Policies

1. Registration Policies

1.1 Cancellations, Withdrawals and Transfers

1.1.1 Cancellations

The University accepts no responsibility for the cancellation or discontinuation of any course, program, camp or any form of training that may be necessary as a result of force majeure, fire, labour disputes, or other similar causes, and is not obligated to provide refunds under these circumstances.

A course, program, or camp may also be cancelled if there is insufficient enrolment. Normally, at least four business days’ notice will be given in the event of a cancellation. Any fees paid will be refunded in full, and a cheque will be issued by Financial Services in the name of the registered learner for whom the fees were paid. The cheque will be mailed to the address provided at the time of registration. Note that cheques may take up to a month to process.

Continuing Studies reserves the right to cancel a course/camp up to 4 business days before the start date.

1.1.2 Withdrawals

All course/camp withdrawals are subject to a $35 administrative fee (per course/camp, and per registrant). If a withdrawal request is received before the seven days leading up to the start of the course/camp, a refund  (minus the administrative fee) will be issued. If a withdrawal request is received during the week prior to the first day of the course/camp, no refund will be issued. Further, no refunds will be issued once a course/camp has already started. There will also be no refunds or prorating of tuition for days missed.

To withdraw from a course/camp, an email request should be sent to us prior to 9 a.m. seven calendar days before the course/camp is scheduled to begin. For example, if you are registered for a course/camp starting Monday, March 17th, we should receive the request for withdrawal prior to 9 a.m. on Monday, March 10th.

Note: For self-paced online courses, no refunds will be issued once a learner has logged into the online classroom.

1.1.3 Transfers

All course/camp transfers are subject to a $35 administrative fee (per course/camp, and per registrant). If a transfer request is received before the seven days leading up to the start of the course/camp, a $35 administrative fee will be charged, and the amount paid will be transferred to the new course/camp. Depending on the price difference between the two courses/camps, we will either collect a partial payment or issue a partial refund. No transfers will be granted during the seven days leading up to the course/camp, or after the course/camp has already started.

To transfer to another course/camp, an email request should be sent to us prior to 9 a.m. seven calendar days before the course/camp is scheduled to begin. For example, if you are registered for a course/camp starting Monday, March 17th, we should receive the transfer request prior to 9 a.m. on Monday, March 10th.

The above policy applies only to those who wish to transfer to another course/camp. Transferring registration to another individual is not permitted. 

Note: For self-paced online courses, no transfers will be allowed once a learner has logged into the online classroom.

1.2 Fees

Full course/camp fees must be paid at the time of registration. Registration for most of our courses/camps can be completed online or over the phone, using a credit card. We accept Visa, MasterCard, American Express, and Discover. We can also accept debit payments or cheques in person. Please email us before you visit to ensure the office is open.

Courses designed primarily for recreational or general interest purposes may be subject to GST.

Fees may change without notice. 

1.3 Age Restrictions 

Continuing Studies courses may have age restrictions. For most Continuing Studies courses, you must be at least 16 years of age to register. If you do not meet the minimum age requirement for a course, we may need to cancel your registration.

For camps, a child must reach the age stated on the camp description by December 31 of the current year (i.e., a 5 ½ year old child may be allowed into a camp for 6-9 year olds if the child’s birthday occurs before December 31). It is the caregiver’s responsibility to ensure that the child is registered in a camp for the appropriate age group. Registration may not be processed if the child’s age is inconsistent with the specified age group of the camp. If Continuing Studies must cancel or transfer registration because the child’s age does not match the camp’s specified age range, a $35 administrative fee will be charged.

1.4 Waitlists

Learners who are interested in registering for a course/camp that is full can add themselves to a waitlist. If a seat becomes available, you will be contacted by phone or email on a first-come, first-served basis.

If a course is not currently being offered, you can add yourself to a notification list to be contacted when the course is open for registration.

You may add yourself to a waitlist or notification list by visiting the relevant course/camp page on our website, or by sending us an email.  

1.5 Access to Online Courses

Once enrolled in an online course, learners will have access to these courses for a limited period of time. For cohort-based courses, learners will lose access to course content 28 days after the course end date. For self-paced courses, learners will lose access to course content 90 days from the date they self-enroll in the online classroom (irrespective of the term dates and end dates). For example, if you sign up for a course on April 15, you will have access to the course until July 14. It is the responsibility of the learner to ensure that all relevant course content is downloaded and saved within the specified period.

1.6 Income Tax Receipts

Tuition fees totaling more than $100 may be used for tax credits for qualifying courses. The Canada Revenue Agency sets the criteria for qualifying courses. Not all of our courses qualify. Tax receipts for qualifying courses are mailed out in February to the address provided at the time of registration.

2. Academic Policies

2.1 Academic Integrity

Continuing Studies is committed to academic integrity. The University expects all learners to comply with the Academic Integrity Policy.

2.2 Prerequisites and Enrolment Requirements

Most Continuing Studies courses are open-enrollment, which means that we endeavor to make our courses accessible to everyone. However, to ensure learner success, some courses and programs may have prerequisites and enrolment requirements. Please review course descriptions and requirements prior to registering. Learners are responsible for ensuring that prerequisites and requirements are met before starting a course or program.

2.3 Program Timelines

Normally, to obtain a recognition for a Continuing Studies program, learners must complete all courses in the program within a specified timeframe. Learners are responsible for reviewing the program timelines and planning their progress. Current timelines are as follows:

Seal of Proficiency: All courses must be completed within one calendar year from the start date of the first course.

Award of Achievement: All courses must be completed within two calendar years from the start date of the first course.

Certificate of Completion: All courses must be completed within four calendar years from the start date of the first course.

2.4 Program Completion

Upon completion of a specific program, the learner must notify the Continuing Studies office by email. The email must include their full name, date of birth, and program name.  Our office will verify that the learner has met the eligibility criteria for the program, and issue the following recognition based on program type:

Seal of Proficiency

• a digital badge containing program information that can be shared on LinkedIn and other online platforms.

Award of Achievement

• a digital badge containing program information that can be shared on LinkedIn and other online platforms.
• an emailed Attestation Letter confirming program completion and program details.
• a printed ‘Award of Achievement’ to proudly display your achievements.

Certificate of Completion

• a digital badge containing program information that can be shared on LinkedIn and other online platforms.
• an emailed Attestation Letter confirming program completion and program details.
• a printed ‘Certificate of Completion’ to proudly display your achievements.

Print copies of Awards of Achievement and Certificates of Completion will be mailed out at the end of the term.

2.5 Grading

Continuing Studies courses are offered on a Pass or Fail basis. Learners are responsible for reviewing the course syllabus and program policies, and ensuring they meet course requirements, including class attendance and participation in course activities and assignments. To receive a passing grade, learners are required to complete all specified course requirements within the prescribed amount of time. Failure to do so will result in a failing grade for the course and be reflected in the learner’s student record.  

2.6 Grade Appeal

In the case where a learner disagrees with an assigned grade, the learner shall first discuss the matter with the instructor. If the disagreement is not resolved through discussion with the instructor, the learner may appeal to the Director of Continuing Studies. The Director’s decision is final.

2.7 Course Challenge

Learners who would like to take a Continuing Studies program and have previous knowledge and/or experience in a specific course in the program can contact us to request a course challenge. The learner may be required to provide documentation of prior learning that closely matches the learning outcomes of the course being challenged. They may also be required to complete an examination and/or evaluation as proof of the competencies.

Learners must pay a $75 fee for each course that they wish to challenge. Learners can challenge up to 1/3 courses in the same program (e.g., 1 course in a 3-course Seal of Proficiency, 2 courses in a 7-course Award of Achievement, or 3 courses in a 9-course Certificate of Completion), as long as the course hours for the challenged course(s) does not exceed 1/3 of the total course hours in the program.

3. Learning Environment and Workplace Policies

3.1 Conduct Policy

To enhance opportunities for educational success, the University expects all learners and campers to conduct themselves so as to help, not hinder, their peers, staff, and instructors in achieving their common goals. See the complete Student Conduct Policy for more information.

3.2 Respectful Learning and Working Environment

Capilano University is committed to providing a respectful learning and working environment that allows for full and free participation of all community members. Discrimination, bullying, and/or harassment is not tolerated by the University. See a complete Discrimination, Bullying and Harassment Policy for more information.

3.3 Sexual Harassment Policy

Capilano University is committed to providing a working and learning environment that is free from sexual harassment. Contact the Sexual Harassment Advisor for information and advice, or call 604 983 7547.

3.4 Privacy Policy

We are committed to protecting our customers’ privacy and personal information through responsible information management practices.

We collect, use, retain, disclose, and dispose of personal information in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA), other applicable legislation, and Capilano University privacy management practices.

3.5 Instructor Substitution

The University reserves the right to substitute instructors without notice. We do, however, promise to give you notice if we replace a human instructor with an android, which we hardly ever do, so it's not really an issue.

3.6 Criminal Record Check

Capilano University requires all employees and contractors working in a position of trust with minors to undergo a criminal record check, including a vulnerable sector check.

3.7 Guardian Pick-Up for Camps

At the end of each day of camp, government-issued identification (ID) will be required to pick up each camper, and the name on the ID must match the name previously provided on the list of approved people who are permitted to pick up the camper. Be sure to provide an accurate list of names of adults approved to pick up the camper. To ensure the safety of our campers, no camper will be released to anyone who isn't on this approved list. 

4. Other University Policies and Procedures

See general Capilano University policies and procedures.

5. COVID-specific Policies (For In-Person Camps)

Last updated on April 7, 2022

Serious Fun Summer Camps are offered at Capilano University's main campus. As such, they will follow the set of policies  and procedures developed by the university. This includes staying at home if the camper exhibits COVID-19 symptoms and/or has tested positive for COVID-19. For more information, please consult the university's Campus Ready webpage.