Policies

 


Confidentiality

During some programs, people may reveal very personal information that participants are asked to respect as confidential.  Accordingly, all participants are asked to commit themselves not to disclose any information about this group that could be used to identify any individual to anyone outside of the group without that person’s specific prior permission. Participants are always free to discuss their own experiences so long as they do not identify any other person.

Photos and Recordings

In order to regard each individual's privacy and confidentiality, participants must ask permission of the leader(s) and all participants before taking photographs and/or making video or audio recordings during a program, presentation or any other event at The Haven. Recordings and photos must not be shared without prior permission of the program leader(s) and any other person who is included in them.

Privacy

This privacy policy (PDF) reflects our best efforts to respect our relationship with you, while ensuring we can communicate broadly, personally and accurately in the most cost-effective way possible. It explains how we collect, use and safeguard your personal information. 

Inclusion

We offer an inclusive environment and welcome people of diverse backgrounds and perspectives.

We welcome people from all genders, races, ethnicities, national origins, social classes, religions, political affiliations or beliefs, sexual orientations, gender identities and expressions. We do not promote a particular religious affiliation, dogma or doctrine as part of our mission, or in exchange for our programs and services. Haven Foundation is non-governmental, non-academic, non-commercial and without political affiliation.

The Haven is proud to welcome participants from the LGBTT*Q community. On occasion, we offer programs that are intended for audiences of a specific gender identity or gender expression. For these and all of our programs, we encourage participants to make choices that match their self identity.

Refunds

If a program is cancelled by The Haven, a full refund will be given.

If a participant cancels prior to the beginning of a program, the participant (or student) has two choices: a. Transfer the deposit or amount paid to another program for themselves or someone else. b. Receive a $150 refund voucher, which will expire three years from the date that it was issued. This voucher can be used by the participant or given to someone else. Any payment in excess of $150 per registration will be refunded to the participant using the same method s/he used to make the payment.

If a participant withdraws or is asked to leave after the program has begun:

  • If 10% or less of the program has been completed: a refund of 70% of the Tuition Fee including taxes. Refund vouchers are not issued after a program has begun.
  • If between 10% and 30% or less of the program has been completed: a refund of 50% of the Tuition Fee, including taxes. Refund vouchers are not issued after a program has begun.
  • After 30% of the program has been completed: No refund.

The percentage of the program completed is calculated as follows: number of sessions completed divided by total number of sessions x 100.

If the Tuition Fee has been paid by personal cheque, a refund is not processed until confirmation is received that the payment cheque has cleared the bank.

Cancellation of meals by a participant will be accepted up to the time of program check-in. After such time, no refunds will be given or credit assigned for meal bookings cancelled by the individual.

Procedure for a participant to request a refund:

  • The participant informs the registrar that s/he wishes to cancel.
  • The registrar completes the refund voucher with the name of the participant, their account ID and expiry date of the voucher.
  • The voucher is emailed to the participant with instructions on how it can be used.
  • To redeem the voucher, it must be emailed or presented in person. To ensure that a voucher is not used more than once, the registrars keep a copy of each voucher and track usage.

Participant age

Adult programs - a participant must be 19 or older to register for an adult program at The Haven. Exceptions may be considered on a case by case basis for 17 and 18 year olds. A 17 or 18 year old participant in an adult program must have a guardian at The Haven during the program.

Youth programs - a participant must be between 14 and 19 to register for Teens Alive I and II, and between 16 and 19 to register for Teens Alive III. The minimum age to register a child for Kids in the Spotlight is 5. Exceptions may be considered on a case by case basis by the leaders of the youth programs.

Children

Young people are welcome at The Haven and must be accompanied by an adult (a person aged 19 years or older) at all times.

  • Guest rooms and common areas - children aged 12 and under must be accompanied by an adult.
  • Swimming pool and hot tub – children aged 12 and under must be accompanied by an adult.
  • Gym – children aged 15 and under must be accompanied by an adult.

Pets

The Haven has designated a few of our guest rooms as 'pet rooms', available for guests with small pets. There will be a service charge of $25 per day to cover additional cleaning costs during/after your stay. Prices are subject to change. To ensure that your pets do not disrupt the stay of our other guests, please observe the following rules:

  • One pet per room.
  • Pets are not to be left alone in your guest room unless housed in an appropriate travel kennel. If you don’t have a kennel please contact reception. We may be able to provide a travel kennel for the duration of your stay.
  • Pets must be kept on an appropriate leash at all times while outside the room.
  • Please pick up after your pet. A receptacle for pet waste is located outside your room.
  • Pets are to be kept quiet to ensure other guests are not disturbed.
  • Pets are not allowed on any furniture, including beds.
  • Dirty and wet pets should be kept out of the room until they are clean and dry. Rags are available through Reception for use in drying and cleaning your pet.

After you have checked out of your room our Housekeeping manager will inspect your room. If any unusual cleaning is necessary to return the room to standard guest use a $45 cleaning fee will be charged.

Guests with pets on property who do not comply with the pet policy may be asked to leave.

Kitchenettes

A few of our guest rooms have kitchenettes. Food preparation or service is not allowed in other guest rooms, meeting rooms or common spaces. The intent of these kitchenettes is to provide an alternative for our guests with special dietary needs that we may not be able to accommodate in our Lodge dining room. The kitchenette must be left as found upon arrival. A $45 cleaning fee will be charged if additional housekeeping is required to clean and store dishes and utensils, or to otherwise return the kitchenette to its original clean and tidy configuration.

Damages

Please respect our property, furnishings and fixtures so that many more guests may be able to enjoy them. Any damage beyond the wear and tear of normal use, as determined at the sole discretion of The Haven, will result in an additional guest fee of $250.

Quiet hours

We ask all guests to respect quiet hours between 11:00 PM and 8:00 AM. Televisions, music, radios and other noise-generating devices should be turned off or played at a very low volume during these hours. We appreciate your consideration for others and cooperation with this policy.

Smoking

BC legislation requires that there be no smoking within 3 metres (10 feet) of any window or door. Please smoke only in the designated areas. Smoking is not allowed in any guest rooms, meeting rooms, common areas, or on any outdoor deck at The Haven. Smoking in any room or outdoor deck will result in a $250 fine. Sand receptacles are provided around the property. Please use them, especially in summer when dry grasses present a fire hazard. E-cigarettes are subject to the same restrictions as regular cigarettes at The Haven.

Lost and found

If you have lost an item and suspect that you left it at The Haven, please complete a lost item report (online form). If the lost item is found, we will contact you by email or phone. Found items are held for 30 days. When the holding period expires, the found items are donated to charity or otherwise disposed of. If you wish a found item to be returned to you, a $10 handling charge will be added to the cost of shipping.


Training program policies

Attendance

Students are required to attend a minimum of 90% of the sessions offered in a course in order to successfully complete a course and receive a “pass” grade for that course.

Should a student be absent for more than 10% of the sessions, he/she will receive an “incomplete” grade and credit will not be granted. Exceptions may be made in cases where the Director of Intern Training, in consultation with the course leader(s), believes the student has met the learning objectives of the course. In this case the Director of Intern Training will assign a ‘pass’ grade. Such exceptions are rare and made only under unusual circumstances.

If, in the judgment of the course leader(s) the student has missed enough of the course that they are unable to keep up with the class, they will be asked to withdraw at that point, and will receive an “incomplete” grade. If the student is required to leave the course before completion of 90% of the sessions due to breach of the terms of the policy on discipline (see “Student Disciplinary and Dismissal Policy”) they will receive either an “incomplete” or an “unsatisfactory” grade.

If the student receives an “incomplete” or “unsatisfactory” grade for a required course that makes up part of his/her current Program of Study, he/she will need to repeat the course and receive a “pass” grade in order to complete the Program.

Minimum educational qualifications for instructors

Instructors of core or required courses must have an M.A., M.S.W., M.Sc., or equivalent in a relevant field, and/or a Diploma from The Haven Institute for Professional Training. The Diploma requires a minimum of 1800 hours of supervised group experience, including group leadership, senior internship and counselling skills programs, in addition to demonstration of a sound knowledge of interpersonal skills, judgment and skill in energetic experiential forms, along with a responsible ethical attitude and a demonstrable efficacy and sensitivity in working with others. Instructors of non-required or non-core courses must have skill in their area of instruction, along with a responsible, ethical attitude and a demonstrable efficacy and sensitivity in working with others.

Student safety

The Haven is committed to providing a healthy and safe learning environment for all students.

Procedure for fire safety

  • The Haven ensures that adequate fire suppression equipment is available as needed throughout the campus and that all fire suppression equipment is inspected by a qualified inspector at least annually.
  • The Haven ensures that all employees receive training in the operation of the fire suppression equipment and in the fire evacuation procedures.
  • The Haven is responsible for preparing and posting emergency exit instructions in each session room with the exit from that room specifically noted in a coloured highlight.
  • In the event of a fire emergency, the receptionist will dial 911 and advise the fire department of the location of The Haven. They will provide details of the type of fire (if known) and the location of the fire within the property.
  • The fire alarm will alert all faculty and students to evacuate the area.
  • Faculty and students will evacuate to the assembly point (large grass field adjacent to the parking lot). At the assembly point the Fire Coordinator will check the students present against the list of students in attendance that day.
  • The Fire Coordinator will act as a liaison between fire officials and students during the emergency.
  • No student will re-enter the buildings until the fire officials have authorized re-entry.

Procedure for earthquake safety

  • The Haven ensures that adequate precautions are taken throughout the property to ensure that injury due to falling or unstable items during an earthquake is limited.
  • The Haven ensures that all employees receive training in the earthquake evacuation procedures.
  • The Haven is responsible for preparing and posting emergency instructions and exit route maps in each classroom at the campus with the exit from that room specifically noted in a coloured highlight.
  • In the event of an earthquake emergency, all students will take cover and remain under cover until the shaking stops.
  • Instructors will escort their students to the assembly point (large grass field adjacent to the parking lot) At the assembly point the Emergency Coordinator will check the students present against the list of students in attendance that day. The Emergency Coordinator will act as a liaison between rescue officials and students during the emergency.
  • No student will re-enter the buildings until the rescue officials have authorized re-entry.

Dismissal

In this policy ‘student’ refers to both program participants and interns. This policy covers when The Haven decides to dismiss a student from a program. A student is free to choose to leave a Haven program at any time.

The management of The Haven (the Executive Director or designate) reserves the right to dismiss a student at any time before, during or after a program on the following grounds:

  • If a student becomes dangerous or harmful to him/herself, to others, or to property.
  • If a student’s behavior is disruptive or inappropriate.
  • If the student is not able, for whatever reason, to be present for learning.
  • If the student breaks the law.
  • If the student refuses to cooperate with program leaders or The Haven management.
  • If the student/participant does not pay in full according to The Haven terms and conditions for a program or services provided.

This covers the time period from when a student arrives on Gabriola to attend a Haven program, and is not restricted to The Haven property during that time.

The Haven management works together with program leaders to decide the appropriate course of action. Either management or program leader(s) can initiate the dismissal process and then consult to determine the ultimate course of action.

Depending on the seriousness of the circumstances, the student may be:

  • Given an opportunity to continue in the program with their assurance that the inappropriate actions will cease.
  • Dismissed from their program and immediately required to leave the property.

Interns may be suspended from their training program. In the case of suspension, the Director of Intern Training will outline for the intern the necessary terms and conditions for reinstatement.

If the student is dissatisfied with the decision of Management, s/he may appeal to the Haven Foundation Board within 14 days of receiving notice of the decision. The board’s finding in regard to the appeal shall be rendered within 30 days by the board chair. Their decision is binding and the final stage in this process.

Where there is an allegation that an intern has breached the Code of Ethical Conduct (PDF), reference the paragraph within the Code of Ethical Conduct titled Ethical Conduct Complaints - Policy and Procedure.