Empowering Student's Journey To Higher Education
Essential Guidelines For Our Student Recruiters & Agents
Every Heritage Community College recruiter and agent is required to adhere strictly to the guidelines outlined below. Failure to comply with these guidelines will result in the termination of collaboration with the individual recruiter, agent, or recruitment agency. These standards ensure ethical practices and a trustworthy experience for prospective students.
Accurate and Transparent Information Provision
- Deliver clear, complete, and up-to-date information to prospective students about:
- Admission requirements, including language proficiency standards and credential assessment processes.
- Details about the programs offered, including curriculum, potential learning outcomes, and pathways for further education or career opportunities.
- Tuition fees, refund policies, and any additional costs such as housing, insurance, or transportation.
- Availability and accessibility of student services, such as academic support, career counselling, and mental health resources.
- Whether specific programs are eligible for the Post-Graduation Work Permit Program or other immigration pathways.
Ethical Recruitment Practices
- Avoid making false, exaggerated, or misleading claims about:
- The institution’s reputation, program outcomes, or facilities.
- The likelihood of obtaining study permits, work permits, or permanent residency in Canada.
- Commit to fair, honest, and ethical practices when advising students on program choices and career prospects.
- Refrain from exploiting the vulnerability of prospective students for personal or financial gain.
Transparent Relationships with Students
- Establish clear, written contracts with students outlining:
- The scope of services provided by the agent.
- Costs associated with these services, including any fees for consulting or placement.
- Ensure students understand the terms of their contracts, including refund policies and their responsibilities as students.
Compliance with Legal and Regulatory Frameworks
- Abide by all applicable Canadian and international laws, including:
- Federal and provincial immigration laws.
- Consumer protection laws related to recruitment practices.
- Privacy legislation, such as the British Columbia Personal Information Protection Act (PIPA), ensures the confidentiality of student data.
- Avoid providing unauthorized immigration advice unless properly certified by the College of Immigration and Citizenship Consultants (CICC) or a Canadian law society.
Sub-Agent Management and Responsibility
- Only engage sub-agents who have been approved by the institution.
- Take full accountability for the conduct, performance, and representations made by any sub-agents under their supervision.
- Monitor sub-agents regularly to ensure compliance with institutional policies and ethical recruitment standards.
Regular Communication with Students
- Proactively update students on any changes in:
- Admission policies, tuition fees, and refund policies.
- Program requirements and study permit conditions.
- Institutional policies affecting their academic or personal well-being.
- Respond promptly to student inquiries or concerns during the recruitment process and post-enrollment.
Authenticity and Document Integrity
- Verify the authenticity of all documents submitted by students, including academic transcripts, financial statements, and language proficiency certifications.
- Refrain from altering, falsifying, or fabricating any documents to secure admissions or study permits.
Confidentiality and Privacy Protection
- Proactively update students on any changes in:
- Admission policies, tuition fees, and refund policies.
- Program requirements and study permit conditions.
- Institutional policies affecting their academic or personal well-being.
- Respond promptly to student inquiries or concerns during the recruitment process and post-enrollment.
Avoid Misleading or Non-Compliant Recruitment Practices
Do not:
- Enroll students in programs they are not qualified for or not interested in.
- Recruit students who do not intend to comply with study permit conditions.
- Use unauthorized or unapproved marketing materials that misrepresent the institution or its programs.
- Engage in dishonest practices, such as guaranteeing work permits or permanent residency.
Training and Updates
- Attend all required training sessions organized by the institution, including:
- Institutional policies on quality assurance, admissions, and academic programs.
- Updates on changes to immigration laws, tuition fees, refund policies, and other relevant matters.
- Ensure ongoing self-education to stay informed about Canadian education policies and industry best practices.
Performance Monitoring and Reporting
- Regularly report to the institution on recruitment activities, including:
- The number and demographics of students recruited.
- Feedback from students regarding their experience during the recruitment process.
- Participate in regular evaluations conducted by the institution to assess agent performance and compliance with contractual obligations.
Prohibited Practices
Agents must strictly avoid:
- Falsifying or manipulating documents, study permits, or financial records.
- Making unsubstantiated claims about program outcomes, such as guaranteed employment or immigration success.
- Engaging with sub-agents who have not been approved by the institution.
- Misrepresenting the institution or misleading students about costs, housing availability, or other key details.
Tailored Student Advising
Act in the best interest of students by:
- Matching them with programs aligned with their academic qualifications, career goals, and personal aspirations.
- Providing culturally sensitive guidance that respects the unique needs of diverse student populations.
Responsiveness and Accessibility
- Maintain open lines of communication with students, parents, and the institution.
- Respond promptly to all inquiries, providing accurate and thorough answers.
- Be available to assist students throughout the recruitment and
Promotion of Ethical Practices
- Act as an ambassador of the institution, upholding its reputation and values in all interactions with prospective students and their families.
- Commit to high standards of professionalism and transparency in all recruitment activities.