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Private Vocational SchoolsAdministration and Policy Manual

saskatchewan.ca/informationforinstitutions

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

The Private Vocational Schools Administration and Policy Manual may be revised. It is the responsibility of the operator to ensure they are using the most current version. In instances where there are differences in the information presented between the print and online versions of this Manual, the online version will be the principal source.

The Private Vocational Schools Administration and Policy Manual was last updated in June 2020.

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

Contact:

1120 - 2010 12th AvenueRegina, Saskatchewan S4P 0M3Inquiry: 306-787-9723Email: [email protected]: 306-798-3379saskatchewan.ca/informationforinstitutions

https://publications.saskatchewan.ca:443/api/v1/products/72677/formats/81091/downloadhttp://saskatchewan.ca/informationforinstitutions

Table of Contents

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

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

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

Categories of Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

List of Registered Private Vocational Schools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Category I School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Registration - Phase One . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

1. Application for Issuance of Initial Certificate of Registration - Category I School . . . . . . . . . . . . . . . . . . . . 5

2. Business Plan Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3. New Program Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Registration – Phase Two . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191. Approval of Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

2. Training Completions Fund Contribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

3. Security Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Registration – Phase Three . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Annual School and Program Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Program Quality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Program Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

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

Student Complaints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Student Absence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Reporting Student Withdrawal/Discontinuation to the Ministry . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Student Contract Cancellation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Refund of Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Tuition Refund Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

School Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Financial Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Annual Statistics Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Change of Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Non-Compliance of a Private Vocational School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Non-Compliance Process Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Registration as a Category II School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

School Closure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Important Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Forms:

Application for Issuance of Initial Certificate of Registration Category I School . . . . . . . . . . . . . 41

Business Plan Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

New Program Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Application for Registration of Instructor or Examiner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Training Completion Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Industry Review Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Sample Student Enrolment Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Guarantee Bond Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Application for Renewal of Certificate of Registration Category I School . . . . . . . . . . . . . . . . . . . 67

Refund Calculator - Manual Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

School Visit Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Student File Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Change of Ownership Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Change of Ownership Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Application for Issuance of Initial Certificate of Registration Category II School . . . . . . . . . . . . . 80

Application for Renewal of Certificate of Registration Category II School . . . . . . . . . . . . . . . . . . . 82

1Administration and Policy Manual

Ministry of Advanced Education

IntroductionPrivate vocational schools, also known as career colleges, offer vocational courses and programs to Saskatchewan students to prepare them for specific occupations in fields such as business, paramedics, massage therapy, broadcasting, fashion, esthetics, hairstyling, dog grooming and more. Schools are privately owned and operated and must be registered with the Ministry of Advanced Education and have approval of the programs they offer.

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

“the ministry”: Ministry of Advanced Education

“the 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”: Minister of Advanced Education

“TCF”: Training Completions Fund

“TCP”: Training Completion Plan

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

Act and RegulationsIn Saskatchewan, private vocational schools are regulated under the authority of The Private Vocational Schools Regulation Act, 1995 and The Private Vocational Schools Regulations, 2014 and The Post-Secondary Education and Skills Training Act.

https://www.canada.ca/en/employment-social-development/services/noc.htmlhttp://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/P26-2.pdfhttp://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/P26-2.pdfhttp://www.qp.gov.sk.ca/documents/English/Regulations/Regulations/P26-2R2.pdfhttps://publications.saskatchewan.ca:443/api/v1/products/470/formats/580/download

2 saskatchewan.ca/informationforinstitutions


Provincial Government Contacts

Private Vocational Schools

The Private Vocational Schools Unit within the Ministry of Advanced Education administers the legislation governing private vocational schools, as follows:

• 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 financial security requirements and the Training Completions Fund.

Contact:Ministry of Advanced Education Private Vocational Schools Unit 1120 - 2010 12th Avenue Regina, Saskatchewan S4P 0M3

General Inquiries: Telephone: 306-787-9723 Email: [email protected] Fax: 306-798-3379 Website: saskatchewan.ca/informationforinstitutions

Student Loans

Student loan designation is the process through which post-secondary institutions are deemed eligible to receive students who qualify for federal and provincial student loans.

Criteria for designation include, but are not limited to, programs that:• lead to a certificate, diploma, or degree;• are at least 12 weeks in length; and,• are full-time (defined as a minimum of 20 hours per week for private vocational schools).

Prior to designation, institutions must be in operation for 18 months, be registered under The Private Vocational Schools Act, 1995, and have had one class of students graduate. The Saskatchewan Designation Policy Manual outlines the full list of criteria to qualify for designation.

Institutions must contact the Ministry of Advanced Education to discuss their eligibility to become designated for the Canada-Saskatchewan Integrated Student Loans Program. Once an institution meets the criteria set out in The Saskatchewan Designation Policy Manual, it will sign a Memorandum of Agreement with the ministry to become designated.

mailto:pvsinquiry%40gov.sk.ca?subject=http://saskatchewan.ca/informationforinstitutionshttps://publications.saskatchewan.ca:443/api/v1/products/769/formats/1176/downloadhttps://publications.saskatchewan.ca:443/api/v1/products/769/formats/1176/downloadhttp://publications.gov.sk.ca/documents/139/32478-Saskatchewan%20Designation%20Policy%20Manual.pdfhttp://publications.gov.sk.ca/documents/139/32478-Saskatchewan%20Designation%20Policy%20Manual.pdf



Contact:Ministry of Advanced Education Student Service Centre 1120 - 2010 12th Avenue Regina, Saskatchewan S4P 0M3

Telephone: 306-787-5620 Toll free (outside Regina or within Canada): 1-800-597-8278 Email: [email protected]

The Educational Institution Manual sets out the responsibilities for administering student loans and grants for designated institutions. To learn more about the Canada-Saskatchewan Integrated Student Loans Program, please consult the administrative guidelines.

International Students

Private vocational schools wishing to enroll international students must abide by the Saskatchewan Designation Framework for the International Student Program. The framework outlines the criteria that Saskatchewan post-secondary educational institutions must meet to become designated to host international students.

Post-secondary institutions must be designated if they want to enroll international students (who possess a study permit from the Government of Canada) for programs six months or longer in duration. Non-designated post-secondary educational institutions will be able to host international students holding a visitor visa only for programs that are less than six months.

International Student Program inquiries may be directed to:Ministry of Advanced Education Telephone: 306-787-4346 [email protected]

Tax Receipts

The Government of Canada certifies private educational institutions to enable students to qualify for tuition tax credits. Additional information is available on the Employment and Social Development Canada (ESDC) website.

If a school would like to issue tax receipts to students, they must apply to ESDC for certification.

To apply for certification, visit Employment and Social Development Canada

mailto:studentservices%40gov.sk.ca?subject=http://publications.gov.sk.ca/documents/139/79342-Educational%20Institution%20Manual.pdfhttp://publications.gov.sk.ca/documents/139/79345-Canada-Sask%20Student%20Loan%20Admin%20Guidelines%202018-19.pdfhttps://www.saskatchewan.ca/government/education-and-child-care-facility-administration/services-for-post-secondary-educational-institutions/post-secondary-education-administrative-guidelines-and-policies/international-student-programhttps://www.saskatchewan.ca/government/education-and-child-care-facility-administration/services-for-post-secondary-educational-institutions/post-secondary-education-administrative-guidelines-and-policies/international-student-programmailto:internationaleducation%40gov.sk.ca?subject=https://www.canada.ca/en/employment-social-development.htmlhttps://www.canada.ca/en/employment-social-development.htmlhttps://www.canada.ca/en/employment-social-development/programs/certified-institutions.html



Registration as a Private Vocational SchoolOrganizations are required to register as a private vocational school with the Ministry of Advanced Education if they offer one or more training programs in Saskatchewan that:

• lead to employment in a vocation;• comprise more than 50 hours of instruction; and,• charge a tuition of more than $1000.

Exceptions include:

1. a university, a regional college governed by The Regional Colleges Act and the Saskatchewan Polytechnic;

2. a school governed by The Education Act, by any other Act or by any Act of the Parliament of Canada;

3. a school operated by a professional organization, where the training or instruction is part of professional requirements or is part of professional development;

4. a school is operated or provided by an employer or group of employers for employees or an employer association;

5. a school operated by an employee association for members of the employee association; and,6. a school or institution that is prescribed in the regulations including:

• a school or institution that offers only correspondence courses or homestudy courses (i.e., online); and,

• vocations with National Occupational Classifications 3124 (midwives), 3232 (practitioners of natural healing), 5232 (other performers not elsewhere classified), and 6564 (other personal services occupations).

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

• Category I schools offer vocational training to fee-paying students and in some cases, training that is contracted and paid for by a sponsor agency (e.g., Workers’ Compensation Board, First Nations Band, Provincial or Federal Government); and

• Category II schools only offer vocational training that is contracted and paid for by a sponsor agency (e.g., Workers’ Compensation Board, First Nations Band, Provincial or Federal Government).

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

https://publications.saskatchewan.ca/api/v1/products/835/formats/1307/downloadhttps://publications.saskatchewan.ca/api/v1/products/487/formats/614/downloadhttps://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges



Category I SchoolA Category I private vocational school delivers vocational training to fee-paying students. In some cases, they also offer training that is contracted for by a sponsor agency (e.g., Workers’ Compensation Board, First Nations Band, Provincial or Federal Government).

Programs offered by Category I schools must include more than 50 hours of instruction and have a tuition fee of more than $1000.

Registration as a Category I private vocational school occurs in three phases as outlined below.

Please note: Phase One must be approved before the applicant can move to Phase Two. Phase Three includes an on-site visit and is completed when Phase One and Phase Two documentation has been reviewed and approved by the ministry.

Registration - Phase OneTo register a new Category I school and program(s), the following Phase One documentation must be submitted to the ministry:

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

(Note: the supporting items checklist in the application asks that schools include fire, health and building safety reports. These reports may be included in Phase Two);

2 . Business Plan Outline The Business Plan Outline describes the operating plan for the school and proposed marketing activities. A financial analysis, including financial forecasts and cash flow projections, must also be provided;

3 . New Program Application A New Program Application must be completed for each new proposed program and submitted to the ministry for review and approval. Follow the guidelines below when completing the application.

Proposed programs must include more than 50 hours of instruction, have tuition of more than $1000 and be a vocation with a National Occupational Classification.

The ministry will assess applications from registered private vocational schools if the programs are to be delivered to students using the following delivery methods:

1. Face-to-face (onsite); or2. Blended – incorporate both face-to-face (onsite) and online components.

Pursuant to s.3 of the regulations, the Ministry of Advanced Education does not register programs that are offered online only.

https://www.canada.ca/en/employment-social-development/services/noc.html



Private Vocational SchoolFill in the name, address and contact information, as required.

Program TitleProvide the formal name of the program being registered; the vocation (and job title(s) to which the training will lead), and the assigned National Occupational Classification, which can be found on the Government of Canada website.

Explain why the proposed credential is a requirement to attain employment in the vocation. Note: Your application may be denied if the credential is not a requirement to attain employment in the vocation. In other words, the credential must hold value to the student and/or be a necessary component to achieving employment in the vocation.

Program LengthPrograms eligible for registration must include more than 50 hours of instruction. Program hours, start date, end date and days the school is closed must be registered and approved by the ministry.

Provide a detailed schedule outlining:• instructional hours (distinguish Face-to-face (onsite), Online (if the program is blended);• practicum/work placement hours required to graduate;• start date and end dates or continuous enrolment; and• scheduled days off where the school will be closed (statutory holidays, vacation, etc).

Program FeesPrograms eligible for registration must have a tuition fee of more than $1,000. All program fees must be approved by the ministry.

Provide a breakdown of program fees into the following categories:• Tuition (if tuition is different for domestic and international students, please provide both

amounts)• Non-refundable registration fee*• Textbooks, materials, kit, equipment (including all applicable taxes)• Other fees**• Contract extension fee***

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

https://www.canada.ca/en/employment-social-development/services/noc.htmlhttp://noc.esdc.gc.ca/English/noc/welcome.aspx?ver=16



**Other fees may include, but are not limited to the following:• Locker;• Field trip(s);• Membership in a professional organization related to the training program; and,• Examination(s) from an external organization.

Note: “other” fees are subject to review by the ministry pursuant to section 13 of the Act which outlines that a school may not use a student enrolment contract without obtaining the approval of the ministry.

***If a student is unable to complete the training in the timeframe originally contracted for, schools may offer to extend the student’s contract so they can complete the program. This will require the execution of a new student enrolment contract, which outlines the additional training the student requires to complete the program. The start date of the new enrolment contract should be the first day of the extension period and the end date should be the last day of the extension period. The school may charge the student a contract extension fee if the school has registered a contract extension fee with the ministry. No other fees should be charged to the student unless they are registered with the ministry.

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

Program DetailsPrepare documentation as specified for all checklist items, as follows:

Admission Requirements – What credential must the student possess in order to qualify for entrance into the program? Is there a pre-admission assessment of the student? Please explain.

Pre-Admission Practices

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

• Inquire why the student wishes to undertake a program at the private vocational school;• Inquire whether the student has contacted the Saskatchewan Apprenticeship and Trade

Certification Commission (if applicable) and explain to the student why this is important;• For students wishing to enrol in online courses, inquire with the student about their ability

to work independently and about computer/technology skills and abilities;• For designated International Student Program schools, explain the English language

requirements the student must possess to enter the program (speaking, reading, listening, writing);

https://saskapprenticeship.ca/https://saskapprenticeship.ca/



• Provide the student with or encourage the student to research the following information: ¾ labour market need for graduates of the program (See Labour Market Information); ¾ student success and/or failure rates of the school’s program; and ¾ to call employers to inquire abou their need for graduates of the training program.

• Before attaining signatures on the student contract, thoroughly review it with the prospective student to ensure they are well-informed about the school’s program and the financial, academic, school and student responsibilities.

Curriculum & Learning Outcomes – Detail the necessary components of the program including curriculum/courses and learning outcomes that match the competencies necessary for employment in the vocation.

Method(s) of Program Delivery – Please explain in what form(s) the program will be delivered i.e., face-to-face - onsite, or blended (both online and face-to-face).

Work Placement/Practicum Requirements – Does the program require work placement and/or practicum learning opportunities to the student as a requirement to graduate from the program? Please explain.

Instruction Standards – What are the minimum qualifications required for instructors? Have the instructors been trained in how to effectively teach adult learners? What professional development opportunities are available to instructors?

Note: Effective July 1, 2019, all esthetician instructors teaching in private vocational schools and/or accredited apprenticeship training programs must have Journeyperson Certification in the applicable trade.

Instructors must be registered with the Ministry of Advanced Education. For each proposed instructor, please complete an Application for Registration of Instructor or Examiner. First read the instructions below.

Application(s) for Instructor and Examiner Registration Pursuant to section 35 of the regulations, every Category I school must ensure that each instructor and examiner employed in a program offered by the school is approved and registered by the ministry before the instructor commences employment. Complete the Application for Registration of Instructor or Examiner and attach it to the New Program Application.

Every operator of a Category I school shall ensure that each instructor and examiner employed in a 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.



A school operator must immediately notify the Minister when an instructor ceases to teach at the school, ceases to teach a particular program, or when the information provided by the school to the ministry changes in any way.

Operators of Category I schools cannot employ any person to be an instructor of a program who does not have the qualifications or experience prescribed in section 35 of the regulations, without obtaining the prior written approval of the Minister. It is important that the instructor/examiner application include copies of credentials achieved.

Processing of Instructor/Examiner Applications

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

The application must indicate all programs/courses in which the instructor/examiner will be involved. The statement “all programs” or similar statements should be avoided.

If an instructor/examiner application is denied, a letter will be sent to the school explaining the criteria used in assessing the application and the reason for the denial.

In urgent situations (e.g., the sudden departure of an instructor), conditional approval of registration may be granted only if the school provides the credential/transcript for the incoming instructor to demonstrate they have the required education, training and skills pursuant to section 35 of the regulations.

Quality of Instruction

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

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

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

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

3. Provide training and/or certification in distance education/eLearning delivery, where applicable;

4. Provide in-house instructor training and mentoring opportunities;5. Designate time for instructor upgrading;6. Provide monthly instructor development days with a focus on the skill area to be improved;7. Utilize free/low cost training provided by textbook publishers; and8. Conduct regular evaluations of instructor skills and abilities to learn and improve the quality of

instruction.

http://www.nacc.ca/



Learning Resources – Explain what learning resources (e.g., textbooks/ materials/ kit/ equipment) will be used to support the delivery of the program.

Student Attendance – Explain how student attendance is tracked. Provide a sample of the school’s student attendance tracking sheet.

Student Evaluation – Explain how students will be assessed to ensure they meet the learning outcomes of the program. Provide a breakdown of percentage weighting of any tests, projects, presentations, and other assignments that make up the student's mark. Indicate any minimum requirement passing marks for midterms, finals and comprehensive tests.

Program/Curriculum Review – Explain how the program will be reviewed in an ongoing manner to ensure continued relevance in the vocation and labour market (e.g., gather input from employers, professional/industry associations, other educational institutions and revise program accordingly).

Student Supports – Explain what services and supports are available to students during their studies (e.g., counseling, accommodation for disabilities, workshops on study skills, time-management, resume writing, and job searches).

Student Feedback – Explain how students are given the opportunity to provide feedback to the school about their school/program experience (e.g., student statisfaction surveys).

Blended ProgramsBlended programs include face-to-face (onsite) and online delivery methods.

Face-to-face (onsite) delivery means that instruction is delivered to students at the school location in Saskatchewan by an instructor or instructors employed by the school, in facilities such as a classroom, lecture hall, or lab.

Online delivery is instruction, learning, and support that occurs online and may include:• the use of a learning management system;• web-delivered activities;• online activities that offers feedback throughout a session;• video-captured talks and presentations by industry experts;• online modules, quizzes, etc.; • opportunities to collaborate with classmates and instructors (e.g., online discussions and chats

via social media, learning management system, video conferencing etc.); and,• the use of virtual reality learning environments (i.e., simulations).

When a private vocational school submits an application for a new blended program, the ministry will assess whether the school meets the following additional criteria for blended programs:



Student Requirements

1. Prior to enrolment, the school will assess to ensure students have:

a) the requisite skills and abilities needed to use the equipment, learning platforms, and hardware/software; and,

b) the necessary technology required (e.g., computer/laptop, minimum internet speed) to participate in a blended program.

2. The school provides students with:

a) training to use online tools;

b) the name and contact number for a person who will provide technical support when needed; and,

c) information updates on technology and learning platforms when changes are planned or implemented.

Location Requirements

3. Private vocational school must be physically located in Saskatchewan.

4. Students must attend the face-to-face portions of the blended programs in person at the school in Saskatchewan.

Method of Delivery

5. The school has provided a detailed breakdown of how the blended program will be delivered, including the combination of face to face and online delivery methods.

Depending on the nature of the program, the ministry will evaluate whether the proposed blended program includes an appropriate combination of face-to-face and online program delivery methods.

Technology Requirements

6.The school has a learning management system (e.g., Brightspace, Open Learning, Canvas, Blackboard, etc.) or technology that:

a) has the infrastructure and connectivity for students and instructors to be successful in the blended program;

b) monitors the online activities of students;

c) verifies student identification;

d) uses standard internet encryption (i.e., https: not http:); and,

e) stores any passwords in an encrypted fashion, where passwords are known only to the student.

7. The school has a recovery plan/policy to address technology failure including:

a) how students will be supported and/or compensated if technology is down for more than 24 hours;

b) the technology recovery strategies that will be used to restore hardware, applications and data to meet the needs of students and instructors;

c) data loss or corruption from hardware failure, human error, hacking or malware will be managed; and,

d) how data and electronic information will be backed up and restored on an ongoing basis.

8. The school has a dedicated resource (staff, third party vendor) to assist students and instructors and to maintain the system.

9. If the school’s learning management system stores student information outside of Canada, it is important that students are notified of this and the ways in which their personal information may be used under the laws of the country involved.



Instructor Requirements

10. Instructors possess the qualifications and experience required to use online technologies.

11. Instructors are provided training in the delivery of online courses.

12. Orientation and technical support is provided to instructors.

13. The school has a process in place to assess instructor effectiveness in delivering programs with online components (e.g., student survey, questionnaire, instructor evaluation).

Blended Programs and Student Loan EligibilityPrivate vocational schools designated for student loans should be aware that institutions that offer blended programs are required to meet specific criteria in order for students to be eligible to apply for a student loan, including:

1. Private vocational schools must offer full-time programs. For private vocational schools, full time is a minimum of 20 hours per week of student activity or participation.

2. Private vocational school must have an equivalent face-to-face (onsite) offering of the program (i.e., the private vocational school must have the same program registered with the ministry in two ways: one that is offered face-to-face (onsite) and the other that is offered through blended learning).

For more information please review the Educational Institution Manual for the Canada Saskatchewan Integrated Student Loans Program and Other Financial Assistance (pages 1 and 3) or contact:

Student Service CentreMinistry of Advanced EducationIn Regina, phone: 306-787-5620Toll free (within Canada): 1-800-597-8278Email: [email protected]

Dispute Resolution PolicyEvery operator of a Category I school is required to establish a Dispute Resolution Policy, which must be registered with the ministry and made widely available to students (e.g., in the Student Handbook, on the school website, or attached to Student Enrolment Contract).

Provide your school’s proposed Dispute Resolution Policy and ensure it includes the following:

• The procedures a student can follow to make a complaint;• The school official to whom the complaint should be addressed;• The process the school will follow when it receives a complaint;• The manner in which the complaint and the resolution will be documented;• The timeframe between when the school receives the student complaint to when it will

provide the student with a decision (including rationale) in writing;



• A statement that encourages students to have a person present during his/her interactions with the school to resolve the matter; and,

• A statement about the student’s right to contact the Ministry of Advanced Education to seek further resolve. Ministry contact information is:Phone: 306-787-9723Email: [email protected] Website: https://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concernStudent Complaint Form http://publications.gov.sk.ca/documents/139/108575-PVS%20 Complaint%20Form.pdf

Operators are required to maintain a record of all complaints received from students and the documented resolution. Records must be made available to the ministry upon request. See section 29 of the regulations for more information.

Industry ReviewTo validate the quality and need for a program, a school must seek feedback from three prospective employers, representatives from industry, a professional association, and/or a regulatory body. The reviewer must have knowledge and/or expertise in the field/industry of the proposed training. Accordingly, the school operator must seek qualified individuals to complete the Industry Review Form. Please contact Ministry officials if you have any questions about selecting qualified industry reviewers.

Note: If a school is proposing the same program in more than one location, three industry reviews will be required for each location.Prior to the review, the school operator must provide the reviewers with information on the program including:

• Curriculum (course outlines) and learning objectives• Length of the program including instructional and practicum/work placement hours• Admission requirements for the program• Method(s) of program delivery (Face-to-face (onsite), Online (if the program is Blended)• Learning resources (textbooks/materials/kit/equipment)• Instructor qualifications• Training location description

The Industry Review Form requires that a reviewer treat the documentation provided to them for the purpose of the review as confidential and not share it with any other person or organization unless they have written authorization from the respective school.Once completed, Industry Review Forms are to be sent directly to the ministry by the reviewer, per the instructions provided in the form. The reviewer is also encouraged to send a copy of the completed Industry Review Form to the school operator.A minimum of three completed Industry Review Forms are required for each proposed new program.

mailto:pvsinquiry%40gov.sk.ca?subject=https://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concernhttps://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concernhttp://publications.gov.sk.ca/documents/139/108575-PVS%20 Complaint%20Form.pdfhttp://publications.gov.sk.ca/documents/139/108575-PVS%20 Complaint%20Form.pdfhttps://can01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpubsaskdev.blob.core.windows.net%2Fpubsask-prod%2F113543%2F2019%25252BDetailed%25252BOccupational%25252BOutlook%25252B%2525282019-2023%252529.pdf&data=02%7C01%7Ctammy.jones%40gov.sk.ca%7C306bf845b46f4f0b623908d75e1f39c2%7Ccf4e8a24641b40d2905e9a328b644fab%7C0%7C0%7C637081360506661346&sdata=Uxn2oY0SSXxt36K8I3moTcMuItVOhzarQlCJe%2Bkvl%2FM%3D&reserved=0



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

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

• Ministry of Immigration and Career Training• Saskatchewan Detailed Ooccupational Outlook (2019-2023)• Statistics Canada• Job sites: Saskjobs.ca and National Job Bank - jobbank.gc.ca• Saskatchewan Chamber of Commerce

Attach relevant labour market information to the New Program Application. Copies of job ads alone are not sufficient.

Training Completion Plan Pursuant to section 11 of the regulations, a Training Completion Plan (TCP) is a required element of a New Program Application.

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 and how students will be assisted and/or compensated if the program cannot be delivered to completion.

Complete the Training Completion Plan form and attach it to the New Program Application.

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

Ministry approval is also required if a school wishes to make changes to the student enrolment contract.

https://www.saskatchewan.ca/government/government-structure/ministries/immigration-and-career-traininghttps://can01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpubsaskdev.blob.core.windows.net%2Fpubsask-prod%2F113543%2F2019%25252BDetailed%25252BOccupational%25252BOutlook%25252B%2525282019-2023%252529.pdf&data=02%7C01%7Ctammy.jones%40gov.sk.ca%7C306bf845b46f4f0b623908d75e1f39c2%7Ccf4e8a24641b40d2905e9a328b644fab%7C0%7C0%7C637081360506661346&sdata=Uxn2oY0SSXxt36K8I3moTcMuItVOhzarQlCJe%2Bkvl%2FM%3D&reserved=0http://www.statcan.gc.ca https://www.saskjobs.ca/http://jobbank.gc.cahttp://www.saskchamber.com



The contract is a legal agreement that establishes the terms and conditions of the school and student’s participation in a program, including associated fees. The contract should clearly indicate what is expected of the student and what the student can expect to receive from the school. The contract often includes or attaches school policies, procedures and/or a handbook. The contract is signed by the school operator (or designate) and the student.

Before the ministry can approve a student contract there are a number of items that must be included. The Sample Student Enrolment Contract can be used as a guide for what to include and/or attach to a student enrolment contract. Schools may also use the following checklist:

School Information

• Operating and registered corporate name• Address, contact information

Student Information

• Full name• Birth date• Street address• Telephone, email address• International student status, if applicable• Grade level upon entrance; transcript of credential received• Program in which the student is registered

Program Length

• Program start/end date or continuous enrolment (cannot be longer than one year; if the program is more than one year, another student enrolment contract will need to be executed for the next school year)

• Length of program (distinguish face-to-face (onsite), online, and practicum/work placement hours per day, days per week, number of weeks)

• Statutory holidays and any other days the school will be closed

Program Schedule/Curriculum Outline

• Courses/modules in program (including description)• Methods of instruction • Learning outcomes• Student evaluation criteria• Timelines for classes, assignments, exams, etc.

Learning Resources

• Detailed list of textbooks, materials, kit, equipment (ensure student signs for the items they paid for and received).



Program Fees

• Non-refundable student registration fee• Tuition fee• Learning Resources (textbooks, materials, kit, equipment)• Other costs (e.g., locker, field trips, membership in professional association, examinations)• Contract extension fees, if applicable

Payment Arrangements

• Method of payment (e.g., cash, credit card, student loan)• Payment schedule

Student Contract Cancellation Provisions

• Include a statement about the student contract cancellation provision in accordance with section 28 of the regulations. The statement may include the following:

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 program contracted for in the student contract. The school will provide a refund to the student for tuition fees, and any other items the student has paid for but not received (e.g., textbooks, materials, kit, equipment).

Tuition Refund

• Provide student with tuition refund provisions in accordance with sections 26 and 27 of the regulations.

• Fees for textbooks, materials, kit and equipment are calculated separately and refunded to the student if they have paid for but not received the items.

• Refunds for “Other Fees” are to be refunded to the student if they have been paid for but not received.

Dispute Resolution Policy

• Attach the school’s Dispute Resolution Policy to student enrolment contract, publish on school website, and include in student handbook, if applicable.

• Inform students about their right to contact the ministry by including the following statement in the student enrolment contract:

Private vocational schools are registered with the Ministry of Advanced Education. The ministry encourages students to resolve a complaint with the school first by following the school’s Dispute Resolution Policy. If you are unsatisfied with the outcome, you may make a formal written complaint to the ministry.

Private Vocational Schools UnitTelephone: 306-787-9723 Email: [email protected]: https://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concernStudent Complaint Form: http://publications.gov.sk.ca/documents/139/108575- PVS%20Complaint%20Form.pdf

mailto:pvsinquiry%40gov.sk.ca?subject=https://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concernhttps://www.saskatchewan.ca/residents/education-and-learning/universities-colleges-and-schools/career-colleges#addressing-a-problem-or-concernhttp://publications.gov.sk.ca/documents/139/108575- PVS%20Complaint%20Form.pdfhttp://publications.gov.sk.ca/documents/139/108575- PVS%20Complaint%20Form.pdf



School Closure Provisions

• To ensure the student is aware of the school’s responsibility to implement a Training Completion Plan and contribute annually to the Training Completions Fund, include one of the following statement(s) in the student contract:

In the unlikely event that the school closes, the school will work with students to find another institution that is able to deliver the training program to completion. The school contributes annually to a Training Completions Fund (administered by the Ministry of Advanced Education), the purpose of which is to compensate students in the event the school is closed.

OR

The school has determined that its program is unique and unavailable elsewhere. Therefore, the student should understand that in the unlikely event of a school closure, there are no other nearby institutions that can assist the student in completing the training. The school contributes annually to a Training Completions Fund (administered by the Ministry of Advanced Education), the purpose of which is to compensate students in the event the school is closed.

No Guarantee of Employment

• Pursuant to section 38 of the regulations, the school cannot guarantee the student employment after they have completed the school’s program. The school must be explicit about this by including the following statement in the student contract:

Private vocational school legislation prohibits (school name) from guaranteeing employment to any student or prospective student. Students are encouraged to research employment prospects in their field of study prior to entry in the program. Upon completion, students are responsible for pursuing employment opportunities.

Disclosure About Information Sharing with Ministry

• In accordance with subsection 32(3) of the regulations, ensure students are aware that their information will be shared with the Ministry of Advanced Education. Please include the following statement in the student contract:

Schools are required to submit to the Ministry of Advanced Education reports and records containing information related to students enrolled in the school’s program.

Acknowledgement Statement

• The student contract should include a statement 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

• Student contract requires signatures from both the school official and student.• Include a date for when the contract was signed.



Advertising Attach samples of advertisements planned for use upon receiving school/program registration.

Requirements related to advertising are prescribed in section 26 of the Act and sections 37, and 38 of the regulations. School operators are prohibited from publishing advertising that is misleading to the public. For example, a school must not:

• guarantee employment to any students;• make false or misleading statements with respect to earnings of graduates from the school’s

program; or,• state that the Government of Saskatchewan has accredited its programs (i.e., accreditation is

usually provided by an accrediting/professional body and therefore has a different meaning than registration).

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

1. Advertised job expectations must be realistic.2. 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.

3. 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.”

4. 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.

Ministry Request for Additional InformationPursuant to subsection 4(4) of the Act, the Minister may request additional information from the school when determining whether or not to issue a Certificate of Registration.

Registration FeeThe fee for assessing and registering a school and one new program is $400. A fee of $175 is charged for each additional new program proposed by the school. Make cheque payable to the Minister of Finance.

https://adstandards.wpengine.com/code/



The assessment and registration fees are non-refundable, including when the ministry determines the school and/or program(s) does not qualify for registration.

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

Registration – Phase TwoPlease do not proceed with any aspect of Phase Two until the ministry has confirmed that you have successfully completed Phase One of the application.

Once Phase One is approved you will be required to submit the following Phase Two documentation:

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

The ministry requires fire, health, and building 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

A fire inspection is 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

A health inspection is required to ensure training facilities meet health and sanitary standards. School operators are asked to arrange for a health inspection through the Saskatchewan Health Authority and provide a copy of the report to the ministry.

Building Inspections

A building inspection is required to ensure training facilities adhere to the National Building Code. This inspection may include a fire inspection. Contact the Saskatchewan Building Officials Association (SBOA) to arrange for building inspection services by a licensed professional.

https://www.saskatchewan.ca/business/housing-development-construction-and-property-management/building-standards-and-licensing/national-building-and-fire-code-informationhttps://www.saskatchewan.ca/business/housing-development-construction-and-property-management/building-standards-and-licensing/national-building-and-fire-code-informationhttps://www.saskatchewan.ca/business/housing-development-construction-and-property-management/building-standards-and-licensing/national-building-and-fire-code-informationhttps://www.saskatchewan.ca/business/housing-development-construction-and-property-management/building-standards-and-licensing/national-building-and-fire-code-informationhttps://www.saskatchewan.ca/business/housing-development-construction-and-property-management/building-standards-and-licensing/national-building-and-fire-code-informationhttps://sboa.sk.ca/https://sboa.sk.ca/



2 . Training Completions Fund ContributionThe Training Completions Fund (TCF) is established pursuant to section 18 of the Act and provides consumer protection to students attending Category I private vocational schools.

The TCF is used to provide financial resources to assist students affected by the closure of a school, either through continued training at an alternate institution or through a refund of the unearned portion of tuition fees paid to the closed school.

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

A contribution to the TCF is required when a new school is registered and every year thereafter. For newly registered schools, a one-time payment of 1 per cent of projected revenue or $2,000 (whichever is greater) is required.

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

• If the school has been in operation for more than five years and is in compliance with the Act and regulations, the percentage (0.75 per cent) of the school’s annual tuition revenue applies for the applicable school year, as set out in the table below.

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

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

• If there is a draw on the fund, a 0.25 per cent of tuition revenue surcharge applies in the following year.

Every registered Category I school will receive a letter explaining the calculation of the required contribution along with an invoice in January/February with a payable deadline of March 31st. TCF payments may be addressed to Minister of Finance.

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

3 . Security Requirements Pursuant to sections 12-18 of the regulations, every operator of a Category I school is required to post security based on the school’s tuition revenue from the most recent financial statements.

The following chart identifies the security amount required by schools.

http://saskatchewan.ca/advancededucationhttp://saskatchewan.ca/advancededucation



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

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

Security Requirement

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

$700,001+ $75,000

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. To demonstrate that a bond has been posted, the school may complete the Guarantee Bond Template or have the bonding company provide the relevant documentation.

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 Minister of Finance for deposit into the TCF) if the Category I school:

a) Is unable to continue providing the program for which a student has signed a contract 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 Bankruptcy and Insolvency Act, including a consumer proposal.

https://laws-lois.justice.gc.ca/eng/acts/C-46/page-1.htmlhttps://laws-lois.justice.gc.ca/eng/acts/B-3/page-1.html



Registration – Phase ThreeWhen the ministry is satisfied that all registration requirements have been met, an onsite visit by a Ministry official will be required to confirm the facilities and resources are adequate. If satisfactory, the ministry will issue a letter confirming school and program registration, at which time the school may begin advertising the program and registering students.

Annual School and Program RegistrationPursuant to subsection 9(2) of the regulations, Category I school operators must re-register the school and all active programs on an annual basis. In the winter/spring of each year, the ministry will send the school an Application for Renewal of Certificate Registration and electronic forms that enable the operator to re-register the school and program(s), including any revisions to the following program components:

• program name• credential• national occupational classification• admission prerequisites • start and end dates• curriculum/courses• learning outcomes (what the student will know and be able to do by the end of the program)• program hours (in class, online, practicum)• fees (tuition, registration, learning resources, other extension)• learning resources (textbooks, materials, kit, equipment)• instructors• scheduled dates the school will be closed (statutory, vacation and/or other closure dates)• student enrolment contract

The school is required to submit any changes to the above program components by no later than March 31st of each year. The annual fee for renewal of registration for a school and one program is $300. For each additional program offered in a school year, a fee of $75 is charged. If your program is longer than 52 weeks, you will need to register the program as two separate programs (Year 1 and Year 2). This is necessary to account for students who receive student loans in the calendar year August 1st to July 31st.

If your school offers a designated trade program or training related to a professional or accrediation body, any proposed changes to the program should first be approved by the Saskatchewan Apprenticeship and Trade Certification Commission and/or the professional or accreditation body.

Note: If significant changes have been made to a program, the ministry may need to conduct a more in-depth assessment, in which case a $100 assessment fee may apply.

https://saskapprenticeship.ca/https://saskapprenticeship.ca/



Program QualityThrough legislation, policies and practices, the Ministry of Advanced Education promotes the delivery of high-quality private vocational school programs that are characterized by the following:

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

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

• Opportunities for hands-on learning or off-site practicum/work placements depending on the nature of the program.

• A robust mechanism for reviewing the curriculum, with input from independent, well-informed third parties to ensure the program’s currency and relevance.

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

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

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

• Adequate learning resources to support the curriculum and program plan.• Adequate student supports, including but not limited to pre-admission assessment,

counselling, study skills, remedial supports, time management tips, resume writing and job search skills.

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

• Clearly articulated instructor evaluation mechanisms and criteria. • Formal opportunities for students to provide feedback on their courses and instructors.

Many of these characteristics are supported by The Private Vocational Schools Regulation Act, 1995, The Private Vocational Schools Regulations, 2014 and the Post-Secondary Education and Skills Training Act.

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



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

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

• Amend course/program accordingly.• Discontinue the course/program if the

need no longer exists.• Share information with students

about what skills employers seek from graduates.

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

• Amend the course/program accordingly.• Post success stories online and in

brochures.• Be transparent with the public about

how and why the program continues to improve.

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

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

• Amend the course/program accordingly.

4. Regularly consult with professional/industry associations and government to ensure the program meets industry standards, legislative requirements and is relevant in the labour market.

• Amend the course/program accordingly.• Discontinue the course/program if the

need no longer exists.• Educate the public through the school's

website, publications, etc., about the level of review the program has undertaken to be in sync with the needs of industry and the labour market.

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

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

• Amend course/program accordingly.

6. Provide information to the public about graduation rates, employment rates, and other relevant key performance indicators.

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



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

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

• Information collected through student complaints.• A high number of student complaints received by the ministry.• The program demonstrates poor student completion/graduation rates.• The program demonstrates poor student employment rates.• A lengthy period of time (five or more years) has elapsed since a program review has been

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

Student Records

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

• Contractual arrangements with the school (e.g., student enrolment contract; list(s) of learning resources provided to and paid for by the student);

• Admissions requirements (e.g., placement tests; evidence of prerequisites);• Records showing academic progress (e.g., transcripts, assignments, examinations);• Credentials (e.g., certificates/diplomas issued by the school; industry certifications);• Attendance records; documentation regarding program withdrawal or discontinuation;• Financial matters (payment plan, if applicable; record of payments made by student to school;

record of funds received from third parties);• Records of complaints and resolutions;• Refunds (copy of the Refund Calculator form and associated documentation); • Student loan documentation; and• Information about student employment after graduation.

Student files will be reviewed during monitoring visits by the ministry.



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

Retention of student records

34(1) Every operator of a Category I school must keep, with respect to each student, a file of all of his or her exams and assignments for at least two years after the student has completed his or her course or program or has left the course or program.(2) If an operator’s certificate of registration expires and is not renewed, if an operator ceases to operate or if an operator’s certificate of registration is cancelled, the operator must immediately send to the minister:

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

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

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

Student Complaints

Ministry Procedure for Responding to Student ComplaintsPoint of first contact with a student

• If health or safety issues are at stake, the school or another agency may need to be contacted (e.g., Public Health Authority, Fire Marshall, Occupational Health and Safety, City Building Inspector, etc).

• The ministry will encourage a student to first follow the school’s Dispute Resolution Policy. However, there is no legislative requirement compelling a student to utilize the school’s policy in advance of sharing a complaint with the ministry.

• If the school’s Dispute Resolution Policy was utilized and did not result in a satisfactory resolution, the ministry will assess whether the student complaint relates to a breach of the Act, its regulations and/or related policies. If so, the student will be asked to submit a formal complaint in writing to the ministry, and include a copy of the student’s original complaint to the school and the school’s written response (if available).

• If the complaint does not relate to a breach of the Act, its regulations and/or related policies, the student may be advised that the ministry is unable to address the complaint and directed to other resources such as the Saskatchewan Human Rights Commission, independent legal advice or small claims court.

http://saskatchewanhumanrights.ca/



After a letter of complaint from a student is received by the ministry

• When a student complaint is received, the ministry will notify the school about the alleged compliance and/or student complaint issue(s).

• Throughout the process, the ministry may have further contact with the school and the student to clarify the issue(s). Contact may take the form of telephone conversations, email or other written correspondence, and/or meetings.

• The school will be asked to provide a written response to the ministry within one week of being contacted about the complaint. The school will be asked to include in its response a proposed means of resolution.

After the review is complete

• The ministry will determine if the school is in breach of the Act, its regulations and/or policies and will inform the school and student in writing of its findings and decision.

• Pursuant to Section 17 of the Act, the student or school operator may appeal the ministry's decision on a question of law only to a judge of the Court of Queen's Bench within 30 days of the date of the decision.

• If the school is not in compliance, the ministry will address the matter with the school (see: Non-Compliance of a Private Vocational School).

Mediation

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

Student AbsencePursuant to subsection 27(3) of the regulations, if the student is absent from a program for 21 consecutive calendar days, the student is deemed to have discontinued the 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.



Reporting Student Withdrawal/Discontinuation to the MinistryThe school is required to report to the ministry within 30 days, students who did not complete a program, including when:

• the student has been discontinued from a program;• the student has withdrawn from a program; or,• the student did not earn a credential for the program because:

¾ the student owes the school money; ¾ the student has finished the program but did not pass; or, ¾ the student has taken a temporary leave from a program with the intent to return.

The school must notify the ministry by submitting a copy of the Refund Calculator, even if there is no tuition refund. Along with the Refund Calculator, the following documentation must also be provided:

• a copy of the first page of the student enrolment contract;• a copy of the student’s attendance record confirming the date of discontinuation;• any written and signed correspondence from the student requesting discontinuation; and• a copy of the refund cheque to the student, Canada Student Loans, Indigenous or First Nations

Band, or any other funding source, if applicable.

Submit the Refund Calculator and supplemental documentation to the ministry at [email protected]. If a student is owed a refund, the payment to the student or the associated funding party must also be made within this 30-day timeframe (see subsection 27(6) of the regulations). See Refund of Fees for more information.

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

Pursuant to subsection 28(1) of the regulations, a student contract can be cancelled within ten days of its signing if the student has not attended any course or program outlined in the contract. In such case, the school is required to refund the student the tuition in full. Learning materials must also be refunded if the student has paid for but not received them. The student is not entitled to the non-refundable registration fee.

Once a student begins attending the program, tuition fees must be refunded in accordance with section 27 of the regulations, as outlined below. Learning materials may be refunded if the student has paid for but not received them. The student is not entitled to the non-refundable registration fee.

Depending on how the school received payment, refunds will be paid to the student, Canada Student Loans, Indigenous/First Nations, Band or another identified funding party.



Refund of FeesThe regulations govern the procedures to be used for the refund of fees to students who leave a training program prior to program completion.

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

Tuition FeesIn general, once a training program has started the tuition refund requirements of the regulations (sections 25, 26, 27, 28) are in effect. The regulations prescribe the percentage of the tuition fee payable or retained by the school.

“Tuition fee payable” refers to the program’s tuition fee as registered with the ministry at the time the contract is signed. Tuition fees do not include the non-refundable student registration fee.

A refund is based on the withdrawal date of the student and the amount of training that has been offered by the school.

The refund/retention of fees can be calculated pursuant to subsection 27(2) of the regulations, as follows:

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

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

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

Learning Resources FeesThe school must refund money paid for learning resources (textbooks, kit, materials, equipment) that the student did not receive.

Other FeesFees classified as “other” may include, but are not limited to:

• Lockers;• Student field trips/shows;• Memberships in professional organizations related to the training;• Criminal record check; and• Examinations from external organizations.

A school must refund money paid for "other fees" if the student did not receive the items or participate in the activities.



Full Refund of FeesA student is owed a full refund of fees pursuant to section 26 of the regulations, as follows:

(1) An operator of a Category I school shall immediately refund to a stu

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