LINNAEA FARM
ECOLOGICAL GARDEN PROGRAMME
POLICIES & PROCEDURES

Admission Policy
Students wishing to be admitted to the Linnaea Farm Ecological Gardening Programme (LEGP) must be at least 17 years of age. No previous gardening experience is required. Students will be admitted based on space available. Of key consideration will be the prospective student's commitment to the philosophy of the program and their desire to attend, as demonstrated in the application. Of lesser importance will be the goal of keeping a gender & age balance within the group.

Procedure:
1. Students wishing to be admitted to the Linnaea Ecological Garden Programme are to carefully read the information in our web site to gain an understanding of the LEGP philosophy and format.

2. Any questions arising should be addressed to the Coordinator for clarification via telephone or email.

3. Students must be a minimum of 17 years of age to be admitted the Linnaea Ecological Garden Programme.

4. An application and references must be submitted. Forms are available at www.linnaeafarm.org . The application deadline is November 1 for the course beginning the following spring.

5. Applications are reviewed by a group of instructors and by the residents of Linnaea Farm, decisions are made, and notice is sent to each applicant stating whether they are accepted, wait listed, or not accepted.

6. The Coordinator will send a copy of all student policies to each student who is accepted before registration, so that each student may familiarize themselves with Linnaea policy before signing their student contract.

7. Upon acceptance, a non-refundable registration fee of $100.00 (Canadian funds) is due.

8. The first tuition payment and applicable program fees are due upon registration, which is the first day of the program. Subsequent tuition is to be paid at the beginning of each of the second and third quarters.

9. At registration the Coordinator confirms that each student meets our admission requirement by viewing government-issued proof of age and places the evidence in the student file. The admission requirement cannot be waived by either the school or the applicant.

10. The Coordinator will also ensure that each Student Contract is complete and signed, and provide each student with a copy of his/her signed contract.

11. Students are required to provide for their own medical coverage while attending the program.


Privacy Policy
Linnaea Ecological Garden Programme (LEGP) collects students’ personal information for the following reasons:

• To maintain student records as required by PCTIA.
• To keep students/graduates informed of activities of the school.

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

LEGP 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.

LEGP 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 Coordinator and Head Instructor.

3. When a student leaves the school either by withdrawal, dismissal or graduation a transcript is prepared. If the student has completed all courses within the program of study, a certificate is also prepared. The certificate is signed by the Coordinator and Head Instructor and copies of the both documents are placed in the student file.

4. Within 30 days of the student leaving school, copies of the Student Enrolment Contract, Transcript and Certificate 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 Coordinator 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.

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


Attendance Policy
Apart from excused absences, a student must be present for 90% of the scheduled program time as enumerated in the course outline and weekly schedule. Attendance is recorded in Production Garden, Permaculture, and Monday and Thursday classes. For the purposes of record keeping, there are 102 attendance days/year, so the maximum acceptable missed days is 10, or 20 half-day classes.

Excused absences include illness and a variety of personal and family crises to be negotiated between the student and coordinator. All other course requirements must still be met.

Tardiness: A student will be considered tardy if they arrive for a scheduled activity between 15 minutes and one hour late. Three tardies equals one absence. If a student is more than one hour late without notifying the instructor, they will be considered absent.

Insufficient attendance may be grounds for dismissal.

Procedure:
1. Every student will receive a copy of the Attendance Policy as part of their acceptance package.

2. An Attendance List indicating the name of each student will be provided to each instructor by the Coordinator before the program begins each year.

3. The instructor of each of the classes mentioned above must record student absence/tardiness on the Attendance List by the end of every class. The instructor will indicate whether or not the absence/tardiness has been excused.

4. To obtain an excused absence, a student must discuss the reason for their absence/tardiness with the instructor of the class any time before the class begins.

5. The Coordinator will tally attendance records for each student from all classes at the end of each quarter, and mark the total unexcused absences on each student’s quarterly evaluation form.

6. During quarterly evaluations, the Head Instructor will make each student aware of how many unexcused absences they have accumulated.

7. If a student is nearing the limit of allowable absences, the Head Instructor will remind the student of the Attendance Policy.

8. In the case of any student exceeding the number of allowable unexcused absences, the issue will be brought to an all-instructor meeting where all instructors and the Coordinator will come to consensus on the course of action to be followed, including the possibility of student dismissal and refusal to issue an LEGP certificate.

9. The Coordinator will provide notice in writing to the student that the meeting will take place and the student may submit a statement in writing regarding his/her case.

10. The Coordinator will inform the student in writing of the result of the meeting.


Dispute Resolution Policy
The Linnaea Ecological Gardening Programme provides an opportunity for students to resolve disputes of a serious nature in a fair and equitable manner.

The policy applies to all LEGP students who are currently enrolled or were enrolled 30 days prior to the submitting of their concern to the Coordinator.

Procedure for Student Disputes:
1. When a concern arises, the student should address the concern with the staff member most directly involved, using the Linnaea Farm Conflict Resolution Guidelines.

2. If the student is not satisfied with the outcome at this level, the student may contact a mediator from the list that is supplied by the Coordinator at the beginning of each year’s program. This mediator can simply act as an advisor or sounding board, or they can directly mediate between the parties.

3. In the event that a conflict cannot be resolved even with the help of a mediator, the Coordinator must be informed.

4. When necessary, the Coordinator will request written submissions from all parties, and will meet with the student within 5 school days of receiving the student’s written concern, or as soon as practicable.

5. Following the meeting with the student, the Coordinator will conduct whatever enquiries 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. The necessary enquiries and / or investigations shall be completed no later than 10 school days following the receipt of the student’s written concerns.

6. If the Coordinator cannot satisfactorily provide a resolution, or if the complaint involves the Coordinator, the issue is to be presented in writing to the LFS Board for resolution.

7. Either the Coordinator or the LFS Board of Directors will do one of the following within 10 days of receiving the student’s written concerns:

a. Determine that the student’s concerns are not substantiated; or
b. Determine that the student’s concerns are substantiated in whole or in part;
c. 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.

8. If it has been determined that the student’s concerns are substantiated in whole or in part the Coordinator or appropriate Board Member shall include a proposed resolution of the substantiated concern(s).

9. If the student is not satisfied with the determination, the student must state as much to the authority delivering the resolution within 48 hours of being informed of the determination.

10. If the matter was in the hands of the Coordinator, then the Coordinator will immediately refer the matter to the LFS Board of Directors. The LFS Board of Directors will review the matter and meet with the student within 5 school days.

11. The LFS Board of Directors shall either confirm or vary the determination of the Coordinator. At this point the School’s Dispute Resolution Process will be considered exhausted.


Dismissal Policy
Registered students of LEGP are expected to conduct themselves responsibly, with due consideration for the setting, the purposes of the Linnaea Farm Society (LFS), and for others on the Farm (e.g. garden program students, residents, staff, students, and visitors). Students must fulfill the course requirements and participate fully in program activities. If a student fails to live up to these expectations, Linnaea Farm Society reserves the right to take whatever action is appropriate, including dismissal from the Program.

Misconduct of particular concern includes but is not limited to:

1. acts affecting the safety of any individual,
2. damage to property,
3. theft,
4. disruption of routine farm activities, instruction, or programs of the Society,
5. insufficient attendance.

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.

Procedure:
1. All concerns relating to student misconduct shall be directed to the Coordinator. Concerns may be brought by staff, students or the public.

2. The Coordinator 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 Coordinator will meet with the student as soon as practicable.

3. Following the meeting with the student, the Coordinator will conduct whatever further enquiry 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 Coordinator will meet with the student and do one of the following:

a. Determine that the concern(s) were not substantiated;
b. Determine that the concern(s) were substantiated, in whole or in part, and either:

i. Give the student a warning setting out the consequences of further misconduct;
ii. Set a probationary period with appropriate conditions; or
iii. Recommend that the student be dismissed from the Institution.

6. The Coordinator 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 Coordinator 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 Linnaea Farm Society Board of Directors will meet with the student to dismiss him/her from study at the school. The Coordinatot 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 Coordinator 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 Coordinator will undertake the collection of the amount owing.


Tuition Refund Policy
The Linnaea Ecological Gardening Programme is committed to the fair and equitable refund of tuition and fees to all students enrolled in the program as per the policy outlined below.

This policy applies to both Canadian and International students.

Refunds in Cases of Withdrawal or Dismissal
I. Written Notice
1. To initiate a refund, written notice must be provided:
a) By a student to the institution when the student withdraws, or
b) By the institution to the student where the institution dismisses a student.

II. Refund Entitlement
Refund entitlement is calculated on the total fees due under the contract, less the applicable non-refundable application or registration fee. Where total fees have not yet been collected, the institution is not responsible for refunding more than has been collected to date and a student may be required to make up for monies due under the contract.

III. Refund policy for students:
1. Refunds before the course begins:
If written notice of withdrawal is received by LEGP any time after the Acceptance Letter is acknowledged received by the student and the registration fee is sent, and before the start of the program of study, LEGP may retain the $100 registration fee.

2. Refunds after the program of study starts.
a) If written notice of withdrawal is received by LEGP or a student is dismissed during the months of March or April, LEGP may retain 30% of the total fees due under the contract.
b) If written notice of withdrawal is received by LEGP, or a student is dismissed during the months of May or June, LEGP may retain 50% of the total fees due under the contract.
c) If a student withdraws or is dismissed after June 30, no refund will be given.

IV. Other Refund Policy Requirements
1. Where a student is deemed not to have met the institutional and/or program specific minimum requirements for admission, the institution must refund all fees paid under the contract, less the applicable non-refundable application or registration fee.

2. Where an institution provides technical equipment to a student, without cost to the student, and the student withdraws or is dismissed, the institution may charge the student for the equipment or use of the equipment on a cost recovery basis, unless the student returns the equipment unopened or as issued within fourteen (14) calendar days.

3. Refunds owing to students must be paid within thirty (30) calendar days of the institution receiving written notification of withdrawal and all required supporting documentation, or within thirty (30) calendar days of an institution's written notice of dismissal.


Program Completion Requirements
In order to successfully complete the Linnaea Ecological Gardening Programme and receive a certificate, the following requirements must be met.

1. Attendance
Please refer to the "Attendance Policy" above.

2. Student Presentation
Each student is responsible to make a presentation to the group on a topic of particular interest to them, relating to the course curriculum. The student is responsible to pick a topic, clear it with the instructor, conduct the necessary research and preparation, and arrange a time for the presentation with the instructor. The topic for the presentation and the format can vary widely, depending on the interests and strengths of the student.

3. Individual Garden Plot
Each student is responsible to design and manage their own small garden plot throughout the garden season. Though there is a great deal of freedom in what to grow in this space, it is expected that each person will grow some food crops.

Requirements are:
(a) a basic design of what you intend to grow, rough idea of space allocations and layout to discuss with the head instructor during March
(b) generally good routine maintenance of the beds throughout the season
(c) all beds appropriately "put to bed" before your final individual evaluation
(d) tidy and esthetic map and write up for the plot folder due on the Friday of the second last week of the program
(e) adequate supply of compost to be ready to use at the beginning of the following year
(f) each student is expected to meet with an instructor in their plot on a regular basis throughout the year to get feedback

4. Basic Gardening Skills
Each student must demonstrate an adequate familiarity with the basic gardening skills spelled out on the four quarterly evaluation forms.

Linnaea Farm Ecological Gardening Programme Policies & Procedures -- revised May 23, 2011