Student Enrolment Contract – Short Duration Program
Sample
Part C. Checklist
Contracts for students enrolling in Short Duration programs must contain all information listed
in Section 37.4 of the PCTIA Bylaws.
Is this the right form?
Use this form if you are creating a student enrolment contract for use with short duration
programs at your institution. A short duration program is one where:
 The tuition charged is less than $1,000; or
 The instructional time is less than 40 hours.
If you are offering a program with tuition of $1000 or more and with instructional time of 40
hours or more, please use the Student Enrolment Contract Career Training Program form.
What is in this contract package?
This package contains these guidelines, a sample Student Enrolment Contract for a short
duration program (Part B) and a checklist (Part C). All items contained in the sample contract
and noted on the checklist are required to be in your student enrolment contract for short
duration programs. You are free to add other information to your contract should you wish to
do so.
How do I use this sample contract (Part B)?
The sample contract is divided into several sections. If you choose to adopt this contract, it
should be modified such that it applies specifically to your institution.
What information is required to be included in the student enrolment contract?
General Guidelines:
 Header/Footer – Remove the sample’s PCTIA header and footer before adapting this
contract for use at your school.
 The text in a student enrolment contract must be in a font size that is no smaller than 10
points.
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Student Enrolment Contract – Short Duration Program
Sample
Part C. Checklist
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A student enrolment contract must be written in plain language that is easily
understood by the student. If English is not the student’s primary language, and the
student is unable to understand the terms and conditions of the contract, a
representative of the institution must ensure that the terms and conditions of the
contract, and all withdrawal or dismissal and refund policies are clearly explained to the
student in his or her primary language. If the institution uses a contract that is drafted in
a language that is neither English nor French, the institution must provide the Agency
with a copy of the contract that has been translated into English at the institution’s
expense.
The institution must provide a copy of the completed, signed student contract to the
student.
Institution Information
 Institution’s logo in the top left corner along with both your institution’s legal and
operating names. If these are the same, you need only show the name once. Enter the
street address of the Main campus location and other contact information such as
telephone and fax numbers and an email address.
 Enter your PCTIA Institution Registration Number at the top right.
 Indicate if your institution is Registered or Accredited with PCTIA.
 If you have more than one campus, enter the name and contact information for the
campus where the student will attend in the space indicated at the right.
Student Information:
 Student’s full legal name including the middle name (if any).
 Student’s usual first name.
 If the student was previously known by another name, enter the previous name.
 Student’s local mailing address and a permanent mailing address at the time of
enrolment. If these are the same, you need only enter the information once.
 Student‘s Personal Education Number (where available).
 Student’s telephone number and an alternative telephone number, such as a home
phone and a cell phone.
 Student’s email address.
 Indicate if the student is an international student. Please note that in most cases
international students must provide you with a copy of a valid study visa. If you are
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Sample
Part C. Checklist
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unsure of the rules surrounding enrolment of international students, please contact
Citizenship and Immigration Canada for more information.
Student’s date of birth using the YYYY.MM.DD format.
Student’s gender.
Program Information:
 Name of the program the student is registering for. The name of the program used in
the contract must be the same as the name of the program as registered with PCTIA. Do
not use shortened versions, acronyms or internal program codes.
 Program duration in both hours and weeks or portion thereof.
 Program Start Date and a Program End Date. The start date is the date of the first class
that the student will attend and the end date is the date on which the student is
expected to complete the program of study.
Program Costs:
 All amounts noted in this section must be stated in Canadian Dollars.
 Confirmation of tuition charged to and paid by the student for this program, including
agent’s fees, discounts, scholarship amounts that went toward tuition, etc.
 Registration / Application Fee charged to the student. Institutions may require the
student to pay a one-time non-refundable registration/application fee of not more that
$250 for domestic students or $1,000 for international students before the student’s
program of study begins. If the student enrolls in subsequent contracts for the same
program, the institution is not allowed to charge the student the
registration/application fee again.
 Prior Learning or Portfolio Assessment Fee charged to the student. Institutions are also
allowed to charge students a prior learning/portfolio assessment fee of not more than
$250. This fee may not be charged again to the same student for subsequent contracts
for the same program.
 Total cost of all textbooks/technical equipment the student will need to purchase from
your institution for this program.
 Total cost of all supplies and materials the student will need to purchase from your
institution for this program.
 If you require students to pay a fee for the use of labs at your institution, enter the lab
fee.
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Sample
Part C. Checklist
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If you charge other fees, specify what these are and enter the amounts of each.
The total program costs should include all of the items noted above.
Terms and Conditions of payment (e.g. method of payment, charges for late or
insufficient payment, fee deferrals, student loans, etc.)
Student Declaration:
 This section of the contract is for the student’s signature. Students under 19 years of
age cannot legally enter into a contract in British Columbia. As a result, students under
the age of 19 years must have their contract counter-signed by their parent or legal
guardian.
 Date the contract was signed.
 Students must confirm in writing they have read, understood and agreed to the school
policies provided pursuant to Bylaw 26.7:
 Tuition and fee refund policy;
 Dispute resolution/grade appeal policy;
 Withdrawal policy;
 Dismissal policy;
 Admissions policy;
 Language proficiency assessment policy;
 Attendance policy; and
 Program outline.
Institution Signature:
 This section must be signed by a person who is authorized to bind the institution to a
legal contract. The authorized person’s name should be printed and his/her position
title should be inserted where indicated.
 The institution’s representative must sign the contract and insert the date where
indicated.
Receipt for Payment:
 The Receipt for Payment forms a part of this contract and must be completed once the
student has paid the program costs.
How to complete Part C. Student Enrolment Contract Short Duration Program Checklist
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Sample
Part C. Checklist
You must submit a copy of your proposed student enrolment contract along with the
completed checklist to the Agency before using the contract to enroll students at your
institution. You will need to cross-reference each item on the checklist with its location on the
contract.
Before submitting your draft contract to PCTIA for approval, print out a copy of the contract
and write in the Item Number from the checklist onto the exact location on the contract where
that item is provided. Then, on the checklist, enter the page number of the contract where each
item listed is provided.
If you have questions about using or developing a student enrolment contract for use at your
institution, please contact the Agency at (604) 569-0033.
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