The eSSential Private Career College Registration and Curriculum FAQ

I am often asked a number of questions in relation to the registration of a Private Career College in Ontario and the building of a compliant curriculum.  As noted in the previous blog posts there are many areas to action with both the registration and program application.  

To ensure that you are set up for success from the beginning consider my eSSential Consultation that will walk you through all the essential components.  Not only will the regulatory pieces come to light and provide you with guidance, you will also be informed with the fees you can anticipate and be able to create your business plan. 

Here are a number of frequently asked questions that the consultation will cover, however generally each client has a unique set of questions.

Campus Registration

  1. How long will it take to get registered?
  2. How much does it cost to register a PCC in Ontario?
  3. What is involved in the registration process?
  4. Do I need to have my campus location in place before I begin the process?
  5. How do I calculate the security that I will have to pay?
  6. What’s involved in getting the pro forma financial statements; how much do they cost?
  7. Do I have to submit a business plan with my application?
  8. What’s involved in the Ministry site inspection?
  9. Do I have to renew my registration each year; what’s involved in the process?

Program Application (Curriculum) Development

  1. How do I develop a compliant curriculum; can you guarantee my program will be approved by the Superintendent?
  2. How long will it take for the approval process?
  3. Can you explain each appendix and what is required?
  4. What is the difference between an adult education assessor and a subject matter assessor? 
  5. What is the cost in hiring third party assessors; how do I locate assessors for my program?
  6. What are the instructor qualifications required for teaching my course?
  7. How do I determine if my program qualifies for a certificate or diploma credential?
  8. If I have a placement within my program do I have to find placement sites and submit this with my application?
  9. How do I know how much to charge for the tuition, books, registration or other fees?
  10. How do I determine the average hours per week and number of weeks for my program?
  11. Can I accept international students?
  12. How often do I have to update the curriculum?

All these questions and more form part of my eSSential Consultation and are essential to address in terms of fundamental inquiry questions and your decision process when considering opening a PCC in ON.  Each consultation consists of the following elements:

  1.  Initial call to review your goals, timelines and the process of registration and program approval.
  2.  Preparation of a USB key of all required registration and program approval documentation; excel template to build a compliant curriculum.
  3. Overview of the RICC system and documentation process; timelines for the entry process.
  4. 2-3 Hour In person or Skype Meeting to review all registration and program approval items with opportunity to ask additional questions.
  5. Follow-up with supporting responses to new questions and direction for moving forward.
  6. Insights into the associated fees you can anticipate when registering a PCC in Ontario and program approval including:  Ministry fees for registration and program approval; Pro forma financial statement preparation fees; financial security fees based on vocational revenues projected; Third Party Transcript fees;  TCAF fund; third party assessment fees; and consulting fees when engaged to register your campus and develop your program.

Do  you have a question in regards to registering a new PCC in Ontario or the development of a PCC compliant curriculum?  Connect with Dr. Jerry Bishop at 905-906-3706.

jerry@businessassessmentsolutions.com

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The eSSential Art of Positive Curriculum Assessments

The eSSential Art of Positive Curriculum Assessments March 22, 2016

There are a number of differences between a subject matter assessment and an adult education assessment report.  The attached copy provides an oversight into the differences and a core set of eSSential tips in achieving an independent third party assessment.

Do  you require the services of a third party assessor for your curriculum in Ontario?  Connect with Dr. Jerry Bishop at 905-906-3706 for a complimentary consultation.

jerry@businessassessmentsolutions.com

Registering a Private Career College in Ontario – Part 3

Private Career Colleges (PCC): Registering a Private Career College in Ontario 

In part three of the registration process we’ll cover the requirements when submitting your program application.  The program application is submitted at the same time as the Private Career College registration to complete the overall registration process.  A key success step is found in completing and submitting all required documentation with your package.

There are many items to action as part of the program application process. One of the advantages of hiring an experience consultant in compliance matters is the insight the engagement will bring in terms of both the work effort required and the associated fees.  

There are several appendices that must be completed within the program application.

  • Appendix A – Market Research; 2001 NOC Code; industry based job description which includes the frequency, complexity and importance of the tasks and sub-tasks; specific knowledge and skills found in job ads; minimum 10 job ads that support the entry-level applicable upon completion of the training and within a 1 hour radius of the college location
  • Appendix B – Program Development (names of subject matter experts and designers of the program and their credentials.  Maintenance of the Program; two key areas to address: methods used to ensure the program is meeting its intended goals of providing students with the knowledge and skills intended for employment; and the methods used by the college to ensure the program is regularly assessed/reviewed to maintain its relevance.
  • Appendix C – Admissions including mature student test; additional admission requirements.  Advanced standing requirements.
  • Appendix D – Mode of delivery as indicated by the number of contact hours a student is required to spend in each schedule learning setting.  List of all facilities equipment (inventory) required to deliver the program in alignment with the maximum class size.
  • Appendix E – List the major evaluation methods for each teaching mode of delivery along with the grading system and percentage of weighting to equal 100% in total.  Outline how students are informed of the results prior to the one half way point.  Describe the grading policies used in the grading appeals process.  Outline the graduation requirements.
  • Appendix F – List the high level knowledge and skill competencies.  These competencies should align with Appendix A Job Profile.  Using Blooms Taxonomy verbs craft the statements with the applicable knowledge and skill verbs.
  • Appendix G – List the proposed subjects with the time allocation for each.  Include the total contact hours for each subject, but then break down the totals into the various types of delivery methods used for the subject.  The totals here must align with the totals reflected in Appendix D.  Weight each subject in terms of the program totals = 100%.  If there are multiple points of entry into the program be clear about the explanation of how both existing and new students are continually set up for success.
  • Appendix H – Complete one form for each subject including a brief course description, total hours, books, evaluation methods, teaching methods, competencies, objectives, topics and sub-topic.  Keep in mind there are 3 levels of documentation; the total subject hours, the total topic  hours which must equal the total subject hours and the total sub-topic hours which must equal the total topic hours.  Each topic is weighted in relevant percentage and all topics must equal 100%.  
  • Appendix I – Practicum Off-Site Placement describes the location/business of the placement; requirement for students to be eligible for placement; major activities to be performed on placement; amount and nature of college based supervision; how will the student’s placement activities be assessed; and the situation should the student fail their placement.
  • Appendix J, K – If relevant for training approved by a regulatory body, or accredited, certified or endorsed by a third-party.
  • Appendix L – Only completed for OSAP approved colleges.
  • Appendix M – list of comparable schools as part of the training completion plan and includes those schools within a one hour radius and those within a one to three hours radius that have a similar program of study in alignment to the vocational outcome and contact hours. 
  • Appendix N – completed when engaging a third-party assessor to confirm there is no conflict of interest in the assessment of the program.
  • Checklist – an overview of all appendices and requirement for submission of documentation to the Ministry including copies of the Diploma/Certificate; insurance policy; practicum sites; WSIB where relevant
If you require the services of completing the program application following the appendices to meet compliance requirement for your Private Career College in Ontario please connect with Jerry.

BAS Celebrating 5 Years

jerry@businessassessmentsolutions.com ~www.businessassessmentsolutions.com

Jerry Bishop MBA, FCIP, CTDP, DiSC® Certified – Private Career College Consultant – 905-906-3706       Facilitator and Consultant ● Private Career College Compliance Coach ● Compliance Monitoring● Private Career College Registration ● Program Development ● KPI’s ● OSAP Application ● Principal, Business Assessment Solutions ● Toronto Area 

 

Registering a Private Career College in Ontario – Part 2

Private Career Colleges (PCC): Registering a Private Career College in Ontario 

In part two of the registration process, we’ll cover the action items that are part of the application for registration.  Part three of the registration process will follow and in that post we’ll cover the requirements when submitting your program application.  Both the registration and program application are submitted at the same time to complete the overall registration process.  A key success step is found in completing and submitting all required documentation with your package.

There are many items to action as part of the registration process. One of the advantages of hiring an experience consultant in compliance matters is the insight the engagement will bring in terms of both the work effort required and the associated fees.  

You may want to consider investing in an initial retainer with a consultant defined by of a number of hours  and costs to provide you with a clear pathway of what’s involved in the registration process.  This will assist you not only with your budget process but also with enlightenment with the time requirements you will need to commit to.  Many of the items listed below will be impacted with time and costs that may come as a surprise to you if you have not adequately completed your research prior to beginning the registration process.

One of the best ways to get started is with a view of the Private Career College Act, 2005.  While a lot to absorb and understand, this is a first key area into the requirements and responsibilities when registering and running a Private Career College in Ontario.  

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05p28_e.htm

Just some of the compliance areas you’ll need to be engaged to action when registering your Private Career College in Ontario: 

  • New campus registration application
  • Applicant Profile application
  • Fire inspection for the campus
  • Health inspection for the campus if there is a cafeteria otherwise n/a
  • Pro forma financial statements
  • Sample student contract that will be used for vocational programs
  • Sample student contract that will be used for non-vocational programs
  • A sample student complaint procedure/expulsion policy
  • A copy of all advertising materials to be used, including English translation, where required
  • The name, address and telephone number of the person responsible for administering the PCC
  • A copy of the agreements with the third-party(s) responsible for maintaining and issuing transcripts
  • A floor plan of the PCC
  • Evidence of adequate liability insurance coverage
  • A Master Business Licence or a Certified Business Names Report
Remember to discuss the Financial security fees amounts required in the form of a surety bond or line of credit in the corporation’s name

Remember to discuss the TCAF funds and insurance premiums payable so you have a guideline of what to expect in terms of the fees upon registration of your College

If you require the services of registering your Private Career College in Ontario please connect with Jerry.

BAS Celebrating 5 Years

jerry@businessassessmentsolutions.com ~www.businessassessmentsolutions.com

Jerry Bishop MBA, FCIP, CTDP, DiSC® Certified – Private Career College Consultant – 905-906-3706       Facilitator and Consultant ● Private Career College Compliance Coach ● Compliance Monitoring● Private Career College Registration ● Program Development ● KPI’s ● OSAP Application ● Principal, Business Assessment Solutions ● Toronto Area 

 

Registering a Private Career College in Ontario – Part 1

Private Career Colleges (PCC): Registering a Private Career College in Ontario 

In part one of the registration process, we’ll cover who must be registered and an overview of the three major steps in the registration process.  In the next post we’ll take a deeper view into the multiple deliverables required to action both the campus registration and the program approval processes. This information is extracted from: http://www.tcu.gov.on.ca/pepg/audiences/pcc/register.html

Who must be registered?

“The Superintendent of Private Career Colleges, under the authority of the Private Career Colleges Act, 2005 registers institutions that provide instruction in the skills and knowledge required in order to get a job in a particular vocation. Before these programs can be delivered, the institution must be registered and the program approved.

Until an institution has been registered and its programs approved, it is a violation of the Private Career Colleges Act, 2005 to deliver or advertise the delivery of vocational programs. An institution cannot enroll or collect tuition from students until the registration and program approval process is complete.

It should be noted that some institutions are exempt from registration and some programs do not require approval under the Act. For more information on who is covered under the Act, see Fact Sheet: Private Career Colleges Act, 2005Fact Sheet #1 – Exemptions under the Act. (PDF, 78 KB).

How do you register a Private Career College in Ontario?

For a detailed overview of the registration process, please consult the Guidelines for the Application for Registration to Operate a Private Career College and the Guidelines for the Application for Program Approval. All the necessary guidelines can be found on the ServiceOntario website at www.ServiceOntario.ca

To register a private career college, applicants must complete a three step registration process:

  • Registration Pre-Screening
  • Application for Registration, including Application for Program Approval
  • Site Visit/Inspection

Please note that some programs do not require the approval of the Superintendent under the Private Career Colleges Act, 2005. If you are intending to offer only non-vocational programs, you may not be required to register. For more information on institutional and program exemptions under the Act, please refer to following document: The Private Career Colleges Act, 2005Fact Sheet #1 – Exemptions under the Act (PDF, 78 KB).

Private Career College Pre-ScreeningIf you are interested in registering your organization as a private career college in Ontario please complete the Private Career College Pre-screening Process online. The information you submit will be used to assess whether the programs proposed by an organization require approval under the Private Career Colleges Act, 2005.If it is clear that that your institution requires registration, you will be sent an email almost immediately after completing the pre-screening process that advises you to proceed with the registration process. In many cases, ministry staff will need review the information you provide to determine whether your organization needs to be registered. If additional information is required, staff will contact you directly. Once it has been determined whether registration is required, you will receive a formal response from the Private Institutions Unit. The normal turnaround for a response to a Pre-screening application is approximately four to six weeks.

Please ensure that the Registration Pre-Screening form is completed accurately. It is important to provide as much information as possible about every program you intend to offer and include any additional information that you believe will be helpful in determining the status of the program under the Act.

Registration Application The registration process is a rigorous exercise. It normally takes between six and eight months to complete all the necessary requirements to become a registered private career college in Ontario.If it is determined that your institution requires registration, the next step is to complete the applications for registration and program approval online using the Registration Information for Career Colleges (RICC) system. In order to log in to the RICC system, you will need a ministry-issued username and password. Your username and password will be sent to you by email at the address you provided during pre-screening.

Once your applications have been reviewed by the ministry, an e-mail will be sent to you outlining any corrections or additional submissions required. You will be given a firm two-week deadline in which to submit the required information. It is important to ensure that you have submitted a complete and accurate application by the two-week deadline. If the required information is not submitted by the deadline, the application and supporting documents will be returned to you with instructions to re-submit a complete application. Any re-submissions will be treated as new applications and will be processed in the order they are received. Please note it is an offence to knowingly provide false information on any material related to the registration of your private career college.

Financial Templates

In order to be registered, a PCC must provide the Ministry with the required amount of financial security. There are three types of financial security that can be posted under the Act:

  • surety bond guaranteed by a surety company (WORD, 24  KB)
  • letter of credit issued by a bank or financial institution that is supervised or examined by the central bank of Canada or another governmental authority in Canada (WORD, 35  KB)
  • personal bond accompanied by collateral security issued by Canada or by any province of Canada (WORD, 34  KB)

The type of financial security PCCs choose to provide to the ministry must be in the form specified by the Superintendent. A surety bond, a letter of credit or a personal bond that is not in the specified form will not be accepted.”

To acquire the services of registering your Private Career College in Ontario please connect with Jerry.

BAS Celebrating 5 Years

jerry@businessassessmentsolutions.com ~www.businessassessmentsolutions.com

Jerry Bishop MBA, FCIP, CTDP, DiSC® Certified – Private Career College Consultant – 905-906-3706       Facilitator and Consultant ● Private Career College Compliance Coach ● Compliance Monitoring● Private Career College Registration ● Program Development ● KPI’s ● OSAP Application ● Principal, Business Assessment Solutions ● Toronto Area