10 business days)
- Grounds for appeal may include:
- Bias or conflict of interest
- A trauma-informed advisor can help students understand and submit appeals.
Case Closuring and Ongoing Support
- Case closure does not end support access
- The college may provide optional wellness check-ins to the survivor over the following semester or year.
Support Services
OICC provides confidential support services for individuals affected by sexual violence, including:
- Academic accommodation and support
- The college will provide any academic accommodation and support to ensure the survivor.
- Advocacy & Community Support resources and centers
- Resources | REES: an interactive map where survivors can search for a Sexual Assault Centre closest to them
Note: Mental Health Support and Counselling (wellness checks) are available even after the case is resolved or closed to ensure ongoing care for survivors.
Confidentiality
OICC will make reasonable efforts to maintain the confidentiality of all individuals involved in a report of sexual violence. However, confidentiality may not be assured in situations where:
- Disclosure is necessary to investigate or address the incident
- There is a risk of harm to the individual or others
- Disclosure is required by law
Final Decision and Your Legal Rights
Decisions made under this policy are final. Individuals dissatisfied with the outcome may seek recourse through applicable legal avenues, including the Nova Scotia Human Rights Act.
Education and Prevention
OICC is committed to:
- Providing mandatory ongoing education and training on sexual violence prevention and response to all those in the complaint process. Some of these trainings include:
- Supporting Survivors of Sexual Violence – A Nova Scotia Resource
- Online Training Resources | Nova Scotia Human Rights Commission
- Training on the college Sexual Violence policy and procedures
- Promoting awareness of this policy and available support services
- Engaging the college community in creating a culture of respect and accountability
Policy Review
Annual reviews of this policy and the procedures within the policy will be conducted in consultation with:
- Staff and stakeholders involved in implementation
- Students
- Representatives from minority groups
