Medical Transcription (1138) Program Handbook, 2017/18

Medical Transcription

2017/18 Program Handbook

Program Code: 1138
School of Business and Hospitality

Conestoga College Institute of Technology and Advanced Learning

This is a companion document to the current Conestoga College Student Guide

Program Handbook Introduction

The purpose of this handbook is to provide students with program-specific information. The material in this handbook is accurate at the date of posting and is applicable for the current academic year. Students will be informed of handbook changes that occur, through college email. Program handbooks are updated yearly and students must check for the current edition.

This handbook must be read in conjunction with general information about Conestoga College found on the website and in the Student Guide. The information in the Student Guide and on the college website applies to all students, regardless of program.

It is the responsibility of each student to review and comply with the content in this document. The School of Business & Hospitality is here to educate students on how to manage their college experience, navigate the college systems, make informed decisions and assume responsibility for their academic success.

If there are any questions or concerns regarding the content in this handbook, please contact Lil Premsukh, Chair in the School of Business & Hospitality Part-time Studies department, Room 1B52-3 at ext. 2387, or at lpremsukh@conestogac.on.ca.

We wish you all the best in your studies!

School of Business & Hospitality 7-1-7 Semester Model

Conestoga's Schools of Business & Hospitality and Liberal Studies (General Education courses) have adopted a new program delivery model that includes a Student Success Week during Week 8 of each semester (Fall, Winter and Spring/ Summer). The model applies to all academic semesters and years of programs. Co-op terms and unpaid placements are not affected by this model.

The inclusion of a Student Success Week each semester provides students with unscheduled time to complete course work and creates opportunities for earlier and more intensive support for students who may need extra help. In addition, this pause during the semester may help ease transition challenges for first-year students and reduce stress and anxiety by providing a bit more time to relax, catch up on course work, and utilize student services. This model enhances student well-being and success.

Conestoga's Student Services departments will schedule workshops and sessions during Student Success Week for those seeking extra support.

Students will have an opportunity to:

  • refocus their studies
  • attend help sessions and study skill workshops
  • meet with groups for program assignments
  • catch up on work that has been assigned

The expectation is that there will be no course-related academic activity (e.g. assignments due, tests, make-up classes etc.) scheduled during Student Success Week.

Executive Dean Welcome

Gary Hallam

The School of Business and Hospitality is one of Ontario's premier business schools. We offer many options, opportunities and pathways to complete, specialize or expand your education, full-time or part-time. Students have a choice of programs to fit most areas of business or hospitality today, comprised of apprenticeships, one-year certificates, two-year and three-year advanced diplomas, as well as graduate certificates and several degree opportunities with specializations available. The School offers bachelor's degree programs in International Business Management and Accounting, Audit and Information Technology.

Our graduates have the ability to apply what they have learned in the classroom and labs to the real world immediately. We know this is of paramount importance in the rapidly changing world of business of today. The School of Business and Hospitality teaches more than just business skills, culinary competencies and management theories. Here at Conestoga, you will learn the critical thinking skills required to solve problems at a fast pace and the ability to shape your career in a positive way. Each faculty member has significant industry experience that will help you acquire the valuable hands-on experience you need. Whether your passion is marketing, culinary skills, accounting, supply chain or hospitality, businesses value employees who can be productive on the first day they arrive in their new role. At Conestoga you will learn to be that person.

We encourage you to contact us for more information about how the School of Business and Hospitality can provide you with the skills and abilities that will give you the competitive advantage required to make you a success.

I look forward to seeing you on campus soon.

Sincerely,

 Gary Hallam Signature

Gary Hallam, Executive Dean
 School of Business & Hospitality
Conestoga College Institute of Technology & Advanced Learning

Program Staff Contact Information

Program Assistant
Melissa Humphries
519-748-5220 ext. 3764
mhumphries@conestogac.on.ca
Doon Campus, Room 1B47

Chair
Lil Premsukh
519-748-5220 ext. 2387
lpremsukh@conestogac.on.ca
Doon Campus, Room 1B52-3

Executive Dean
Gary Hallam
519-748-5220 ext. 3245
ghallam@conestogac.on.ca
Doon Campus, Room 1B50-1

Program Information

Program Overview

This part-time certificate program is designed to assist individuals who are interested in working as medical transcriptionists. It provides training in business computing, word processing, essentials of anatomy and physiology, medical terminology and two courses in medical transcription. Students will transcribe and edit physician voice mail files with an emphasis on developing speed and accuracy.

For more information please browse the website for a complete Medical Transcription program overview.

Current Program Design

It is necessary to submit a program application if you intend to have this and other courses accumulate as credits for the program.

Program designs contain all the required courses necessary to graduate from the program. Designs are evolving documents and may change from one academic year to the next. These changes are to reflect the industry standards and requirements for a graduate of this program.

All courses must be completed within seven years of acceptance into the program.

Students can find their program design on the Student Portal by following the steps below:

  1. Log in to Student Portal
  2. Click on 'My Courses' tab
  3. Select 'View Progress Report' button

Alternatively, students can also view courses for the most current program design for the 2017-2018 year on the Conestoga College website.  To find these courses, students need to scroll down the page to the 'Program Courses'.

Program Learning Outcomes

The following program learning outcomes identify what students will know and learn by the end of their program:

  • Employ principles of medical terminology in transcribing and editing tapes.
  • Transcribe and edit tapes using correct format and English grammar.
  • Use advanced word processing features of in the transcription process.
  • Use medical terms correctly according to the context and purpose of the dictation.
  • Correctly and accurately transcribe medical documents of varying complexity and medical systems.
  • Recognize the process for editing voice recognition documents.

Program Expectations

Graduating students will have and/or develop the following critical success factors during the program; initiative, self-motivation, critical thinking, effective communication skills, presentation skills, decision making skills, effective time management, effective problem solving, numeracy, computer skills and ethics.

To ensure students achieve the learning objectives of this program, students will be expected to attend class, come prepared and participate regularly. Please note the following related points:

Expectation 1 – Group Work

A significant amount of group work is required in this program. Individual students are expected to be full participants in, and contributors to, each group based project/assignment within the program coursework.

Individual students who fail to meet this expectation, without documented extenuating circumstances, may receive a failing grade in the project/assignment. Guidelines will be provided outlining the requirements of group work by individual faculty members. Expectations will vary among faculty and students are expected to ask questions if they are not clear.

Expectation 2 – Attendance

Regular attendance is encouraged. Activities may take place during class time that the student will not be permitted to complete due to absence from class.

Expectation 3 – Preparation

Students are required to complete the assigned reading material and fully prepare for the assigned cases, exercises and readings. Students may be called upon to start or to contribute to a class on any day.

Expectation 4 – Participation

Students are expected to effectively and constructively participate in the class, to comment, question, debate, and analyze as appropriate.

Expectation 5 – Respect

Respecting each other is integral to life and learning. Students are responsible to be aware of their student code of conduct, rights, responsibilities, policies, procedures, and practices as outlined in the Student Guide. Disruptive behaviour will be dealt with following the Student Guide.

Expectation 6 – Honesty and Integrity

Honesty and integrity form the basis of trusting relationships here at school and in life in general. They are also a cornerstone of respect. Everyone must interact with each other in complete honesty and with a high level of integrity.

Proficiency in the use of computer technology will be beneficial to student success.

Employment Opportunities

For more details on related occupations, job market information and career opportunities; see the Government of Canada website: http://www.workingincanada.gc.ca

PAC – Program Advisory Committee

Each program at Conestoga has a Program Advisory Committee (PAC), which is made up of industry and academic representatives as well as current students and alumni. The committee meets twice annually to discuss the direction in which the industry is heading and any improvements that can be made to keep the program current. This helps to ensure that what students are learning is relevant to their industry.

 

Required Supplies and Textbooks

Any required materials for a course are listed on the course outline. Failure to obtain required materials may result in unsuccessful grades in the course. It is strongly recommended that students purchase their supplies, textbooks, etc., which are above and beyond the cost of their course, to increase their success within their program.

Note: The required textbooks and workbooks for Maintenance Management Professional are included in the course fee and will be provided on the first day of class.

Awards, Scholarships and Bursaries

Please visit the Financial Aid website for further details about what awards or bursaries that may be available.

Pathways and Articulation Agreements Opportunities

Pathways

The School of Business & Hospitality has a large number of pathways between programs. Program Support is able to discuss pathway options that may be available to students. In addition, students are able to access Conestoga Career Centre and meet with a Career Advisor to help them with their career goals and pathway decisions.

Articulation Agreements 

Conestoga College has articulation agreements with many domestic and international institutions. These agreements allow students to transfer into a specific program with advanced standing. Students must meet the academic requirements stated in the agreement.  

Attendance Responsibilities

Attendance Rules

Attendance in all classes is strongly recommended and is required for completion of any in-class assessments. Courses that are delivered in a classroom or lab setting, as opposed to online, will discuss theories and concepts that all students are responsible for, regardless of their attendance.  

Reporting of Absences

The Student Portal contains a mechanism for recording student absence(s) from class. This method of recording absence(s) must be used if the student is not present for an assessed item or does not meet the submission deadline. Assessed items that contribute to final grades are defined as the following:

  • Assignments
  • Tests/exams
  • Labs/quizzes
  • Practical skill evaluations
  • Presentations
  • Portfolios
  • Other, as defined by faculty

Students are encouraged to also record their absence when there is no evaluation. The Student Portal will provide a list of all absences from scheduled classes.

Student Absence for Assessed Material

Students are provided an instructional plan at the beginning of each semester for each course. This will include all important assessment and submission due dates in the course. Students are expected to attend all assessments set by faculty for their courses. A student who is absent from an assessment must:

  1. Contact faculty before the assessment is due, via college email. Students must include in the email their name, student number and reason for absence.
  2. Report their absence on their Student Portal prior to when the assessment is due.
  3. Provide valid documentation (i.e. Doctor's note, death certificate, court/legal documentation, etc.) immediately following their return to the college, before alternative arrangements can be made. Please note that valid documentation must be applicable to the assessment date.

If the student has met the above criteria, it is their responsibility to then discuss with faculty the arrangements for a make-up test or alternate assignment immediately upon return to the college. Failure to report an absence and provide valid documentation when an assessed item is scheduled/due will result in a mark of zero for that assessment.

How to Report Absences on the Student Portal

  1. Log into the Student Portal and click on the 'Absence tab'.
  2. Indicate whether or not there is an assessment scheduled on that day by clicking 'Yes or No', as well as the reason for the absence (illness or other).
  3. Click 'Continue' to report the absence.
  4. Click 'I agree' to confirm the absence.
  5. Students will receive a confirmation email that they have recorded the absence for that day.

The Absence Recording System shows the student as being absent for the day, starting from the time that the absence is recorded. For example, if an absence is recorded for a specific day at 11:00 a.m. the system will show the student as being absent for all classes starting after 11:00 a.m. that day. The earliest that an absence may be recorded for a particular day, is after 8:00 p.m. the day prior to the assessment.

Absence for Other Reasons

Compassionate Leave

Request for leaves of absence to attend to family illness, death or family problems are usually granted. These requests will be submitted to faculty who will consult with the Program Assistant or Chair if necessary.

Jury Duty

Any student who receives a summons for jury duty must bring the document to their respective faculty as soon as possible. The faculty will consult with Program Support to determine what arrangements can be made to have the student excused from submission of assignments, if such duty interferes with the progress in the program. Students may also be required to engage in activities in the evening or weekends using eConestoga.

Other Absence(s)

Student absence(s) must be supported by formal, original documentation.

Class Cancellations due to Faculty Absence

All class cancellations due to faculty absences will be posted in the Student Portal on the left hand side of the main page. These notices in the Student Portal will be the only notifications of class cancellations due to faculty absences.

Faculty, who are absent, may or may not be informing students of class cancellations through college email and/or eConestoga in addition to the Student Portal. Students should check their college email and eConestoga for possible assigned work.

Students have the option of receiving emails to their cell phones, notifying them of class cancellations due to faculty absences. To receive personal notifications students must subscribe to this service.

To subscribe:

  • Log into the Student Portal
  • Select 'Notifications' under the 'Profile tab'
  • Select the preferred notification method desired (email/SMS)
  • Click 'Update'

To change the email address or phone number where notifications will be sent, select 'My Addresses' under the 'Profile Tab', and change the default email address.

Classroom Information

Successful students will:

  • Attend classes on time.
  • Wear appropriate business attire when required.
  • Log into the Student Portal to report an absence before class begins.
  • Obtain from classmates and/or eConestoga any assignments or notes that were missed.
  • Be prepared for class, ready to ask/answer questions and participate in classroom discussions.
  • Submit assignments on time that are business professional.
  • Engage in academic integrity on all assigned work and tests/examinations.
  • Behave in a polite, ethical, professional and respectful manner toward all faculty, students, employers and colleagues both on and off the campus.
  • Communicate effectively in English: reading, writing, listening and speaking.
  • Ensure all emails sent to other students, faculty, or staff are written in professional business language. Abusive/inappropriate language will not be tolerated. 
  • Be a positive ambassador for the program and the college.

Course Outlines

Course outlines state the learning outcomes that will be covered during the course. Details about the evaluation method, the weighting of assessments, and any other specific criteria required to successfully complete the course are also listed on the course outline. Students are responsible for reviewing the outline and the requirements to pass each individual course. Evaluation requirements vary from course to course. The passing grade and specific course stipulations are listed under the evaluation section of the course outline.

Course outlines are in the Student Portal under the 'My Courses' tab and posted on eConestoga. Students are required to review the course outline to acquire the correct resources/textbooks (i.e. edition, volume, etc.).

Instructional Plans

Instructional plans will be provided to students on eConestoga. All assessment dates and deadlines will be posted on the instructional plan, including assignments, tests/quizzes, midterms, presentations, etc. This information acts as a guide to the course and will include a course schedule, which may be subject to change by faculty. Students are expected to review these documents on a regular basis and note all key dates and deliverables.

Practices Within the Classroom

Faculty responsibilities:

  • Provide to students at the start of each course an instructional plan, which indicates the due dates for all assessed items (assignments, tests, exams, case studies, presentations etc.) and the respective weighting of each item toward the student's final grade.
  • Return assessed items promptly and review with students – generally, students are not able to retain their tests/examinations/assignments and should review thoroughly at this time. It is the responsibility of the student to ask any questions regarding the assignment with the faculty member outside class time if required.
  • Respond to student requests for consultations to discuss performance or questions in respect to their coursework and assessed items.
  • Respond to student emails/voicemails within a 48-hour period during business hours.
  • Ensure course outcomes are covered in the assessment method.

Student responsibilities:

  • Attend and participate in lectures, presentations, group work, field trips or other activities related to the course/program.
  • Adhere to all deadlines for assessed items, and write the final exam scheduled on the last day of class.
  • Submit coursework in the requested format, described by the faculty member in the rubrics or guidelines, by the specified deadline.
  • Fully disclose and completely reference all sources used in submitted course assessments and not engage in plagiarism.
  • Advise faculty of circumstances that would prevent the completion of assessments, prior to the deadline, and provide required documentation.
  • Use Conestoga email to communicate with faculty, not personal email or eConestoga, unless directed otherwise by faculty.
  • Check Conestoga email on a regular basis.

Electronic Devices

Electronic devices may be used for learning or instructional purposes. Professors or technologists may request devices be put away when a safety issue or distraction occurs. Devices used for accommodations are always welcome. Unauthorized devices in a testing situation will result in an academic offence and a mark of zero. 

Recording Devices

Students are not permitted to record lectures or take pictures without the consent of faculty and/or students. Content from the course is not to be posted on any external websites unless posted by faculty.

Students who are registered with Accessibility Services and have accommodations approved for recording lectures are permitted to do so with the faculty's knowledge.

Electronic Translator Use

The use of an electronic translator is prohibited. Courses are taught in English and students must be able to communicate in English.

Research

Some courses have a research component, which may be college-based and/or in a host organization. Research must adhere to the highest level of ethical standards and is a reflection on Conestoga College. Faculty will provide more information relevant to the research requirements in the course. For further details regarding required referencing, please visit the Library Resource Centre. 

Assignments

Each faculty member will inform students of their guidelines for submitting assignments. For example, a case study format may not be the same for all faculty. Each faculty member will inform students of their late submission policies. It is the responsibility of the student to be aware of the course requirements for each of their courses. If an extension of time is required, the student must make the request to the appropriate faculty member well in advance of the due date - 24 hours minimum. Approval of the request is at the discretion of the faculty member.

Grading

Students can access interim grades throughout the semester on eConestoga. Final grades are submitted by faculty, approved by the Chair and posted on the Student Portal within 10 business days after the final examination.

The following grading system will be employed by faculty in reporting student achievement to the registrar's office. Specific programs/courses may require different minimum standards of achievement.

The following applies to School of Business & Hospitality course grading:

  • The minimum passing grade for diploma/certificate courses is 55%, unless otherwise indicated on the course outline.
  • If a course has additional certification requirements outside of the college then the student must adhere to the passing grade for that certification.
  • If a course is repeated, the most recent grade will be used to compute the program GPA. However, both grades will show on the student's academic transcript.
  • If the first course taken is a failure and the same course is repeated and it is also a failure, only the most recent failure will be used in the calculation of their GPA.
  • Students who are permitted to write a supplemental exam in a diploma/certificate course will receive a maximum grade of 55%, if the supplemental is passed. If the supplemental is not passed, the failing grade will be retained.

Plagiarism 

Plagiarism will not be tolerated. Please review Conestoga’s Academic Integrity Policy and Procedure on plagiarism. Academic Integrity is expected and required of all Conestoga students. Students are responsible for personally maintaining control of their own work at all times, so that breaches of this policy are less likely to occur. Failure to maintain academic honesty will not be tolerated, and students found guilty in any way will be disciplined in accordance with the policy. The penalty levied for an academic offence is listed under the academic integrity procedure link above. Examples of plagiarism may include but are not limited to:

  • The work submitted or presented was done, in whole or in part, by an individual other than the one submitting or presenting the work.
  • Parts of the work are taken from another source without reference to the original author (i.e. copying a paragraph, a page, a sentence, and/or someone's ideas).
  • The whole work (i.e. case study, essay, business plan, etc.) is copied from another source or person.
  • A student submits or presents work in one course, which has also been submitted in another course, (even though it is the students original work) without the knowledge of/or prior agreement of the faculty involved.

While it is recognized that scholarly work often involves reference to the ideas, data and conclusions of other scholars, intellectual honesty requires that such references be explicitly and clearly noted.

Cheating gives an unfair advantage to the student over classmates and misrepresents that student's ability. There is a societal expectation that a standard has been met upon graduation and that the graduate is capable of meeting the expectations of the employing organization. 

Cheating harms the student's reputation and learning. Grades obtained in the completion of the student's program must reflect their achievement and demonstrate ethical behaviour. Any student who helps another student to cheat is just as guilty of cheating as the student they assisted. Unacceptable behaviours in these circumstances include, but are not limited to:

  • Using materials or electronic devices not authorized by the person giving the test.
  • Collaborating with another student during a test without permission.
  • Falsifications of an exam record or report.
  • Knowingly using, buying, selling, stealing or soliciting contents of an exam or any assignment.
  • Taking a test for another student or permitting another student to take a test for one's self.
  • Attempting to bribe a faculty member to obtain a passing grade, or better grade on an exam or course.

The penalties for all forms of plagiarism will be enforced as per the Conestoga College Academic Integrity Policy. Faculty may require assessments to be submitted to drop boxes which scan for plagiarism.

College Email Communication Requirements

College email must be used to contact faculty, Chair, academic support, etc. The information within the email must be kept professional. Students are required and expected to check their college email regularly. All students are assigned a college email during their active time at Conestoga College.

Please note that eConestoga email is course specific only, and may not be available for all courses. Therefore, college email must be used to contact faculty or other students.

If there are any issues accessing college email, please contact the IT department at: itsdesk@conestogac.on.ca or by telephone at 519-748-5220, ext. 3444. For further assistance, access the help desk located outside of door 3, or the IT department in room 1E12 (Doon) or 2B21 (Waterloo).

Academic Concerns During a Course

If a student has a concern regarding an assignment, lab, midterm, final exam, etc., the student must first meet with the faculty to discuss the situation. In cases where a satisfactory outcome is not achieved by the student, the student can contact the Academic Advisor. Part-time students should contact the Program Assistant. If further action is recommended by the Academic Advisor (or Program Assistant), a meeting will be arranged with the Chair.  

Exam Information

Examination Procedures

Final examinations are held on the last scheduled class of the fall, winter, and spring semesters.

Failure to attend an exam, without prior notification and valid documentation, will result in a mark of zero, (0%).

The following rules apply to all testing situations:

  • Students are required to bring their student ID cards to all exams and are required to display it during the exam.
  • Part-time students are not issued a student ID and can use government photo ID.
  • Backpacks, purses, wallets, pencil cases, etc., will be placed in a location designated by the faculty. Only permitted items are allowed on the desk.
  • Students must wait until the proctor directs them to commence, before turning over and starting their exams.
  • Students are not permitted to talk after the exam has started, except to the proctor.
  • Students are not permitted to leave in the first 30 minutes of an exam.
  • Students will not be permitted to enter the exam room after 30 minutes or after any student has exited the exam room.
  • The proctor has the authority to assign seats.
  • No unauthorized software/internet usage is permitted in computer exams.
  • All personal electronic devices must be turned off and placed away from the student.
  • Students will be responsible for errors when completing a Par Score Sheet.
  • Mathematical calculators are permitted as designated by faculty.
  • The use of an electronic translator is prohibited. Courses are taught in English and students must be able to communicate in English.
  • If a student needs to leave the room during the exam for a washroom break, they may be accompanied. The proctor will ensure that the elapsed time is reasonable. No other student will be permitted to leave the class until the previous student returns.
  • Students are required to sign out when leaving the examination room and sign in when returning. Washrooms may be monitored during exams.

Accommodations are made for students with disabilities, as determined by Accessibility Services. Faculty reserve the right to request special accommodations for students, if required. For further information regarding Accessibility Services, please visit their office, room 2A137.

Students Without College Identification for Final Examinations

  1. Students must obtain an identification verification form from the School of Business & Hospitality administration office in room 1B47 (Doon) or 1C04 (Waterloo).
  2. A separate ID form is needed for every single exam written.
  3. The first ID form is free of charge. There is a $5 fee for any subsequent forms required.
  4. Students will be required to produce photo ID to verify their identity when obtaining the form.
  5. Students must deliver the ID form to the proctor who will permit the student to begin the exam.

Please note that any time missed while obtaining the ID form will not be added to the exam.

Part-time students are not issued a student ID card and can present a valid government photo ID, such as a driver's license, for their exams. They do not need an identification verification form. However, should a part-time student wish to obtain the ID form, they can do so at no charge.

Missed Examinations

All tests and examinations must be written on the dates and at the times scheduled. Students who miss tests or examinations will automatically be given a grade of zero, unless they have provided prior notification and valid documentation for their absence. Faculty will identify students who have provided appropriate documentation and communicate alternative exam information to the student.

Students who schedule trips or have other personal conflicts with scheduled tests or examinations will not be provided with the opportunity to write at another time. Scheduling of employment, childcare or vacations are not valid reasons to permit a student to write at an alternate time.

Examination Conflicts/Alternative Exam Dates

An examination conflict is when two exams are scheduled at the same time on the same day or with less than one hour in between two different exams.

The School of Business & Hospitality alternative exam date rules are as follows:

  • It is the student's responsibility to review the exam schedule and identify any conflicts prior to the start of exams. Please be sure to note dates and times.
  • It is the student's responsibility to contact their faculty by email to arrange an alternate time for one of the two exams.
  • The alternative exam time must be arranged prior to the start of the exam.
  • A decision as to whose exam will be administered on the alternative exam day is the student's choice.
  • One of the faculty members or Program Assistant will notify the student of the above decision and advise them of the day/time/room for their alternative exam.
  • If the alternate exam date does not work, the student will need to work it out directly with their faculty members immediately.

Bad Weather Conditions and Testing

If the College is closed due to extreme weather, all assessments to be administered during a regularly scheduled class will be postponed until the next class. 

If the College has to be closed in an examination week, the examinations scheduled for that day will be added to the end of the examination schedule, which will be extended by an additional day.

Students who cannot travel to the College due to extreme weather (eg. travel advisories or road closures) in their local area are responsible for notifying their faculty of their inability to write on the day of the assessment. The notice must be provided by email or telephone prior to the time of the scheduled assessment. Students who fail to provide this notice will receive a grade of zero.   Students must make arrangements to write the assessment immediately upon their return to the College. 

Notice of College closure will be posted on our website by 6 am the day of. Notice of cancellation of evening classes, will be posted on the website by 3 pm the day of (see College/Campus Closure Practice for more information)

The safety of our College community is a top priority. Conestoga services a large area and it is recognized that conditions can vary widely within the region. Always exercise your best judgement with respect to travelling during extreme weather, based on your individual circumstances. Public transportation, where appropriate, may be the safest option.

Supplemental Exams

A supplemental exam is an opportunity for a student to clear a failing grade. Not all courses are eligible for a supplemental exam. Supplemental exams are comprehensive and students are expected to cover all the material as listed in the course outline. Students must meet the mandatory conditions listed below to write the exam and they must register for the exam within the posted deadlines. A student who completes a supplemental exam and receives a passing grade (55-100%) will have their final grade changed to a passing grade of 55%. Those students who do not pass the supplemental exam will retain their original grade. Students will have to pay to retake the course to achieve a passing grade.

Information relating to the time and date of the supplemental exam will be emailed to all students through their Conestoga College email accounts each semester. It is the student's responsibility to verify with their faculty to determine their eligibility for a supplemental exam. The student must follow the supplemental exam registration process and exam rules.

Supplemental Exam Rules

Fifteen days after the final grade for a course is posted, supplemental exams are administered. This may vary for the fall semester due to the Christmas break. Students must check their college email for scheduled dates and times. This information is also posted on the School of Business & Hospitality information board, outside room 1B47.

Exams are pre-assigned to students and no extra copies are available at the time of writing. No alternate dates for supplemental exams are permitted. The maximum grade for a supplemental in a diploma/certificate course is 55%.

Mandatory Conditions for Supplemental Exams

The student must be currently registered in the course and meet the following conditions:

  • A failing grade of not less than 50%.
  • Limit of one supplemental opportunity per semester.
  • Limit of one supplemental opportunity per course.
  • Passed at least one major test or exam. Passing group work is not sufficient.
  • No registered academic or student code of conduct offence in that semester.
  • Complete the process by the required deadline.

Failure to complete the registration process correctly will result in not being allowed to write the supplemental exam.

The process is as follows:

  1. If the student's final grade is between 50- 54% (for diplomas/certificates), the student must complete the supplemental form (RO479). This form can be obtained from the registrar's office or the School of Business & Hospitality administration office, room 1B47.
  2. The student must consult with the administrative staff in the School of Business & Hospitality office to determine if the student meets the conditions of eligibility.
  3. The student must obtain the authorized signature required, from the 1B47 office, on the supplemental form prior to payment.
  4. The student must take the completed and authorized supplemental form to the registrar's office to pay the required fee.
  5. The student must return with proof of payment and the supplemental form to the School of Business & Hospitality office by the set registration deadline, before their supplemental exam will be scheduled.
  6. The student will retain a copy of the supplemental form for their records.
  7. The students must attend and write the supplemental exam on the scheduled date assigned, as no alternative arrangements will be made.

Academic Information

Academic/Student Services

Students are advised to seek academic assistance directly from their faculty, or Program Assistant if concerns arise. Students are also encouraged to access the various support services available that will enhance their learning experience at Conestoga College. For further academic and student assistance please review the links below:

Academic Dates

It is the student's responsibility to be aware of various important academic dates throughout the year. These academic dates are posted on the college website. Please note: Continuing Education courses may have different start dates and exam dates for courses.

Students also have access to review their start/end date and the drop/refund deadlines through their Student Portal under the 'My Courses' tab. Students must hover their mouse over the calendar icon beside the course to see the dates.

Academic Standing Decision and Promotion

A student's academic achievement is based on the promotion guidelines established by the program. Students are required to register in the program by completing a program application form in order for credits to be applied to the program.  Students are responsible for following their designated program design to be eligible to graduate.

A student who has previously withdrawn from the program (de-registered), upon re-application to the program will be placed in the appropriate level for the current program design. This can result in additional courses required for completion in the new program design.

Clearance of Failed Courses

There are a number of ways a student can work towards correcting failed course(s). It is recommended that students register in their failed courses as soon as possible.

Discontinuance

A student may be discontinued from the School of Business & Hospitality on either academic or behavioural grounds, as set out in the Discontinuance Policy and Procedure.

Re-admission to a Program

If the student is re-applying to a different version of a program they must submit a completed Conestoga College program application form to the Registrar's Office and pay the application fee.

Students do not need to clear failed courses that are not part of the designated program design.

Re-admission to a program is not automatic. In all cases, re-admission to programs in the School of Business & Hospitality will be at the discretion of the Chair.

College-wide Academic Policies and Procedures

A Student Protection Acknowledgement confirmation pop-up will appear when a student logs into the Student Portal on a yearly basis. This will direct students to policies and procedures relevant to their academic responsibilities. All Conestoga College wide academic policies and procedures are listed on the college website under "About Conestoga", "Policies and Procedures". 
  
Students are advised to review and comply with all policies and procedures, including the following: 
  • Academic Dispute and Resolution Policy & Procedure
  • Academic Integrity Policy & Violation of Academic Integrity Procedure 
  • Academic Recognition Policy
  • Academic Credential Procedure
  • Clearance of Academic Deficiency Policy & Procedure
  • Co-operative Education Policy
  • Discontinuance Policy & Procedure
  • Eligibility to Participate in Co-op Work Terms Policy & Procedure
  • Evaluation of Student Learning Policy & Procedure
  • Grading Procedure
  • Graduation Requirements and Convocation Procedure
  • Honours Policy & Procedure
  • Program Withdrawal and Refund Procedure
  • Student Code of Conduct Policy
  • Student Concerns and Issues Policy & Procedure
  • Student Fees Policy & Student Fee Invoicing and Payment Procedure
  • Student Feedback Policy

Students must follow all of the policies and procedures for Conestoga College and it is expected that faculty will accept, fulfill and enforce these standards.

General Education / Breadth Electives

School of Liberal Studies

The purpose of General Education and Degree Breadth electives is to provide graduates with the skills and knowledge to succeed both professionally and in their own personal lives. Working collaboratively with your program, General Education and Degree Breadth courses help develop the critical and creative thinking skills, civic engagement and knowledge of the broader world of arts, culture and science that helps make you more reflective, creative, and effective in your own life.

All Ontario College Diploma, Ontario College Advanced Diploma, and Degree programs at Conestoga require students to complete general education electives / interdisciplinary breadth.

More information on these courses can be found at www.conestogac.on.ca/electives.

Credit Transfer

Conestoga recognizes you may have formal post-secondary education that may allow you to enter a program at an advanced level or provide for individual course exemptions.

To ensure your credits are eligible for transfer, please contact our Credit Transfer Office. The Credit Transfer Policy and Procedure are available on the college website. For more information, visit the Credit Transfer & PLAR page.

Prior Learning Assessment and Recognition (PLAR)

Conestoga recognizes prior learning of skills, knowledge or competencies that have been acquired through employment, education (informal/ formal), non-formal learning or other life experiences. Prior learning must be measured to meet the required course outcomes and grading standards. This policy applies to candidates who wish to earn academic credit for a course in acknowledgement of significant life and work experience. PLAR is not to be used by registered Conestoga students for the clearance of academic deficiencies and/or to improve grades.

Students must be at least 19 years of age or have an Ontario Secondary School Diploma (or equivalent) to be eligible to apply for PLAR. 

For more information, refer to the PLAR policy and procedure. Questions regarding PLAR may be sent to CreditTransfer@conestogac.on.ca.

Program Transfer

Students who would like to change programs within the School of Business & Hospitality may do so by completing and submitting a program application form to the registrar's office. Prior to completing the program application form, it is recommended that the student meet with the Program Assistant. If considering transferring to a program outside the School of Business & Hospitality, students may want to discuss options with a Career Advisor. When a student moves from one Conestoga program to another and where course numbers/codes are identical or equivalent, automatic credit is given if passing grades are met.

Registering in Courses

Students can register in a course under the 'Browse Continuing Education' tab in their Student Portal. 

Dropping Courses

Students may wish to consult their Program Assistant prior to dropping a course on the Student Portal. Dropped courses will appear as "W" (withdrawal) on transcripts if the student withdraws before the deadline date. If the course is dropped after the deadline, the student will receive an "F" (fail) on their transcript.

Students can drop a course on their own from the Student Portal, under the 'My Courses' tab. 

Withdrawal from Program

Please note Continuing Education students are not required to complete a withdraw form if they choose to discontinue.

Graduation

Students are eligible to graduate upon completion of all academic requirements in their program of study. Students need to inform the registrar's office if they are attending graduation through their Student Portal. Convocation ceremonies are held in June and November of each academic year. Students who take longer than the advertised program length are responsible for completing any new or additional courses due to a program design change. When students complete their program they are required to fill out an application to graduate form and pay the applicable fee.  

Student Feedback

Ontario Colleges of Applied Arts and Technology Continuing Education Survey

The Ontario Colleges of Applied Arts and Technology Continuing Education survey is completed every three years and provides information regarding student's experiences in Continuing Education across the province. This data assists with improving Continuing Education student's experiences by learning about perceptions and experiences in a program or course.

Periodically, program specific surveys and focus groups are conducted to collect program relevant date for effective planning.

Key Performance Indicators

All college programs in the province are evaluated using Key Performance Indicators (KPIs) through the Ministry of Advanced Education and Skills Development (MAESD). This survey is conducted each academic year in select classes. Strategic goals to improve the programs are developed from these results. This data and other data specific to the campus and the program/school are collected so that Conestoga College can continually improve quality.

Student Appraisal of Teaching (SAT)

The Student Appraisal of Teaching (SAT) allows direct feedback from students on teaching for a particular course. Completion of the SAT form gives teachers and academic managers valuable information to use for the improvement of teaching at Conestoga.

The SAT process occurs in the last one-third of the semester. Typically about one-quarter of the faculty is appraised per term, and each has two courses selected by their academic managers for appraisal. All teachers have a SAT review at least once every two years. The SAT process is managed by the Office of Institutional Research and Planning using an online survey system specifically designed for course/teacher evaluations.  After all marks for the semester have been submitted, a summary of results goes to the academic manager to be shared with the faculty member. Continuing Education students may have an opportunity to complete a SAT form at the conclusion of each Continuing Education course.

Safety Information

Services Offered

For general inquiries, contact Security Services at:

Cambridge (Fountain Street): Main Foyer, 519-748-5220, ext. 3357
Doon (Kitchener): Main Building, Room 2B10-6, 519-748-5220, ext. 3357
Guelph: Room A5, 519-824-9390, ext. 3357
Waterloo: Room 1B02, 519-885-0300, ext. 3357

Safety and Security Services provides 24-hour security at the Doon (Kitchener), Waterloo and Cambridge (Fountain Street) campuses, and daytime/evening/weekend security at the Guelph campus. Concerns or offences may be reported to Safety and Security Services.

Emergency Number While on Campus: ext. 5555 - for all medical, fire situations, and police assistance from all campuses (Cambridge [Fountain Street], Doon [Kitchener], Guelph, Waterloo, and Stratford).

Safety and Security Services provides the following services: first aid, personal safety education/plans, general information, emergency response, investigations, self defense training, mobile and bike patrol, crime prevention education, parking - sales, assistance and enforcement, security at residence and campus events.

Emergency phones and alarm systems emergency phones are available throughout the Cambridge (Fountain Street) and Doon (Kitchener) campuses.

Check out our new Mobile Safety App available free for download on any phone system.

For more information on emergency  response and what to do, go to the Security Services webpage.

Basic Safety

Refer to your Student Guide for Conestoga's Safety and Security services and procedures.

Note: Students may be required to sign a Conestoga College ITAL (CCITAL) Acknowledgment of Safety Training and Responsibilities Form depending on program requirements.

Emergency Telephone Messages

It may be necessary for family members to contact a student in an emergency situation. Family members need to know the student number, program name, school, and campus the student is registered in, to aid Security in locating the student. This information will be required when the family member calls. Please have family members contact Security directly at 519-748-5220, ext. 3357 - only if it is an emergency. 

After Hours Access

Conestoga hours of operation are 7:00 a.m. to 11:00 p.m. Conestoga recognizes that in some programs of study, students may require after-hours access to classrooms and labs. After-hours access is maintained in accordance with the academic needs of individual programs. The after-hours access is a privilege, not a right.

If after-hours access is required, faculty must contact security in advance, with the student(s) name, ID number, and program information, along with signed paperwork approving access. The student must follow these guidelines: 

  • Be in the designated room with another approved person
  • Inform security immediately of any out-of-the normal situations
  • Have student identification card available
  • Notify security upon departure
  • Not move furniture

Refer to the Student Guide for more information.

Parking

Paid parking is in effect at all Conestoga Campus locations. Pay and Display machines are available for purchasing daily parking passes in Lots 6, 10 and 11 (Doon). You can also pay for parking with the Honk mobile app. Since enforcement is conducted daily, please ensure you have the proper parking permit/pass displayed to avoid a parking ticket infraction. If additional information is required please contact Parking or Security Services.

Program Handbook Revision Log

Revision Date        

  • June 2017
  • June 2016
  • June 2015
  • June 2014

Accommodation Disclaimer

Conestoga College is dedicated to promoting an equitable environment where students have the opportunity to participate in all aspects of College life. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, Conestoga College recognizes its responsibility and legal obligation to provide education, information and services in an accessible manner.

The Program Handbook is intended to provide general information with respect to program expectations. There may be individual accommodations and/or medical circumstances that require exceptions. For example, students may need to be accommodated for a missed assignment or evaluation. Students who are registered with Accessibility Services are not required to provide an additional doctor's note for a missed or late evaluation. For more information about Accessibility Services please drop in or visit our website.

We recognize that other extenuating circumstances may apply. Consult with your Professor. All exceptions based on extenuating circumstances must be approved by the Chair.