Educational Policies and Procedures

A. CHA LEARNING CONTACTS

The entire CHA Learning team is dedicated to providing kind, responsive and high-quality service to students. The foregoing information 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 or via discussion forums. 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. For more information on hours of business, please consult our calendar.

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:3 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 administration 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 with questions and concerns about CHA Learning Programs or for assistance with CHA Learning online systems (e.g., CHA Learning Website, learning management system).

FACULTY AND INSTRUCTORS

Faculty or instructors 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.

B. GENERAL ACADEMIC POLICIES

B:1 DEADLINES for the Health Information Management Program

A program schedule is posted for the Health Information Management program at the start of the academic year which includes examination and assignment dates. It is the responsibility of students to be aware of these deadlines and schedule their time accordingly. Any changes to deadlines are at the discretion of the Program Director only.

B:2 LATE AND INCOMPLETE ASSIGNMENTS for the Health Information Management Program

Except where prior approval has been granted by CHA Learning to a student with an extenuating circumstance, a 20% penalty will be applied to late assignments, defined as those submitted after 11:59pm in the student’s local time, on the due date. CHA Learning will apply the late penalty after assignments have been marked. Any assignment submitted more than 1 calendar week late will not be accepted and the student will automatically be given a grade of zero.

Incomplete assignments will be marked as-is, with appropriate deductions for missed questions which could result in a failing grade. No opportunity will be given to re-write or add to the assignment. If a student requires additional time to complete an assignment, they must seek an extension in advance of the deadline.

With prior approval only, the following circumstances only may warrant extensions, at the discretion of the Program Director:

• Death of a close relative: (verification required);
• Sickness or hospitalization (medical certificate required);
• Childbirth (medical certificate required);
• Change in work situation or transfer to another workplace (letter from employer);
• Temporary stay abroad for business (proof of stay);
• Other circumstances of a serious nature that, in the view of CHA Learning, justify an extension (documentation will be requested).

Students who submit late assignments (without an approved extension from CHA Learning) may not be eligible for program awards.

B:3 ACADEMIC INTEGRITY (Cheating and Plagiarism)

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 including, but not limited to, learning guides, and assignments. 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 to 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.

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:3, 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. Students who wish to reapply to any program after three years 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:4 STUDENT CONDUCT AND PROFESSIONALISM

Students are required to behave in a respectful and professional manner during any interaction in the course of studies. This includes interactions with CHA Learning staff, other students, faculty, and practicum site staff. Professional communication – both verbally and written – is always expected: in all forums and in all formats.

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. Students who wish to reapply to any program after three years 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.

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.

B5: PRIVACY AND CONFIDENTIALITY

In the course of studies, students will encounter “personal” and “confidential” information. Confidential information refers to non-public information about other students, 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. Examples of confidential academic information include grades, exam content, assignment content and other program information. Students must always protect the confidentiality and the integrity of this information.

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.

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:6 SPECIAL ACCOMMODATION

Unless otherwise advertised, the language of instruction for all CHA Learning programs is in English.

Separate from this, we will do everything reasonable to accommodate the needs of our students who have a requirement for special accommodation.

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:7 WRITING SKILLS

All CHA Learning programs require students to prepare assessments requiring English writing skills at or above the Canadian grade 12 level.

C. GRADING AND EXAMINATIONS

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 full statement of marks and a transcript, upon request.

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.

See section C:3 APPEALS for more information about appealing grades.

C:2 EXAMINATIONS for the Health Information Management Program

CHA Learning will set exam schedules at the beginning of the academic year for the Health Information Management program. It is the student’s responsibility to make all the required arrangements, e.g., supervision requirements and to be available to write the exams required in their program. Alternate dates will not be offered. Students who are unable to write their final examination on the date established by CHA Learning will be required to write the scheduled supplemental examination. No further examinations will be scheduled beyond the supplemental exam. Supplemental exams are not available for midterms. (see SUPPLEMENTAL EXAMINATIONS).

After completion of the exam, students will not have access to exam questions. Students may discuss their results with their instructor or the CHA Learning team.

SUPPLEMENTAL EXAMINATIONS for the Health Information Management Program

Supplemental examinations are provided for students who fail their first attempt or are unable to write the final examination. The supplemental exam grade will become the student’s official final exam grade.

The date of the supplemental examination will be determined by CHA Learning at the beginning of the program or academic year, and no alternative dates will be scheduled beyond the supplemental exam. Students who do not obtain a passing mark on the supplemental examination will fail the course and academic status will be evaluated according to the policies found in E: STUDENT STATUS.

C:3 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 Lead Instructor 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.
• 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 includes no access to tests and exams. 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 studies for personal reasons of a serious nature, but wish to remain enrolled in their program, may request a postponement of their studies which 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)

To qualify for a postponement, the student’s tuition fees must not be overdue at the time of postponement.

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

In addition:

• Students who postpone their studies are required to pay a postponement fee; (see CHA Learning’s Administrative Fee Schedule for program-specific fees)
• 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;
• The maximum duration for programs must be observed. Students who do not complete programs before the maximum duration (See E:3 Maximum Duration and Course Expiration) may be required to repeat all or some of the program, at the discretion of the Program Director. The maximum duration includes the postponement period. This is to ensure current knowledge at the time of graduation.
• 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).

Continuous Intake Programs

In continuous intake programs, postponements will be granted for a period of up to six months. Should students elect to return to their studies sooner than six months, they may notify the Program Coordinator. If the student does not contact the Program Coordinator to request an early return, they will be notified and their account will be reactivated at the 6-month end-date, with the remaining time added to their course timer(s).

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 time allotment will continue to be used up.

Health Information Management Program

Students in the Health Information Management program who are approved for a postponement must pay the postponement fee within 30 days. Failure to pay the postponement fee will result in the student being deemed to have withdrawn.

Health Information Management program postponements are granted for a period of one year only. Students who are approved for a postponement part-way through a semester will be withdrawn without penalty from those incomplete courses and will be required to repeat them when they return. Tuition paid for that semester will be held on file as a credit until the student returns the following year. Any subsequent semesters will require the customary tuition fees to be paid.

If there is an increase in the tuition fees during the postponement period, the student resuming studies will be required to pay the difference between the previous fee paid and the increased tuition fee. Students returning from postponement may have to purchase new textbooks.

Students who do not return from postponement will be deemed to have withdrawn and will be required to re-apply for admission should they wish to return to studies at a later time. In this case, the student is not entitled to any further credit or refund of tuition on file.

E:2  EXTENSIONS– CONTINUOUS INTAKE PROGRAMS

Extensions only apply to “continuous-intake” programs and courses (i.e. courses which are open for enrollment year-round).

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, generally in 2, 4, or 6-month increments. Students must still complete programs within the maximum duration specified (see E:3 Maximum Duration and Course Expiration below for more information). Approval may be required by the Program Director. Extension fees are calculated as a percentage of the total program/course fee, based on the duration purchased. (e.g.: a 6-month extension purchased on a 12-month program would be calculated at 50% of the total tuition). For more information on program extension fees, please contact CHA Learning.

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).

All programs also have a maximum duration. 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 in order 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 of programs or courses are not eligible to postpone their studies.

Students who are terminated from any of the programs or courses are not entitled to a credit or refund of their tuition fee at any time.

Under most 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 for a period of 3 years, or at the discretion of the Vice President, Learning & Development. (see sections B:3-B:5).

E:6 WITHDRAWALS

Withdrawal and Cancellation Policy

For withdrawals from the Health Information Management program, please refer to the “Withdrawal & Cancellation Schedule” for more information about the implication of withdrawals on tuition fees (see F:1 REFUND & CREDIT OF FEES). Withdrawals are not the same as extensions or postponements. Once a student has withdrawn from the HIM program, they must formally reapply to CHA Learning if they ever wish to continue their studies. Students who withdraw part-way through a semester and do not complete courses will have an Incomplete (I) marked on their academic transcript and will be required to repeat those courses if they elect to re-apply.

Students in continuous intake courses who do not access course material and who cancel registration within 10 days of tuition payment will receive a 100% refund. Please see the “Withdrawal & Cancellation Schedule” for more information

F: FEES

Students are required to pay tuition fees prior to receiving access to any program or course materials. Partial payments will not be accepted unless approved by the Vice-President, Learning & Development. Access to program materials will not be granted until payments have been processed in full.

F:1 REFUNDS & CREDITS – CONTINOUS INTAKE PROGRAMS

HealthCareCAN/CHA Learning does not offer refunds on courses which have been started, as students have had access to the course(s), curricula and content. Please see the “Withdrawal and Cancellation Schedule” for more information.

Registrants may cancel enrolment in a course or program and receive a full refund provided cancellation is received in writing, within ten (10) business days of tuition payment and only if course materials have not been accessed. If course materials have been accessed, students will not receive a refund or credit, but may immediately transfer their tuition towards enrolment into another CHA Learning Program or transfer their enrolment to another individual. Registrants who cancel enrolment in a course or program more than 10 business days after tuition payment and who have not accessed course materials will be offered a full credit, to be used towards other CHA Learning courses or programs within one year. Credits may be transferred to other individuals.

If course program materials have been accessed, no refund or credit will be granted.

F:2 REFUNDS & CREDITS – HEALTH INFORMATION MANAGEMENT PROGRAM

When withdrawal of enrolment in the Health Information Management program occurs as per the schedule below, credits and refunds may be offered, depending on the point of withdrawal.

F:3 WITHDRAWAL SCHEDULE – HEALTH INFORMATION MANAGEMENT PROGRAM

Withdrawal Fee Schedule – Academic Programs
A tuition credit may be used toward any other CHA Learning offering within one calendar year of the credit allotment.
Cancellation more than 10 business days before the official first day of the semester	100% of tuition refunded
Cancellation less than 10 business days before the official first day of the semester	100% of tuition credited
Withdrawal in first and second calendar week of classes	75% of tuition credited
Withdrawal in third calendar week of classes	50% of tuition credited
Withdrawal in fourth calendar week of classes	25% of tuition credited
Withdrawal after the fourth calendar week of classes	No refund or credit offered

The full credit amount must be used within one-year (365 days) from date of issue. Credits are transferable to other people provided the request is made in writing. 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.

F:4 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 forms. Students enrolled in all other courses with tuition greater than $100.00 will receive an official receipt. All forms will be mailed to the address on record; students should notify CHA Learning immediately following any change of address. When available, students can download their tax form from the learning management system. Students will be notified of the delivery method in advance.

HealthCareCAN issues T2202 forms based on the academic year not the fiscal year. Eligible fees, in excess of $100, will be included on the two separate forms and will be pro-rated. One form will represent the September to December period, and one form will represent the January to April period. Students will receive both forms and it is their responsibility to submit the correct information with their tax return.

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 RECORD MAINTENANCE

CHA Learning will minimally maintain student transcripts and certificates for a period of 7 years. However, all reasonable efforts are made to secure them in perpetuity. However, systems and technologies do change; therefore, this may not always be possible.

Students may request such records at any time (though a fee will apply to reproduce). Student documents submitted for application or academic purposes will be maintained for 5 years after which period they will be securely, lawfully and permanently destroyed.

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. Criminal Record information will be collected, used, stored and disclosed according to Freedom of Information and Protection of Privacy Act. All personal information is kept in secured online databases or in secured physical storage and disposed of appropriately and confidentially according to applicable legislation.

G:2 CONFIDENTIALITY

Records of student performance in the program are held by CHA Learning. Records of performance will only be released to the student or persons authorized by the student in writing. CHA Learning will not release student records to any third party without prior 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:3 OFFICIAL CERTIFICATES

Official certificates will be mailed to students who have successfully completed their CHA Learning program or course.

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

G:4 STATEMENT OF MARKS & TRANSCRIPTS

Students in continuous-intake courses can access their Statement of Marks in the learning management system in which their program is delivered. Final grades will display in the Statement of Marks once all course components have been completed.

Students in the Health Information Management program are able to access course-specific grades in the learning management system in which their program is delivered. A formal statement of marks will be provided upon request. CHA Learning will send an official transcript directly to the Canadian Health Information Management Association for all graduating students at the conclusion of their final semester and completion of all program components.

After the student’s access to a course or program has closed, duplicate statements may be obtained upon request by the student though fees may apply.

For academic programs, official transcripts may be ordered through the CHA Learning website. However, please note that a fee will apply for this service.

G:5 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. Click here to place an order.

G:6 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. All supporting documentation must be received by the application deadline date, if applicable (see program webpage for specific information).

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 webpage for each program.

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

Application Fee (Health Information Management, Food Service and Nutrition Management)

Applicants may be required to purchase application fees before their application is processed by CHA Learning. When enrolling, applicants may pay by cheque, credit card or money order. Visa-debit is not accepted. Application fees are non-refundable.

Tuition Fees

For the Health Information Management program, tuition fees must be paid by the deadline communicated by CHA Learning. Late fees may apply. Students who do not pay tuition before the start of the semester will not receive access to program materials and their admission to the program may be compromised. Information on how to pay tuition fees will be provided upon acceptance to the HIM program.

For the Food Service and Nutrition Management program, students must pay fees for each course in the program prior to gaining access to course materials.

Tuition fees for continuous-intake courses will be levied at the time of enrolment and must be processed in full by CHA Learning before an applicant receives access to program materials.

Tuition fees paid by credit card are typically processed within 7 business days.

Late Fees (Health Information Management)

Health Information Management students who have not paid their tuition fee by the tuition payment deadline will be charged an additional $100.00 late fee.

Methods of Payment

CHA Learning accepts payment by cheque, money order or credit card (VISA and MasterCard only – VISA Debit cards are not accepted). Credit card payments will not be accepted over the phone, by fax or by email.

Cheques and money orders must be made payable to HealthCareCAN and quote the order number of the purchase.

Individuals who issue a cheque or credit card payment that is not honoured by their financial institution will be charged an NSF fee by HealthCareCAN’s finance department. Post-dated cheques and partial payments are not accepted.

Program Fees(other)

Program-specific fees may apply – please consult the program website or the program coordinator for more information.

Employer Funded Students

To Employers
Employers who provide financial assistance to students are strongly encouraged to sign a “learning contract” with their staff/students specifying expectations such as student repayment of fees and expenses in case the student fails to complete the course or leaves the employer during the academic year, for example.

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.

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

To Students
Students whose fees are paid by their employers are responsible for ensuring that fees and other expenses are paid on time. CHA Learning does not make exceptions for late payments submitted by employers. It is the students’ responsibility to ensure their accounts payable department submits the payment on time in order to receive timely access to program information.

H:4 CHANGES TO THESE POLICIES

HealthCareCAN and its CHA Learning division may in its discretion change these Policies from time to time as it relates to future use of our products and services, by posting the revised Agreement 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.