Private Vocational Schools

Transcription

Administration and Policy Manual
2014
saskatchewan.ca/live
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
Categories of Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
List of Registered Private Vocational Schools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Registration as a Category I School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Initial Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Approval of Facilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Fire Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Health Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Building Inspections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Initial Training Completions Fund (TCF) Contribution. . . . . . . . . . . . . . . . . . . . . . . . . .5
Fees for Initial Category I Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Employment and Social Development Canada Certification for Tax Receipts . . . . . . . . . . . . . . . . . 6
Program Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Remedial Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Instructor and Examiner Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Registration of Instructors or Examiners. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Security Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Training Completions Fund. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Student Enrolment Contract. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Student Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Contents of Student Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Retention of Student Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Dispute Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
School’s Internal Dispute Resolution Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Ministry Procedure for Responding to Student Complaints . . . . . . . . . . . . . . . . . . . . . 21
Refund and Retention of Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Power to Cancel a Student Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Student Absence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Refunds and Retaining Fees and Other Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Full Refund of Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Payment of Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Reporting to the Ministry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Examples of Tuition Refund Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
School Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Educational Visits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Monitoring Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Financial Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Confidentiality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Year-End Financial Reporting Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Annual Statistics Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Update of Student Employment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Change of Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Advertising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Registration as a Category II School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Initial Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Fees for Initial Category II Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Annual Renewal of Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Fee for Annual Renewal of Category II Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Important Dates for Administrative Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
School Closure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Application for Issuance of Initial Certficate of Registration - Category I School . . . . . . . . . . . . . . 36
Business Plan Outline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Training Completion Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Application for Registration of Instructor or Examiner. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Guarantee Bond Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Program Registration Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Application for Renewal of Certificate of Registration - Category I School. . . . . . . . . . . . . . . . . . . 54
Sample Enrolment Contract. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
School Visit Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Monitoring Checklist - Student File Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Refund Calculator - Manual Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Sample Refund Calculator - Example #1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Sample Student Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Sample Student Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Change of Ownership Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Change of Ownership Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Application for Issuance of Initial Certificate of Registration - Category II School. . . . . . . . . . . . 86
Application for Renewal of Certificate of Registration - Category II School. . . . . . . . . . . . . . . . . . 88
Introduction
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
Act and Regulations
In Saskatchewan, private vocational schools are regulated under 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
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Universities and Private Vocational Schools
Provincial Government Contacts
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 Private Vocational Schools Branch, the Private Vocational
Schools (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 SK S4P 0M3
General Inquiries: 306-787-5763
Fax: 306-798-3379
Website: saskatchewan.ca/live/post-secondary-education
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
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
2
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 (the Act) and The Private Vocational Schools Regulations, 2014
(the Regulations).
Categories of Registration
There 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 by a sponsor and not by
students enrolled in the private vocational school.
List of Registered Private Vocational Schools
Find a list of Registered Private Vocational Schools here.
3
Registration as a Category I School
A Category I private vocational school delivers vocational training to fee-paying students.
Initial Registration
Registration 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.
When registered, 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 Registation - 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 regarding
the content of the Business Plan;
• a 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 checklist 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
¾¾ Fire safety report
¾¾ Health safety report
¾¾ Building safety report
• Training Completions Fund payment
4
Approval of Facilities
Section 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 Inspections
Fire 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 Inspections
Health 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 Inspections
Building 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. The following is a link to the SBOA website: www.sboa.sk.ca
Initial Training Completions Fund (TCF) Contribution
A 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 mandated. This payment is required
in Phase 2 of the new Category I School Application. (See Training Completions Fund for a
more detailed explanation of the TCF.)
Fees for Initial Category I Registration
The 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.
Note: For the 2015-16 Private Vocational School year only, the registration base fee is $250
and for each additional program, a fee of $62.50 will be applicable.
5
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 their 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, QC K1A 0J9
Toll Free: 1-866-517-5650
Fax: 819-997-4660
Email (scanned documents): [email protected]
6
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 involves completion of a 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:
1. Private Vocational School
Fill in the name, address and contact information of the school and principal/manager as
outlined.
2. Program Title, Length, Fees
Program 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 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 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
• the following amount for the school year:
¾¾ $125 for 2015-16;
¾¾ $175 for 2016-17; and
¾¾ $250 for 2017-18 and each subsequent school year.
7
“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 reference checks; and
• examinations from external organizations.
Note: 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.
3. Program Options
A 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.
4. Required Program Information
Prepare documentation as specified for all checklist items in the Program Registration
Application and attach the information.
5. Letters of Support
Provide three original letters of support from potential employers who have reviewed the
program and attach them to the Program Registration Application.
Note: Generic form letters will not accepted.
6. Industry or Professional Association Registration
If applicable, contact the industry or professional association and obtain a letter confirming
their acceptance of the course or program. Attach the letter to the Program Registration
Application.
7. Evidence of Employment Prospects
Provide evidence-informed documentation that indicates how many jobs currently exist in
the local and provincial labour market and the outlook to absorb graduates of the program.
8
8. Training Completion Plan
A Training Completion Plan (TCP) is a required element of a 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.
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 fact and of how
students will be compensated if the program cannot be delivered to completion.
9. Instructor/Examiner Registration
Pursuant 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
by the minister. Complete the Application for Registration of Instructor or Examiner and
attach it to the Program Registration Application. (See Instructors 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
changes in any way.
10.Advertising Registration
Pursuant 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 #14: Registration in Principle for more informtion.)
11.Program-Related Fees
Fees for program registration or re-registration
Program registration fees are charged at the time of initial and annual school registration.
The fee for initial and annual school registration ($300) includes registration of one
program. For each additional program offered in a school year, a fee of $75 is charged. If a
school offers online or distance education versions of the registered face to face program, it
must be registered as a separate program.
Note: For the 2015-16 Private Vocational School year only, the base fee will be reduced to
$250 and a fee of $62.50 for each additional course or program offered will be applicable.
9
Upon completion of the registration or re-registration process, a new Certificate of
Registration will be issued.
Category I schools must renew their registration each year. Schools must submit the
Application for Renewal of Certificate of Registration - Category I, with appropriate fees, no
later than June 1 of each year.
Fees for initial program assessment
A fee of $100 is charged for the initial assessment of a program and is payable upon
submission of the program application form in addition to the program registration fee
($300 + $75 for each additional registered program). If there is more than one program
being registered at a time, the $100 initial assessment fee will only be charged once (e.g.
if there are five programs being registered, the fees will total $700. This include $100
assessment fee + $600 registration fee ($300 + (4 x $75)).
Fees for program revisions
An assessment fee of $100 may be charged for substantive program revisions (e.g. revisions
to curriculum, major program changes). There is no charge for fee increases or minor
program schedule changes.
Program revisions may be submitted to the Branch at any time during the year; however,
revisions to program tuition fees and program length must be submitted no later than
March 31st of each year in order for the changes to be reviewed and approved by the Branch
and then put into effect by the Student Services and Program Development Branch for the
upcoming student loan year (August 1 to July 31).
Program revisions submitted to the Branch after March 31st will still be reviewed, and may
be approved; however, the approval date will be aligned with the upcoming loan year.
The program revision approval letter issued by the Branch will clearly indicate the date (e.g.
August 1, 20xx) upon which the revisions can be implemented.
The following schedule highlights key dates for the next three years:
Completed application for program revision
received at the Branch by:
March 31, 2015
March 31, 2016
March 31, 2017
If approved, revisions may be implemented
on (and not before):
August 1, 2015
August 1, 2016
August 1, 2017
To ensure consistency in student contracts for a given time period, the implementation
timelines shall apply to all student contracts, regardless of whether or not individuals are
receiving student loans.
To apply for program revisions, use the Program Registration Application and check ()
“Revisions to Existing Program” at the top of the form.
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12.Other Program Information
The Ministry may request additional documentation from the school if the program is
unique and/or unavailable elsewhere. Documentation for any Ministry requests may be
attached to the program application form under this title.
13. Signatures
The program application form 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.
14.Registration-in-Principle
Registration-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.
15.Final Registration
When 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.
Remedial Education
A student enrolled in a vocational program may require an enhancement or development of
skills not deemed vocational in nature in order to be successful in the vocational program.
The acquisition of these skills is generally part of the pre-vocational pre-requisites. Acquiring
such skills in the vocational program would be considered remedial. Basic reading, writing
and mathematics skills development would constitute the bulk of this remediation.
Remedial education (refresher, basic skill instruction, employability skills or “occupational
upskilling”) as a component of private vocational school programs is as follows:
• Entrance tests and other assessment and placement instruments used must be available
and open to review/examination by the Ministry.
• Entrance requirements must be satisfied prior to enrolment in the program.
• Remedial education must be integrated into the program to satisfy a specific deficiency
enabling the student to be successful within the vocational program.
• A maximum of 6.25 per cent up to 100 hours of remedial education may be approved by
the Ministry for any PVS program.
Note: Equates to 2.5 hours per week for a 40-hour per week program, to a maximum of
40 weeks. Forty weeks is generally recognized as a one-year program.
• For competency-based programming, the amount of remedial education provided to the
student must be individualized, but not to exceed 6.25 per cent up to 100 hours, and
tuition deemed accordingly as per the previous item.
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Instructor and Examiner Registration
Registration of Instructors or Examiners
Section 35 of the Regulations addresses the approval of instructors or examiners employed at
private vocational schools.
• An instructor or examiner is an individual who is 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 applicant meets the
educational and occupational experience requirements of the legislation or policy.
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.
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
In order to expedite the processing of Instructor/Examiner approvals, it is important that
application forms be completed in full, be duly signed by both the applicant and the school
representative, include no fewer than three references and clearly indicate how the applicant
meets the prescribed academic and occupational experience requirements.
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The approval form must indicate the specific programs in which the applicant will instruct
or examine. This means that all programs for which the instructor or examiner will be
responsible must be listed on the form. The statement “all programs” or similar statements
should be avoided.
The Ministry will process the approval forms as quickly as is practical and will send the
school a letter confirming final approval. If an application is rejected, a letter will be sent
to the school explaining the criteria used in assessing the application and the reason for the
rejection.
Normally, the instructor/examiner registration process should not require more than one
week to complete, assuming complete information is initially provided by the school. In
urgent situations (e.g. the sudden departure of an instructor), conditional approval of
registration may be granted.
Security Requirements
In accordance with 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.
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Annual Tuition Revenue
(in most recently submitted
year-end statements)
0 - $100,000
$100,001 - $200,000
$200,001 - $300,000
$300,001 - $400,000
$400,001 - $500,000
$500,001 - $600,000
$600,001 - $700,000
$700,001+
Year 1
(2014-15)
$10,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$37,500
Security Requirement
Year 2
Year 3
(2015-16)
(2016-17 or after)
$10,000
$10,000
$15,000
$20,000
$22,500
$30,000
$30,000
$40,000
$37,500
$50,000
$45,000
$60,000
$52,500
$70,000
$56,250
$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.
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The Training Completions Fund (TCF) was established under 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:
• 1.0 per cent of total annual tuition revenue for school in operation for 5 years or less.
• 0.75 per cent of total annual tuition revenue for schools in operation more than 5 years
and fully compliant with all legislative and regulatory requirements.
• An annual minimum contribution of $500 (if the above formula results in a sum of less
than this amount).
• A one-time, 1 per cent of projected revenue or $2,000 (whichever is greater) contribution
for newly registered schools.
• A 0.25 per cent of tuition revenue surcharge in any year following a year in which there
is a draw on the fund.
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 31st.
The TCF contribution formula will be phased in over a five-year period, as follows:
Training Completions Fund Contributions
5-Year Phase-In
2014-15 2015-16
Contribution
(percentage of annual tuition revenue)
0.2%
0.3%
2016-17
2017-18
2018-19
or after
0.45%
0.6%
0.75%
Audited financial statements for the Training Completions Fund are produced annually.
Schools will be notified annually of the most recent financial statement when it is posted on
saskatchewan.ca/live.
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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. A Sample Enrolment Contract is provided.
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
Program Information
Program title
Length of program (total hours/weeks)
Hours/day
Start date
End date
Training schedule (e.g. indicate school holidays)
Program Outline (to be attached to contract and to include)
Program title
Program goals
Courses in program
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Description of each course
Hours of instruction (classroom)
Hours of practical (including off-site practica/work placements)
Instruction methods
Evaluation criteria
Instructional Resources and Program Costs (per program registration; attach itemized
list to contract)
Non-refundable student registration fee
Tuition Fee
Texts, books, manuals
Instructional materials and equipment
Other costs (e.g. learning resources, field trips, examinations)
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 Private Vocational Schools Regulations, 2014, 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.
School Policy and Procedures
Attach to contract
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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 of Advanced Education and their ability
to access its resources, the student contract must include the following statement:
Private Vocational Schools are registered with the Ministry of Advanced Education 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 SK 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, the following statement should be included in the student contract:
In accordance with Section 11 of The Private Vocational Schools Regulations, 2014, 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, the
following statement should be included in the student contract:
In accordance with Section 19 of The Private Vocational Schools Regulations, 2014, 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 a more information.)
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Guarantee of Employment
Ensure the student is aware that completing the school’s course or program does not
constitute a guarantee of employment. The following statement should be included in the
student contract:
(Name of school) is prohibited under Section 38 of The Private Vocational Schools
Regulations, 2014, from guaranteeing employment to any student or prospective student.
Information Sharing – Reports and Records
Ensure the student is advised that their information will be shared with the Ministry of
Advanced Education. Pursuant to Subsection 32(3) of the Regulations, schools are required
to submit 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
¾¾ full name;
¾¾ gender;
¾¾ date of birth;
¾¾ residential address and permanent address; and
¾¾ residential telephone number and permanent telephone number;
• the courses or programs 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.
Acklowledgements
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
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Student Records
Contents of Student Files
In addition to the school’s electronic files, a hard copy of the student file should contain 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 any; record of payments made by student to school;
record of funds received from third parties).
• records of complaint, resolution;
• refunds (copy of the Refund Calculator form); and
• student loan documentation.
Requirements for student files will be reviewed during educational school visits (see School
Visit Checklist) as well as monitoring visits (see Monitoring Checklist).
Retention of Student Records
Section 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.
Generally speaking, the Ministry requires schools to 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.
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Dispute Resolution
School’s Internal Dispute Resolution Process
In 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 process by which individuals can make complaints;
• the school official to whom complaints should be addressed;
• the process to be followed by the school and the student when complaints are formalized
or brought forward; 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 Complaints
Nature of complaints
The Ministry responds to student complaints within the provisions of the Act and the
Regulations. The following procedure is employed:
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.
• If the student has not already followed the school’s internal dispute resolution process,
he/she may be asked to do so prior to further Ministry involvement.
• 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 complaint does not relate to a breach of the Act or the Regulations, and the
school’s internal dispute resolution process has not resulted in resolution of the issue,
the student may be advised to seek other options (e.g. Human Rights Commission, civil
action).
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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 require compliance by the school with all sections of the Act or the
Regulations.
If the school is in breach of the Act or the Regulations, the Ministry will inform the school
of the provisions of Sections 15 and 16 of the Act, relating to suspension or cancellation
of the school’s Certificate of Registration. If the school is designated for student financial
assistance purposes, the Student Services and Program Development Branch of the Ministry
may also be informed of the situation so that the designation status of the school 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.
If the minister appoints a mediator, the mediator shall endeavour to assist the parties to
settle the issues that are the subject of the mediation.
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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 the Regulations – Sections 25, 26, 27, and 28 for the full legal text governing this
subject.
Power to Cancel a Student Contract
Other 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 and in accordance with subsection
25(2) of the Regulations, the registration fees are 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 nonrefundable registration fee.
Student Absence
Pursuant to Section 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.
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Refunds and Retention Fees and Other Amounts
Tuition 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.
Note: 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.
• If a school offers 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 offers 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 offers 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 to keep in mind
• “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 nonrefundable 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 yeartwo tuition, but not both combined).
• The non-refundable registration fee is separate and apart 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.
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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 reference checks; 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 Fees
The student must be given a copy of the fully executed enrolment contract. The contract
may be void if:
• the school and/or training program is not properly registered with the Ministry; or
• the school has made a “false or misleading statement regarding the program or course
contracted for, or the nature of the student contract, which induced the student to enter
into the student contract”.
In such circumstances, the student would be entitled to a full refund of all amounts paid to
the school.
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 Refunds
Payment of a tuition refund by a school must be made within 30 days. Refunds to students
with Canada- Saskatchewan Integrated Student Loans must be sent to the National Student
Loans Service Centre.
Reporting to the Ministry
When a student withdraws or is discontinued from a program, the Refund Calculator must
be completed and sent to the Ministry, whether or not there is a tuition refund due or the
student owes money to the school.
Examples of Tuition Refund Calculations
The following are some examples of tuition refund calculations.
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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 10, 2013 and end on November 19, 2013. The tuition fee for the program is
$2,000; books and supplies are an additional $300.
Example #1 – No Refund
The student begins training on September 10, 2013 and attends until October 24, 2013 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: 15 days at 4 hours/day = 60 hours
October: 17 days at 4 hours/day = 68 hours
Total hours made available: 128 hours
Percentage of program made available: 128/200 x 100 = 64 per cent
School can retain 100 per cent 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 10, 2013 and withdraws from the program
(providing written notice) on October 2, 2013. 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
Percentage of program made available: 68/200 x 100 = 34 per cent
School can retain 60 per cent of tuition fee payable: 0.60 x $2000 = $1,200
Tuition paid: $2000
Refund = $1,200 - $2,000 = - $800 (negative balance indicates refund; to be sent to
National Student Loans Service Centre by November 2, 2013)
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Example #3 - No Tuition Refund.
The student begins training on September 10, 2013 and withdraws from the program on
October 2, 2013, 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 24, 2013 the school
sends a registered letter to the student advising that a portion of the tuition fee will be
retained by the school unless the student advises the school of his intention to return to the
program. The school does not hear back from the student.
Calculation
Hours made available by the school.
Program hours made available during 21 days of absence: Between October 3 and
October 23, there were 14 days of program hours made available by the school. 14 x 4
(hours per day) = 54 hours
Total Program hours made available to student: 60 + 8 + 54 = 124
Percentage of program made available = 124/200 x 100 = 62 per cent
School can retain 100 per cent of tuition fee payable = $2,000. No refund.
Example #4 - Tuition Owed to the School
The student begins training on September 10, 2013. He is paying the tuition in installment
payments of $200/week. He has paid for and received all books/supplies. His last day of
attendance is October 2, 2013. The student does not advise the school of his withdrawal
from the program and has no further communication with the school. On October 24, 2013
the school sends the student a letter informing him that a portion of the tuition fee payable
will be retained by the school unless the student advises the school of his intention to return
to the program. The school does not hear back from the student.
Calculation
Program hours made available during 21 days of absence: Between October 3 and October
23, there were 14 days of program hours made available by the school. 14 x 4 (hours per
day) = 54 hours
Total Program hours made available to student: 60 + 8 + 54 = 124
Percentage of program made available = 124/200 x 100 = 62 per cent
School can retain 100 per cent of tuition payable = $2,000.
27
Tuition paid by student = $600.
Balance owing = $2,000 - $600 = $1400 to the school.
Refer to the flowchart of the Tuition Refund Process below for a graphic overview of the
steps involved in tuition refund calculations.
Student leaves school
Student provides written notice
Refund calculated as of
discontinuation date and processed
within 30 days (Subsection 27(6) of the
Regulations)
Student does not provide written
notice of intent to discontinue
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)
Student returns to
school
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.
28
School Visits
Educational Visits
Educational school visits are conducted by staff from the Branch. 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 Visits
Monitoring visits are conducted by staff from the PVS Unit of the Branch. 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
in 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 29 of the Act as follows:
The Lieutenant Governor in Council may make regulations:
(w)respecting annual returns, financial statements and the furnishing of other
information to the minister by operators, including the deadlines by which the annual
returns, financial statements or other information are to be furnished;”
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.”
29
Confidentiality
Financial 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 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.
Definitions
The following definitions will aid in understanding the reporting process:
Accountant: A person with a designation such as Chartered Accountant, Certified
Management Accountant, or Certified General Accountant.
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 Process
Step 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. A ‘Notice to Reader’ Statement is not acceptable.
The Minister reserves the right to ask for additional financial information and
documentation at any time.
30
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 the students
in the school. However, it must be reaffirmed that no review can 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 a more more information.)
Annual Statistics Reporting
In May of each year, the Student Profile and Student Statistics forms are issued to schools
by the Ministry. The forms are sent by email to schools. (See Sample Student Profile and
Sample Student Statistics forms.) In order to maintain student confidentiality, schools are
required to send files through a secure file transfer. Instructions will be provided.
Schools are required to return the completed forms by August 1st of each year.
Update of Student Employment Information
Schools may update employment information on students by resubmitting the Student
Statistics Form, with amendments to Employment Status and Occupation and Employer, by
October 31st.
31
Change of Ownership
The Act addresses change of ownership in the following two provisions:
• 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.
• Section 10 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 of 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.
32
Advertising
Requirements related to advertising are prescribed in Section 26 of the Act and Sections 37,
38, and 39 of the Regulations.
The following are additional guidelines:
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.
6. For new programs, Category I schools must submit advertisements to the Ministry after
program approval in principle has been granted.
33
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). If a school delivers training to both sponsored and fee-paying students, it must
register as a Category I school.
Initial Registration
For registration as a new Category II School, the applicant must submit a 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 Registration
A registration fee of $150 is charged. Category II schools are not required to contribute to
the Training Completions Fund.
Annual Renewal of Registration
Any Category II school wishing to renew their registration must have the Application for
Issuance of Initial Certificate of Registration - Category II School submitted by July 1st of
each year.
Fee for Annual Renewal of Category II Registration
Similar 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.
Note: For the 2015-16 private vocational school year only, the fee will be reduced to $125.
34
Important Dates for Administrative Compliance
The following table summarizes key dates/deadlines attached to various administrative
requirements.
PVS Activity
Dates
Training Completions Fund Contributions (Category I)
• The Ministry issues invoices to schools
January/February
• Deadline for invoices to be paid by schools
March 31st
Anytime
New program applications (Category I)
Program revision applications (Category I)
• Deadline for receipt by the Branch in order for revisions to be approved March 31st
for implementation in the following student loan year (August 1st)
Annual Renewal of School Registration (Category I and Category II) for
July 1st to June 30th period.
• Registration package sent out to schools
March
• Deadline for submission of application to the Ministry
Annual Student Statistics and Student Profile Reports (Category I)
June 1st
• Reporting forms sent to schools
May
• Deadline for submission of forms to the Ministry
August 1st
• Deadline for submission of employment status updates
Financial Reporting (Category I)
October 31st
• First reminder letter sent to school
2-4 weeks prior to
school’s fiscal
year-end
• Second reminder letter sent to school
Two weeks prior to
due date
Within 120 days of a
school’s fiscal
year-end
Deadline for submission of financial reports to the Ministry
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 a school closure
situation in order to minimize disruption and anxiety for students, co-ordinate train-out
activities in an efficient and timely manner and address media inquiries.
35
Application for Issuance of Initial Certificate of
Registration
Category I School
July 1, 20____ to June 30, 20____
Primary Applicant Contact Information
Full Name: _________________________________________________________________________________
Mailing Address: ____________________________________________________________________________
Daytime Telephone: __________________________
Fax: ______________________
Other Telephone: ____________________________
Email: _________________________________________________
Business Information
Business/Corporate Name: ___________________________________________________________________
Registered Owner: ___________________________________________________________________________
Business Address: ___________________________________________________________________________
Date of Corporate Registration ________________________________________________________________
Business Classification
Is your business a:
 Sole Proprietorship  Partnership (Include copy of
 Corporation  Not-for-Profit
partnership agreement.)
Franchise:  Yes
 No (If yes, include a copy of the franchise agreement.)
Fiscal year end for your business (mm-dd): _____________________
saskatchewan.ca/live | 306-787-5763
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
Business Plan Outline
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
¾¾ location of operation and market
¾¾ product
¾¾ price
¾¾ promotion/advertisement
¾¾ distribution
¾¾ market monitoring
Operating Plan
• scope and results of operation analysis
¾¾ technical aspects of operation
¾¾ legal structure (proprietorship, partnership, corporation)
¾¾ roles of officers (include résumés – listing experience, etc.)
¾¾ directors, officers and key management
¾¾ share options, contracts, agreements
¾¾ labour requirements
¾¾ location of facility
¾¾ floor plan, list equipment and job stations
¾¾ control systems
¾¾ maximum occupancy load (requirements under Fire Regulations)
Financial Plan
• outline financial feasibility analysis
¾¾ assumptions used for financial planning
¾¾ financial forecasts (balance sheet, income and expense statement, cash flow projection)
School Name: ______________________________________________________________________________
___________________________________________________________________________________________
Street/PO BoxCity/TownPostal Code
Telephone: ___________________________
Fax: _____________________________
Website: ___________________________________________________________________________________
Principal/Manager (in Saskatchewan): _________________________________________________________
Email: _____________________________________________________________________________________
2. Program Information
Program Title: ______________________________________________________________________________
3. Program Description
Please check () as applicable:
 A description of the program content and the instructional resources (e.g. textbooks, supplies,
equipment) used in the program is on file with the Ministry.
 A program description is attached.
4. Training Completion Options
Please select 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.
If (b), please describe below how students will be informed of (i) the uniqueness of the program; (ii)
the fact that alternative training may not be available in the event the school is unable to complete the
training; and (iii) how students will be compensated in the event the program cannot be delivered to
completion.
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
5. Student Compensation Plan
Pursuant to clause 11(2)(c), if the course or program be 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
X _____________________________________
Signature of Authorized School Representative
_______________________________
Date
Application for Registration of
Instructor or Examiner
This form must be completed for each individual who will be instructing or examining in a program in
a private vocational school. The applicant must be registered by the Ministry prior to commencing any
training/examination duties.
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.
1. School Name: ___________________________________________________________________________
2. Program(s)/Courses for which this applicant will be responsible:
________________________________________________________________________________________
3. Applicant’s Name: _______________________________________________________________________
Address: ________________________________________________________________________________
Street/PO Box
________________________________________________________________________________
Province
Telephone: ________________
City/Town
Postal Code
Email: _________________________________________________
Instructor or Examiner Information
Please check () the appropriate choice in #4 and #5:
4. The applicant will be working:
 Full Time
 Part Time
 On Contract
5. The applicant will be::
 an Instructor
 an Examiner
 Both
6. If this is not an initial application for this applicant, please indicate date of previous registration in
Saskatchewan and school: _________________________________________________________________
7. Applicant’s Educational Background:
Graduated from: _________________________________________________________________________ InstitutionLocation
________________________________________________________________________________________
Program Area, Subject or Major AchievedDate
________________________________________________________________________________________
Degree, Diploma or Certificate(s) held (Include copy/copies)
________________________________________________________________________________________
Professional Designation (if any, including Journeyperson status)
Certificate Number (Include copy/copies)
8. 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: __________________________________________
________________________________________________________________________________________
9. Employment 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:
Employer #1: ____________________________________________________________________________
Address of Employer: _____________________________________________________________________
Telephone: _______________________
Email: ___________________________________________
Job or Position: __________________________________________________________________________
Name of Supervisor: ______________________________________________________________________
From (mm/yyyy): ______________________
Full Time (%): _________
To (mm/yyyy): ______________________
Part Time (%): _________
Employer #2: ____________________________________________________________________________
Telephone: _______________________
Email: ___________________________________________
Job or Position: __________________________________________________________________________
From (mm/yyyy): ______________________
Full Time (%): _________
To (mm/yyyy): ______________________
Part Time (%): _________
Employer #3: ____________________________________________________________________________
Telephone: _______________________
Email: ___________________________________________
Job or Position: __________________________________________________________________________
From (mm/yyyy): ______________________
Full Time (%): _________
To (mm/yyyy): ______________________
Part Time (%): _________
10.Employment References: Three employment references are required.
1. Name of Employer: ____________________________________________________________________
Contact Person for Reference: ___________________________________________________________
Address of Employer: __________________________________________________________________
Telephone: _______________________
Email: ___________________________________________
Position Held with this Employer: _______________________________________________________
2. Name of Employer: ___________________________________________________________________
Telephone: _______________________
Email: ___________________________________________
3. Name of Employer: ___________________________________________________________________
Telephone: _______________________
Email: ___________________________________________
Personal employment references checks are the responsibility of the school.
To be completed by the Applicant:
Permission 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 ApplicantDate
To be completed by the School:
To the Minister:
I expect to employ this applicant to instruct the program(s)/course(s) listed. I have examined this
application and am satisfied that the information provided by the applicant is true and correct.
X _________________________________________________________________________
Signature and Name PrintedDate
(School Owner/Principal/Manager)
Telephone: _______________________
Email: _________________________________________________
where the Ministry may contact school with questions about this application.
FOR MINISTRY USE:
Ministry Approval:
The applicant 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
Guarantee Bond Template
(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
(registered Corporate name)
Principal”) as 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.
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 ___________________________________
Surety
X ___________________________________
Principal
Amount of Security Required
(Per Subclause 12(4) and Table 1 of The Private Vocational Schools Regulations, 2014)
Annual Tuition Revenue
(in most recently submitted yearend statements)
0 - $100,000
$100,001 - $200,000
$200,001 - $300,000
$300,001 - $400,000
$400,001 - $500,000
$500,001 - $600,000
$600,001 - $700,000
$700,001+
Year 1
(2014-15)
$10,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$37,500
Security Requirement
Year 2
Year 3
(2015-16)
(2016-17 or after)
$10,000
$10,000
$15,000
$20,000
$22,500
$30,000
$30,000
$40,000
$37,500
$50,000
$45,000
$60,000
$52,500
$70,000
$56,250
$75,000
Program Registration Application

New Program
Revisions to Existing Program
School Name: ______________________________________________________________________________
___________________________________________________________________________________________
(street/PO Box)City/TownPostal Code
Telephone: ___________________________
Fax: _____________________________
Website: ___________________________________________________________________________________
Principal/Manager (in Saskatchewan): _________________________________________________________
Email: _____________________________________________________________________________________
2. Program Title (Core)
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
Instructional 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 length
Other time (not charged to student; please
specify)
Total Program Length
(Not including Optional Work Placement)
Days/Week
Total Weeks
Program Fees
Tuition
Non-refundable
Registration Fee
Total Tuition &
Registration Fee
Texts, Books,
Instructional Material
and Equipment
Other Fees - please
specify:
$
$
Contract Extension
Fees
$
$
$
$
(e.g. lockers, field trips; memberships in professional
organizations related to training; criminal reference
checks; examinations from external organizations)
3. 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 section 4 of this form. If more
than one option, attach additional pages.
Program Option Title #1: _____________________________________________________________________
#1 Option Length
#1 Option Fees
Total hours: ________________________________
Total Tuition: _______________________________
Total weeks: ________________________________
Books/Supplies: _____________________________
Days per week: _____________________________
Other Fees: _________________________________
Hours per day: ______________________________
4. 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.
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 & 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)
5. Letters of Support
A minimum of three letters of support from potential employers who have reviewed the program, attest
to its appropriateness, and confirm the need for the program. Attach letters to this form.
Note: Generic form letters will not be accepted.
Attached
6. Industry or Professional Association Registration
If an appropriate industry or professional association exists, attach a letter from the association
indicating acceptability of the school’s program content.
Attached
7. Evidence of Employment Prospects
Attach documentation that will indicate how many jobs currently exist in the local and provincial
marketplace and the outlook to absorb graduates of the program.
Attached
8. Training Completion Plan
A Training Completion Plan (TCP) is required for each registered program. Complete the Training
Completion Plan form and attach to the Program Registration Application.
TCP Attached
9. Instructor/Examiner Registration
Attach a completed Instructor/Examiner Registration form for each individual who will be employed to
instruct in this program.
Attached
10.Advertising Registration
Attach samples of advertisements planned for use upon receiving Registration in Principle for this
program.
Attached
11.Program Related Fee(s)
Program Registration Fee = $300 for first program ($75 for each additional program)
Program Re-Registration (annual renewal) Fee = $300 for first program ($75 for each additional
program)
Program Assessment or Revision Fee = $100 (if registering a new program or making substantive
revisions to an existing program (e.g. revisions to curriculum, major program changes))
Program Fees Enclosed (Please make cheque payable to “Minister of Finance”.)
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
Application for Renewal of Certificate of
Registration
Category I School
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 2015-2016 private vocational school year only, the Registration Fee is:
courses/programs x $62.50 each + Total saskatchewan.ca/live | 306-787-5763
=
$ ________
$ ________
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 (the Act) and The Private Vocational Schools Regulations,
2014 (the 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.
X _______________________________________________________________________
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.
Sample Enrolment Contract
SCHOOL NAME
ADDRESS
ENROLMENT CONTRACT
Category I Private Vocational School
Full Name: _________________________________________________________________________________
Date of Birth (dd/mmm/yyyy): _______________
 International Student
Address: ___________________________________________________________________________________
Telephone: ______________________
Email: ___________________________________________
Grade Level: _____________________
Receipt of Transcript: ______________________________
Program Title: ______________________________________________________________________________
Contract Start Date (dd/mmm/yyyy): _______________ Contract End Date (dd/mmm/yyyy): _____________
Note: The total contract period (start date to end date) must include the program length (as summarized
below) and all statutory holidays and scheduled school closures.
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
Received Program Schedule
 Yes
 No
Received Program Outline
 Yes
 No
Received List of Resource Materials
 Yes
 No
Total Number of Weeks
of Instruction
Non-refundable Student Registration Fee: $ _____________________________
Tuition Fee$ _____________________________
Books/Supplies$ _____________________________
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)
1st
2nd
3rd
4th
Amount
$
$
$
$
Eligible for $500 Saskatchewan Advantage Scholarship.
Refunds
Refunds are provided in accordance with Sections 26 and 27 of The Private Vocational Schools
Regulations, 2014. See attached excerpt. Refunds are generally calculated according to the following
criteria:
• school has provided 20% or less of instructional hours – school may retain 25% of tuition fee
payable
• school has provided more than 20% but 50% or less of instructional hours – school may retain 60%
of tuition fee payable
• school has provided more than 50% of instructional hours – school may retain 100% 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 Private Vocational Schools Regulations, 2014, 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.
Received School Policy/Procedures
 Yes
 No
Internal Dispute Mechanism
Provide an explanation or attach a separate document outlining the school’s dispute resolution process.
Private vocational schools are registered with the Ministry of Advanced Education, which monitors and
serves as a support to both the school and students. Inquiries should be directed to:
Ministry of Advanced Education
1120 - 2010 12th Avenue
REGINA SK S4P 0M3
Telephone: 306-787-5763
In accordance with Section 11 of The Private Vocational Schools Regulations, 2014, 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.
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.
Placement
(School Name) is prohibited under Section 38 of The Private Vocational Schools Regulations, 2014, from
guaranteeing employment to any student or prospective student.
This contract is subject to the provisions of The Private Vocational Schools Regulation Act, 1995 and The
Private Vocational Schools Regulations, 2014, of Saskatchewan.
Information Sharing – Reports and Records
In accordance with Subsection 32(3) of The Private Vocational Schools Regulations, 2014, schools are
required to submit 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
¾¾ full name;
¾¾ gender;
¾¾ date of birth;
¾¾ residential address and permanent address; and
¾¾ 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 StudentDate
X _________________________________________________________________________
Signature of School Official
Date
School Visit Checklist
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:
Notification of visit sent to school?
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)
Yes
No
N/A
























Comments
Date:
Attachments:
TO BE COMPLETED BY THE MINISTRY DURING VISIT:
A.Premises
Yes
No
N/A









• Facilities are separate?



• Student rates for service posted
for public viewing?
Site inspection issues?



Yes
No
N/A



Yes
No
N/A






Current 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)?
Comments
B. School Policies and Procedures
Comments
School 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?
C.Student Records
Student records stored on site?
Off-site back-up of student records?
• Location?
Comments
Do student files contain:
Yes
No
N/A



























Copy of student enrolment contract?
• Signed by student? Signed by
school official?
• Contract meets requirements (as
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)
Comments
Records of complaint and resolution?
Yes
No
N/A






Comments
Documentation related to work
placements/practica?
• Host employer/location?
• Insurance coverage?
• Evaluation/assessment?
If monitoring visit: # student files reviewed? ________________________
D.Programs
Programs being delivered are
registered per current Certificate of
Registration?
Yes
No
N/A



Yes
No
N/A



Yes
No
N/A



Comments
E. Instructors
All instructors are registered?
Comments
F. Advertising
Comments
Obtain 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.
G.Follow-Up Required
___________________________________________________________________________________________
___________________________________________________________________________________________
Monitoring Checklist
Student File Review
Date (dd/mmm/yyyy): ________________
Name of Student: ___________________________________________________________________________
Social Insurance Number: ___________________
Program: _____________________________
Name of School: ____________________________________________________________________________
Copy of student enrolment contract? Regulation 24
Yes

No

Report

Comments
Start Date:
• Signed by student? Signed by school official?



End Date:
• Contract meets requirements (per PVS
Administration and Policy Manual - Student
Enrolment Contract)?



• Tuition correct? (Does not exceed approved
amounts)
Admissions documents? Regulation 9(1)(a)






• Evidence of prerequisites?
Attendance records? Regulation 27 (for refund
calculating)
Academic progress report(s)? (good practice)
Transcript(s)? Regulation 31(2)(b)
Exams/assignments? Regulation 34 - 2 yr retention
Did student complete the program?
















• If yes, is copy of Certificate/Diploma on file?
Regulation 31 immediately issue



• If no, reason for non-completion?



• Last day of attendance



• Date of discontinuation/withdrawal?



• Notice(s) in writing by student or school?
Regulation 27



Yes
No
Report
• 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? Regulation 32(5)



• Payments by student to school?



• Student loan documents?



• Other financial documents? (e.g. third-party
funding arrangements)
Records of complaint and resolution?
Regulation 29(3)
Documentation related to work
placements/practica? (good practice)






• Host employer/location?



• Insurance coverage?



• Evaluation/assessment?
Other?



Comments
Tuition Refunds Regulation 27
Notes/Comments: __________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
X __________________________________________________________________
Signature of AnalystDate
Refund Calculator - Manual Version
*Electronic version of the Refund Calculator can be found at saskatchewan.ca/informationforinstitutions
Name of Student: ____________________________________________________________________
Name of School: _____________________________________________________________________
Reviewd by:
For Office Use Only
Date:
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)
Days
#of
# of
Month
in
Teaching
Hours
Month
Days
per Day
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:
Total
Hours in
Month
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.
Tuition Refund Calculator
Paid by:
Program Tuition:
Non-Refundable Registration:
Books, Course Materials, and Equipment:
Other Approved Fees:
Total Contracted Fees:
Canadan

Student Loan
Student

Other:

_____________________________________
Refund Calculation
Precent Delivered Tuition to be Retained
Percentage of Program Delivered (Page 1):
Allowable Tuition to be Retained:
Prorated Tuition: (Tuition x Allowable %)
(Only include items received by Student)
Other Approved Fees:
Total Prorated Fees:
%
%
Less than 20%25%
50% or less60%
Greater than 50%
100%
A
B
C
Total of lines A, B, and C above
Total Amount Paid by Student:
Tuition Refund:
Subtract the Total 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 Refund Calculator form, along with a copy of the refund cheque (if applicable) and the front page of the Student
Enrolment Contract to:
Ministry of Advanced Education - Universities and Private Vocational Schools
Sample Refund Calculator - Example #1
Sample Student Profile
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
Telephone
#
Address
City/
Town/
Village
Postal
Code
Education
Gender
Upon
Entry
Date of
Birth
(D-M-Y)
Mature
Funding Education
Admission
Source* Equity**
(Yes/No)
*Funding Source: 1=Self-funded, 2=Social Assistance, 3=Employment Insurance, 4=Workers’ Compensation, 5=Employee Assistance
for people with disabilities, 6=Indian & Northern Affairs, 7=Pathways, 8=Skills Training Benefits,
9=Provincial Training Allowance (PTA), 10=Students Loans, 11=Other
**Education Equity:1=Aboriginal Ancestry, 1a=Métis, 1b=Status/Treaty, 1c=Non-Status, 1d=Inuit,
2=Visible Minority,
3=Disability
Sample Student Statistics
School Name: ________________________________________________________________________
July 1, 20XX - June 30, 20XX
Index to columns
below
Definitions and instructions for completing each column below
Program Name
Full Registered Name of Program (Indicate if 1st or 2nd Year or Semester if applicable). Only report programs 50 hrs. or more in length. Sort this table by Program
Name, then by Student Last Name.
Last Name
Provide information for ALL students who were in attendance at the school between JULY 1, 20xx and JUNE 30, 20xx in programs 50 hrs. or more in length,
regardless of how long they attended or whether their start date and/or end dates were outside of this range. Within each program, sort by Last Name, then First
Name.
First Name
Start Date
Start Date for each student (If students were in the 2nd year of a two-year program, give the start date of their 2nd year)
PLEASE FORMAT AS DD/MMM/YYYY.
Exit Date
Each student’s exit date from program, only if student has left school or completed. PLEASE FORMAT AS DD/MMM/YYYY.
Time Completed
Enter one of the following codes for the percentage of full program time student has completed: C1=75-100%, C2=50-74%, C3=25-49%, C4=6-24%, C5=0-5%
Completion Status
Enter code for successful completion (if applicable): G1=Qualified for Diploma or Certificate, G2=Completed but did not take exams.
Reason Left
Enter code for reason for discontinuation (if applicable): D1=Medical or Maternity, D2=Student Withdrawal, D3=Discontinued by School.
Employment Status Enter code for employment status: E1=Employed in related field, E2=Employed in Unrelated field, E3=Unemployable due to medical reasons or maternity,
E4=Unemployable - student continuing training.
Occupation and
Employer
Program Name
Sort by Program
Name of Job, and Name, Address & Phone Number of Employer/Self Employed (if applicable).
Last Name
First Name
Within program, sort by student last
name
Start Date
Exit Date
dd/mmm/yyyy
Time
Completed
C1, C2, C3,
C4, C5
Completion Reason Employment
Status
Left
Status
Occupation and Employer
D1, D2,
D3
Job, Employer Information
G1, G2
E1, E2, E3, E4
Change of Ownership Checklist
Requirements for the Purchaser
Change of Ownership Application Form
Upon 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 form. 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 Form 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 Form and Business Plan, evidence of business
registration and/or incorporation with Corporate Registry, Information Services Corporation (ISC) must
be provided.
Change of Ownership Application Form 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 Agreement
A 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.
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): ________________________________________
__________________________________________________________________________________________
Security
Pursuant to Section 12 of The Private Vocational Schools Regulations, 2014 (the 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 Sector
The 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.
________________________________________________________________________________________
Financial Background of the Purchaser
Purchaser has previously declared bankruptcy.
________________________________________________________________________________________
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.).
________________________________________________________________________________________
Awareness of Private Vocational School regulatory requirements
It 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 PVS regulation. The Manual is accessible
on-line. A meeting between the purchaser and Ministry staff is required to allow for full discussion of
regulatory matters.
Purchaser has met with The Universities and Private Vocational Schools 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 and part-time Canada
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.
________________________________________________________________________________________
Operational Considerations
The 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.
________________________________________________________________________________________
There will be renovations to buildings and/or classrooms as a result of the sale.
________________________________________________________________________________________
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.
________________________________________________________________________________________
The purchaser has had the opportunity to confirm equipment/instructional resources inventory.
Software licensing agreements have been amended as necessary.
Student Considerations
The 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.).
________________________________________________________________________________________
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 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.
Instructors
The 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
Legislation
The 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.
________________________________________________________________________________________
There are instructor registration applications pending.
________________________________________________________________________________________
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 ____________________________________________
Applicant’s Signature
_________________________
Date
X ____________________________________________
Original Owner’s Signature
_________________________
Date
Change of Ownership Application
Original Information
School Name: ______________________________________________________________________________
Address: ________________________________________________________________________________
Street/PO BoxCity/Town
________________________________________________________________________________
ProvincePostal Code
President: ______________________________
Principal/Manager: __________________________
Telephone: _____________________________
Fax: _____________________________
Email: _________________________________________________
Website: _________________________________________________
Name: _____________________________________________________________________________________
Address: ________________________________________________________________________________
________________________________________________________________________________
ProvincePostal Code
Telephone: _____________________________
Fax: _____________________________
Email: _________________________________________________
Proposed Ownership of School
 Single Proprietorship
 Partnership
 Corporation
Date Incorporated: __________________
School Name: ______________________________________________________________________________
Address: ________________________________________________________________________________
________________________________________________________________________________
ProvincePostal Code
President: ______________________________
Principal/Manager: __________________________
Telephone: _____________________________
Fax: _____________________________
Email: _________________________________________________
Website: _________________________________________________
Date Change of Control: __________________
Administrative
Type of security: _____________________
Security Company: _____________________
Security Amount: _____________________
Business Plan Attached:  Yes
Business Fire Certificate: _____________________
Health Certificate: _____________________
Programs to be offered
Instructors
Hours
Status
(Full-time/Part-time)
Weeks
Tuition
Program/Course to Instruct
 No
Books/Supplies
Date Approved
X _____________________________________________________________________
Applicant’s SignatureDate
X _____________________________________________________________________
Original Owner’s SignatureDate
Application for Issuance of Initial Certificate of
Registration
Category II School
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: ____________________________________________________
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.
X _______________________________________________________________________
Application for Renewal of Certificate of
Registration
Category II School
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. (For the 2015-16 private vocational school year only, the Registration Fee is
$125.) (Cheque made payable to “Minister of Finance”.)
X _______________________________________________________________________
Administration & Policy Manual
2014
For more information, please contact Private Vocational Schools Unit of the Universities and Private
Vocational Schools Branch of the Ministry of Advanced Education:
Regina
1120 - 2010 12th Avenue
REGINA SK S4P 0M3
Inquiry: 306-787-7381
Fax: 306-798-3379