Academic Policies

1. Cancellation of Program Registration

If a student is enrolled in a program, has paid the required fees and then chooses not to attend that term, that student must either –

•  Cancel his/her registration prior to having received class instruction (Refer to Cooling-Off Period Section of the Alberta Student Contract) or

•  Withdraw from the course program in progress (Refer to Withdrawals/Termination and Tuition Refund Section of the Alberta Student Contract).

If students do not wish to attend the course program and instruction has not yet begun, they are required to formally request a cancellation of their registration from the Academy (Refer to the Alberta Student Contract).

When students apply for a cancellation, any class in which they are enrolled will be removed from their schedule and they will not be permitted to attend future program(s) until such time as they have applied for and been approved for readmission.

To cancel registration:

•  Notify the Office of the Registrar in writing prior to the first day of instruction or on or before the fourth (4th) business day after signing the contract (Refer to the Alberta Student Contract) or

•  Mail the cancellation request to the Office of the Registrar at 100 1326 – 36 Avenue NE Calgary, Alberta T2E 8S1 or

•  Apply in person at MTG Healthcare Academy.

If the cancellation request is processed within four (4) days from the initial registration date, 100% of fees paid will be refunded (Refer to the Alberta Student Contract).

There will be no notation of program cancellation on the student’s transcript.


2. Class Attendance

Attendance and punctuality are academic requirements for a program including applicable accreditation and/or sponsorship attendance requisite.  All these shall be communicated to students through school and/or program policies and guidelines.  It is the responsibility of the students to comply with the required attendance and punctuality policies.  Instructors shall record student attendance insufficient detail to satisfy course and/or program attendance and punctuality requirements.  Instructors shall notify the School Administrator for any occurrence of student’s absenteeism, tardiness and early dismissal.


3. Leave of Absence

Students in good academic and financial standing may request a leave of absence for one intake.  They will receive registration information at the appropriate time in the intake preceding their return and are responsible for all deadlines.  Students do not need to be reinstated to be eligible to return from a leave of absence procedure.

Withdrawals from the Academy and leaves of absence are tended by the Office of the Registrar.  However, a student who is considering a leave of absence or withdrawal is strongly recommended to meet with his/her Instructor and/or Academic Director.  Prior to formally applying for leave or withdrawal, students should familiarize themselves with refund deadlines and financial liability for tuition and other fees.

Leave of Absence for Medical Reason

On occasion students may need to interrupt their studies for medical reason, the Academy can assist a student in their decision and advise them on the steps necessary for a successful return.  A student’s request for a leave of absence for medical reasons must be reviewed by the Academic Director.

MTG Healthcare Academy also reserves the right to require an involuntary medical leave of absence if it determines that a student’s continued enrollment would create a significant risk to the health and safety of the student or others.

A student seeking to re-enroll after a medical leave must demonstrate to the Academy that his/her health permits the successful completion of studies.


4. Examination Writing

Students must bring the following during Exam Writing:

•  Student ID Card
•  sharp pencil and an eraser

Students must NOT bring any of the following during Exam Writing:

•  cell phones, laptops or other electronic devices
•  books
•  backpacks, purses, jackets
•  food, water, coffee and other beverages

Students must check that they have the correct number of pages of the examination materials.  Scrap papers will be provided and must be handed back to the proctor upon completion of the exam.

Students must not use perfume, aftershave or cologne as many students are allergic to these.

Students must observe silence and avoid talking and making unnecessary noise (i.e. clicking, tapping, groaning, sighing, shuffling foot, etc.).  The use of the ear plugs is permitted for students who are sensitive to noise.

Students who finish early are advised to hand in their examination materials to the proctor and leave the examination room quietly.

Students are not allowed to leave the examination room during the last 15 minutes of the schedule.


5. Clinical Practicum

All clinical practicum students must have the following documents for submission prior to the actual practicum:

•  Recent Police Clearance
•  Recent Immunization Record
•  AHCAP Certificate
•  WHMIS Certificate
•  BLS – Level C Certificate
•  MAP Certificate
•  CPR/First Aid Certificate
•  Supportive Life Pathways Certificate
•  CARE Certificate

There is a direct correlation between student’s attendance and student’s course performance.  Practicum is not in class.  It requires punctuality and actual attendance in all clinical exposure and other activities.  Students must contact the school personnel if unable to attend the practicum/class.

If a student misses any part of the practicum for one (1) day, it is considered a one (1) day absence and will make it up with a corresponding fee of $45.00.  Any absence that lasts up to four (4) days requires the concerned student to see the School Administrator for counseling.  The acceptable explanations for an excused absence or tardiness are as follows:

•  Illness,
•  Medical, dental or other appointment that cannot be scheduled outside of school hours,
•  Recognized religious observance, or
•  Family emergency and event.

Scope of Practice:

•  Student may only practice the skills in the placement area that are within the scope of practice.
•  A clinical instructor must supervise a student performs a skill for the first time in the placement area.
•  Student may be allowed to perform a skill independently only if the clinical instructor says so.
•  The clinical instructor may re-evaluate the delivery of the skill at any time to guarantee that the student continues to execute the skill safely.
•  Student must wear the school uniform and ID while in the placement area.
•  100% attendance is mandatory and must be always on time.
•  Any absences will not be excused and it’s the responsibility of the student to make up in order to complete the required practicum hours.
• Student may not give care to unassigned clients.
•  Student must maintain safe practice and infection control, and respect client’s rights at all time.
•  The length of the clinical day must not exceed eight (8) hours.

On the first week student will be buddied with another student and will perform the expected care for a minimum of one (1) client. By the end of the clinical practice, students will be responsible for the care of a maximum of four (4) clients.

The scheduled clinical hours must provide experiences that meet the expected outcomes outlined in the Alberta HCA curriculum.

All registered students must successfully pass all the course and laboratory skill examinations to qualify for practicum.


6. Course Examination

Upon completion of each course, students are given a multiple-choice final examination to write.  In this way students display that they have mastered the knowledge outlined in the learning outcomes in all modules of the course.  A student must achieve a final mark of 65% or higher in order to pass the examination.  However, if a student is unsuccessful in obtaining a mark of 65%, three (3) rewrites are allowed.

WHMIS examination is an open book examination and a mark of 80% or higher is achieved in order to be successful.  A certificate is given upon successful completion of the examination.

•  School identification must be presented in order to write the examination. Students who have forgotten their school identification may use another photo identification (i.e. driver’s license).  However, students who cannot present any identification and whose identity cannot be verified by the Instructor will be asked to leave the examination room.

•  Students who are not able to come for the writing of the scheduled examination are mandatory to inform the school and the Instructor prior to the exam writing time. Failure to do so will result in an examination grade of zero.

•  Students arriving late (maximum of 5 minutes) for the examination will not be allowed into the room to write the examination and will not be given any extra time to write.

•  Examination grades will be released within five working days after the examination has been written. Students are advised not to call the Instructors for their grades.

•  Students have the right to review a written examination with the Instructor or designate but is not allowed to take notes about the examination content or questions.


7. Grading

MTG Healthcare Academy Mode of Grade Assessment

Courses are self-contained units of study.  They are presented and taught on a per course schedule and there is a final examination for each of the seven (7) courses within the HCA Program.  In addition, there is a final examination that encompasses the entire academic portion of the HCA program.

Course Work

•  Consists of assignments, tests, a written final examination and a final laboratory skills’ assessment/examination

•  The students should expect to receive assessments and commentary on how they have demonstrated their understanding of the course material while they are progressing through the HCA program.

•  In addition to the basic seven (7) textbook-based courses and ongoing laboratory skills, the students will be required to attend several auxiliary courses throughout their HCA program (i.e. WHMIS, CPR, CIWA, AMA).

Grading Ratio

Attendance           ………………………………                                 5 %

Assignments         ………………………………                               10 %

Course Exams      ………………………………                               15 %

Final Exam            ………………………………                                20 %

Final Lab Skills     ………………………………                                50 %

TOTAL                  ………………………………                             100 %


Assignment Grading (10% of Final Mark)

•  1% – Bibliography
•  1% – Originality of Presentation Style
•  3% – Research Quality/Thoroughness
•  5% – Student Preparedness for Presentation including Positive, Enthusiastic Attitude

or Presentation Quality

The minimum passing grade for examination is 65%.  Students are permitted three (3) rewrites if they have not attained the minimum passing grade.

MTG Healthcare Academy has adopted the standardized grading system based on the Alberta Common Grading Scale for reporting final grades in all courses.  The parameters set out in this policy shall be applied to student’s assignments and will reflect the student’s performance in both courses and overall grade point average.

Purpose of the Standardized Grading System

1. This policy provides a framework to ensure that grading practices are applied consistently and reflect appropriate academic standards. The framework is supported by universally accepted guidelines and procedures.

2.  This policy is in alignment with the Academy’s core values, namely: excellence, learner-centered strategies, accountability, concern for fellow mankind, integrity, trust, teamwork and respect for diversity.

3.  The scope of this policy applied to all Academy employees who are charged with assessing student academic performance, reviewing grades under appeal and issuing grades for representation on student academic records. Such members include Directors, Instructors and relevant contract staff.


A+ 4.0 90 – 100 Very Outstanding
A 4.0 85 – 89.99 Very Outstanding
A- 3.7 80 – 84.99 Outstanding
B+ 3.3 77 – 79.99 Very Satisfactory
B 3.0 74 – 76.99 Moderate Satisfactory
B- 2.7 70 – 73.99 Satisfactory
C+ 2.3 67 – 69.99 Fair
C 2.0 65 – 66.99 Needs Improvement (P)
F 0.0 0 – 64.99 Failed


8. Grade Appeal Procedure

Students of MTG Healthcare Academy have the right to a fair grading system and have the right to file a complaint or an appeal regarding their course/practicum grade, assessment or evaluation.

•  First, a student may directly consult his/her Instructor about the course grade, assessment or evaluation issue at hand.

•  Second, if unable to settle the grade issue with the concerned Instructor, the student may proceed to present his/her complaint to the Program Coordinator.

•  Thirdly, if still the steps above are unsuccessful, the student should see the Academic Director.

The school administration may authorize a grade change when there is –

•  a compelling evidence that the faculty member acted out of hostility toward the student;

•  a proof that the student’s grade is clearly incongruous with the other students in the same course and having produced work of similar quality.

A Letter of Appeal stating the grounds for such an appeal may be submitted to the Instructor or the Program Coordinator or the Academic Director within thirty (30) days from receipt of the grade notification.


9. Academic Promotion and Probation

The Alberta Health Care Aid Program consists of seven (7) courses which are offered and enrolled by the student prior to Clinical Practicum in the following sequence:

Working as a Health Care Aide 45 3
Communication in the Healthcare Environment 30 2
Structure and Function of the Human Body-Health and Chronic Illness 45 3
Providing Client Care and Comfort 75 5
Assisting with Medication Administration 15 1
Meeting Complex Care Needs 45 3
Special Activities for Diverse Clients 60 5
HCA Clinical Practicum 1 40 2
HCA Clinical Practicum 2 160 8
TOTAL 515 32

The Medical Office Assistant/Unit Clerk/Medical Transcriptionist Program consists of five (5) courses which are offered and enrolled by the student prior to Practicum in the following sequence:

Hospital Unit Clerk 195 13
Anatomy and Physiology/Medical Terminology 90 6
Medical Office Assistant 52.5 3.5
Medical Transcriptionist 45 3
Laboratory/Typing 45 3
Practicum 52.5 3.5
TOTAL 480 32

To get full credits for each course, the student should comply the number of hours required, write a multiple-choice examination after completing the course classroom instruction, and obtain at least 70% test mark to demonstrate mastery of the course expected learning outcomes.

The student should obtain a passing grade (at least 65%) to get promoted to the next HCA program course. The student cannot enroll in the next course until the minimum passing grade is attained in the previous course.

Failure to obtain a passing mark of 65%, three (3) rewrites are allowed with a fee of $35.00 per rewrite.

If the student still does not make a passing grade in the third rewrite, he/she shall receive a failing grade (F) and will repeat classroom instruction in that course with a corresponding charge of $50.00.

A student who acquired two (2) failed course examinations is required by the Instructor to accomplish a Learning Improvement Plan.

The Program Coordinator and Academic Director will meet the student who acquired three (3) failed course examinations.


10. Academic and Co-curricular Awards

MTG Healthcare Academy is dedicated to identifying the exceptional success of its students through the provision of awards like medals and prizes.

Medals are bestowed for exceptional performance in a program of study.

Prizes are monetary or non-monetary awards that recognize outstanding performance in a program of study.


The general point average in all academic criteria for candidacy for academic honors are as follows:

Grade Point Average Academic Honors
91% – 100% With Highest Distinction
86% – 90% With Great Distinction
75% – 85% With Distinction

Guidelines for the Selection of Honor Students

1.  Students considered for academic honors must have taken all the program courses at MTG Healthcare Academy.

2.  The students considered for academic honors must have completed all the courses and practicum within the prescribed time frame.

3.  The student considered for the top academic honors (the top among those with highest distinction) must not have incurred a grade lower than 80%.

4.  The students considered for the academic honors must not have incurred an incomplete grade, a failing grade or a repeated course.

5.  The students considered for academic honors must have shown exemplary behavior and not been proven guilty of any offense.

6.  The students considered for academic honors must have obtained 95% attendance record throughout the entire program.



A student who wishes to appeal the decision of the Board of Directors should write a letter to the Chair for review.  He/she should present substantial evidence to support the appeal.  The Chair may convene the Board to give due process to the appeal.


Students who manifest commendable leadership while maintaining his/her good scholastic performance may be given a Leadership Award.  Students who excel in his/her performance in the Clinical Practicum/Experience as recommended by the Clinical Instructors may be awarded Best in Clinical Experience.


•  The names of the medal recipients along with the supporting documents will be presented to the Board of Directors for review and approval.
•  The name of the awarded medal will be indicated in the student’s transcript of records.
•  Medals will be awarded during the October Convocation.
•  The minimum grade point value for medal consideration will be 3.7 over the assessment period.


•  Awarding of prizes will be based upon the indorsement of the faculty member or Board of Directors.


Reasons that may cause the cancellation or retraction of an academic achievement medal or prize are the following:

•  Withdrawal from the Academy
•  Withdrawal of the award by the donor


11. Convocation/Commencement Activity

Only students who have successfully completed all the courses in their program of study are eligible for graduation.  Students may participate in the commencement activity when all curricular requirements are completed.

Completion of all the academic requirements in their program of study qualifies students to earn their respective diplomas or certificates.

MTG Healthcare Academy holds Convocation Rite in October of each year.  All graduating students are invited to attend the Commencement Exercises.  However, as venue capacity is limited, each graduating student is allowed only four (4) guests to join the rites.

Criteria for eligibility of students to participate in the Convocation Ceremony are as follows:

•  The student must have a Government of Alberta approved certificate/diploma.

•  The student must have effectively accomplished all program requirements including practicums.

•  Students who have any unsettled financial obligations to MTG Healthcare Academy at the point of program completion will not be allowed to graduate nor join the Convocation.