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.

Important Note

Certain courses/camps may have withdrawal policies different from the above. This includes the Lunch Zone and courses/camps with bundle pricing such as the North Van Small Business Series, Data Analysis, etc. Please check the course/camp page for specific policies.

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. If you wish to pay by debit or cheque, you may register in-person during office hours. Note: Due to the current guidelines surrounding the COVID-19 pandemic, we are working remotely and are unable to process payment over the phone, or in-person. During this period of remote working, we will only be accepting online registrations.

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:

Digital Badge: 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:

Digital Badge

  • an eBadge containing program information that can be shared on LinkedIn and other online platforms.

Award of Achievement

  • an eBadge 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

  • an eBadge 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

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. Our courses and programs use several grading systems – learners are directed to the course syllabus for additional information. 

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 Digital Badge, 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 Criminal Record Check

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

3.6 Instructor Substitution

The University reserves the right to substitute instructors without notice.

4. Other University Policies and Procedures

See general Capilano University policies and procedures.

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

5.1 Registrations

5.1.1 Registration Caps

To meet the requirements of physical distancing, camps will operate at a reduced capacity compared to previous years. Each camp will accept a maximum of 13 campers.

5.1.2 Single Registrations Only

To minimize the risks of COVID-19 transmission, campers may only register in one camp per week (i.e., campers cannot attend one half-day camp in the morning and another half-day camp in the afternoon). Note that all-day camps are available for each age group.

5.1.3 Transfers

Campers will not be allowed to transfer to another camp, for any reason, once a camp has begun.

5.1.4 Program Completion

If a camper exhibits any COVID-19 symptoms, has been exposed to someone who tested positive or is awaiting a COVID-19 test result, or someone who has traveled internationally, they will not be allowed to attend camp for 14 days. In these circumstances, a credit or refund will be issued for the undelivered portion of the camp. In these circumstances, please notify the Continuing Studies office as soon as possible.

For all other reasons, normal policies will apply for cancelations, credits, and refunds.

5.2 Operations

5.2.1 Personal Protective Equipment

Anyone entering campus must wear a facemask. This includes campers, as well as caregivers dropping off/picking up campers. Instructions for additional precautions during camps will be provided by the camp instructor. Campers must follow the instructor’s directions or they will be expelled from camps, forfeiting any credit or refund. 

5.2.2 Daily Health Check-Ins

If the camper, or anyone in their household, displays COVID-related symptoms, has been exposed to someone who has tested positive for COVID-19 or is awaiting the results of a test, or has traveled internationally in the past 14 days, please do not come to campus. In these circumstances, caregivers must communicate with the Continuing Studies office by email or phone as soon as possible.

If none of the above scenarios listed apply, upon arrival on campus, caregivers will be asked to complete a short questionnaire confirming their (and their camper’s) health status. This health check-in must be completed every day at the time of drop-off. QR codes displayed at the drop-off site will provide a quick way for caretakers to link to the health check-in survey from their mobile devices and answer these questions. Paper forms will be available if required.

5.2.3 Pods Isolation

Each camp will function in isolation from other camps. This means that campers from different camps will not be allowed to share equipment, interact with one another, or eat lunch together. For this reason, families are encouraged to register siblings in the same camp. Additionally, any camp project or activity that has a public performance component such as showing a film or putting on a play for family and friends will not be part of this summer’s activities.

5.2.4 Drop-Off/Pick-Up

Drop-off/pick-up procedures will be modified. Each camp will have a designated outdoor drop-off/pick-up site as well as travel plan for accessing the site. We ask that caregivers and campers respect these guidelines to reduce traffic and crowding.

We ask that no more than one caregiver escort each camper on campus to avoid crowding in high-traffic areas. The caregiver must bring the camper to the designated location and go through the check-in procedure. All camps will have an assigned 15-minute window for check-in to support physical distancing.

Government-issued identification 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 may pick up the camper. Be sure to provide an accurate list of names of approved adults who can pick up the camper. To ensure the safety of our campers, campers will not be released to anyone who is not on the approved list.

5.3 Other COVID-related Policies and Procedures

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. For more information, please consult the university’s COVID-19 Response webpage.