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Privacy and Distributon Policy

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1   Policy Statement

 

1.1    Northwood Career College (NCC) is committed to the confidentiality and protection of every student’s personal and educational information. This policy applies to all students enrolled in the CCA Program and outlines the measures NCC will take to adhere to the privacy and distribution of student’s personal information.

1.2    NCC will ensure students are fully aware of the use and/or distribution of their personal information while enrolled in the CCA program. 

1.3    Personal information is defined as; the student’s name, mailing address, phone number             and email (other information as applies) may be shared with the following parties.

  • CCA Program for student registration, CCA certification exam eligibility and potential student surveys / evaluations / interviews

  • Private Career College Division, Department of Advance Education student registration in LaMPPS software and potential student surveys / interviews

  • Placement Sites for communications with students on changes / updates to student schedules

  • Placement Mentors for collaboration on schedules and communication on shifts changes

  • Northwood Human Resources for future employment opportunities

  • External Certification Facilitators for direct mailing of external certificate

 

2   Definitions

 

CCA Program
The CCA Program is a standardized training program that prepares individuals to provide supportive, person-centered care to clients in home care, long-term care, acute care and community settings.  It teaches the knowledge, skills and professional behaviours required to assist clients with daily activities of living, promote comfort and safety, support mobility, perform household management tasks and communicate effectively as a part of the health care team.

 

​Private Career Colleges Division, Department of Advanced Education: Administers the Private Career Colleges Act. Colleges offering occupational training are required to be registered in accordance with the Private Career Colleges Act unless exempted through the Act and/or Regulations.*

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Faculty: Administration, employees and staff working at NCC.

 

Mentorship Placement Site: Includes nursing homes, home care, acute care, or other approved care settings allowing students the opportunity to demonstrate their skills and competencies safely.

 

Mentors:
An experienced, well-informed employee who fosters the learning growth and advancement of learners. A mentor has the skills and knowledge required to do the job, know the culture of their organization, know their clients/ residents and know their scope of practice. Mentors share their skills, knowledge, techniques, best practices and experience to provide comprehensive hands-on training experience for the student. Mentors are certified CCAs/CCA counterparts who have completed the Provincial CCA Mentor Training Program. 

 

Northwood Career College (NCC)
An entity registered through the Registry of Joint Stock of Companies under Northwood Support Services Incorporated providing education to individuals to become certified Continuing Care Assistants (CCAs). NCC is registered by the Department of Advanced Education.

 

Private Career College:
A private career college is a private business which offers occupational training programs.  These schools are privately owned and operated businesses.1

 

Private Career College Act:
The legislation that regulates Private Career Colleges in Nova Scotia. The Act and Regulations provide the requirements that must be met to register a college and the operational guidelines that must be in place to maintain registration. **

Professional Code of Conduct
Students enrolled in the CCA Program with the NCC are expected to exhibit a professional code of conduct to include but is not limited to:

  • Professional responsibility, integrity and accountability

  • Respectful, honest relationships and communication

  • Adherence to NCC policies and processes

  • Maintain privacy and confidentiality in learning and clinical settings

  • Respect for individual differences including age, race, colour, religion, creed, ethnic, national or aboriginal origin, sexual orientation, physical disability, mental disability, family, status, marital status, source of income, political belief, gender identity, gender expression.

 

Student
An individual enrolled in an educational program. 

 

Student File
A student file is a record retained by the Northwood Career College (NCC) as per the Private Career Colleges Act, which contains information pertaining to the student’s: assignments; exams; payment records; correspondence; signed student contract; certificate/diploma; etc.

 

3. Policy Evaluation

 

3.1 The NCC Privacy and Distribution Policy is monitored on an ongoing basis to ensure continued compliance with related laws, regulations and best practices.

 

 

4   Individuals with Student File Accessibility

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4.1   All NCC instructors will have access to their student file throughout the duration of the CCA Program

4.2  NCC Program Director and Program Manager have access to all student files as administrators of NCC to make effective academic, or otherwise, determinations and decisions as applicable, and to complete necessary management tasks and job-related duties.

 

4.3  Private Career Colleges (PCC) Division, Department of Advance Education may require access to information contained in student files in the process of fulfilling duties related to the administration of the Private Career Colleges Act (PCCA) and/or its Operational Regulations, or otherwise as deemed necessary by the Director of the PCC Division. The student will be notified if such a request is made.

 

4.4  CCA Program Administration will have access to each student’s contact information for registration of the Provincial Certification exam.

 

All other sharing of student files and /or student’s personal information will be brought to the student’s attention.

 

 

4.5    Retention of Student Files

4.5.1  NCC will keep student files for a period of 1 year after the program end date. Copies of student’s transcripts, certificates and diplomas are kept for timeframe of 5 years after the student has completed or left the program.

4.5.2  At the end of the 5-year period specified, the transcripts, certificates and diplomas are transferred to the Director of the Private Career Colleges for retention.

 

 

5   Rights and Responsibilities 

 

5.1  NCC staff are accountable to maintain and protect the privacy and confidentiality of every student file.

 

5.2   Student may request copy of student file

5.2.1  A student may submit a request for a copy of their file.

5.2.2  The request must be in writing

  • No later than 3 business days after receiving a request the student will be given a copy of their student file.

  • A student may be charged a printing cost for the copy of their student file and will be notified of the cost.

       

6   Contacts

 

6.1  NCC Program Director

6.2  NCC Program Manager

6.3  Director, Private Career Colleges Division, Department Advanced Education

6.4  CCA Program Administration

 

7   Corresponding Policies and Procedures

 

7.1  NS Private Career Colleges Act

 

8   Appendices

 

8.1  N/A

 

9   References

 

* Nova Scotia Canada. (2023). Private Career Colleges. Province of Nova Scotia. https://pcc.ednet.ns.ca/

 

** Private Career College Act. https://pcc.ednet.ns.ca/faq/common-questions

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