Administration and Policy Manualpublications.gov.sk.ca/documents/139/81091-Private Vocational... · The information in this Manual is provided for reference purposes only and should

Private Vocational SchoolsAdministration and Policy Manual2017

saskatchewan.ca/informationforinstitutions

The information in this Manual is provided for reference purposes only and should not be considered a substitute for requirements set forth in The Private Vocational Schools Regulation Act, 1995 and The Private Vocational Schools Regulations, 2014.

Please consult with the Private Vocational Schools Unit of the Universities and Private Vocational Schools Branch of the Ministry of Advanced Education, if you have any questions regarding interpretation of requirements.

Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Act and Regulations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Provincial Government Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Registration as a Private Vocational School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Registration as a Category I School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Initial Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4Approval of Facilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Fire Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Health Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Building Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Initial Training Completions Fund (TCF) Contribution. . . . . . . . . . . . . . . . . . . . . . . . . .5Fees for Initial Category I Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Employment and Social Development Canada Certification for Tax Receipts . . . . . . . . . . . . . . . . . 6

New Program Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Private Vocational School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Program Title, Length, Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Program Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Required Program Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Industry Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8Labour Market Relevance of Courses and Programs . . . . . . . . . . . . . . . . . . . . . . . . . . .9Training Completion Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Instructor and Examiner Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Advertising Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Registration and Assessment Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Ministry Request(s) for Additional Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Registration-in-Principle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Final Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Annual School and Program Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Program Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Program Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Instructor and Examiner Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Registration of Instructors or Examiners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15Security Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Training Completions Fund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Pre-Admission Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

International Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Student Enrolment Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Student Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Contents of Student Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25Retention of Student Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Dispute Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

School’s Internal Dispute Resolution Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26Ministry Procedure for Responding to Student Complaints . . . . . . . . . . . . . . . . . . . . .26

Refund and Retention of Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Power to Cancel a Student Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Student Absence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Refunds and Retention of Fees and Other Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . .29Full Refund of Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30Payment of Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Reporting to the Ministry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Examples of Tuition Refund Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

School Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Educational Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35Monitoring Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Financial Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Confidentiality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Year-End Financial Reporting Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Annual Statistics Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Update of Student Employment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Change of Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Advertising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Registration as a Category II School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Initial Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40Fees for Initial Category II Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40Annual Renewal of Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40Fee for Annual Renewal of Category II Registration . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Important Dates for Administrative Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

School Closure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Application for Issuance of Initial Certificate of Registration - Category I School . . . . . . . . . . . . . 43

Business Plan Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Training Completion Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Application for Registration of Instructor or Examiner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Guarantee Bond Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

New Program Registration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Program Revisions Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Minister’s Request for Program Review Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Application for Renewal of Certificate of Registration - Category I School . . . . . . . . . . . . . . . . . . 64

Sample Enrolment Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

School Visit Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Monitoring Checklist Student File Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Refund Calculator - Manual Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Sample Refund Calculator - Example #1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78




Sample Student Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Sample Student Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Change of Ownership Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Change of Ownership Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Application for Issuance of Initial Certificate of Registration - Category II School . . . . . . . . . . . . 95

Application for Renewal of Certificate of Registration - Category II School . . . . . . . . . . . . . . . . . . 97

Industry Review Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

1Administration and Policy Manual 2017

Introduction

Private vocational schools, also known as career colleges, offer vocational courses and programs to Saskatchewan students to prepare them for specific occupations such as business, health services, fashion, esthetics, hairstyling, and more. Schools are privately owned and operated and must be registered with the Ministry of Advanced Education and have approval of the programs they offer.

The purpose of this manual is to provide information regarding the regulatory requirements for private vocational schools operating in Saskatchewan.

“the Ministry”: Ministry of Advanced Education

“the Branch”: Universities and Private Vocational Schools Branch

“the Unit”: Private Vocational Schools Unit

“PVS”: private vocational school(s)

“the Act”: The Private Vocational Schools Regulation Act, 1995

“the regulations”: The Private Vocational Schools Regulations, 2014

“the Minister”: the Minister of Advanced Education

“TCF”: Training Completions Fund

“TCP”: Training Completion Plan

“vocation” an occupation included in the National Occupational Classificationdeveloped and published by the Government of Canada. See subsection 2(3) of the regulations for exceptions.

Act and Regulations

In Saskatchewan, private vocational schools are regulated under the authority of The Private Vocational Schools Regulation Act, 1995 and The Private Vocational Schools Regulations, 2014.

The following links will provide web access to these documents:

• To view The Private Vocational Schools Regulation Act, 1995 please visit www.qp.gov.sk.ca/documents/English/Statutes/Statutes/P26-2.pdf

• To view The Private Vocational Schools Regulations, 2014 please visit www.qp.gov.sk.ca/documents/English/Regulations/Regulations/P26-2R2.pdf

http://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/P26-2.pdf

http://www.qp.gov.sk.ca/documents/English/Regulations/Regulations/P26-2R2.pdf

2 saskatchewan.ca/informationforinstitutions

Universities and Private Vocational Schools

Provincial Government Contacts

Universities and Private Vocational Schools Branch

The Branch works with the University of Saskatchewan, the University of Regina, and their federated and affiliated colleges, as well as with Gabriel Dumont Institute, NORTEP/NORPAC, and private vocational schools.

Within the Universities and PVS Branch, the PVS Unit administers the legislation governing private vocational schools. The PVS Unit:

• Acts as the government liaison to the PVS sector in the province;

• Registers Category I and Category II private vocational schools;

• Registers PVS training programs and instructors;

• Monitors PVS operations and reporting;

• Works with schools and students to resolve student concerns; and

• Administers the Training Completions Fund.

Contact information:

Ministry of Advanced Education - Universities and Private Vocational Schools Branch 1120 - 2010 12th Avenue Regina, Saskatchewan S4P 0M3

General Inquiries: 306-787-5763 Fax: 306-798-3379 Website: saskatchewan.ca/informationforinstitutions

Student Services and Program Development Branch

The Student Services and Program Development Branch administers several federal and provincial programs that provide financial assistance to qualified Saskatchewan residents enrolling in approved programs of study. The Student Services and Program Development Branch also has responsibility for designating post-secondary institutions for student loan purposes. Designation is the process by which a school is recognized as being able to serve students receiving Canada and Saskatchewan student loans.

For information regarding financial assistance programs and/or designation criteria, contact Student Service Centre.

Ministry of Advanced Education - Student Services 1120 - 2010 12th Avenue Regina, Saskatchewan S4P 0M3

Main Inquiry Line: 306-787-5620 Fax: 306-787-1608 Toll free (outside Regina or within Canada): 1-800-597-8278 Email: [email protected] For information regarding designation, contact: 306-787-5620

http://www.saskatchewan.ca/informationforinstitutions

mailto:studentservices%40gov.sk.ca?subject=


Registration as a Private Vocational School

Any organization in Saskatchewan offering training programs or a series of courses that leads to employment in a vocation and that comprises more than 50 hours of instruction, and in the case of a Category I school, imposes a tuition fee of more than $1,000, is required to register with the Ministry as a private vocational school. Exceptions to this include organizations offering training which is governed by another Act of the Legislature or the Parliament of Canada or training which is specifically exempted by The Private Vocational Schools Regulation Act, 1995 and The Private Vocational Schools Regulations, 2014.

Categories of RegistrationThere are two categories of registered private vocational schools:

• Category I schools offer vocational training to fee-paying students; and

• Category II schools offer vocational training that is contracted for a sponsor, not fee-paying students.

List of Registered Private Vocational SchoolsFind a list of Registered Private Vocational Schools here.

http://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges



Registration as a Category I School

A Category I private vocational school delivers vocational training to fee-paying students.

Initial RegistrationRegistration as a Category I private vocational school occurs in two phases.

Note: Phase 1 must be approved before the applicant can move to Phase 2.

Upon registeration, the school receives a Certificate of Registration which is valid for the school year July 1 to June 30. The Certificate must be prominently displayed in the school.

Phase 1: To register as a new Category I school, the following Phase 1 forms must be submitted to the Ministry:

• An Application for Issuance of Initial Certificate of Registration - Category I School;

• A Business Plan describing the operating plan for the school and proposed marketing activities. A financial analysis, including financial forecasts and cash flow projections, must also be provided. Refer to the Business Plan Outline for further guidance on what to include in the Business Plan;

• A New Program Registration Application including a Training Completion Plan for each registered program;

• An Application for Registration of Instructor or Examiner; and

• Other documentation as required.

A complete checklist of required documentation is included in the Application for Issuance of Initial Certificate of Registation - Category I School.

Note: The supporting items checklist in the Application for Issuance of Initial Certificate of Registration asks that schools include fire, health, and building safety reports. These reports may be included in Phase 2.

Phase 2: Please do not proceed with any aspect of Phase 2 until the Ministry has confirmed that you have successfully completed Phase 1 of the application.

Once Phase 1 is approved you will be required to submit the following Phase 2 forms:

• Private Vocational School Security Requirements (Complete Guarantee Bond Template if bond)

• Safety Reports

¾ Fire safety report

¾ Health safety report

¾ Building safety report

• Training Completions Fund payment


Approval of FacilitiesSection 36 of the regulations states that no operator of a Category I school shall provide any program or course unless the premises have been approved by the Minister. The premises, equipment and other facilities used to provide the program/course must comply with all applicable building safety, fire safety, and health/sanitation laws.

As part of Phase 2 of the initial registration process, the Ministry requires inspection reports as proof of compliance with facilities requirements. Reports may also be requested when a registered school changes location or when a facilities-related student concern is brought forward to the Ministry.

Fire InspectionsFire inspections are required to ensure training facilities adhere to the National Fire Code and are appropriately maintained. School operators should contact their local fire safety authorities (e.g. Saskatoon Fire and Protective Services’ Fire Prevention Branch) or a private inspection service to arrange for a fire inspection.

Health InspectionsHealth inspections are required to ensure training facilities meet health/sanitary standards. Regional Health Authorities will conduct health inspections if requested by a school operator or by the Ministry. New school operators are asked to arrange for a health inspection and then provide a copy of the report to the Ministry.

Building InspectionsBuilding inspections are required to ensure training facilities adhere to the National Building Code. This inspection may include a fire inspection. The Saskatchewan Building Officials Association (SBOA) provides on its website a listing of licensed building inspectors who can provide inspection services.

Initial Training Completions Fund (TCF) ContributionA contribution to the Training Completions Fund is required when a new school is registered and every year thereafter. For newly registered schools, a one-time payment of 1 per cent of projected revenue or $2,000 (whichever is greater) is required. This payment is required in Phase 2 of the new Category I School Application. (See Training Completions Fund for a more detailed explanation.)

Fees for Initial Category I RegistrationThe registration fee is based on the number of registered programs the school plans to offer. The base fee is $300, which includes registration of the school and one program. For each additional program, a fee of $75 is charged.

http://www.sboa.sk.ca/

http://www.sboa.sk.ca/



Employment and Social Development Canada Certification for Tax Receipts

Employment and Social Development Canada (ESDC) certifies private educational institutions to enable students to qualify for Tuition, Books and Education Tax Credits. Additional information is available on the ESDC website at: www.esdc.gc.ca/en/student_loans/certified_institutions.page.

In order to be able to issue tax receipts to students, newly registered private vocational schools must apply to ESDC for certification.

To apply for ESDC Certification, contact:

Employment and Social Development Canada C/o Certification of Educational Institutions Learning Branch 200 Montcalm Street, PO Box 2090 Gatineau, Québec K1A 0J9

Toll Free: 1-866-517-5650 Fax: 819-997-4660 Email (scanned documents): [email protected]

http://www.esdc.gc.ca/en/student_loans/certified_institutions.page

mailto:CDU-UAD%40hrsdc-rhdcc.gc.ca?subject=


New Program Registration

Subsection 2(j) of the regulations defines a “program” as a series of courses that leads to employment in a vocation and that comprises more than 50 hours of instruction, and in the case of a Category I school, imposes a tuition fee of more than $1,000.

Program registration may occur at any time of year and involves the completion of a New Program Registration Application. The form includes a checklist of documentation that must be submitted for review and approval by the Ministry and includes the following:

Private Vocational SchoolFill in the name, address and contact information of the school and principal/manager as outlined.

Program Title, Length, FeesProgram Title

Provide the formal name of the course or program being registered.

Program Length

Provide detailed information about the course or program as outlined.

Work placements/practica may or may not be eligible for student loans. For example, if a practicum is optional, it does not qualify for a student loan. For student loan eligibility purposes refer to the Educational Institution Manual for the Canada Saskatchewan Integrated Student Loans Program and Other Financial Assistance, or the Saskatchewan Designation Policy Manual.

Program Fees

The New Program Registration Application requires a breakdown of program fees into the following categories:

• Tuition

• Non-refundable registration fee*

• Texts, books, instructional material, and equipment

• Other fees

• Contract extension fees (if applicable)

*Pursuant to section 25 of the regulations, a school may charge a non-refundable student registration fee, only if the registration fee is stipulated in the student contract and the registration fee does not exceed the lesser of 10 per cent of the tuition payable pursuant to the student contract and $250 for the school year.







“Other fees” may include, but are not limited to, the following:

• Student fees;

• Graduation fees;

• Lockers;

• Student field trips/shows;

• Memberships in professional organizations related to the training program;

• Criminal record check; and

• Examinations from external organizations.

Note: Pursuant to subsection 25(3) of the regulations, other than the registration fee, a student is not required to pay any amount with respect to a course or program more than three months before the date on which the course or program is to commence.

Program OptionsA school may offer optional units for specialized study. Each option must be clearly defined as providing additional skills or knowledge to the core program. The total hours of instruction of an option must not exceed 50 per cent of hours of instruction of the core program and must not be dependent on other options.

Program options must be registered with the Ministry. Student enrolment contracts must clearly identify the core program and any options in which the student is enrolled.

Required Program InformationPrepare documentation as specified for all checklist items in the New Program Registration Application and attach the information.

Industry ReviewTo validate the quality and need for a course or program, a school must seek feedback from prospective employers, representatives from industry, a professional association, regulatory body and/or the Saskatchewan Chamber of Commerce. The Industry Review Form included in the manual must be completed by appropriate individuals who are asked by the school operator to review a course or program.

Prior to the review, the school operator must provide the reviewer(s) with information on the course or program including sample documentation as followings:

• Course of study;

• Program of study;

• Subjects;

• Modules;

• Knowledge and skills students are expected to learn;

• Learning standards or learning objectives students are expected to meet;


• Units and lessons that instructors teach;

• Assignments and projects given to students;

• Books, materials, videos and presentations and readings used in the course (i.e. methods of teaching); and

• Tests, assessments, and other methods used to evaluate student learning.

The Industry Review Form requires that a reviewer treat the documentation provided to them for the purpose of the review as confidential and not share it with any other person or organization unless they have written authorization from the respective school.

Once completed, Industry Review Forms are to be sent directly to the Ministry by the reviewer, per the instructions provided in the form. The reviewer is encouraged to send a copy of the completed Industry Review Form to the school operator.

A minimum of three completed Industry Review Forms are required for each proposed course or program.

Labour Market Relevance of Courses and ProgramsThe labour market is the market in which employers compete on a regular basis to attract and retain the best and brightest employees for their organizations. It is important for educational institutions, including private vocational schools, to assess whether there is legitimate demand in the labour market for their graduates.

To demonstrate that the Saskatchewan labour market has a need for and the ability to absorb a school’s graduates, there are a number of resources that private vocational schools may utilize to attain data and statistics to demonstrate the need for a school’s courses and/or programs. Key resources include, but are not limited to the following:

• Ministry of Economy: www.economy.gov.sk.ca/LabourMarketDevelopment

• Sask Trends Monitor: www.sasktrends.ca

• Statistics Canada: www.statcan.gc.ca

• Job sites: Saskjobs.ca and Sasknetwork.ca

• Saskatchewan Chamber of Commerce: www.saskchamber.com

The Ministry recommends that private vocational schools attach labour market data in the New Program Registration Application to provide evidence of the need for the proposed course or program and its graduates. Copies of job ads alone are not sufficient.

Training Completion PlanPursuant to section 11 of the regulations a Training Completion Plan (TCP) is a required element of a New Program Registration Application and all Category I schools are required to have a TCP for each program offered.

The purpose of a TCP is to provide information that will assist the Ministry in identifying alternative training providers in the event that a school is unable to complete the delivery of a training program.

http://www.economy.gov.sk.ca/LabourMarketDevelopment

https://www.sasktrends.ca/

http://www.statcan.gc.ca

http://www.Saskjobs.ca

http://www.Sasknetwork.ca

http://www.saskchamber.com



The TCP should either identify alternative programs that are compatible with the program under consideration (e.g. similar programs delivered by other training providers in the province) or flag the fact that the program is unique and that alternative training may not be available or feasible. In situations where a program is unique, the Ministry will require the school to inform students (via the student enrolment contract) of this and how students will be compensated if the program cannot be delivered to completion.

Instructor and Examiner RegistrationPursuant to section 35 of the regulations, every Category I school must ensure that each instructor and examiner employed in a course or program offered by the school is approved and registered by the Minister. Complete the Application for Registration of Instructor or Examiner and attach it to the New Program Registration Application. (See Instructor and Examiner Registration for more information.)

Pursuant to subsection 35(6) of the regulations, every operator of a Category I school shall immediately notify the Minister when an instructor ceases to teach at the school, ceases to teach a particular course or program, or when the information provided by the school to the Ministry changes in any way.

Advertising RegistrationPursuant to section 37 of the regulations, schools must ensure that advertisements are not misleading to the public and do not claim that the Government of Saskatchewan, the Minister, or any official of the Ministry has approved the school or its course or program. Refer to the regulations for more information on advertising requirements. Attach samples of school and/or program advertisements planned for use upon receiving Registration in Principle for this program. (See Registration in Principle for more information.)

Registration and Assessment FeesThe fee for registering a school and one course or program is $300. If applicable, a fee of $75 is charged for each additional course or program offered in a school year.

Schools are charged a $100 assessment fee for every new program submitted to the Ministry for review. If the new program is submitted for review during the registration period (May to June of each year), you may submit payment for registration and assessment at the same time. If the new program is submitted for review at any other time of year, you may submit the $100 assessment fee only.

Note: Please make cheques payable to the Minister of Finance.

Ministry Request(s) for Additional InformationPursuant to subsection 4(4) of the Act, the Minister may request additional information from the school when determining whether or not to issue or renew a Certificate of Registration. An example may include a request from the Minister for a review of the school’s course or program. See Minister’s Request for Program Review Guidelines for more information.


The Ministry will notify the school in writing when a program review is being considered. The Ministry will contact the school to discuss the purpose and scope of the review, the information required, and associated timelines. The school is responsible for providing information to the Ministry as requested.

SignaturesThe program application must be signed and dated by the school official. When the registration is processed, it will also be signed and dated by the Ministry Official.

Registration-in-PrincipleRegistration-in-principle is the first stage of approval provided by the Ministry when the Ministry has reviewed and is satisfied with the program documentation that has been submitted. Upon receiving registration-in-principle, a school may begin advertising the program; however, student registrations cannot be accepted until final registration is granted.

Final RegistrationWhen the Ministry is satisfied that all registration requirements have been met, it will issue a letter confirming final program registration, at which time the school may begin registering students. Prior to granting final registration, an on-site visit by the Ministry may be required to confirm that instructional facilities/resources are in place.

Annual School and Program RegistrationCategory I school operators must re-register the school and all programs it wishes to offer on an annual basis. In spring of each year, the Ministry will send the school an Application for Renewal of Certificate Registration and electronic forms for the school to fill-in with information about the programs and instructors it wishes to re-register. The school is required to submit this documentation no later than June 1 of each year.

The annual fee for re-registering a school and one course or program is $300. For each additional program offered in a school year, a fee of $75 is charged.

Program RevisionsPursuant to subsection 9(2) of the regulations, revisions to registered programs/courses must be submitted to the Ministry for approval. Program revisions include changes to content/curriculum, fees, length, instruction, and texts/books/materials that change the nature of the program.

Changes to program length (hours, days, weeks) and fees (registration, tuition, books, supplies, student, extensions) must be submitted by no later than March 31 in order for the changes to come into effect for the following school year (August 1 to July 31). This coincides with the student loan year.



Content changes may be submitted at any time for approval provided they do not result in changes to program length and related fees. Minor program content changes (e.g. updated text books, new software versions, etc.) do not have to be submitted for approval. Substantive revisions that change the course/program in a way that requires the Ministry to conduct a more in-depth assessment as if it were a new program, must be submitted for approval by March 31 and pursuant to clause 10(3)(b) of the regulations, a program assessment fee of $100 may apply.

Program Revisions Guideline

When a school wishes to make substantive revisions to an existing program, the Ministry will use the following guidelines to determine whether the program revisions require the Ministry to assess the program as if it was new and charge the school a $100 program assessment fee.

A program is considered new when revisions affect program components related to clause 9(1)(c), (d), (e), and (i) of the regulations, including, but not limited to, the following:

1. The proposed content of the program;

2. Proposed standards and methods of instruction;

3. A significant change to the duration of a program; and

4. A significant change to proposed texts, books and other instructional material or equipment, if/when new materials change the intended nature of the program.

The Ministry reserves the right to consider other factors that may be deemed relevant in any given case.

To submit program revisions to the Branch for approval, use the Program Revisions Application.

Program QualityEvery program is unique; therefore, there is no one definition of “program quality” that can adequately capture all the elements or characteristics of a high-quality program. Generally, however, a high-quality program would likely be characterized by many or all of the following:

• A curriculum that includes all the necessary components to ensure that graduates have received instruction that adequately prepares them for at least entry level employment in the field of study.

• A learning climate that is safe, welcoming, inclusive and accommodating of a diverse student body.

• Opportunities for experiential, hands-on learning or a practicum depending on the nature of the program.

• A robust mechanism(s) to review the curriculum, with input/review from independent, well-informed third parties to ensure its currency and relevance.


• Clearly identified learning outcomes that are directly related to the curriculum and that match the competencies necessary for employment.

• A clear indication of how the learning outcomes will be assessed and competency will be demonstrated.

• A comprehensive program plan that clearly communicates to students what they will learn, when they will learn it, how they will learn it (or be taught it), how they will achieve the learning outcomes, and how and when they will be assessed.

• Adequate learning resources to support the curriculum and program plan.

• Adequate student supports, including but not limited to pre-admission assessment and counselling, study skills and other remedial supports, time management tips, resume writing and job search skills.

• Well-qualified instructors who have knowledge of the subject matter, an understanding of how to effectively teach adult learners and have access to ongoing opportunities for professional development and learning.

• Clearly articulated instructor evaluation mechanisms and criteria.

• Formal opportunities for students to provide feedback on their courses and instructors.

The purpose of maintaining the quality of PVS programs is to assure the public (i.e. students, parents, employers) that the school demonstrates competence and a commitment to continuing quality improvement of its courses and programs. The school does this by assessing its programs, the knowledge and skills of its students and the need for its graduates in the labour market. The Ministry encourages schools to incorporate the following into their policies and practices in an effort to deliver quality vocational programs across the province:

Program Quality Activity Next Steps1. Regularly consult with and/or survey

employers about the skills they require from the school’s graduates.

• Amend course/program accordingly.

• Discontinue the course/program if the need no longer exists.

• Share information with students about what skills employers seek from graduates.

2. Regularly consult with and/or survey students about their course/program and school experience.

• Amend the course/program accordingly.

• Post success stories online and in brochures.

• Be transparent with the public about how and why the program continues to improve.

3. Evaluate student progress to ensure he/she attains the learning outcomes of the program.

• Respond to the needs of students by providing adequate supports to succeed.




Program Quality Activity Next Steps4. Regularly consult with professional/

industry associations and government to ensure the program meets industry standards, legislative requirements and is relevant in the labour market.


• Discontinue the course/program if the need no longer exists.

• Educate the public through school publications, website, etc. about the level of review the program has undergone to be current with the needs of industry and the labour market.

5. Research how other institutions across Canada are delivering similar programs.

• If other programs offer new/improved offerings, consult with employers, industry/professional associations and students to see whether similar changes can be made to the school’s program (present evidence to the Ministry when submitting application to revise program).

• Amend course/program accordingly.6. Provide information to the public about

graduation rates, employment rates, and other relevant key performance indicators.

• Post information on website, in brochures, etc. to demonstrate transparency and provide the student with as much information about the school and its programs so that he/she can make an informed decision.


Instructor and Examiner Registration

Registration of Instructors or ExaminersSection 35 of the regulations addresses the approval of instructors or examiners employed at private vocational schools:

Every operator of a Category I school shall ensure that each instructor and examiner employed in a course or program offered by the school is approved by the minister and:

(a) possesses a degree from a university recognized by the minister in an area of study directly related to the vocation to be taught and has at least 12 consecutive months of occupational experience in that vocation;

(b) is a graduate of an educational institution recognized by the minister in an area directly related to the vocation to be taught and has at least 12 consecutive months of occupational experience in that vocation; or

(c) has at least three years of occupational experience in the vocation to be taught.

Operators of Category I schools must ensure that instructors and examiners are approved by the Ministry before they commence their training/examination duties.

To obtain approval, please submit the Application for Registration of Instructor or Examiner. The application will be reviewed by the Branch to ensure that the instructor/examiner meets the educational and occupational experience requirements of the legislation.

An operator is required to notify the Branch if an instructor ceases to teach at the school or ceases to teach a particular program; and when any of the information originally provided on the Application for Registration of Instructor or Examiner changes (e.g. instructor teaches a different course or program).

Operators of Category I schools cannot employ any person to be an instructor of a course or program who does not have the qualifications or experience prescribed in section 35 of the regulations, without obtaining the prior written approval of the Minister. It is important that the Application for Registration of Instructor or Examiner includes copies of credentials achieved including the credentials related to the vocation being taught or examined.

Maintenance of Staff/Student Ratios

In all situations, staff/student ratios approved upon initial registration of school program should be maintained.

Processing of Instructor/Examiner Applications

To expedite the processing of instructor/examiner approvals, it is important that application forms be completed in full, be duly signed by both the instructor/examiner and the school representative, include no fewer than three references and include confirmation of instructor credential(s).



The Application for Registration of Instructor or Examiner must indicate all programs/courses in which the instructor/examiner will be involved. The statement “all programs” or similar statements should be avoided.

The Ministry will process the application as quickly as is practical and will send the school a letter confirming final approval. If an instructor/examiner application is denied, a letter will be sent to the school explaining the criteria used in assessing the application and the reason for the denial.

Normally, the instructor/examiner registration process should not require more than one week to complete, assuming complete information is provided by the school. In urgent situations (e.g. the sudden departure of an instructor), conditional approval of registration may be granted only if the school provides the transcripts of the incoming instructor’s credentials to demonstrate they have the skills and training required pursuant to section 35 of the regulations.

Quality of Instruction

The Ministry encourages private vocational schools to deliver courses and programs using instructors who possess sound teaching principles and practices to effectively address the diversity of learning needs in the classroom. Accordingly, it is important that schools provide instructors with ongoing opportunities to strengthen teaching skills and knowledge.

Private vocational schools may strengthen instructor/teaching skills and knowledge by undertaking the following activities:

1. Become a membership of the National Association of Career Colleges (NACC) and utilize instructor training resources;

2. Provide information about and/or enroll instructors in adult education training opportunities and on-line teaching seminars to enhance teaching skills;

3. Provide in-house instructor training and mentoring opportunities;

4. Designate time for instructor upgrading;

5. Provide monthly instructor development days with a focus on the skill area to be improved;

6. Utilize free/low cost training provided by textbook publishers; and

7. Conduct regular evaluations of instructor skills and abilities to learn and improve the quality of instruction.

With permission from school operators, the Ministry may share in its newsletter, success stories where private vocational schools have successfully implemented practices that have worked to improve the quality of their programs and instruction.


Security Requirements

Pursuant to sections 12-18 of the regulations, every operator of a Category I school is required to post security for the due performance by the school of its student contracts.

The Ministry monitors security provisions. On an annual basis, operators are required to submit documentation confirming that the posted security is up to date and of the appropriate amount.

Security requirements are determined based on the school’s tuition revenue in the most recently submitted year-end financial statements. The Ministry will send every registered Category I school a separate individualized letter confirming the tuition revenue and new security requirement. The following chart identifies the security amount required as determined by the annual tuition revenue of the school.

The security provided must be in the form of a note, bond, debenture or other evidence of indebtedness issued or guaranteed by an authorized issuer. The operator is required to post as much of the required security amount as possible in the form of a surety bond. If the operator is unable to obtain a surety bond, the remaining amount can be posted in the form of a trust, an irrevocable letter of credit, or any other form of security that is acceptable to the Minister. Complete the Guarantee Bond Template to demonstrate that a bond has been posted.

Annual Tuition Revenue (in most recently submitted year-end statements) Security Requirement

0 - $100,000 $10,000$100,001 - $200,000 $20,000$200,001 - $300,000 $30,000$300,001 - $400,000 $40,000$400,001 - $500,000 $50,000$500,001 - $600,000 $60,000$600,001 - $700,000 $70,000$700,001+ $75,000



Subsection 16(1) of the regulations outlines the process in the event of a forfeiture of security. The financial security may be forfeited (and paid to the Crown for deposit into the TCF) if the Category I school:

a) Is unable to continue providing the course or program for which a student has signed a contact or is unable to meet its other obligations as specified in any terms and conditions attached to the certificate of registration;

b) Is convicted of an offence pursuant to the Act;

c) Is convicted of an offence pursuant to The Criminal Code of conspiracy to commit an offence involving fraud or theft, and the conviction has become final;

d) Is unable or refuses to refund applicable fees to a student or students;

e) Does not comply with provisions set out in these regulations requiring evidence that the security is being maintained in accordance with these regulations, either annually or on request from the Minister;

f) Is undergoing proceedings to wind up the school; or

g) Is the subject of proceedings pursuant to The Canada Bankruptcy and Insolvency Act, including a consumer proposal.


Training Completions Fund

The Training Completions Fund (TCF) is established pursuant to section 18 of the Act and provides consumer protection to students attending Category I private vocational schools. The TCF is used to provide financial resources to assist students affected by the closure of a school, either through continued training at an alternate institution or through a refund of the unearned portion of tuition fees paid to the closed school.

The revenue of the TCF consists primarily of contributions that PVS operators are required to provide on an annual basis in accordance with sections 19 through 23 of the regulations. Revenue also includes donations to the TCF and earnings from the investments of the TCF.

The method for determining the annual contribution to the TCF is as follows:

• If the school has been in operation for more than five years and is in compliance with the Act and regulations, the percentage of the school’s annual tuition revenue applies for the applicable school year, as set out in the table below.

• An annual minimum contribution of $500 (if the above formula results in a sum of less than this amount).

• For newly registered schools, a one-time, 1 per cent of projected revenue or $2,000 (whichever is greater) contribution is required.

• If a school draws on the fund, a 0.25 per cent of tuition revenue surcharge applies in the following year .

For the purpose of determining the annual TCF contribution, annual tuition revenue is based on the most recently submitted year-end financial statements prior to the date of invoicing, typically in January each year. Every registered Category I school will receive a letter explaining the calculation of the required contribution along with an invoice in January/February and payable by March 31.

The TCF contribution formula will be phased in as follows:

Training Completions Fund Table Phase-In

2016-17 2017-18 2018-19 or after

Contribution (percentage of annual tuition revenue) 0.45% 0.6% 0.75%

Audited financial statements for the Training Completions Fund are produced annually and posted on saskatchewan.ca/advancededucation.

http://www.saskatchewan.ca/advancededucation



Pre-Admission Practices

To demonstrate transparency and recruit students who are best suited to succeed, the Ministry encourages private vocational schools to incorporate the following pre-admission practices prior to enrolling students in a course or program:

• Inquire why the student wishes to undertake a course or program at the private vocational school;

• Inquire whether the student has contacted the Saskatchewan Apprenticeship and Trade Certification Commission (if applicable) and explain to the student why this is important;

• For students wishing to participate in distance or online learning courses/programs, inquire with the student about his/her ability to work independently and about computer/technology skills and abilities;

• Provide the student with or encourage the student to research the following information:

¾ Labour market need for graduates of the course or program (See Labour Market Relevance);

¾ English language requirements (speaking, reading, listening, writing) of students entering the course or program;

¾ Student success and/or failure rates of the school’s course or program; and

• Review the student enrolment contract with the prospective student to review the school’s course or program and the financial, academic, school and student requirements.

International Students

Private vocational schools wishing to enroll international students must abide by the Saskatchewan Designation Framework for the International Student Program. The framework outlines the criteria that Saskatchewan post-secondary educational institutions must meet to become designated to host international students. Post-secondary institutions must be designated if they want to enroll international students (who possess a study permit) for programs six months or longer in duration. Non-designated post-secondary educational institutions will be able to host international students holding a visitor visa only for programs that are less than six months.

For International Student Program inquiries, contact the Ministry of Advanced Education at 306-787-4346 or by email [email protected] or visit www.cic.gc.ca/english/study/study-changes.asp.

http://saskapprenticeship.ca/

http://saskapprenticeship.ca/


mailto:internationaleducation%40gov.sk.ca?subject=

http://www.cic.gc.ca/english/study/study-changes.asp


Student Enrolment Contract

In accordance with section 13 of the Act, no operator shall use any form of student contract without obtaining the prior written approval of the Minister.

Note: Approval is required if/when changes are made to the student contract.

Pursuant to section 24 of the regulations, every operator of a Category I school shall ensure that every student has a fully executed (dated and signed by both parties) copy of his or her student contract.

The contract is a legal agreement that establishes the terms and conditions of a student’s participation in a program, associated fees, and school policies and procedures. The contract should clearly indicate what is expected of the student and what the student can expect to receive from the school. In order for the Minister to approve a student contract there are a number of items to include in the document. The Sample Enrolment Contract is provided as an example of what to include in a student enrolment contract. Schools may also use the following checklist as a guide for what to include in the student contract.

School Information

� Operating and registered corporate names

� Address

Student Information

� Full name

� Street address

� Telephone and/or email address

� Birth date

� Grade level upon entrance; transcript of previous studies

� Course or Program in which the student is registered

� Contract date/length (no longer than one year)

Program Information

� Program title

� Length of program (total hours/weeks)

� Hours/day

� Days/week

� Start date

� End date

� Training schedule (e.g. indicate statutory holidays and any other days the school is closed, including vacation)



Program Outline (to be attached to students contract)

� Program title

� Program goals

� Courses in program

� Description of each course

� Hours of instruction (classroom)

� Hours of practical (including off-site practica/work placements)

� Instruction methods

� Learning outcomes

� Evaluation criteria

Instructional Resources and Program Costs (per program registration; attach itemized list to student contract)

� Non-refundable student registration fee

� Tuition Fee

� Texts, books, manuals

� Instructional materials, equipment, kit

� Other costs (e.g. learning resources, field trips, examinations)

� Extension fees, if applicable

Payment Arrangements

� Method and terms (e.g. cash, credit card, student loan)

� Payment schedule

� Eligibility for $500 Saskatchewan Advantage Scholarship

Refunds

� State refund provisions in accordance with sections 26 and 27 of the regulations.

� Refunds of “Other Fees” should not be calculated in conjunction with tuition or texts, books and other instructional material or equipment refunds. Refunds for “other fees” are administered by the school and must be reflected in the Student Enrolment Contract.

Student Contract Cancellation

� State student contract cancellation provision in accordance with section 28 of the regulations. The statement may include the following:

In accordance with section 28 of the regulations, a student may cancel his or her student contract within 10 days after entering into the student contract if the student has not attended any course or program contracted for in the student contract. The school will then provide a refund to the student for tuition fees, and any other moneys that the student has paid for texts, books, and other instructional material and equipment that the student has not received.

http://www.saskatchewan.ca/sas


School Policy and Procedures

� Attach to contract

School’s Dispute Resolution Mechanism

� Describe the process students should follow or provide the school policy to resolve issues that may arise and how they may be resolved (e.g. access to student council, school counselor, instructor, principal) – if separate document, attach it to the contract.

� To inform students about the role of the Ministry and their ability to access its resources, please include the following statement in the student contract:

Private vocational schools are registered with the Ministry which monitors and serves as a support to both the school and students. Inquiries may be directed to:

Ministry of Advanced Education - Universities and Private Vocational Schools Branch 1120 – 2010 12th Avenue Regina, Saskatchewan S4P 0M3 Telephone: 306-787-5763

Training Completion Plan and Training Completion Fund

� Ensure the student is aware of the school’s responsibility to implement a Training Completion Plan that explains provisions for each course or program in the event it is discontinued for any reason before the student has completed the course or program. To meet this requirement, please include the following statement in the student contract:

In accordance with section 11 of the regulations, every Category I school shall have a training completion plan for each course or program offered to ensure that students are compensated for the discontinuation of the course or program or are able to complete the course or program with a post-secondary educational institution that is recognized by the Minister.

If the school has identified that the course or program in which the student is enrolled is unique and unavailable elsewhere, the student should be advised of this in the student contract.

� Ensure the student is aware of the school’s responsibility to participate and contribute annually to the Training Completions Fund, the purpose of which is to compensate students in the event a course or program is discontinued. To meet this requirement, please include the following statement in the student contract:

In accordance with section 19 of the regulations, every operator of a Category I school provides the Minister with an annual contribution to the Training Completions Fund. This fund may be utilized in the event a course or program is discontinued.

(See Training Completions Fund for more information.)



Guarantee of Employment

� Ensure the student is aware that completing the school’s course or program does not constitute a guarantee of employment. Please include the following statement in the student contract:

(Name of school) is prohibited under section 38 of the regulations, from guaranteeing employment to any student or prospective student. Students are encouraged to research employment prospects in their field of study prior to entry in the program. Upon completion, students are responsible for pursuing employment opportunities.

Information Sharing – Reports and Records

� Ensure the student is advised that their information will be shared with the Ministry of Advanced Education. Please include the following statement in the student contract:

Pursuant to subsection 32(3) of the regulations, schools are required to submit reports and records to the Ministry of Advanced Education containing the following information with respect to each student enrolled in a course or program for the previous reporting year:

• The student’s

¾ Full name;

¾ Gender;

¾ Date of birth;

¾ Residential address and permanent address; and

¾ Residential telephone number and permanent telephone number;

• The course or program in which the student is enrolled;

• The enrolment date for each course or program;

• The completion or discontinuance date for each course or program; and

• The academic or equivalent qualifications for the student at the time of enrolment for each course or program.

Acknowledgements

� The student contract should state that the signer has read, understood and received a signed copy of the contract and related attachments in accordance with section 24 of the regulations.

Signatures

� Contract requires signatures of both school official and student

� Date signed


Student Records

Contents of Student FilesIt is necessary that a school create a file for every student and when requested by the Ministry make available a hard copy of the student file containing the following documentation:

• Contractual arrangements with the school (e.g. student enrolment contract; list(s) of instructional resources/ supplies provided to the student by the school);

• Admissions requirements (e.g. placement tests; evidence of prerequisites);

• Records showing academic progress (e.g. transcripts, assignments, tests/examinations);

• Credentials (e.g. certificates/diplomas issued by the school; industry certifications);

• Attendance records; documentation regarding program withdrawal or discontinuation;

• Financial matters (payment plan, if applicable; record of payments made by student to school; record of funds received from third parties). Student signed permission document related to the Saskatchewan Advantage Scholarship, if student qualifies;

• Records of complaint, resolution;

• Refunds (copy of the Refund Calculator form);

• Student loan documentation; and

• Information about student employment after graduation.

Student files will be reviewed during educational school visits (see School Visit Checklist) as well as monitoring visits (see Monitoring Checklist).

Retention of Student RecordsSection 34 of the regulations addresses retention of student records as follows:

Retention of student records

34(1) Every operator of a Category I school must keep, with respect to each student, a file of all of his or her exams and assignments for at least two years after the student has completed his or her course or program or has left the course or program.

(2) If an operator’s certificate of registration expires and is not renewed, if an operator ceases to operate or if an operator’s certificate of registration is cancelled, the operator must immediately send to the minister:

(a) all files and other records held by the operator relating to present and former students; and

(b) any other information that the minister may request.

The Ministry recommends that schools keep academic/financial records indefinitely (i.e., for the life of the school). Schools are also encouraged to maintain off-site backups. Upon closure of a school, records must be provided to the Ministry for archiving.



Dispute Resolution

School’s Internal Dispute Resolution ProcessIn accordance with section 29 of the regulations, every operator of a Category I school shall establish an internal dispute resolution process by which complaints will be addressed and ensure that students are informed of the process. The dispute resolution process must be registered with the Ministry at the time of initial school registration and should be kept up to date. At a minimum, the resolution process should identify the following:

• The procedures respecting making and receiving complaints;

• The school official to whom complaints should be addressed;

• The process to be followed by the school and the student when complaints are received; and

• The manner in which complaints and their resolution will be recorded.

Subsection 29(3) of the regulations also requires the operator to maintain a record of all complaints received and the resolution of those complaints. Records must be made available to the Ministry upon request.

Ministry Procedure for Responding to Student ComplaintsThe Ministry will adhere to the following procedures when it receives a student complaint:

Point of First Contact with a Student

• The usual first contact from a student is by telephone.

• The complaint is heard and clarified by the Ministry staff.

• If health or safety issues are at stake, the school or another agency (e.g. public health authority) may be contacted directly.

• Students will be asked to follow the school’s internal dispute resolution process.

• If the complaint relates to a breach of the Act or the regulations, the student is requested to document the complaint (in writing) and send it to the Ministry.

• If the school’s internal dispute resolution process has not resulted in resolution of the issue, and the complaint does not relate to a breach of the Act or the regulations, the student may be advised to seek other options (e.g. Human Rights Commission, civil action).


After a Letter of Complaint from a Student Is Received by the Ministry

• Through correspondence from the Ministry, the school is presented with the student complaint and is asked to respond in writing to the Ministry with a proposed means of resolution.

• Before and after receipt of the school’s letter of response, the Ministry may have further contact with the school and the student to clarify issues. Contact may take the form of telephone conversations, email or other written correspondence, and/or meetings with the school.

After the Review Is Complete

• The Ministry will determine if the school is in breach of the Act or the regulations and will inform the school and student of its findings.

• The Ministry will work with the school to ensure it comes into compliance with all sections of the Act or the regulations.

If the school fails to comply with the requirements of the Act or the regulations, the Ministry may be required to suspend or cancel the school’s Certificate of Registration pursuant to Sections 15 and 16 of the Act. If the school is designated for student financial assistance or under the International Student Program, the Student Services and Program Development Branch of the Ministry may be informed of the situation so that its designation status can be reviewed.

Mediation

Pursuant to section 30 of the regulations, a student of a Category I school who wishes to have a dispute mediated must give written notice to the Minister and the operator of the school. The written notice must set out the issues that the student wishes to have mediated and the student and school operator are required to agree to the process. Pursuant to section 14 of the Act, the Minister may appoint and pay for a mediator to assist the student and the operator in resolving the dispute.



Refund and Retention of Fees

The regulations govern the procedures to be used for the refund of tuition fees to students who leave a training program prior to program completion. The regulations also include provisions for the handling of refunds of books/supplies and other fees and for the cancellation of student contracts.

The following guidelines are intended to provide an explanation in a simplified form. Please refer to sections 25, 26, 27, and 28 of the regulations for full details governing this subject.

Power to Cancel a Student ContractOther than a registration fee, a student is not required to pay any fees prior to three months before the start of a training program.

A student contract can be cancelled within ten days of its signing, as long as the training program hasn’t started. Tuition fees must be refunded in accordance with subsection 25(2) of the regulations; the registration fee is non-refundable.

If the student cancels the contract more than 10 days after its signing but prior to the training program starting, the school will reimburse the tuition fee paid and retain the non-refundable registration fee.

Student AbsencePursuant to subsection 27(3) of the regulations, if the student is absent from a course or program for 21 consecutive calendar days, the student is deemed to have discontinued the course or program and the school will provide written notice to the student that the operator, in accordance with subsection 27(5), will retain the applicable proportion of the tuition fee payable for the course or program. A written notice sent by the school to the student is deemed to have been received by the student on the tenth day after it was mailed, unless the student establishes that, through no fault of his or her own, the notice was received at a later date.

It is the shared responsibility on the part of students and school operators to communicate with each other regarding program withdrawal/discontinuation and the refund/retention of tuition fees.


Refunds and Retention of Fees and Other AmountsTuition Fees

In general, once a training program has started the tuition refund requirements of the regulations are in effect. The regulations prescribe the percentage of the tuition fee payable which may be retained by the school, based on instructional hours offered by the school.

A refund is based on the amount of training that has been offered by the school and not on the actual attendance of the student. Pursuant to subsection 27(2) of the regulations, refund and/or retention percentages are calculated as follows:

• If a school has offered 20 per cent or less of the instructional hours of a program, then the school may retain 25 per cent of the tuition fee payable for that program.

• If a school has offered more than 20 per cent but 50 per cent or less of the instructional hours of a program, then the school may retain 60 per cent of the tuition fee payable for that program.

• If a school has offered more than 50 per cent of the instructional hours of a program, then the school may retain 100 per cent of the tuition fee payable for that program.

Other Requirements

• “Tuition fee payable” refers to the program’s tuition fee as registered with the Ministry at the time the contract is signed. Tuition fee payable does not include the non-refundable student registration fee or texts, books, instructional materials, equipment and other fees.

• For programs of more than one year in length, the tuition fee payable amount is to be limited to the tuition fee due for the applicable year only (i.e. year-one tuition or year-two tuition, but not both combined).

• The non-refundable registration fee is separate from the total tuition fee and is therefore not included in the refund calculation.

• If the tuition refund calculation (using either the Refund Calculator - Manual Version or the Refund Calculator - Electronic Version) yields a positive ‘balance owing’, then the student owes the outstanding balance to the school, even if the student is no longer attending the school.

Refunds for Books and Supplies Fees

The calculation of refunds for books and supplies is treated separately from tuition fee calculations.

The school must refund all money paid for texts, books and other instructional material or equipment the student did not receive. The school should keep on file an itemized list which has all items received, initialed by the student and a school official. The student should also be given a copy of this list.

http://www.saskatchewan.ca/government/education-and-child-care-facility-administration/services-for-post-secondary-educational-institutions/post-secondary-education-administrative-guidelines-and-policies



Other Fees

Fees classified as “Other Fees” may include, but are not limited to, fees for:

• Lockers;

• Student field trips/shows;

• Memberships in professional organizations related to the training;

• Criminal record check; and

• Examinations from external organizations.

Refunds of “Other Fees” should not be calculated in conjunction with tuition or textbooks and other instructional material or equipment refunds. Refunds for “Other Fees” are administered by the school and must be reflected in the Student Enrolment Contract.

Full Refund of FeesThe student must be given a copy of the fully executed enrolment contract. Pursuant to section 26 of the regulations:

(1) An operator of a Category I school shall immediately refund to a student all amounts paid to the operator pursuant to the student contract if any of the following circumstances occurs:

(a) at the time the student contract was entered into, the operator did not have a certificate of registration;

(b) the course or program contracted for was not approved by the Minister pursuant to the Act and these regulations;

(c) the operator or his or her employees made a false or misleading statement regarding the course or program contracted for, or the nature of the student contract, that induced the student to enter into the student contract.

(2) If an operator of a Category I school fails to fully deliver a contracted course or program, the minister may require the operator to:

(a) refund any unearned tuition fee to the student; or

(b) make up the deficiency in the course or program.

If the school does not fully deliver a training program, the student is entitled to a pro-rated amount of the tuition fee already paid by the student. Alternatively, the school, with the agreement of the student, may “make up the deficiency” by providing the program in some equivalent way (e.g. provided by another qualified trainer or school).


Payment of RefundsPayment of a tuition refund by a school must be made within 30 days. Refunds to full-time students with Canada-Saskatchewan Integrated Student Loans must be sent to the National Student Loans Service Centre. Refunds to students whose tuition was paid for by another source (e.g. First Nation Band, other) must be paid directly to the third party. Refunds for the Saskatchewan Advantage Scholarship that were provided to the school by the Ministry of Advanced Education on behalf of the student must be paid directly to the student.

Reporting to the MinistryWhen a student withdraws or is discontinued from a program, a copy of the Refund Calculator must be completed within 30 days and sent to the Ministry, whether or not there is a tuition refund or the student owes money to the school. This is a requirement for all students regardless of how they are funded. In addition to the Refund Calculator, the Ministry requires the following supplemental documentation:

• A copy of the first page of the student enrolment contract;

• A copy of the student’s attendance record confirming the date of discontinuation;

• Any written and signed correspondence from the student requesting discontinuation; and

• A copy of the refund cheque to the student, Canada Student Loans, Band, or any other funding source, if applicable.

Examples of Tuition Refund CalculationsThe following are some examples of tuition refund calculations.

Program Scenario

A student has signed an enrolment contract for a 200-hour (10-week) program that is offered four hours per day, five days per week (20 hours/week). The program is scheduled to begin on September 6, 2016 and end on November 16, 2016. The tuition fee for the program is $5,000, non-refundable registration is $75, books and supplies are an additional $525.

Example #1 – No Refund

The student begins training on September 6, 2016 and attends until October 21, 2016 at which time he withdraws from the program, providing written notice to the school of his withdrawal. The student paid all fees (tuition, books/supplies) at the outset of the program and received all books/supplies.



Calculation

Program Hours made available by the school.

September: 19 days at 4 hours/day = 76 hours October: 14 days at 4 hours/day = 56 hours

Total hours made available: 132 hours

Percentage of program made available: 132/200 x 100 = 66%

School can retain 100% of tuition fee payable. No Refund.

See Sample Refund Calculator - Example #1 for this example.

Example #2 – Tuition Refund

The student begins training on September 6, 2016 and withdraws from the program (providing written notice) on October 5, 2016. The student has a student loan. The school has received the entire tuition fee payable from the Canada Student Loan Program. The student has paid for and received all books/supplies.

Calculation


September: 19 days at 4 hours/day = 76 hours October: 3 days at 4 hours/day = 12 hours

Percentage of program made available: 88/200 x 100 = 44%

School can retain 60 per cent of tuition fee payable: 0.60 x $5,000 = $3,000

Tuition paid: $5,000

Refund = $5,000 - $3,000 = $2,000 (negative balance indicates no refund; positive balance to be sent to National Student Loans Service Centre by November 6, 2016)


Example #3 - No Tuition Refund.

The student begins training on September 6, 2016 and ceases attending the program on October 3, 2016, without giving notice to the school. The student has a student loan. The school has received the entire tuition fee payable from the Canada Student Loan Program. The student has paid for and received all books/supplies. On October 25, 2016 the school sends a letter to the student advising that she will be discontinued from the program unless the student advises the school of her intention to return to the program. Further, the school advises that it will retain 100 per cent of the tuition fees because the school provided more than 50 per cent of the program. The school does not hear back from the student.


Calculation

Hours made available by the school.

September: 19 days at 4 hours/day = 76 hours

Program hours made available during October, including the 21 days of absence = 15 days at 4 hours/day = 60 hours

Percentage of program made available = 136/200 x 100 = 68%

School can retain 100% of tuition fee payable = $5,000. No refund to student.


Example #4 - Tuition Owed to the School

The student begins training on September 6, 2016. He is self-funded and is paying the tuition in installment payments of $200/week. He has also paid for and received all books/supplies ($525) and paid for registration ($75). His last day of attendance is October 3, 2016, and at this point the student has paid a total of $800 for tuition. The student does not advise the school of his withdrawal from the program and has no further communication with the school. On October 25, 2016 the school sends the student a letter informing him that he will be discontinued from the program unless the student advises the school of his intention to return to the program. Further, the school advises that it will retain 100 per cent of the tuition fees because the school has provided more than 50 per cent of the program. The school does not hear back from the student.

Calculation


September: 19 days at 4 hours/day = 76 hours

Program hours made available during October, including the 21 days of absence = 15 days at 4 hours/day = 60 hours

Percentage of program made available = 136/200 x 100 = 68%

School is owed for 100% of tuition payable = $5,000

$5000 - $800 (student paid to date) = $4,200 owed to school by the student




Refer to the flowchart of the Tuition Refund Process below for a graphic overview of the steps involved in tuition refund calculations.

If a student has paid for but not received texts, books, or other instructional material or equipment, the school is required to refund the student.

Student leaves school

Student provides written notice Student does not provide written notice of intent to discontinue

Refund calculated as of discontinuation date and processed

within 30 days (subsection 27(6) of the regulations)

21 days after last day of attendance

Student is deemed discontinued and the

school provides written notice to student about

applicable refund – sent by ordinary mail,

courier or hand delivery

Applicable refund processed within 30

days – calculated based on number of days the

program was made available by the school while the student was

registered at the school and during the 21 days of absence (subsection

27(5) of the regulations)


School Visits

Educational VisitsEducational school visits are conducted by Ministry staff. The visit may be initiated by the Ministry or it may be at the request of the school. The purpose of the visit is to share information and answer questions relative to the requirements of the Act and the regulations.

The School Visit Checklist is used by staff to review the status of a school with respect to various administrative requirements.

Monitoring VisitsScheduled or impromptu monitoring visits are conducted by Ministry staff. Monitoring visits involve a more detailed examination of school records (e.g. student files) to determine compliance with regulatory requirements. The Monitoring Checklist will be used as a guide when reviewing records.

Financial Reporting

The purpose of year-end financial reporting is to provide the Ministry with an indication of a school’s financial strength. Monitoring of financial health over time allows the Ministry to assess whether a school may be experiencing financial difficulties and to proactively communicate with a school owner if concerns arise regarding ongoing financial viability.

Requirements for financial reporting are provided in section 32(5) of the regulations as follows:

Every operator of a Category I school shall provide the minister:

(a) within 120 days of the end of the school’s fiscal year, a copy of the school’s financial statements for the previous fiscal year; and

(b) any other information, in a form satisfactory to the minister, that the minister may request.



ConfidentialityFinancial information provided to the Ministry will be treated confidentially under The Freedom of Information and Protection of Privacy Act as follows:

19(1) Subject to Part V and this section, a head shall refuse to give access to a record that contains:

(b) financial, commercial, scientific, technical or labour relations information that is supplied in confidence, implicitly or explicitly, to a government institution by a third party.

(2) A head may give access to a record that contains information described in subsection (1) with the written consent of the third party to whom the information relates.”

The student enrolment contract must include a statement whereby the student provides consent to the school to allow the Ministry of Advanced Education access to the student file which contains confidential information. See Sample Enrolment Contract for an example of what to include in this statement.

DefinitionsThe following definitions will aid in understanding the reporting process:

Accountant: A person with a Chartered Professional Accountant designation.

Review Engagement Report: A review of the financial statements is carried out to determine the credibility of the school. A Review Engagement Report is generally limited to inquiries of management and a review of financial data. It provides some assurances of the reliability of the financial statements.

Auditor’s Report: Based on an independent verification, it is a study and evaluation of internal controls and tests of records and balances. This report represents the highest level of credibility and reliability that an accountant can express about financial statements.

Year-End Financial Reporting ProcessStep 1: Letter of Notice

Approximately two to four weeks prior to a school’s fiscal year-end, the Ministry will send a letter of notice of financial reporting coming due. The Ministry will only accept financial statements accompanied by either the Auditor’s Report or a Review Engagement Report prepared by a designated accountant in good standing. A “Notice to Reader” Statement is not acceptable.

The Minister reserves the right to ask for additional financial information and documentation at any time.


Step 2: Submission of Financial Report to the Ministry

Per subsection 32(5) of the regulations, the required financial documentation must be submitted to the Ministry within 120 days of a school’s fiscal year-end.

Step 3: Ministry Review

The two reporting options culminate with the Ministry conducting an assessment of financial strength. The Ministry may request additional information as required and may wish to discuss financial matters directly with a school operator if questions/issues arise as a result of the review process.

Annual financial reporting provides one indicator of the financial strength of a private vocational school. The analysis over a period of time may assist schools and the Ministry to provide solutions to potential problems which may threaten the school or its students. However, it must be reaffirmed that any review cannot consistently predict future financial viability.

The Training Completions Fund contribution for each school is calculated using the information provided in the school’s most recently submitted year-end financial statements. (See Training Completions Fund for more information.)

Annual Statistics Reporting

Pursuant to subsection 32(2) of the regulations, Category I schools are required to prepare and submit an annual report to the Ministry including the following:

• Students who have completed the course or program;

• Students who have completed all of the courses or programs leading to a certificate or diploma and who have received a certificate or diploma;

• Students who have completed the course or program and who are employed in a vocation related to the course or program; and

• Students who have discontinued the course or program.

Accordingly, in May of each year, the Student Profile and Student Statistics forms are sent by email from the Ministry to the schools (See Sample Student Profile and Sample Student Statistics.) To maintain student confidentiality, schools are required to return the forms to the Ministry through a secure file transfer by August 1st of each year. Instructions will be provided.

Update of Student Employment InformationSchools may update employment information on students by resubmitting the Sample Student Statistics, with amendments to ‘Employment Status” section by October 31.



Change of Ownership

The Act addresses change of ownership in the following two provisions:

1. Section 7 allows for the transfer of a Certificate of Registration of a private vocational school with the prior written approval of the Minister.

Limitation on transfer of certificate

7(1) No operator shall transfer the operator’s certificate of registration to another person without obtaining the prior written approval of the minister.

(2) The minister shall not unreasonably withhold his or her approval of a transfer of a certificate of registration.

2. Section 10 of the regulations requires the operator of a private vocational school to inform the Ministry of any fundamental change to the ownership or corporate structure of the school.

Operator to advise of fundamental change

10 Every operator that is a corporation shall immediately advise the minister of:

(a) a change in the ownership or share or equity holdings of the corporation; or

(b) any continuance, amalgamation or other fundamental change involving the corporation.

If approval is being sought for the transfer of a Certificate of Registration for a private vocational school, both the SELLER and the PURCHASER must meet the requirements set forth in the Ministry’s Change of Ownership Checklist.

The first step in the change of ownership approval process is the completion of a Change of Ownership Application. This form provides the Ministry with essential information concerning the proposed ownership of the school and the date when a change of control is anticipated.

Please allow adequate time in advance of the transaction closing date for Ministry review and approval. While some change of ownership transactions may be relatively minor and have minimal impact on the day-to-day operations of a school and its students, other transactions may be more involved and require comprehensive review by the Ministry to ensure student protection matters have been adequately and appropriately addressed. Please note that in some instances, the Ministry may seek the assistance of the Ministry of Justice in reviewing legal documentation associated with the transfer.


Advertising

Requirements related to advertising are prescribed in section 26 of the Act and sections 37, and 38 of the regulations. School operators are not permitted to publish any advertising that is misleading to the public, makes reference to prices charged by the school for work performed by its students, or states the Government of Saskatchewan or its officials approve the school, its courses or programs.

A school shall not guarantee employment to any students or make false or misleading statements with respect to earnings of graduates from the school’s course of program.

In addition to the requirements of the Act and regulations, the Ministry recommends that schools adhere to the following guidelines related to advertising:

1. All programs advertised by Category I schools are to include the identification of the school and be clearly directed to training.

2. Advertised job expectations must be realistic.

3. All testimonials are to be substantiated within a Saskatchewan context. For example, a school may claim it is “number one”, “the leader” or that a certain percentage of graduates received employment in an area directly related to their field of study; however, such statements must be substantiated with statistical information.

4. Student financial assistance is not to be the primary focus of a school advertisement. The availability of financial assistance is not to be presented as an endorsement of the program value. The following wording may be used to advertise financial assistance: “Financial assistance may be available to qualified students.”

5. Using the Canadian Code of Advertising Standards as a reference, consider the following:

• Advertising should reflect high standards of honesty, truth, accuracy and fairness.

• Advertisements may not contain inaccurate, exaggerated or deceptive claims or statements, either direct or implied.

• In assessing the truthfulness of a message, concern is not with the intent of the sender or the precise legality of the phrasing. Rather the focus is on the message as received or perceived, that is, the general impression conveyed by the advertisement.

http://www.adstandards.com/en/standards/thecode.aspx



Registration as a Category II School

A Category II private vocational school delivers training only to students whose tuition fees are paid for by a sponsoring agency (e.g. Workers’ Compensation Board, First Nations band, employer, provincial or federal government). If a school delivers training to both sponsored and fee-paying students, it must register as a Category I school.

Initial RegistrationFor registration as a new Category II School, the applicant must submit an Application for Issuance of Initial Certificate of Registration - Category II School.

A registered school receives a Certificate of Registration which is valid for the school year July 1 to June 30. The Certificate must be prominently displayed at the school.

Fees for Initial Category II RegistrationPursuant to subsection 42(1) of the regulations, a $150 fee is charged for registration of a Category II school. Category II schools are not required to contribute to the Training Completions Fund.

Annual Renewal of RegistrationAny Category II school wishing to renew their registration must have the Application for Renewal Certificate of Registration - Category II School submitted by July 1 of each year.

Fee for Annual Renewal of Category II RegistrationSimilar to initial registration, a renewal registration fee of $150 is charged annually.

Upon completion of the renewal of registration process, a new Certificate of Registration will be issued.


Important Dates for Administrative Compliance

The following table summarizes key dates/deadlines attached to various administrative requirements.

PVS Activity DatesTraining Completions Fund Contributions (Category I)

• The Ministry issues invoices to schools

• Deadline for invoices to be paid by schoolsJanuary/February

March 31New program applications (Category I) AnytimeProgram revision applications (Category I)

• Deadline for receipt by the Branch in order for revisions to be approved for implementation in the following student loan year (August 1st)

March 31

Annual Renewal of School Registration (Category I and Category II) for July 1st to June 30th period.

• Registration package sent to schools

• Deadline for submission of application to the Ministry

March

June 1Annual Student Statistics and Student Profile Reports (Category I)

• Reporting forms sent to schools

• Deadline for submission of forms to the Ministry

• Deadline for submission of employment status updates

May

August 1

October 31Financial Reporting (Category I)

• First reminder letter sent to school

• Second reminder letter sent to school

2-4 weeks prior to school’s fiscal year-end

Two weeks prior to due date

Deadline for submission of financial reports to the Ministry Within 120 days of a school’s fiscal year-end



School Closure

A school closure can occur for various reasons and may be planned or unexpected. In all cases, the Ministry will work with the school, its students, and the PVS sector to ensure that students’ interests are addressed.

The Ministry has worked with the PVS sector to develop a Train-Out Management Committee Manual that provides guidance in the event of a school closure. The Manual addresses principles to be adhered to and processes to be followed in the event of a school closure to minimize disruption and anxiety for students, co-ordinate train-out activities in an efficient and timely manner and address media inquiries.

saskatchewan.ca/informationforinstitutions | 43

July 1, 20____ to June 30, 20____

Primary Applicant Contact Information

Full Name: _______________________________________________________________________________

Mailing Address: __________________________________________________________________________

Daytime Telephone: __________________________ Other Telephone: __________________________

Fax: ______________________ Email: _______________________________________________

Business Information

Business/Corporate Name: __________________________________________________________________

Registered Owner: _________________________________________________________________________

Business Address: _________________________________________________________________________

Date of Corporate Registration _______________________________________________________________

Business Classification

Is your business a:

Sole Proprietorship Partnership Corporation Not-for-Profit (Include copy of partnership agreement.)

Franchise: Yes No (If yes, include a copy of the franchise agreement.)

Fiscal year end for your business (mm-dd): _____________________

Application for Issuance of Initial Certificate of RegistrationCategory I School Private Vocational Schools


Applicant Information

Please list the name of each applicant (i.e. sole proprietor in a proprietorship; all partners in a partnership; all directors in a corporation) and attach a completed Applicant Profile Form for each person named.

Applicant 1 Name: _________________________________________________________________________

Applicant 2 Name: _________________________________________________________________________

Applicant 3 Name: _________________________________________________________________________

Applicant 4 Name: _________________________________________________________________________

Applicant 5 Name: _________________________________________________________________________

Applicant 6 Name: _________________________________________________________________________

Applicant 7 Name: _________________________________________________________________________

Applicant 8 Name: _________________________________________________________________________

Applicant 9 Name: _________________________________________________________________________

School Information

School Name: _____________________________________________________________________________

Address: _________________________________________________________________________________

Other School Location(s): ___________________________________________________________________

Principal/Manager in Saskatchewan: _________________________________________________________(Please attach an Applicant Profile Form for the Principal/Manager of the school in Saskatchewan, if he or she is not identified above as an applicant.)

Telephone: ___________________________________ Fax: _____________________________________

Email: ___________________________________________________________________________________

Website: __________________________________________________________________________________

Course/Program Information

Please list the name of each course or program you are applying to offer. You must attach a completed New Course/Program Registration Application for each course or program listed here.

Course/Program 1: ________________________________________________________________________

Course/Program 2: ________________________________________________________________________

Course/Program 3: ________________________________________________________________________


Course/Program 4: ________________________________________________________________________

Course/Program 5: ________________________________________________________________________

Registration Fee

• Assessment of new courses/programs $100

• Registration of first course/program $300

• Registration of additional

Courses/programs x $75 each + $ ________

Total = $ ________

*For the 2015-2016 private vocational school year only, the Registration Fee is:

• Assessment of new courses/programs $100



Courses/programs x $62.50 each + $ ________

Total = $ ________

Training Completions Fund Contribution

• An amount equal to the greater of:

a) 1% of projected tuition revenue for first year of operation; and

b) $2,000.

The Training Completions Fund Contribution must be paid on final approval of this application and before the issuance of a Certificate of Registration.

Supporting Items

Please check () that the following items are attached:

� Copy of Certificate of Incorporation or Registration (Obtain from Corporate Registry, Information Services Corporation (ISC))

� PVS Security

� Fire Safety Report

� Health Safety Report

� Building Safety Report

� Business Plan

� Applicant Profile Form(s)


� Course/Program Registration Application Form(s)

� Registration Fee (Cheque made payable to Minister of Finance)

The Training Completions Fund Contribution must be paid on final approval of this application and before the issuance of a Certificate of Registration.

Declaration and Consent

I certify that the information provided in this application, including the attachments, and in all other communications relating to this application, is correct.

I understand that registration fees paid are not refundable.

I understand that this application will expire six (6) months after the date on which it is submitted to the Minister of Advanced Education (Saskatchewan) if I have not successfully completed the application requirements within that period.

Applicant’s name (please print): _____________________________________________________________

X __________________________________ ____________________________________Signature of Applicant Date


Cover Sheet

• Business name, address, telephone, and fax numbers

• Operator’s name

• Principal/manager in Saskatchewan

• Date

Executive Summary

• Brief description of product/service, staff, location and facility/facilities

• Short history of venture

• Highlights of the local/national industry (e.g. markets; customer profile(s); developments; competition; growth potential)

Marketing Plan

Should cover scope and results of market feasibility analysis:

• Location of operation and market

• Product

• Price

• Promotion/advertisement

• Distribution

• Market monitoring

Operating Plan

Scope and results of operation analysis:

• Technical aspects of operation

• Legal structure (proprietorship, partnership, corporation)

• Roles of officers (include résumés – listing experience, etc.)

• Directors, officers and key management

• Share options, contracts, agreements

• Labour requirements

• Location of facility

• Floor plan, list equipment and job stations

• Control systems

• Maximum occupancy load (requirements under Fire Regulations)

Financial Plan

Outline financial feasibility analysis:

• Assumptions used for financial planning

• Financial forecasts (balance sheet, income and expense statement, cash flow projection)

Business Plan OutlinePrivate Vocational Schools


Private Vocational School

School Name: _____________________________________________________________________________

Address: _________________________________________________________________________________ Street/PO Box City/Town Province Postal Code

Telephone: ___________________________ Fax: _______________________________

Website: __________________________________________________________________________________

Principal/Manager (in Saskatchewan): _______________________________________________________

Email: ___________________________________________________________________________________

Program Information

Program Title: _____________________________________________________________________________

Program Description

Please check () as applicable:

A description of the program content and the instructional resources (e.g. textbooks, supplies, equipment, etc.) used in the program is on file with the Ministry.

A program description is attached.

Training Completion Options

Please check () either (a) or (b) as appropriate:

� (a) The program is generally compatible with the _____________________ program offered by Name of Program ______________________________________ located in _______________________________________ Name of Training Institution(s) City/Town, Province

OR

� (b) To the best of my knowledge, the program is not compatible with another program of a post-secondary institution recognized by the Minister.

Training Completion PlanPrivate Vocational Schools


If (b), please describe below how students will be informed of:

• The uniqueness of the program;

• The fact that alternative training may not be available in the event the school is unable to complete the training; and

• How students will be compensated in the event the program cannot be delivered to completion.

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Student Compensation Plan

Pursuant to clause 11(2)(c) of the regulations, if the course or program is discontinued for any reason before students have completed the course or program, students will be compensated for the discontinuation or they will be able to complete the course or program with another post-secondary educational institution that is recognized by the Minister. Costs incurred to complete training and/or costs to compensate students financially will be drawn from one or more of the following sources: the school’s general revenue, the security posted by the school, and/or the Training Completions Fund.

__________________________________________________ ______________________________ Name (please print) of Authorized School Representative Date

X _____________________________________ Signature of Authorized School Representative


This form must be completed by the school operator and the proposed instructor/examiner. The instructor/examiner must be registered by the Ministry prior to commencing any training/examination duties with the school.

The Ministry registers instructors/examiners based on the provisions of The Private Vocational Schools Regulations, 2014, which specify criteria related to education and occupational experience.

Please refer to section 35 of the regulations for further information on requirements pertaining to instructors or examiners.

Forms not fully completed may be returned to the school.

School Information

School Name: _____________________________________________________________________________

Program(s)/Courses in which the instructor/examiner is involved: _________________________________________________________________________________________________________________________

Instructor or Examiner Information

Instructor/Examiner’s Name: ________________________________________________________________


Telephone: ________________ Email: _______________________________________________

Please check () the appropriate choice

Will be working: Full-time Part-time On contract

Will be: An instructor An examiner Both

If applicable, please indicate date(s) of previous registrations for the instructor/examiner in Saskatchewan and the school (s): __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Application for Registration of Instructor or ExaminerPrivate Vocational Schools


Instructor or Examiner’s Educational QualificationsGraduated from which Insitution: ____________________________________________________________

Location of Institution: ______________________________ Date of Graduation: ____________

Program Area, Subject or Major Achieved: ______________________________________________________________________________________________________________________________________________

Degree, Diploma, or Certificate(s) held (Include copy/copies): _____________________________________________________________________________________________________________________________

Professional Designation (if any, including Journeyperson status): __________________________________________________________________________________________________________________________

Certificate Number (Include copy/copies): ____________________________________________________

Additional Education (other than above)Please list any additional related program and/or education or experience which qualifies the applicant to instruct the program(s) course(s) listed: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Employment/Education History The instructor or examiner is able to demonstrate one or more of the following requirements:

� A degree from a university recognized by the minister in an area of study directly related to the vocation to be taught and has at least 12 consecutive months of occupational experience in that vocation.

� Is a graduate of an educational institution recognized by the minister in an area directly related to the vocation to be taught and has at least 12 consecutive months of occupational experience in that vocation.

� Has at least three years of occupational experience in the vocation to be taught.

Provide a list of employers and related information that demonstrates the appropriate qualifications as indicated above. Begin with the most recent and include a separate page if necessary:

1. Name of Employer: _____________________________________________________________________

Address of Employer: ___________________________________________________________________

Telephone: _______________________ Email: _________________________________________

Job or Position: ________________________________________________________________________

Name of Supervisor: ____________________________________________________________________

Start Date (mm/yyyy): ______________________ End Date (mm/yyyy): ______________________

Full-Time (%): _________ Part-Time (%): _________


2. Name of Employer: _____________________________________________________________________


Telephone: _______________________ Email: _________________________________________

Job or Position: ________________________________________________________________________




3. Name of Employer: _____________________________________________________________________


Telephone: _______________________ Email: _________________________________________

Job or Position: ________________________________________________________________________




Employment ReferencesThree employment references for the instructor/examiner are required. Personal employment references checks are the responsibility of the school.

1. Name of Employer: _____________________________________________________________________

Contact Person for Reference: ____________________________________________________________


Telephone: _______________________ Email: _________________________________________

Position Held with this Employer: _________________________________________________________

2. Name of Employer: _____________________________________________________________________



Telephone: _______________________ Email: _________________________________________


3. Name of Employer: _____________________________________________________________________



Telephone: _______________________ Email: _________________________________________



To Be Completed by the Instructor/ExaminerPermission is granted to conduct a reference check with listed employers. I certify that the information supplied in this application is true and correct.

X __________________________________________ ______________________________Signature of Applicant Date

To Be Completed by the SchoolTo the Minister:

I expect to employ this instructor/examiner for the program(s)/course(s) listed. I have examined this application and am satisfied that the information provided by the instructor/examiner is true and correct.

X __________________________________________ ______________________________Signature and Name Printed Date (School Owner/Principal/Manager)

Telephone: _______________________ Email: _______________________________________________

Where the Ministry may contact school with questions about this application.

FOR MINISTRY USE:

Ministry Approval:

The instructor/examiner described above has been registered by the Ministry for the program/course(s) listed above for the school listed above.

X __________________________________________ ______________________________Signature of Ministry Official Date


(Per section 12 of The Private Vocational Schools Regulations, 2014)

UNDER THE PRIVATE VOCATIONAL SCHOOLS REGULATION ACT, 1995 (“the Act”)

KNOW TO ALL BY THESE PRESENTS that ______________________________ (“the Principal”) as (registered Corporate name)operator of a private vocational school under the Act and _________________ (“the Surety”) a body corporate licensed pursuant to The Saskatchewan Insurance Act to transact guarantee insurance, are jointly and severally bound unto Her Majesty the Queen in right of Saskatchewan represented by the Deputy Minister of Advanced Education (“the Obligee”), in the penal sum of _______________________________ ($ __________) dollars of lawful money of Canada, for which payment well and truly to be made, the Principal and the Surety each bind themselves and their respective successors and assigns firmly by these presents.

SEALED with the respective seals of the Principal and the Surety this _________ day of _______________, 20______.

WHEREAS, by the Act, and The Private Vocational Schools Regulations, 2014 (“the regulations”), the Principal is required to provide to the Obligee and maintain in force a bond securing the due performance by the Principal of contracts entered for the provisions of instruction of courses or programs (“student contracts”).

NOW THEREFORE, the conditions of this obligation are such that as long as the Principal shall

a) comply with the provisions of the Act and the regulations as amended from time to time,

b) perform its student contracts and pay any amounts payable thereunder, and

c) satisfy any judgment in favor of a student that has become final rendered by any court of Saskatchewan against it in an action arising out of a student contract or the Act or the regulations,

then the obligation shall be void and of no effect, but otherwise shall be and remain in full force and effect.

PROVIDED that if the Surety shall, at any time, give thirty days’ notice in writing to the Principal and to the Obligee of its intention to put an end to this suretyship, then this Bond shall from and after the last day of such thirty days, cease and determine in respect only of any acts or omissions of the Principal subsequent to such determination, and the Surety shall remain liable for any failure on the part of the Principal to fulfil its obligations under its student contracts and the Act and the regulations which were incurred before the date of determination.

Guarantee Bond TemplatePrivate Vocational Schools


PROVIDED FURTHER that the obligation of the Surety shall be with respect only to claims made known to the Obligee or the Surety within one year from the date of the determination of this Bond, whether or not an action has been commenced or a final judgment has been obtained on such claims.

SIGNED, SEALED AND DELIVERED

X __________________________________ Signature of Surety

X __________________________________ Signature of Principal

Amount of Security Required(Per subsection 12(4) and Table 1 of The Private Vocational Schools Regulations, 2014)

Annual Tuition Revenue (in most recently submitted year-end statements)

Security Requirement 2016-17 or after

0 - $100,000 $10,000$100,001 - $200,000 $20,000$200,001 - $300,000 $30,000$300,001 - $400,000 $40,000$400,001 - $500,000 $50,000$500,001 - $600,000 $60,000$600,001 - $700,000 $70,000$700,001+ $75,000


Please follow the New Program Registration section of the manual when filling out this application.


School Name: _____________________________________________________________________________


Telephone: ___________________________ Fax: _______________________________

Website: __________________________________________________________________________________


Email: ___________________________________________________________________________________

Program Title (Core), Length, Fees

Title/Name of Program: ____________________________________________________________________

“Program” is defined as a series of courses that leads to employment in a vocation and comprises more than 50 hours of instruction, and, in the case of a Category I school, imposes a tuition fee of more than $1,000.

Program Length

Total Hours Hours/Day Days/Week Total WeeksInstructional Time (i.e. in the classroom)Work Placement/Practicum:

Mandatory (required for program completion) Included in total program length Optional Not included in total program lengthOther time (not charged to student; please specify)

Total Program Length (Not including Optional Work Placement)

New Program Registration ApplicationPrivate Vocational Schools


Program Fees

Tuition $Non-refundable Registration Fee

$

Total Tuition and Registration Fee

$

Texts, Books, Instructional Material and Equipment

$

Other Fees - please specify:

$ (e.g. lockers, field trips; memberships in professional organizations related to training; criminal record check; examinations from external organizations)

Contract Extension Fees

$

Program Option(s)

A program may offer optional units for specialized study. Each option must be clearly defined as providing additional skills or knowledge to the core program. The total hours of instruction of an option must not exceed 50 percent of the hours of instruction of the core program. Options must not be dependent on other options. If there are no program options, advance to the Required Program Information section of this form. If more than one option, attach additional pages.

Program Option Title #1: ___________________________________________________________________

#1 Option Length #1 Option FeesTotal hours: ________________________________ Total Tuition: ______________________________

Total weeks: ________________________________ Books/Supplies: ___________________________

Days per week: _____________________________ Other Fees: _______________________________

Hours per day: ______________________________

Required Program Information

For new program applications: Use each of the following items as a heading and prepare statements on separate sheets providing the required information. Attach sheets to this program application form.

� Goals and objectives (including job title or vocation to which the training leads).

� Instruction standards and methods.


� Instruction content/curriculum (provide details of hours assigned to major components of curriculum).

� Student evaluation criteria for successful completion.

� Admission methods and requirements (grade level or equivalent; mature admissions policy; intake process).

� Maximum number of students per instructor (in the core program or program option).

� Program length (in hours/weeks; provide breakdown of time in classroom and in practical training).

� Student handbook (provide a sample of the school’s student handbook).

� School policy and rules pertaining to the program.

� Registration and tuition (listing cost details and the basis on which the costs are to be calculated and when they are to be paid).

� Equipment, supplies and textbooks required to be purchased by student (itemized listing by name and price, and the basis on which the costs are to be calculated and when they are to be paid).

� Instructional texts, materials or equipment to be provided by the school (This list will provide the basis for an on-site evaluation required for final approval of the program).

� Student contract (provide sample of document stating contractual arrangement between the school and the student - see the Ministry guidelines).

� Student attendance record format.

� Certificate/diploma (Provide sample of certificate/diploma that will be awarded to student upon successful completion of this program).

Industry Review

A minimum of three completed Industry Review Forms are required from employers, representatives from industry, a professional association, regulatory body and/or the Saskatchewan Chamber of Commerce.

Completed Industry Review Forms are to be sent by the reviewer(s) directly to the Ministry per the instructions provided on the form.

� Attached

Labour Market Relevance

The Ministry recommends that private vocational schools include labour market data/statistics to provide evidence of the need for the school’s course or program, available jobs and the outlook to absorb its graduates. Attach all labour market data/statistics information to this form.

� Attached


Training Completion Plan

A Training Completion Plan (TCP) is required for each registered program. Complete the Training Completion Plan form and attach to the New Program Registration Application.

� Attached

Instructor/Examiner Registration

Attach a completed Application for Registration of Instructor or Examiner for each individual who will be employed to instruct in this program.

� Attached

Advertising Registration

Attach samples of advertisements planned for use upon receiving Registration in Principle for this program.

� Attached

Registration and Assessment Fees

The fee for registering a school and one course or program is $300. If applicable, a fee of $75 is charged for each additional program offered in a school year.

Schools are also charged a $100 assessment fee for new programs submitted to the Branch for review.

� Registration and Assessment Fee(s) Enclosed (Make cheque payable to Minister of Finance)

Declaration

Please note: Applicants may be asked for additional information as required.

When duly signed, this document constitutes final registration.

I certify that the information provided is correct and I agree to abide by The Private Vocational Schools Regulation Act, 1995 and The Private Vocational Schools Regulations, 2014 as they apply to this program.

X __________________________________________ ______________________________Signature of Applicant (School Official) Date of Application by School

FOR MINISTRY USE:

X __________________________________________ ______________________________Signature of Ministry Official Date of Registration


Please follow the Program Revisions section of the manual when filling out this application.


School Name: _____________________________________________________________________________


Telephone: ___________________________ Fax: _______________________________

Website: __________________________________________________________________________________


Email: ___________________________________________________________________________________

Program Title (Core)

Title/Name of Program: ____________________________________________________________________

If the program name has changed, please provide the name of the program registered in the previous year: _____________________________________________________________________________________

“Program” is defined as a series of courses that leads to employment in a vocation and comprises more than 50 hours of instruction, and, in the case of a Category I school, imposes a tuition fee of more than $1,000.

Program Length

Total Hours Hours/Day Days/Week Total WeeksInstructional Time (i.e. in the classroom)Work Placement/Practicum:

Mandatory (required for program completion) Included in total program length Optional Not included in total program lengthOther time (not charged to student; please specify):

Total Program Length (Not including Optional Work Placement)

Program Revisions ApplicationPrivate Vocational Schools


Program Fees

Tuition $Non-refundable Registration Fee

$

Total Tuition & Registration Fee

$

Texts, Books, Instructional Material and Equipment

$

Other Fees - please specify:

$ (e.g. lockers, field trips; memberships in professional organizations related to training; criminal record check; examinations from external organizations)

Contract Extension Fees

$

Program Option(s)

A program may offer optional units for specialized study. Each option must be clearly defined as providing additional skills or knowledge to the core program. The total hours of instruction of an option must not exceed 50 percent of the hours of instruction of the core program. Options must not be dependent on other options. If there are no program options, advance to the Required Program Information section of this form. If more than one option, attach additional pages.

Program Option Title: ______________________________________________________________________

#1 Option Length #1 Option FeesTotal hours: ________________________________ Total Tuition: ______________________________

Total weeks: ________________________________ Books/Supplies: ___________________________

Days per week: _____________________________ Other Fees: _______________________________

Hours per day: ______________________________

Required Program Information

For program revisions, check off only those items that have been revised and attach appropriate information.

� Goals and objectives (including job title or vocation to which the training leads).

� Instruction standards and methods.


� Instruction content/curriculum (provide details of hours assigned to major components of curriculum).

� Student evaluation criteria for successful completion.

� Admission methods and requirements (grade level or equivalent; mature admissions policy; intake process).

� Maximum number of students per instructor (in the core program or program option).

� Program length (in hours/weeks; provide breakdown of time in classroom and in practical training)

� Student handbook (provide a sample of the school’s student handbook).

� School policy and rules pertaining to the program.

� Registration and tuition (listing cost details and the basis on which the costs are to be calculated and when they are to be paid).

� Equipment, supplies and textbooks required to be purchased by student (itemized listing by name and price, and the basis on which the costs are to be calculated and when they are to be paid).

� Instructional texts, materials or equipment to be provided by the school (This list will provide the basis for an on-site evaluation required for final approval of the program).

� Student contract (provide sample of document stating contractual arrangement between the school and the student - see the Ministry guidelines).

� Student attendance record format.

� Certificate/diploma (Provide sample of certificate/diploma that will be awarded to student upon successful completion of this program).

Program Related Fee

Note: If the program has undergone substantive changes (e.g. revisions to content/curriculum, instruction, length, and revisions to texts/books, and instructional material/equipment that modifies the intended nature of the program), a program assessment or revisions fee of $100 may apply.

Applicants may be asked for additional information as required.

Declaration

When duly signed, this document constitutes final registration.

I certify that the information provided is correct and I agree to abide by The Private Vocational Schools Regulation Act, 1995 and The Private Vocational Schools Regulations, 2014 as they apply to this program.

X __________________________________________ ______________________________Signature of Applicant (School Official) Date of Application by School

FOR MINISTRY USE:

X __________________________________________ ______________________________Signature of Ministry Official Date of Registration Minister’s


Pursuant to subsection 4(4) of The Act, the Minister may, at any time, request information from a private vocational school. The purpose of the guidelines is to provide examples of circumstances under which the Minister might make a request for a program review.

The Minister may request a review of a school’s course or program when the Ministry identifies areas of concern, including but not limited to, the following:

• Information collected through student complaints.

• A high number of student complaints received by the Ministry.

• The program demonstrates poor student completion rates.

• The program demonstrates poor student placement rates.

• A lengthy period of time (five or more years) has elapsed since the last program review.

The Ministry will notify the school in writing when a program review is being considered. The Ministry will contact the school to discuss the purpose and scope of the review, the information required and associated timelines. The school is responsible for providing information to the Ministry as requested.

Please see Ministry Request(s) for Additional Information for more information.

Minister’s Request for Program Review GuidelinesPrivate Vocational Schools


July 1, 20____ to June 30, 20____

Please review the following information and make any necessary changes. This information will appear on your new Certificate of Registration.

Operator Information

Registered Business or Corporate Name: ______________________________________________________

Registered Business or Corporate Address: ____________________________________________________

President/Owner: __________________________________________________________________________

Email: ___________________________________________________________________________________

Registered School Name: ___________________________________________________________________

School Location and Mailing Address: ________________________________________________________

School Contact Information

Telephone: ____________________________ Fax: _______________________________

Email: _________________________________ Website URL: __________________________________

Registration Fee



Courses/programs x $75 each + $ ________

Total = $ ________

*For the 2015-16 private vocational school year only, the Registration Fee is:



Courses/programs x $62.50 each + $ ________

Total = $ ________

Application for Renewal of Certificate of RegistrationCategory I School Private Vocational Schools


Training Completions Fund Contribution

The applicable Training Completions Fund Contribution must be paid:

a) before the renewal of a certificate of registration; or

b) with the prior written consent of the Minister of Advanced Education, in quarterly instalments at those times consented to by the Minister of Advanced Education.

Supporting Items


� Course/Program Reporting form

� Instructor Reporting form

� Registration Fee (Cheque made payable to “Minister of Finance”)

The Operator confirms that he/she:

a) will comply with all requirements for a private vocational school as prescribed in The Private Vocational Schools Regulation Act, 1995 (Act) and The Private Vocational Schools Regulations, 2014 (regulations):

b) has security in place as prescribed in the regulations;

c) is not insolvent and is not likely to be insolvent;

d) will employ only approved instructors in accordance with the regulations; and

e) will offer approved courses or programs in accordance with the regulations.






Please note: This application is due by June 1, 20______ .

Your existing Certificate of Registration expires on June 30. If any information contained in or attached to this form is incomplete as of the June 1 submission deadline, registration for the next school year (beginning July 1) and the issuance of a new Certificate of Registration may be delayed or denied until all information is complete and the school is in compliance with the Act and regulations.


SCHOOL NAME ADDRESS

ENROLMENT CONTRACT Category I Private Vocational School

Full Name: _______________________________________________________________________________

Date of Birth (dd/mmm/yyyy): _______________ International Student (only if school is registered to accept international students)

Address: _________________________________________________________________________________

Telephone: ______________________ Email: _________________________________________

Grade Level: _____________________ Receipt of Transcript: _____________________________

Program Title: _____________________________________________________________________________

Contract start date (dd/mmm/yyyy): _______________

Contract end date (dd/mmm/yyyy): _______________

Statutory holidays during contract period: _____________________________________________________

Scheduled school closures during conract period: ______________________________________________

Program Length

The program length is the instructional time in the classroom and/or all instructional activity and must be the same as the registered number of hours for the program.

Total Program Hours Hours/Day Days/Week Total Number of Weeks of Instruction

Student Received Program Schedule Yes No

Student Received Program Outline Yes No

Student Received List of Resource Materials Yes No

Non-Refundable Student Registration Fee: $ _____________________________

Tuition Fee $ _____________________________

Sample Enrolment ContractPrivate Vocational Schools


Books/Supplies/Kit $ _____________________________

Other Fees (Field trips, examinations) $ _____________________________

Total Fees $ _____________________________

Extension Fees If a student does not complete the program within the contract period and chooses to extend the contract in order to complete the program, an extension fee of $ _____________ may apply.

Payment Arrangements

Payment Date Type of Payment (Cash/debit/cheque/credit) Amount

1st $2nd $3rd $4th $

Student is eligible for $500 Saskatchewan Advantage Scholarship? Yes No

Refunds

Refunds are provided in accordance with sections 26 and 27 of The Private Vocational Schools Regulations, 2014 (regulations). Refunds are generally calculated according to the following criteria:

• School has provided 20 per cent or less of instructional hours – school may retain 25 per cent of tuition fee payable.

• School has provided more than 20 per cent but 50 per cent or less of instructional hours – school may retain 60 per cent of tuition fee payable.

• School has provided more than 50 per cent of instructional hours – school may retain 100 per cent of tuition fee payable.

If a student provides written notice to an operator that he or she intends to discontinue taking the course or program, the operator may retain the applicable proportion indicated in the criteria provided above.

If a student is absent from a course or program for 21 consecutive calendar days, the student is deemed to have discontinued the course or program and the school shall immediately provide written notice to the student that the operator will retain the applicable proportion.


Student Contract Cancellation

In accordance with section 28 of the regulations, a student may cancel his or her student contract within 10 days after entering into the student contract if the student has not attended any course or program contracted for in the student contract. The school will then provide a refund to the student for tuition fees, and any other moneys that the student has paid for texts, books, and other instructional material and equipment that the student has not received.

Student Complaints

In the event a student wishes to make a complaint to the school, please review and adhere to the school’s Internal Dispute Resolution Policy.

Private vocational schools are registered with the Ministry of Advanced Education. The Ministry requires that students attempt to resolve a complaint with the school first by following the school’s Internal Dispute Resolution Policy. If you are unsatisfied with the outcome, you may make a formal written complaint to the Ministry. Please visit saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges for more information.

Training Completion Plan

In accordance with section 11 of the regulations, every Category I school shall have a training completion plan for each course or program offered to ensure that students are compensated for the discontinuation of the course or program or are able to complete the course or program with a post-secondary educational institution that is recognized by the minister.

If the school has identified that the course or program in which the student is enrolled is unique and unavailable elsewhere, the student should be advised of this in the student contract.

Training Completions Fund

In accordance with section 19 of the regulations, every operator of a Category I school provides the Minister with an annual contribution to the Training Completions Fund. This fund may be utilized in the event a course or program is discontinued.

http://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concern

http://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concern


Job Placement

(School Name) is prohibited under section 38 of the regulations, from guaranteeing employment to any student or prospective student. Students are strongly encouraged to research employment prospects prior to entrance in the program. Upon completion, students are responsible for pursuing employment opportunities.

This contract is subject to the provisions of The Private Vocational Schools Regulation Act, 1995 and the regulations of Saskatchewan.

Information Sharing – Reports and Records

In accordance with subsection 32(3) of the regulations, schools are required to submit to the Ministry of Advanced Education reports and records containing the following information with respect to each student enrolled in a course or program for the previous reporting year:

• The student’s

¾ Full name;

¾ Gender;

¾ Date of birth;

¾ Residential address and permanent address; and

¾ Residential telephone number and permanent telephone number;

• The course or program in which the student is enrolled;

• The enrolment date for each course or program;

• The completion or discontinuance date for each course or program; and

• The academic or equivalent qualifications for the student at the time of enrolment for each course or program.

I have READ, UNDERSTOOD AND RECEIVED a signed copy of this contract, and I agree to allow (School Name) to provide the Ministry of Advanced Education my personal information as required by regulation.

X __________________________________________ ______________________________Signature of Student Date

X __________________________________________ ______________________________Signature of School Official Date


Date of Visit (dd/mmm/yyyy): ________________

Name of School/Location: __________________________________________________________________

Type of Visit: Educational Monitoring

Ministry official(s) present: 1. _________________________________________________________

2. _________________________________________________________

School representative(s) present: 1. _________________________________________________________

2. _________________________________________________________

TO BE COMPLETED BY THE MINISTRY IN ADVANCE OF VISIT

Yes No N/A Comments

Notification of visit sent to school? Date:

Attachments:

Security posted is current?

Financial statements current?

Student statistics current?

Training Completions Fund invoice paid?

Outstanding student concerns?

Program/Instructor registration issues?

Other? (e.g. Internal Dispute Mechanism; Student Enrolment Contract; Student Manual; Advertising)

School Visit ChecklistPrivate Vocational Schools


TO BE COMPLETED BY THE MINISTRY DURING VISITPremises

Yes No N/A CommentsCurrent PVS Certificate of Registration posted?

Fire/Building Inspection Certificate(s)?

Health Inspection Certificate?(if relevant)

School operates as part of another business (e.g. beauty salon)?

• Facilities are separate?

• Student rates for service posted for public viewing?

Site inspection issues?

School Policies and Procedures

Yes No N/A CommentsSchool policy and procedures documented? (e.g. student handbook)

• Distributed to students?

• Referenced in student enrolment contract?

• Addresses school dispute resolution process?

• Addresses tuition refund policy?

Student Records

Yes No N/A Comments

Student records stored on site?

Off-site back-up of student records?

• Location?


Do student files contain: Yes No N/A CommentsCopy of student enrolment contract?

• Signed by student? Signed by school official?

• Contract meets requirements (per PVS Administration & Policy Manual)?

Admissions documents?

• Evidence of prerequisites?

Attendance records?

Academic progress report(s)?

Transcript(s)?

Exams/assignments?

Did student complete the program?

• If yes, is copy of certificate/diploma on file?

• If no, reason for non-completion?

• Date of discontinuation/withdrawal?

• Notice(s) in writing by student or school?

Tuition Refunds

• Copy of Refund and Retention of Fees Form on file?

• Copy of form sent to the Ministry?

• Refund calculated correctly?

• Evidence of refund having been sent to student/NSLSC/other funding source?

Financial records?

• Payments by student to school?

• Student loan documents?

• Other financial documents? (e.g. third-party funding arrangements)

Records of complaint and resolution?


Do student files contain: Yes No N/A CommentsDocumentation related to work placements/practica?

• Host employer/location?

• Insurance coverage?

• Evaluation/assessment?

If monitoring visit: # student files reviewed? ________________________

Programs

Yes No N/A CommentsPrograms being delivered are registered per current Certificate of Registration?

Instructors

Yes No N/A Comments

All instructors are registered?

Advertising

Yes No N/A CommentsObtain copies of any advertising/publications for new school registrants, new programs or cases of concern. Advertisements:

• Are not misleading to public;

• Do not state or infer that the school’s programs are approved by the minister, ministry or any official of the ministry; and

• Clearly identify the name of the school.

Note: Advertisements may state that the school has a certificate of registration.

Follow-Up Required

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


Date (dd/mmm/yyyy): ________________

Name of Student: __________________________________________________________________________

Social Insurance Number: ___________________ Program: ___________________________

Name of School: ___________________________________________________________________________

Yes No Report CommentsCopy of student enrolment contract? Section 24 of the regulations.

• Signed by student? Signed by school official?

• Contract meets requirements (per PVS Administration and Policy Manual - Student Enrolment Contract)?

• Tuition correct? (Does not exceed approved amounts)

Start Date:

End Date:

Admissions documents? Clause 9(1)(a) of the regulations.

• Evidence of prerequisites?

Attendance records? Section 27 of the regulations (for refund calculating).

Academic progress report(s)? (good practice) Transcript(s)? Clause 31(2)(b) of the regulations. Exams/assignments? Section 34 of the regulations - 2 year retention.

Did student complete the program?

• If yes, is copy of certificate/diploma on file? Section 31 of the regulation, immediately issue.

• If no, reason for non-completion?

• Last day of attendance

• Date of discontinuation/withdrawal?

• Notice(s) in writing by student or school? Section 27 of the regulations.

Monitoring Checklist Student File ReviewPrivate Vocational Schools


Yes No Report CommentsTuition Refunds. Section 27 of the regulations.

• Copy of the Refund Calculator form on file?

• Copy of form sent to the Ministry?

• Refund calculated correctly?

• Evidence of refund having been sent to student/NSLSC/other funding source?

Financial records? Subsection 32(5) of the regulations.

• Payments by student to school?

• Student loan documents?

• Other financial documents? (e.g. third-party funding arrangements)

Records of complaint and resolution? Subsection 29(3) of the regulations.

Documentation related to work placements/practica? (good practice)

• Host employer/location?

• Insurance coverage?

• Evaluation/assessment?

Other?

Notes/Comments: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

X _________________________________________ _________________________Signature of Analyst Date


*Electronic version of the Refund Calculator can be found at saskatchewan.ca/informationforinstitutions

Name of Student: _____________________________________________________________________

Name of School: ______________________________________________________________________

Name of Program: _____________________________________________________________________

Start Date of Program (dd/mmm/yyyy): __________________ Scheduled Program End Date (dd/mmm/yyyy): __________________

Program Length (hours): _______________ No Credential Provided Note: Only check box if the full program was delivered and the student did not receive their credential. Please fill out the student and program information. A refund calculation is not required.

Student’s Last Day of Attendance (dd/mmm/yyyy): ______________ (Leave blank if written notice provided)

Student’s Written Notice of Last Day (dd/mmm/yyyy): ______________ (If applicable)

Date of Deemed Discontinuation (dd/mmm/yyyy): ______________ (21 calendar days after student’s last day of attendance)

STEP 1: Enter the number of teaching days in the month where mandatory attendance was required and multiply that by the number of hours provided per day to get total hours for the month.

Complete for each month or part month the student attended class up to and including the date of discontinuation.

The date of discontinuation is either the date the student provided written notice to the school or the last day of attendance plus 21 calendar days.

STEP 2: Sum the hours for each month and enter the total here.

STEP 3: Take the “Total Hours Made Available” number and divide that by the “Program Length” number you entered earlier. Multiply that number by 100 and you will have the percentage of the program that was made available to the student.

Percentage of Program Made Available: _____ ÷_____ x 100 = _______

* The number of hours per day includes program hours available to the student had they attended every classroom day, and not the actual number of hours the student attended.

Proceed to Page 2.

Refund Calculator - Manual VersionPrivate Vocational Schools

MonthDays in Month

#of Teaching Days

# of Hours per Day

Total Hours in Month

Jan 31

Feb 28

Mar 31

Apr 30

May 31

Jun 30

Jul 31

Aug 31

Sep 30

Oct 31

Nov 30

Dec 31

Total Hours Made Available:

Reviewd by:For Office Use Only

Date:

http://saskatchewan.ca/informationforinstitutions


Tuition Refund CalculatorPaid by:

� Student: ________________________________________________

� Canada Student Loan: ____________________________________

� Sask Advantage Scholarship: _______________________________

� Other: __________________________________________________

� Total Amount Paid: $ ____________________

Refund Calculation

Percentage of Program Delivered (Page 1): % Percent Delivered Tuition to be Retained

Retained less than 20% 25%50% or less 60%Greater than 50% 100%

Allowable Tuition to be Retained: %

Books, Course Materials, and Equipment: AProrated Tuition: (Tuition x Allowable %) BBooks, Course Materials, and Equipment:(Only include items received by Student)Other Approved Fees: C

Total Prorated Fees: Total of lines A, B, and C above

Total Amount Paid:

Tuition Refund:Subtract the Total Amount Paid by student from the Total Prorated Fees. A negative number indicates that no refund applies.

Please print the two pages of the Refund Calculator form for your own reference and place them in the student file.

Send copies of the 1) Refund Calculator form; 2) the refund cheque (if applicable); 3) the front page of the Student Enrolment Contract; 4) the student’s attendance record confirming the discontinuation date; and 5) written correspondence from the student requesting discontinuation (if applicable), to the following address:

Ministry of Advanced Education - Universities and Private Vocational Schools1120 - 2010 12th Avenue Regina, Saskatchewan S4P 0M3

Program Tuition:Non-Refundable Registration:Books, Course Materials, and Equipment:Other Approved Fees:

Total Contracted Fees:


Sample Refund Calculator - Example #1Private Vocational Schools












School Name: ________________________________________________________________________ July 1, 20XX - June 30, 20XX

Please provide information for ALL students who were in ATTENDANCE at the school between JULY 1, 20xx and JUNE 30, 20xx regardless of how long they attended or whether their start date and/or end date were within this time period. Please sort this list by student last name.

Last Name First Name Phone # AddressCity/

Town/Village

Postal Code Gender

Education Upon Entry

Date of Birth

(D-M-Y)

Funding Source* Equity**

*Funding Source: 1=Self-funded, 2=Social Assistance, 3=Employment Insurance, 4=Workers’ Compensation, 5=EmployeeAssistance for people with disabilities, 6=Indian and Northern Affairs, 7=Pathways, 8=Skills Training Benefits, 9=Provincial Training Allowance (PTA), 10=Students Loans, 11=Other

**Equity: 1=Aboriginal Identity (Domestic), 1a=Métis, 1b=Status/Treaty, 1c=Non-Status, 1d=Inuit, 2=Visible Minority, 3=Disability

Sample Student ProfilePrivate Vocational Schools


School Name: ________________________________________________________________________ July 1, 20XX - June 30, 20XX

Program Name

Full Name of Program as currently registered (Indicate if 1st or 2nd Year, if applicable).

Last Name Provide information for ALL students who were in attendance at the school at any time between JULY 1, 20xx and JUNE 30, 20xx in registered programs, regardless of how long they attended or whether their start date and/or end dates were outside of this range. First Name

Start Date Start Date for each student (If students are in the 2nd year of a two-year program, give the start date of the 2nd year).

Exit DateThe exit date is when a student has completed or discontinued the program. Completed means the student has completed the contract but not necessarily passed or graduated.

Credential Awarded

Diploma, Certificate, N/A (for discontinuations). Awarding a credential means that the student has graduated from the course or program. Note: This data will assist with determining the school’s graduation rates.

Employment Status

Enter code for employment status: E1=Employed in related field, E2=Employed in Unrelated field, E3=Not employed. Note: This information will assist with determining the employment rates for graduates.

Program Name Last Name First Name Start Date (dd/mmm/yyyy)

Completion or Discontinuation

Date (dd/mmm/yyyy)

Credential Awarded Employment Status E1, E2, E3

Sample Student StatisticsPrivate Vocational Schools


Requirements for the Purchaser

Change of Ownership ApplicationUpon being notified of a pending change of ownership, the Ministry of Advanced Education (the Ministry) will request the purchaser to complete a Change of Ownership Application. This form provides the Ministry with information on the nature of the purchasing organization, the proposed date for change of control from seller to purchaser, financial security arrangements (i.e. bond), facility inspections, and program/instructor information.

The Change of Ownership Application confirms submission of a Business Plan, which the Ministry will review to assess short and long-term financial viability and determine if the purchaser has the financial means to assume and maintain the operation of the school. Please consult the Business Plan Outline.

Along with the Change of Ownership Application and Business Plan, evidence of business registration and/or incorporation with Corporate Registry, Information Services Corporation (ISC) must be provided.

� Change of Ownership Application submitted to the Ministry. Date submitted: ___________

� Certificate of Registration with Corporate Registry, Information Services Corporation (ISC) submitted to the Ministry. Date submitted: ___________

� Business Plan submitted to the Ministry. Date submitted: ___________

� Business Plan includes either a personal net worth statement or corporate financial statements, as appropriate.

Purchase/Sales Agreement or Asset/Purchase AgreementA copy of either the unsigned purchase/sales agreement or unsigned asset/purchase agreement, along with any attachments and/or amendments, must be submitted to the Ministry. Please ensure sufficient time is allowed for detailed Ministry review prior to the closing date of the transaction.

The agreement should provide details of any conditions on the previous owner/purchaser with regard to outstanding/pending tuition refunds, settlement of outstanding or pending student complaints and responsibility for outstanding debts in general and attached to the sale/purchase.

Please note that the Ministry may seek the assistance of the Ministry of Justice in reviewing the agreement.

� Purchase/sales agreement submitted to the Ministry. Date submitted: ___________

� Agreement specifies date of closure of agreement.

Change of Ownership ChecklistPrivate Vocational Schools


� Agreement clearly identifies terms/conditions of the sale and liabilities being assumed by the purchaser.

� Legal counsel for purchaser (name and contact information): ___________________________________________________________________________________________________________________________

� Legal counsel for seller (name and contact information): _______________________________________________________________________________________________________________________________

SecurityPursuant to section 12 of The Private Vocational Schools Regulations, 2014 (regulations), the type and value of the security requirements that must be obtained by a private vocational school owner is specified. Security is to be issued or guaranteed by an authorized issuer or guarantor and made payable to the Crown.

� Security posted and confirmation received by the Ministry. Date received: ________________________

� Information on bond documentation is in order (e.g. name and address of Obligee (Deputy Minister) is correct).

Past History/Involvement of the Purchaser in Private Vocational School SectorThe Ministry requires information regarding the past history of the purchaser with respect to private vocational school ownership/operation.

� Purchaser has previously owned and/or operated a private vocational school. If checked (), provide details: ________________________________________________________________________________________________________________________________________________________________

� Purchaser has previously been involved in a private vocational school closure. If checked (), provide details: ________________________________________________________________________________________________________________________________________________________________

Financial Background of the Purchaser � Purchaser has previously declared bankruptcy. If checked (), provide details: __________________

_______________________________________________________________________________________

� Purchaser has pending litigation or other encumbrances (e.g. unexecuted judgments, writs of execution, maintenance orders, garnishment of wages, seizure of property, taxes owing, etc.). If checked (), provide details: ____________________________________________________________________________________________________________________________________________________


Awareness of Private Vocational School regulatory requirementsIt is important that the purchaser be fully aware of the requirements which must be met to fulfill registration under The Private Vocational Schools Regulation Act, 1995 and the regulations. This is particularly critical for owners who may be new to the private vocational schools (PVS) sector.

The PVS Manual provides information on many aspects of the regulations. The Manual is accessible online. A meeting between the purchaser and Ministry staff is required to allow for full discussion of regulatory matters.

� Purchaser has met with the PVS Unit to discuss PVS regulatory requirements.

Communication with Student Services and Program Development The Student Services and Program Development branch (SSPD) of the Ministry designates eligible educational institutions for Canada-Saskatchewan Integrated Student Loans. It is essential that the purchaser contact SSPD to discuss matters related to the designation status of the school.

The purchaser must enter into a Memorandum of Agreement to maintain designated status and where necessary develop a Performance Improvement Plan.

� The purchaser has informed SSPD of the potential sale of the school.

� The purchaser has met with SSPD staff to discuss requirements of the Saskatchewan Designation Policy Framework.

� The purchaser has entered into a Memorandum of Agreement with SSPD.

� Where necessary, the purchaser has developed and agreed to a Performance Improvement Plan.

� There are unresolved student loan issues. If checked (), provide details: ______________________________________________________________________________________________________________

Operational ConsiderationsThe Ministry requires information regarding the impact the sale will have on the day-to-day operations of the school.

� The name of the private vocational school will change as a result of the change of ownership. If checked (), provide new name: ______________________________________________________________________________________________________________________________________________

� There will be changes to the school’s management personnel (e.g. new principal). If checked (), provide details, including new management contact information: ____________________________________________________________________________________________________________________

� The location of the school will change. If checked (), provide details: ________________________________________________________________________________________________________________

� There will be renovations to buildings and/or classrooms as a result of the sale. If checked (), provide details: ________________________________________________________________________________________________________________________________________________________________

� Health/building/fire inspection reports have been submitted to the Ministry as required.


� All current and historical student records (financial, academic, attendance) have been transferred from the former owner.

� Arrangements have been made for records storage/security.

� There will be changes to the equipment/instructional resources inventory of the school. If checked (), provide details: ____________________________________________________________________________________________________________________________________________________

� The purchaser has had the opportunity to confirm equipment/instructional resources inventory.

� Software licensing agreements have been amended as necessary.

Student ConsiderationsThe Ministry will seek confirmation from both the purchaser and the seller that students attending the school will not be negatively impacted by the change of ownership. Of particular concern is whether contractual matters (i.e. student enrolment contracts) have been appropriately addressed so there is no confusion on the part of students and/or the seller and/or the purchaser as to students’ academic status and students’ financial status with respect to payment of fees for tuition, books and supplies, etc. The school’s student enrolment contract may also require amending to reflect the new legal entity and/or any changes in programs, tuition fees, school policies, etc.

The Ministry will request information regarding how the change in ownership will be communicated to students and if the purchaser has had the opportunity to meet with students to discuss any implications regarding contracts, training programs, etc. If the transfer of ownership will result in a change to the name of the school, it is important there be discussion regarding the credentials that students will receive upon completion of their training under new ownership.

� There are plans for public notification of the change in ownership (e.g. media announcement, press release, etc.). If checked (), provide details: ______________________________________________________________________________________________________________________________________

� Students/parents have been informed of the change in ownership.

� The purchaser has been given the opportunity to meet with students.

� Student enrolment contract has been amended as necessary.

� Copy of amended contract submitted to the Ministry. Date submitted: ___________________________

� Students’ status (academic and financial) in programs has been clearly established.

� There will be a change to the credentials that graduates will receive following the sale of the school (e.g. new name of school). If checked (), provide details: __________________________________________________________________________________________________________________________

� If there will be a change in the credentials that graduates will receive, students have been informed.

� The issuance of income tax forms (T2202A) to students has been addressed.


InstructorsThe Ministry will need to be informed of any changes to the instructional staff at the school as a result of the sale. New instructional staff may require registration.

The status of instructors’ records (e.g. daily logs, lesson plans, attendance records, transcripts, student work) should also be reviewed to ensure the appropriate transfer, as required, of information from outgoing to incoming staff.

� There will be changes in instructional staff. If checked (), provide details, including names of any instructors leaving and any new instructors: _______________________________________________________________________________________________________________________________________

� New instructors have been registered with the Ministry.

� All relevant instructor records have been appropriately transferred.

Requirements of the Seller: Status of Compliance with Private Vocational School LegislationThe Ministry will review the PVS compliance status of the seller to ensure there are no outstanding requirements which may go unmet after the sale. Unmet requirements will need to be addressed before the Ministry will approve the transfer of the school’s Certificate of Registration.

� All required financial statements/reports have been submitted to the Ministry.

� Training Completions Fund contributions are up to date.

� Reporting of student statistics is up to date.

� Statistical reporting requirements (i.e. submission of annual enrolment statistics to the Ministry) have been addressed by the seller and purchaser.

� There are program applications (revisions and/or new programs) pending. If checked (), please list: __________________________________________________________________________________________________________________________________________________________________________

� There are program registration fees outstanding. If checked (), please list: ____________________________________________________________________________________________________________

� There are instructor registration applications pending. If checked (), please list: _______________________________________________________________________________________________________

� There are outstanding student issues (e.g. tuition refunds). If checked (), provide details and documentation: ________________________________________________________________________________________________________________________________________________________________

Please provide seller’s forwarding address/contact information (mailing address, telephone, fax, e-mail): ____________________________________________________________________________________________________________________________________________________________________________

X ____________________________________________ _________________________ Signature of Applicant Date

X ____________________________________________ _________________________ Signature of Original Owner Date


Original Information

School Name: _____________________________________________________________________________


Telephone: ___________________________ Fax: _______________________________

Website: __________________________________________________________________________________


Email: ___________________________________________________________________________________

Applicant Information

School Name: _____________________________________________________________________________


Telephone: ___________________________ Fax: _______________________________

Email: ___________________________________________________________________________________

Proposed Ownership of School

Single Proprietorship Partnership Corporation

Date Incorporated: __________________

School Name: _____________________________________________________________________________


President: ______________________________ Principal/Manager: ________________________

Telephone: _____________________________ Fax: _____________________________________

Email: ___________________________________________________________________________________

Website: _________________________________________________________________________________

Date Change of Control: __________________

Change of Ownership ApplicationPrivate Vocational Schools


Administrative

Type of security: ____________________________ Security Company: _____________________

Security Amount: ___________________________ Business Plan Attached: Yes No

Business Fire Certificate: _____________________ Health Certificate: _____________________

Programs to be Offered Hours Weeks Tuition Books/Supplies

Instructors Status (Full-time/Part-time) Program/Course to Instruct Date Approved

X ____________________________________________ _________________________ Signature of Applicant Date

X ____________________________________________ _________________________ Signature of Original Owner Date


July 1, 20____ to June 30, 20____

Business Information

Business/Corporate Name: __________________________________________________________________

Registered Owner: _________________________________________________________________________

Business Address: _________________________________________________________________________

Date of Corporate Registration (mm/dd/yy): __________________________________________________

Current Directors (if a corporation): __________________________________________________________

School Information

School Name: _____________________________________________________________________________

Address: _________________________________________________________________________________

Other School Location(s): ___________________________________________________________________

Principal/Manager in Saskatchewan: _________________________________________________________

Telephone: ____________________________ Fax: ___________________________________________

Email: _________________________________ Website URL: ___________________________________

(Please attach information for any Principals/Managers at other locations.)

Proposed number of students to be enrolled: __________________________________________________

Application for Issuance of Initial Certificate of RegistrationCategory II School Private Vocational Schools


Supporting Items


� Copy of Certificate of Incorporation or Registration.

(Obtain from Corporate Registry, Information Services Corporation (ISC).)

� Copy of contract(s) between the applicant and sponsor(s) and of any proposal(s) prepared by the applicant and given to the sponsor.

� Registration Fee of $150. (For the 2015-16 private vocational school year only, the Registration Fee is $125.) (Cheque made payable to “Minister of Finance”.)




I understand that this application will expire six (6) months after the date on which it is submitted to the Minister of Advanced Education (Saskatchewan) if I have not successfully completed the application requirements within that period.




July 1, 20____ to June 30, 20____

Please review the following information and make any necessary changes. This information will appear on your new Certificate of Registration.

Operator Information

Registered Business or Corporate Name: ______________________________________________________

Registered Business or Corporate Address: ____________________________________________________

President/Owner: __________________________________________________________________________

Email: ___________________________________________________________________________________

Registered School Name: ___________________________________________________________________

School Location and Mailing Address: ________________________________________________________

School Contact Information

Telephone: ____________________________ Fax: ___________________________________________

Email: _________________________________ Website URL: ___________________________________

Supporting Items


� Copy of the contract(s) between the applicant and sponsor and of any proposal prepared by the applicant and given to the sponsor.

� Registration Fee of $150. Cheque made payable to “Minister of Finance”.(For the 2015-16 private vocational school year only, the Registration Fee is $125.)

Application for Renewal of Certificate of RegistrationCategory II School Private Vocational Schools








*Prior to completing this form, read the background and instructions located at the end of the form.

School Information

Program title: _____________________________________________________________________________

Name of the private vocational school for which the review is being done: __________________________________________________________________________________________________________________

Reviewer Information

Name of Reviewer: ________________________________________________________________________


Representing which Association/Organization/Company: ________________________________________________________________________________________________________________________________

Position: ________________________________ Telephone: _______________________________

Please indicate your years of experience and education related to this program: ______________________________________________________________________________________________________________

Are you able to provide a(n) assessment/review of the entire program? Yes No

If no, please explain: _________________________________________________________________________________________________________________________________________________________________

Review

The curriculum information provided to you for review by the private vocational school is proprietary information. The curriculum and supporting documents are to be treated as confidential documents and not shared with any other person or organization unless written authorization is provided by the school.

Note: A program curriculum outline must be reviewed by either one recognized association (if applicable) or two separate arm’s length industry representatives. A curriculum outline must contain a program summary introducing program purpose, student entrance requirements and a detailed description of the following for each subject/module:

1. Subject description complete with theory/skill objectives, content outline

2. Duration of each subject / module section

Industry Review FormPrivate Vocational Schools


3. Training aids/equipment requirements

4. Instructional method(s)

5. Textbooks/equipment and other resource materials

6. Training location description

Did you receive a copy of the program curriculum outline as noted above? Yes No

(Note: If no, do not attempt to assess the program using only the material that you have. Instead, please contact the school and request the complete package.)

For the following question please provide your rating (on the scale of 1 to 5) of the program curriculum outline. If you cannot respond, choose N/A for no answer or not applicable.

1- Strongly Disagree (SD) 2 - Disagree (D) 3 - Neither Agree nor Disagree (NAD) 4 - Agree (A) 5 - Strongly Agree (SA)

Evaluation Criteria 1 SD

2 D

3 NAD

4 A

5 SA N/A

The training objectives fit well with the required job skills/duties The program provides a satisfactory level of training in the intended career

The program length is appropriate for the required skill and knowledge attainment

The equipment listed for the program is satisfactory for program delivery

Program entrance requirements meets industry standards Instructional method(s) outlined are appropriate for satisfactory program delivery

Employment opportunities exist for graduates of this program

For responses rated from 1- Strongly Disagree to 3 - Neither Agree nor Disagree in the previous question, please provide details: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How many individuals are employed by your organization/business (or the section you manage) in the job(s) described by the proposed program? ________________________________________________


How many individuals has your organization/business hired in this field in the: Last year? _______ 2 years? _______ 3 years? _______ 4 years? _______ 5 years? _______

Considering the labour force needs for this occupation, what are the employment opportunities for graduates of this program? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If there was an opening in your organization, would you consider hiring a graduate of the proposed program? Please explain. _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

To your knowledge, are there any Act(s)/regulation(s) or industry standards in the Province of Saskatchewan or the Government of Canada that apply to the program, its instructors or graduates?

Yes No If yes, name the legislation, regulation, or standard: ____________________________________________________________________________________________________________________

If you answered yes in the previous question, does the training program comply with or appropriately deal with the requirements of the legislation, regulation or standard? Yes No

Was this material sufficient for you to make a knowledgeable assessment of the proposed program?

Yes No If no, what additional material(s) do you require: ______________________________________________________________________________________________________________________

Provide additional comments that you may have regarding this program which have not been covered. _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

X ______________________________________________ ______________________________Signature of Reviewer Date

Please send the completed Industry Review form directly to:

Universities and Private Vocational Schools BranchMinistry of Advanced Education1120- 2010 12th AvenueRegina, Saskatchewan S4P 0M3

You may also provide a copy of the completed form to the school.


Background

You (the reviewer) have been asked to review the program for an existing private vocational school (PVS) or one that is going through the registration process for the first time. As a reviewer, you are either a prospective employer, a representative of a professional association, regulatory body or the Saskatchewan Chamber of Commerce. Your responsibility in accepting to conduct a review of the school’s program is important in the Ministry of Advanced Education’s program approval process.

The program being reviewed is what the PVS intends to offer for sale to the public (the student). The program content and curriculum, which is designed to meet the objectives of the program, needs to be carefully assessed to determine whether it provides the student with a reasonable opportunity to obtain the knowledge and skill required for employment in the career for which training is being offered. Any recommendations for change as a result of the review may be incorporated into the program before it receives final approval.

Completing the Form

Please complete the form to the best of your ability. The school must provide you with a program summary including program entrance requirements and the curriculum. Many programs will have a number of different subjects/modules, each of which is taught as a distinct unit, for which a performance grade is given, and which will be listed on a student’s transcript. The school is required to include an outline for each of these subjects/modules. The curriculum is a collection of these outlines.

The school must provide you with outlines containing the following:

1. Content outline, theory/skill objectives – a descriptive outline of the subject curriculum (what will be taught) and specific theory attainment and skill objectives to be reached as a result of the subject being delivered.

2. Duration of each subject/module sections – a breakdown of subject content and the associated durations of each. The subject may contain a number of components or be distinct in nature. In the review, the reviewer should consider whether the breakdown and associated durations are appropriate.

3. Method of instruction – the method(s) of subject instruction delivery.

The form asks you to rate evaluation criteria. The ratings measure your level of agreement to the statements provided. The scale runs from “strongly agree” to “strongly disagree”. You are also given an opportunity to provide details on why a rating of 1 (strongly disagree) to 3 (neither agree nor disagree) was provided. If the N/A (not applicable) rating is chosen, indicate the reason why. If you are aware of other legislation, regulations, or industry standards that apply to the program, its instructors or graduates, the form asks you to list them.

If you were not provided with adequate information to conduct a review, please work with the school to attain what you need. When the review is complete, please send the Industry Review Form directly to:

Universities and Private Vocational Schools Branch - Ministry of Advanced Education 1120 – 2010 12th Avenue, Regina, Saskatchewan S4P 0M3

For general inquiries about the form, contact (306)787-5763. You may also provide a copy of the completed form to the school.

For more information, please contact Private Vocational Schools Unit of the Universities and Private Vocational Schools Branch of the Ministry of Advanced Education:

Regina1120 - 2010 12th AvenueRegina, Saskatchewan S4P 0M3

Inquiry: 306-787-5763Fax: 306-798-3379


Private Vocational SchoolsAdministration & Policy Manual

2017


Documents

Administration and Policy Manualpublications.gov.sk.ca/documents/139/81091-Private Vocational... · The information in this Manual is provided for reference purposes only and should