Compliance Assistance for Career Colleges

📚 FREE TRAINING: Student File Checklist
Get your files audit-ready with a practical, step-by-step walkthrough covering OSAP and Career Colleges Branch requirements.

📅 Date: October 28, 2024
🕙 Time: 10:00–17:00
📍 Location: 1371 Neilson Rd (Toronto)
🥐 Breakfast & Lunch provided
💸 Cost: Free (limited seats)

You’ll learn to:
• Build a compliant student file checklist (admissions → graduation/withdrawal)
• Align documentation with OSAP & CCB standards
• Avoid common audit findings and fix gaps fast

📩 RSVP: DM us or email [email protected]

📄 TRANSCRIPT MANAGEMENT – KNOW YOUR RESPONSIBILITIES
🎓 Transcript Rules Under O. Reg. 415/06

To ensure student access to transcripts, all career colleges in Ontario must follow these mandatory practices:

🗂️ Transcript Retention Requirements:

1️⃣ All current and former students must have transcripts stored physically or electronically

2️⃣ Current student transcripts must be kept:
📍 At the campus in student file AND
📍 At a Superintendent-approved off-site facility not affiliated with the college

3️⃣ Former student transcripts must be:
➡️ Moved to the approved facility within 60 days of withdrawal, expulsion, or graduation

📤 Upload & Access Requirements:

✅ Colleges must retain a Superintendent-approved third-party provider to issue transcripts if the college closes (and may retain one while still operating): ontario.ca/page/career-college-transcripts

📥 All transcripts — including those of withdrawn or dropped students — must be uploaded to the third-party provider within 60 days

📌 Even if a student is withdrawn due to non-payment (and not eligible for credentials), a transcript is still required.

✔️ Notify the Ministry 5 days in advance of:
• Facility or operator changes
• Transcript provider changes

📝 Are You Using the Right Enrolment Contract?

When enrolling students into vocational programs, it’s critical to distinguish between third-party funded and fee-paying students:

🎯 Third-Party Funded Students

These students do NOT pay directly. Their training is funded by:
✅ WSIB
✅ Aboriginal Band Councils or Entities
✅ Employers or other sponsoring organizations

📌 You must use a:
➡️ Third-Party Enrolment Contract
These students are contracted through the organization, not directly with the college.

💵 Fee-Paying Students

These students sign a vocational contract with the college and are responsible for payment. This includes:
✅ OSAP recipients
✅ Second Career (Employment Ontario) clients
✅ Students paying through agents or placement services (even if indirectly)

📌 You must use a:
➡️ Regular Vocational Enrolment Contract

📘 Other Reminders:

✔️ Students enrolled in non-vocational courses must sign an Individual Course Contract
✔️ For online or hybrid programs, ensure the Student Declaration is completed and lists:
• Each course in the program
• Delivery method (in-person, online-synchronous and online-asynchronous with checkmarks)

🗂 Templates and contract samples should always be kept on file and aligned with Ministry requirements.

📍 WANT TO OPEN A CAREER COLLEGE IN MANITOBA? START HERE

If you’re looking to register as a Private Vocational Institution (PVI) in Manitoba, here’s what you need to know:

📝 Step 1: Complete the Pre-Screener
🔗 Available on the official Manitoba website

📘 Key Resource:
Read the Private Vocational Institutions Act & Regulations
➡️ Start with Section 2(1) for registration requirements

🎓 Important Notes:
• Degree-granting institutions are not regulated by the PVI Branch
• For degree programs, call Manitoba Services: 204-945-3744

💰 For Student Aid Info:
Contact: [email protected]

🌍 DLI Status?
Fill out the Pre-Screener — then schedule a meeting with the PVI team to explore the best pathway.

📞 Have questions? Reach out to the PVI Branch for direct guidance.

📍 ALBERTA CAREER COLLEGES – ANNUAL REPORTING REMINDER

In Alberta, licensed private career colleges are required to:

📊 Submit Annual Reports
➡️ Reports cover results from the previous fiscal year
➡️ Used to calculate the security amount required

🔐 Security is mandatory and ensures student protection

⚠️ Important:
Only the Responsible Authority (RA) can request or receive specific compliance details.
✔️ If you’re not listed as the RA, please have the official RA contact the Private Career Colleges & Compliance Branch directly.

📎 For more information, visit Alberta’s official career colleges website.

DLI & Student Loans in New Brunswick – Know the Facts

Planning to enroll international students in New Brunswick?
Here’s what the Ministry confirms:

🚫 You cannot apply for a DLI number until:
• You’ve operated in NB for 3 years
• Graduated at least one cohort of domestic students

🛑 New Brunswick does NOT recognize DLI numbers from other provinces

📌 International Student Program (ISP) rules vary by province

🎓 Student Loans?
You won’t be eligible until your second year (after first renewal)
➡️ Student Financial Services oversees this separately

✅ Reminder:
1. For domestic students, New Brunswick does not recognize purely online career college programs.
2. For international students outside of Canada, you can deliver online programs—no ISP designation required unless they plan to study in New Brunswick.

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🌐 CONFIRMED: ONLINE PROGRAM DELIVERY APPROVED ONTARIO
📣 Ministry Update – Location Flexibility for Online Students

Great news for career colleges!
✅ If your program is approved for online delivery, you are officially allowed to deliver it to students who are:

📍 Outside of Ontario
📍 Outside of Canada

No physical presence in Ontario is required for these students — as long as the program itself has been approved for online delivery.

🛡️ Stay compliant by keeping your delivery method in line with your program’s approved format.

📢 Important Program & Practicum Update Ontario

We’ve received confirmation from the Ministry inspector on key requirements for program and practicum delivery:

🏫 All in-class and practical training must be delivered at the location approved by the Superintendent at the time the program was authorized. This means students must attend training only at the designated campus listed in the program’s approval.

🩺 Practicum placements, however, offer greater flexibility:
✅ They may occur at any suitable location, provided that:
• The city of the placement is listed in the student’s contract
• The student is made aware of the location at the time of enrolment
• A proper host agreement is in place
• The training site meets all Ministry standards, including liability insurance

🌍 Out-of-province placements are also possible — as long as institutions comply with all applicable laws and regulations. Legal review is strongly recommended in such cases to ensure full compliance.

📄 RE-ADMISSION POLICY – KNOW THE RULES NACC PSW STUDENTS ONTARIO
🎓 Returning to Your Program? Here’s What You Need to Know:

Students who leave a NACC PSW (DE) 2022 program and wish to return must submit a written request for re-admission. The re-admission process depends on how long they’ve been out:

⏳ 12 Months or More:
🔁 Must re-apply as a new student

📆 Less Than 12 Months:
1️⃣ Meet with the PSW Program Director to review transcripts
2️⃣ Successfully challenge module tests & demos (min. 75%)
3️⃣ Re-admission is reviewed case-by-case

📆 Less Than 6 Months:
1️⃣ Rejoin at the point they left off
2️⃣ Meet with PSW Program Director to review transcripts
3️⃣ Re-admission is reviewed individually

📝 Tip: Keep documentation of all meetings, test results, and approvals in the student file for compliance.

📚 ESSENTIAL REGULATORY LINKS FOR CAREER COLLEGES ONTARIO
🔗 Save this post – your go-to reference for Ministry compliance in Ontario!

1️⃣ Ontario Career Colleges Act, 2005
📝 Read the Act

2️⃣ O. Reg. 415/06 – General Regulations
⚖️ View the Regulation

3️⃣ Educational Equivalents to OSSD
🎓 See the List

4️⃣ Foreign Credential Assessment – Recognized Providers
🌐 Check Providers

5️⃣ Third-Party & Fee-Paying Students
💼 Policy Directive

6️⃣ Student Rights & Responsibilities
📖 Know Your Rights

7️⃣ Career College Search Tool
🔍 Search PCCs

📥 Save & share this with your compliance and admissions teams!

📍 MANDATORY COMPLIANCE STEP ONTARIO
🕒 Prior-to-Midpoint Review = Required in Every Student File

Career colleges, don’t skip this one!
To comply with Ministry refund policy rules under O. Reg. 415/06, every student must receive a Prior-to-Midpoint Evaluation.

🔍 Why it matters:
If a student withdraws after the midpoint, they are not eligible for a refund.
If they withdraw before the midpoint, they may are eligible — so this review gives them the chance to decide.

📋 What to do (1–1.5 weeks before midpoint):

1️⃣ Print Attendance + Progress Reports
2️⃣ For students in good standing:
• Send email + attach reports pr have a meeting to inform them about it
• Student must reply or sign a form confirming they’ve reviewed and wish to continue

3️⃣ For students with poor performance:
• Email and require a meeting to develop a Probation or Success Plan
• Record notes and have the student and staff sign off after the meeting

📩 Include this note in your email to confirm the receipt and continue of student’s enrolment:
“If we do not receive a response within 48 (or 24) hours, we will assume you have reviewed and decided to continue with your program.”

📂 Each student file must include:
✅ Attendance report
✅ Progress report
✅ Email + student response or signed meeting record

🛡️ This step is a compliance safeguard — and protects both your school and your students.

‼️ Please note that OSAP students require a mid-point prior to the second enrolment.
If your program is a 2-year program, 2 mid-point evaluations will be required prior to the 2nd confirmation of enrolment for each program year.