Policy #15: Student Enrollment

15.1 Purpose

Getting new students set up with the necessary information, equipment, and systems is imperative to student success. CiiAT endeavors to make the student’s enrolling experience as smooth as possible.

15.2 Student Contracts

A contract is created for each new CiiAT student and must be signed by both the student and the institution on or before the program start date, unless the program is employer-provided (i.e., all students are funded by a single employer or third party that is not a public body). The initial student contract is valid for 18 months, after which a new contract is issued.

The student contract outlines key details, including program information, delivery method, total tuition, tuition under the current contract, refund policy, student and institution details, governing body information, and clinical placement information.
Signing the student contract is required to enroll in the program.

15.3 Tuition Payment Set Up

Tuition at CiiAT can be paid through a payment plan arranged by CiiAT. New students will receive an email from CiiAT staff with instructions on how to set up their tuition payments via the webstore on the CiiAT website. Tuition payment plans should be set up no later than a month in advance of the program start date.

Students who fail to abide by the agreed upon tuition payment plan schedule may be placed on academic probation, and with continued failure to make payment, a student may be dismissed from the program.

15.4 Google Workspace Set Up

Students receive a school email address through Google Workspace, along with access to other Google services. Once set up, all CiiAT-related information will be sent to the student’s CiiAT email, which they are expected to check and respond to regularly.
An invitation to set up the CiiAT Google account will be sent to the student’s personal email. The invitation link is valid for 24 hours; after that, a new invitation will be required.

A student that withdraws or is dismissed will lose access to their CiiAT Google Workspace account immediately. A graduating student will be allotted a period of 6 months to prepare for deactivation of their account.

15.5 Learning Management System Set Up

The new student’s login name and password for the Learning Management System (Moodle) will be emailed to them. This information is essential for accessing course materials, assessments, and updates. New students are expected to activate their Moodle account by following the instructions in the email promptly.

A student that withdraws or is dismissed will lose access to their CiiAT Moodle account immediately. A graduating student will be allotted a period of 3 months to prepare for deactivation of their account.

15.6 Art Psychotherapy Diploma Program Orientation Session

The Orientation will be held a few weeks prior to the program start date. This event will provide thorough guidelines and important information for studying with CiiAT. Attendance at the orientation is mandatory for all new Art Psychotherapy Diploma students.

15.7 Class Recording

All classes at CiiAT are recorded. Generally, supervision sessions are not recorded. Recordings are created for the following reasons:

• Class recordings may be reviewed by the Private Training Institutions Branch (PTIB) of British Columbia for inspection purposes, which ensure that students receive the education as stated on their contract and course outlines
• Staff training purposes to ensure that courses are being taught to specific standards
• Student safety, as the curriculum covers many sensitive topics and, similarly to working with clients, it is important for instructors to be aware of each student’s affect

Enrollment in any program at CiiAT grants the Institution permission to record the student, their artwork, and anything related that may be captured in a class recording. By joining CiiAT, a student agrees to being recorded, and that these recordings are to be used for educational purposes only. Recordings are not public and will only be seen by CiiAT personnel and related governing bodies upon request. Recordings are the property of CiiAT.