Ajna Yoga Policies

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General

Information published on this web site is provided for the use of its visitors and you are advised that, although care has been taken to ensure technical and factual accuracy, some errors may occur. No guarantee is given of the accuracy or completeness of information on these pages. Please be aware that Ajna Yoga may alter the information on its web site from time to time. Ajna Yoga shall have no liability arising from the use by any party of the information on this web site. Ajna Yoga does not warrant the information on this web site in any way and in particular no warranty is given that the web site or its contents or hypertext links are virus free or uncontaminated. You are advised to make your own virus checks and to implement your own precautions in this respect. Ajna Yoga exclude all liability for contamination or damage caused by any virus or electronic transmission.
Ajna Yoga is committed to providing a healthy and safe working and learning environment for all employees and students. The policy applies to all Ajna Yoga employees and students (all employees are responsible for administering this policy).

Procedure for Fire Safety:

  1. Ajna Yoga ensures that adequate fire suppression equipment is available as needed in the studio.  A qualified inspector inspects all fire suppression equipment at least annually.
  2. Ajna ensures that all employees receive training in the operation of the fire suppression equipment and in the school fire evacuation procedures.
  3. The designated safety officer at Ajna are responsible for preparing emergency exit instructions and route maps.
  4. In the event of a fire emergency, the Office Administrator at Ajna will dial 911 and advise the fire department of the location of the school.  They will provide details of the type of fire (if known) and the location of the fire within the grounds.
  5. Ajna staff will advise the students and staff to evacuate the building.
  6. Instructors will take the students out to the main parking lot-meeting point, ensuring the he or she has a class list with them. At the main parking lot meeting place the instructor will check off the students present against the list of students in attendance that day and will immediately advise the Front desk if anyone is missing.
  7. The On-Site Administrator at Ajna between fire officials and students/employees during the emergency.  If necessary, the On-Site Administrator will authorize school closure.
  8. No student or employee will re-enter the campus until the fire officials have authorized re-entry.

Procedure for Earthquake Safety:

  1. The On-Site Administrator ensures that adequate precautions are taken throughout the campus to ensure that injury due to falling or unstable items during an earthquake is limited.  This may include securing file cabinets to walls and providing lipped shelving for books or binders that are located at or above head-level.
  2. The On-Site Administrator ensures that all employees receive training in the school earthquake evacuation procedures.
  3. Ajna Yoga is responsible for preparing and posting emergency instructions and exit route maps in each classroom at the Inn with the exit from that room specifically noted in a coloured highlight.
  4. In the event of an earthquake emergency, all staff and students will take cover and remain under cover until the shaking stops.
  5. When it is deemed safe to do so, the On-Site Administrator will advise all employees to evacuate the studio. 
  6. Instructors will escort their students to the main parking lot, ensuring that he or she takes the class list with them.  At the main parking lot the Instructor will check the students present against the list of students in attendance that day and will immediately advise the On-Site Administrator if anyone is missing.
  7. The On-Site Administrator will act as a liaison between rescue officials and students/employees during the emergency.  If necessary, the On-Site Administrator will authorize school closure.
  8. No student or employee will re-enter the campus until the rescue officials have authorized re-entry.

Class Policies

  • Payment for all classes must be received 14 days prior to the scheduled class date to ensure your seat.
  • Cancellations within 14 days will not be refunded.
  • Cancellations prior to 14 days will receive a credit towards a future class based on availability and similar cost.
  • All transactions are made in Canadian dollars.
  • Your personally identifiable information is kept secure. Only authorized employees, agents, and contractors (who have agreed to keep information secure and confidential) have access to this information.
  • All emails and newsletters from our sites allow you to opt out of further mailings.
  • Ajna Yoga will never sell trade, rent, exchange, or otherwise share your personal information with any other person, company, or organization.

Teacher Training College Policies

Ajna Yoga is committed to enrolling students who meet all of our program admission criteria and who are likely to succeed in meeting their education and career goals.

Procedure:

  1. The institution’s receptionist refers all inquiries to the admission representative.
  2. The admission representative meets with the prospective student to discuss the program of interest.  If the student is undecided about a program of study, the admission representative gives the prospective student information about a number of programs so that the student can make a decision.
  3. Once the student has decided on a program of study, the admission representative reviews the admission criteria for the program with the student to ensure that he/she meets all of the criteria.
  4. The admission representative obtains evidence (e.g. transcript, proof of age, etc.) from the student that he/she meets all of the program’s admission criteria and places the evidence in the student file. The admission criteria can not be waived by either the school or the applicant.
  5. After receiving evidence that the prospective student meets all of the admission criteria, the admission representative prepares a Student Enrollment Contract and meets with the prospective student to review the policies that will affect the student during his/her completion of the program of study and to review the contract.  If, after understanding their rights and responsibilities, the prospective student wishes to sign the contract, the admission representative arranges for the prospective student to meet with the Senior Education Administrator.
  6. The Senior Education Administrator meets with the prospective student to discuss his/her educational goals and commitment to completing the program of study.  Financial arrangements for payment of tuition and other fees is also discussed.
  7. If the Senior Education Administrator and the prospective student agree on a financial arrangement, they sign the contract and the school owner delivers a copy of the signed contract, along with a copy of all student policies to the student.
Ajna Yoga collects students’ personal information for the following reasons:

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

Students’ personal information is not used for any other purpose.

For all full career training programs:

Ajna Yoga retains the full student file for a period of seven (7) years following the student’s withdrawal, dismissal or graduation.  After seven years, the full student record is destroyed using a secure destruction method.

Ajna Yoga uploads a copy of the students’ contract, transcripts and credential (if any) to an approved third-party vendor.  These records are retained for a period of fifty-five (55) years by the third-party vendor.

Procedure for maintaining student files:

  1. Student personal information is collected throughout the student’s attendance at the institution.  All required information regarding the student is placed in the student file.
  2. Student files containing personal information are safely stored in locking file cabinets and access to the student files is limited to the appropriate administrative staff, the Senior Education Administrator, and the School Owner.
  3. When a student leaves the school either by withdrawal, dismissal or graduation a transcript is prepared showing the marks achieved in the courses completed.  If the student has completed all courses within the program of study, a program credential is also prepared.  These documents are signed by the School Owner and copies of the signed documents are placed in the student file.
  4. Within 30 days of the student leaving school, copies of the Enrolment Contract, Transcript and Diploma for full career training programs are sent to the third-party vendor for long term storage.
  5. After documents are sent for long term storage, the full student file is placed in “inactive” student storage for one year.
  6. At the end of one year, the student file is placed in “closed” storage for a further six years.
  7. At the end of the seven year period, the full student file may be destroyed using a secure destruction method.

Procedure for student access to the information on file:

  1. Students wishing to access the information in the student file must make the request in writing.
  2. The Senior Educational Administrator will meet with the student to review the file and will provide copies of any document the student requests.
  3. The student will pay $0.25 per page for the documents copied for him/her.

Procedure for authorizing release of information:

  1. If a student wishes to authorize a third party to access information in his/her student file, he/she must do so in writing.
  2. The school will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.
Regular attendance is required by students in order to acquire all of the knowledge and skills necessary to complete the Ajna Yoga Teacher Training program successfully.

Students must:

  • Attend 100% of the program in order to graduate from the program unless due to illness.
  • Students are expected to be at school and ready to start on time.
1) If the institution receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:

 

(a) the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;

(b) the student, or the student’s parent or legal guardian, signs the student enrolment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrolment contract and the contract start date; or

(c) the student does not attend a work experience component and the institution does not provide all of the hours of instruction of the work experience component within 30 days of the contract end date.

 

2) The institution will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when applying for admission.

 

3) If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 50% of the tuition paid under the student enrolment contract unless the program is provided solely through distance education.

 

4) Unless the program is provided solely through distance education, if the institution receives a notice of withdrawal from a student:

 

(a) more than seven days after the effective contract date and

(i) at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrolment contract, to a maximum of $1,000.

(ii) less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrolment contract, to a maximum of $1,300.

(b) after the contract start date

(i)but before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

(ii) and after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

 

5) Unless the program is provided solely through distance education, if the institution provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:

 

(a) before 11% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrolment contract.

(b) after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrolment contract.

 

6) If the institution provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:

(a) the student has completed and received an evaluation of his or her performance for at least 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or

(b) the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.

 

7) The institution will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.

 

8) Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:

 

(a) of the date the institution receives a student’s notice of withdrawal,

(b) of the date the institution provides a notice of dismissal to the student,

(c) of the date that the registrar provides notice to the institution that the institution is not complying with section 1(c) or 2 of this policy, or

(d) after the first 30% of the hours of instruction if section 3 of this policy applies.

 

9) If an international student delivers a copy of a refusal of a study permit to the institution, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:

 

(a) the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit, or

(b) the program is provided solely through distance education.

Ajna Yoga provides opportunity for Instructors to develop professionally both as teachers and in their areas of specialty.

The policy applies to all Ajna Yoga instructors who are currently employed regardless of employment type and includes salaried, contract, full-time and part-time instructors.

Procedure for accessing professional development:

  1. Either the instructor or the institution may identify an area for development.  This may be done during a performance review or at any other time.
  2. The institution or instructor may identify an opportunity for development.  The opportunity for development may include (but is not limited to) continuing education provided by our institution.
  3. If the institution has identified the development opportunity, the Senior Educational Administrator discusses the opportunity with the Instructor.  If the Instructor identifies the opportunity, he or she discusses the opportunity with the Senior Educational Administrator.
  4. The Instructor takes steps to enroll or register for the opportunity and pays any fee related to enrolment or registration, retaining a receipt for the amount paid.
  5. The Instructor undertakes the study associated with the development opportunity and, upon successful completion of the development opportunity, provides evidence of successful completion to the Senior Educational Administrator along with a copy of the receipt for any payment made with respect to the development opportunity.
  6. The Senior Educational Administrator prepares and submits a request for a cheque payable to the Instructor for one-half of the total payments made with respect to the development opportunity and places the evidence of successful completion on the instructor’s employee file.
  7. The Instructor prepares a summary of his or her learning and presents it to other instructors at the next staff meeting.
  8. Any text book or other learning materials received during the course of completing the development opportunity become the property of the institution and may become a part of the institution’s student resources.
  9. In the event that the instructor does not successfully complete the development opportunity, he or she is not entitled to reimbursement of any portion of the payments made with respect to the learning opportunity.
Ajna Yoga provides an opportunity for students to resolve disputes of a serious nature and grades appeals in a fair and equitable manner.

The policy applies to all Ajna Yoga students who are currently enrolled or were enrolled 30 days prior to the submitting there concern to the Senior Educational Administrator.

Only grades received on mid-term or final assessments may be appealed.  Grades received for assignments or weekly quizzes may not be appealed.

Procedure for Student Disputes:

  1. When a concern arises, the student should address the concern with the staff member most directly involved.  If the student is not satisfied with the outcome at this level, the student should put his/her concern in writing and deliver it to the Senior Educational Administrator. If the Senior Educational Administrator is absent or is named in a complaint, the student must provide the complaint to the Administrative Assistant.
  2. The Senior Educational Administrator will arrange to meet with the student to discuss the concern and desired resolution within 10 school days of receiving the student’s written concern, or as soon as practicable. The student making the complaint may be represented by an agent or a lawyer.

Following the meeting with the student, the Senior Educational Administrator will conduct whatever inquiries and/or investigations are necessary and appropriate to determine whether the student’s concerns are substantiated in whole or in part. Those inquiries may involve further discussion(s) with the student either individually or with appropriate (institution’s) personnel.   

  1. The necessary inquiries and / or investigations shall be completed no later than 10 school days following the receipt of the student’s written concerns.  The Senior Educational Administrator will do one of the following within 10 days of receiving the student’s written concerns:
  2. Determine that the student’s concerns are not substantiated; or
  3. Determine that the student’s concerns are substantiated in whole or in part;
  4. Determine that the student’s concerns are frivolous and vexatious.

The student and the institution’s personnel involved shall receive a written summary of the above determination. A copy of all documentation relating to every student’s complaint should be signed by all parties. A copy shall be given to the student, a copy will be placed in the school’s Student Conduct File, and the original will be placed in the student file. Written reasons for the determination will be provided to the student.

  1. If it has been determined that the Student’s concerns are substantiated in whole or in part the Senior Educational Administrator shall include a proposed resolution of the substantiated concern(s).
  2. If the student is not satisfied with the determination of the Senior Educational Administrator, the student must advise the Senior Educational Administrator within 48 hours of being informed of the determination. The Senior Educational Administrator will immediately refer the matter to the Owner of the Institution. The Owner of the institution will review the matter and meet with the student within 5 school days.
  3. The Owner of the institution shall either confirm or vary the determination of the Senior Educational Administrator.  At this point the School’s Dispute Resolution Process will be considered exhausted.
  4. If the issue is of a serious nature the Owner of the School may, in his/her sole discretion and cost, engage the services of a third party mediator to assist in the resolution of the dispute.
  5.  If the student is or was enrolled in an approved program, is dissatisfied with the determination, and has been misled by the institution regarding any significant aspect of that program, he or she may file a complaint with the Private Training Institutions Branch (http://www.privatetraininginstitutions.gov.bc.ca).
  6. The entire dispute resolution process will be complete within in a 45- day time frame, including any appeals or meditation process.

Procedure for Grade Appeal:

  1. If a student is dissatisfied with the grade received for a mid-term or final course assessment and can provide evidence that a higher grade is warranted he/she should discuss with his/her instructor.  The instructor will reconsider the grade and, if warranted, assign a different grade.
  2. If the student is not satisfied with the outcome of his/her appeal to the instructor, he/she should submit a written appeal to the Senior Educational Administrator.
  3. The Senior Educational Administrator will obtain a copy of the mid-term or final assessment from the instructor and will have the assessment re-marked by another instructor.
  • If the assessment achieves a higher grade on re-mark, the higher grade will be assigned to the student.  If the assessment achieves a lower grade on re-mark, the original grade will be retained.
  • If a grade appeal is reviewed by the Senior Educational Administrator, the grade assigned following the re-mark and review will be final and cannot be appealed further.
Ajna expects students to meet and adhere to a code of conduct while completing a program of study. The list below outlines the code of conduct that all students are expected to follow. This list is not exhaustive and students should request clarification from the Senior Educational Administrator if they have any questions.

“Student” is defined as including prospective students as well as those currently registered or enrolled in any (institution) programs or activity.

The Code of Conduct Students are expected to follow include:

  • Attend school in accordance with the Attendance Policy.
  • Treat all students and staff with respect.
  • Refrain from any disruptive or offensive classroom behavior.
  • Dress according to the school’s dress code as outlined in the Student Handbook.
  • Refrain from cheating or plagiarism in completing class assignments.
  • Treat school property with respect.
  • Refrain from bringing weapons of any kind (i.e. knives, guns) to school.
  • Complete all assignments and examinations on the scheduled completion dates.
  • Refrain from bringing any alcohol or any prohibited mood altering substances to the Institution.
  • Refrain from making inappropriate remarks concerning another student or staff’s ethnicity, race, religion or sexual orientation.
  • Any other conduct which is determined to be detrimental or damaging to the other students, staff members or the Institution.

Any of the following, if substantiated, will result in immediate dismissal without a warning letter or probationary period:

  • Sexual assault.
  • Physical assault or other violent acts committed on or off campus against any student.
  • Verbal abuse or threats.
  • Vandalism of school property.
  • Theft.

Students who do not meet the expected code of conduct will be subject to the procedures outlined below which may include immediate dismissal from the institution depending on the severity of the misconduct.

Concerns related to a student’s conduct shall be referred to the Senior Educational Administrator to process in accordance with this Policy.

Procedure:

  1. All concerns relating to student misconduct shall be directed to the Senior Educational Administrator. Concerns may be brought by staff, students or the public.
  2. The Senior Educational Administrator will arrange to meet with the student to discuss the concern(s) within 5 school days of receiving the complaint.  If the alleged conduct is of such a serious nature that an immediate dismissal may be warranted the Senior Educational Administrator will meet with the student as soon as practicable.
  3. Following the meeting with the student, the Senior Educational Administrator will conduct whatever further inquiry or investigation is necessary to determine whether the concerns are substantiated.
  4. Any necessary inquiries or investigations shall be completed within 5 school days of the initial meeting with the student.
  5. The Senior Educational Administrator will meet with the student and do one of the following:
    1. Determine that the concern(s) were not substantiated;
    2. Determine that the concern(s) were substantiated, in whole or in part, and either:
      1. Give the student a warning setting out the consequences of further misconduct;
      2. Set a probationary period with appropriate conditions; or
      3. Recommend that the student be dismissed from the Institution.
  6. The Senior Educational Administrator will prepare a written summary of the determination.  A copy shall be given to the student, a copy will be placed in the school’s Student Conduct File, and the original will be placed in the student file.
  7. If the student is issued a warning or placed on probation, the Senior Education Administrator and the student both sign the written warning or probationary conditions and the student is given a copy.  The original document is placed in the student’s file.
  8. If the recommendation is to dismiss the student, the Owner of the school will meet with the student to dismiss him/her from study at the school.  The Owner of the school will deliver to the student a letter of dismissal and a calculation of refund due or tuition owing, depending on the status of the student’s financial account with the school.
  9. If a refund is due to the student, the head of school will ensure that a cheque is forwarded to the student within 30 days of the dismissal.
  10. If the student owes tuition or other fees to the school, the head of the school will undertake the collection of the amount owing.