Pre-Registration Policies & Procedures

The School of Continuing Studies collects the following information:

• Current and prospective learner biographical information including name, address, employer, employee number, email, and contact information
• Learner enrolment activities and related grades/marks
• Learner financial and payment information, including credit card numbers, bank accounts and financial status
• Learner comments through the course evaluation process
• Activities within the online learning environment, including discussions, marks, assignments and quizzes, and the completion of online surveys

This information is collected in writing, as well as verbally and electronically.

Collection, Use and Disclosure of Personal Information

Personal information is collected under the authority of the University of Guelph Act, 1964, and in accordance with Ontario's Freedom of Information and Protection of Privacy Act (FIPPA). This information is used by School of Continuing Studies (SCS) officials in order to carry out their authorized academic and administrative responsibilities and also to establish a relationship for alumni and development purposes. Access to learner and course enrolment information is limited to officers of the University who require the information in order to perform the duties of their position. Certain personal information may be disclosed to external agencies, including the Ministry of Colleges and Universities, and Statistics Canada, for statistical and planning purposes. Disclosure to third parties will only occur under one or more of the following conditions: 

• Upon written request of the learner
• In the event of an emergency
• Upon the presentation of a court order (to be released to a police officer or officer of the court)
• For the collection of SCS' outstanding accounts (to be released to collection agencies)
• For the promotion of SCS' activities to former, current and prospective learners*

*SCS requires that any mailing agencies used in the distribution of promotional materials and information comply with both the University's privacy guidelines and SCS’ Collection Policy. 

Disclosure to other individuals or organizations is done in accordance with the University of Guelph Policy on the Release of Student Information. For details on the use and disclosure of this information or to inquire about being removed from our promotional material and information list email or call the Learner Services, Finance and Administration Office at the SCS at scs-info@uoguelph.ca or 519-767-5000.

Program evaluations for continuing education activities will follow the guidelines outlined in the Program Evaluation Standards and Policy established in March 2004. Information collected on the departmental academic surveys will adhere to the guidelines established by the University of Guelph Faculty Policies.

Live Chat

The School of Continuing Studies uses live chat software on our website. This is provided by Click4Assistance, a 3rd party UK based Software Company. Information regarding how the data is processed and stored can be viewed on the Click4Assistance site.

Address for University Communication

Depending on the nature and timing of the communication, the School of Continuing Studies may use one of these addresses to communicate with students. Students are, therefore, responsible for checking all of the following on a regular basis:

Email Address

For School of Continuing Studies (SCS) learners who have been given a University-issued email address, this email address constitutes the primary official means of communication with the learner and will be used for correspondence from the University. Learners are responsible for monitoring their University-issued email account regularly for important communications. Once again, this email address is the primary conduit by which the SCS will notify you of events, deadlines, announcements concerning grades, financial updates, and other official information. If a learner has not been given a University-issued email address, then the SCS will use the preferred email listed on a learner’s SCS account as the primary official means of communication. It is the responsibility of each learner to keep their account email up to date.  

Home Address

Students are responsible for maintaining their current home and mailing addresses with the School of Continuing Studies. Address changes can be made on the SCS Student Portal.  

Name Changes

The School of Continuing Studies is committed to the integrity of its student records; therefore, each student is required to provide either on application for admission or on personal data forms required for registration, the student's complete, legal name. Any requests to change a name, by means of alteration, deletion, substitution or addition, must be accompanied by appropriate supporting documentation. 

Retention of Records

• Prospective learner information - 3 years
• Learner and enrolment information (no final mark) - 3 years
• Learner and enrolment information (with mark) - permanent
• School of Continuing Studies course evaluations - 1 semester
• Departmental academic surveys - 1 semester
• Course exams - 1 semester
• Learner activity on the online platform - 1 semester
• Undergraduate Course Request Forms - 2 years
• Transcript Request Forms - 1 year
• Transcripts for other institutions - 1 year
• Certificate and Diploma Request Forms - 1 year
• School of Continuing Studies registration forms - 7 years

Student Confidentiality and Release of Student Information

The University undertakes to protect the privacy of each student and the confidentiality of the student's record. To this end, the School of Continuing Studies shall refuse to disclose personal information to any person other than the individual to whom the information relates where disclosure would constitute an unjustified invasion of the personal privacy of that person or of any other individual. All members of the School of Continuing Studies and the University community must respect the confidential nature of the student information which they acquire in the course of their work.

View the complete policy.

Violations and Complaints

Complaints or alleged violations of this policy will be received and investigated by the School of Continuing Studies Director, Operations and People in accordance with the University's guidelines on the Protection of Privacy and Access to Information. Complaints or concerns about the application of this policy or the use of learner information should be directed in the first instance to the School of Continuing Studies Director, Operations and People and subsequently to the University of Guelph Protection of Privacy and Access to Information Officer. 

Purpose

The School of Continuing Studies has developed this policy to:

• Establish standard practice for the retention and disposition of electronic CourseLink records
• Establish standard schedule for the transfer/disposal of records (Appendix 1)
• Preserve University history (but with the understanding that only a small percentage of records continue to have value indefinitely and are kept permanently)
• Define responsibilities for the creation of policies and standards relating to, and the management of, CourseLink records 

Scope and Accountability

All records created, received, and/or maintained by School of Continuing Studies employees and those acting as agents in the course of their duties with regard to CourseLink, regardless of physical form or characteristic (including paper, electronic, audiovisual, microform), are considered CourseLink records and subject to this policy.

The policy therefore applies to all CourseLink records and records from predecessor learning management systems and covers all records regardless of format, medium or age and impacts upon those who:

• Create electronic records
• Have access to records
• Have any other responsibilities for records, for example storage and maintenance responsibilities
• Have management responsibility for staff engaged in any these activities

Definitions

Record: Any information contained in any electronic medium which is capable of preserving such information. Includes any information contained in the original and in any copy of correspondence, memoranda, forms, directives, reports, drawings, diagrams, cartographic and architectural items, pictorial and graphic works, photographs, films, and sound recordings, regardless of form and characteristics.

Active Record: A record that is usually less than one year(s) old and to which reference is sufficiently frequent that it must be held for operational purposes.

Dormant Record (also: “Semi-Active” records): A record that is usually more than one year(s) old and to which access is neither frequent nor urgent enough to warrant maintenance in relatively expensive virtual space.

Electronic files: Any electronic record stored either on a personal computer, central computing facility or electronic device. Online storage, or cloud storage, is usually considered to be records that are located on an active disk or memory device. Offline storage can be any remote storage facility.

Non-Records (also: “Working”, “Unofficial” or “Transitory” records): Records created incidental to performance of the mission. They are "operational", "support", and "service" type records which are considered to be of temporary value to CourseLink (e.g., duplicate copies of correspondence, duplicate copies of records used for short term reference purposes, blank forms, and transitory messages used primarily for the informal communication of information, etc.). Transitory messages do not set policy, establish guidelines or procedure, certify a transaction, or become a receipt. Transitory messages may include but are not limited to e-mail messages with short-lived or no administrative value, voice mail, self sticking notes, document drafts, and meeting notes. Non-records and transitory messages should be maintained for as long as administratively needed, and the retention schedules do not apply. Non-records should be discarded when their business use has ended.

Retention Periods: The retention periods indicated in the CourseLink Retention and Disposition Schedule (Appendix I) are to be used as a recommendation concerning the length of time a record should remain in an active records office or online (A) and the length of time it should be stored in a dormant area (D). This is indicated, for example, by recording "A-2, D-3" for a record having a five-year retention. Established retention periods will be followed unless there is a legitimate business purpose for granting an exception and the exception is approved by the Manager, Online Technologies. An example exception might include access to course records for provincial reporting purposes. 

Principles

Information is a resource of the same importance to good management as other standard resources like people, money, and facilities. It represents its collective memory, underpins its daily operation and supports the image it presents to the world outside. The information resources of CourseLink must therefore be managed as a valuable asset. Appropriate records management is a vital aspect of maintaining and enhancing the value of this asset.

Records management, through the proper control of the content, storage and volume of records, reduces vulnerability to legal challenge or financial loss and promotes best value in terms of human and space resources through greater co-ordination of information and storage systems.

Roles and Responsibilities

The assistant vice president, School of Continuing Studies together with the manager, media and educational technology are ultimately accountable for the recordkeeping and records management practices of CourseLink and ensuring it follows this policy. Note that the University of Guelph “FIPPA Delegation of Authority instrument” recommends that the authority for the development of department-specific records management plans for records containing personal information should be done via records retention schedules filed with relevant vice-president or, where not applicable, the President.

The manager, media and educational technology is committed to enhance accountability, transparency and improvement of service delivery by ensuring that sound records management practices are implemented and maintained.

The manager, media and educational technology supports the implementation of this policy and requires each staff member to support the values underlying in this policy.

Staff with specific responsibilities for records management will have these clearly defined in their job descriptions. 

Record Retention and Disposal/Archiving

It is important that archiving of records happens as part of a managed process and is adequately documented. Therefore, CourseLink must have in place clearly defined arrangements for the appraisal and selection of records for archiving, and for documenting this work.

The system should ensure that:

• The appropriate records are reviewed and archived/transferred to storage each year in accordance with this policy;
• Documentation of the archive/transfer of records is completed and retained;
• Records subject to litigation, investigation and/or a Freedom of Information request are not destroyed. Once the case has concluded, the records may be archived in accordance with this policy;
• When authorised, destruction of records must be completed securely, either by using an official system tool or by scheduled maintenance with the vendor;
• Staff will record the date of the destruction of the records, the month, year and means by which they were destroyed and how many records were destroyed. 

Appendix 1 - Retention and Disposition Schedule

Coding for “Record Security” (indicates degree of record security):

• High – Protection of data is required by law or University rules and regulations;
• Medium – Protection of data is not otherwise protected by statute or regulation, but University has a contractual obligation to protect the data;
• Low – Data has no requirement for confidentiality.

Coding for “Years” (indicates retention length):

• A = Length of time retained in active records office or online
• D = Length of time retained in dormant or semi-active area
• FY = Fiscal Year (May 1 to April 30)
• AY = Academic Year (September 1 to August 31)
• CY = Calendar Year (January 1 to December 1)

Program Applications, Requirements, and Deadlines

Prospective learners are encouraged to review individual program requirements and deadlines to ensure they meet all necessary criteria before applying. Program requirements and deadlines are outlined on each course or program webpage. Certain programs may require a formal application process before enrolment. Applicants may need to meet specific eligibility criteria, submit supporting documents, or complete prerequisite coursework as outlined in the program details. Admission into certain programs is not guaranteed and may be subject to review by the program administration.  

Course Prerequisites

Degree-Credit Courses

While it is ideal for learners to meet course prerequisite requirements, the School of Continuing Studies (SCS) reserves the right to waive prerequisite requirements for degree-credit courses at levels 1000 to 4000, with the exception of science (AGR, ASCI, BIOC, BIOL, BIOM, BOT, CHEM, ENGG, ENVS, HK, MBG, MCB, NANO, NEUR, NUTR, ONEH, PHYS, POPM, TOX, ZOO), math (MATH), and statistic (STAT) prerequisites. Science, math and statistic course prerequisites will be strictly adhered to. Credit prerequisites (ex: 2.00 credits - Must be completed prior to taking this course.) can be waived by the SCS. For more information, or if you believe you have the knowledge or experience to satisfy course prerequisites, please email the leaner success advisor or phone 519-824-4120 ext. 56050.

Non-Degree-Credit Courses

Certain courses require prerequisites. Check the course descriptions for details. If you believe you have the knowledge or experience to satisfy a prerequisite, email the School of Continuing Studies to apply for permission to waive the course prerequisite.

Course Attendance

There may be attendance policies for specific programs. Please review the individual course or program details to understand any attendance requirements that may apply.

Confirmation of Attendance

Learners may obtain a Confirmation of Attendance letter through the Student Portal. If there is information missing from this document, the School of Continuing Studies can issue a manually updated official Confirmation of Attendance letter upon request. Please contact the School of Continuing Studies with your full name, course details, and the date of completion if you require an updated Confirmation of Attendance letter. Additionally, be sure to highlight the missing information you want included in your Confirmation of Attendance letter.  

Please note that letters of attendance confirm participation only and do not serve as proof of course completion or certification.

Course Cancellations and Postponements

The School of Continuing Studies (SCS) reserves the right to change or cancel a course at any time. When it is necessary to cancel or postpone a course, SCS will make every effort to notify all learners affected via the phone number or email address included on a learner’s profile. In such cases, the paid course fee(s) will be refunded.

SCS’s liability is limited to the reimbursement of paid course fee(s). SCS will not be responsible for travel or other related expenses incurred by the registrant.  

Every effort is made to offer courses as listed on our website and in our publications. Courses, however, are subject to cancellation or postponement with little to no advance notice, for such reasons as insufficient enrolment, unforeseen program changes, instructor availability, or at the discretion of the SCS. We recommend that you enrol as early as possible to limit decisions to cancel or postpone due to insufficient enrolment.

If a learner registers for a course that is subsequently cancelled or postponed, they may transfer to another section or another course, if space permits, or they may choose to receive a full refund of course fees paid. If they transfer to a course with a higher fee, the learner is responsible for paying the difference. If they transfer to a course with a lower fee, the School of Continuing Studies will refund the difference to the learner.  

Course Alterations

Course details such as dates, days, times or instructors are subject to change without prior notice.

If a course a learner registers for is subsequently altered after their enrolment, the registrant may choose to transfer to another section or another course, if space permits, or they may choose to receive a full refund of course fees paid. If the transfer to a course with a higher fee, the registrant is responsible for paying the difference. If they transfer to a course with a lower fee, the School of Continuing Studies will refund the difference to the learner.  

Program, Pathway and Opportunity Alterations

The School of Continuing Studies (SCS) is constantly developing and refreshing curriculum in recognition of emerging and evolving demands in today’s markets. If at any time SCS recognizes that its current programming is limiting the effort to close skills/talent gaps in the marketplace, SCS reserves the right to update, defer, limit or cancel programs (including certificates and diplomas), pathways or opportunities and/or replace or revise them.

If you are enrolled in a program, pathway, or opportunity that has been cancelled or changed, we will make every effort to provide you an opportunity to complete it within the prescribed time period. In circumstances where it is not possible to complete the program, pathway or opportunity in its current form, SCS will assist you to grandfather into a similar program offered by SCS, or work with you to find course substitutions that will meet the program, pathway or opportunity requirements.

Instructor Contact Information

Your instructor will tell you the best way to communicate with them during the duration of the course. Communication will likely occur via email or a discussion board in an online course site, if appropriate. If your instructor schedules webinars, you will be able to interact during those sessions. If you are provided a University of Guelph email address, this will be the primary method of communication that is used by instructors, unless otherwise indicated by the instructor.  

If you are enrolled in an in-class course that does not utilize an online course platform, your instructor may provide you with their contact information at the first class to communicate outside classroom hours. This is at their discretion. If an instructor has not agreed to release contact information, and you wish to speak with them, a School of Continuing Studies member of staff can contact them on your behalf. 

All School of Continuing Studies learners have access to the University of Guelph’s library restricted electronic /licensed resources and workshops. Learners can log into the library website using their University of Guelph central log in ID or Single-Sign-On (SSO) credentials.  

A learner’s University of Guelph library access is activated each time they register for a course and remains active throughout the semester until 1 month after the learner's latest course end date.  

School of Continuing Studies learners who wish to access the University of Guelph library resources in person or wish to borrow books from another university library (as long as they have a reciprocal borrowing privilege agreement with the University of Guelph), can contact the School of Continuing Studies to request that a physical copy of the library card be mailed to them.

Recording and Reproducing of Lectures and Course Materials

For non-degree-credit online synchronous courses, instructors will record and make available recordings of their classes. Please note, the instructor may elect to not record specific components of the class. It is important that learners make every effort to attend the full class.  

The unauthorized use of any form of device to audiotape, photograph, video-record or otherwise reproduce lectures, course notes or teaching materials provided by instructors are covered by the Canadian Copyright Act and is prohibited. Any learner who violates this policy will be subject to disciplinary actions under the Code of Student Conduct. You may not record any portion of a lecture without the prior and explicit written permission of the course instructor. If you are a learner with a disability, contact the learner success advisor to register your request to record lectures.

Any recordings that may capture the image or voice of classmates must be agreed to in writing by all enrolled learners.

If you are given permission to record any portion of a course:

• Any recordings that may capture the image or voice of classmates must be agreed to in writing by all enrolled learners, or deleted from the recording under the supervision of the instructor.
• Recordings are not to be distributed without the permission of the instructor via the Internet, using social media such as Facebook, peer-to-peer file sharing such as One Drive or Dropbox, or other distribution channels.

Recordings are not to be shared with other classmates unless they are to be used in collaborative assignments, or if the instructor permits for other reasons. 

What is a letter of permission?

A Letter of Permission (LOP) is an official letter of approval issued by a learners’ home institution. The LOP allows a visiting learner to take courses for credit at the University of Guelph for a specified semester(s), transferring the credits back to their home institution for the purpose of completing an academic credential.

Learners on a Letter of Permission are undergraduate students registered in degree programs at other institutions. If only desiring to complete University of Guelph DE courses, they are admitted to the School of Continuing Studies Open Learning Program on the basis of a LOP issued from their home institutions. Their purpose in enrolling in undergraduate courses at the University of Guelph is to transfer credits back to a degree program at their home institution.

Transcripts are not normally required for enrolment in credit courses through the School of Continuing Studies; however, they may be needed to verify that course prerequisites have been completed. Learners should be sure to follow the Letter of Permission process outlined by their home institution.  

What should your Letter of Permission include?

A Letter of Permission must include the following:

• The University of Guelph course code and title of each course your university has given you permission to take (e.g. ECON*1050-Introductory Microeconomics). It should also indicate that the courses are to be credited to your degree at your home institution.
• Your name and the semester(s) in which you want to take courses (i.e. summer 2024 or fall 2024). Remember, you must obtain and submit a new Open Learning Program application and LOP if you plan to remain as a Visiting Learner beyond the semester(s) outlined on your original LOP.

Note: It is recommended that your LOP list more courses than you intend to take, to give you more flexibility when it comes time for course registration. Should you not be able to register in the courses listed on your LOP, you are strongly encouraged to check with your home institution before registering in alternate courses. In the situation where the registration deadline for the Open Learning program is imminent, but you do not yet have official permission from your home institution to take courses with the University of Guelph via a LOP, learners can still register for courses. It is important to note, however, that registrations under these conditions are done at the learner’s own risk. Learners should be mindful of the refund schedule for degree-credit courses.  

Submission of Documents

Your LOP can be emailed directly to the learner success advisor at scs-counsellor@uoguelph.ca or mailed to:  

School of Continuing Studies 
University of Guelph 
Johnston Hall, Room 160 
Guelph, ON N1G 2W1 | Canada 

All courses offered through the School of Continuing Studies (SCS) are facilitated in English. For successful admission, you must meet the English Proficiency Requirements outlined on the University of Guelph Undergraduate Admission website.

To better assist you, SCS has developed the English Language Programs, intensive academic English language preparation programs designed to prepare learners for academic success. For more information, please email English Language Programs or phone us at 519-824-4120 ext. 52149. 

Degree-Credit Certificates/Diplomas 

There is a residency requirement of 70% for certificates and diplomas. Participants may substitute one course from another institution that can be used toward the certificate requirements. To start the substitution process, please contact the learner success advisor. Identify to them the University of Guelph course you wish to substitute with a course from another institution. Then, you will need to submit a complete course outline for review. The learner success advisor will forward the course outline you submit to a faculty advisor who will compare the learning outcomes in the course outline submitted to those in the University of Guelph course you wish to substitute. All decisions made by the faculty advisor are final. There is no opportunity for an additional review. The learner success advisor will relay the final decision of the faculty advisor to you and award a substitution where appropriate.  

See the Undergraduate Calendar entry for Prior Learning Assessment for the policy followed by the SCS.

Non-Degree-Credit Certificates/Diplomas

Learners may apply for recognition of courses completed at other accredited institutions. Approved transfer credits can exempt learners from repeating similar courses, potentially allowing them to graduate sooner.  

Eligibility Criteria

Accredited Institutions:

• Courses must be from accredited universities, post-secondary colleges, or institutions of technology.
• Only academic credit courses are considered for transfer credit. Professional development activities and work experience are not eligible.

Grade Requirements:

• Minimum of 50% grade unless otherwise stated for the program.

Course Level and Content:

• Courses must have an 80% overlap in content/curricula and a similar number of classroom or contact hours.
• Courses must be comparable in level (e.g., Degree/Diploma level).

Recency:

• Courses must have been taken within the last five years.

Program-Specific Limits:

• Participants may utilize up to two courses from another institution, or up to 50% from approved U of G UG courses, toward certificate or diploma requirements. Note: courses are subject to approval.  

Application Process

Documentation:

• Submit the name and course code of the course(s) for assessment and the corresponding School of Continuing Studies course(s).
• Provide an official transcript with grades and a complete course outline  from the year in which the course was taken (description, objectives, hours, criteria, textbook, and content).

Submission:

• Official transcripts may be submitted electronically, mailed or delivered in person. Emailed applications must be emailed to oeplc@uoguelph.ca.  
• All files may be uploaded to your Student Portal.  

Notification:

• Assessments typically take 4-6 weeks, with potential delays during peak times.
• Learners will receive an acknowledgment email confirming the receipt of their application and will be notified of any missing information.
• Official transfer credit results will be posted to the learner’s profile on the School of Continuing Studies Student Portal.