Purposde and Scope

This policy establishes attendance requirements for all students enrolled at our institution. Regular attendance is essential for academic success and the development of professional skills and habits expected in the workplace. This policy aligns with the Private Training Act requirements and StudentAid BC guidelines for institutions in British Columbia.

Definitions

• Theory/Classroom Hours: Instructional hours delivered in a classroom setting or through synchronous online sessions
• Lab & Simulated Skills Hours: Practical components where students practice skills based on learned theory
• Work Experience Component: Clinical placements, preceptorships, practicums, or co-op experiences
• Learning Management System (LMS): Online platform used for course delivery and tracking
• Learning Contract: Formal agreement outlining specific actions a student must take to recover from absences

Class Structure and Student Responsibilities

• Classes typically consist of one 4-hour session each day, with in-class assignment time when possible. Some programs may have a single session of 5 hours or more each day, as determined at enrollment.
• Work experience components typically consist of one 8-hour daily session, resembling a full-time job.
• Class schedules will be provided during enrolment. All listed course hours will be covered.
• Students are responsible for:
  • Maintaining their own attendance records and monitoring their compliance with policy requirements
  • Making up any missed time according to institutional guidelines
  • Collecting any handouts, notes, or materials distributed during missed classes
  • Completing all assignments and assessments by their due dates regardless of attendance
• Instructors are available for extra help during in-class assignment time and by appointment outside of class time.

Minimum Attendance Requirements

Theory/Classroom Components: Students must attend a minimum of 80% of the scheduled hours for each course.

Lab & Simulated Skills Hours: Students must complete 100% of all scheduled lab and simulated skills hours.

Work Experience Components: Students must complete 100% of all clinical placement, preceptorship, practicum, or co-op hours.

Weekly Requirements: Full-time students must complete a minimum of 20 course hours per week. Some programs may require additional weekly hours, as determined at enrollment.

Program-Specific Requirements: The specific minimum hour requirement will be determined on the enrolment contract at the time of signing.

Attendance Tracking

• Students can scan their Student ID cards at the beginning and end of each class session using our Student Information System (SIS) to track attendance. The instructor will also take roll call to confirm all students are present in class.
• For online/remote sessions, attendance is recorded based on hours logged in the LMS.
• These records form part of the student's permanent file and are subject to audit by government agencies, sponsoring agencies, or their designated agents.

Online/Remote Learning Components

(Only applicable to programs or courses with remote learning components)

• Students are responsible for logging required hours in the LMS.
• Logging hours alone does not constitute completion of coursework. Hours logged need to be in sync to program progress.
• All online assignments and assessments must be completed by established deadlines.
• The same attendance percentage requirements apply to online components.

Failure to Adhere to Minimum Requirement.

Theory/Classroom Components

• Attendance: Students falling below the 80% attendance threshold must initiate contact with their instructor to develop a plan to make up missed content.
• Continued failure to meet attendance requirements may result in probation and possible dismissal from the program.

Lab & Simulated Skills Hours

• Any missed lab & simulated skills hours must be arranged by the student outside of the regular class schedule.
• Make-up sessions depend on instructor and lab space availability.
• Additional charges may apply for make-up sessions at the student’s expense.
• Failure to complete 100% of required lab hours will result in the grade of “Not Satisfactory”, which will prevent program progression.

Work Experience Component

• Any incomplete hours in the work experience component must be arranged by the student outside of the regular schedule.
• Completion depends on placement site availability, staffing, and instructor availability.
• Should an instructor be required to be on site for the work experience, it will be at the student’s expense.
• This will only apply should the absence not be attributed to extenuating circumstances.
• 100% completion of work experience hours is mandatory for graduation.

StudentAid BC Requirements

• Current StudentAid BC policy requires withdrawal of funding for students who:
  • Miss two consecutive calendar weeks of study (except during permitted year-end breaks)
  • Drop below 60% attendance (40% for students with a disability) for three consecutive calendar weeks
  • Miss sufficient hours that program completion becomes impossible
• Please note that students who withdraw twice while receiving B.C. student financial assistance will be ineligible for further funding.

Progressive Intervention

1. Informal warning
2. Formal warning
3. Probation with learning contract
4. Dismissal from program

Process for Reporting Absences

• Students must provide advance notice of absences whenever possible.
• Notification should include:
  • Student name and program
  • Date(s) of absence
  • Reason for absence
  • Plan for making up missed work
• For medical or emergency absences, supporting documentation must be provided upon return.
• Documentation becomes part of the student record but does not exempt the student from making up missed hours.

Recovery from Absences

• Students are solely responsible for making up missed content and hours.
• For theory components, students should:
  • Access recorded sessions through the LMS when available
  • Complete all assigned work
  • Schedule time with peers for collaborative assignments
  • Review course materials independently
• Students are encouraged to be proactive in seeking support from their instructors regarding any content or assignments related to missed classes. Open communication is vital for ensuring a comprehensive understanding of the material and for addressing any questions or concerns that may arise.
• In the case where a student has missed more than 5 consecutive classes or is unable to successfully recover from their absence, such as participation in exams, they must refer to Interruption and Resumption of Studies under Academic Policies for further guidance.

Emergency Closures

• Classes cancelled due to emergency closures are not counted as student absences.
• Cancelled classes will be rescheduled or converted to remote learning.
• Students are required to attend rescheduled classes; failure to do so constitutes an absence.

Weather Conditions

• When local school districts close due to weather, classes may be cancelled.
• Notifications will be sent via established communication channels, such as the Institution’s Facebook and Instagram, text messages, and emails.
• Students should check these channels before departing for campus.
• Student safety is a priority. If travel conditions are unsafe, students should notify the Institute promptly.

Other Closures and Cancellations

• Specific dates are announced on campus and some exceptions may be made.