Regulation - LGIC
Proposed regulatory amendments under the Private Career Colleges Act, 2005
Regulation Number(s):
O.Reg. 415/06
Instrument Type:
Regulation - LGIC
Bill or Act:
Private Career Colleges Act, 2005
Summary of Decision:
On January 1, 2024, amendments to various sections of O. Reg. 415/06 (General) under the Ontario Career Colleges Act, 2005 came into force. The amendments clarify and update operating requirements and improve understanding of the regulation, including:
a) Revising provisions respecting career college refund policies to ensure more accessible communications, to clarify timing expectations for refunds and to clarify refund provisions for students affected by program revocations.
b) Recognizing electronic record keeping practices (such as maintaining student enrolment contracts and transcripts electronically) and electronic means of compliance (such as conducting the evaluation of vocational programs and obtaining permission to use testimonials in advertisements electronically).
c) Removing the requirement to keep a physical copy of the Act at each campus, since the Act is available online.
d) Clarifying that career colleges must inform students of their progress by formal means (e.g., in writing) and providing more specificity regarding how the mid-point of a program should be calculated (using instructional hours rather than months).
e) Requiring career colleges to send transcripts to their approved transcript storage providers within 60 (instead of 90) days of a student completing, withdrawing or being expelled from a vocational program, allowing students faster access to their transcripts.
f) Removing the requirement for career colleges to include information on the sex of students in student files.
g) Other miscellaneous updates to clarify wording and align with existing requirements (e.g., specifying program instruction format: online, in-person, or hybrid; providing details of advanced standing policies for a program; specifying the registration renewal timelines for a career college).
a) Revising provisions respecting career college refund policies to ensure more accessible communications, to clarify timing expectations for refunds and to clarify refund provisions for students affected by program revocations.
b) Recognizing electronic record keeping practices (such as maintaining student enrolment contracts and transcripts electronically) and electronic means of compliance (such as conducting the evaluation of vocational programs and obtaining permission to use testimonials in advertisements electronically).
c) Removing the requirement to keep a physical copy of the Act at each campus, since the Act is available online.
d) Clarifying that career colleges must inform students of their progress by formal means (e.g., in writing) and providing more specificity regarding how the mid-point of a program should be calculated (using instructional hours rather than months).
e) Requiring career colleges to send transcripts to their approved transcript storage providers within 60 (instead of 90) days of a student completing, withdrawing or being expelled from a vocational program, allowing students faster access to their transcripts.
f) Removing the requirement for career colleges to include information on the sex of students in student files.
g) Other miscellaneous updates to clarify wording and align with existing requirements (e.g., specifying program instruction format: online, in-person, or hybrid; providing details of advanced standing policies for a program; specifying the registration renewal timelines for a career college).
Analysis of Regulatory Impact:
The cost to Ontario businesses is minimal, with estimated costs totalling approximately $150,000 for all 550 registered career colleges to comply. This cost is primarily due to the need to update student contract templates and career college websites to reflect the change in the Act name (as requested by the stakeholders) and the clearer language of the proposed refund provisions.
Further Information:
O. Reg. 415/06: GENERAL
Proposal Number:
23-MCU003
Posting Date:
September 29, 2023
Summary of Proposal:
The Ministry of Colleges and Universities is proposing the following amendments to the General regulation (O.Reg. 415/06) under the Private Career Colleges Act, 2005 that would support efforts to modernize business requirements and reduce red tape.
1. The ministry is proposing amendments to the O.Reg. 415/06 - Part VII found within Sections 24-32 which outline the expectations for refund policies developed by career colleges.
In particular, the ministry is exploring the following amendments to improve clarity of information, limit confusion, and reduce inquiries from stakeholders regarding refund policies at career colleges:
• Simplify the language used in refund provisions to promote accessibility for students
• Provide a more thorough list of scenarios which render a student eligible for a full refund
• Align timing for all refund types
• Clarify refund provisions for students who are admitted to a vocational program, but do not commence the program
• Clarify refund provisions for international students
2. The ministry is also proposing to amend various sections of O. Reg. 415/06 to clarify and update operating requirements and improve understanding of the regulation.
The proposed amendments include:
• Recognizing electronic records keeping practices (e.g., such as maintaining student enrolment contracts and transcripts electronically) and electronic means of compliance (such as conducting the evaluation of vocational programs and obtaining permission to use testimonials in advertisements electronically).
• Eliminating unnecessary requirements for professional translations of advertisements for those career colleges that advertise simultaneously in English or French and another language.
• Requiring career colleges to inform students of their progress by formal means (e.g., in writing) and providing more specificity regarding how the halfway mark in a program should be calculated.
• Requiring career colleges to send transcripts to their approved transcript storage providers within 30 (instead of 90) days of a student completing or withdrawing or being expelled from a vocational program, allowing students faster access to their transcripts.
• Allowing students faster access to credentials (within 30 days rather than 60 days of completing a program).
• Other miscellaneous updates to clarify wording and reflect existing requirements.
The ministry welcomes your comments and feedback.
1. The ministry is proposing amendments to the O.Reg. 415/06 - Part VII found within Sections 24-32 which outline the expectations for refund policies developed by career colleges.
In particular, the ministry is exploring the following amendments to improve clarity of information, limit confusion, and reduce inquiries from stakeholders regarding refund policies at career colleges:
• Simplify the language used in refund provisions to promote accessibility for students
• Provide a more thorough list of scenarios which render a student eligible for a full refund
• Align timing for all refund types
• Clarify refund provisions for students who are admitted to a vocational program, but do not commence the program
• Clarify refund provisions for international students
2. The ministry is also proposing to amend various sections of O. Reg. 415/06 to clarify and update operating requirements and improve understanding of the regulation.
The proposed amendments include:
• Recognizing electronic records keeping practices (e.g., such as maintaining student enrolment contracts and transcripts electronically) and electronic means of compliance (such as conducting the evaluation of vocational programs and obtaining permission to use testimonials in advertisements electronically).
• Eliminating unnecessary requirements for professional translations of advertisements for those career colleges that advertise simultaneously in English or French and another language.
• Requiring career colleges to inform students of their progress by formal means (e.g., in writing) and providing more specificity regarding how the halfway mark in a program should be calculated.
• Requiring career colleges to send transcripts to their approved transcript storage providers within 30 (instead of 90) days of a student completing or withdrawing or being expelled from a vocational program, allowing students faster access to their transcripts.
• Allowing students faster access to credentials (within 30 days rather than 60 days of completing a program).
• Other miscellaneous updates to clarify wording and reflect existing requirements.
The ministry welcomes your comments and feedback.
Contact Address:
Private Career Colleges Branch
77 Wellesley Street West
Box 977
Toronto ON M7A 1N3
77 Wellesley Street West
Box 977
Toronto ON M7A 1N3
Effective Date:
January 1, 2024
Decision:
Approved