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Beta College / Academic Policies

Student IP Address Monitoring and Participation Policy

To ensure academic honesty, program integrity, and verification of active student participation through the tracking of IP addresses for online learning platforms.

1. Purpose & 2. Scope

Purpose: To ensure academic honesty, program integrity, and verification of active student participation, the college monitors the approximate locations from which students access online learning platforms. This monitoring is conducted through tracking of IP addresses, which indicate where the student’s device is connecting from.

Scope: This policy applies to all students enrolled in online, blended, or hybrid programs who access any college-managed learning platform (e.g., Microsoft Teams, Zoom, Betahive, LMS portals, or email systems). It also applies to staff responsible for verifying academic integrity, attendance, and student participation.

3. What We Monitor

Each time a student logs into a college learning system, the following data are automatically recorded:

  • The IP address of the device used
  • The date and time of login and logout
  • Activity data within the course platform

This information is used only to confirm that the student is the individual completing their coursework, that participation is regular and authentic, and that no third party is accessing or completing coursework on behalf of the student.

4. Travel Notification Requirement

If a student plans to travel or study temporarily from a different location (especially outside of Canada), they must:

  • Submit a Travel Notification Form prior to travel.
  • Participate in a video verification session within 5 minutes of request, showing valid photo identification.
  • Limit travel duration to a maximum of 28 consecutive days.
  • Failure to notify the college of travel in advance will result in immediate blocking of online access, which may cause inability to meet attendance requirements and withdrawal from the program.
Participation / Verification / Compliance

Policy Guidelines & Procedures

5. IP Address Usage - Shared IPs

If more than three (3) students consistently log in from the same IP address, all students using that IP will:

  • Receive a first warning after the initial detection.
  • Upon a second occurrence, the IP will be blocked, and all students associated with that IP will be withdrawn from the program.

Detection Outside Canada

If an IP address is detected outside Canada without prior notification:

  • The student will receive a warning and must immediately complete a Travel Notification Form.
  • If the reported location and the login IP address do not match, the student will be suspended pending verification.
  • Upon unsuccessful verification, the student will be withdrawn from the program.
  • If a third distinct foreign IP address appears after warning and suspension, the student will be blocked from all systems and withdrawn from the program.

6. Online Access and Course Activity

  • Access limitations: Students are strictly prohibited from sharing login credentials or permitting others to complete their coursework.
  • Use of VPNs: The use of Virtual Private Networks (VPNs) or IP-masking software to conceal login locations is prohibited. Detection of VPN usage during course access or evaluations will trigger an immediate investigation and may result in academic penalties.

7. Verification Procedures

  • Random Checks: The college reserves the right to conduct unannounced live video checks or require immediate identity verification via photo ID when a suspicious IP login occurs.
  • Failure to Verify: Failure to respond to a verification request within the designated timeframe (typically 5 to 15 minutes) is considered a breach of this policy and will be treated as an academic integrity violation.

8. Exemptions and Appeals

  • Students experiencing emergency travel situations must contact the Student Services department within 24 hours of travel to report their status.
  • Appeals regarding suspensions or withdrawals related to IP address discrepancies must be submitted in writing within 5 business days of the disciplinary action.

9. Student Acknowledgment

By signing this document, I confirm that:

  • I have read and understood the Student IP Address Monitoring and Participation Policy.
  • I agree to notify the college in advance of any travel or location change.
  • I understand that failure to comply may result in blocked access, suspension, or withdrawal.
  • I agree to participate in verification video sessions and produce valid photo ID upon request.

10. Travel Notification Form

Please complete the information below to notify the college of your travel plans.

Student Name ____________________________________________
Student ID _______________________________________________
Program _________________________________________________
Planned Travel Dates From _____________ To _____________
Destination (City, Country) _________________________________
Reason for Travel ________________________________________
Contact Email While Away _________________________________
Emergency Contact (Name/Phone) __________________________

Declaration:

I confirm that I will continue attending all classes as required and understand that I must participate in all verification requests. I acknowledge that if my login IP address does not match the location declared above, disciplinary action, including suspension or withdrawal, may apply.

Signature: ___________________________

Date: _______________________________

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