Health Office Administration
2021/22 | Conestoga College
Program Code: 1047
Conestoga College Institute of Technology and Advanced Learning
This is a companion document to the current Conestoga College Student Guide
COVID-19 and 2021-22 Program Delivery
In response to the COVID-19 pandemic, Conestoga academic plans and decisions will continue to evolve to reflect the advice of public health authorities. Please consult the COVID-19 Information page for the most up-to-date information on college protocols.
Expectations regarding course delivery, participation, and assessments will be communicated by your faculty member at the start of the semester and included in the instructional plan.
Program technology requirements are posted on the program web page. Students in remote and hybrid delivery courses will require a device, webcam functionality, and reliable Internet access.
Program Handbook Introduction
Brantford Campus Notification
The Health Office Administration program is also offered at the Brantford campus.
Students who are completing the Health Office Administration program at the Brantford campus must note that the information within this guide is specific to the Doon campus. Services and contact information may vary for the Brantford campus. To find out more information about the services offered at the Brantford campus please contact:
Manager of Operations and Program Development
519-756-8228, ext. 5491
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 if there are 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 handbook. The School of Business is here to help 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 the Academic Advising Office - School of Business, at email@example.com.
We wish you all the best in your studies!
School of Business 7-1-7 Semester Model
The School of Business has adopted a 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 in 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, the break during the semester will help ease transition challenges for first-year students and reduce stress and anxiety by providing 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 as part of the first 7 weeks of the semester
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.
Please review academic dates on the college website for the exact date of Student Success Week for each semester.
The Dean's Welcome
As one of Ontario's premier business schools, Conestoga's School of Business provides a high-quality educational and student experience, preparing our graduates to become leaders in their chosen fields. We offer many options to complete, expand or specialize your education in a variety of business disciplines, through full-time or part-time, online and in-person programs. Whether you are arriving at Conestoga directly from high school, continuing your education, retraining, or looking to upskill, we can provide you with a pathway to help you realize your educational goals.
Programs in the School of Business include one-year certificates, two-year and three-year advanced diplomas, as well as graduate certificates, and several honours degree programs. These include Accounting, Audit and Information Technology, Public Relations, and our International Business Degree with four optional majors: Marketing, Human Resources, Supply Chain Management, General Business and Sustainable Business Management.
The world of business evolves rapidly, as do our programs. Our curricula extend beyond basic business acumen and theory – they include ample opportunities for applied learning and skills development that prepare graduates for today's job market, and career advancement. Our faculty have extensive industry experience to help you acquire the valuable hands-on experience you need to succeed. Whether your passion is marketing, public relations, accounting, human resources, supply chain, sustainable business management or financial planning, at Conestoga you will graduate with the knowledge and skills to kickstart your career.
We encourage you to contact us for more information about how the School of Business 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 soon.
Michelle Grimes, Dean
School of Business
Conestoga College Institute of Technology & Advanced Learning
Program Staff Contact Information
For a list of all full-time staff, faculty, Coordinators, and Chairs, please check the School of Business website contact list. In addition to the full-time faculty, other faculty will teach students in their program. This may include faculty from other schools and/or general education courses. Contact information for these faculty members will typically be provided on the first day of the course.
Student Success Advisors
Student Success Portal
As the health-care environment evolves in response to current challenges and opportunities, the need for dynamic Health Office Administrators is increasing to help facilitate optimal client care. The two-year Health Office Administration Diploma is ideal if you are interested in developing the medical base of knowledge, technical and administrative skills, and professional communication expertise required to take on more progressive responsibilities in today's health-care environments. Using a variety of current computer applications and a simulated work environment, you will learn to coordinate a variety of medical and wellness office and hospital functions required to support effective patient care. You will gain experience in triage, patient and staff scheduling, patient registration routines, medical billing, medical document production and editing, and interpreting and transcribing physician's orders. You will also develop strong therapeutic communication skills, and verbal and written communication skills required to communicate effectively with the diverse stakeholders in our health-care system.
Throughout the program, you will experience a strong emphasis on problem solving, critical thinking, professionalism, and compliance with industry privacy requirements. In addition to participating in a variety of health office simulations, you will have the opportunity to consolidate your skills in your final semester of this program in a seven-week (minimum 245 hour) unpaid work placement in a local health-care organization. Once you have graduated with this diploma, you will be well prepared for a variety of health administrative positions in organizations such as hospitals, LHINS, and medical, dental and wellness offices, long-term care homes, and insurance companies. As a Health Office Administration Diploma graduate, you may also apply for advanced standing into Conestoga College's Bachelor of Applied Health Information Science degree program.
Current Program Design
Full-time students are registered in a specific program design based on the year that a student begins in a 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. If a student does not graduate at the end of the designated semester for their original program design, the student is responsible for meeting any new program design changes in order to graduate.
Students can find their program design on the Student Portal by following the steps below:
- Log in to Student Portal
- Click on 'My Courses' tab
- Select 'View Progress Report' button
Courses are listed by level/semester. Please be aware that General Education electives are listed at the bottom of the student's progress report and indicate the specific level/semester in which they are to be completed.
Program Learning OutcomesThe following program learning outcomes identify what students will know and learn by the end of their program:
- Coordinate the completion of administrative and non-invasive clinical tasks and workflow using integrated health care knowledge and skills to meet deadlines and priorities in a variety of health care settings.
- Assess and respond to patient needs specific to the hospital context within scope of practice, incorporating awareness of medical priorities, availability of resources and attention to detail.
- Create and maintain health information to ensure compliant, confidential, secure, accessible and organized records and documents in health care settings.
- Integrate health care terminology and anatomy and physiology concepts to interpret and transcribe health care documents proficiently in support of client care
- Create, edit and produce business and health care documents, correspondence and reports accurately and proficiently using appropriate technologies and applications.
- Incorporate therapeutic communication skills and strategies in interactions with diverse clients, families, colleagues, the community and other members of the health care team.
- Produce accurate and timely financial and client billing records for a variety of health office environments through completion of the billing cycle ensuring compliance with external and internal regulatory requirements.
- Compile information from a variety of sources to produce educational documents and provide basic health care information to support positive client outcomes.
- Demonstrate professional conduct which adheres to current legislation, professional standards and expectations of the health care community.
Students in the Health Office and Medical Office programs should demonstrate:
- the physical ability to "touch type" to industry standards (NOTE: a graduation requirement)
- the physical ability to read and complete standard industry documents
- a strong interest and aptitude in computer applications
- a solid base of written, verbal and interpersonal communication skills
- the ability to produce work-related documentation to time-sensitive deadlines
General Education Electives
Students are required to complete General Education (Gen Ed) course(s). Gen Ed requirements are listed at the bottom of the progress report, which is found on the Student Portal. The progress report indicates the level/semester and the minimum hours that are required for the program. Students are responsible for adding Gen Ed course(s) into their schedule, in the designated semester. Eligible courses are approved and posted each semester by the Interdisciplinary department on the college website under 'Current Students', under 'Announcements'. For more information regarding Gen Ed courses, please contact the Interdisciplinary Studies department, firstname.lastname@example.org.
Graduates can expect to find employment in a variety of health facilities and organizations including hospitals, medical, dental, optometry and chiropractic offices, health clinics, community service agencies, and insurance companies. Athabasca University offers graduates a block of 45 out of 90 credits towards a post-diploma degree in Health Administration which is completed through distance education. Graduates of the Health Office Administration diploma who meet minimum GPA requirements will be eligible for advanced standing into the third year of Conestoga College's Bachelor of Applied Health Information Science (Honours) degree.
On average, 93% of graduates from the last three years (2017 to 2019) found employment within six months of graduation.
For more details on related occupations, job market information and career opportunities, see the Government of Canada website: https://www.jobbank.gc.ca/home
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. The committee meets several times a year to discuss the direction of the industry and improvements that can be incorporated into the program. This helps to ensure that what students are learning is relevant to their industry.
At the beginning of each academic year, the Coordinator(s) of the program will ask for student volunteers. The Coordinator(s) will select which student(s) will represent the program. The student representative(s) are expected to attend the meetings. Student(s) must prepare and submit a report based on guidelines provided by the Chair/Coordinator(s), which will be presented at the meeting. Student(s) are expected to be professional, dress in business attire and engage in discussions.
During the last 7 weeks (minimum 245 hours) of this program the student will be required to apply the knowledge and skills gained throughout the program through an unpaid work experience in a related occupational setting. In most cases, the student will work under the direction of an employer or preceptor. The student, once familiar with the workplace setting, will work independently at the discretion of the employer/preceptor. This workplace experience may include medical, dental, chiropractic, optometry offices, hospital clinical settings, long term care facilities, outpatient clinics, urgent care or walk in clinics and related positions in industry such as insurance companies.
Students are required to secure their own work experience placement with the exception of hospitals and major community organizations. In these environments, the Program/Placement Coordinator is responsible for the selection of students to these positions. In the case that more students request hospital/major community organization placements than there are placements available, the Program/Placement Coordinator, in consultation with the Health Office Administration faculty, will assign these placements based on the following criteria: academic strength, quality of work relevant to placement, communication, adherence to classroom/School of Business rules, and classroom attendance. Students will receive a detailed copy of placement criteria in their first semester.
There are specific health and safety requirements, required by law, which must be completed at the student's expense in order to be eligible for the work experience placement. These requirements must be completed by January of the fourth semester and may take up to 12 weeks to complete. Please note that these requirements are valid for 12 months only; therefore, the Program/Placement Coordinator will provide further details regarding the appropriate timeline. Failure to complete the following requirements by the designated completion date may result in the inability of the student to attend placement:
- Completed immunization records.
- Standard First Aid and CPR (Cardio Pulmonary Resuscitation)/AED (Automated External Defibrillator) HCP (Health Care Professional) certification.
- A clear (no criminal offences) Police Check for Vulnerable Sector Screening (VSS). To be eligible for placements, students must not have been convicted of any criminal offence for which they have not been pardoned. An unpardoned criminal record may result in the inability to participate in field placement and will jeopardize progress in the program. Students with criminal records are advised to meet with the program chair for academic counselling to determine program suitability.
- Students may be required to undertake at their own expense additional health and safety requirements specific to their placement environment. These distinct requirements will be communicated to students prior to the placement decision process.
This work experience is an unpaid mandatory part of the program design that is required for successful completion of the program.
Safety in the Workplace Course
All students who participate in unpaid work placements during the course of their program will be required to successfully complete the mandatory online Safety in the Workplace credit course prior to going out on placement. The course will provide students with an introduction to workplace hazards and general safety awareness.
Required Supplies and Textbooks
This program has been designated as an eText program. Please access details on the program specific webpage.
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 tuition, to increase their success within their program.
Awards, Scholarships and Bursaries
Conestoga has more than 400 awards, bursaries, scholarships and academic grants available to Conestoga students. These funds are made available to students through the partnerships Conestoga has established with local business and industry leaders.
Students must complete and submit the online General Application if they wish to be considered for an award, scholarship or bursary for which they meet the criteria. If students require assistance or detailed information while completing the online application, please contact Student Financial Services for assistance.
In addition, the School of Business hosts an annual award ceremony in April. This event recognizes the award winners from various Business programs. The awards ceremony gives students an opportunity to network with various donors and to celebrate their accomplishments. Further details regarding this annual event will be provided to students through their college email.
Pathways and Articulation Agreements Opportunities
The School of Business has a large number of pathways between programs. Program Coordinators and/or the Student Success Advisors (SSA's) are able to discuss pathway options that may be available to students. In addition, students are able to access the Career Hub and meet with a Career Advisor to help with career goals and pathway decisions.
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 in all classes is strongly recommended and is required for completion of any in-class assessments. Courses that are delivered in a classroom, on-line, remote, or in a lab setting, 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 cannot attend an in-class assessed item or meet a submission deadline date. Assessed items that contribute to final grades are defined as the following:
- Practical skill evaluations
- 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:
- Report their absence on their Student Portal prior to when the assessment is due.
- Contact faculty before the assessment begins or assignment is due, via college email. Students must include in the email their name, student number and reason for absence.
- Provide appropriate documentation as required immediately following their return to the college, before alternative arrangements can be made. Please note that appropriate 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 appropriate documentation when an assessed item is scheduled/due may result in a grade of zero for that assessment.
How to Report Absences on the Student Portal
- Log into the Student Portal and click on the 'Absence tab'.
- Indicate if there is an assessment scheduled on that day by clicking 'Yes or No', as well as the reason for the absence (illness or other).
- Click 'Continue' to report the absence.
- Click 'I agree' to confirm the absence.
- 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.
- 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.
- If a student is going to be present for any other classes on the day for which they recorded an absence, students must notify the faculty for the classes for which they are in attendance.
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.
Reasons for Absence
If a student is suffering from any condition that would impair their ability to perform their academic work or the nature of the health issue would also place other students/employees at risk, it is generally recommended that the student take a day or several days off until the illness is resolved.
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 Coordinator/Chair if necessary.
Any student who receives a summons for jury duty must submit the document to their respective faculty as soon as possible. The faculty will consult with the Chair 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.
Students are permitted by Conestoga policy to be absent from class to observe a recognized religious holiday. The student must seek accommodation for religious observances in writing within the first three weeks of the semester and prior to the date of assessment that falls on the religious holiday. Exceptions based on extenuating circumstances must be approved by the Chair.
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.
- 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.
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 assessments 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.
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 3-5 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 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 complete supplemental work 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.
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 available on 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 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, in coordination with the course outline, on a regular basis and note all key dates and deliverables.
Practices within a Course
- 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.), the respective weighting of each item toward the student's final grade and late submission rules.
- 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 two business days or less.
- Ensure course outcomes are covered in the assessment method.
- 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 final exams as indicated on the schedule posted on the college webpage under 'Current Students'. (Please note that the final exam schedule in all semesters is scheduled from Monday to Saturday of the exam week.)
- 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 documentation as required.
- 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 may be used for learning or instructional purposes. Faculty or technologists may request devices be put away when a safety issue or distraction occurs. Approved devices used for accommodations are acceptable. Unauthorized devices in a testing situation will result in an academic offence and a grade of zero.
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.
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 of Conestoga College. Faculty will provide more information relevant to the research requirements in the course. For further details regarding required citing and referencing, please visit Library Services on campus.
Assessments - Late Submission Rules
Each faculty member will inform students of their guidelines for submitting assessments. For example, a case study format may not be the same for all faculty. Each faculty member will inform students of their late submission rules within their Instructional Plan. 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.
Plagiarism will not be tolerated. Please review the Academic Offences Policy and Procedure. All members of the Conestoga community are responsible and accountable for upholding academic integrity. 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. A range of penalties may be applied based on whether it is a first or subsequent offence and on the severity from a grade deduction to suspension from the College. Incidents will be dealt with in a graduated manner, including a warning stage for minor first offences. Educational opportunities and supports are provided throughout the process.
Examples 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.
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. 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.
Examples of unacceptable behaviours may 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.
Please note that 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 for all college contact, unless otherwise directed.
If there are any issues accessing college email, please contact the IT department at:
email@example.com or by telephone at 519-748-5220, ext. 3444.
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 a student success advisor -Student
Success Portal (conestogac.on.ca) . If further action is recommended by the student success advisor, a meeting will be arranged with the Chair. Please note that formal academic appeals for assessments (worth 25% or greater) must be made within five business days of a grade being posted.
Student Representation – Conestoga Students Inc. (CSI)
Conestoga Students Inc. (CSI) and Conestoga agree that a student has the right to invite a member of CSI to a student and/or faculty meeting provided that 24 hours advance notice is given to faculty. This advance notice will ensure that all parties will have an opportunity to adequately prepare for the meeting.
Final examinations are usually held in the last week (Monday-Saturday) of all semesters. The dates for the last week of session are posted on the college website.
The final exam schedule will be posted in the final month of each semester, on the college website under 'Current Students'. Students are responsible for checking the School of Business exam schedule for dates, times, and room locations of their exams. It is strongly recommended that students double-check the schedule the week before exams begin for possible room or date changes. Students must be available during the entire examination schedule. Failure to attend an exam, without prior notification and valid documentation as required, may result in a grade of zero, (0%).
For remote and on-line exams, please consult with course faculty for further details.
The following rules apply to all testing situations:
- Students are required to bring their student ONE Card to all exams and are required to display it during the exam.
- For exams, faculty must send all full-time students without student ID cards to the ONE Card office ONE Card - Contact (conestogac.on.ca). Part-time students are not issued a student ONE Card and can use valid 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 exam.
- 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 may be 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 registered with Accessibility Services. Faculty reserve the right to request special accommodations for students, if required. For further information regarding Accessibility Services, please contact them directly.
Student Identification Requirements for Midterms and Final Examinations
Full-time and part-time students enrolled in a full-time program are required to obtain their ONE Card from the ONE Card office . ONE Cards are required as identification for midterm and final exams in all courses. Time missed from an exam while obtaining a ONE Card will not be added to the time allowed to complete the exam. Please note that students will be charged a replacement fee if they are obtaining a replacement ONE Card.
Part-time students not enrolled in a full-time program are permitted to provide valid government photo ID, such as a driver's license in place of a ONE Card as they are not eligible to obtain a ONE Card.
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 as required for their absence. Faculty will identify students who have provided appropriate documentation as required 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 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. If this occurs than one exam will be moved to the alternative exam date.
The School of Business 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 exam week. Please be sure to note dates, time, room number and correct section numbers.
- It is the student's responsibility to contact both of 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 week.
- It is the student's choice as to which exam will be written on the alternate exam date.
- The alternate exam date is usually scheduled on the Monday immediately following exam week.
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 is closed in an examination week, the exams 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 (e.g. 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. Students must record their absence through the Student Portal absence system prior to the time of the scheduled assessment. Emailing the faculty after reporting the absence is recommended. 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 the college website by 6:00 a.m. Notice of cancellation of evening classes, will be posted on the website by 3:00 p.m. (see College/Campus Closure Practice in the Student Guide for more information).
The safety of our college community is a top priority. Conestoga service a large area and it is recognized that conditions can vary widely within the region. Always exercise good judgement with respect to travelling during extreme weather, based on individual circumstances. public transportation, where appropriate, may be the safest option.
For remote and on-line exams, please consult with course faculty as campus closures may not affect scheduled exams.
Supplemental work is an opportunity for a student to clear a failing grade. Course outlines state if a course is eligible for a supplemental exam opportunity. Not all courses qualify for supplemental work.
Students must meet the mandatory conditions listed below to be eligible.
Students who complete supplemental work and receive a passing grade will have their final grade changed to the passing grade for the course, as stated on the course outline.
Students who do not pass the supplemental work will retain their original failing grade. Students will have to pay to retake the course to achieve a passing grade.
Supplemental WorkWithin seven days after the final grade for a course is posted, supplemental opportunities are administered by the School of Business faculty. This may vary for the fall semester due to the winter break.
Mandatory Conditions for Supplemental Work
Students must be currently registered in the course and meet the following conditions:
A student who is unsuccessful in one course in the final semester of their program who is:
- one course short from graduate status
and their final grade is 50% or more in the failed course
- and the course is not offered in the following semester
Then a student can enquire with their faculty if there is an option for them to access a supplemental opportunity. Supplemental opportunities will be at the discretion of the School of Business.
For more information visit the College Policies, Procedures, Practices and Guidelines webpage then click on the Academic Administration side tab and search for the document entitled Clearance of Academic Deficiency.
Students are advised to seek academic assistance directly from their faculty, Coordinator or student success advisors 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:
Students within the School of Business have the ability to access their timetable through the Student Portal. Students are able to add or drop courses, provided the course fits into their timetable, and there is space in the section they wish to join. The School has the right to maintain control over section sizes, class times and the room locations.
Students who wish to adjust their timetables for personal reasons (employment, family obligations, etc.) can do so themselves, if the courses/sections are available.
Timetabling assistance is available for adjusting timetables for academic requirements - firstname.lastname@example.org or Student Success Portal (conestogac.on.ca) . If a student is able to make the required changes on their own, they do not need to contact a student success advisor.
To support physical distancing on campus, full-time courses at Conestoga may be delivered Monday to Sunday, 8 a.m. to 10 p.m.
Full-time day students have access to all courses scheduled during the day that are part of their program design. Students do not have access to Continuing Education, OntarioLearn, or other courses outside of their program design. If a student wants to take one of these courses, they will be required to pay the fee for those courses, which is over and above their regular daytime tuition fees.
Students registered into a one or two year Ontario College Graduate Certificate or the two-year Public Relations diploma program are provided with a prearranged conflict-free timetable. These timetables are created based on a variety of factors such as section sizes, number of sections created, room availability, etc. with limited opportunity for adjusting timetables for any personal requirement.
Students who attempt to alter their original timetable on their own incur the responsibility of losing their seat in a required course. Students must drop a course before they can add a different course to their timetable. However, once a student drops a particular course, that course will be made available to other students to select, which may result in the course registration closing for that section. When a course is full, the student will no longer be able to access space in that course. If there are no other sections available in that course and the student cannot get back into the dropped section, they will be unable to take that course in that semester. It is always best to consult with the Program Coordinator and/or a Student Success Advisor before dropping any courses.
Program block changes are also available in some programs, if there is space within the block the student wishes to join. Course sections and blocks that are full are not accessible to students.
Course Based Registration
Course-based registration allows students to build their timetable by selecting preferred course sections (day/time/faculty) independently. Course-based registration is available for the following programs;
- One-year Ontario College Certificates
- Select one-year Graduate Certificates
- Two-year Ontario College Diplomas *(excluding the Public Relations program)*
- Three-year Ontario College Advanced Diploma
Schedule Builder is an online self-serve tool to assist students in planning their timetable. It allows students to graphically view schedule options, choose desired courses, save preferences, and enroll in the timetable of their choice based on availability. The schedule builder arranges selected courses into conflict-free timetable options and displays them in an easy-to-read weekly schedule.
Students must review the course-based registration information and watch the video explaining Schedule Builder on the college website. Further information on how to use the schedule builder and FAQs regarding course-based registration are also located on the college website.
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 one year in advance. Please note that Continuing Education courses may have different start dates and exam dates for courses.
Students have access to review all start/end dates 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. This information is available 24/7 on the student portal.
The Final Exam schedule for the School of Business is posted on the college website each semester approximately 3-4 weeks before the end of the semester. Students are responsible for reviewing the schedule and checking for updates/changes prior to the start of exam week.
Please note students who start first semester of a program in the winter (January - April) are scheduled to continue second semester in the spring (May - August).
Academic Standing Decision and Promotion
A student's academic achievement is based on the promotion guidelines established by the program. An academic standing decision is assigned by the Program Coordinator to the student record indicating progress, promotion, probation, discontinuation or graduation. These decisions are made at the end of each academic semester until the program is completed. The Program Coordinator and/or Student Success Advisors are available to discuss academic standing, progress planning and eligibility 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 current program design.
Students registered into a full-time program are registered into a specific program design, tied to the academic year in which they start their program. Students can reference their specific program design through the Student Portal, under the My Courses tab, by clicking the progress report button.
Students actively registered in a full-time program who take longer than the prescribed program length are responsible for completing any new or additional courses that may result due to changes in the program design.
- One-year certificates are two semesters in length
- Two-year diplomas are 4 semesters in length
- Three-year diplomas are 6 semesters in length
- One-year graduate certificates are two semesters in length
- Two-year graduate certificates are 4 semesters in length with a 4 month scheduled break between levels 2 and 3.
Program designs list courses in specific levels in order to assist students in choosing the courses required. It is recommended that students enroll in courses listed in the level in which the student is currently registered in, based on their program design. Some courses in higher levels require previous courses to be completed as a pre-requisite. Students will be promoted to the next level of study in their program when they have met those requirements.
Academic decisions are made at the end of each semester of the program, until the program is completed. Students will be advanced to the next level if the required courses have been successfully completed.
Students who are missing significant courses from any level, especially pre-requisite courses, may not be advanced into the next level or they may be discontinued from their program if the student has a total of 5 or more failures in their current program. Students may be limited in their course selection until they successfully complete the required pre-requisite courses for the program. An academic plan can be created to assist students with getting back on track in their program. Please consult with the Program Coordinator and/or Student Success Advisor to create an academic plan if required.
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. Students may be able to sign up and take one or more failed courses through Continuing Education; either online, or in a traditional classroom setting. Please consult with the Coordinator and/or the student success advisor for an academic plan to clear failed courses.
Academic ProbationWhen a student is carrying three to four failed courses in the program in which they are registered, the student will be placed on academic probation at the end of each academic semester. Students on academic probation will be monitored by their Program Coordinator.
Students will remain on academic probation until all but two outstanding failures in their program have been cleared. While on academic probation, the student must meet with their Coordinator or Student Success Advisor prior to the beginning of each semester to establish an academic plan. This will provide better opportunities for the student to be successful.
Students will continue to be on academic probation as long as they have more than two outstanding failed courses. If a student has five or more outstanding failed courses, they will be discontinued from full-time studies in their program.
A student may be discontinued from their program by the School of Business for either academic or non-academic reasons, as set out in the Discontinuance Procedure. Discontinuance decisions for academic reasons are made at the end of each academic semester. A student with five or more outstanding failed courses in their current program will be discontinued from full-time studies.
Students who wish to terminate their studies must officially withdraw from their program by electronically submitting a Withdrawal Form, found in the Student Portal under the "Services" tab, "My Forms" sub-tab. 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.
Re-admission to a Program
A student who has been discontinued for academic reasons from the School of Business, will only be considered for re-admission into their program if:
- The student has cleared all but two of the outstanding failures, or
- The student has been out of the program for one academic year
Students who have been discontinued from the School of Business must meet with the Coordinator and/or Student Success Advisor to discuss the student's plan to return to full-time studies. An academic plan will be prepared and a learning contract will be completed before the student's application for re-admission will be considered.
Students are strongly encouraged to clear their failed courses first. Students do not need to clear failed courses that are not part of their current program design. Any failed courses that are no longer part of the current program design will not be counted towards the total number of failures that a student is carrying forward. Students are strongly encouraged to consult the program coordinator or student success advisor for a specific personal re-admission strategy.
Student Timetabling Assistance
Students who are out of sync with their program design may require assistance in planning and selecting courses for their next semester in order to meet program requirements. Student Success Advisors are available throughout the academic year to meet with students to review their course and program options. Please contact: Student
Success Portal (conestogac.on.ca) for assistance.
Listed below are some examples of circumstances where a student may request asstance:
- Courses were completed out of order from the program design
- Students transferred from another program or school
- Dropped, failed or completed a course load less or more than the recommended program design
College-wide Policies and Procedures
Student Protection Acknowledgement
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 Offences Policy & Procedure
- Clearance of Academic Deficiency Policy & Procedure
- Convocation Procedure
- Co-operative Education Policy
- Discontinuance Procedure
- Evaluation of Student Learning Policy & Procedure
- Grading Procedure
- Program and Course Withdrawal and Refund Procedure/International Student Withdrawal and Refund Procedure
- Readmission Procedure
- Religious Holiday Policy & Procedure
- Student Rights and Responsibilities Policy & Procedure
- Student Feedback Policy
- Student Fees Policy & Student Fee Invoicing and Payment Procedure
Students must follow all of the policies and procedures for Conestoga College and it is expected that faculty will accept, fulfil and enforce these standards.
The Student Engagement Department is here to help you transition to the Conestoga College experience, connect with your community, and build your skills.
Start your college experience by completing Conestoga 101 (CON0101) on eConestoga, a mandatory course for all new full-time students that will take you approximately one hour to complete. CON0101 provides an overview of the supports, services, and opportunities available to you throughout your time at Conestoga. Make sure you complete it early on in the term, as it contains valuable information that will help you transition to Conestoga.
General Education / Interdisciplinary Electives
School of Interdisciplinary Studies
The purpose of diploma General Education electives and Interdisciplinary electives is to provide graduates with the skills and knowledge to succeed not just in their chosen career fields, but in all life paths. Working collaboratively with your program, diploma General Education and degree Interdisciplinary elective courses cultivate 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.
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, formal and informal education, non-formal learning or other life experiences. Prior learning must be measureable at the required academic level and meet Conestoga standards of achievement for current courses.
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.
Students who want to transfer to a different program within the School of Business may do so by:
- Completing and submitting an Ontario College's application if applying to level 1 of a program; or
- Completing a Conestoga College Advanced Standing program application form if applying to level 2 or beyond.
Prior to completing an application form, it is recommended that the student meet with the Program Coordinator or Student Success Advisor.
If a student is applying to transfer to a School of Business program, level 2 or above, the student must successfully complete all first semester courses from their current program that will transfer into the new program.
If transferring to a program outside the School of Business, 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 achieved.
Course Add/DropStudents 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.
Extra course fees will apply for additional courses (above the normal course load for the session). Part-time students will be expected to pay for courses at the time of registration.
Students who are on Academic Probation may have additional restrictions placed on course registration/enrollment. Please refer to the program co-ordinator and/or the chair of the program with any questions.
By adding/dropping courses, the student's status (full-time/part-time) may be affected. For students receiving financial aid, a status change may affect the student's entitlement. (It is the student's responsibility to consult with Student Financial Services for clarification.)
- The Course Add/Drop Form (available here or from the program co-ordinator) must be completed with all the required signatures.
- The student is required to meet with the program co-ordinator or chair to discuss the course load and for approval to add or drop courses. Normally, this is done at registration or by the deadline dates for the session. See Academic Dates.
- The signed form must be presented or sent to the Records Officer for processing. Requests for adding a course will be processed only if space is available, applicable pre-requisites are met and no timetable conflicts exist.
Note: A course may be repeated in the case of a failure or to improve competency or upgrade a mark. However, the original mark remains on the student record.
Withdrawal from Program
Withdrawal from a program can be completed by filling out a withdrawal form and submitting it to the registrar's office. It is advised that a student meet with their Coordinator and/or Academic Advisor prior to submitting the form. Deadlines for withdrawing from a program, with/without an academic penalty or with/without a refund, are posted on the Student Portal, under the 'My Courses' tab. Students must hover their mouse over the calendar icon beside the course to see the start/end date and the drop/refund deadlines.
Student feedback is an essential component of our continuous improvement process. Our opportunities for student feedback include:
Key Performance Indicators
All college programs in the province are evaluated using Key Performance Indicators (KPIs) through the Ministry of Colleges and Universities (MCU). This Student Experience 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 forms give teachers and academic managers valuable information to use for the improvement of teaching at Conestoga.
The SAT process has two components: the Early Course Check-in and Full-SAT. The Early Course Check-in is 5 questions, occurs during week 5 of classes and provides early feedback to faculty about the student experience within their classroom. The Full-SAT is 44 questions and occurs late in the semester; a summary of the results goes to the faculty menber and their academic manager. Typically about one-quarter of the faculty is appraised per term. All full-time faculty have a SAT review at least once every two years. Part-time faculty may be reviewed more frequently. Continuing Education students may have an opportunity to complete a SAT form during their Continuing Education course.
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.
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.
Academic Delivery Plan and College Hours
Academic Delivery Plan Fall 2021
In response to the COVID-19 pandemic, Conestoga has developed an academic delivery plan for the Fall 2021 semester. The safety and well-being of our college community remains our highest priority. Our academic plans and decisions continue to be based on the advice of public health authorities.
Some programs will be delivered in a hybrid format (a combination of remote and on-campus learning). Other programs will be delivered in a remote format only. Courses in which remote delivery is not possible will be offered entirely through on-campus delivery.
For the Fall, only students who have classes scheduled on campus will be pre-approved to be on-campus. Students need to complete a mandatory pre-approval process before they can attend their class. Students who do not have scheduled activity are not permitted on-campus. Support services for students will continue to be available remotely.
For the Fall 2021 semester, to support physical distancing on campus, full-time courses at Conestoga are delivered Monday to Sunday, 8 a.m. to 10 p.m.
Program courses may use web-based services with data centres outside of Canada. Students may be expected to complete assessments where information is transmitted outside of Canada. Students who do not wish to submit their information to other countries have the right to opt-out. It is the responsibility of the student to notify the instructor if they, in the first week of term or at the time assignment details are provided, wish to submit an alternate assignment.
Course examinations may be administered through a remote proctoring service to assure academic integrity. Ensure that you meet the system requirements that will allow the recording of your computer screen, webcam, and microphone.
Attendance at Evaluations
Working Together to Plan Your Success
Your success matters! As an emerging professional, it is important that you demonstrate the same professional attitude to your program that you will be required to demonstrate to your future workplace. Regular, punctual attendance, and active participation in scheduled classes, field and clinical placements, labs and any on-campus and off-campus activities scheduled by your program will help you to understand and master the learning complexities of your program.
If extenuating, unplanned circumstances require you to miss a class, please note that it is your responsibility to follow up with individual faculty members and to acquire any missed information.
Attendance for Evaluations
Evaluations are critical components of each course and your overall success in your program. An evaluation is defined as a test, exam, presentation or any other formal assessment that contributes to your course mark that requires your presence, in class or on-line. Please note that in many programs across the College, every field placement, clinical day, and lab/shop day is considered crucial to your overall learning and success and the expectation is that you attend. If you are in a program that includes field or clinical placements, labs/shops, or any other on or off campus activities, it is essential that you discuss attendance requirements with your program faculty in order to understand expectations and consequences.
Your attendance for all evaluations is a requirement. If there is a concerning pattern of absence from evaluations across your program, you may be asked to meet with the Program Coordinator and/or Student Advisor to discuss strategies for success.
While circumstances such as religious holidays and academic accommodations may necessitate rescheduling of evaluations and will be accommodated, please note that there will be no special arrangements made for rescheduling evaluations due to personal conflicts such as work or vacation plans.
In order to facilitate a smooth implementation for all scheduled evaluations, both you and your program faculty have responsibilities which are listed below:
- To communicate all course obligations to you at the beginning of each semester through the Instructional Plan, including evaluation and presentation dates.
- To communicate, in writing, any unplanned extenuating circumstances involving the college, the program or the faculty members that may require changes to the course schedule.
- To provide alternative evaluation arrangements for missed evaluations/work due to recognized religious holidays as defined by the College Employer Council and documented accommodations through the Accessibility Office.
- To accept alternative evaluation requests in good faith and examine based on the unique circumstances and students' individual needs.
- To facilitate alternative evaluation arrangements as described below.
- To be informed about all course obligations and due dates.
- To inform your faculty member in writing of the need to reschedule evaluations due to a religious holiday as defined by the College Employer Council.
- If you have to be absent from any scheduled evaluation, report your absence on the Student Portal using the procedure below. You must do this prior to the start of the evaluation or risk receiving a mark of zero.
How to Report Absences on the Student Portal
- Log into the Student Portal and click on the 'Absence tab'.
- 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).
- Click 'Continue' to report the absence.
- Click 'I agree' to confirm the absence.
- You will receive a confirmation email that your absence has been recorded.
Important! Please note the following:
- The earliest you can record an absence for a particular day, is after 8:00 p.m. the day before. You must report each day you are absent.
- The Absence Recording System will show you as being absent for the day, starting from the time that you recorded the absence. For example, if you record your absence on a specific day at 11:00 a.m., the system will show you as being absent for all classes starting after 11:00 a.m. that day.
- If you are going to be present for any other classes on the day for which you recorded an absence, please let the faculty member know by attending or following up by eConestoga or college email.
- When you return to campus, make eConestoga or email contact immediately with the faculty member associated with the evaluation you missed in order to arrange appropriate follow up.
Valid Absence from Scheduled Evaluations Less than 20%
Conestoga recognizes that unexpected circumstances such as brief illness do arise during the semester and that a visit to a health practitioner may not be necessary. A valid absence from a scheduled evaluation worth less than 20% of the final grade which is not documented through the Accessibility Office or previously arranged due to religious holidays, will be accommodated once per course during the semester, subject to proper communication as described in the Student Responsibilities section above. If the evaluation cannot be rescheduled, (for example an experiential activity, lab or participation in a group presentation) reallocation of marks to another evaluation item will be determined by faculty and communicated to student via email to their eConestoga or college email address, or documented on an interview record and signed off by both faculty member and student.
Absence from additional scheduled evaluations worth less than 20% in the same course may require documentation for verification.
Valid Absence from Scheduled Evaluations 20% or More
Absence from scheduled evaluations worth 20% or more of the final grade that are not documented through the Accessibility Office or arranged due to religious holidays, will require appropriate documentation for verification, subject to proper communication as described in the Student Responsibilities section above.
Alternative Evaluation Arrangements
- Faculty members will determine alternative evaluation arrangements as appropriate.
- Students will complete any necessary forms.
- Students are required to complete the alternative evaluation as scheduled. If an evaluation cannot be rescheduled (for example an experiential activity or participation in a group presentation) reallocation of marks will be determined by faculty and communicated to student via eConestoga or college email or documented on an interview record and signed off by both faculty member and student.
Program Handbook Revision Log
- July 2021
- June 2020
- June 2019
- June 2018
- June 2017
- June 2016
- June 2015
- June 2014
Conestoga's Accessible Learning services provide support for students with permanent and temporary disabilities who feel they are encountering barriers to learning. They work with students to understand the impact of a disability in the college environment and will help develop a success plan that considers student goals and required academic accommodations. Accessible Learning will also communicate necessary accommodations to professors on behalf of the student.
To consult with an Accessibility Advisor about accommodations please make an appointment by emailing email@example.com or calling 519-748-5220 ext. 3232.
Exceptions for non-accessibility focused issues need to be consulted on with your professor. Final approval for exceptions unrelated to academic accommodations rests with the program chair.