CHA Learning Policies

Last Updated: May 2022 

Please note CHA Learning reserves the right to modify, cancel, or make additions to these policies and procedures at any time. 

  • A. CHA LEARNING CONTACTS

    The entire CHA Learning team is dedicated to providing kind, responsive and high-quality service to students. The information in this section outlines the responsibilities of CHA Learning staff and will assist students in determining who to contact when assistance is required.

    The CHA Learning office is open from Monday to Friday between the hours of 8am and 5pm Eastern Time. Students may contact CHA Learning by email and phone.

    CHA Learning faculty may be contacted by email, discussion forums or virtual classroom sessions. Telephone contact with faculty is by special request only and is arranged on an individual basis.

    Our offices close for statutory holidays as well as an extended closure between Christmas and New Year’s.

    A:1 CHA LEARNING TEAM

    VICE PRESIDENT, LEARNING AND DEVELOPMENT

    The Vice President, Learning & Development provides oversight and leadership for the division and is ultimately responsible for the development, design, and delivery of all CHA Learning programs, as well as the people who deliver and support the programs. The Vice President directs the policies and procedures of CHA Learning and has sole discretion for exceptions to them. The Vice President is the final arbiter for all decisions made with respect to students, faculty, and the programs themselves. Generally, students should bring concerns to their Program Coordinator or Program Director, who will bring forward necessary concerns to the Vice President, as required. Students who are not satisfied with the decision of a Program Director have the right to appeal such decisions by requesting, in writing, that they be taken to the Vice President. (see C:2 Appeals)

    PROGRAM DIRECTOR OR CHAIR

    The Program Director, or designate, oversees course content and leads the faculty for programs. All program-related decisions are made by the Program Director, including matters related to program structure, subject matter, evaluation, admissions, student status and concerns about faculty. The Program Coordinator may escalate any matter to the Program Director, as required. Students who are not satisfied with the decision or support provided by faculty or Program Coordinators may seek additional support or an appeal from the Program Director, as required.

    PROGRAM COORDINATORS

    The Program Coordinators are responsible for all CHA Learning program communications with current and prospective students. All administrative questions related to the student’s program should be directed to their respective Program Coordinator. This includes, but is not limited to, any questions about applications, tuition and fees, registrations, program changes, policies, deadlines, grades, exam procedures, certificates, tax forms and special requests or appeals. The Program Coordinator is generally the first person that current or prospective students should contact to discuss questions and concerns about CHA Learning Programs, or for assistance with CHA Learning online systems (e.g., CHA Learning website, learning management system, student portal).

    FACULTY

    Faculty members are experienced professionals in their specialized health care field and are responsible for supporting student learning.

    Depending on the program, faculty play differing support roles and may be assigned to support specific courses or sets of students. This information, including faculty contact information, will be provided to the student by CHA Learning for each program.

    Questions about course content, assessments and grading are typically directed to faculty members. Overall program questions and concerns should be directed to the CHA Learning program coordinator.

    A:2 RESPONSE TIME

    CHA Learning strives to provide a high quality of service to students. CHA Learning staff and faculty support a large number of students in various programs, and therefore must prioritize and manage responses to student inquiries. Students should generally expect a response to questions and concerns within 2 business days. When a justifiably urgent matter arises that requires immediate attention, students should phone the CHA Learning office directly and speak to their Program Coordinator or Program Director.

    The turnaround time for marking and feedback on assignments varies by program.

    Turnaround time for program applications, where applicable, is identified on program pages.

  • B. GENERAL ACADEMIC POLICIES

    B:1 DEADLINES for the Health Information Management Program

    The Health Information Management Program core curriculum runs three terms per year. Students must enrol in terms by the stated enrolment deadline. Students must abide by prerequisites when enrolling in courses.

    Students are responsible for purchasing required textbooks in time for each term. Required textbooks are posted on course enrolment pages in the student portal.

    Students must complete assessments according to posted deadlines in order to successfully complete each course. Failure to do so will require repeating of the course. No extensions can be provided for HIM courses. A

    B:2 ACADEMIC INTEGRITY

    CHA Learning considers academic integrity a serious matter and all CHA Learning students are expected to exhibit the highest level of academic integrity. CHA Learning will investigate any allegations of academic misconduct. If a student is found guilty of academic dishonesty or misconduct, sanctions will be applied. Examples of academic misconduct include, but are not limited to:

    • Breach of HealthCareCAN copyright: It is an offence to copy, reproduce, store or disseminate in any form or by any means HealthCareCAN copyrighted material and those of our subsidiaries and partners including, but not limited to, all course content, learning guides,  assignments, and exams. Materials are provided for your personal use only.
    • Improper Dissemination: It is an offence to disseminate or make public any confidential information acquired while completing program requirements without prior written consent.
    • Students may not copy, print or in any way reproduce exam content or other assessments, or share the contents of examinations by any means including written, electronic or oral means.
    • Plagiarism: Presenting the work, words, ideas, data of others as your own is plagiarism. Plagiarism relates to the misuse of written, audio, electronic or visual material from journals, textbooks, the internet, newspapers and recordings and  the use of other students’ assignments and projects. Students are expected to include the appropriate citation for all sources of information. See The APA Style: Publication Manual of the American Psychological Association, 6th Edition for the correct format. CHA Learning and its representatives reserve the right to use electronic tools designed to identify plagiarism on submitted assignments (e.g.: Turnitin).
    • Copying: Copying is similar to plagiarism and includes the submission of the same work or assignment on more than one occasion by the same or different students, whether by theft or by sharing. Students found to have shared their work in part or entirely with others for the purposes of copying will also be subject to academic penalties for plagiarism.
    • Unauthorized Cooperation and Collaboration: Students are not permitted to cooperate or collaborate on an assignment or project when the assignment or project must clearly be completed on an individual basis.
    • Falsification: It is an offence to submit or present false documents, such as: fraudulent assignments, false credentials, false medical certificates, false letters of support, or falsified academic records.
    • Unauthorized Aids and Assistance: It is an offence to use any unauthorized aids such as documents or electronic devices, or to seek assistance from a person or other source to complete an examination or test.

    CHA Learning employs the use of the Turnitin service for its Health Information Management Program. This service automatically reviews student-submitted papers and assesses its originality and flags potential cases of plagiarism and copying. By handing assignments in, all students agree to the use of the Turnitin service.

    In some programs, the use of remote proctoring services is required for exams. Students will be made aware of this and the requirements. These services are used to monitor exam-taking and assure academic integrity. Students will be required to agree to the terms of service for remote proctoring, if applicable.

    If a student is found guilty of an offence of academic integrity, they may be (i) terminated from the program or (ii) issued an official warning which will be placed in the student’s record.

    If an official warning is issued, one or more sanctions may be applied, including but not limited to:

    • A mark of zero on all or part of the assignment or exam;
    • Resubmission of the same or a new assignment, with a 20% late penalty;
    • Retaking of an exam;
    • Future exam site and supervisor selected by CHA Learning;
    • Academic probation.

    Important Note: In case of a second offence, the student’s enrolment will be automatically terminated.

    If a student’s enrolment is terminated for breach of the Academic Integrity Policy B:2, no tuition refund or credit will be provided, and the student will not be eligible to apply for any CHA Learning program for a period of three years, or as identified by the Vice President. Students who wish to reapply to any program after the minimum identified period must obtain permission from the Vice President, Learning and Development whose decision will be final. The Vice President also reserves the right to withdraw the student’s ability to reapply, depending on the offence.

    B:3 PROFESSIONAL & APPROPRIATE CONDUCT

    Students are required to behave in a respectful and professional manner during any interaction throughout the duration of their studies. This includes interactions with CHA Learning staff, other students, faculty, and practicum site/field placement staff, if applicable. Professional written and verbal communication is always expected: in all forums.

    Please ensure the following guidelines are met in the course of communications:

    • Ensure the message is clear and the language is respectful to the recipient;
    • When upset, carefully consider the tone and language of response;
    • Consider the tone of communication, and do not use derogatory terms;
    • Respect confidentiality and consider what potential employers or colleagues might think of the message should they receive it or become aware;
    • Do not post information (names, comments, or images) on sites (e.g. blogs or forums) that reflect negatively on anyone or any organization, including HealthCareCAN and CHA Learning;
    • Be sensitive to the diverse nature of people. Show respect for individual differences (e.g. race, ethnicity, culture, religion, disability, gender, sexual orientation, age, etc.).

    Any student found guilty of unprofessional conduct will be subject to disciplinary action, which could include termination from the program under serious circumstances. Students terminated for unprofessional conduct will be ineligible to apply for any CHA Learning program for a period of three years, or as otherwise determined by the Vice President. Students who wish to reapply to any program after the established period must obtain permission from the Vice President, Learning & Development whose decision will be final. The Vice President also reserves the right to withdraw the student’s ability to reapply, depending on the offence.

    Online discussion forums are provided as a way for students to communicate with one another and their instructors. They are considered academic tools and are the property of CHA Learning. Students are expected to communicate in the discussion forums in the same way they would communicate in any other professional environment. Failure to do so may result in academic discipline or removal from discussion forums at the discretion of the Program Director.

    USE FOR PERSONAL GAIN

    Under no circumstances may any faculty member or student utilize CHA Learning resources, communications channels or relationships for personal gain, including selling products, services and consulting.

    B:4 PRIVACY AND CONFIDENTIALITY

    Faculty and students will encounter “personal” and “confidential” information during the course of their studies. Confidential information refers to non-public information about other students, their organizations, faculty, and employees of CHA Learning. This also includes information the student has access to or is in contact with at practicum sites, including patient/resident information, policies and procedures, financial information, operational information and other internal documents, data, or information. If a person is in doubt about whether to share confidential information, they should seek clarity from CHA learning prior to sharing or posting the information.

    COPYRIGHTED LEARNING CONTENT

    By registering in CHA Learning programs, students have access to copyrighted content that is for the explicit use of that learner. It is protected by copyright law and must not be copied or shared with any other party, under any circumstances, without CHA Learning’s explicit consent. This includes, but is not limited to: program design, learning guides, learning materials, assignments, exams and other assessments, supplementary resources, images, discussions, faculty communications. Failure to maintain confidentiality and copyright could result in termination from the program and/or legal implications.

    B6: FIELD PLACEMENT

    Practicums/Field Placements for the Health Information Management and Food Service and Nutrition Management Programs

    Students attending practicums or field placement sites are expected to maintain a professional appearance and demeanor and represent CHA Learning appropriately. As such, students must always:

    • Maintain confidentiality, privacy, and security of information;
    • Maintain confidentiality of the business operations of the practicum site;
    • Arrive on time and be present for the duration of each session;
    • Communicate lateness and absences to the Practicum Supervisor and the CHA Learning Program Coordinator and arrange to make up time at the convenience of the facility;
    • Dress professionally, adhere to the dress code policy of the practicum site and practice effective personal hygiene and cleanliness;
    • Conduct oneself in a professional manner based on rules of common sense and courtesy and respect;
    • Actively participate in all practicum activities as organized by the practicum site and CHA Learning;
    • Refrain from the use of communication devices during the practicum’s instructional time;
    • Adhere to any program specific practicum requirements, as found in practicum guides;
    • Comply with all policies and procedures of the practicum organization;
    • Communicate any concerns to the practicum supervisor or CHA Learning in a timely manner

    Failure to comply with professional conduct at the practicum site may be grounds for failure of the practicum or field placement session, and further disciplinary action.

    Students attending practicums or field placements are required to be aware of the privacy and confidentiality policies of their host organizations and must comply with these policies at all times.

    Students will be required to sign a confidentiality form with CHA Learning and may also be required to sign one at the host organization.

    Students are required to submit pre-placement requirements including proof of required vaccinations and criminal record check through a service provider. All students in these programs MUST be pre-approved for placement prior to going on-site.

    Failure to abide by these policies and protect personal and confidential information at all times is a violation of CHA Learning “professional conduct” policies and students may face disciplinary action, including termination.

    B:5 SPECIAL ACCOMMODATION

    CHA Learning will reasonably support any students who may require special learning accommodations. Students may be asked for documentation from a healthcare provider which indicates the nature of the accommodation requirement. If CHA Learning is not able to reasonably meet the accommodation needs of the student, this will be communicated in a timely manner and CHA Learning will endeavour to support learners with alternative recommendations. We encourage students to contact the Program Coordinator or Program Director prior to enrollment to discuss individual accommodation needs.

    Students may be asked for documentation from a healthcare provider which indicates the nature of the accommodation requirement. If CHA Learning is not able to reasonably meet the accommodation needs of the student, this will be communicated in a timely manner and CHA Learning will endeavour to support learners with alternative recommendations.

    B:6 LANGUAGE OF INSTRUCTION

    Unless otherwise advertised, the language of instruction for all CHA Learning programs is in English. This requires a professional level of reading and writing in English, at or above the Canadian grade 12 level. Some programs require formal proof of minimum English proficiency.

  • C. GRADING

    C:1 GRADING

    The grading breakdown and policies for assessment vary across each program. Please refer to the specific program’s supporting documentation for more information.

    Grades will be provided in the learning management system where programs are hosted. Students will have access to grades for their assessments as they are marked and posted. At the end of a program, students will have access to a Statement of Grade Report and an Unofficial Transcript in the student portal. An official transcript can be requested, for a fee.

    Passing requirements for programs will be clearly posted and communicated. It is the responsibility of the student to make themselves familiar with these requirements and seek clarification as required.

    Depending on the program, students who do not meet minimum passing grades on assignments and exams may or may not have an opportunity to rewrite them. This differs from program to program and may be at the discretion of the Program Director.

    For students who fail a course in a program, the student will be required to retake the course in order to pass it and complete the program. This may impede the student’s progress if the failed course is a prerequisite for another course. Failed courses will appear on the student’s transcript.

    For each program, grading turnaround times for faculty will be posted clearly so that students know when to expect grades and feedback from their faculty member. Faculty will endeavour to meet standard timelines.

    Students who do not complete all program or course requirements will receive a status of incomplete marked on their transcript and statement of grade report.

    See section C:2 APPEALS for more information about appealing grades.

    C:2 APPEALS

    Students may appeal a grade or decision on any program component. All appeal requests must be submitted in writing. An appeal request should be forwarded to the Program Coordinator, who will work with the Program Director and/ or Program Chair to review the appeal request. After a decision has been made, if the student remains dissatisfied, they may request a further review by the Vice President, Learning & Development.

    The process for appeals is as follows:

    1. Within one week of receipt of the grade or feedback, the student must first contact the Program Coordinator to request a re-grading of an assignment or any program component by the appropriate faculty. The written appeal must include the reasons they feel a re-grading or appeal is required.
    2. After re-grading or review, if still dissatisfied with the grade, the student will contact the Program Coordinator to request an objective review by the Program Director.
    3. If after review by the Program Director the student remains dissatisfied, the student may contact the Program Coordinator to request an objective review by the Vice President, Learning & Development whose decision will be final.

    Any student who wishes to appeal a termination or probation decision should submit it to the Program Director, who will provide the request to the Vice President, Learning & Development. Such appeals should include a copy of the contested assignment or decision, where applicable.

  • D. PROGRAM COMPLETION REQUIREMENTS

    D:1 CERTIFICATE ELIGIBILITY

    Unless otherwise noted, to complete a program of study or course and to qualify for a certificate, students must:

    • Pass all course and program components as per the specific program grading minimum requirements and within the maximum timeframes set out for program completion, if applicable. These timelines are indicated on program pages if they apply.
    • Take part in and pass all mandatory program components.
    • As applicable, complete any other stated program requirements not covered above.
    • Abide by CHA Learning’s policies and procedures.

    D:2 PROGRAM/COURSE AUDIT

    Some courses/programs may be audited upon special request. Auditing a course involves access to learning materials (e.g.: learning guides, reading materials, assignment documents), but with no instructional/faculty support and limited interactive and assessment access. This may include no access to tests and exams. Grades, certificates and course credits are not awarded for auditing courses. Generally, fee discounts are applied to course auditing.

  • E. STUDENT STATUS

    E:1 POSTPONEMENTS

    Students who need to temporarily stop their active studies for personal reasons of a serious nature, but wish to remain enrolled in their program, may request a postponement of their studies for a period of up to 6 months. This request must be submitted in writing to the Program Coordinator and then must be approved by the Program Director. Students will be granted a postponement only once in the course of their studies. Postponement requests will be accepted, at the discretion of CHA Learning, under the following circumstances and with appropriate documentation:

    • Health reasons (medical certificate required);
    • Change of work situation or transfer to another workplace (letter from employer);
    • Other circumstances of a serious nature that, in the view of CHA Learning, justify a postponement. (supporting documentation may be requested)

    Postponements do not apply to the Health Information Management Program.

    Students who postpone are not entitled to a refund or credit of their tuition fee at any time.

    Postponements allow students to hold their studies at the point they are presently. Any work completed will be held during the postponement period. When the student returns, they will resume their studies with the amount of time remaining on their timer at the point of postponement (e.g., students who had 6 months left on the course timer at the time of postponement will resume studies with 6 months remaining). If required, students may request extensions on their course timer (see E:2 EXTENSIONS). Students who withdraw during or after the postponement period will not be granted a tuition credit or refund.

    The administrative postponement fee must be received by CHA Learning before the student’s course will be placed on hold. If the postponement fee is not received, the postponement will not become active and the student’s enrolment timer will become active.

    In addition:

    • Students who postpone their studies are required to pay a postponement fee; see CHA Learning’s Administrative Fee Schedule
    • If any substantial curriculum changes have been made to courses during the student’s postponement, they may be required to repeat previously completed courses, at the discretion of the Program Director.
    • Students who reactivate their file and then choose to withdraw from the program at any point will not be entitled to any tuition credit or refund;
    • In general, postponements are set for a period of up to six months, with the onus placed on the student to contact CHA Learning when they are ready to return. Under exceptional circumstances, the Program Director may approve a longer postponement.
    • Some programs (Health Information Management, Food Service & Nutrition Management) have strict maximum durations of study. In some cases, postponements may not be allowed or may impact the student’s maximum duration of study and must be reviewed by the Program Director.
    • Students who do not request or are not approved for a postponement but leave their studies are deemed to have withdrawn from the program (see E:6 WITHDRAWALS).

    E:2  EXTENSIONS– CONTINUOUS INTAKE PROGRAMS

    Extensions only apply to “continuous-intake” programs and courses (courses which are open for enrollment year-round). Extensions do not apply to the Health Information Management core curriculum courses. HIM biomedical science courses are eligible for an extension, with fee. (i.e., Anatomy & Physiology, Medical Terminology and Pathophysiology).

    Students in continuous-intake programs and courses have the possibility to extend their deadline. Extensions may be purchased by the student, according to the extra time required. See CHA Learning’s Administrative Fee Schedule for specific extension periods and fees

    E:3 MAXIMUM DURATION AND COURSE EXPIRATION

    CHA Learning programs and courses are regularly reviewed and updated to reflect changes in the health system and professions. Because knowledge and learning objectives change, the requirements for graduation may also change. Students must complete programs within a prescribed number of months, as documented for each program on the CHA Learning website or promotional materials. CHA Learning also provides estimates of the number of hours required to complete programs, to assist students in planning their studies. Students who are unable to complete their program within the prescribed number of months may apply for an extension. (see E:2 EXTENSIONS).

    Some programs also have a maximum duration (i.e.: Health Information Management, Food Service & Nutrition Management). This includes the published number of months prescribed to complete the program, plus the allowable extension period, and any pauses or breaks in study. Beyond the maximum duration, program components (courses, units) may expire and certificate requirements may be deemed unmet. Where applicable, students may need to apply for readmission to repeat expired courses in order to be eligible for a program certificate, at the discretion of the Program Director.

    E4: ACADEMIC PROBATION

    CHA Learning may, at the discretion of a Program Director or the Vice President, Learning & Development, place students on academic probation for contravention of any academic policies and procedures. The rationale and the terms and conditions of the academic probation will be clearly communicated to the student in writing. A student must meet the terms and conditions to have an academic probation lifted. Failure to comply with the terms of probation as outlined is grounds for termination.

    E:5 TERMINATIONS

    The Vice President, Learning and Development may terminate a student’s enrolment in any program for contravention of CHA Learning’s policies and procedures, or for failing to meet academic standards for their program. Non-payment of tuition fees is also grounds for termination from the program.

    Students who are terminated from any program or course are not eligible to postpone their studies.

    Students who are terminated from any program or course are not entitled to a credit or refund of their tuition fee at any time. In addition, their transcript will indicate a failure in any active course and/or an incomplete status for a program.

    Under some circumstances, students may re-apply/return to the program. Students may apply for recognition of prior course completion, if applicable. Students terminated for noncompliance with academic policies may not be allowed to re-apply, at the discretion of the Vice President, Learning & Development. (see sections B:3-B:5).

    E:6 WITHDRAWALS

    Withdrawal Policy

    A student is deemed to withdraw from a program or course if they drop/cancel their registration after they have enrolled, whether or not they have begun their studies. Withdrawals may occur after enrolment but before beginning a course/program, or at any time during studies.

    Once a student has withdrawn from a program, they must formally reapply or enrol again if they ever wish to continue their studies. Students who withdraw part-way through a course will have an Incomplete (I) marked on their academic transcript and will be required to repeat the course(s) or program, if they elect to return.

    Students who do not access course materials and who cancel registration within 10 days of tuition payment will receive a 100% refund. Please see the “Withdrawal Schedule” (F:1) for more information on withdrawal policies and eligibility for refund/credit.

  • F. FEES

    F:1 REFUNDS & CREDITS

    HealthCareCAN/CHA Learning does not offer refunds on courses once students have had access to the course(s), curricula and content in Brightspace. Please see our withdrawal and refund/credit schedule below.

    Withdrawal Schedule:

    Withdrawal within 10 days of enrolment, without accessing program and/or materials: full refund

    Withdrawal 10-30 days after enrolment, without accessing program and/or materials: full credit towards another program

    Withdrawal more than 30 days after enrolment: No credit or refund.

    Withdrawal within 10 days of enrolment, but accessing program and/or materials: A full credit will be granted to another CHA Learning Program to be used within one year. (added fees may apply if new program tuition is more than original program tuition).

    Withdrawal 10-30 days after enrolment, but accessing program and/or materials: Immediate transfer to another program (added fees may apply if new program tuition is more than original program tuition). No credit or refund can be provided.

    Note: CHA Learning staff are able to audit student activity logs and assess students’ access to materials within the Learning Management System, Brightspace.

    Under special extenuating circumstances, students may request special case consideration from the Program Director.

    The full credit amount must be used within one-year (365 days) from date of issue.

    Note: Credits are transferable to other people provided the request is made in writing and approval is provided. Credits can only be applied against the tuition of any other CHA Learning course – however, admission criteria and requirements still must be met for entrance. Credit transfers are not eligible for tax receipts.

    Note that no refunds are provided on textbooks.

     F:2 TUITION RECEIPTS FOR TAX PURPOSES

    Income Tax Receipts

    Education fees paid to CHA Learning may be used to reduce income tax for qualifying students. Students enrolled in Health Information Management will receive T2202 Tuition and Enrolment Certificates which will include eligible HIM core curriculum courses. Students enrolled in all other courses with tuition greater than $100.00 will receive an official tax receipt. When available, students can download their tax forms and receipts from the student portal.

    An administrative fee is applicable for duplicate or replacement tax receipts. To purchase, click here.

    Further details on income tax matters may be found in the Canada Revenue Agency’s Personal Income Tax Guide on the Canada Revenue Agency’s website or by contacting a CRA district taxation office.

  • G. STUDENT RECORDS

    G:1 STUDENT ACCOUNTS

    All students who enrol in CHA Learning Programs will be required to set up an account in the Student Portal. Personal information will be requested and stored in the system. Purchases of courses and programs will also occur through the Student Portal.

    Upon successful enrolment in a program or course, a linked account will automatically be set up in the learning management system, Brightspace. All program materials will be accessed via Brightspace. Assignment submissions and discussion forum posts will be stored in Brightspace indefinitely.

    G:2 RECORD MAINTENANCE

    CHA Learning makes all reasonable efforts to maintain student transcripts and certificates for as long as possible for at least 7 years. However, systems and technologies do change; therefore, this may not always be possible.

    Students access assignment/quiz/discussion grades through Brightspace. Once their program/course is complete, they will be able to access their final grade on the Unofficial Transcript or Statement of Grade, which can be downloaded through the Student Portal.

    Students may access their grades and statements of marks on their own, through the student portal, at any time. They may also request an official transcript at any time (fees apply).

    CHA Learning collects, uses, stores and discloses personal information in accordance with the Personal Information Protection and Electronic Documents Act. In addition, any personal health information (i.e.: vaccination records) will be collected, used stored and disclosed only in accordance with the Personal Health Information Protection Act of Ontario. All personal information is kept in secured online databases or in secured physical storage and disposed of appropriately and confidentially according to applicable legislation.

    Please see our full privacy policy here.

    G:3 CONFIDENTIALITY

    Records of student performance will only be released to the student or persons authorized by the student in writing. Some exceptions may apply where employers have made arrangements in advance with CHA Learning, with the student’s understanding and consent. CHA Learning will not release student records to any third party without prior written consent from the student.

    CHA Learning does not share information with employers except in the case where an employer is paying for a student’s tuition and a reporting agreement is made in advance, of which the student will be informed. Outside of an advance agreement being made, CHA Learning will not disclose information about student performance to employers without explicit consent from the student. Likewise, requests for any student information made by a third party will not be honoured without explicit consent of the student.

    G:4 OFFICIAL CERTIFICATES

    In most programs, official certificates will be available to graduates to download within Brightspace, upon completion of all program materials. For the Health Information Management and Food Service Nutrition Management Programs, certificates will be mailed to students.

    Duplicate official certificates may be obtained upon request; an administration fee will apply. Click here to place an order.

    G:5 STATEMENT OF MARKS & TRANSCRIPTS

    Students can access their Statement of Grade Report or Unofficial transcript in the Student Portal.  Students who complete a full program of study will also receive a printed certificate by mail, 4-6 weeks after graduation.

    Students in the Health Information Management program will be able to access final course grades in Brightspace, as courses are completed. At the end of each term, the unofficial transcript will be updated and available in the Student Portal.

    G:6 TRANSCRIPTS

    Official transcripts are available upon request and carry an administrative fee. All official transcripts include the HealthCareCAN corporate seal and the signature of the Vice President, Learning and Development. For the Health Information Management and Food Service Nutrition Management Programs, certificates and official transcripts will also be signed by Algonquin College. Click here to place an order.

    Otherwise, “unofficial transcripts” will be available to most students in the student portal.

    G:7 OFFICIAL LETTERS OR FORMS

    Students may request official letters or status confirmation notices from CHA Learning. CHA Learning will not disclose any information to third parties without prior consent from the student.

    Students who request CHA Learning to complete documentation from a third party may be charged a fee at the discretion of CHA Learning. Requests will be processed within 2-3 weeks, depending on the nature of the request.

  • H. ADDITIONAL PROCEDURES & DEFINITIONS

    H:1 APPLICATION PROCESSES

    Some CHA Learning programs require a formal application. All application requirements must be met for admission, unless an exception is made at the discretion of the Program Director. Application deadlines may apply. In addition, some programs may have time limits between when an “application fee” is purchased and when an “application” is deemed complete (please contact CHA Learning for more information if required).

    Supporting Documents

    Some programs require specific supporting documents to be submitted in order to show proof of meeting admission requirements. These are specified on the webpage for each program or course.

    Prospective students must submit all supporting documentation and the non-refundable application fee (when applicable) before their application is reviewed.

    Supporting documents may also be required from students after admission in order to participate in all aspects of the program. These include, but may not be limited to, records of vaccination/immunity and criminal record checks. Information about requirements are available on the website or by contacting CHA Learning.

    Prior Learning Assessment and Recognition (PLAR)

    The Prior Learning Assessment & Recognition (PLAR) review allows an assessor to determine whether prior learning gained through previous recognized courses, work, and life experiences can meet the content or requirements of a course. This option is available only to the applicants of the Health Information Management and the Food Service and Nutrition Management courses.

    What is the process and requirements?

    Students must pay the non-refundable PLAR application Fee online and submit a detailed portfolio that adequately outlines their prior learning, education, and relevant work experience. Specific PLAR requirements are posted on relevant program webpages. Incomplete PLAR applications will not be considered

    H:2 PROGRAM REQUIREMENTS

    Technical Requirements

    Students are required to meet the minimum technical requirements as identified on the CHA Learning website.

    Languages

    All textbooks, study materials and examinations are printed in English.

    English Proficiency

    English is the primary language of instruction at CHA Learning therefore it is expected that all students are proficient at speaking and writing in English at or above the Canadian grade 12 level or equivalent. All course materials are printed in English and translated materials are not available.

    International Students

    International students are students who do not reside in Canada. Canadian citizens residing outside Canada are considered international students. All supporting documentation and the non-refundable application fee must accompany your application at the time of registration. CHA Learning reserves the right to refuse international applications, at the discretion of the Program Director.

    Only education completed within Canada, or its equivalent, will be considered for CHA Learning’s application process. If your education has been obtained outside Canada it can be verified and validated by services such as the World Education Services (WES). Prospective students may also contact their local university or college for more information on credential evaluation services.

    H:3 FEES & PAYMENT

    Tuition Fees

    Tuition fees must be paid prior to access to programs and courses. In the Health Information Management Program and Food Service Nutrition Management Program, individual courses or course bundles may be purchased rather than the entire program up-front. All other programs and courses require up-front payment.

    Methods of Payment

    CHA Learning accepts Visa, Mastercard and Visa Debit. Students unable to pay by card must contact CHA Learning to discuss potential alternatives.

    Payments made by credit card are processed right away and a receipt and confirmation of enrolment will be sent via email.

    Credit card payments will not be accepted over the phone, by fax or by email.

    Other Administrative Fees

    In some cases, other administrative fees may apply to special services or requests.

    Some programs may have material or technology-related costs. Please consult the program website or the program coordinator for more information. This may include fees for technology, books, remote proctoring and other required services.

    Employer Funded Students

    Procedures for Employers
    Employers may request an invoice from CHA Learning for payment of employee tuition fees. Advanced purchase of program seats is also available. Group discounts may apply.

    If your organization is a current member of HealthCareCAN and will be covering tuition fees for more than one student, you are eligible for a member discount. However, this is subject to change depending on your organization’s status as a member.

    CHA Learning may enter into an agreement with employers with respect to reporting student performance on an ongoing basis, only if so desired and agreed to by the student.

    Responsibilities of Students
    Students whose fees are paid by their employers are responsible for ensuring that fees and other expenses are paid on time. Loss of access to program materials may otherwise occur.

    CHA Learning will not be held responsible should the student fail to meet the requirements of the program and have to reimburse the employer for tuition fees.

    H:4 CHANGES TO THESE POLICIES

    HealthCareCAN and its CHA Learning division may, at its discretion, change these Policies from time to time as it relates to future use of our products and services, by posting the revised documentation on the CHA Learning Website and by providing notice to students within the learning management system(s). By using the products and services after these Policies have been revised, you signify your acceptance and agreement.

    If you have any questions about these policies and definitions, please contact chalearning@healthcarecan.ca.