OntarioLearn Academic Handbook
2024/25 | Conestoga College
Continuing Education and Online Learning
Conestoga College Institute of Technology and Advanced Learning
Academic Handbook Guidelines
The purpose of this academic handbook is to provide students with important information relating to their academic journey. Academic handbooks are updated annually and are applicable to all new and returning students for the current academic year. Students will be informed of handbook changes that occur outside of the annual update through college email. Students must check their academic handbook for the current edition.
This handbook must be read in conjunction with general information about Conestoga College found on the college website. The information on the college website applies to all students, regardless of program.
The college website provides information regarding Student Services, Safety and Security, Student Rights and Responsibilities, and more.
Contact Information and Communication Standards
Your Program Team
Your program team includes faculty, staff and administrators who are committed to your success. If you have questions about your progress in the program, course work or field placement, please take the time to connect with them.
For all School of Community Services contacts, please use the following link: School of Community Services Contacts.OntarioLearn Department
OntarioLearn@conestogac.on.caCollege Email Communication Requirements
Conestoga College student email accounts are used for all official communication with students. Faculty and staff are only expected to communicate through college email and/or eConestoga regarding specific program/course inquiries/concerns. Faculty are not expected to respond to emails from non-Conestoga email addresses.
Students are expected to check their student email accounts regularly.
When corresponding with anyone at the college, please include your student number and program information. Emails are responded to during business hours. Please allow for a response within 2 business days. Abusive language and/or repeated emails will not be tolerated and are a violation of the Student Expectations for Online Engagement.
If you experience issues accessing your college email, please visit the IT support page for assistance. Students are accountable for ensuring a functioning college email account.
College Hours
The College is open and offers classes seven days a week.
For additional information regarding hours of operations and campus locations, please visit the College website.
Academic Information for Your Studies
Program Enrolment
Did you know that in order to graduate from this program, you must first submit a program application for acceptance?Why should you complete a program application and be accepted in to this program?
- You will receive course and program communication updates
- Credit for courses which are part of your program will be honoured despite program requirement changes
For more information, please see the Program Application Form.
School Programs
For more information regarding your program, please visit your program page.
Current Program Design
Students are registered in a specific program design based on the year that a student begins in a program. Program designs contain all the required courses necessary to graduate from the program. Designs are evolving documents and may change from one academic year to the next. These changes are to reflect the industry standards and requirements for a graduate of this program. If a student does not graduate at the end of the designated semester from the original program design, the student may be responsible for meeting new program design changes in order to graduate.
Students can find their program design on the Student Portal by following the steps below:
- Log in to Student Portal
- Click on 'My Courses' tab
- Select 'View Progress Report' button
Course Outlines
Instructional Plans
Instructional plans will be provided to students in the course shell through the OntarioLearn portal. All assessment dates and deadlines will be posted on the instructional plan, including assignments, tests/quizzes, midterms, presentations, etc. This information acts as a guide to the course and will include a course schedule, which may be subject to change by faculty. Students are expected to review these documents, in coordination with the course outline, on a regular basis and note all key dates and deliverables.
Program Technology Requirements
Program technology requirements are posted on the program web page. Students in hybrid delivery courses will require a device, webcam functionality, and reliable Internet access.
Required Supplies and Texts
Please see course outlines and instructional plans, found in the course shell on the OntarioLearn portal, for details on program/course supplies and textbooks
Required supplies, textbooks, and other materials for a course are listed on the course outline. Students are responsible for purchasing other supplies, etexts, or hard-copy texts as required by the course. Get your personalized booklist through the Conestoga College Bookstore.
Academic Dates
It is the student's responsibility to be aware of various important academic dates throughout the year. These academic dates are posted on the college website.
Please note that Continuing Education courses and Apprenticeship programs may have different start dates and exam dates for courses.
Course Add/Drop
Students can find the courses in which they are currently enrolled on the Student Portal by following the steps below:
- Log in to Student Portal.
- Click on 'My Courses' tab.
- Scroll over the icons to the right of individual course listings.
It is strongly recommended that students consult with the Program Coordinator prior to dropping a course.
- If a course withdrawal is processed prior to the deadline date, a dropped course will be recorded as a "W" (withdrawal) on the transcript.
- If a course withdrawal is processed after the deadline, an "F" (fail) will be recorded on the transcript.
Continuing Education and OntarioLearn courses are not included in student full-time fees. Students wishing to take these part-time courses are required to pay the full fee for the individual course(s). Students may add these or other courses under the 'Browse Continuing Education' tab in their Student Portal.
Timetables
Pre-arranged Timetables
Students in a block-scheduled timetable can add or drop courses via their Student Portal, provided the course fits into their timetable, and there is space in the section they wish to join. If a block change is available, there will be a 'change block' button available in the Student portal. If this button is not available, block changes are not permitted. Course sections and blocks that are full are not accessible to students.
Timetabling Assistance
Students who are out of sync with their program design may require assistance in planning and selecting courses for their next semester in order to meet program requirements. Some courses are a pre-requisite for a subsequent course. Student Success Advisors are available throughout the academic year to meet with students to review their course and program options. Please book an appointment via the Student Success Portal for assistance.
Credit Transfer, Pathways & PLAR
Conestoga recognizes you may have formal post-secondary education that may allow you to enter a program at an advanced level or provide for individual course exemptions. To ensure your credits are eligible for transfer, please contact our Credit Transfer Office at: credittransfer@conestogac.on.ca.
The Credit Transfer Policy and Procedure are available on the college website.
For more information, visit the Credit Transfer webpage and the PLAR webpage.
If you are currently a Conestoga student and want to continue studying at Conestoga, there are a number of different pathway opportunities available to you.
Whether you wish to transfer to another program or apply to a new program after graduation, Conestoga has established pathways, to help you meet your goals.
Conestoga College has articulation agreements with many domestic and international institutions. These agreements allow students to transfer into a specific program with advanced standing. Students must meet the academic requirements stated in the agreement.
For more information regarding pathways at Conestoga, contact the Credit Transfer Office at: credittransfer@conestogac.on.ca
OntarioLearn Courses
Courses delivered through OntarioLearn are a collection of shared online college courses. Due to curriculum sharing, OntarioLearn courses at Conestoga College are not eligible for PLAR.
Attendance and Your Success
Working Together to Plan Your Success
Your success matters! Regular, punctual attendance, and active participation in scheduled classes, field and clinical placements, labs and any on-campus and off-campus activities scheduled by your program will help you to understand and master the learning complexities of your program.
If extenuating, unplanned circumstances require you to miss a class or an assessment, please note that it is your responsibility to follow up with individual faculty members prior to the class/assessment and access any missed information.
Attendance for Evaluations
Evaluations are critical components of each course and your overall success in your program. It is your responsibility to attend all evaluations (e.g. test, exam, presentation, etc.). If there is a concerning pattern of absence from evaluations across your program, you may be asked to meet with the Program Coordinator and/or Student Advisor to discuss strategies for success.While circumstances such as religious holidays and academic accommodations may necessitate rescheduling of evaluations and will be accommodated, please note that there will be no special arrangements made for rescheduling evaluations due to personal conflicts such as work, commuting, or vacation plans.
Faculty Responsibilities
- To communicate the dates of each evaluation at the beginning of each semester through the Instructional Plan.
- To communicate, in writing, any unplanned extenuating circumstances that may require changes to the course schedule.
- As per the Religious Holiday Procedure, provide alternative evaluation arrangements for missed evaluations due to recognized religious holidays as defined by the College Employer Council.
- To provide all accommodations requested by Accessible Learning.
- To consider alternative evaluation requests in good faith and examine the unique circumstances (e.g., unexpected family obligations, personal emergencies, etc.) and collaboratively determine an appropriate solution.
- Note, do not request doctor's notes from students.
Student Responsibilities
- To review the instructional plan and familiarize yourself with the dates of evaluation.
- As per the Religious Holiday Procedure, inform your faculty member in writing that the religious holiday defined by the College Employer Council will occur during the semester and may require considerations for evaluations to be rescheduled.
- If you must be absent from any scheduled evaluation, report your absence on the Student Portal using the procedure below. You must do this prior to the start of the evaluation or risk receiving a mark of zero.
How to Report Absences on the Student Portal
- Log into the Student Portal and click on the 'Absence' tab.
- Indicate whether or not there is an assessment scheduled on that day by clicking 'Yes' or 'No', as well as the reason for the absence (illness or other).
- Click 'Continue' to report the absence.
- Click 'I agree' to confirm the absence.
- You will receive a confirmation email that your absence has been recorded.
Important! Please note the following:
- The earliest you can record an absence for a particular day, is after 8:00 p.m. the day before. You must report each day you are absent.
- The Absence Recording System will show you as being absent for the day, starting from the time that you recorded the absence. For example, if you record your absence on a specific day at 11:00 a.m., the system will show you as being absent for all classes starting after 11:00 a.m. that day.
- If you are going to be present for any other classes on the day for which you recorded an absence, please let the faculty member know by attending or following up by eConestoga or college email.
- As soon as possible, email the faculty member associated with the evaluation you missed and arrange for appropriate follow-up.
Documentation for Absences
Conestoga recognizes that unexpected circumstances, such as brief illness, do arise during the term. As a visit to a health practitioner may not be necessary or possible, we do not ask you to provide a doctor's note except in exceptional circumstances.
If the evaluation cannot be rescheduled, (e.g., experiential activity, lab, or a group presentation) your professor may provide you with a revised assignment or allocate its marks to another evaluation item, so long as the combined total does not exceed 40% of the course grade. This will be communicated to you by email.
Reasons for Absence
Illness
If a student is suffering from any condition that would impair their ability to perform their academic work or the nature of the health issue would also place other students/employees at risk, it is generally recommended that the student take a day or several days off until the illness is resolved.
Compassionate Leave
Request for leaves of absence to attend to family illness, death or family problems are usually granted. These requests will be submitted to faculty who will consult with the Program Coordinator/Chair if necessary.
Jury Duty
Any student who receives a summons for jury duty must submit the document to their respective faculty as soon as possible. The faculty will consult with the Chair to determine what arrangements can be made to have the student excused from submission of assignments, if such duty interferes with the progress in the program. Students may also be required to engage in activities in the evening or weekends using eConestoga.
Other Absence(s)
Student absence(s) must be supported by formal, original documentation.Religious Holy Days and Spiritual Observances
- Plan ahead and be aware of the dates of all examinations and other course obligations;
- Advise the faculty that you will be seeking accommodation to observe a recognized religious holy day.
- Make a request in writing to your Program Coordinator within the first three weeks of the semester and prior to the date of assessment that falls on the religious holy day. Exceptions based on extenuating circumstances must be approved by the Program Chair.
Attendance
The attendance policy varies from course to course. For more information, please refer to your course outline.Evaluations
Working Together on Group Assignments
Evaluations Deadlines, Tests, and Examinations
Students are responsible for meeting all course deadlines with respect to course assignments, projects, and examinations. Attendance for exams and tests is mandatory. If an exam or test is missed, then a grade of 0% will be assigned and a re-write will not be permitted. Requests for an extension will be considered for extenuating circumstances and supporting documentation may be required.
Web-based Tools
Program courses may use web-based services with data centres outside of Canada. Students may be expected to complete assessments where information is transmitted outside of Canada. Students who do not wish to submit their information to other countries have the right to opt-out. It is the responsibility of the student to notify the instructor if they, in the first week of term or at the time assignment details are provided, wish to submit an alternate assignment.
Course examinations may be administered through a remote proctoring service to assure academic integrity. Ensure that you meet the system requirements that will allow the recording of your computer screen, webcam, and microphone.
Accessible Learning
Conestoga College provides an equitable environment where all students have the opportunity to participate in College life. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, Conestoga recognizes its responsibility and legal obligation to provide education, information and services in an accessible manner. Conestoga's Accessible Learning services provide support for students with permanent and temporary disabilities who feel they are encountering barriers to learning. They work with students to understand the impact of a disability in the college environment and will help develop a success plan that considers student goals and required academic accommodations. Accessible Learning will also communicate necessary accommodations to professors on behalf of the student.
To consult with an Accessibility Advisor about accommodations please make an appointment by emailing accessibility@conestogac.on.ca or calling 519-748-5220 ext. 3232.
Exceptions for non-accessibility focused issues need to be consulted on with your professor. Final approval for exceptions unrelated to academic accommodations rests with the program chair.
Awards, Scholarships and Bursaries
Conestoga has more than 400 awards, bursaries, scholarships, and academic grants available to Conestoga students. These funds are made available to our students through the partnerships we have established with local business and industry leaders.
To be considered for an award, complete the General Application available through your Student Portal. Notifications, deadlines, and instructions to complete the application are sent to all full-time students' email accounts in the fall, winter, and spring semesters.
Visit the Financial Aid and Student Awards Office on Conestoga's website.
Academic Expectations for Your Studies
Professionalism and Student Expectations
Rights and Responsibilities
- Student Rights include the right to learn, to be safe, to be informed, to be heard and to appeal.
- Student Responsibilities include respect for persons, respect for college learning and working environment and respect for property, facilities and college reputation.
Professionalism
Professionalism Expectations
Personal Device and Social Media Usage
- Many types of social media encourage instantaneous, casual dialogue. It is important to remember that even an innocent comment may be easily misunderstood.
- Assume that information you post or send can be accessed or altered by anyone.
- Consider whether any posting may reflect poorly on you, your school, or your profession.
- Avoid online criticism of other students, colleagues, professors or WIL experiences.
- Avoid impulsive or inappropriate comments.
- Pictures should not be taken, posted to social media sites or shared without the express permission of all individuals involved.
- Remember that online sites you visit are not anonymous.
- Make sure your online name and email reflect professionalism.
- Ensure that your postings will not be considered harassment or defamation of a peer, colleague, faculty or others.
- Do not take or post any pictures during WIL experiences or involved in lab activities
- Maintain client-provider relationships and boundaries. The addition of a client to a 'friendship" status online is unacceptable.
Classroom Practices
Faculty responsibilities:
- Provide to students at the start of each course an instructional plan, which indicates the due dates for all assessed items (assignments, tests, exams, case studies, presentations etc.) and the respective weighting of each item toward the student's final grade.
- Return assessed items promptly and review with students – generally, students are not able to retain their tests/examinations/assignments and should review thoroughly at this time. It is the responsibility of the student to ask any questions regarding the assignment with the faculty member outside class time during posted office hours, if required.
- Respond to student requests for consultations to discuss performance or questions in respect to their coursework and assessed items.
- Respond to student emails/voicemails within 48 business hours.
- Ensure course outcomes are covered in the assessment method.
Student responsibilities:
- Attend and participate in lectures, labs, presentations, group work, field trips or other activities related to the course/program.
- Students are not permitted to record lectures or take pictures without the consent of faculty and/or students. Content from the course is not to be posted on any external websites.
- The use of an electronic translator is prohibited. Students must be able to communicate in English.
- Electronic devices may be used for learning or instructional purposes. Faculty or technologists may request devices be put away when a safety issue or distraction occurs.
- Adhere to all deadlines for assessed items.
- Write final exams as per the schedule posted by the Program Coordinator/Faculty.
- Please consult with the Program Coordinator/Faculty regarding final exam dates and times.
- Unauthorized devices in a testing situation will result in an academic offence and a grade of zero.
- Submit coursework in the requested format, described by the faculty member in the rubrics or guidelines, by the specified deadline.
- Fully disclose and completely reference all sources used in submitted course assessments and not engage in plagiarism.
- Advise faculty of circumstances that would prevent the completion of assessments, prior to the deadline and provide required documentation.
What is Academic Integrity?
Academic integrity means the degree to which the outcomes of learning activities or scholarly work have authenticity and align with formal goals and objectives established by the College. It includes acting fairly and honestly when engaging in academic activities including but not limited to course work, work integrated learning, academic documents, and research. All members of the Conestoga community are responsible and accountable for upholding academic integrity.
As a current Conestoga student, you are expected to understand what constitutes an academic incident and to avoid any activities that may lead to an academic incident.
By having and applying an Academic Integrity Policy and Procedure, Conestoga ensures graduates complete their studies fairly and honestly through hard work and dedication, and thus are well-prepared for their future careers.
Plagiarism
Penalties for plagiarism can be severe and can include receiving a failing grade for the entire course. There are many resources that can help you with proper citation, and help you understand when you can and cannot use other sources as influence for your work.
For more information about plagiarism, consult the Academic Integrity page from Conestoga College Library Services.
Other forms of Academic Misconduct
There are other ways a student might cheat, including, but not limited to, Contract Cheating, Unauthorized Collaboration, Aiding and Abetting, and using Unauthorized Aids and Assistance. It is important to familiarize yourself with potential ways of cheating in order to know how to avoid it. For help, please contact the Academic Integrity Office for guidance and support.
Copyright at Conestoga
Conestoga facilitates access to print, media, and electronic resources to support and enrich learning, teaching, and research in compliance with the following:- Canadian Copyright Act
- Fair Dealing
- Conestoga Copyright Policy
Whether your work appears in print, broadcast, online, or in another form, copyright laws apply. These laws also protect the work you produce. Work submitted for assessments must conform to copyright requirements, unless otherwise stated by Faculty. Elements under copyright can include, but are not limited to: music, text, images, and designs. If in doubt, do not use elements that could be under copyright protection.
For further guidance, please see Conestoga's Academic Offences Policy or the Conestoga College Library Services' Academic Integrity page.
Generative Artificial Intelligence (Gen AI)
GenAI tools are prohibited from being used for assignments unless you are specifically authorized to use GenAI tool for an assignment by your professor.
Please visit Conestoga's Gen AI for Students website to learn more.
Research
Some courses have a research component, which may be college-based and/or in collaboration with a host organization. Research must adhere to the highest level of ethical standards and is a reflection of Conestoga College. Faculty will provide more information relevant to the research requirements in the course. For further details regarding required citing and referencing, please contact Library Services.Academic Concerns During a Course
If a student has a concern regarding an assignment, lab, midterm, final exam, etc., the student must first meet with the faculty to discuss the situation. When contacting faculty, students should carefully consider the feedback provided and reflect on their submission.
Student Representation - CSI
Conestoga Students Inc. (CSI) and Conestoga agree that a student has the right to invite a member of CSI to a student and/or faculty meeting provided that 24 hours advance notice is given to faculty. This advance notice will ensure that all parties will have an opportunity to adequately prepare for the meeting.Academic Progress Through Your Studies
Academic Progression
The college's approach to academic progression is governed by the Academic Advancement and Achievement Policy.
A student's academic achievement results in a promotion decision, such as Promotion with Good Academic Standing, Promotion on Probation, Graduation, and Discontinuance.
Probation
Promotion on probation refers to students who do not achieve the minimum overall acceptable achievement for progression as identified in the
Academic Advancement and Achievement Policy. Students who progress on probation can register in the next Term, but course registration is subject to course prerequisites.
- First Probation: Students on probation for the first time are encouraged to meet with their Student Success Advisor (SSA) or Program Coordinator to map out a Learning Plan and discuss strategies they can use to support their success.
- Consecutive Probation: Students on probation for a second consecutive Semester must meet with their Student Success Advisor (SSA) or Program Coordinator to develop a Learning Contract.
Discontinuance
A student can be discontinued from their program for either academic or non-academic reasons, as set out in the Discontinuance Procedure.
-
Academic Discontinuance may occur when a student fails to meet the specified academic Progression Requirements of their program.
- Policy Violation Discontinuance may occur when a student has been found to have violated College policy and/or procedure, such as but not limited to:
Supplemental Assessment
A student who has failed a course may be provided an opportunity to complete a supplemental assessment if they have met the established criteria in accordance with the
Supplemental Assessment Policy and
Procedure.
Withdrawal
Students considering withdrawing from a program should communicate with their Student Success Advisor prior to withdrawing. In order to formally withdraw from a program, the student must complete the Program Withdrawal form on the Student Portal by selecting the "Services" tab, "My Forms" button . It is your responsibility to make sure that you are aware of and adhere to deadlines for withdrawal. Deadlines for withdrawing from a program with/without an academic penalty or with/without a refund are posted on the website under Academic Dates.
Readmission
If you are discontinued or if you withdraw from the program, you must reapply for admission in accordance with the
Readmission Procedure. Readmission is not guaranteed.
Progression Requirements
Some programs may require a higher minimum standard than those indicated in the Academic Advancement and Achievement Policy due to the nature of their program, including but not limited to, accreditation or regulatory requirements. These minimum standards are documented in the School of Community Services Progression Requirements Guide.
Graduation
Students are eligible to graduate upon completion of all academic requirements in their program of study, including co-op placements if applicable, in accordance with the Academic Advancement and Achievement Policy. This also includes meeting the minimum program weighted average. This minimum program weighted average is listed in the School of Community Services Progression Requirements Guide. Students who take longer than the designed program length of time to complete their studies are accountable for completing any new or additional courses that may result due to changes in the program of study.
Student Feedback
Student feedback is an essential component of our continuous improvement process.
Student Appraisal of Teaching
The OntarioLearn Evaluation Survey allows direct feedback from students on teaching for a particular course. Completion of the survey gives teachers and academic managers valuable information.
Students complete an electronic copy and a summary of results is prepared by OntarioLearn. The report is sent to the Academic Manager who shares the report with the faculty member AFTER all marks for the semester have been collected.
College-wide Policies and Procedures
A Student Protection Acknowledgement confirmation pop-up will appear when a student logs into the Student Portal on an annual basis. Students are advised to review and comply with all Conestoga policies and procedures.
All Conestoga academic policies and procedures are listed on the College website.
Academic Handbook Revision Log
Created Spring 2024