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.
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 on-line learning. Through a series of on-line 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 7:00 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 assignments for each term must be completed before writing the term exam. The number of on-line 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.
- Each student is expected to be active and current in the program. Students must access the on-line 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 assignments.
- During the school term, it is expected that the instructor will respond in a timely manner. Instructors will attempt to grade on-line assignments within seven days of the assignment’s submission date. Instructors will attempt to grade exams, essays, and assignments within 2 weeks. Instructors will attempt to respond to email within two days, although instructors do not normally check for e-mails 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.
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.
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 on-line 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.
- All examinations must be written at the scheduled times and dates.
- On-line term exams:
- The term exams in December and April will be written on-line 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 on-line 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.
- Students with “exam anxiety” or similar “disability” may write in a separate room but must have a physician’s note submitted to CCFS well in advance. Students will 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.
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.
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 (7) days of the exam.
Misconduct Related to an Evaluation
In instances where 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, 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.
- 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.
- 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.
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 (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.
- 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 an autopsy case.
- 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 refusing the vaccine must provide a physician’s note substantiating a medical contraindication or after consultation with a physician, an informed consent refusing the vaccine and assuming the liability.
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 on-line 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 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.
To be eligible to receive academic accommodations, students must self-identify and provide appropriate documentation of disability to Canadian College of Funeral Service at the start of the program.
- 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.
ACADEMIC PROBATION OR EXPULSION:
Students who fail to make satisfactory progress, show poor attendance and/or exhibit poor behaviour may be placed on academic probation. Specific conditions will be identified that must be met by the student within a specific time period. If the student fails to meet these conditions he/she will be required to withdraw from the program.
Conduct and dress code:
Students are expected to use common sense and courtesy to guide their behaviour. Students who fail to conduct themselves in a socially-acceptable manner will be asked to leave the program.
All electronic devices such as cell phones and related devices are to be turned off prior to entering the classroom and laboratories to avoid disruptions.
A dress code has been implemented to ensure that all students maintain a positive image of the funeral profession, the college, and their employers. Students are expected to follow acceptable criteria for dress, consistent with the standards set by the funeral service profession. A professional image is an imperative standard for all funeral service personnel both on and off the job. All students should dress neatly in keeping with the dignity of the profession. All attire should be professional and conservative in nature.
The minimum dress code is “business casual” and includes:
- Dress pants, slacks, skirts of appropriate length (no jeans, sweatpants, track suits, shorts, leggings, etc..)
- Dress shirt, casual shirts, sweaters, polo/golf shirts, etc… (no T-shirts, tank tops, halter-tops, sweatshirts, low cut shirts, shirts with offensive words, logos, pictures, etc…)
- Dress shoes, casual shoes (no track shoes, flip-flops, sport sandals, etc..)
- No hats
- No visible tattoos. Tattoos must be covered. Tattoos that are part of an ethnic, religious or tribal custom are permitted.
- No visible body piercing other than the ear lobe. Piercings that are part of an ethnic, religious or tribal custom are permitted.
- Jewellery that is conservative in nature
- Acceptable hygiene and grooming.
Embalming students must have acceptable personal protective equipment (PPE) and are expected to bring it with them to the January and spring seminars. PPE includes an impermeable (waterproof) gown, gloves, shoe covers or appropriate footwear, N95 mask, safety goggles, head covering, and face shield.
The School maintains an independent committee of qualified educators and funeral service personnel to hear appeals as the need arises. Upon receiving a failing grade on a course, a student who has exhausted all avenues of appeal with the instructor of the course and the principal instructor of the program, has the right to submit an appeal in writing to the chairperson of the Appeal Committee who shall convene a meeting of that Committee for the purpose of hearing the appeal and reviewing the circumstances of the case. The student must give evidence in writing to the Committee in support of the conditions of the examination or actions of the person awarding the failing grade that constitutes grounds for reconsideration of the failing grade. The Chairperson of the Appeal Committee must receive the student’s written statement requesting an appeal no later than fourteen days (14) following the issuing of the grade by the instructor of the course. The 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: 1) uphold the grade as given by the instructor, or 2) overturn the instructor’s grade and award a passing grade for the course.
Students may also appeal decisions of the Program Director or Appeals Committee to the regulatory agency in their province.
Social media behaviour of students of the Funeral Services Apprenticeship and Foundation Program must be consistent at all times with the highest standards of professional conduct. Students need to exercise discretion and respect when using social media.
In addition to any employment social media policies, Canadian College of Funeral Service students are prohibited from:
- Posting any private or confidential content about client families, including cause of death information and images on any social media site (i.e., private or public Facebook pages), even if the family/decedent identifiers are removed.
- Making disparaging comments about clinical (lab) sites, client families, fellow students or their firms, coworkers or instructors on social media sites.
- Posting class audio or video recordings without express permission from the individual(s) or from the instructors.
- Comments that are (or can be interpreted to be) threatening, harassing, profane, obscene, sexually explicit, racially derogatory, homophobic or otherwise offensive.
- Using social media for non-academic purposes during any classroom or clinical (lab) experience.
Students also need to be aware that posting images of clients or funeral attendees require written permission and written consent from all subjects of the images to be used in social media.
Students who violate the social media professional conduct may be subject to disciplinary action, up to and including dismissal from the Funeral Services Program.
The fees for each program may be found with each program’s description. Fees are subject to change. The following policies apply to all Canadian College of Funeral Service programs except where noted.
All tuition and book fees are due upon invoicing. On-line lessons and books will not be released to unpaid accounts.
Student Withdrawal and Refund Policy:
Students who, after registering, find it necessary to withdraw from the program may do so according to the following procedures:
- Students must submit their request to withdraw in writing to Canadian College of Funeral Service.
- In order for students to obtain financial refunds, they must withdraw from the program any time prior to the end of the eighth week of the program.
- A 50% refund will be issued only on tuition if you withdraw by the eighth week of the program. Textbooks and materials are non-refundable.
It is the student’s responsibility to be aware of all policies, procedures and expectations.