Health Office Administration
2022/23 | 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 Academic 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 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 details and other important 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, if any, through college email. Program handbooks are updated yearly, and students must check their program handbook 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.
If there are any questions or concerns regarding the content in this handbook, please contact the School of Business, at firstname.lastname@example.org.
We wish you all the best in your studies!
The Dean's Welcome
Welcome to the School of Business! You're on your way to a successful career as a business professional.
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.
The world of business evolves rapidly, as do our programs. Our curricula extend beyond basic business acumen and theory to 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.
What you do here…counts out there – and what you do in our School will prepare you for an exciting future as a business professional.
Michelle Grimes, Dean
School of Business
Conestoga College Institute of Technology & Advanced Learning
Program Staff Contact Information
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
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
Program Advisory Committees (PACs)
Program Advisory Committees (PACs) provide the necessary link between Conestoga and the community it serves. PACs operate in an advisory capacity to Conestoga administration with the objective to keep Conestoga responsive to current and future workforce needs, trends or opportunities in industry and the marketplace.
All post-secondary education programs of study at Conestoga, both full-time and part-time, which lead to an employment related credential, or are approved by the Ministry of Colleges and Universities (MCU), will be associated with a PAC, with the exception of apprenticeship and pre-apprenticeship programs. For any program not leading to an employment related credential, such as foundation programs, PACs are optional.
At the beginning of each year, the coordinator(s) of the program will ask for student volunteers. The coordinator(s) will select which student(s) will represent the program at PAC. Student attendees are important members of the PAC and are expected to be present at all meetings and are responsible for preparing and submitting a report based on guidelines provided by the program coordinator.
Students who participate in PACs will receive credit on their Co-Curricular Record (CCR) . Your CCR is an official document, complementary to your academic transcript, which recognizes and records learning that you have achieved through approved Co-curricular experiences at Conestoga.
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 Texts
Please see course outlines and instructional plans for details on course supplies and textbooks. Please also ensure that you have a computer that meets the appropriate Program Device Requirements, available at the Program Device Requirements webpage.
Required supplies, textbooks and other materials for a course are listed on the course outline. Students are responsible for purchasing other supplies, etexts or hard-copy texts as required by the course. Get your personalized booklist through the Conestoga College Bookstore.
Degree Completion Opportunities Program Specific Pathways and Articulation Agreements
Credit Transfer, Pathways & PLAR
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 at: email@example.com.
The Credit Transfer Policy and Procedure are available on the college website.
If you are currently a Conestoga student and want to continue studying at Conestoga, there are a number of different pathway opportunities available to you.
Whether you wish to transfer to another program or apply to a new program after graduation, Conestoga has established pathways, to help you meet your goals.
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.
For more information regarding pathways at Conestoga, contact the Credit Transfer Officer at 519-748-5220 ext. 2166.
Attending post-secondary and completing studies can be exciting, but at the same demanding. Juggling school and life will no doubt be stressful at times. Stress is a normal aspect of life. How you handle stress can make a difference. If you're feeling overwhelmed at any time, talking to someone helps! A conversation with your Faculty or Program Coordinator can help identify and alleviate stress associated with assignments or course content. For more serious stress-related issues, Conestoga also offers free counseling services to students.
If your stress is caused by health issues that are getting in the way of your academics, notify Faculty, and seek help as soon as possible.
College Email Communication Requirements
Conestoga College student email accounts are used for all official communication with students. All students and Faculty are assigned a Conestoga e-mail account. Students are expected to regularly check their student email accounts.
Faculty and staff are only expected to communicate through your educational/professional profile as it relates to a specific course project and or assignment. All official course information is to be communicated through the use of Conestoga College e-mail.
If you experience issues accessing your college email, please visit the IT support page for assistance.
Lectures, labs and the interaction that happens in the classroom, whether on campus or online, are the most important source of the knowledge that will allow you to succeed in the program and, eventually, in your career. The course texts and lecture slides that may be shared with students constitute only a fraction of the learning that is made available in this program. Attendance in all classes is strongly recommended and is required for completion of any in-class assessments.
Attendance at scheduled tests and exams is mandatory. Failure to attend will result in an automatic F grade on the test or exam, unless the absence is:
- Due to a medical illness, with completion of reporting the absence on the Student Portal
- Due to an accident, with submission of a police report
- Due to a death in the immediate family, with a copy of the death certificate required.
The faculty member must be immediately notified and the proper documentation must be presented prior to the start of the next meeting of the class where required. Please see
the Attendance At Evaluations Section for more details.
Practices within a Course
- 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.
- Submit coursework in the requested format, described by the faculty member in the rubrics or guidelines, by the specified deadline.
- Report absences for class and/or assessments in advance, and provide documentation when required
- Advise faculty of circumstances that would prevent the completion of assessments, prior to the deadline, and provide documentation as required.
- Review notes and materials in eConestoga for any missed classes or lessons.
- Fully disclose and completely reference all sources used in submitted course assessments and uphold the College's Academic Integrity requirements.
- Use and monitor Conestoga email to communicate with faculty, not personal email or eConestoga, unless directed otherwise by faculty. Ensure all emails sent to other students, faculty, or staff are written in professional business language. Abusive/inappropriate language will not be tolerated.
- Practice professionalism with peers, faculty, College employees, employers and others.
- 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 48 hours.
- Ensure course outcomes are covered in the assessment method.
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 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.
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.
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 contact Library Services.
Assessments - Late Submissions
Each faculty member will inform students of their guidelines for submitting assessments and any late submission rules in 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 in advance of the due date. Approval of the request is at the discretion of the faculty member.
What is Academic Integrity?
Having academic integrity means acting fairly and honestly when engaging in academic activities.
By having and applying an Academic Offences Policy and Procedure, Conestoga ensures graduates complete their studies fairly and honestly through hard work and dedication, and thus are well-prepared for their future careers.
Conestoga facilitates access to print, media, and electronic resources to support and enrich learning, teaching, and research in compliance with the following:
Plagiarism is submitting or presenting work of another person(s)/organization in whole or substantial part as one's own without proper citation and referencing.
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. For in-person exams, the final exam schedule is posted on the college website approximately one month prior to the start of exam week
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 online exams, please consult with course faculty for further details.
Faculty will review testing and exam expectations with students ahead of the test or exam date. Full-time students should be prepared to present their OneCard for identification; part-time students may show any form of government-issued ID (passport, driver's license, etc.).
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.
All tests and examinations must be written on the dates and at the times scheduled. It is recommended that students plan ahead and ensure they are available during Week 15 for examinations. 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. Scheduling of employment or vacations are not valid reasons to permit a student to write at an alternate time. Please see Attendance at Evaluations section for more information.
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, which typically occurs on the Monday immediately following Exam Week.
In the event of an exam conflict, students must:
- Contact both 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.
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 in advance, or as soon as possible. Please refer to the Attendance at Evaluations section for more details. Students must record their absence through the Student Portal and email faculty. Students who fail to provide 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 College services 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 online 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 assessment opportunity. Not all courses qualify for supplemental work.
Students must meet the mandatory conditions listed below to be eligible. Supplemental opportunities must be registered with the College; fees may apply.
Students who successfully complete supplemental work will have their final grade changed to the passing grade for the course, as stated on the course outline.
Students who do not successfully complete 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 who are not registered in a program that uses Course Based Registration will be provided with a prearranged conflict-free "block" timetable. These timetables are created based on a variety of factors such as section sizes, number of sections created, room availability, etc..
Students in a block-scheduled timetable are able to add or drop courses via their Student Portal, provided the course fits into their timetable, and there is space in the section they wish to join. Program block timetable 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. Timetabling assistance is available for adjusting timetables for academic requirements. Email firstname.lastname@example.org if you require support building your timetable.
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.
Course Based Registration
Course-based registration is used by certain business programs that run at the Kitchener-Doon campus. Students build their timetable by selecting preferred course sections (day/time/faculty) using Schedule Builder; an online, self-serve tool that helps you plan your timetable.
Schedule Builder allows you to view schedule options, choose desired courses, save preferences and create a timetable based on the courses and times that work best for you. It arranges selected courses into conflict-free timetable options and displays them in an easy-to-read weekly schedule.
Student should review the information posted on our course-based registration website and watch the instructional video. Students can e-mail email@example.com for further support. 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.
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 that Continuing Education courses and Apprenticeship programs may have different start dates and exam dates for courses.
Course Add/DropStudents may add/drop courses through the student portal when timetables are made available - if their program allows it. 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 Change Request Form on the student portal, is required. Additional assistance can be accessed by connecting with a Student Success Advisor via the Student Success Portal or by contacting the School of Business, at firstname.lastname@example.org.
Students who are on Academic Probation may have additional restrictions placed on course registration/enrollment. Please refer to the program coordinator and/or the student success advisor 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 Change Request Form (available on the student portal) must be completed and submitted on-line through the student portal.
- The student can meet with the program co-ordinator or student success advisor to discuss course load. This process needs to be completed by the deadline dates for the session. See Academic Dates.
- Requests for adding a course will be processed only if space is available in the section requested, 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.
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. Academic decisions are made at the end of each semester of the program, until the program is completed. Students can reference their specific program design through the Student Portal.
Program designs list courses in specific levels to assist students in choosing the courses required. 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 if they have met those requirements.
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.
Students who are missing significant courses from any level, especially pre-requisite courses, may be placed on probation and will 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.
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. Some courses are a pre-requisite for a subsequent course. Student Success Advisors are available throughout the academic year to meet with students to review their course and program options. Please book an appointment via the Student Success Portal for assistance.
Clearance of Failed Courses
A student can work towards correcting failed course(s) by retaking those courses as soon as possible. Students may be able to sign up and take one or more failed courses at an additional fee. Please consult with the Program Coordinator and/or a Student Success Advisor for an academic plan to clear failed courses.
A Gen Ed elective may be cleared by passing another Gen Ed elective.
A Program Option (in years 3 and 4) may be cleared by passing another Program Option.
A non Gen Ed course that is no longer part of the program design can be cleared by passing another pre-approved business-related course.
When a student is carrying three or more 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.
A student may be discontinued from their program by the School of Business for either academic o r 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 from any semester 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, and "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; or
- At the discretion of the School.
Once the student has met a minimum of one of the above criteria, then the student must re-apply to the program. If the student is re-applying to year one, level one, they must apply through Ontario Colleges. If the student is re-applying to level 2 or beyond, they must submit a completed Conestoga College Advanced Standing program application form to the registrar's office and pay the application fee. Re-admission to a program is not automatic. In all cases, re-admission to programs in the School of Business will be at the discretion of the School.
Students who have been discontinued from the School of Business must meet with the Program 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. Students are strongly encouraged to consult the program coordinator or student success advisor to discuss a re-admission strategy.
GraduationStudents are eligible to graduate upon completion of all academic requirements in their program of study, including co-op/work placements if applicable. 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 actively registered in cohort delivered programs who take longer than the designed program length of time to complete their studies are accountable for completing any new or additional courses that may result due to changes in the program of study. Students who complete their program after the regular scheduled completion date are required to fill out an application to graduate form and submit it with payment to the registrar's office. Students who are discontinued or have withdrawn and then return to the college will be placed in the current program design and must meet all requirements to graduate.
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 Expectations for Online Engagement
- Student Feedback Policy
- Student Fees Policy & Student Fee Invoicing and Payment Procedure
- Student Rights and Responsibilities Policy & 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 ElectivesStudents are required to complete General Education elective courses as part of their program requirements. General Education elective course requirements are listed at the bottom of the progress report, which is found on the Student Portal under My Courses. The progress report indicates the level/semester in which the course must be taken. Students are responsible for adding General Education electives into their schedule for the designated semester. Eligible courses are posted each semester by the School of Interdisciplinary Studies on the College's elective website. For more information and to view the current elective course offerings, visit https://www.conestogac.on.ca/electives/diploma. Questions regarding General Education electives can be directed to the School of Interdisciplinary Studies: email@example.com
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 10 of classes and provides early feedback to faculty about the student experience within their classroom. The Full-SAT is 43 questions and occurs late in the semester; a summary of the results goes to the faculty member 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.
Academic Delivery Plan and College Hours
Academic Delivery Plan Fall 2022
In response to the COVID-19 pandemic, Conestoga has developed an academic delivery plan for the Fall 2022 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.
Back on campus
We look forward to continuing to welcome students back in person and on campus for the fall term. There are three ways in which programs will be delivered:
Hybrid: You will be required to attend in-person classes at your assigned campus. Most class hours will be delivered in person, with a few hours delivered remote/online.
On campus: You will be required to attend in-person classes at your assigned campus. All class hours will be delivered in person.
Remote: Remote programs will be delivered fully online. There will be no in-person classes.
Details regarding classes and delivery formats will be provided in your program schedule (timetable).
Full-time courses at Conestoga are typically delivered Monday to Saturday, 8:00 a.m. to 10:00 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.
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 are subject to proper communication as described in the Student Responsibilities section above.
Alternative Evaluation Arrangements
- Faculty members will determine alternative evaluation arrangements as appropriate. During the pandemic, on-campus Test Centres will be closed.
- 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.
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.
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.
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 firstname.lastname@example.org 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.
Program Handbook Revision Log
- June 2022
- July 2021
- June 2020
- June 2019
- June 2018
- June 2017
- June 2016
- June 2015
- June 2014