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MINISTRY OF TRAINING, COLLEGES AND UNIVERSITIES PRIVATE INSTITUTIONS BRANCH

Guidelines

For the Application forProgram Approval

June, 2008

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MINISTRY OF TRAINING, COLLEGES AND UNIVERSITIES

June, 2008 Guidelines for the Application for Program Approval Page 1 of 22

Notice to Applicants A significant amount of time and resources are required to establish a vocational program. Before making financial commitments to offer a new vocational program, ensure all program material is fully completed and in good order. Is Program Approval Required? The Superintendent of Private Career Colleges, under the authority of the Private Career Colleges Act, 2005, registers institutions that provide instruction in the skills and knowledge required in order to get a job in a particular vocation. Before these programs can be delivered, an institution must be registered with, and its programs approved by, the Superintendent.

New Under the Private Career Colleges Act, 2005 We have changed the terminology under the new Private Career Colleges Act, 2005 so that institutions are “registered” and programs are “approved”. This is intended to provide more clarity in circumstances where a private career college may offer both vocational and non-vocational programs.

Not all vocational programs require approval under the Private Career Colleges Act, 2005 before they can be offered to the public. Please refer to PCCA Fact Sheet #1 – Exemptions Under the Act to determine whether your program requires approval (see “Useful Links” below). If you are unsure whether or not your program requires approval under the PCCA, please submit a Private Career College Pre-screening form. The form can be found at the ServiceOntario website (see “Useful Links” below). Ministry staff will review the



information provided in your completed Pre-screening Form to determine if your program needs to be approved. If you are already registered as a PCC, you can contact your program consultant to determine whether the new program you are proposing requires approval under the Act. Approval for Ontario Student Assistance Program (OSAP) Purposes New! The Application for Program Approval allows private career colleges to seek approval for a vocational program and seek OSAP approval for the program. Useful Links A series of supplementary documents and required forms are available through ServiceOntario at <www.serviceontario.ca>. Private Career College Act, 2005 and regulations are posted on the Ontario government E-Laws website at <www.e-laws.gov.on.ca>. Fact sheets, guidelines and policy directives are available from the Ministry of Training, Colleges and Universities – Private Institutions Branch website at <www.edu.gov.on.ca/eng/general/private.html>. The Private Career Colleges Act, 2005 Training Manual is also available on the ministry website at <www.edu.gov.on.ca/eng/general/private.html>.



Overview These forms have been established to ensure that a rigorous program development and delivery design process has taken place. Applicants not fully experienced in developing and delivering vocational programs should consider seeking professional advice on completing this process. There are over 2,800 approved PCC programs that prepare students for hundreds of regulated and non-regulated occupations. Given this level of complexity, additional approval requirements may be established for some programs leading to certain occupations. Program Approval On-line Using the ministry-issued PCC ID Number and password, the Application for Program Approval (does not include Appendices) must be completed on-line using the Registration Information for Career Colleges (RICC) system found at: <www.serviceontario.ca>. The Application for Program Approval must be submitted on-line before the paper appendices are submitted. Fees Appropriate fees in the form of a certified cheque or money order payable to the Minister of Finance is required. Incomplete Applications Not Accepted The ministry will only review complete applications. Incomplete applications will be returned.



Materials Required There are four components that need to be submitted in order for the ministry to consider a program for approval under the Private Career Colleges Act, 2005:

1. Application for Program Approval (including all Appendices, the Application Checklist and two copies of the proposed diploma/certificate in blank)

2. NEW! A Program Evaluation Report must be submitted directly to

the ministry by an arm’s length third party Program Assessor

3. NEW! Instructor Qualification Form(s) for each instructor must be kept on file and available for inspection at the campus where the instructor(s) is employed

4. Payment of fees owing for program approval

Approval for Existing Ministry-Approved Programs If you have purchased an existing ministry-approved program, you are only required to complete the Application for Program Approval, Appendix A, Appendix I and Appendix M and provide proof of insurance. If you are submitting an application for approval of a program that has been approved at another campus, only certain appendices need to be completed. Please refer to the Guidelines for Registration of a New Campus for further details. Approval of Program Changes NEW! A separate Application for Approval of Program Changes is available to seek approval for substantial changes to approved programs.



See section 13 of O. Reg 415/06 for a list of changes that constitute a substantial change to a program.

Application for Program Approval General College Information Identify the private career college proposing to offer the program and the person responsible for the development of this application. This person will be the primary contact should ministry staff have any questions regarding the proposed program. Please indicate the full address of your college. This will be the street address where your college will be located, including any applicable unit numbers. If your institution offers programs solely by distance education and students will not be physically attending the institution, you must indicate the address where the administrative functions of your institution will be based. Program Information Provide the title of the proposed program that will be used to approve and advertise the program. A start date should be identified to alert ministry staff as to when the college would like to begin offering the program. Please identify the occupation to which the program is directed and National Occupational Classification (NOC) Code for the occupation.



Identify the language of instruction that will be used to deliver the program, the program format and the main methods of program delivery. NEW! Identify the program format. Specific refund policies apply to programs delivered by different formats. See Parts VII and VIII of O. Reg. 415/06. Identify the main method of program delivery. Program Length State the total hours, total weeks and average number of hours per week that students will need to complete the proposed program on a full-time basis. Please note this should include all aspects of the program including classroom time, field placements and clinical placements. Note that the information provided should be consistent with information provided in Appendices D, G and H. NEW! For programs exceeding 52 weeks, provide a detailed breakdown of hours, weeks and average number of weeks for each year on a separate sheet. NOTE! In order to be approved for student assistance purposes, a program must be designed to enable students to attend a minimum of 20 hours of classroom instruction per week. Enrolment Information NEW! Provide a maximum class size and the estimated number of domestic and international students that are expected to enrol in the program for the first year. Note that these figures



should be consistent with information provided to determine the financial security that is required.

Admission Requirements Section 19 of Regulation 415/06 specifies the minimum admission requirements for private career college programs:

• An Ontario Secondary School Diploma or equivalent, or • NEW! Students are 18 years of age or older and pass a

qualifying test that has been approved by the Superintendent Section 23(4) of the Private Career Colleges Act, 2005 allows the Superintendent to set other minimum academic requirements as a condition of program approval. If you intend to set minimum admission requirements that are below those set by the Regulation, attach a separate sheet noting the admission requirements and why they are appropriate for the program for the Superintendent’s consideration.

Who is an “international student?”

Section 1 of Regulation 415/06 "international student" means a student at a private career college who applied for or received a temporary resident visa as a member of the student class under the Immigration and Refugee Protection Act (Canada); ("étudiant étranger") “prospective international student” means a person who is required to apply for and receive a temporary resident visa as a member of the student class under the Immigration and Refugee Protection Act (Canada) in order to enrol at a private career college. (“étudiant étranger éventuel”)



Also indicate whether or not the program will be using the additional admission requirements beyond those specified in the Regulation (e.g., medical certificate, police check). Please indicate whether mature students (i.e., individuals at least 18 years of age who do not have an OSSD or equivalent) will be accepted into the program. If yes, specify the name of the qualifying test you will be using and the minimum score required for admission to the program. Please note that PCCs are responsible for ensuring fair and equitable entry practices and adhering to all related legislation, including the Ontario Human Rights Code. Vocational Program Fees Identify fees for the proposed program using the 10 categories provided. If there is a fee listed under Tuition, Book, International Student, Other Compulsory, Expendable Supplies, Uniforms and Equipment, Field Trips, Major Equipment or Professional/Exam, only check the “Compulsory” box and enter the proposed fees. NEW! The International Student Fees category is new and should be used to identify any fees charge only for international students. Do not include provincial or federal taxes in your fees. For each category other than tuition fee and book fee, applicants are required to state what the fee will be specifically charged for in the space provided. If there is more than one fee for this category, please provide a breakdown in the itemization section for each fee.



NEW! Include all additional fees a student may be charged when attending your college that are not captured in the listed fee categories of Tuition, Book, International Student, Other Compulsory, Expendable Supplies, Uniforms and Equipment, Field Trips, Major Equipment or Professional/Exam on a separate sheet and attach it to the application. Indicate whether each fee is compulsory or optional. NEW! Student Protection Indicate what type of credential (e.g., diploma or certificate) you will be providing to students who successfully complete the program and submit two copies of the blank credential with the application. NOTE! In Ontario, the Post-secondary Education Choice and Excellence Act, 2000 (PSECE Act) regulates all activity related to degree granting. The PSECE states that no person shall directly or indirectly do the following things unless the person is authorized to do so by an Act of the Assembly or by the Minister of Training, Colleges and Universities under the Act:

• Provide a program or part of a program of postsecondary study leading to a degree to be conferred by person inside or outside Ontario

• Make use of the word university or any derivation or abbreviation of the word university in any advertising relating to an educational institution in Ontario.

If you require any additional information on degree granting, please visit the ministry’s website at <www.edu.gov.on.ca/eng/general/postsec/appprocess.html>.



NEW! Duration of Approval A vocational program approval granted by the Superintendent is valid for a period of five years or such lesser period as may be specified by the Superintendent in the approval. NEW! Maintenance of Records A private career college is required to keep a copy of the description of the approved vocational program at the campus it is being delivered for a period of at least six years after the date of approval. A “description” means a complete copy of the Application for Program Approval (including all Appendices and two copies of the proposed diploma/certificate in blank). Information Available to the Public Information from this Application, including business location, program title, program duration and program fees will be regularly provided to the general public upon request. Some information will also be placed on the ministry’s public website along with information provided by all registered private career colleges. Appendix A – Employment Profile Job Profile Research labour market information and provide an industry-based job description of the vocation(s) for which this program provides training.



List the specific knowledge and skill competencies most usually listed in employment advertisements for this vocation. Job Opportunities Attach copies of your labour market research clearly demonstrating the link between the program and labour market demand. Information regarding employment rates and default rates may be obtained from the Ontario Student Assistance website at <http://osap.gov.on.ca/eng/eng_osap_main.html>. Information on the Ontario labour market can be found at <www.edu.gov.on.ca/eng/training/labmark/>. Appendix B – Program Development and Maintenance Applicants are advised to ensure that people with appropriate expertise have been involved in the development of this program. Program Maintenance Describe the methods to be used by the private career college to determine whether the program is meeting its intended goal of providing students with the knowledge and skills required for employment in the vocation (e.g., interviews with employers of graduates, interviews with graduates, arrangements with accrediting or regulatory bodies). A program approval granted by the Superintendent is valid for a period of five years or such lesser period as may be specified by the



Superintendent. During the approval period, each private career college must have processes in place for regular program review and updating to ensure that the program will continue to provide skills and knowledge relevant to the workplace. NEW! Appendix C – Admissions Admission Requirements The information included in this Appendix should be the same as that provided in the Admission Requirements section of the Application for Program Approval. It is a condition of registration that students enrolled in a PCC program are required to meet or exceed the admission requirements set in regulation before they begin a program. A PCC cannot establish an admission requirement that is less than following, unless it is approved to do so by the Superintendent:

• An Ontario Secondary School Diploma or equivalent, or • Students are 18 years of age or older and pass a qualifying

test that has been approved by the Superintendent, or • Meet other academic qualifications or minimum age

requirements established as a condition of the Superintendent’s approval of the program, and

• Have met all additional admission requirements established by the PCC for the program

If you intend to set minimum admission requirements that are below those set by regulation, attach a separate sheet, noting the reason for your entry requirements for the Superintendent’s consideration.



You must also specify any additional admission requirements you may have for the program (e.g., medical certificate, police check). Please note that PCCs are responsible for ensuring fair and equitable entry practices and adhering to all related legislation, including the Ontario Human Rights Code. Advanced Standing Describe your policy for granting students with credits or advanced standing in the program. Scholarships/Bursaries Describe the decision-making process and criteria for awarding any scholarships or bursaries. Appendix D – Program Delivery Information Mode of Delivery The total contact hours in this table relate to actual training time. It should agree with the response in the “Program Length” item on the Application for Program Approval and with the total of all the entries in the “Contact Hours” column for all of your subjects/modules as described in Appendix H. Training Location(s) If training is being delivered at different locations at your campus and/or at off-site locations, identify each location and the mode of training delivery that is occurring.



Instructors Ensure that the “Instructor Qualification Form” is completed in full by all prospective instructors and kept on file at each campus where the instructor teaches. If you have periods of independent learning, outline how access to instructors will be maintained during these learning periods. If the program is accredited or certified by an outside body, specify whether there are specific instructor qualifications that must be met to maintain accreditation/certification. Resources Please note that equipment requirements are to be based on the “maximum single class size” figure that was provided in the “Enrolment Information” section of the Application for Program Approval. During the site visit, ministry staff will confirm that the type and amount of equipment is present. Appendix E – Evaluation and Grading System Prior to determining their grading policies, all applicants are advised to become familiar with grading policies in other postsecondary institutions (both public and private). Evaluation Method Applicants are required to describe the major evaluation methods for each teaching mode of delivery of the program, including classroom instruction, seminar, distance education, etc. You must also explain why these evaluation methods have been selected and



describe the grading system that will be used for each evaluation method, including the passing grade. NEW! It is a condition of approval that a student must be informed of the results of an evaluation of their progress in the program prior to half-way through each refund period or, in the case of non-continuous programs, half-way through the program. Outline how the evaluation system accomplishes this requirement. Grading Policies Describe the grading policies used in the grading appeals process (e.g., rereading of examinations, repeating failed subjects, rewriting examinations, etc.) Graduation Requirements Describe any additional requirements in order to graduate successfully from the program. Appendix F – Intended Program Outcomes Provide a description of the high-level knowledge and skill competencies a student is expected to acquire from this program. NEW! The competencies identified should include those in the “Job Profile” section of Appendix A. As a general rule, the Knowledge and Skill objectives that are listed for each subject/module in Appendix H will be a level below the competencies shown here in Appendix F. They are the contributing competencies that must be acquired/performed in order for the program’s core competencies to be achieved.



Appendix G – List of Subjects In order to achieve the competencies listed in Appendix F, subjects or program courses are established. In other words, a training subject will be developed for a competency or multiple competencies. The subject is to be designed to provide the student with a series of knowledge and skill competencies (often referred to as “contributing competencies”) that, when combined, will enable the successful student to perform or to know the relevant specific core competency. Actual Contact Hours List the actual contact training time that the student is paying to receive from your private career college. Note that ministry staff need to know the actual time being proposed to teach students in each subject. Learning Sequence Frequently there are major yet distinct skill areas in a training program - for example, in a Business Management Program, accounting, marketing, and personnel management would be three distinct major areas. It would make no difference whether the student took the personnel management subjects before the accounting subjects, or the Employee Compensation Packages subject before or at the same time as Cost Accounting. Within each of these areas, however, there is a very specific prerequisite order – Basic Bookkeeping, Accounting I, Accounting II, Cost Accounting and Auditing must be taken in that order. In order to assess the appropriateness of the development and delivery schedule of the program, it is essential that you describe the subjects or modules in the program at which the newly



registered student can commence training and the hierarchy of knowledge and skill training that a student must follow. If the program has multiple points at which a student can enter, you must comment on any special requirements of the learning sequence. You must be able to demonstrate that each entry point is appropriate - that is, that the subject does not require previous training and that mixing a new student with a group of current students will not create a learning environment which will negatively affect the new student. Appendix H – Subject/Module Outline for each Subject in the Program Applicants are required to complete Appendix H for each subject that was listed in Appendix G. An example of a completed Appendix H listing ministry expectations is included. Please note that this example uses material from a number of different subjects in order to illustrate the level of detail that is required:

• Subject Description is from an Operations Management subject

• Objectives are from an Electronics Drafting subject • Contact Hours-Module Topic-Relative Value % description

is from a Business Organization subject. Note: the four different topics (Personnel, Labour Management Relations, Manufacturing, Marketing) are not separate subjects but, rather, are modules and sub-topics under the Business Organization subject.

Applicants are required to identify the method of evaluation for each subject. You must also identify the knowledge and skill



objectives for each subject and identify the skill or knowledge competencies identified in Appendix F that each objective supports. As a general rule, the Knowledge and Skill objectives that are listed for each subject in Appendix H will be a level below the competencies shown in Appendix F. There are the contributing competencies that must be acquired/performed in order for the core competencies in Appendix F to be achieved. Also identify the individual modules that make up each subject. List the contact hours to be spent on each module and how much weight each module is given in terms of assessment of the subject. Assessment values must add up to 100% and contact hours must correspond to the number that was identified in Appendix G. Appendix I – Practicum/Off-site Placement This appendix must be completed for any program that has a mandatory placement component of at least one week in length (i.e., students cannot graduate from the program unless the placement is successfully completed). You must also attach a copy of the agreement between the employer/host and your college on the employer/host letterhead. Work placements or clinical placements are found most frequently in programs that prepare students for regulated or health-related occupations. This placement is to allow students to work directly with individuals/organizations and gain practical or “hands-on” experience in the occupation that the program prepares them for. Accreditation or professional associations may expect placements in programs for the purposes of registration/certification of graduates of the program.



In order for a work placement to be accepted as a part of an approved program, it must be an essential training element of the program - not simply a workplace familiarization or employment audition element. An acceptable work placement element is one where, due to the very nature of the occupation, the PCC’s classroom is taken to the “workplace” in order to provide the student with an appropriate training environment that cannot be offered at the college. The placement itself must have very specific learning and skill objectives. The student must receive training at the placement site directly from PCC instructors and/or staff employed at the work placement who are under close supervision by PCC instructional staff. Student performance is also to be assessed and must meet established standards. If a mandatory work placement is part of the proposed program:

• Demonstrate that placement opportunities exist from employers for 50% or more of students listed in the “maximum single class size” on the Application for Program Approval

• Demonstrate that appropriate coverage from the Workplace Safety Insurance Board (WSIB) is in place for students

• Provide a copy of an agreement or letter of support from employers/hosts indicating the number of placement opportunities to be provided (agreement or letter of support must be on the employer/host letterhead)

• Provide copies of information/instruction/orientation packages that will be given to the placement employer/host; progress/attendance sheets to be completed by the employer/host or student’s skill passport to be completed by the employer/host



Please note that any work placement/clinical placement in a program must be listed appropriately in Appendix G. Appendix J – Training in a Regulated Occupation If the program is to prepare students for a regulated occupation, have Appendix J completed by the appropriate regulatory body and submit with the application. Regulatory bodies have established criteria and time-lines in reviewing programs. Therefore, regulatory bodies should be contacted in advance to determine the time it will take for them to complete this appendix. Note that you are responsible for all fees associated with this assessment. Appendix K – Program Accredited, Certified or Endorsed by a Third-Party Appendix K must be completed if the program is endorsed, certified, accredited by any third-party association or organization (i.e., professional body, government of any province, territory or country, postsecondary education institution). Note that you are responsible for all fees associated with this assessment.



NEW! Appendix L – Financial Aid Officer Information You must complete Appendix L only if your institution is approved for student assistance purposes and you would like to apply to have the program approved for student assistance purposes. NEW! Appendix M – Training Completion Plan PCCs are required to provide a training completion plan for each program at each location - PCCs that offer the same program at multiple locations must provide a plan for each one of the locations. The training completion plan asks you to identify PCCs nearby that would be able to provide a training completion to your students in the event that your PCC closes. We are also asking you to explain why you think this program is suitable for a training completion and what vocation(s) the program leads to. On the first page, please identify PCCs with suitable programs within 1 hour of your location. On the second page, please identify PCCs within 1-3 hours of your location. We recognize that it may not be possible to identify other PCCs close to you - there may not be another PCC nearby, or even in the rest of the province, that offers your program. In that case, you are asked to identify other possible options. Is there a non-PCC institution that could provide a training completion? Do you have any other suggestions? You may also wish to enter into an agreement with another PCC to take care of your students in the event of a closure. Please let us know if you have made any such agreement.



Checklist The checklist must be completed and submitted with the Application for Program Approval. The checklist will be used by ministry staff to confirm that the application contains all required information.

Need More Information?

If you have questions about the Application for Program Approval, contact the Ministry of Training, Colleges and Universities, Private Institutions Branch at:

Superintendent, Private Career Colleges

Ministry of Training, Colleges and Universities 9th Floor Mowat Block

900 Bay Street Toronto, ON M7A1L2

Telephone: (416) 314-0500 or 1-866-330-3395

Fax: (416) 314-0499

The full text of the Private Career Colleges Act, 2005 and regulations can be downloaded from the Ontario government E-Laws website at:

www.e-laws.gov.on.ca

private career colleges act, 2005 - ontario · of the private career colleges act, 2005, ......

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