Student Handbook and Academic Policies

Our policies, procedures, and guidelines are designed to assist students and faculty in maintaining a solid learning experience and to ensure the protection of the privacy and equal rights of students. Please contact us if the information is not found or if further information required.
2023-2024 Student Handbook

A general overview of the resources and services that are available at ACATCM.

Other Policies and Procedures

Student Admission Policy

Purpose  

ACATCM is committed to operating an admission process which is demonstrably fair, transparent and supported by appropriate policies and procedures. 

Scope  

This policy applies to prospective students and academic administration. 

Policy Statement  

  1. ACATCM will evaluate each academic application fairly to all applicants on the prospective student’s eligibility guided by ethical principles and non-discriminatory manner; 
  2. Applications must respect the application deadline stated;  
  3. ACATCM maintains the right to reject any applicant which is perceived as a danger or not a fit for the school and its inhabitants;  
  4. The prospective student application will be consulted with the registrar and the academic council; 
  5. Any false declarations made on the application or in the interview will be refused admission or expelled;  
  6. ACATCM holds the right to limit the program application allowance;  
  7. ACATCM will notify prospective student by writing that their application has met approval.  

Policy Procedure

1. Eligibility

Candidates for admission to Alberta College of Acupuncture & Traditional Chinese Medicine should meet the following requirement accordingly and should have demonstrated maturity, professional ethics, and ability to learn.  

  1. Be at least eighteen (18) years of age;  
  2. If the previous schooling was in a language other than English, students must demonstrate their English is proficient enough to complete the program.  
  3. Have completed a high school education with an Alberta high school diploma or non-Alberta equivalent, verified by transcript, with 60% or better in Grade 12 English, Mathematics, and Science; 

Mature Student:  

Candidates can apply as mature students. This is intended to allow applicants who otherwise will not qualify for admission to be considered, based on the skills and experience they have acquired since leaving school. Applications by mature students are evaluated differently as we do recognize those mature students have life experiences that younger students may not have, such as work experience, experience as a parent, or independent learning. We consider a mature student as:  

  1. A student who has graduated from high school but lacks post-secondary education;  
  2. A student who did not graduate from high school and is looking to gain admission five years after their last year in high school; 
  3. A student who has been away from formal education for five years or more.  

2. Application  

Send completed application to the administration office via online application option, mail or in person, and ensure the following documents are included if applicable:  

  1. Copies of certificates awarded, and/or original official transcripts from other institutions that you have attended;  
  2. Two recent passport-sized photographs;  
  3. A non-refundable application fee of $100.00 in Canadian funds (Money Order preferred) payable to ACATCM; 
  4. A letter of intent that states your background, motivation for choosing this profession, etc; 
  5. Two character referral letters from non-family members.  

Late Application:  

Late applications are possible and prioritized by the date that they are received.  

3. Review Process  

  1. Our Student Coordinator will thoroughly review the candidate’s application upon receipt, then an interview will be arranged either in person or by telephone with a senior administrator or faculty member of ACATCM;  
  2. The Admissions Committee will give final approval for the application; 
  3. Following the interview, the interviewer will meet with the Admissions Committee to provide recommendations; 
  4.  The Student Coordinator will notify the candidate in written form about the acceptance.  
  5. Any false declarations made on the application will have grounds for dismissal of application and the rejection of the prospective student.  

4. Success  

  1. Successful candidates will receive admission and acceptance letter followed by instructions such as students’ orientation date, course schedules, textbook information, etc;  
  2. The student may accept the offer of admission by signing the ACATCM student contract included in their offer of admission and providing payment of their tuition deposit in the amount indicated on the offer of acceptance. 

International Students 

International applicants are required to meet minimum English language proficiency requirements for direct entry into academic programs. Applicants who do not meet minimum English language proficiency requirements may enroll International Acupuncture Foundation Program as a prerequisite. 

High school graduation is the normal minimum level of study to be considered for admission. International applicants should also meet the following requirement and should have demonstrated maturity, professional ethics, and the ability to learn. 

  1. You are at least eighteen (18) years of age; 
  2. You have a secondary school or high school graduation certificate. Education should normally consist of a minimum of 12 years of study; 
  3. You are able to present transcripts from your senior high school along with your graduation diploma or certificate, and any graduation exam results; 
  4. A successful interview (in-person, phone, or video calls) with the school administration; 
  5. International applicants can take advantage of our online application for admission. 

Full-time student: A student who is registered in 60% of courses or more (not including clinical observation or practicum) 

Part-time student: A student registered in less than 60% of courses (not including clinical observation or practicum) 

English Proficiency Policy

Purpose 

Minimum standards of English proficiency are required to ensure that students can understand and communicate clearly in order to be successful in their academic programs. 

Scope 

This policy applies to administrations and to prospective students 

Policy 

All international students are required to meet our English Language Proficiency requirements to be admitted to the Acupuncture or Traditional Chinese Medicine program. English is the primary language of instruction and communication at ACATCM, students must demonstrate an adequate level of proficiency in English as a foundation for success in the program. 

Proficiency in English can be proved in one of the following ways: 

  1. Successful completion of three years of full-time study in an educational institute of Canada or the equivalent, where the major language of instruction is English; 
  2. Graduation from a recognized diploma or degree program offered by an accredited college/college at which English is the primary language of instruction; 
    • TOEFL (Test of English as a Foreign Language)  
    • A minimum iBT score 53- 64; 
    • A minimum PBT score 447- 512 

IELTS (International English Language Testing System) score of at least 5.0. 

Note: Your language scores used for admission will be kept with students’ records as part of the admission process; upon request, ACATCM will provide them to the Ministry for the review of the compliance. Exceptions International student meets any one of the following conditions are not required to submit proof of proficiency in English:

  1. Mother tongue (language first learned and still used on a daily basis) is English; 
  2. Has obtained (or is about to obtain) an undergraduate or graduate degree from a recognized foreign institution where English is the language of instruction; 
  3. Has obtained (or is about to obtain) an undergraduate or graduate degree from a recognized institution in Canada or the United States of America; 
  4. Has lived and attended college and/or college, or been employed, for at least two consecutive years, in a country where English is the acknowledged primary language. 

Student Registration Policy

Purpose  

The purpose of this policy is to help illustrate the registration process. 

Scope  

This policy applies to administration and to students. 

Policy Statement  

  1. Upon admission into the school, the student may register for class provided they meet the pre-requisite standard of the class.    
  2. When students are registered in their class, they will receive a notice of registration. Information regarding textbooks, additional class information, and class schedule will be provided via electronic communication and at student orientation.  
  3. Students may not attend courses for which they are not registered 
  4. Application and registration dates are to be published in the Academic Calendar 

Policy Procedure  

  1. Students’ self-registering for a class must take into consideration each classes’ pre-requisite. Student’s failing to have a class pre-requisite will be denied registration into the class; 
  2.  There are two ways students can be registered for classes:  

I. Block Registration 
Course registration for the academic year is facilitated by the registration office on behalf the student.  

II. Self-Registration
Students must choose, organize, and register for their classes. Students must contact the registration office to register for their course.  

  1. All students will receive confirmation that they are registered in their classes. ACATCM will ensure the organization or distribution of course material packages of registered classes that students may need. If there is no course material package for the class a list of books will be provided to the student to procure; 
  2. A student who wishes to drop or add a course should consult their Student Advisor or academic administration.  

Transfer Students 

Transfer students cannot register for subsequent courses if their transferred courses do not meet the prerequisite requirements. Request for course transfer must be made before the registration period end date, with completed documentation.  

International Students and Registration 

All international students on student visas/study permits are required by Canadian Immigration to be students in good standing which is defined by ACATCM. Students must be registered full-time in each term.  

Auditing Courses 

Application forms for Audit Registration are available and require the approval of the instructor of the course and the registrar. Some courses are not open to auditors. Auditors may attend lectures, but may otherwise participate in classes only to the extent permitted by the instructor. Once registered, students appear on the class list and the audited courses appear on the transcript. 

Student Fees & Refund Policy

Purpose  

The purpose of this policy is to provide clarity on student payment, full or partial refund, and withdrawal from course or program 

Scope  

  1. This policy applies to refunds of program deposit and tuition; Application fees are non-refundable and therefore not within the scope of this policy; 
  2. For the purpose of this policy and for calculating refunds, calendar days will be used, including holidays and weekends;
  3. ACATCM is committed to consistent, fair and transparent decision making. However, ACATCM reserves administrative discretion to consider all circumstances when applying this policy and regulations.  

Student Fees 

  1. Application fee is $100 and must be paid upon the submission of application; 
  2. Student must pay a tuition deposit of $400 paid no later than 2 weeks after acceptance letter is received; 
  3. Students are responsible for course books or materials.
    • Students are provided with a reference list of required and recommended text books which are the responsibility of the student to procure; 
    • Student notes are prepared by ACATCM in which students can directly purchase through ACATCM prior to the start of class commencement. 
  4. Tuition to ACATCM must be paid in full by the deadline indicated in the academic calendar; 
  5. Late tuition will be subject to interest rate of the Bank of Canada’s Prime Rate + 3%; 
  6. Students who fail to pay their tuition by the end of the first week will not be allowed class entry.  

Withdraw 

  1. Students are responsible for formally withdrawing from courses they no longer wish to attend according to deadline and other information published by the admissions office; 
  2. Students must submit a Withdraw Form to be considered officially withdrawn from the course or program; 
  3. For a full refund to be issued, notice of withdrawal from a course must be received prior to the start date of the course as published in the Academic Calendar; 
  4. A full refund will not be issued if a student wishes to withdraw from a course after the start date of the course. 

Refund  

  1. Full refund of tuition and fees for the program can occur if the student terminates their student contract on or before 4 business days of the initial signing of the student contract; 
  2. If a student wishes to withdraw from the program after classes have commenced, ACATCM is entitled to the following tuition amounts: 
    • When 10% or less of the program has been provided, the ACATCM is entitled to 25% of the tuition; 
    • When greater than 10% but less than 50% of the program occurs, ACATCM is entitled to 60% of the tuition;  
    • When greater than 50% of the program occurs, ACATCM is entitled to 100% of tuition. 
  3. A student withdrawing from a class before the class drop date deadline, as stated in the Academic Calendar, is entitled to a full refund of the class cost; 
  4. A student withdrawing from class after the withdraw deadline, as stated in the Academic Calendar, will only receive a partial refund for the class;  
  5. If a student wishes to withdraw from a course after the deadline stated by the Academic Calendar, ACATCM is entitled to the following semester tuition amounts: 
    • When 10% or less of course education has been provided, the ACATCM is entitled to 25% of the tuition; 
    • When greater than 10% but less than 50% of course education occurs, ACATCM is entitled to 60% of the tuition;  
    • When greater than 50% of course education occurs, ACATCM is entitled to 100% of tuition. 
  6. Refunds are to be made to the original payee: 
    • The student or person who paid on behalf of student; 
    • Institutions or governments who provided the student tuition funding. 
  7. When a student misses 5 consecutive unexcused days they will be considered withdrawn with their withdrawal date as the first day of the missed class. The same applies if a student with a reasonable excuse is absent more than 30 consecutive days.  If the student tuition is paid by a loan institution, the refund will be sent to the loan institution; 
  8. All refunds will be in accordance with the Private Vocational Training Regulation Act.    

Student Recruitment and Financial Aid Policy

Purpose  

ACATCM strives to treat all students ethically, respectfully, equitably, and professionally in all interactions, prior to, during, and after their academic careers. Ensuring that all members of the ACATCM community who are engaged in student recruitment activities are sufficiently trained in, aware of, and adhere to the ethical recruitment practices outlined in this policy is a key institutional priority. 

Scope  

These policies apply to recruitment staff and administrative registrar 

Policy Statement 

  1. ACATCM employees and representatives serving in student recruitment or recruitment-supporting roles are responsible for the following: 
    • Providing accurate, current and publicly posted information to prospective students and families; 
    • Do not use high-pressure tactics to influence a student to enroll; 
    • Ensuring that no staff member applies pressure to students to enroll or register with the promise of cash, goods, and/or services outside of the regular process of scholarship monies, institutional discounting, fee waivers; 
    • Comply with non-discrimination policies including non-discriminating on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, or marital status; 
    • Providing guidance on completing admissions and financial aid applications without completing the applications on behalf of a prospective or current student; 
    • Ensure that all data collected during the admissions process will be confidential and be stored no longer than necessary and shared on a need-to-know basis, prior to discussion with the individual student. 
    • Communicating the institution’s refund policy and relevant dates with students; and 
    • Refraining from speaking disparagingly about other higher education institutions while serving in student recruitment or recruitment-supporting roles. 
  2. During recruitment appointments for prospective students, to give additional information, staff members are to be open about the full scope of what can be achieve at ACATCM; 
  3. Social media outreach to prospective students are to show accurate representation of ACATCM capabilities. ACATCM has utilized multiple social media platforms where it posts education material and allows for an open dialog with any prospective students.   
  4. Academic Calendar is to be provided to prospective students.  

Financial Aid 

Students should plan for financing the costs of college from their first term through to the completion of their program. Paying for a college education is ultimately the responsibility of every student and is a major financial undertaking. To access financial assistance, apply for government student loans well before the start of the academic year and be aware of the application deadlines for government student loans. 

Financial aid support for students including Canada student aid and scholarships is available. Financial assistance is available to qualifying Canadian students enrolled in our acupuncture program through:  

  • Alberta Student Loans  
  • National Student Loans Service Center  
  • Personal banking institution 

Student Right and Responsibility Policy

Purpose 

The purpose of this policy is to provide clarity to student rights and responsibilities. 

Scope 

This applies the all students enrolled at ACATCM. 

Policy 

Student Rights
Registered students are expected to abide by the rules and policies of the ACATCM. As students, rights apply to the ACATCM in terms of what students are expected to know, expect and receive in all aspects of their period of study at ACATCM. The standards of student responsibilities apply to all students in terms of what they are expected to take responsibility for and how to conduct themselves during their period of study at ACATCM. 

  1. Students have the right to assemble; 
  2. Affiliation with any intercollegiate organization must not deprive the Students Council of recognition by College authority; 
  3. The student has a right to a healthy and safe environment. The student has a right not to be subjected to physical, sexual, or mental harassment, indignity, injury or violence; 
  4. The confidentiality of all information regarding the student must be respected unless the student consents in writing to its disclosure. Nevertheless, staff members whose professional duties require it may, within the generally accepted rules of ethics, have access to students’ records; 
  5. The student has a right to request and be informed of, prior to registration, the extent of college-related expenses to be incurred during their studies at the College and to be made aware of any services offered to the student; 
  6. The student has a right to request and receive, at the beginning of the course, notice of the availability (time and place) of the instructor and staff members responsible for all services offered; 
  7. The student may make representations in front of any consulting decision-making body of the College with regard to any aspect of student rights, according to procedures in effect at the College; 
  8. The student has the right to refer to any documents contained in their student record; 
  9. The student has the right to add documents to their student record, including written documents referring the contents of a document of a disparaging nature; 
  10. The student has the right to be informed at the beginning of a course of the outlines and means of student assessment and also be assured that these will not be substantially changed; 
  11. The student has the right to be informed at the beginning of a course of methodologies, principal assignments to be handed in, penalties for delays, and the estimated waiting period for obtaining academic results. Further, the student has the right to be informed in advance of any substantial changes;  
  12. Students have a right to academic freedom. Academic freedom is the right to inquire, discuses, learn, and explore knowledge without interference.   

Student Responsibility 

  1. It is the student’s responsibility to be familiar with the course outlines, content, evaluation methods and methodology. It is also the student’s responsibility for inquiring into the availability of the instructors (time and place); 
  2. It is the responsibility of the student to acquaint be familiar with procedures to be followed in the case of rescheduling or replacement of classes; 
  3. The student must respect other people’s health, right to security, and academic freedoms; 
  4. The student is responsible for communicating with the instructors and/or counselors to solve any problems encountered. 
  5. The student is responsible for attending class and being punctuality; When a student misses 5 consecutive unexcused, class instruction days without a valid reason, or a total of 40% of unexcused, class instruction time without valid reason, they will be considered withdrawn from the course with their withdrawal date as the first day of the missed class.  
  6. The student is responsible for handing in assignments to the instructors within the required deadlines or, if the student cannot do so, for making prior arrangements with the concerned instructor; 
  7. The student is responsible for taking advantage of educational activities offered and for taking part in meetings where topics concerning them will be discussed; 
  8. The student is responsible for taking advantage of services offered to by the College to ensure proper orientation of their studies, academic progress and general development; 
  9. The student is responsible for fulfilling their obligations, as agreed upon in conjunction with the College, with regards to the use of goods and services at their disposal. 

Attendance 

Students are expected to attend all classes; attendance will be taken and kept on record. The student is responsible for providing satisfactory written evidence to the instructor to substantiate the reason for absence. Among the reasons that absences are considered excused by the college are the following:  

  1. Death or major illness in a student’s immediate family.  
  2. Illness of a dependent family member.  
  3. Participation in legal proceedings or administrative procedures that require a student’s presence.  
  4. Religious holiday.  
  5. An illness that is too severe or contagious for the student to attend class. A doctor’s note is required.  
  6. Severe weather or road conditions. A written note is required for record-keeping.  

Student Academic Evaluation

Purpose   

The purpose of this policy is to illustrate the grading system used at the College to evaluate enrolled students’ academic performance in their program. This policy also governs the grade reporting requirements and requirements for all final examinations of the programs.  

Scope  

This policy applies to all credit programs at the College, the students enrolled in such programs and the teaching staff evaluating the academic performance of enrolled students. 

STANDARD GRADING SYSTEM  


Final grades will be presented as a letter grade and a percentage grade for all courses and programs. Grading System for written, oral, practical as well as clinical practice evaluations are based on the following standards:  

Letter Grade Percentage Scale 

ScoreGrade Point
A 95%+ 4.0
A- 90%-94% 3.7
B+ 85%-89% 3.3
B 80%-84% 2.7
B- 75%-79% 2.3
C+ 70%-74% 1.7
C 65%-69% 1.3
F <65% 0

Note: The passing grade in all courses is a “C”. Students who do not manage to   
pass a course may be given permission by the College to take the course again.   
The student must present their written request to the Registrar who, in collaboration with the Dean of Academics, and the Vice-Presidents (Academic Affairs and Student Affairs) to re-take the course. A decision will be made by the Dean of Academics after a review of the student’s overall progress and standings. Permission is subject to the availability of classroom space. Additional tuition fees will apply.  

Examination Policies 

  1. All exams must be taken at the scheduled time unless previous arrangements have been made and accepted by the Dean of Academics. The College will only consider deferrals for the following reasons:  
    1. Death or major illness in a student’s family;   
    2. Illness of a dependent family member;  
    3. Participation in legal proceedings or administrative procedures that require a student’s presence;  
    4. Illness that is too severe or contagious for the student to attend. A doctor’s note is required.   
    5. Weather or severe road conditions. A written note is required, even if it is from the student, so that we may have a record of it.  
  2. A student who becomes ill during an examination must notify the invigilator immediately of the inability to complete the examination. The student may then apply to write a deferred examination; 
  3. Should a student write an examination, hand in the paper for marking, and later   
    report extenuating circumstances to support a request for cancellation of the   
    paper and for another examination, or a deferred examination, such a request   
    will be denied; 
  4. Retroactive withdrawals will not be considered. 

Final Examination  

  1. Any final examination in a course is held in the examination period following the   
    session in which the course was completed and is communicated in the course syllabus; 
  2. Final examinations are scheduled by the Academic Affairs Department; 
  3. Students with a registered disability who require special arrangements for their   
    final examination should contact the administration office;  
  4. Should a student write an examination, hand in the paper for marking, and later   
    report extenuating circumstances to support a request for cancellation of the   
    paper and for another examination, or a deferred examination, such a request   
    will be denied;   
  5. Retroactive withdrawals will not be considered.  
  6. Students and instructors must be available for examinations up to the last day of the examination period  

DEFERRED EXAMINATIONS  

  1. A deferred examination may be granted to a student who is absent from an examination through no fault of their own for medical or other valid reasons, including but not limited to, emergency and death or illness of an immediate family member. The validity of such reason shall be determined in the College’s absolute discretion;  
  2. To apply, a student must submit satisfactory documentary evidence (i.e. a   
    doctor’s note) to the College within five (5) working days of the missed examination;   
  3. The College will consider all requests for special deferred examinations and notify the Registration Office and student of its decision within ten working days of receipt of the application. A grade of “DF” will be indicated until the examination is taken.   
  4. A deferred examination shall be accorded the same weight as the regular final examination in the computation of the student’s final grade.  
    • If there is a pattern noticed in which multiple exams are being deferred, the student will be asked to meet with the Dean of Academics to discuss the situation to assess whether the student is abusing the deferral process and this may be deemed as academic mis-conduct.   

REASSESSMENT OF THE EXAMINATION  

  1. Should a student suspect an examination is marked incorrectly, they may request a meeting with the instructor and the school officials and submit a non-refundable fee of $25.00 for a reassessment of the exam; 
  2. A student must initiate a re-assessment within 14 days of final grades being posted 

SUPPLEMENTARY EXAMINATION 

  1. A student whose academic grade has declined in the course due to an examination worth at least 40% can apply for a supplementary examination.   
  2. The student must submit the application along with a non-refundable fee of $50.00. The student will then be informed of the date of the test. It is the student’s responsibility to apply for the supplementary examination.

Graduation Policy

Purpose:  

The purpose of this policy is to provide students with information related to successful completion of ACATCM program requirements and earning a credential as evidenced by the granting of a diploma upon graduation from the program. 

Scope 

This policy applies to all students enrolled at ACATCM in degree and certificate granting programs who intend to complete and graduate from their program at the College. 

Policy Statements 

  1. Eligibility to graduate from ACATCM programs require that students must complete all academic program and financial requirements within six years but no less than three years; 
  2. In addition to classroom program requirements, the programs at ACATCM also include a clinical residency requirement for graduation. Students must complete all first and second year program requirements as a prerequisite to the clinical residency; 
  3. Students must abide and conform to all policies regarding program attendance to fulfill program requirements to be eligible for graduation; 
  4. Students must complete all required courses in the time allowed; 
  5. Prior to graduation, the student shall return all borrowed materials to the College library and not have any outstanding financial obligations to the College; 
  6. Students must receive approval from the Academic Affairs for the granting of a diploma. 
  7. Final grade submissions of a students’ final academic year, Academic Affairs will ensure the student is in “good standing” to graduate according to the Academic Standing and Academic Honors Policy; 
  8. Students are expected to have submitted and completed all required final assignments and examinations from all courses, including their final residency practicum hours, for the office of the registrar to assess for graduation purposes; 
  9. Should all documents be in order, including successful fulfillment of the above policy statements, the student will be notified by Academic Affairs via email that their diploma is be available for pick-up or is available to be mailed. 
  10. Students requiring proof of successful completion of the program can obtain an unofficial/official transcript, for a fee, from the Academic Affairs Office. 

Residency Requirements 

To be eligible for graduation with a ACATCM certificate or diploma, each student must present a certain number of credits earned at ACATCM. These are referred to as residency credits. Courses taken under the other institutions or exchange programs do not count as residency credits. 

Students are expected to complete a minimum number of credits required through courses offered at ACATCM as follows: 

  1. 50% of credit course material 
  2. 80% of clinical course credit material 

Academic Standing and Academic Honors Policy

Purpose  

The purpose of this policy is to define the criteria, stages, conditions and consequences for the varying levels of academic standing.

Scope  

This policy applies to all current students enrolled at ACATCM as it relates to their ability to register for courses, eligibility to continue in the program and eligibility to graduate from the program. 

Policy Statements 

The following sections describe the stages, conditions, and consequences for students who do not meet the criteria to be an enrolled student with Good Standing. The academic standing for enrolled students will be reviewed after each spring semester/term. 

Definitions: 

“Good Standing”: means a student who has not committed academic and/or non-academic misconduct and holds an overall grade of at least 65%. 

FAILING GRADE   

A student may be given a failing grade in either an exercise or course in which that student is found guilty of plagiarism, cheating or other academic misconduct or if the student performs poorly on any academic assessment which reflects a grade of less than 65%. 

Academic Probation Warning 

A student will be placed on academic probation warning when they have an overall grade below 65%, has committed academic and/or non-academic misconduct but has not been suspended or expelled as a result of such misconduct. Students will be placed on academic probation warning for a period of one semester/term in which time they are expected to achieve good standing to continue in the program. Should a student continue to achieve a grade below 65% over an academic term, they will be required to meet with the Dean of Academics to discuss withdrawal from the program, or will be required to repeat these courses to increase their mark before being able to enroll in a higher year or graduate. Students who are required to withdraw may re-apply for the next academic school year. 

In the case of Academic Probation: 

  1. The student shall be permitted to maintain registration;  
  2. The student is expected to attend all classes and activities under specific conditions;  

Conditions of the “probation” may include: 

  1. Show improvement of grades by achieving an overall grade of at least 65% or greater overall in one academic semester/term; 
  2. Not to commit any further offences during the term of the probation; 
  3. To report at specified periods to a designated college official; 
  4. To prepare a paper or essay on a topic relevant to the offense that the student was found to commit; 
  5. To write a letter of apology; 
  6. To refrain from contact with an identified person or persons; 
  7. To refrain from being at or being within a stated distance from a specified person or college property. 

A student under probation who meets the conditions within a time frame shall redeem their normal status. Failure to meet the conditions shall result in further disciplinary action including suspension or expulsion from the college. 

SUSPENSION   

  1. Requires a student to withdraw from the College, program, and/or all college activities for a specified period of time, to a maximum of 3 years, depending on the alleged violation; 
  2. Suspension shall be noted on the student’s academic record and on the student’s transcript. The suspension may be noted on the transcript for a further period of up to 3 years after the end of the suspension;  
  3. A student shall receive credit for any course passed before the effective date of the suspension; 
  4. Withdrawals as a result from a decision of suspension will show as a grade of “W” on the student’s transcript and will remain part of the student’s academic record; 
  5. Upon expiration of a suspension of less than 12 months, the student will be permitted to re-enroll in the program from which the student was suspended provided the student has not been required to withdraw and approval has been granted by the President and Vice-President of Student Affairs, in consultation with other departments, and faculty from which the student was suspended.  
  6. If the suspension is 12 months or more, the student must apply for re-admission to the college.  
  7. Any course work completed at any institution during the period of suspension will not be accepted as credit towards a student’s diploma or program, or for admission to a program, or other certification at the ACATCM. 

EXPLUSION    

Requires a student to withdraw completely from the college for an indefinite period of time. The student shall not be permitted to return without the approval in writing of the President and Vice-President of Student Affairs in consultation with the Academic Council.  

  1. Any course work completed at any institution during the period of expulsion will not be accepted as credit towards a student’s diploma or program, or for admission to a program or other certification at the ACATCM; 
  2. Expulsion shall be noted in the student’s academic file and on the student’s transcript indefinitely or until the student is readmitted to the college; 
  3. A student shall receive credit for any course passed before the effective date of the expulsion; 
  4. Withdrawals, as a result from a decision of expulsion, will show as a grade of “W” on the student’s transcript and will remain part of the student’s academic record; 
  5. A student is deemed to have withdrawn from all courses as of the date of expulsion; 
  6. There will be no refund of any fees and all outstanding fees and debts to the College and materials on loan must be returned immediately.  

Students not in agreement with a decision made in relation to their academic standing and wish to appeal such a decision, must proceed with the Dispute Policy.  

Academic Honours List 

To recognize outstanding academic achievement, the ACATCM awards two designations to exceptional students: 

  1. Dean’s Honour List: 
    • Top students of each academic year end, of each class year, are recognized on the Dean’s Honour List; 
    • Students who have an academic year average of “A-” or 90% and higher are eligible for the Dean’s Honour List; 
    • Students who have been awarded the designation of Dean’s Honour List will be notified by mail; 
    • Students who have been awarded the designation of Dean’s Honour List will be granted a recognition of “Dean’s Honor List” on their transcript for the corresponding year. 
    • Students are not eligible if they have committed any academic or non-academic misconduct in the current or any previous academic year; 
    • Students are not eligible if they have had any previous academic probationary warnings given or disciplinary action taken
  2. President’s Honour List: 
    • One student from every final academic program year, once a year, is selected to be recognized on the President’s Honour List; 
    • This student will have achieved and maintained an overall grade average of a “B+” or 85% and higher over each academic year of the program; 
    • This student will have demonstrated outstanding coursework and performance, and a commitment to learning in academics in the classroom and clinical setting; 
    • This student has demonstrated a high degree of professional conduct and has upheld standards of ethical conduct, integrity, respect, and accountability to fellow students, faculty, staff, patients and all persons associated with the ACATCM;  
    • This student has demonstrated the values of the ACATCM and has been an outstanding ambassador of the ACATCM; 
    • Eligible students must meet all graduation requirements in the (see “Graduation Policy and Procedure”) 
    • Students who have been awarded the designation of President’s Honour List will be notified by mail and this designation will be announced and awarded during the academic year-end convocation ceremony; 
    • Students who have been awarded the designation of President’s Honour List will be granted a recognition of “President’s Honor List” on their transcript for the corresponding year.  
    • Students are not eligible if they have committed any academic or non-academic misconduct in the current or any previous academic year; 
    • Students are not eligible if they have had any previous academic probationary warnings given or disciplinary action taken. 
    • Students eligible for graduation with a final overall grade average of an “A” or 95% or higher are granted a recognition of “Honours” status on their transcript and diploma. 
    • Eligible students must meet all graduation requirements (see “Graduation Policy and Procedure”); 
    • Students who have been awarded the recognition of “Honors” status will be notified by mail and this recognition will be announced during the academic year-end convocation ceremony; 
    • Students are not eligible if they have committed any academic or non-academic misconduct in the current or any previous academic year; 
    • Students are not eligible if they have had any previous academic probationary warnings given or disciplinary action taken. 

Student Behaviour Evaluation Policy

Purpose  

The purpose of this policy is to define the academic and non-academic student behavior requiring evaluation, investigation, and any potential discipline related thereto.  

The College and its community are dedicated to advancing knowledge of acupuncture and traditional Chinese medicine. This pursuit of advancement is founded in the college’s commitment to freedom of expression for students and instructors, freedom to learn, and a commitment to foster these freedoms within its programs. For these freedoms to exist, it is essential to maintain an environment that is safe for each member with the expectation that all members respect these freedoms. The college upholds its integrity though respect, responsibility and professionalism by abiding by policies regarding harassment, bullying, discrimination, diversity and confidentiality and policies regarding academic freedom and ethical conduct.   

Scope  

This applies to all conduct by a student at the College that involves any conduct which, if left unchecked would, to an unacceptable degree, infringe upon the freedoms of other individuals of the college and threaten the proper and safe functioning of the college, college activities, college community, or college-related functions whether or not the conduct occurred on or in relation to college property. Such conduct may include both academic and non-academic mis-conduct. Conduct may be by any means including, but limited to internet forums, electronic communications or other media.   

General Principles Guiding Student Behaviour and Misconduct 

  1. Students have the responsibility to ensure their conduct contributes to a welcoming, caring, respectful, and safe learning environment that respects diversity and fosters a sense of belonging; 
  2. Students are to respect the rights of others at the college; 
  3. Students are to refrain from, report, and not tolerate bullying or bullying behavior directed towards others at the college including by electronic means; 
  4. Notwithstanding the foregoing or the following statements contained in this policy, the College has the ultimate and unfettered ability to use their discretion to refer a matter or individual to appropriate law enforcement agencies or commencing legal action against an individual, where appropriate given the situation.

Academic Misconduct is behavior related to research and learning in the pursuit of official recognition at the college including: 

  1. Admission requirements; 
  2. Course or program requirements; 
  3. Assessments: quizzes, tests, examinations and other related assignments and evaluations; 
  4. Interactive online tutorials, classes, laboratories, discussion groups or other computer assisted instructions; 
  5. Presentations or publications or other research activities related to a student’s course or program of study. 

Non-Academic Misconduct is behaviour that is disruptive or harmful to the college efforts to maintain a positive, productive, and respectful learning and working environment.   

Academic Misconduct 

Plagiarism and Cheating 

  1. ACATCM has zero-tolerance on cheating or plagiarism;  
  2. No student shall submit the words, ideas, images or data of another person as the student’s own work in any academic writing (written or electronic) or presentation (oral or electronic) without proper sourcing and citation given; 
  3. No student shall obtain or attempt to obtain information from another student or unauthorized source, give, or attempt to give information to another student, or use or attempt to use unauthorized material for an examination or similar activity; 
  4. A single offence of cheating or plagiarism on term work, tests, final examinations, or any other academic works, may lead to disciplinary probation or a student’s suspension or expulsion from ACATCM if it is determined that the offence warrants such action.  

Falsifying information and mis-representation 

  1. No student shall falsify information to obtain admission to the college; 
  2. No student shall represent or attempt to represent themselves as another or have themself represented by another in the taking of an examination or preparation of assignment or similar activity. 

Unauthorized or Misuse of College materials 

  1. No student shall obtain, distribute, or receive any academic material such as pending examinations or the contents from any source without prior and express consent of the college (instructors, clinical preceptors, etc.). 

Clinical Observation and Practicum Program 

  1. A student enrolled in any Clinical Observation or Practicum Program is bound by and shall comply with all codes of conduct and responsibilities outlined in the “Clinical Practicum Student Handbook”, and professional codes of ethics that govern the profession and practice of that discipline; 
  2. The following behaviour by any student in the Clinical Observation or Practicum Program is unprofessional conduct:  
    • Falsifying patient records;  
    • Falsifying patient financial records related to treatments; 
    • Mis-representing patient treatment to clinical preceptors or other officials at the practicum site; 
    • Careless or negligent behavior resulting in unnecessary physical or mental harm to patients; 
    • Obtaining or attempting to obtain favors, gifts, payments, or other consideration from patients;  
    • Representing one’s education, qualifications or competence in a way that is false or misleading; 
    • Operating out of the scope of practice.  

Non-Academic Misconduct  

Disruption 

  1. No student shall disrupt a class or cause a disturbance in the clinical environment in such a way that it interferes with the normal process of the session or learning of others; 
  2. No student shall by action, words, written material, or by any means obstruct or disrupt college activities or college related functions; 
  3. Instructors have the authority to dismiss a student from a class for disturbing or disrupting or interfering with a class. In the case of an online course, the instructor may bar the student from any online activities related to the class for the duration of the class or for one week. 

Bribery 

  1. No student shall offer or provide a monetary or other benefit to any member of the college for the purpose of gaining academic or other advantage. 

Distribution of Malicious Material 

  1. No student shall distribute or attempt to distribute malicious or defamatory material or engage in activity which creates a social or academic climate that hinders or prevents the full participation of another person (ex. Intimate images, private messages, etc.). 

Violations of Safety or Dignity 

  1. No student shall have sexual or physical contact with another person without their consent; 
  2. No student shall cause injury, or use written or verbal words to cause injury, to another person, or threaten another person physically or mentally, or cause another person to fear physical or mental abuse;  
  3. No student shall discriminate against any person or group of persons while participating in college activities or college related functions;  
  4. No student shall harass another person including bullying, sexual harassment, and racial harassment including by electronic means; 
  5. No student shall possess any weapon. A weapon is: a firearm, ammunition, air gun, explosive device or replica, or items prohibited by law in Canada or their replicas (brass knuckles, switchblade knives, butterfly knives, etc.). 

Damage to College Property or Resources 

  1. No student shall destroy or cause damage or deface the inside or outside of the college property or the property of any member of the college including malicious code to cause undesirable or destructive effects to another user’s computer and/or data; 
  2. No student shall, without authority, make, alter, or use college supplies or documents; 
  3. No student shall remove library resources from the college without proper authorization, deface, or purposely misplace them or deprive them from other members of the college. 

Unauthorized Use of Facilities 

  1. No student shall enter or remain on the college property without the proper authority, against instructions or with the intent to damage, destroy, or misappropriate college property; 
  2. No student shall obtain any college equipment by fraudulent means or by providing false information.  

Whether Academic Misconduct or Non-Academic Misconduct has occurred, the following penalties may apply based on the decision of the Dean of Academics in collaboration with the Vice-President of Student Affairs, Vice-President of Academic Affairs, Registrar’s office, and consultation with the President, Advisory Committee, and Executive Director as required.  

Academic Probation 

Academic Probation is an order that the student comply with prescribed conditions for a specified time and will not exceed the duration of the student’s program. 

Conditions of the “probation” may include: 

  1. Not to commit any further offences during the term of the probation; 
  2. To report at specified periods to a designated college official; 
  3. To prepare a paper or essay on a topic relevant to the offense that the student was found to commit; 
  4. To write a letter of apology; 
  5. To refrain from contact with an identified person or persons; 
  6. To refrain from being at or being within a specified distance from a specified person or college property. 

Exclusion 

Exclusion prohibits or restricts the student’s presence on college property and participation in a class or activity or student affair for a specified time 

  1. The student may be excluded from all or a specified part of the college; 
  2. Withdrawals resulting from a decision of “exclusion” will show as grades of “W” on the transcript and will remain part of the academic record. 

Suspension 

Suspension requires a student to withdraw for the college, the program, and all college activities for a specified period of time, to a maximum of 3 years. 

  1. Suspension shall be noted on the student’s academic record and on the student’s transcript. The suspension may be noted on the transcript for a further period of up to 3 years after the end of the suspension.  
  2. A student shall receive credit for any course passed before the effective date of the suspension. 
  3. Withdrawals as a result from a decision of suspension will show as a grade of “W” on the student’s transcript and will remain part of the student’s academic record. 
  4. Upon expiration of a suspension of less than 12 months, the student will be permitted to re-enroll in the program from which the student was suspended provided the student has not been required to withdraw 
  5. If the suspension is 12 months or more, the student must apply for re-admission to the college.  
  6. Any course work completed at any institution during the period of suspension will not be accepted as credit towards a student’s diploma or program, or for admission to a program or other certification at the ACATCM.  

Expulsion 

Expulsion requires a student to withdraw completely from the college for an indefinite period of time. The student shall not be permitted to return without the approval in writing of the President and Vice-President of Student Affairs in consultation with other offices and faculty from which the student was expelled.  

  1. Any course work completed at any institution during the period of expulsion will not be accepted as credit towards a student’s diploma or program, or for admission to a program or other certification at the ACATCM;  
  2. Expulsion shall be noted in the student’s academic file and on the student’s transcript indefinitely or until the student is readmitted to the college; 
  3. A student shall receive credit for any course passed before the effective date of the expulsion; 
  4. Withdrawals as a result from a decision of expulsion will show as a grade of “W” on the student’s transcript and will remain part of the student’s academic record; 
  5. A student is deemed to have withdrawn from all courses as of the date of expulsion. 

Encumbrance  

A notation by the Registrar in the form of a negative service indicator on a student’s academic record that results in the withholding of student grades or other indicators of academic attainment, withholding transcripts, denial or termination of registration until the registrar is provided with:  

Proof that a specified fine has been paid to the Financial Office or that arrangements satisfactory to the college have been made to do so; or 

Proof that restitution has been made to the satisfaction of the ACATCM 

Fine 

An order for payment of a specified sum by the student to the Financial Office.  

  1. If the student and the college agree, a fine may be paid in whole or in part by the provision of services by the student to the college. The nature of the services shall be agreed upon by the college and the student. Calculation of the value of the services shall be in accordance with the rate normally paid for persons who ordinarily perform the service.  
  2. The student’s academic record is encumbered until the amount is paid in full.  

“Grade reduction” or Grade of F or Grade of NC (Not-complete) marks for an assignment or the grade for a course may be reduced as a result of inappropriate academic mis-conduct and the grade may be accompanied by a remark indicating inappropriate academic behavior. The student’s grade in the course or grade point average may, as a result, be substantially reduced. 

  1. A grade of F or NC for non-graded courses may be assigned as a result of inappropriate academic mis-conduct. The grade may be accompanied by a remark indicating inappropriate academic behavior;  
  2. The remark on a transcript indicating inappropriate academic misconduct will remain on the student’s transcript for a period of 2 years from the end date of the term for the relevant course. After that time, the remark will be removed, however, the remarks will remain in the student’s academic record. 

“Rescission of Admission Offer” – a revoking of any current offer of admission received by the applicant, whether conditional or final, and cancellation of any registration 

  1. This applies to any application-related mis-conduct 

“Rescission of a Degree/Diploma” is the original award of a degree or diploma will be deleted from the student’s academic record. The student’s transcript will indicate that the degree or diploma has been rescinded. 

  1. In the case of a professional degree or diploma, notification to the appropriate professional body will be given.  

“Restitution” is an order that a student pays money to one or more individuals or the college for damage to or the loss or destruction of any property as a result of an offence by the student.  

  1. The amount of the restitution shall not exceed the replacement cost of the property as of the date that the order is imposed. 
  2. For an individual who has suffered physical or mental harm as a result of an offence by the student, restitution shall be for all expenses or loss of income suffered as a result of the offence by the student.  
  3. The student’s academic record is encumbered until the amount is paid in full.

Students may request and submit an Appeal in accordance with the Dispute Policy. 

Class Schedule ad Length of Academic Term Policy

Purpose  

This policy outlines the parameters that govern the College’s class and term schedule for the academic year, including semester dates and length 

Scope  

This policy applies to all Registrar employees and administrative staff of the College responsible for establishing the course and term schedules each academic year, as well as students enrolled in the programs at the College. 

Policy Statement  

Class schedules are released by the Academic Affairs office for each upcoming academic term via the following schedule: 

  1. Academic terms will be broken into two terms, each term consisting of 15 weeks: 
    • Fall term: September to December 
    • Winter/Spring term: January to April 
  2. All course work, including assignments and examinations, shall be completed by the student within the semester start and semester end dates specified for each academic term and as outlined in each course syllabus, unless otherwise arranged with the course instructor; 
  3. Important dates related to the academic school year are accessible online and include start dates for each academic term, statutory holidays and observed days, and mid-term breaks and end of term breaks.  

Policy  

  1. The academic year is divided into fall and winter/spring semesters. Resident and internship programs run all year long.    
    • Fall term: September to January 
      • Fall mid-term break (reading break) occurs at week 9 of the term for one week; 
      • End of term break occurs at week 18 of the term for two weeks, over Christmas and New Year, to return to class on the first week day after New Year’s Day.   
    • Winter/Spring term: February to June 
      • Spring mid-term break (reading break) occurs at week 9 of the term for one week; 
      • End of term break occurs at week 18 of the term 
    • Internship: student observation beginning in Fall or Winter/Spring term (pending program) of year one in each program, to be completed on-site at the college clinic, runs all year; 
    • Resident: students who have successfully completed and display competency in all evaluation requirements of the “Internship” observation program are eligible to treat patients at the college clinic under supervision of clinical preceptors. This program is open to students beginning in their third year and runs all year. 
  2. Once a student is admitted into the program, they will be given the ability to register for their classes. It is the student’s decision to follow self-registration or block registration. Students will need to notify the registrar’s office and let them know which registration option of choice, and get approval. 
  3. A semester/term is 15 weeks in duration. The 15 weeks includes mid-term and final examinations, or other evaluative assessments and a final exam or final assignment (some courses do not have a mid-term exam but multiple quizzes or tests, and a final paper or presentation instead of a final exam) which is communicated on each course syllabus;   
  4. Fall course schedule is released to students in August prior to the start of the Fall semester.   
    • Fall term: posted online and emailed to students the first week of August. 
    • Student orientation to take place one week before the start of the Fall term 
  5. Winter/Spring course schedule is released in December prior to the Spring semester start.  
    • Spring term: posted online and emailed to students the first week of December. 
  6. Our acupuncture and TCM diploma program follow a general class schedule as posted on https://www.acatcm.com/class-schedule/. 

Student Accommodation Policy and Procedures

Purpose 

This policy is to demonstration the framework of the principles, responsibilities and procedures of the ACATCM to accommodate students, in its role as a service provider, under the Albert Human Rights Act.  

The aim of accommodation is to provide an accessible learning environment where all students meet the essential requirements of ACATCM’s programs to study confidently and successfully.   

Definitions 

“Accommodation” means providing support to access services, courses or programs, making exemptions to any regulations, policies or procedures, standards, or making modifications to physical examinations to the extent necessary to address discrimination against a student based on any protected ground.  

“Reasonable Accommodation” means an accommodation that addressed discrimination based on a protected ground that does not create an undue hardship for the ACATCM. 

Scope  

This policy applies to instructors, all staff, and students at the ACATCM.  

Policy Statement  

  1. The ACATCM has the responsibility of providing an inclusive environment for all students, including those with disabilities.   
  2. The ACATCM assures that students are not denied admission based on any protected ground, including disability.   
  3. The ACATCM will protect the privacy, confidentiality and autonomy of students requiring accommodation, subject to sharing information when necessary to evaluate a request for accommodation or on a need-to know basis. 
  4. The ACATCM will consider and assess all accommodation requests on a case-by-case basis and in a timely and responsive manner.  
  5. The ACATCM will ensure the understanding of the accommodation process and that the accommodations are fully understood between all participating parties and that the student needing accommodation understands they are entitled to a reasonable accommodation, not a perfect accommodation or the particular accommodation requested.   

Accommodation Request Procedure  

  1. Students needing an accommodation unrelated to coursework or the requirements for a graduate diploma, based on a protected ground, or because of a disability should communicate this in writing to the Student Affairs Office and the Office of the Registrar.  
  2. Students needing an accommodation in relation to their coursework or to fulfill requirements for a diploma, based on a protected ground other than disability, should communicate this in writing to their instructor(s) and the Dean of Academics. Where the request relates to the scheduling of a class, test, exam or assignment the request must be made no later than ten business days prior to the class, test, exam or assignment at issue. 
    • Should a student complete a test, exam, or assignment and hand it in for marking, and later report extenuating circumstances to support a request for accommodation of the test, exam or assignment, such a request may be denied.   
  3. Instructors and/or clinic supervisors will be provided with relevant information and/or a designated central contact person may handle all accommodation requests and communication with the student. Instructors and/or clinical supervisors, and/or the designated contact person will evaluate and document accommodation requests and are responsible for implementing ACATCM’s policies and procedures associated with providing the accommodation to the student.  
  4. Students requesting accommodation should be prepared to: 
    • Identify the protected ground and/or disability that gives rise to the need for an accommodation; 
    • Provide details of the nature of the accommodation requested; 
    • Provide supporting documentation, if requested; 
    • Participate and cooperate in the process of assessing and determining a reasonable accommodation; 
    • Meet the admission, progression, and graduation requirements that are essential to maintain academic integrity of the course or program, including the requirements for the student to acquire and demonstrate essential skills and knowledge related to course objectives and learning outcomes, and professional licensing requirements. 

Evaluating Accommodation Requests 

  1. Accommodation request is assessed and provided on an individual, case-by-case basis. 
  2. An instructor, Dean of Academics, Student Affairs officer, Office of the Registrar, or designated contact person who, in accordance with this policy, receives a student’s request for accommodation will engage the student in a discussion to provide enough details to assess the accommodation request. 
  3. The student with the instructor, Dean of Academics, Student Affairs officer, Office of the Registrar, or designated contact person will explore different accommodation options prior to determining it a reasonable accommodation exists; 
  4. A request for accommodation may be denied in cases of undue hardship to the ACATCM. In determining whether or not there is undue hardship the ACATCM may consider, among other things: 
    • Financial cost to the college as a whole; 
    • Significant disruption of operations; 
    • Health and safety concerns; 
    • Substantial interference with the rights of other individuals or groups; 
    • Educational and professional licensing requirements.  
  5. When a reasonable accommodation has been identified, the instructor, Dean of Academics, Student Affairs officer, Office of the Registrar, or designated contact person will prepare a letter of accommodation to be provided to the student and will retain a copy of the letter of accommodation; 
  6. If the student, instructor, Dean of Academics, Student Affairs officer, Office of the Registrar, or designated contact person has any concerns with the letter of accommodation, they have five business days to appeal the terms of the letter of accommodation to the Vice-President of Academic Affairs will review the concerns and may consult with other college offices.  
  7. The Vice-President of Academic Affairs will either confirm or modify the letter of accommodation within five business days of receiving the appeal. The decision of the Vice-President of Academic Affairs is final.  
  8. Students must report any change in their condition or circumstances to their instructor, Dean of Academics, Student Affairs officer, Office of the Registrar, or designated contact person if the change may precipitate changes to their reasonable accommodation. 

Student Academic Record and Alumni Record Storage and Confidentiality Policy

Purpose   

This policy outlines the College’s commitment to confidentiality and storage of all records and information entrusted with the College, in accordance with applicable privacy legislation governing the collection, use, disclosure and protection of personal information, includes but is not limited to, student records and transcripts, and patient records. Storage and collection of information is not limited to hard copy documents, but also addresses electronic means.  

Scope  

This policy applies to all members including students and staff and includes hard-copy and electronic records of academic records, including transcripts, and patient records. 

Policy  

  1. All documents regarding students and alumni records are held in a locked secured area where strict limited access is granted. All documents are held in strict confidentiality and are not shared with any third party unless the person in which the records pertain to requests it;  
  2. Individuals who have access as determined by the Executive Director: President, Vice-President of Human Resources and Finance, Vice-Presidents of Academic and Student Affairs, and the Dean of Academics. 
  3. If the student requests us to share their information with a third party, the student will need to provide a written document requesting ACATCM to share their information to the third party;  
    • Third party may include: 
      • AB education/government for student funding and to meet reporting requirements; 
      • College of Acupuncturist of Alberta for provincial licensing exam application, provisional license; 
      • Law enforcement; 
      • Other institutions should the student be a transfer student to or from another institution 
    • Should students object to the release of information regarding their records they should notify the registrar in writing, giving the specific objection.  
      • Student is to compose a letter which includes their personal information: name, address, phone, email, program enrolled in and year of enrolment; 
      • Student is to describe the information with which they do not wish to share to a third party and the specific reasons for the objection; 
      • The registrar with the office of Student Affairs will review and discuss the letter with the student and make the matter known to any faculty, staff, or administrator (reception) of specific information, or individuals, that the student wishes not to disclose 
  4. All of documents are held for a minimum of 10 years to indefinitely with the exception of student transcripts, which are kept indefinitely.  
  5. In the case of clinical medical records:  
    •  Under the Health Information Act and under the guidance of the College of Acupuncturists of Alberta, acupuncturists must maintain records for a minimum of 10 years from the date of last entry or, if the patient was less than 18 years of age at the time of last entry, the file must be kept for 10 years from the date the patient turns 18 years old. 
    • The patient or their authorized representative has the right to access their health information. Under the Health Information Act and the Freedom of Information and Protection of Privacy Act, the patient may ask for a copy of their record or ask to examine the record. 
    • If any information is to be destroyed, it is securely shredded. 
  6. Under the Freedom of Information and Protection of Privacy Act, a student, or authorized representative of the student, may request to access their student records and information. If a student should call and request information about their student record, the ACATCM will satisfy itself of the identity of the person calling, through questions to which only the student is likely to know and not ask basic questions that the student would have knowledge of such as address or phone number. 

Academic Advising Policy

Purpose

ACATCM is committed to providing students the advising resources needed to make sound, informed decisions on their educational goals and future.

Scope 

This applies to the academic administrative staff and students. 

Policy

The Academic Advisor will be drawn from staff within the College and will be familiar with the teaching, support and administrative arrangements of the program. This means that Academic Advisors will normally be allocated from staff who teach or supervise on at least one class of the students’ program of study. 

Goals 

Assist students with the development of meaningful educational plans and learning goals.  

Roles and Responsibilities 

It is the role and responsibility of Academic Advisors to:  

  1. Help students understand the value of the general education program; 
  2. Assist students for education beyond the baccalaureate; 
  3. Assist first- year and transfer students in selecting appropriate courses; 
  4. Assist students with transitions from their previous academic environment; 
  5. Assist first‐time and transfer students with acculturation to the College setting;
  6. Aid students in making informed choices about program courses; 
  7. Aid students in course scheduling, registration, or withdraw; 
  8. Provide information in academic regulations and procedures; 
  9. Keep all student records confidential; 
  10. Support and advocate for the student if appropriate and the situation is necessary; 
  11. Communicate to Committees on changes or issues that may affect student academic path; 
  12. Meet or advise students who are on academic probation; 
  13. Help transfer students adapt into their program by providing information on policies, student regulations; 
  14. Keep detailed notes on each academic advisement meeting with students; 
  15. Provide scheduled office advisement times throughout the academic year.

It is critical that any student issues or academic problems be identified as early as possible and that referrals be initiated to maximize each advisee’s opportunity for success. Referral to other campus resources will be made when a student need is identified. 

Students are able to seek advisement within Student Affairs. Student responsibilities include:  

  1. Initiate process by contacting Student Affairs to schedule an appointment when required or when in need of assistance. If you cannot attend the scheduled meeting, as a courtesy, notify the advisor in advance; 
  2. Prepare for the advising session and bring all necessary materials to the meeting;  
  3. Familiarize yourself with and understand the requirements of the program; 
  4. Become knowledgeable and understand ACATCM policies and procedures; 
  5. Understand and know your abilities, interests, and values as they relate to your educational and career goals; 
  6. Be flexible in accommodating time for advisement; 
  7. Adhere to policies and procedures within the College and the academic program standards. 

Prior Credit and Prior Learning Assessment Policy

Purpose  

The purpose of the policy is to provide information regarding transfer students and transfer credits. 

Scope  

This applies to the students who have applied for admission to the ACATCM and the office of the registrar who are looking to attain credit for courses previously competed at another institution.  

Policy Statement

  1. The ACATCM generally accepts transfer credits from credit courses offered by other recognized institutions, where the course content is equivalent to the ACATCM course.  
  2. Assessments of transfer credit are completed only after a student has been admitted to the ACATCM and has received an offer of admission letter. Students eligible for transfer credit must submit documentation to the registrar office for assessment. 
  3. It’s possible to receive credits for up to 50% of course load content offered in our programs. Transfer credit will vary depending on the program to which you have been admitted. 
  4. Student confidentiality is taken with serious weight. Release of student information is only permissible with written authorization from the student request.   
  5. Prior learning assessment will be awarded if the learning outcomes in a course can be demonstrated based on a previous coursework and/or life experience. These will be assessed on a case-by-case basis. 

Policy Procedure

  1. Students who have completed courses at universities, colleges, or other accredited institutions and programs, whose content and standards are deemed equivalent to courses offered at the Alberta College of Acupuncture & Traditional Chinese Medicine, may be eligible for transfer credits. Each student’s situation will be considered on an individual basis.  
  2. Some of the criteria used to assess transfer credits includes: 
    • Content and level 
    • Credit weight of the course 
    • Academic structure of your previous institution 
    • Grading system used by your previous institution 
    • Grade achieved 
  3. To request a transfer of credit assessment, complete and forward the following items to our registration office only after you have received your offer of admission letter:  
    • Letter of request for transfer credits  
    • Official transcripts  
    • Copy of degree and/or certificate if available  
    • A $100.00 administration transfer fee applies to each transfer request.  
  4. Notarized copies of original transcripts, degree certificates, diplomas, or other documents are required for non-Canadian institutions. A notarized copy is a true copy of the original document that is stamped, dated, and signed by a notary public, lawyer, or post-secondary registrar. A document that is not in English requires an official notarized translation in English and the official non-translated transcript.  
  5. Detailed course syllabi/outlines may be requested to assess a course for transfer credit. 
    • Syllabi generally include the course description, contact hours, schedule of topics, required textbooks, evaluation methods, etc., and need to be from the year you completed the course.  
  6. It is possible transfer credits may be denied and these situations may include: 
    • No more than 50% of required courses can be transferred. In other words, a minimum of 50% of required courses must be taken through the Alberta College of Acupuncture & Traditional Chinese Medicine. 
    • A course was failed 
    • A course was taken more than 10 years ago 
    • A course was taken at another institution without approval 
    • A grade of ‘C’ (65-69%) or better was not earned in the course (see “Student Academic Evaluation Policy”) 
    • Two courses were taken that are equivalent to the same course at the ACATCM, credit will only be given once/to one course  
  7. Students must meet all requirements of the ACATCM program they are admitted to in order to graduate, regardless of the number of transfer credits they receive. Students may speak to the Office of the Registrar for assistance to determine how long it may take them to complete the ACATCM program and/or which courses need to be completed for full credit.     
  8. A student’s grades are considered confidential at all times. This information will not be released without a student’s written consent and must include the name and address of the destination.  

Ethical Dress Code Policy

Purpose  

The purpose of this policy is to outline the attire standard for ACATCM students and staff while on the ACATCM campus(es).  

Scope  

This policy applies to all students and staff while on any ACATCM campus with reference to student at any ACATCM clinic or affiliated ACATCM clinic in the clinical observation program, residency program, and/or practitioners at any ACATCM clinic or affiliated ACATCM clinic.

Policy  

  1. Students and staff are to respect the dignity of each person. Personal attire should not offend peers, staff, or clients (e.g., no revealing clothing; need to cover extensive tattoos, etc).  
  2. Students and staff are responsible for presenting themselves appropriately during all ACATCM activities including clinical observation and clinical practicum.  
  3. Student and staff self-determination and self-expression must be balanced against the ethical principles of doing no harm, and respect for the dignity and diversity of all persons.    
  4. Due to risk of allergies and sensitivities, no perfume or cologne should be worn while in the clinic environment and all members should be sensitive to students or staff who may have allergies or sensitives to perfumes and colognes while on the ACATCM campus(es). This is to reduce the risk of health problems such as shortness of breath, headaches and migraines, nausea, muscle pain, and cold-like symptoms that can be caused by the chemicals that make up the scented product. 

Clinic Specific Dress Code Policy 

  1. Students, staff, and practitioners are responsible for acquiring and wearing the school required scrub uniform (top) during their time in clinic.  
  2. All members are to ensure appropriate dress-style, closed toe, business appropriate shoes while in clinic.    
  3. All members are to present themselves in business casual bottoms: no jeans, no sweatpants or gym pants, no yoga pants unless paired with a dress style top.   
  4. Students, staff/faculty, and practitioner ID must be carried on their person while in clinic and displayed on their scrub uniform.    

It is the responsibility of all members to respect client diversity or what the client wears (e.g., related to gender, culture, age, and sexuality). 

Clinic Practicum Attendance Policy

 Purpose   

The purpose of this policy is to outline attendance in clinic practicum, including the “Clinic Education” observation program and “Acupuncture Practicum” Residency program.  

Scope 

This applies to students in clinic observation and residency practicum programs.   

Policy 

  1. It is the responsibility of the student to select and arrange the days they attend student clinic.   
  2. Attendance for all assigned clinical practicum days is mandatory.    
  3. Students are expected to be on time and attend all their scheduled hours of clinical practicum placement.    
  4. Should a student attend a clinical or practicum time they were not scheduled for clinic hours will not be granted.   
  5. Failure to complete required hours, courses and assignments will result in non-admission to any subsequent “Clinical Education” or “Acupuncture Practicum” course.  
  6. It is the student’s responsibility to ensure their hours are approved by clinic preceptors with sign-in and sign-out signatures at the appropriate times. Failure to have these items signed may result in rejection of hours.   
  7. Students are expected to be available for the duration of their scheduled shift for all clinical practicum related activities that present themselves. “Blocked” time off during scheduled clinical time or “treatments” will NOT count towards attendance and hours will NOT be granted for “Blocked” time or “treatment” without first consulting the clinic preceptor.   
  8. For students scheduled for shifts of 6 hours or longer, a one hour “lunch break” is included in your shift. See “Jane Program” of the “Clinical Practicum Student Handbook” to schedule a one-hour lunch break.   
  9. All “Clinical Education” or “Acupuncture Practicum” hours are NOT to be completed during any lecture class time. Any absences from lecture class time will NOT be counted towards your “Clinical Education” or “Acupuncture Practicum” time.   
  10. It is the responsibility of the student to notify their clinic preceptor and clinic reception of any absence from scheduled observation or practicum hours. At the discretion of the clinic preceptor, additional documentation of absence may be required (e.g., a note from a health care professional). Missed observation shifts will require students to attend additional shifts to acquire the necessary hours to continue to the next “Clinical Education” course. 
  11. It is the student’s responsibility to NOT attend practicum when they are unfit for practice (e.g., an illness with fever or a cough). The student must notify their clinic preceptor and clinic reception as soon as possible before the start of a scheduled practicum day.     
  12. In the event of an illness or injury during a practicum day, the student is required to notify their clinic preceptor as soon as possible. If a period of absence interferes with the student’s progression through the course and/or program, the student may be asked to meet with the clinic director.    
  13. Students are cautioned that even under extenuating circumstances additional practicum hours may not be available during the term. If there are no additional hours during the term, students may have to make up the hours during non-academic days. Fees may apply.  
  14. Repeated absences and failures in procedures will result in additional hours added for completion or previous hours signed by the clinic preceptor being revoked.  Students may be asked to meet with the Dean of Academics or Academic Affairs Office to discuss their completion of the program.  

For more details about the Clinical Practicum Student Handbook, please refer to the email sent to you by ACATCM regarding your successful completion of the residency exam.

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