Implementation Date: November 1, 2014
Position(s) Responsible for Administering this Policy: Campus Director
Date of Last Revision: September 01, 2024

Policy:

This policy ensures that students meet attendance expectations required for academic success, institutional integrity, and regulatory compliance under the Private Training Regulation (PTR), specifically section 35(1).

1. Attendance Categories:
   1. Attendance for Academic Standing: To maintain satisfactory academic progress –
      • Students must attend at least 80% of scheduled instructional hours per course.
      • Failure to meet this requirement may result in a failing grade (F) for the course, regardless of assessment scores.
      • Attendance is recorded from the official program start date and monitored continuously.
   2. Attendance Threshold for Institutional Dismissal: To reamin enrolled at PLC –
      • Students who are absent for 20% or more of total scheduled instructional hours across their program (regardless of course-specific attendance) may be dismissed from the institution.
      • This policy applies even if a student passes individual courses.
      • Dismissal decisions are made under the Student Dismissal Policy and may impact future enrolment or visa status.
   3. Tuition-Related Non-Attendance – PTR s 35(1): As per Section 35(1) of the Private Training Regulation –
      • If a student does not attend any classes within the first ten (10) business days of the program start date, they are deemed a non-starter.
      • PLC will consider such students withdrawn and apply tuition refunds according to the Tuition Refund Policy.
      • No academic record or transcript will be issued to students deemed non-starters under this section.
2. Recording Attendance: The Campus Coordinator or designated instructor is responsible for maintaining accurate records of attendance for all students using the Attendance Sheet. At the conclusion of a student’s program, the Campus Coordinator will finalize the student’s attendance record and place it in their permanent file. Attendance is recorded daily by instructors and reviewed weekly by administrative staff. Students will be issued attendance warnings upon reaching:
   • 15% cumulative absence (first warning),
   • 25% cumulative absence (final warning),
   • 30% cumulative absence (review for dismissal).
   • Affected students will receive written notification and may request a review under the Student Appeal Policy.
3. Absence and Leave of Absence: Students studying in an approved distance learning setting or via an online mode are required to have their camera turned on for the duration of their class time. Failing to adhere to this will result in an absence.
   • Excused Absence: It is the student’s responsibility to contact the Campus team to request an excused absence. Approval for an excused absence must be obtained from the Campus Coordinator. Approved absences will be recorded as “Excused” in the student’s attendance record, and students will be permitted to make up any missed classes or work.
   • Unexcused Absence: A student missing a cumulative total of 20% of their classes without approval from the Campus Coordinator may receive a failing grade for the course.
   • Authorized Leave of Absence: Students may apply for a leave of absence under the following circumstances:
     1. Family Emergency: A maximum of four (4) weeks of leave may be granted if a member of the student’s immediate family or household passes away, or suffers a serious illness or injury.
     2. Medical Reasons: A cumulative total of ten (10) days of sick leave may be granted upon submission of valid medical documentation. Additional leave may be granted in exceptional cases, such as pregnancy or other extraordinary circumstances, with approval from the Campus Coordinator.
4. Leave of Absence Procedure: Students requesting a leave of absence must submit an Absence Request Form to the Campus Coordinator, specifying the reason for the leave and its requested duration. Upon approval, the Absence Request Form will be added to the student’s file, and the leave will be recorded as an “Excused Absence” in the Attendance Sheet. The Campus Coordinator will inform the student of any academic requirements to be completed upon their return.
5. Dismissal for Extended Absence: 90-Day Consecutive Absence Rule: A student who is absent for 90 consecutive days without prior approval from the Campus Director will be subject to dismissal from their program. Dismissal will result in the student being withdrawn from their program, with the dismissal recorded in their file and reported to the relevant immigration bodies in Canada.
6. Non-Compliance with Attendance Policy: Students failing to attend at least 80% of their scheduled classes without obtaining the necessary permissions may receive a failing grade for the course. Continued non-compliance with the attendance policy will result in disciplinary action, up to and including dismissal from the program.
7. Post-Study Attendance Record: Once the student completes their program of study, the Campus Coordinator is responsible for finalizing the attendance record and placing it in the student’s permanent file.

Related Policies and References

• Student Dismissal Policy
• Tuition Refund Policy
• Student Appeal Policy
• Private Training Regulation s 35(1)