Policies & Procedures
  • Student Withdrawal/Refund Policy

    To be considered for a refund, a student must submit a written notice of withdrawal to the institution. Notices of dismissal to a student must also be in written form.

          1.      If Universal Learning Institute receives tuition from the student, or a person on behalf of the student, the institution will refund the student, or the person who paid on behalf of the student, the tuition that was paid in relation to the program in which the student is enrolled if:

        a.      the institution receives a notice of withdrawal from the student no later than seven days after the effective contract date and before the contract start date;

         b.      the student, or the student’s parent or legal guardian, signs the student enrollment contract seven days or less before the contract start date and the institution receives a notice of withdrawal from the student between the date the student, or the student’s parent or legal guardian, signed the student enrollment contract and the contract start date; or

        c.      the student does not attend a work experience component and the institution does not provide all of the hours of instruction of the work experience component within 30 days of the contract end date.

          2.      Universal Learning Institute will refund the tuition for the program and all related fees paid by the student or a person on behalf of the student enrolled in the program if the student is enrolled in the program without having met the admission requirements and did not misrepresent his or her knowledge or skills when applying for admission.

          3.      If a student does not attend any of the first 30% of the hours of instruction to be provided during the contract term, Universal Learning Institute may retain up to 50% of the tuition paid under the student enrollment contract unless the program is provided solely through distance education.

          4.      Unless the program is provided solely through distance education, if Universal Learning Institute receives a notice of withdrawal from a student:

        a.      more than seven days after the effective contract date and

                                                               i.     at least 30 days before the contract start date, the institution may retain up to 10% of the tuition due under the student enrollment contract, to a maximum of $1,000.

                                                                ii.     less than 30 days before the contract start date, the institution may retain up to 20% of the tuition due under the student enrollment contract, to a maximum of $1,300.

         b.      after the contract start date

                                                                i.     and up to and including 10% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrollment contract.

                                                                ii.     and after 10% but before 30% of the hours of instruction to be provided during the contract  term have been provided, the institution may retain up to 50% of the tuition due under the student enrollment contract.

          5.      Unless the program is provided solely through distance education, if Universal Learning Institute provides a notice of dismissal to a student and the date the institution delivers the notice to the student is:

         a.      equal to or before 10% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 30% of the tuition due under the student enrollment contract.

         b.      after 10% but before 30% of the hours of instruction to be provided during the contract term have been provided, the institution may retain up to 50% of the tuition due under the student enrollment contract.

          6.      If Universal Learning Institute provides the program solely through distance education and the institution receives a student’s notice of withdrawal or the institution delivers a notice of dismissal to the student and:

    a.      the student has completed and received an evaluation of his or her performance for up to 30% of the hours of instruction to be provided during the contract term, the institution may retain up to 30% of the tuition due under the student enrolment contract, or

    b.      the student has completed and received an evaluation of his or her performance for more than 30% but less than 50% of the program, the institution may retain up to 50% of the tuition due under the student enrolment contract.

          7.      Universal Learning Institute will refund fees charged for course materials paid for but not received if the student provides a notice of withdrawal to the institution or the institution provides a notice of dismissal to the student.

          8.      Refunds required under this policy will be paid to the student, or a person who paid the tuition or fees on behalf of the student, within 30 days:

         a.      of the date Universal Learning Institute receives a student’s notice of withdrawal,

         b.      of the date Universal Learning Institute provides a notice of dismissal to the student,

         c.      of the date that the registrar provides notice to Universal Learning Institute that the institution is not complying with section 1(c) or 2 of this policy, or

         d.      after the first 30% of the hours of instruction if section 3 of this policy applies

     

          9.      If an international student delivers a copy of a refusal of a study permit to Universal Learning Institute, sections 1(a), 1(b), 4, 7, and 8 of this policy apply as if the copy of the refusal were a notice of withdrawal, unless:

         a.      the international student requests an additional letter of acceptance for the same program that was the subject of the refusal of a study permit,

         b.      or the program is provided solely through distance education.

  • Admission Policy

    Proof of meeting the admission requirements of the school and the program will be kept in your file.  The school requires evidence of being a mature student, 19 years or older or out of school for 12 months (photo ID).  The school requires proof of meeting the admission requirements for specific programs  before acceptance can be issued.

    Failure to meet the Admissions requirement for each program cannot be waived by either the Institution or the student.

  • Prior Learning Assessment/Credit Transfer Policy

    Depending on a student’s entrance test results and proof of previous accomplishments, schedules and tuition may be adjusted to less than the posted program schedule/tuition.   This will be agreed to prior to the contract period.  We can offer credit for up to 50% of the total program time or content.

    EXCEPTION: Based on school closures, or other industry anomalies, ULI will allow credit in excess of 50% of the total program. The allowable prior learning will be incident specific and decided upon after a formal interview between the student and ULI admissions.

  • Attendance Policy

    This applies to all students of ULI.

    Anyone in a funded program must adhere to the attendance policies of their funding agency that ULI will monitor and enforce

    International students are held accountable to IRCC attendance requirements.

    ULI privately funded students without any accountable reason (e.g. Visitor Visa, citizen or permanent resident) will be held accountable to their scheduled study times  

    ULI makes every effort to create a flexible environment to help you meet all your responsibilities as an adult. 

    However, within that flexibility there are policies that must be adhered to in order to help you reach your goals and graduate.

     

    Minimum Attendance Requirements for students are as follows:

    80% attendance for your entire scheduled program is required. 

    Lecture-based classes are pre-scheduled.  Excused absences (i.e. absences with notification) can be made up with extra material or classroom notes.  Tutorials are not included as a makeup class.

    Indicate an impending class absence by email or phone before the class starts if possible.  Richmond@uli.ca, or Vancouver@uli.ca.

    Attendance requirements of your funding agency or IRCC for International students is determined by the agency and upheld at ULI based on the details of the letter of acceptance from ULI.  There is no flexibility on this monitoring and reporting policy and it supercedes any school policy.

     

    Please Note:   The entire program may be put on hold for up to 3 months, or individual courses may be placed on hold with the understanding that your particular program or missing courses may not be available on your return in the order that you may need if available at all.  However, ULI will make every effort to transfer your credits as Prior Learning Credits to an existing program if you wish.  You will be responsible for any fee differential at that time.

    When there has been no attendance or contact or special arrangements made in writing for one month that will constitute an automatic withdrawal from your program with no refunds.  If no arrangements have been made, the course or program and the time is forfeited.

    We work hard to accommodate changing work schedules, family needs, and personal appointments.  Just let us know.  We try to accommodate adults with multiple levels of responsibility. 

    • There is no fee for the Hold request.  There is no refund if the program/course is no longer available.

    • For those looking for a few weeks to 3 months, a letter of authorized leave from the school is required if you plan to leave the country. 

    • On your return a new contract will be issued to indicate the extension based on the authorized leave of absence

    • If you leave with no authorization prior to leaving, your time will be forfeited

    • International students are solely responsible for ensure their visa allows for multiple entries – this is not standard – you must apply for this on student visas.

    Consequences for students who do not meet the minimum attendance requirements listed above are as follows:

         1.      Lack of attendance will constitute ineligibility for ULI guarantee of free retake of courses if you fail the examinations.

         2.      Any missed classes, other than very specific long term leave as outlined below will not have hours added to your schedule.  You are solely responsible for meeting classroom test and assignment requirements and making up lost lessons on your own time.

         3.      Falling below 80% attendance in any Program is cause for incomplete status if there is no official leave of absence in place as allowed by regulators, funders, private registrations.

          4.      Lack of communication regarding absence will lead to non refundable failure when it is more than 2 weeks below the 80% attendance mark and no arrangements have been made.  The regulators attendance policy, if higher required attendance is indicated, will be upheld and reported.

         5.      Completing examinations and doing make up time as required by policies of your status as a student is a way to remedy the attendance requirements

         6.      Continued non attendance is cause for dismissal

     

    Process to Report Absence

    Email :                 Richmond@uli.ca             or phone             604-273-2880    

          Vancouver@uli.ca           or phone             604-637-2880

    Please email the appropriate campus of your absence prior to the start of your class

    Those in locations outside of Richmond or Vancouver (satellite sites), please email Richmond@uli.ca if you will be late or missing classes.

    If you need an extended leave of absence (medical or personal):

     

    Please notify ULI in writing and receive written permission from the Student Services Director (Mousheera@uli.ca) or designate.  We will make every effort to hold a space for you but can only do so if the course is still running.  There is no refund for extended leave of absence. 

    ULI will put your program on hold for up to 3 months, if permission is granted from ULI generally based on proven family or personal medical situations.  It is ineligible to use this policy for school breaks, vacations, or personal breaks at will.

    ULI cannot grant permission from your regulating body – we will report your medical/emergency leave and it is up to you to maintain your status with your agency. 

    Upon your return, you are entitled to complete any courses paid for that are still being offered. 

    This is not transferable to new courses being offered unless you are prepared to look at a fee adjustment and upgrade to any new entrance requirements if applicable. 

  • Student Guidelines for Dispute Resolution

        1.      This policy governs complaints from students respecting Universal Learning Institute and any aspect of its operations.  Student will not be subject to any form of retaliation as a result of filing a complaint.

         2.      All student complaints must be made in writing. 

         3.      Students have the right to be represented by an agent or lawyer upon written request for such.

        4.      When a concern arises, the student should address the concern with the staff member most directly involved. If the student is not satisfied with the outcome at this level, the student should put his/her concern in writing and deliver it to the campus coordinator or Director of Student Services (mousheera@uli.ca) who in turn will bring it to the Senior Educational Administrator.

    4. The following steps are to be followed in processing a dispute. 

         (1)   The Senior Educational Administrator  or designate will arrange to meet with the student to discuss the concern and desired resolution within 5 school days of receiving the student’s written concern, or as soon as practicable.

         (2)   Following the meeting with the student, the Senior Educational Administrator or designate will conduct whatever enquiries and/or investigations are necessary and appropriate to determine whether the student’s concerns are substantiated in whole or in part. Those inquiries may involve further discussions with the student either individually or with appropriate (institution’s) personnel.

         (3)   The necessary enquiries and/or investigations shall be completed no later than 10 school days following the receipt of the student’s written concern. The Senior Educational Administrator or designate will do one of the following within 10 days of receiving the student’s written concerns:

         a.      Determine the student’s concerns are not substantiated; or

         b.      Determine the student’s concerns are substantiated in whole or in part;

         c.      Determine the student’s concerns are frivolous and vexatious.

          The student and the institution’s personnel involved shall receive a written summary of the above determination. A copy of all documentation relating to every student’s complaint should be signed by all parties. A copy shall be given to the student, and the original will be placed in the student file.

        (4)   If it has been determined that the student’s concerns are substantiated in whole or in part the Senior Educational Administrator or designate shall include a proposed resolution of the substantiated concern(s).

        (5)   If the student is not satisfied with the determination of the Senior Educational Administrator or designate, the student must advise the Senior Educational Administrator or designate within 48 hours of being informed of the determination. The Senior Educational Administrator or designate will immediately refer the matter to the Senior Vice President or designate. The Senior Vice President or designate will review the matter and meet with the student within 5 school days.

         (6)   The Senior Vice President or designate shall either confirm or vary the determination of the Senior Educational Administrator or designate. The Senior Vice President will confirm, change or deny the resolution.  If the resolution is not accepted by the student, at this point, a Dispute Resolution Panel may be called which includes the President, the Senior Vice President and two members of the Advisory Committee.  Should there still be no resolution, the school’s Dispute Resolution Process will be considered exhausted.

     

    If the issue is of a serious nature the President may, in his sole discretion and cost, engage the services of a third party mediator to assist in the resolution of the dispute.

    Note:  Dennis Li, President and CEO of ULI is the designated “Dispute Resolution Officer” who is responsible for resolving issues of contention.

    Should the complaint be concerning the Senior Education Administrator or the Senior Education Administrator is not available, the complaint will be given directly to the Senior Vice President or designate.

    If the Senior Vice President is not available or named in the complaint, the President and CEO is last step to resolution

    If the student is or was enrolled in an approved program, is dissatisfied with the determination, and has been misled by the institution regarding any significant aspect of that program, he or she may file a complaint with the Private Career Training Institutions Branch (www.privatetraininginstitutionsbranch.bc.ca).

     

  • Work Experience: Practicum Placement or Co-Op Work Term

    ULI provides work experience placements for students who have reached at least the 75% point of study of the on-site portion of a program of study and met the criteria for work experience placement. ULI ensures that placements provide an opportunity for students to enhance the skills learned in the program of study.

    ULI finds Host Employers who are committed to introducing students to work in their field of study. ULI works with the Host Employer to evaluate the student’s performance during a work experience and to provide a letter of reference on the successful completion of the agreed upon work term.

  • English Language Proficiency

    The English Language Proficiency test ensures all students have adequate language skills to be successful in completing their chosen program and courses of study.

    During the Intake process all students who do not speak English as their mother tongue (non-native English speakers) must take the ESL Placement Test. Non native English speakers require proof of score of 60% or the entrance requirement of the specific program of choice on ULI ESL testing (or equivalent from other standardized testing mechanisms) and pass an interview with a ULI admissions representative.

    ULI utilizes the New Inside Out Quick Placement Test.  It is comprised of 60 multiple choice test items (36 structure and 24 vocabulary) that are worth one point each. The test score has six (6) possible levels including: Beginner, Elementary, Pre-Intermediate, Intermediate, Upper-Intermediate and Advanced.)

     

    Domestic students require minimum score of 7 on Wonderlic Aptitude test and must also complete and pass an interview with the ULI admissions department. International students need to pass an interview with ULI admissions department.  The Student may be required to take ULI Communicating for English (ESL) program to bring English to the prerequisite level of acceptance for admission.

     

     

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