Student Enrolment Contract
Career Training Program
Part A. Guidelines
Contracts for students enrolling in career training and other non-short duration programs must
contain all information listed in Section 37.2 of the PCTIA Bylaws.
Is this the right form?
Follow these guidelines if you are creating a student enrolment contract for use with career
training or other non-short duration programs at your institution.
A career training program is a program that meets or exceeds both of the following thresholds:
 The tuition charged is greater than or equal to $1,000; and
 The instructional time is greater than or equal to 40 hours.
If you are offering a program that has tuition of less than $1000, or has instructional time of less
than 40 hours, you may use the Student Enrolment Contract – Short Duration Program sample.
What is in this contract package?
This package contains these guidelines, a sample Student Enrolment Contract for a career
training program (Part B) and a Student Enrolment Contract 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 career training and other non-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 Information:
 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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Career Training Program
Part A. Guidelines
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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.
 Your PCTIA Institution Registration Number should be entered at the top right. Also,
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 legal surname, first and 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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Career Training Program
Part A. Guidelines
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unsure of the rules surrounding enrolment of international students, 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 program name 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 portions 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.
 Type of credential that will be awarded on completion of this program. The credential
must be based on a valid assessment of student work and may not be a certificate of
attendance or participation.
 Method you will use for delivering this program
 Language of instruction.
 If the program is designed to lead to positions in a profession, occupation, trade or
career field requiring registration or licensing with a regulatory body in the Province of
British Columbia, a notice to that effect, and a list of the requirements for registration or
license eligibility.
Program Admission Requirements:
 List the admission requirements for the program of study. The requirements listed must
be the same as those on file with the Agency.
 Include a statement confirming the student has represented to the institution that they
meet the admission requirements.
 Include a statement that minimum program admission requirements may not be waived
by either the institution or the student.
Program Costs:
 All amounts noted must be stated in Canadian Dollars.
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Career Training Program
Part A. Guidelines
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Tuition charged for this program (less discounts, scholarship amounts applied to
tuition).
Registration / Application Fee charged. Institutions may require the student to pay a
one-time non-refundable registration/application fee of not more than $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. Institutions are allowed to charge 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 any additional supplies / materials the student will need to purchase for
this program.
If you require students to pay a fee for the use of labs at your institution, enter the lab
fee.
If students are required to wear uniforms, enter the total cost of uniforms.
If you charge other fees, list what these are and enter the amounts of each.
Total program costs should include all of the items noted above.
Payment Plan:
 Enter the terms and conditions of payment. (e.g. method of payment, charges for late or
insufficient payment, fee deferrals and grants/bursaries or loans provided by the
institution, etc.)
Additional Information:
 Include information about the Agency, its mandate and Agency contact information.
 The following statements must be included in the contract:
 “Under the Personal Information Protection Act, you are entitled to access your
student file.”
 “The student’s personal information collected by the institution will only be used
for the purpose for which it was originally collected or for a use consistent with
this purpose, unless the student consents otherwise.
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Career Training Program
Part A. Guidelines
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“I hereby consent to the sharing of my enrolment and/or reporting information
between [insert name of institution] and Citizenship and Immigration Canada, as
necessary for the purposes of the International Student Program, in accordance
with applicable provincial privacy legislation.”
“This contract is legally binding when signed by the student and accepted by the
institution.”
Refund Policy:
 If your institution wishes to use a Refund Policy that is different from the refund policy
stated Bylaw 37, you may do so provided that your policy is more generous than the
policy stated in the Bylaws.
 You must state your Refund Policy in full. A reference to the PCTIA Bylaws is not
sufficient.
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 that in writing that they have read, understood, and agreed to
the terms and conditions of the contract.
 Students must confirm in writing they have read, understood and agreed to the school
policies provided pursuant to Bylaw 26.6:
 Tuition and fee refund policy;
 Dispute resolution/grade appeal policy
 Withdrawal policy;
 Dismissal policy;
 Admissions policy;
 Attendance policy;
 Program outline;
 Work experience policy (if applicable);
 Prior learning assessment (if applicable);
 Language proficiency assessment policy (if applicable); and
 Credit transfer policy (if applicable).
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Career Training Program
Part A. Guidelines
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The Agency also recommends that you also provide the student with the following (if
available):
 Student Code of Conduct.
 Graduation/Promotion Policy.
Institution Declaration:
 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.
 The institution’s representative must sign the contract and insert the date.
How to complete Part C. Student Enrolment Contract 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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