CCFS Program – Policies and Procedures

Academic Policies & Procedures

It is the student’s personal responsibility to be familiar with the following policies. These policies and procedures apply to all Canadian College of Funeral Service programs except where noted.

Course Structure:

The School Calendar is organized around two terms, fall term (September – December) and winter term (January – April). During each term the student will have access to online learning. Through a series of online lectures, quizzes, communication and guided reading you are lead through the learning material in each course.

Completion of Computer Lessons:

Lessons are released to you every Monday by 6:00 a.m. (Central Time). They must be submitted for grading no later than the following Sunday by midnight (Central Time). (An instructor may set a different due date for difficult lessons or different programs.) Lessons that are not submitted by the due date are subject to a ten percent (10%) deduction for each week that they are late. All lessons and quizzes for each term must be completed before writing the term exam. The number of online lessons per term for each course will vary from program to program.  Students that remain inactive for several week and fail to submit assignments on a regular basis may be placed on probation or dismissed from the program.

Online Expectations:

• Each student is expected to be active and current in the program.  Students must access the online program on a weekly basis to view any updates, current discussions, announcements, revisions, and emails.
• Each student is expected to print and read weekly lessons, which include course objectives, course content, learning tasks and quizzes.
• During the school term, it is expected that the instructor will respond in a timely manner.  Instructors will attempt to grade online quizzes within seven days of the quiz’s submission date.  Instructors will attempt to grade exams and essays within 2 weeks.  Instructors will attempt to respond to email within two business days. Instructors are not obligated to check for emails on Saturday, Sunday, or Holidays.
• Each student is expected to put the proper amount of time into studying for each course.  Most students will require between 15 and 20 hours of work per week.
• Each student is expected to stay current.  It is the student’s responsibility to stay current on all lessons and assignments.  The instructor has written the schedule to enable the student to stay current.  It is up to the student to complete the course.
• All students are given access to the online learning system, which includes the use of several electronic communications tools.  It is the responsibility of each student to use this resource responsibly and respectfully. All communication should be written in a professional and appropriate manner.
• Each student is expected to remain current with computer updates.  The online program may require that computers have the proper adjustments made with security settings, pop-up blockers, and Java security settings, which allow the student to access online material.  It is the student’s responsibility to get these updates.

Overdue Quizzes:

• A quiz that is not submitted by the due date will be subject to a ten percent (10%) deduction for each week that the quiz is late.
• Students will be permitted to ask for three extensions per term on the weekly quiz submissions if they need more time to submit a quiz.  Permission for the request for an extension must be sent to the instructor of the respective course by email prior to the submission date.  When the extension is granted, the student will have one additional week beyond the original submission deadline to complete and submit the outstanding quiz.  If the quiz is not submitted within the extension week, the quiz will then be subject to a ten percent (10%) deduction for each additional week that the quiz is overdue.

Acceptable Standards:

The acceptable standard for passing any examination, lesson or final grade in any subject is seventy (70%) percent. The only exception to the application of this standard is on Embalming and Funeral Service Practicum courses that are graded on a Pass/Fail basis.

Examinations:

A term examination will be written at the end of each term for each of the courses in which you are enrolled. The examinations contain approximately fifty (50%) percent objective questions (e.g. multiple choice, matching, true or false, diagrams) and fifty (50%) percent written response questions. Your term grade is calculated from forty (40%) percent of your online work and sixty (60%) percent of your term exam.

At the end of each level of study, comprehensive final examinations in each course are administered. A passing grade of seventy (70%) percent on the final examination is required before credit will be issued for the course. A final grade for each course is calculated from forty (40%) percent of your year’s work and sixty (60%) percent of your final exam.

Registered students are asked to refer to the current school calendar to determine the dates for seminars, term examinations, final examinations and all other college related issued during the school year.

EXAMINATION POLICIES:

• All examinations must be written at the scheduled times and dates.
• Students with “exam anxiety” or similar “disability” may write in a separate room but must have proper documentation submitted to CCFS at the beginning of the school year in September. Students may be charged an additional fee for the room, proctor, and administration.
• In extenuating circumstances students may be permitted to write examinations at a later day and will be required to pay a late writing fee/rescheduling fee. A request for permission must be submitted to Canadian College of Funeral Service in writing prior to any special considerations being made.
• Cell phones and all other electronic devices must be turned off.
• Students are not allowed to leave the exam setting (the room that the exam is being written).  Washroom breaks are not permitted.
• Students must be prepared to show photo ID at in-person examinations.
• Online Term Exams:
  • The term exams in December and April will be written online through a virtual format with Brightspace.
  • Students will be required to have access to a computer or laptop with a strong Internet signal and connection.
  • Students are required to write in a private and quiet room that is totally free of distractions.
  • Students will be proctored through Zoom and will require a functioning Webcam.
  • Further online exam policies and details about the process will be made available to students prior to the exams.
• Final Exams:
  • Final exams will be delivered in-person and on paper through a handwritten format.
  • Final exams will be written during the two-week final spring seminar.
  • Final exams will be proctored by CCFS instructors and/or proctors

Spelling and Grammar:   

All examinations, computer lessons and essays will be marked not only on content and correctness, but also for proper use of the English language. Marks will be deducted at the instructor’s discretion for misspelling and improper grammar.

Inclement Weather

Seminars and Exams will not be canceled or rescheduled.

• It is the student’s responsibility to be aware of any impending weather situations and to make travel plans in advance should there be a snowfall or snowstorm.

Illness During an Exam

If a student becomes ill while writing an exam, the student should inform the invigilator/proctor immediately. Full particulars of the circumstances are taken by the invigilator. The partially completed exam, and all other exam materials are sent to the exam administrator (Canadian College of Funeral Service). Requests for a re-write and medical documentation supporting the illness must be submitted to Canadian College of Funeral Service within seven days of the exam.

 Misconduct Related to an Evaluation

In instances where the Canadian College of Funeral Service has reason to believe the integrity of a supervised assessment has been violated by misconduct on the part of a student or group of students, the Canadian College of Funeral Service has the discretion to declare the evaluation results void for the student or group of students in question and to require the student(s) to rewrite the work. This does not preclude disciplinary action if deemed appropriate.

Supplemental Examinations:

Term Exams: 

• If you fail (score below 70%) in three or more courses on a term exam you will be required to rewrite those courses in a supplemental examination.
• Every three courses that are rewritten on a term exam constitute one rewrite opportunity.
• The supplemental examination will be written at a time and place prescribed by the school and the student will be required to pay an additional writing fee.
• In the event that a student fails the supplemental term examination, the student may be dismissed from the program for the remainder of the calendar year. In the event of dismissal, the student will have an opportunity to repeat the program in the following subsequent year.

Final Exams: 

• If you fail a final examination (score below 70%), you will be required to write a supplemental final examination in that course at a time and place prescribed by the school.
• The student will be required to pay an additional writing fee.
• Each supplemental final examination that is written constitutes one rewrite opportunity.
• In the event that you fail the supplemental Final examination you will be required to repeat the course, a portion of the program or the entire program for that level of study.

Under most circumstances, you will be allowed to write a maximum of three supplemental exams per academic year in any given program.     The fee for each supplemental examination is $250.00.

Missed or Rescheduled Exams

A student who misses an exam without being granted prior permission from Canadian College of Funeral Service will be given a grade of “0” for that exam. The student may use a rewrite opportunity to remediate that grade.

If the college grants permission for the exam to be missed and rescheduled, the makeup exam must be completed prior to the continuation of the course. The student will be charged a rescheduling, administration and proctor fee.

EMBALMING LABS/PRACTICUM POLICIES

Embalming Labs/Practicums:

Clinical and/or practicum labs give the student an opportunity to gain valuable experience. Although many of the same rules and policies apply to both the classroom and the funeral home, the importance of learning and maintaining high standards of professional conduct are paramount in the clinical and practicum settings.

• In the funeral home and preparation room, the family’s privacy and the funeral home policies are always top priority. It is of the utmost importance that students maintain proper confidentiality with regard to family and funeral home information.
• Commentary outside of the funeral home and preparation room, regarding either family information or funeral home matters, shall be grounds for disciplinary action.
• Students are invited guests in the funeral home and must abide by the rules and regulations of the facility.
• The practicum evaluator should inform the student of the funeral home policies prior to the embalming practicum.
• Punctuality, appropriate attire, and professionalism are expected of all students while attending labs, tours and practicums.
• Students in a clinical (lab) setting will accept no monetary payments, and they will not be considered employees. Students may not take the responsibilities or the place of the employees.
• Only licensed apprentices will be permitted to attend embalming labs, clinics and practicums.
• Students are responsible for providing their own transportation to and from clinical, field trip experiences and practicums.
• Unacceptable conduct includes (among others) repeated or deliberate disregard for rules and regulations; disrespect toward instructors, co-workers, the deceased, client families or fellow students.

 Canadian College of Funeral Service reserves the right to suspend or dismiss from the program any student who does not demonstrate the knowledge, behavior, ethics or skills deemed necessary in the practice of the profession.

 Embalming Practical Examinations (Level II Licensure Students Only):

An embalming practicum exam must be completed by each level II student in the Funeral Director & Embalmer Program or the Embalmer Program and evaluated by an independent evaluator before a candidate will be recommended for licensing. This evaluation is recorded on a pass/fail basis. Canadian College of Funeral Service or the appropriate provincial regulatory board/agency will appoint a place and time for completion of this evaluation.

During the Embalming Practicum Exam, the student will be required to prove competency in the presence of an instructor or approved evaluator. If competency is not demonstrated, the student will be given a failing grade for the practicum exam.

If the student fails, they will be given only one additional opportunity to be retested at an additional cost of $250.00. The student may be given additional training requirements and conditions set by Canadian College of Funeral Service before they are retested. If student fails a second time they must repeat the second-year embalming course again.

Practicum Requirements (Licensure students only):

Your practical work experience must be logged in your Student Log Book provided by Canadian College of Funeral Service. The Log Book must be kept up-to-date and signed by your sponsor.  The logbook is to be brought to the seminars for evaluation by your instructor.

Depending on the program and province that the student is enrolled in, practicum requirements include:

• Performance of a broad range of funeral service activities.
• Observation and participation in a specified number of embalmings. Three of these embalmings must be on complete autopsy cases
• Observation and participation in a specified number of funeral arrangements.
• Observation and participation in a specified number of transfers, funeral ceremonies, graveside ceremonies, witness cremations, and embalming procedures (including dressing, cosmetics, hairdressing and casketing).
• Observation and participation in embalming labs.
• Completion of 12 embalming case reports (3 per term). Two of the reports must be on complete autopsy cases.
• Completion of the specified number of hours of practical work experience.

Credit will only be awarded in this practicum if all the requirements as set out in the course description are fulfilled.

Hepatitis B Vaccine

Apprenticeship Students are required to make individual arrangements for receiving the Hepatitis B Vaccine prior to registering for the apprenticeship programs. Students must provide a record of vaccination and/or proof of positive antibody status. Documentation of at least the first injection of the series must be submitted to Canadian College of Funeral Service upon acceptance into the program.

Students declining the vaccine due to medical reasons must provide a physician’s note substantiating a medical contraindication or after consultation with a physician. The student is required to sign a Hepatitis B Vaccination Liability Waiver Form.

ATTENDANCE POLICY

Attendance at all seminars, schools, and examinations is mandatory.

Attendance at the Start of the Program

A registered student who does not attend or misses classes during the Fall Seminar (Term 1 or 3) may, at the discretion of Canadian College of Funeral Service, be considered to have withdrawn from the program and have his/her course registration deleted.

General Attendance at Seminars During the Program

In-class seminars are held twice a year in Eastern Canada and three times a year in Western Canada. Students in Eastern Canada will have a third session that will be held online through a virtual format.  Attendance at all seminars and schools is mandatory. Tardiness and unexcused absence will not be tolerated. In the case of deficient attendance without cause, a student may be dismissed from the program.

All requests for absences must be reported in writing to the Canadian College of Funeral Service.

• Consideration for extension or exemption will be given for serious illness or compassionate reasons in the case of the serious illness or death in the student’s immediate family.
• Students will not be granted extensions or exemptions from attendance at any event for business reasons.

Consideration for extension or exemption will be given for serious illness or compassionate reasons.

Students who fail to attend a seminar, school, or examination at the scheduled date will be marked absent and will be penalized 10% on that course.

Licensure students are required to bring personal protective equipment, logbooks and any outstanding documentation to all seminars.

ACADEMIC ACCOMMODATION POLICY 

Canadian College of Funeral Service is committed to providing access to education for persons with documented disabilities.

Guidelines for Students with Documented Disabilities:

Canadian College of Funeral Service will provide appropriate and reasonable accommodations to students with disabilities who self-identify and seek academic accommodations and/or services in accordance with the Human Rights Code and the Canadian Charter of Rights and Freedom.

• Provision of academic accommodations will not lower the academic standards of the Funeral Services Apprenticeship and Foundation Program.
• Students with disabilities applying for admission to the Canadian College of Funeral Service Programs are expected to meet the academic and non-academic admission requirements.

 Eligibility:

To be eligible to receive academic accommodations, students must self-identify and provide appropriate documentation of disability to the Canadian College of Funeral Service at the start of the program.

 Documentation Requirements:

• Students seeking reasonable academic accommodations for a disability will be required to provide appropriate supporting documentation.
• Documentation of a disability must be current (no more than five years old) and be prepared by professionals who have specific training, expertise, and experience in the diagnosis of conditions for which accommodation is being requested.
• The documentation should outline the nature of the disability, along with a detailed explanation of the functional impact of the disability and recommended accommodations and strategies.

If a student’s disability circumstances change, or if his/her disability is temporary in nature, updated documentation must be provided in order to support changes in or continuation of academic accommodations.

 In some circumstances if there is strong evidence of a disability, temporary accommodations may be recommended by the Program Director while documentation is being obtained. All information will be kept confidential according to the Freedom of Information and Protection of Privacy Act.

DISPUTE RESOLUTION POLICY 

The Canadian College of Funeral Service provides an opportunity for students to resolve disputes of a serious nature in a fair and equitable manner. The policy applies to all students who are currently enrolled or were enrolled thirty (30) days prior to submitting their concern to the Canadian College of Funeral Service. The Canadian College of Funeral Service provides an opportunity for students to resolve disputes of a serious nature in a fair and equitable manner.

The student should first approach the instructor or staff person with whom they have the disagreement. If the issue cannot be resolved, the student will follow the steps as outlined below.

In the event of a dispute related to the programs between the Canadian College of Funeral Service and a student:  

• The student shall provide a written statement to the Program Director of the Canadian College of Funeral Service detailing the situation.
• The Program Director will meet with the student through an online format within five business days to review and to resolve any outstanding issues.
• The Program Director will either:
  • Provide a written decision to the student the next business day after the meeting.
  • Inform the student in writing that the matter will be investigated further the next business day after the meeting.
• If the investigation is ongoing – the Canadian College of Funeral Service will complete the investigation within seven business days of the written notification.
• If required, additional meetings may be requested by the student or Canadian College of Funeral Service.

Decision 

At the conclusion of the investigation, the Canadian College of Funeral Service will:

• Determine that the student’s concerns are not substantiated; or
• Determine that the student’s concerns are substantiated in whole or in part; or
• Determine that the student’s concerns are frivolous and vexatious.

Following the determination:

• The student will be notified within five business days once the determination is made. An email will be sent to the student’s preferred email address on file with the Canadian College of Funeral Service with a summary of the determination.
• If it has been determined that the student’s concerns are substantiated in whole or in part the Canadian College of Funeral Service shall include a proposed resolution of the substantiated concern(s).
• If the student wishes to appeal the decision of the Canadian College of Funeral Service, the student will submit a written statement to the Appeal Committee at the Canadian College of Funeral Service. This appeal must be made within five business days. The Program Director of the Canadian College of Funeral Service will provide a written summary of the investigation within five business days of being notified of the appeal. The Appeal Committee will review all documents reviewed from the student and Program Director.
• A final decision will be rendered by the Appeal Committee within ten business days of the appeal.
• The Appeal Committee’s decision will be final, and no further appeals may be requested. 

*Note: Personal information (only situational information will be provided) about the student will not be shared with the Appeal Committee without permission from the student involved. 

STUDENT COURSE WORK AND EXAM APPEAL POLICY 

Procedure for Grade Appeal with Online Quizzes/Assessments 

Only grades received on mid-term or final exams/assessments may be appealed. Grades received for assignments or weekly quizzes may be reviewed by the instructor but may not be appealed.

• If a student is dissatisfied with the grade received for an online quiz, the student must direct their concern in writing by email to the instructor no later than ten business days following the issuing of the grade by the instructor of the course.
• The instructor will review the quiz/assessment and reconsider the grades within five business days and, if warranted, assign a different grade.
• If the student is not satisfied with the outcome of their appeal to the instructor, the student should submit a written appeal within five business days to the Program Director of the Canadian College of Funeral Service.
• The Program Director will review the quiz/assessment and will make a final determination of the grade within five business days. The grade will be final and may not be further appealed.

Procedure for Grade Appeal with Term and Final Exams/Assessments 

• If a student is dissatisfied with the grade received for a term or final course exam/assessment and can provide evidence that a higher grade is warranted the student should first direct their concern in writing with their instructor within ten business days following the issuing of the grade by the instructor of the course.
• The instructor will review the exam/assessment and reconsider the grade within five business days and, if warranted, assign a different grade.
• If the student is not satisfied with the outcome of their appeal to the instructor, the student should submit a written appeal within five business days to the Program Director of the Canadian College of Funeral Service.
• The Program Director will obtain a copy of the term or final exam/assessment from the instructor and will review and regrade the exam/assessment within five business days.
• If the assessment achieves a higher grade on re-mark, the higher grade will be assigned to the student. If the assessment achieves a lower grade on re-mark, the original grade will be retained.
• If the student is not satisfied with the outcome of their appeal to the Program Director, the student should submit a written appeal within five business days to the Appeal Committee of the Canadian College of Funeral Service.
• The grade appeal is reviewed by the Appeal Committee within ten business days:
  • The Appeal Committee will request a written explanation from the instructor of the course for the grade awarded to the student.
  • Having reviewed the circumstances of the appeal, the Appeal Committee reserves the right to take one of two courses of action:
    • uphold the grade as given by the instructor, or
    • overturn the instructor’s grade and award a higher mark and/or a passing grade for the course.
  • The grade assigned following the re-mark and review will be final and cannot be appealed further.

 Exams that are appealed are kept for 6 months after the appeal deadline has passed.

*Note: Personal information about the student will not be shared or included on the exam/assignment with the Appeal Committee without permission from the student involved. 

RESPECTFUL AND FAIR TREATMENT OF STUDENTS POLICY

The Canadian College of Funeral Service is committed to ensuring that its learning environment promotes the respectful and fair treatment of all students and staff. Everyone has the right to study and work in an atmosphere that is free from bullying, harassment, and discrimination.

Bullying and harassment and/or discrimination in our programs is unacceptable and will not be tolerated. All incidents of bullying and harassment and/or discrimination must be reported and will be taken seriously regardless of who the offender may be. Students with the Canadian College of Funeral Service who engage in such behaviour will be subject to discipline or corrective action. A dismissal may also be the outcome.

Definitions

“Discrimination” means discrimination based on a person’s sex, race, colour, ancestry, place of origin, political belief, religion, marital status, family status, physical or mental disability, sexual orientation, age, or criminal conviction which is unrelated to the person’s employment. Discrimination includes sexual harassment, as defined below. 

“Bullying and Harassment” includes any inappropriate conduct or comment by a person towards another person that the person knew or reasonably ought to have known would cause that individual to be humiliated or intimidated, but excludes any reasonable action taken by a supervisor relating to the student. Examples of bullying and harassment include, but are not limited to, such things as:

• words, gestures, actions or practical jokes, the natural consequence of which is to humiliate, ridicule, insult or degrade;
• threats or intimidation;
• cyber bullying;
• physical assault; or
• persistent rudeness, taunting, malicious gossip, patronizing behaviour, vandalizing belongings or other conduct which adversely affects the learning environment.

Responsibilities of all Students 

While in the Licensure and Foundation Program or in the course of activities or events hosted by the Canadian College of Funeral Service students must:

• Not engage in the bullying and harassment of, or discrimination against other students/staff as outlined in the definitions;
• Report using the formal complaint procedures if bullying, harassment and/or discrimination is observed or experienced.

Complaint/Report and Investigation Procedure 

If under any circumstances, a prohibited activity occurs, the following outlines the process for addressing the activity:

Informal Resolution

• A student at the Canadian College of Funeral Service in the Licensure and Foundation Programs who feels that they have been subject to, or who have observed bullying and harassment and/or discrimination in our programs (the complainant) is encouraged (if at all possible) to begin by approaching the respondent, informing the respondent of their discomfort with the behaviour, and asking the respondent to stop. While this is often the simplest and most effective way to end the bullying and harassment and/or discrimination, the complainant is not obligated to confront the respondent.
• If the complainant does not wish to confront the respondent, the complainant may choose to report the bullying and harassment and/or discrimination to the Program Director of the Canadian College of Funeral Service and request that it is dealt with informally.
• If the bullying and harassment and/or discrimination does not stop, or if the complainant does not feel comfortable approaching the respondent directly, the complainant may proceed to file a formal complaint or report.

Formal Complaint or Report

 A student who feels that they have been subject to, or have observed, bullying and harassment and/or discrimination in our programs, may file a formal complaint or report of their concerns. A formal complaint must be made in writing as soon as possible, and should include the following:

• the name of the complainant;
• the name of the alleged offender (s); and
• details of the incident(s) complaint of, including dates, places, names of individuals involved or witnessing the incident(s), and any other relevant information.
  • A formal complaint or report of bullying and harassment and/or discrimination may be made to any one of the following persons:
    • to the complainant’s instructor
    • to the Program Director at the Canadian College of Funeral Service;
    • to the Administrative Manager at the Canadian College of Funeral Service
  • All complaints and reports will be taken seriously and will be dealt with fairly and promptly.

 Investigation Procedure 

• If the subject matter of a complaint or report fits within the definition of Bullying and Harassment and/or Discrimination, it will be investigated. The investigation will be approached in an unbiased manner and commenced within five business days of the filed complaint or report.
• Investigations will be conducted by the Program Director at the Canadian College of Funeral Service.
• Both the complainant and the respondent are entitled to a fair investigation process. The investigator will interview the complainant, the respondent, and any other witnesses the investigator believes may have information relevant to the complaint or report. The investigator will review any relevant documents. The respondent will be given the details of the complaint or report and will be provided with a reasonable opportunity to respond.
• All investigation proceedings will be documented and upon completion of the investigation, the assigned investigator will prepare a report of findings with recommendations.
• If a complaint or report is found to have merit, then appropriate remedial, corrective, or disciplinary action will be taken. This action may include education and training or formal disciplinary or corrective action up to dismissal from the program.

If the subsequent investigation determines that the respondent is not guilty of the offence, the Canadian College of Funeral Service will expunge all records concerning the allegation. 

Confidentiality 

• Complaints and reports of bullying and harassment and/or discrimination involve confidential and sensitive matters. Confidentiality is required so those who may have experienced bullying and harassment and/or discrimination will feel free to come forward, and the reputations and interests of those accused are protected.
• All individuals involved in a bullying and harassment and/or discrimination complaint or report must maintain the confidentiality of any information they receive during the course of the investigation process. Any individual breaching confidentiality may be subject to disciplinary or corrective action up to dismissal from the program.
• Subject to disclosure which is required by law or is necessary to investigate or resolve a complaint or report, the Canadian College of Funeral Service will make every effort to keep confidential any information pertaining to the complaint.

Retaliation 

• Retaliation of any kind against a student of the Canadian College of Funeral Service Licensure and Foundation Program who, in good faith:
  • files a complaint or report of bullying and harassment and/or discrimination;
  • participates or cooperates in any investigation under this policy; or
  • associates with a person who invoked this policy or participates in these procedures will not be tolerated.

Any individual participating in retaliation behaviours may be subject to disciplinary or corrective action up to dismissal from the program. 

Frivolous Complaints or Reports 

Complaints or reports of bullying and harassment and/or discrimination are serious matters. Students of the Canadian College of Funeral Service Licensure and Foundation Program who are found to have made frivolous, vexatious, or malicious complaints of bullying and harassment and/or discrimination may be subject to disciplinary or corrective action.