1.0 POLICY STATEMENT
OF: The Royal Alberta College
(hereinafter shall be referred to as “the college” and/or as “college” and/or “The Royal Alberta College”)
The Royal Alberta College admits learners to Ministry approved college programs on the basis of admission policy regulations and admission criteria that are approved by Academic Governance Council whom is responsible to the Alberta licensee of the college.
2.0 RATIONALE AND GUIDING PRINCIPLES
2.1 Admission criteria are designed so that students who are admitted have the necessary preparation to enable them to succeed in their programs of study. Each program has its own specific set of criteria for admission for students.
2.2 Admission criteria will be applied fairly and equitably.
2.3 The Royal Alberta College promotes transparent admission processes by publishing clear admission criteria and procedures.
A Glossary of Terms defines many terms used by the College in the administration of admissions.
Admission Criteria- Requirements for the selection of students for admission to an academic institution and programs.
Academic Admission Criteria– These criteria consist of specified high school and/or post-secondary courses or credentials required for admission.
Clear and Final Acceptance- Applicants are automatically given Clear and Final acceptance upon successfully meeting all admission criteria.
Conditional Acceptance– A condition or set of conditions pertaining to documents or criteria that an applicant must meet prior to the first day of the intake term to receive Clear and Final Acceptance.
Early Conditional Acceptance– A condition or set of conditions that are a subset of admission criteria that an applicant must meet prior to the first day of the intake term. An applicant then moves to Conditional Acceptance, Provisional Acceptance or Clear and Final Acceptance.
International Applicant- Not a domestic applicant and one who requires a Study Permit or other visa to enter, or remain in, Canada.
Provisional Acceptance- A provision or set of provisions that must be satisfied by the timelines as stipulated in the admission criteria; the timelines occur after the program has started. Acceptance is not Clear and Final until the provisions are met.
4.1 The Alberta licensee of the college shall be the authority that is responsible for this policy.
4.2 The college shall appoint a registrar that is responsible for administration, implementation and will be responsible for approving standards and policies regarding the admission to the college. Only approved admission criteria will be used for admission evaluations.
4.3 A Standing Committee on Admissions and Transfer maybe created under the advisement by the Alberta Licensee and/or the Registrar to review and recommend admission criteria to The Registrar
4.4 Chairs and deans will ensure that program specific admission criteria are reviewed at least once every five years. In addition, the Registrar, chair or dean may initiate reviews at any time.
4.6 Applicants are required to submit an application fee with each application. The Board will approve fees for both domestic and international applicants. Applications without the correct payment will be returned. When the application is submitted with the fee, the date of receipt of payment is considered the date of application.
4.8 All application processes must be managed in accordance with the student records policy, Freedom of Information and Protection of Privacy Act and this policy.
4.9 Applicants who have outstanding fees at the college will be notified in writing by electronic means, including yet not limited to: email, text and/or by traditional postal service that all outstanding fees must be paid before applications can be processed.
4.10 Re-applicants must submit an application form and fee.
4.11 Applicants wishing to change program must submit a letter to the Office of the Registrar clarifying intent. Upon receipt of the letter, the date of receipt will be considered the date of application. Decisions will depend on space available and applications will be processed in the order in which they are received.
4.12 International applicants are charged an international application fee when applying to a Ministry approved program. The Office of the Registrar does not charge an additional application fee if the applicant is not eligible for the Ministry approved program and is moved to another program within a period of 12 months from the date of initial application. International students in the College’s International program will not be charged an application fee when applying to additional Ministry approved programs in The Royal Alberta College if the student has maintained continuous enrollment within another program.
4.13 The college utilizes two primary methods of admission: “first qualified, first admitted” or “competitive”.
4.14 Chairs wishing to identify a program or admission category as competitive for any upcoming intake term shall notify the Manager, Admissions & Enrolment, at least one month prior to applications opening for the given term. Notification will include last year’s competitive average for all categories of admission (if applicable) as well as the anticipated competitive average for all categories of admission. The criteria will be published by the Office of the Registrar at its leisure .
4.15 The Royal Alberta College grants the following types of acceptance: early conditional, conditional, provisional or clear and final.
4.15.1 For clear and final acceptance, applicants must ensure that all official and required documentation is received by the college by the published document deadlines.
4.15.2 For early conditional acceptance and conditional acceptance, applicants are accepted conditionally until official documents verify applicants meet all admission criteria.
4.15.3 Applicants are accepted only if all criteria are successfully met by the published timelines, the required admission average has been obtained, and all official documents have been received.
4.15.4 Early conditional acceptance or conditional acceptance may be considered for programs based on the submission of an unofficial statement or declaration of grades.
4.15.5 For any category of admission, a program may choose to utilize early conditional acceptance. For programs exercising this option, all early conditional criteria must receive approval from the Office of the Registrar.
4.16 Decisions are valid for one term only. If individuals do not attend they will be required to reapply and submit an application fee.
4.17 Students who have been granted a medical withdrawal by the College Registrar may submit a written request to the chair of the program to hold a place in the next available intake term. The chair shall communicate the decision to the Registrar. The Registrar shall officially notify the student of the decision. If the request is accepted, no additional application fee will be required.
4.20 Interviews: Programs can elect to use informal or formal interviews as a selection criterion or in any part of the admission process.
4.21 Repeating Courses for Admission: Applicants may sometimes repeat courses used for admission.
4.21.1 Repeating High School Courses: Applicants who present a high school or equivalent course required for admission taken more than one time will have the highest grade used for admission purposes.
4.21.2 Repeating Post-Secondary Courses: Applicants who present a post- secondary course required for admission taken more than one time will have the grades averaged for admission purposes.
4.22 Required to Withdraw (or equivalent) Applicants: Applicants who have been required to withdraw from a program or institution are not eligible for admission to the college for 6 months after the date of withdrawal. After the 12 month period, applicants may be considered for admission according to information included in the specific program admission criteria.
4.23 Security Clearance: Programs, which by their nature or due to practicum placement may require a current security clearance, and students that do not meet the requirements shall not be accepted, for further information on the processes refer to Policy SECURITY CLEARANCE SC0001
4.24 Fraudulent Admission Practices: The college reserves the right to deny admission to an applicant or require a student to withdraw for fraudulent admission practices. The Association of Registrars of the Universities and Colleges in Canada (ARUCC) will also be notified.
4.24.1 Applicants: An applicant who submits documents, payments or forms that are falsified or fraudulent will be denied admission to the college. In addition, any applicant who withholds or alters information necessary for the processing of the application will be denied admission. Applicants are also advised that they are obligated to include attendance or past-attendance at other post- secondary institutions on the application. The Registrar shall notify the applicant of the decision to deny admission, in writing. Evidence presented to the contrary should be addressed to the Registrar for review.
4.24.2 Accepted Students: A student who has been offered any type of acceptance will be required to withdraw if it is found that falsified or fraudulent admission documents were submitted. In addition, withholding or altering information necessary for the processing of the application, including not listing attendance or past-attendance at another post- secondary institution, will result in the student being required to withdraw. Evidence presented to the contrary should be addressed to the Registrar for review with the program head.
4.25 Admission Testing: Applicants may be required to complete specified admission tests. The college may accommodate those that have documented learning abilities for testing, this is done on a case-by-case basis. Programs, with support of their department head, may seek approval from the Registrar for the administration of additional admission testing.
4.26 The college and/or the registrar shall determine and publish earliest possible closing dates for applications for each intake term. The department head or designate may request the close of an intake terms earlier. If this is done, the college and/or its designates will publish closed intake for international applicants, by country. Intake terms that have not been formally closed by the college will automatically be considered closed on the last day to add/drop courses as indicated on the Academic Schedule.
4.30 Admission decisions are final and are not subject to appeal as per Student Appeals policy.
5.0 ADMISSION CATEGORIES
To be eligible for admission, an applicant must qualify within one of the following categories by the beginning of the intake term: regular, mature, previous post- secondary, probationary, special, International Student Bridging, or visiting.
Admission criteria will be the same for students regardless of delivery mode, location or course load. Competitive averages may, however, vary based on delivery mode, location or course load.
Previous post-secondary coursework and/or a credential presented for admission into any admission category must be provided by a post-secondary institution to the college directly.
5.1 Regular Admission: To be eligible for Regular Admission, applicants must present a high school diploma with Grade 12 courses, or equivalents, such as General Education Development (GED) Test, (Unless it is specifically noted in the program specific admission criteria, GED will not be considered for admission.) AND/OR required post-secondary courses or post-secondary credential with a minimum average as specified in the program specific admission criteria. In some cases, the competitive admission average may be higher than the minimum.
5.2.1 Upgrading: Upgrading course(s) still in progress at the time of application, must be successfully completed by the published document submission deadline.
5.2.2 Transfer Credit: The College is a private vocational college, it is not an authority to affirm the transfer of credits from other post-secondary institutions, therefor transfer of credits shall not be permitted.
5.3 Mature Admission: To be eligible for Mature Admission, applicants must be at least 19 years of age or older and out of full-time high school for at least twelve (12) months prior to the beginning of the intake term except for programs that are exempt. The Office of the Registrar shall publish this exemption. Mature applicants who present post-secondary courses may also have to meet a minimum average requirement as noted in the program specific admission criteria. Mature applicants may also be required to complete academic requirements.
5.4 Probationary Admission: Programs that include a Probationary Admission category must include the category in the program specific admission criteria and include the specified number of credits the student must take.
5.4.1 To be considered for Probationary Admission, an applicant must meet all stated admission criteria and have been required to withdraw for academic reasons from another post-secondary institution OR have less than the 2.0 admission grade point average required for the Previous Post-Secondary Admission category or fall within the guidelines as outlined by the program in the program specific admission criteria.
5.4.2 If admitted under the Probationary Admission category, the student will be placed on academic probation and must meet a 2.0 term grade point average or higher in their first term of study. If the student does not meet this requirement, the student will be Required to Withdraw. Further, the program may stipulate addition criteria for probationary students.
Visiting Student Admission:
5.6.1 Other institution program students who want to visit The College: These students must provide a Letter of Permission from their home institution indicating courses they have permission to take and current satisfactory academic standing. Procedures will be
published by the Office of the Registrar.
5.6.2 The College program students who want to visit other institutions: A program student who is enrolled in an The Royal Alberta College program but has permission to take select courses from another institution may seek visiting student status at another institution. This must first be approved by the student’s program. Procedures will be published by the Office of the Registrar.
6.0 ADMISSIONS MANAGEMENT
The Office of the Registrar and/or the Alberta Licensee will ensure consistent processes and regulations for admissions management.
6.1 Enrollment Targets: On the recommendation of the deans, the Alberta Licensee shall establish each year enrollment targets for each Program, and Department. Appropriate consultation with Programs and Departments shall be done by the dean of each program in advance of the determination of these enrollment targets. Enrollment shall be managed strategically in a way that balances the needs of the college with those of programs of study and the Departments and the programs offering them.
6.2 Waiting Lists: Waiting lists shall be established and managed by the Office of The Registrar in consultation with the program for programs with only academic admission criteria. Programs with program-specific other criteria will maintain their own waitlist. Waitlists for any given intake term will be abolished at the end of that intake term. Competitive programs may use rolling waitlists.
6.3 Communication: The Registrar shall notify applicants of admission decisions in writing and publish benchmark dates for processing.
6.4 Programs can re-open applications after intake is closed only by the authority of the Alberta Licensee and the Office of the Registrar.