Educational Policies and Procedures

A. STUDENT CONTACT PROCEDURES

CHA Learning has an education team dedicated to providing 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.

A:1 VICE PRESIDENT, LEARNING AND DEVELOPMENT

The Vice President, Learning & Development 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 provides guidance to all 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. Students should work through the Directors and coordinators who will bring any exceptions forward on their behalf.

A:2 PROGRAM DIRECTOR

The Program Director, or designate, is the lead faculty for the 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 instructors or education consultants.  The Program Coordinator may escalate any matter to the Program Director, as required.

A:3 STUDENT RELATIONS COORDINATOR

The Student Relations Coordinator is responsible for all CHA Learning program communications with current students. All administration questions related to the student’s program should be directed to the Student Relations Coordinator. This includes, but is not limited to, any questions about registrations, program changes, policies, deadlines, grades, exam procedures and special requests or appeals. The Student Relations Coordinator is generally the first person to contact with general program related questions for current students and for concerns of a technical nature with CHA learning systems (Gateway, etc.).

A:4 ADMISSIONS AND ACHIEVEMENT COORDINATOR

The Admissions and Achievement Coordinator is responsible for all CHA Learning communications with prospective students and Alumni, as well as questions and concerns related to learning systems. All questions regarding applications, tuition and fees, transcripts and certificates, tax forms, and student files should be directed to the Admissions and Achievement Coordinator.

A:5 FACULTY AND INSTRUCTORS

Education Consultants (ECs) or Instructors are experienced professionals in their specialized health care field and are responsible for supporting student learning.

In programs where ECs are the primary faculty, they are responsible for providing support to an assigned set of students. ECs also grade assignments and provide meaningful feedback. Students should contact their EC first for questions about learning content, assignment expectations, grading and feedback, and exam preparation.

The Health Information Management Program courses are supported by Instructors who are responsible for the curriculum development and delivery. Any questions or concerns about course content, learning objectives, assignment expectations, grading and feedback and exam preparation should first be directed to the course instructor. Questions and concerns about overall program content, learning objectives and policies should continue to be directed to the Program Director.

A:6 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 1-2 business days. When a justifiably urgent matter arises that requires immediate attention, students should phone the CHA Learning office directly and speak to the Student Relations Coordinator or Program Director.

B. GENERAL ACADEMIC POLICIES

B:1 INTERACTIVE LEARNING

Students are encouraged to discuss their assignment components with fellow students, their Education Consultant or Instructor, and other people in their organization or community. This discussion can help them gather information and clarify concepts. However, students must form and write their answers independently for all assignments and exams.

B:2 DEADLINES

An exam schedule is posted for all programs that follow an academic schedule. When applicable, the deadline for each assignment appears in the program schedule in the Gateway. 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:3 LATE AND INCOMPLETE ASSIGNMENTS

Late assignments make it difficult for Education Consultants or Instructors to be timely in their marking, to be consistent in grading, to provide feedback before the next assignment is due, and to forward marks to CHA Learning on time.

A 20% penalty is applied to late assignments, regardless of length of delay. CHA Learning will apply the late penalty. 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, and the student may fail the assignment if sufficient marks are missed. 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:4 ACADEMIC INTEGRITY (Cheating and Plagiarism)

CHA Learning considers academic integrity a serious matter and all CHA Learning students are expected to conform to 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, study guides, and assignments. Materials are provided for your personal use only.
• Students will not have access to exams after completion. Students may not copy, print or in any way reproduce exam content. Students may request an exam review with their faculty if desired.
• Plagiarism: Presenting the work 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.
• 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.
• Unauthorized Cooperation and Collaboration: Students are not permitted to cooperate or collaborate on an assignment or project when it is clear that the assignment or project must 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 to complete an examination or test.
• Improper Dissemination: It is an offence to disseminate or make public any confidential information acquired while completing program requirements without prior written consent.

If a student is found guilty of an offence, an official warning will be issued and placed in the student’s record. In addition, one or more of the following sanctions may be applied:

• A mark of zero on all or part of the assignment or exam;
• Resubmission of a new assignment; the new assignment will be marked and a penalty of 20% will be applied to the mark;
• Retaking of an exam;
• Termination from the program.

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: 4, no tuition refund 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.

B:5 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 staff, other students, faculty, supervisors, and others supporting practicum placements or learning. Professional verbal and written communication is expected at all times, for all communication media.

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, including the HealthcareCAN;
• 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.

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 manner in which they would communicate in a 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
Students attending practicums or field placement sites are expected to maintain a professional appearance and demeanor.  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;
• 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

Students must contact their Program Director in a timely fashion to address concerns related to their practicum arrangement.

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.

B6: PRIVACY AND CONFIDENTIALITY

In the course of studies, students will come into contact with “personal” and “confidential” information.” Confidential information refers to non-public information about other students, faculty, and employees – as well as information contacted at practicum sites such as patient/resident information. Some examples of confidential information include grades, financial, correspondence, family data, and medical records. Students must protect the integrity of this information at all times.

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

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:7 OFFICIAL LANGUAGES

All textbooks, study materials and examinations are printed in English. Assignments for some programs may be submitted in French. Students must make arrangement with the Program Director to submit program components in French.

All exams are to be completed in English only.

Students whose first language is not English may need to submit proof of an English proficiency test (see program requirements).

Students whose first language is French and who have been granted a French-speaking Education Consultant may request permission to submit assignments in French. Students must make the request in writing to the Program Coordinator for formal approval.

B:8 WRITING SKILLS

Assignments provide an opportunity to strengthen writing skills by stressing the characteristics of good business communication:

• Clarity;
• Conciseness;
• Logical arrangement of ideas.

The reference for writing style in CHA Learning programs is the APA Style: Students must follow this writing style in developing all citations and references, footnotes (or endnotes) and bibliographies. Please refer to course study guides for specific resources and requirements about referencing.

Students who are having challenges in writing or communication in general may be asked by the Program Director to seek help from a tutor.

C. GRADING AND EXAMINATIONS

C:1 GRADING

The grading breakdown and policies for assessment vary across each program and are provided in each program. Please refer to individual program supporting documentation or information in the Gateway for details.

Grades will be provided in the Gateway. While students may see ‘tentative’ marks at various points, CHA Learning will notify students when marks are official.

Unless otherwise stated, CHA Learning’s passing grade standards are indicated below:

Assessment Type	Food Service and Nutrition Management	Health Information Management	Other Programs
Assignments	50%	50%	See Individual Programs for Requirements
Final Exams	50%	50%
Units	50%	-
Course Overall	-	50%*
Program Overall	50%	60%

Students who fail an assignment will not have an opportunity to re-write. Students are expected to seek assistance from their Education Consultant, Instructor or Program Director if they do not understand program expectations or material. Failure of an assignment does not affect student status in the program; however students should be aware of the impact on the overall course grade.

Food Service & Nutrition Management FSNM students who fail any single course will be given academic warning and will be required to repeat the course. FSNM students who fail the same course twice will be terminated from the program.

Health Information Management Students in the HIM program who fail a single course in a given semester will be given academic warning and required to repeat the given course. (see E:3 ACADEMIC PROBATION, E:4 TERMINATIONS). Students who fail a course will not be able to complete courses in the next semester for which the failed course was a prerequisite. Students who fail the same course twice will be terminated from the program. Students who fail more than one course in any semester will be terminated from the program and may apply to return the following academic cycle. (see E:3 ACADEMIC PROBATION, E:4 TERMINATIONS).

See section C:4 APPEALS for more information about appealing grades.

C:2 EXAMINATIONS

CHA Learning will set exam schedules at the beginning of the program or academic year for each individual program. It is the student’s responsibility to make arrangements to be available to write any exams required in their program. Alternate dates will not be offered under any circumstances.  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. (see C:3 SUPPLEMENTAL EXAMINATIONS).

In programs with mid-term exams, students are not required to pass the mid-term exams in order to proceed in the program and, as such, there is no supplemental exam for mid-terms. However, these grades do make up an important component of the overall grade for the courses. Students failing the mid-term examination should use this as an opportunity to identify areas for further study and improvement.

Where students must write a final exam as part of their course of study, a passing grade must be achieved in order to pass the course, along with an overall passing grade in the course.

After completion of the exam, students will not have access to exam questions. However, students may discuss their results with the Program Director/Lead Faculty/Instructor.

C:3 SUPPLEMENTAL EXAMINATIONS

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. A supplemental exam fee may apply.

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. Supplemental exams are not scheduled for mid-terms. If a student is unable to write a mid-term, they should follow the policies regarding course requirements, or extensions and postponements, and arrangements will be made with the Program Director if required.

Students who do not obtain a passing mark on the supplemental examination will fail the course or unit and academic status will be evaluated according to the policies found in E:3 STUDENT STATUS.

C:4 APPEALS

Students who fail any component of their program may appeal a grade or decision. 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, in writing, a further review by the Vice President of 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 graded program component by the appropriate faculty. The student must submit the request in writing, with 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 in writing to the Program Director, who will submit the request to the Vice President, Learning & Development. Such appeals must be in writing and, where applicable, include a copy of the contested assignment or decision.

D. CERTIFICATE/COMPLETION REQUIREMENTS

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

• Pass the final examination(s) in each year of the program with a minimum grade of 50%
• Pass each course and/or main program component (see individual program structure) with the minimum  required grade;
• Pass the overall program with the minimum  required grade;
• Take part in and pass any participatory program components, including: forums, webinars, practicums, field placements, and practical nutrition experiences;
• Complete any other stated program requirements;
• Abide by CHA Learning’s policies and procedures.

Students are required to complete their program in the timeline set by the program requirements. If the student is unable to complete all program components in the required timeframe should refer to specific program academic and schedule requirements.

D:1 PROGRAM/COURSE AUDIT

Some courses/programs may be audited upon special request. To audit a course involves getting access to learning materials (e.g.: learning guides, reading materials, assignment documents), but with no instructional/faculty support and limited interactive and assessment access. Certificates and course credits are not awarded for auditing courses. Generally, fee discounts are applied to course auditing. Students interested in auditing a CHA Learning program or course should contact the specific Program Director to discuss the request.

E. STUDENT STATUS

E:1 ACADEMIC POSTPONEMENTS – PROGRAMS FOLLOWING ACADEMIC CALENDAR

Students, who need to temporarily stop their studies, but wish to remain enrolled in a CHA Learning program, may request a postponement to the next academic year by notifying CHA Learning in writing.

Students may apply for 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. Postponements allow students to carry-over their tuition fee to the next academic year. 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;
• The postponement fee must be received by CHA Learning within 30 days of acceptance of the postponement request by CHA Learning. If the postponement fee is not received, the student will be terminated from the program;
• If there is an increase in the tuition fee prior to the student resuming studies, the student will be asked to pay the difference between the fee already paid and the increased tuition fee;
• To continue their program, students must formally request that CHA Learning reactivate their file by the admission deadline of the next academic year. Postponements are accepted for only one year;
• Students who request the reactivation of their file will be admitted into the program. However, as programs change from year-to-year, it will be at the discretion of the Program Director to decide where in the program a student is readmitted. If readmitted where they left off, their marks may be brought forward in whole or in part;
• Students admitted into the program may have to purchase new textbooks. Students will be responsible for all shipping and handling costs;
• Students who reactivate their file and then choose to withdraw from the program at any point will not be entitled to any tuition refund;
• Students who do not reactivate their file by the next academic year will be deemed to have withdrawn without refund.

E:2  POSTPONEMENTS – CONTINUOUS INTAKE PROGRAMS

Students, who need to temporarily stop their studies for extenuating personal or medical circumstances, may request a postponement by notifying CHA Learning in writing.

Postponements in continuous intake programs are for a maximum of 6 months. During this time, the student’s account will be suspended.

Students may apply for 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 documentation 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 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 continue on with the amount of time remaining at the point 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 non-refundable administrative postponement fee of $75.
• 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.
• Postponement requests must be approved by the Program Director.
• Postponements will be approved for a period of up to 6 months. Students are required to notify CHA Learning when they are ready to reactivate their studies, no later than 2 weeks prior to the 6 month maximum. CHA Learning will communicate to the student, upon approval of the postponement, the deadline for reactivation of studies.
• No subsequent postponements are possible.
• If any major curriculum changes occur during the postponement period, the Program Director may decide that the student must repeat or complete any updated or additional sections of the curriculum deemed necessary to graduate. In addition, if any changes to the curriculum require additional fees (e.g., new textbook), the student will be advised of this at the time the program is reactivated.
• Students resuming their programs will have the same amount of time remaining on their course timer that they had at the point of postponement. (i.e.: students who had 6 months left on the course timer at the time of postponement will resume studies with 6 months remaining).
• Students may request extensions in accordance with the Extensions Policy, if, after the program is reactivated, they do not have enough time to complete it. (See E:3 Extensions -Continuous Intake Courses).
• The maximum duration for programs must be observed. Students who do not complete programs before the maximum duration (See E:4 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 reactivate their file and then choose to withdraw from the program at any point will not be entitled to any tuition refund;
• Students who do not reactivate their file by the stated deadline will be deemed to have withdrawn without refund.

E:3 EXTENSIONS – CONTINUOUS-INTAKE COURSES

Extensions only apply to “continuous-intake” courses (i.e. courses which are open for enrollment year-round). For policies that relate to non-continuous-intake courses (i.e. programs following an academic calendar), please see E1: Postponements.

Students in continuous-intake courses have the possibility to extend the deadline for these courses. 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 E4: 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 3-month extension purchased on a 12-month program would be calculated at 25% of the total tuition). For more information on program extension fees, please contact CHA Learning.

E4:  MAXIMUM DURATION AND COURSE EXPIRATION (Course Credits)

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:3 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 (see E:3 EXTENSIONS). Beyond the maximum duration, program components (courses, units) may expire and certificate requirements may be deemed unmet. Students may need apply for readmission to repeat expired courses in order to be eligible for a program certificate, at the discretion of the Program Director.

E:5 ACADEMIC PROBATION

CHA Learning may at any time place students on academic probation. Terms and conditions of the academic probation will be at the discretion of the Vice President, Learning and Development. As stated above, failure of one program unit or course is grounds for academic probation. The terms of the student’s academic probation will be outlined in writing. A student may not be placed on academic probation for more than one consecutive semester or unit; therefore failure to comply with the terms of probation in any semester or unit is grounds for termination.

E:6 TERMINATIONS

The Vice President, Learning and Development may terminate a student’s enrolment if the student:

• Has not completed all required components of the course or program;
• Did not write the final and supplemental exam;
• Has failed 2 or more units/courses or the same course 2 times
• Has not received an overall passing grade in the program;
• Has not completed the program within the prescribed period of time;
• Has not abided by one or more of CHA Learning’s policies and regulations;
• Has not paid administrative and/or tuition fees in full before the start of the semester and/or course.

Students who fail a full unit or course will be placed on academic probation. Students who fail 2 units/courses will be terminated from the program

Students who are terminated from any of the 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 refund of their tuition fee at any time.

Under most circumstances, students may re-apply to the program for the next academic cycle. 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 (see sections B5-B7).

E:7 WITHDRAWALS

Withdrawal and Cancellation Policy

CHA Learning permits withdrawal from only those programs that follow an academic schedule and which are full-year programs. Please refer to the “Withdrawal & Cancellation Schedule” for more information about the implication of withdrawals on tuition fees.  (see F: FEES & CREDITS). Withdrawals are not the same as extensions or postponements. Once a student has withdrawn from a program, they must formally reapply to CHA Learning should they ever wish to continue their studies.

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: REFUND OF FEES

F:1 REFUND/CANCELLATION POLICY

HealthCareCAN 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 registration 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. Where course materials have been accessed, the student may cancel registration with no refund/credit, or transfer into another CHA Learning program.

Requests received more than 10 business days after tuition payment – but before course commencement – will be converted into a CHA Learning credit, which can be used for up to one year. If course materials have been accessed, no credit will be granted. See “Credits” below for more information on credits.

F:2 CREDITS

Academic programs with a specified start date may be eligible for refunds or credits, when cancellation or withdrawal occurs according to the schedule below.

Students in continuous intake courses who do not access course material and who cancel registration more than 10 days after tuition payment will receive a 100% credit. Students who have accessed material are not eligible for a credit.

F:3 WITHDRAWAL SCHEDULE 

Withdrawal and Cancellation Schedule:
For current dates see: http://www.healthcarecan.ca/learning/administrative-fees/

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.

*Tax receipts are only provided to students who have remained in a program for more than three weeks, in accordance with HRSDC guidelines. Cancellation fees are not considered tuition.

F:4 TUITION RECEIPTS FOR TAX PURPOSES

HealthCareCAN will provide all eligible students with the appropriate tax credit documentation for income tax purposes. HealthCareCAN will issue T2202A Forms or Official Tax Receipts to students who have been in a program or course a minimum of three weeks and paid a minimum of $100.00 in tuition expenses. Please reference the Tuition Tax Credit Schedule for a summary of eligible programs and courses.

Please reference the Tuition Tax Credit Schedule for a summary of eligible programs and courses.

Tuition Tax Credit Schedule by Program and Course
HealthCareCAN

Refer to Income Tax Folio S1-F2-C2: Tuition Tax Credit for more information

Program/Course	Tuition Tax Credit
Academic Programs (HRSDC Programs): Health Information Management	T2202a Tax Receipt
Continuous Intake Courses: Coding Specialist Program, Introduction to Medical Terminology, GDP Series: Health Governors’ Foundation Series, Governing for Quality and Patient Safety, Food Service and Nutrition Management, Integrated Quality Management, Canadian Patient Safety Officer Online Program, Long-Term Care Administrator, Management Essentials, Management Essentials in Long-Term Care	Official Tax Receipt

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

G. STUDENT RECORDS

G:1 RECORD MAINTENANCE

HealthCareCAN will maintain student transcripts and certificates in perpetuity. Students may request such records at any time (though a fee may 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. Criminal Record information will be collected, used, stored and disclosed according to Freedom of Information and Protection of Privacy Act (FIPPA). 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 HealthCareCAN. Records of performance will only be released to the student or persons authorized by the student in writing. HealthCareCAN will not release student records to any third party without prior consent from the student.

HealthCareCAN does not share information with employers except in the case where an employer is paying for a student’s tuition. In such a case, HealthCareCAN will only advise the employer about whether a student is enrolled, or will seek explicit consent from the student if a request is received to release other information. This confidential relationship is maintained to ensure that students do not have their employer/employee relationship affected by assignment content or results.

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

Students are provided with a statement of marks at the end of each academic year once all program components have been completed.

Duplicate statements may be obtained upon request by the student though fees may apply.

G:5 TRANSCRIPTS

Official transcripts are available upon written request and a fee payment. 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.

Application Fee

Applicants may be required to purchase application fees before their application is processed by CHA Learning. When registering applicants may pay by cheque, credit card or money order. Application fees are non-refundable.

Tuition Fees

Information on how to pay your tuition fees will be provided upon acceptance by CHA Learning for students in full year academic courses. For tuition fees please review the course descriptions. For tuition payment deadline, see the Academic Calendar. Students who have not completed all financial transactions by the dates listed in the Academic Calendar will be terminated from the course. Please see Education Policies.

Students who apply for a course after the Application Deadline and are accepted into a course will be required to pay the full tuition fee by credit card at the time of acceptance.

Tuition fees for continuous-intake courses must be received in full by CHA Learning before an applicant is accepted to the course.

Late Fees

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

Cheques and money orders must be payable to HealthCareCAN.

Individuals who issue a cheque or credit card payment that is not honoured by their financial institution will be charged a service fee. Post-dated cheques and partial payments are not accepted.

Supporting documentation requirements vary by course. A complete list of all supporting documentation is available within the course descriptions. 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.

What is 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 Fee online and submit a detailed portfolio that adequately outlines their prior learning, education, and relevant work experience.

Please see the course descriptions for all PLAR related documents. Students must submit their PLAR application for a Review prior to the deadline. Only complete portfolios will be considered.

Access to email and the internet is mandatory for all students in order to access course materials and communicate with CHA Learning and Education Consultants. Students may use either their home or work email address. Students are reminded that they must check their email regularly, including their junk email folder.

CHA Learning Technical Requirements
Screen Resolution	800×600 (minimum); 1024×768 (recommended)
Internet Browsers	Firefox 4, Internet Explorer 9, Safari 5, Google Chrome 11, Opera 9
Plug-ins	Pop-up blocker: disabled Java Script: Enabled Cookies: Enabled
Internet Connection	Broadband (cable or DSL) connection required
Software	Word processing software, Adobe Reader Recommend knowledge and comfort using Microsoft Excel

All textbooks, study materials and examinations are printed in English. Assignments and exams for some courses may be submitted in French. Students must contact CHA Learning once they are accepted to a course if they wish to submit assignments in French.

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. All course materials are printed in English and translated materials are not available.

Étudiez en français!

Tout le matériel des cours ainsi que les examens sont imprimés en anglais. Les travaux et les examens des programmes Archives médicales et Terminologie médicale doivent être rédigés en anglais. Les travaux et les examens pour les autres programmes peuvent être rédigés en français. Les étudiants qui désirent présenter leurs travaux et examens en français doivent obtenir l’approbation préalable de la directrice du programme. Voir la description des cours en français.

International students are students who do not reside in Canada during CHA Learning’s academic year. 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 if they are received after the application deadline.

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); their website is www.wes.org/ca. Prospective students may also contact their local university or college for more information on credential evaluation services.

Education fees paid to CHA Learning may be used to reduce income tax for qualifying students. Students enrolled in full year courses will receive T2202A forms. Students enrolled in a short course 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.

HealthCareCAN issues T2202A 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.

Duplicate T2202A forms can be ordered for a fee 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.

To Employers

Employers who provide financial assistance to students are strongly encouraged to sign a contract with 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.

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.