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College Policies and Procedures​​

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Face Identity Verification & Electronic Sign-Off Policy

1. Policy Information
  • Policy Title: Face Identity Verification & Electronic Sign-Off Policy
  • Institution: Beta College of Business and Technology
  • Policy ID: BCBT–IDV–ES–001
  • Effective Date: January 6, 2026
  • Next Review Date: Annually or as suggested by Senior Management
  • Approved By: Senior Management / Compliance Committee
2. Purpose of the Policy

The purpose of this policy is to:

  • Establish a secure, auditable, and legally defensible identity verification framework
  • Prevent identity fraud, impersonation, misrepresentation, and unauthorized access
  • Ensure that all electronic acknowledgements, declarations, and consents are legally valid
  • Meet regulatory, funding, audit, and academic integrity requirements, including OSAP and Ministry audits
  • Protect the College from legal, compliance, reputational, and financial risks
3. Scope

This policy applies to:

  • All applicants, students, and enrolled learners
  • All programs and delivery modes, including:
    • On-campus
    • Online synchronous
    • Online asynchronous / hybrid
  • All electronic transactions conducted through BETA Hive, including but not limited to:
    • Admissions
    • Enrollment confirmation
    • OSAP documentation
    • Attendance validation
    • Policy acknowledgements
    • Academic declarations
4. Definitions
  • Face Identity Verification (IDV):
    A technology-assisted process that verifies a person’s identity using live facial capture matched against government-issued photo identification.
  • Electronic Sign-Off (E-Sign):
    A legally binding electronic acknowledgment or consent captured through BETA Hive, linked to a verified user identity.
  • BETA Hive:
    The College’s secure ERP–LMS platform is used for academic, administrative, and compliance functions.
  • User:
    Any applicant or student accessing BETA Hive.
5. Mandatory Face Identity Verification
5.1 Requirement
All users must successfully complete Face Identity Verification before they can:
  • Submit or finalize an application
  • Sign enrollment or registration documents
  • Access academic content
  • Acknowledge College policies
  • Submit OSAP-related declarations
  • Participate in assessments requiring identity validation
Failure to complete identity verification may result in restricted access, enrollment delays, or administrative action.
5.2 Verification Process
The Face Identity Verification process includes:
  1. Live facial capture (real-time image or video)
  2. Government-issued photo ID submission
  3. Automated and/or manual comparison
  4. Fraud-prevention checks, including liveness detection
  5. Timestamped verification logs
The College reserves the right to request re-verification at any time for compliance, audit, or integrity purposes.
6. Electronic Sign-Off & Legal Validity
6.1 Binding Nature
All electronic acknowledgements, declarations, and signatures completed through BETA Hive:
  • Are legally binding
  • Carry the same legal force as handwritten signatures
  • Are admissible as evidence in audits, investigations, and legal proceedings
6.2 What Electronic Sign-Off Covers
Electronic sign-off applies to, but is not limited to:
  • Admission and enrollment confirmations
  • Tuition and fee acknowledgements
  • OSAP declarations and consent
  • Academic integrity declarations
  • Privacy and data protection consent
  • Attendance and participation confirmations
  • Policy acknowledgements
Each sign-off is linked to:
  • Verified identity
  • Date and time stamp
  • IP address
  • Device and session metadata
7. Data Collection & Protection
7.1 Data Collected
The College may collect:
  • Facial biometric data (for verification purposes only)
  • Government ID details
  • Electronic signature metadata
  • IP addresses and access logs
Device and browser identifiers
7.2 Data Usage Limitations
Collected data is used strictly for:
  • Identity verification
  • Legal compliance
  • Academic integrity
  • Audit and regulatory reporting
The College does not sell, trade, or use biometric data for commercial purposes.
7.3 Data Retention
Verification and sign-off records are retained in accordance with:
  • Ministry requirements
  • OSAP audit timelines
  • Applicable privacy and record-retention laws
Data is securely deleted once retention obligations are fulfilled.
8. Privacy & Consent
By accessing BETA Hive and completing Face Identity Verification, users explicitly consent to:
  • Collection and processing of identity data
  • Secure storage of verification records
  • Use of such records for compliance, audits, and legal defence
Refusal to provide consent will result in the inability to proceed with enrollment or academic participation.
9. Prohibited Conduct & Misrepresentation
The following actions constitute serious violations:
  • Using another person’s identity
  • Allowing third parties to complete verification or sign-offs
  • Submitting falsified or altered identification documents
  • Attempting to bypass or manipulate verification systems
Such actions may result in:
  • Enrollment termination
  • Academic penalties
  • OSAP reporting
  • Legal action, where applicable
10. System Integrity & Monitoring
The College continuously monitors BETA Hive for:
  • Suspicious login activity
  • Identity mismatches
  • Repeated verification failures
  • Irregular sign-off patterns
The College reserves the right to suspend access pending investigation.
11. Limitation of Liability
While the College implements industry-standard security measures, it shall not be held liable for:
  • User negligence (shared credentials, unsecured devices)
  • Misuse of verified accounts by unauthorized parties
  • External cyber incidents beyond reasonable control
Users are responsible for safeguarding their login credentials.
12. Policy Amendments
The College may update this policy at any time to reflect:
  • Regulatory changes
  • Technology upgrades
  • Audit or compliance requirements
Continued use of BETA Hive constitutes acceptance of the updated policy. For any help or questions with regard to BETA Hive, please email solutions@mybeta.ca

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