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Registration Information


General Student Record Information

The term “student record” refers to the collection of data dealing with an individual who is associated with a program or course of study at the college. Most of the data is categorized as academic, personal and/or financial and is maintained by the Registrar’s Office. The Official college Record for each student is a permanent record consisting minimally of the student’s name, student number, personal data, achievement, and academic decisions and should be maintained for a minimum of 55 years.

Freedom of Information: Under current provincial law, a student’s records are considered confidential and will be released to a third party only upon the written authorization of the student or by exception as noted under the Release of Information section of the Guide. Information collected in student records will be used to administer the programs and activities of the college. While student records are the property of the college, students have the right to view their own records upon request. Student records may include personal, academic and non-academic information (for example, identification photographs).

Academic Record: consists of academic activity (program/course registration, achievement, transfer credits and academic standing) at the college.

Personal Record: consists of biographical data and may include previous educational achievements such as secondary school records. Please ensure that the address in the Registrar’s system is the correct one for mailing purposes. Contact the Registrar’s Office to request a Personal Data Information Change Form to change your address or update other personal data on your Student Record.

Financial Record: consists of financial transactions with the college relating specifically to tuition and incidental fees.

Accuracy of the Student Record: The student is personally responsible for the completeness and accuracy of their student record, which is maintained by the Registrar’s Office. This includes mailing address, personal data and achievement. It is also the responsibility of the student to ensure that their program requirements are being met.

Attendance

Attendance expectations should be clarified with each teacher and should be informed of the reasons for any absences that may occur.

Full-time, Part-time Status in a Program

A full-time student is one enrolled for at least 70 per cent of the hours, or 66 2/3 per cent of the courses in the current session/level of the Program Design. Students not meeting these criteria are considered part-time. Course changes may affect the student's status, which is determined each session by the Registrar’s Office and may impact OSAP eligibility.

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Credit Transfer

Exemption/Credit Transfer is granted to students who have previously achieved the learning outcomes at Conestoga College or another post-secondary institution and have proven that they have comparable or equivalent learning.

The maximum credit allowed through Credit Transfer and credits obtained through Prior Learning Assessment and Recognition (PLAR) is 75 percent of the program credits for diploma and certificate programs and 50 percent of program credits for degree programs. Therefore, at least 25 percent of the program credits for diploma and certificate programs and 50 percent for degree programs must be taken under the direct supervision of Conestoga College faculty.

To Apply: The registered student submits a Credit Transfer Request Form (PDF) and the required documents (official transcript and course outlines) to the Credit Transfer Office. Applications admitted via email will also be considered. You can send in your completed credit transfer request form to CreditTransfer@conestogac.on.ca. Once a decision is made students will be notified through their Conestoga email account.

Note:

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Course Changes (Add/Drop)

Students may add/drop courses through the student portal when timetables are made available. If a student is unable to make course change(s) through the student portal, then the student must meet with their program co-ordinator who will determine whether the Course Add/Drop Form is required for presentation during Special Timetable registration sessions. The dates and times for Special Timetable registration are posted under the Current Student section on the website at the beginning of each semester.

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Course Audit

Audit status must be clearly specified at the time of registration in the course.

Students auditing a course are restricted solely to the role of observers in the class. They must not write examinations, have course evaluations performed for them, or make comments during class. A credit standing will not be granted for an audited course.

Permission to audit a course will not be granted until the number of students taking the course for credit is known. Priority will always go to students taking a course for credit. The student in a full-time program is required to follow the same process as adding a course.

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Completion of Form/Request for a Letter

Read the information below to access the letter you need and the process and fee associated with it.

  1. Online (Free of Charge)

    To generate a letter free of charge, log on to your student portal and select the ‘Services’ tab then select “Print A Letter’.

    You will be presented with a drop down box with the four letter types:

    • Accepted and Confirmed Letter
      1. program title, start/end date, and session start/end date.
    • Currently Enrolled Letter
      1. program title, start date, full time status, program start/end date, session start/end date
    • Proof of Program Completion Letter
      1. program title, program start date/completion date
    • RESP – Verification of Enrolment
      1. program title, start date, co-op program, current start date, full-time status, program length, level entering and credential type
        1. Do not submit this letter to Conestoga, it must be submitted to the institution (e.g. bank) administering your RESP.

    NOTE: Online standard letters above cannot be modified to include additional or different information.

    Important Note Regarding Canada Pension Plan

    Canada Pension Plan (CPP) will accept the ‘Currently Enrolled’ letter. The letter must be dated after the start of the academic year. You must:

    1. Generate the letter after the start of the academic year/semester.
    2. Write “see attached" in Section B of the Declaration of Attendance at School or University.
      • The ‘Currently Enrolled Letter” replaces the signature required on the form.
    3. Submit both the form and the online letter to the government.
  2. Specialized or Custom Letter (Charges Apply)

    If the online letter service does not suffice, you may request a special or customized letter by completing and submitting the Completion of Letter Form with payment to the Registrar’s Office. You may request to have the letter mailed to you or pick it up in person. Please allow a minimum 24-48 hours for processing and be prepared to provide photo identification for your request.

  3. In Person or by Fax (Charges Apply)

    You may request a letter by completing and submitting the Completion of Letter Form with payment to the Registrar’s Office in person or send by fax to (519) 895-1097. Please allow a minimum 24-48 hours for processing and be prepared to provide photo identification for your request.

  4. Letter and Documentation Verification Request Form

    If you require a letter or form to be verified with the Conestoga stamp or seal, you must bring the document(s) to the Registrar’s Office in person for verification and for the stamp or seal to be affixed. Please allow a minimum 24-48 hours for processing and be prepared to provide photo identification for your request.

  5. Attention International Students:

    Select the ‘Currently Enrolled’ letter for applications related to study permit extensions, Temporary Resident Visa’s, U.S. Visas etc. Once you have downloaded the letter, please email internationaloffice@conestogac.on.ca with your student number to request instructions related to Citizenship and Immigration Canada applications.

    • Please Note: If you need a letter related to working in Canada (off-campus, co-op, on-campus) and other Citizenship and Immigration Canada applications and information, please contact internationaloffice@conestogac.on.ca
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One Card - Student Photo ID

All full-time students will require a ONE Card Student Photo ID. The ONE Card is used to gain access to the different services the college provides, such as but not limited to testing, printing and library resources, writing tests/exams, receiving course marks, access open computer labs, borrowing materials from the Library Resource Centre and to gain entry to the Recreation Centre. This card is normally issued in the student's first semester and students are expected to upload their photo.

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Course Withdrawal (Full-time Cohort Student)

  1. If a student drops a course before Course Add/Drop date
    1. enrolment is not recorded on the student record;
    2. fees for the course are refunded if the student’s status changes to part-time.
  2. If a student drops a course after the Course Add/Drop date and prior to the academic penalty date
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a ‘W’ will appear on the student record;
    3. the status (full-time/part-time) of the student will not be affected.
  3. If a student drops a course after the Course Add/Drop date and after the academic penalty date
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a grade of ‘F’ will appear on the student record;
    3. the status (full-time/part-time) of the student will not be affected.
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Course Withdrawal (Part-time Cohort Student)

  1. If a student drops a course before Course Add/Drop date
    1. enrolment is not recorded on the student record;
    2. fees for the course are refunded less the withholding fee.
  2. If a student drops a course after the Course Add/Drop date and prior to the academic penalty date
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a ‘W’ will appear on the student record;
    3. the status (part-time) of the student will not be affected.
  3. If a student drops a course after the Course Add/Drop date and after the academic penalty date
    1. fees are not refundable, nor will they be reduced if outstanding;
    2. a grade of ‘F’ will appear on the student record;
    3. the status (part-time) of the student will not be affected.

Addition information, refer to the Program Withdrawal and Refund Procedure found at Academic Administration policies section of the website.

Student Withdrawal from a Full-time Program

Students who wish to terminate their studies must officially withdrawal from their program in writing by completing Withdrawal Form. Students who do not officially withdraw are still liable for outstanding fees and may not be eligible for a refund. Non-attendance does not constitute official withdrawal and academic records may reflect failures.

Note:The effective date of withdrawal is the date the form is received in the Registrar's Office.

If a student qualifies for a refund then:

Addition information, refer to the Program Withdrawal and Refund Procedure found at Academic Administration policies section of the website.

Discontinuance (College Withdrawal) from a Full-time Program

The college may discontinue a registered student from a program based on course failures, misconduct, irregularities, medical criteria not met/ maintained, failure to pay fees or, in some sponsored programs, for lack of attendance. The action is initiated by the college.

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Readmission to a Program

Students are required to apply for readmission when they have been absent from their program for one semester or longer unless an Intention Form has been completed (returning students only), or when the student has withdrawn or been discontinued. Upon readmission, students are placed into the current program of study which determines graduation requirements. Students are subject to the college and program policies and procedures in place at the time of readmission.

The application for readmission will be reviewed by the Academic team based on space eligibility, academic eligibility, and the student’s progress related to re-admission requirements. Depending on the reason for interruption of studies, this review may include but is not limited to an interview and examination of any of the following:

Students applying for readmission to Level/Semester 1 must do so through ontariocolleges.ca. Students applying for readmission to a level beyond Level/Semester 1 must do so using the Program Application Form. Applicable fees will be charged.

For additional information, refer to the Readmission Procedure - Post Secondary found at www.conestogac.on.ca/policies/academics.jsp.

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Part-time Studies (Day Courses) Registration Information

Part-time Studies (Day Courses) is not a program. However, it allows a student to register in courses that are normally part of a full-time program without begin admitted or registered into that program. Not all courses are available through Part-time Studies and space may be limited in those that are. Registration is based on space availability in the course(s) and prerequisites (if applicable) being met.

An individual, who is not registered in a program and is interested in registering for a course delivered during the day, will be able to do so beginning the first week of classes if the course is available. Registration is based on space availability in the course(s) and prerequisites (if applicable) being met. Registration does not guarantee eventual acceptance or readmission into a full-time program and a student cannot graduate from Part-time Studies. Individuals may consider becoming a Part-time Studies (Day Courses) student for one of the following reasons:

Registration for Part-time Studies (Day Courses) begins on the first day of classes through the Student Portal.

In order to register for courses, you may log in as a student or browse Continuing Education courses to confirm course availability. Part-time Studies students will be expected to pay for courses selected through the portal at time of registration.

If your registration cannot be completed through the Student Portal, you must:

  1. Print a copy of the Part-time Studies (Day Courses) Registration Form from the Conestoga Website
  2. Complete the form Part-time Studies (Day Courses) Registration Form and approvals from the Program Coordinator. Coordinator listing is available at the faculty and staff website.
  3. Doon Campus Courses:
    • Present completed form to the Records Officer for processing.
    • Approval does not guarantee space or registration in the course(s) and registrations are processed on a first come first served basis.
    • Payment is required at the time of registration.
      1. Approved payment methods include: debit or credit card. Personal cheques will no longer be accepted.
  4. Guelph/Waterloo Campus Courses:
    • Meet with the Program Coordinator who will review the course add(s) to ensure that the course(s) are available to Part-time Studies, a timetable conflict does not exist and pre-requisites (if applicable) are met prior to signing the Part-time Studies Registration Form
    • The signed form including payment is to be forwarded to the Registrar’s Office for processing. (Student need be sent in person) Estimate of course fees:
      45 hour Course = $340.65
      60 hour Course = $439.68
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Prior Learning Assessment and Recognition (PLAR)

Prior Learning Assessment and Recognition is a process that involves the recognition and assessment of formal, informal and non-formal or experiential learning acquired through employment, non-credit courses, independent study, conferences and seminars or volunteer activities. It is used when the life and work experience of the applicant has resulted in the student already knowing the information/skills that a course would teach, and it allows for the evaluation of this past learning against established academic standards for conversion into college credits. Prior learning must be measurable at the college level and meet Conestoga's standards of achievement for current courses. Evaluation is done through a challenge exam or portfolio development. Successful completion results in a credit on a Conestoga College transcript.

For more information about the PLAR process please visit Prior Learning Assessment and Recognition.

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