POST-SECONDARY
STUDENT SUPPORT PROGRAM
Policies and Procedures Manual
Adopted June 2006
Foreword
The Kwikwetlem First Nation Education Division administers the Post Secondary Student Support Program for eligible students in the community. This Policies and Procedures Manual establishes guidelines for ensuring that the Program is administered in the best interests of the community.
The policies and procedures found in this manual are a result of meetings held with staff and students who utilize and administer this program respectively. The main concerns raised by the students were of a financial nature. They stated that financial problems occur for some students because they believe that the money they receive for their studies will cover their entire education costs. They do not understand it is just a subsidy. Some students suggest that budgeting skills need to be taught while they are still in high school so they will have these skills when they enter a post-secondary institution. With these kinds of skills, students can then focus on their studies knowing they can live within their budget. Students also asked that the Education Division spend more time with high school students informing them what is required of them by Kwikwetlem and Post Secondary Institutions in their educational planning.
Operational Definitions
Academic Probation Period of time during which a student is under strict academic achievement guidelines, usually because of low or failing grades.
Academic Year The academic year refers to two semesters with an approximate duration of eight (8) months.
Associate Degree There is two types of Associate degrees: the Associate of Arts degree and the Associate of Science. To earn an Associate degree, a student must complete 60 semester credits in a clearly defined program of first and second year university transfer courses. Colleges, university colleges and institutes award these.
Bachelor ?s Degree Bachelor degree programs normally take four years of full-time study to complete. Many offer options in particular disciplines as well as a more specialized honors option. University colleges and institutes and universities award these.
Canadian Public Institution A post-secondary institution receiving the majority of its funding from federal and provincial governments.
Certificate Certificate programs usually involves one year or less of study. Colleges, university colleges, institute and universities award these.
Contingency Funding Financial support provided to students for costs related to emergency situations. Emergency situations eligible for contingency funding include individual or family illness, accident or bereavement.
Dependent Spouse A person who is married to the student or a person who has lived with the student as husband or wife for a period of at least one year prior to application for educational support. This person is dependent upon the student and does not receive any other financial support or earnings from other sources.
Dependent(s) Any person or persons who relies on a student for support and is living full-time with that student.
Diploma The diploma involves two years of study in a career, technical or academic program. These are awarded at colleges, university colleges, institutes and universities.
Doctoral Degree (Ph.D.) Doctoral programs involve course work and original research, which must be written as a thesis and successfully defended. Admission to a doctoral program usually requires completion of a Master's degree, or a Bachelor's degree with special qualifications. These are awarded at universities only.
Full-Time Student A student who is enrolled as a full-time student according to the definition of the educational institution.
Master's Degree A Master's degree program normally takes two years of study, and may involve research or writing a thesis. Admission usually requires completion of a Bachelor's degree. These are awarded at universities only.
Official Transcripts Official transcripts is a permanent record of a student grades and GPA from a post-secondary institution. A student is required to request official transcripts from the institution and submit to Stó:lô Nation (unopened) after a term/semester has ended.
Part-time Student A student who takes less than the number of courses required being considered a full-time student according to the definition of the education institution.
Post Baccalaureate Diploma The Post Baccalaureate Diploma involves one or two years of specialized study in a certain discipline following a completion of a Bachelor's degree. (In special cases other criteria may be used instead of a degree.) These are awarded at colleges, university colleges, institutes and universities.
Post-Secondary Institution A public post-secondary institution that offers accredited certificate, diploma or degree programs recognized by a province or territory in Canada, including the United States of America and other foreign schools.
Private Institution A private post-secondary institution that offers certificate, diploma or degree programs. Course offerings may or may not have academic transfer credit with a public institution.
Semester The time covered by one semester is approximately four months.
Sponsorship Provision of financial support to a student to attend a post-secondary institution.
Student Success A student successfully passes all required courses.
Program Description
Each year, INAC allocates funds on a national level for post secondary funding. These funds are then distributed to the regional level (provinces). Each region then decides how to allocate the funds. British Columbia region has implemented a per capita formula, and the population of each Band determines the level of post secondary funding.
The Post-Secondary Student Support Program is envisioned to create opportunities for students to pursue higher education. The program's MISSION is established as follows:
"To help build healthy strong the community, through education opportunities"
How to Use This Manual
This Manual provides administrators and students with a quick guide and reference on how to use and/or implement the Post Secondary Student Support Program.
2.0 Participants' Responsibilities and Commitments
The post secondary education policy recognizes the responsibilities of the student and the Education staff.
2.1 The students share the responsibility for the pursuit of their own post-secondary education. Sponsored members are responsible and accountable to themselves and to Kwikwetllem for doing everything possible to ensure that their education needs are being met in a positive and effective manner.
2.2 The Education staff members are responsible for ensuring that: a) the education program is administered according to existing education policies, b) the needs of post-secondary students are recognized, and c) future budget requirements are considered. Education staff will assist students in gaining access to post-secondary education and will encourage and support students throughout their educational journey.
3.0 Student Eligibility
3.1 To be eligible for post secondary funding, students must meet the following criteria and:
3.1.1 must be a registered member of the Kwikwetlem First Nation Band .
3.1.2 must have completed an Application for Funding.
The application for funding will be reviewed with the following being taken into consideration:
3.2 If a student owes Kwikwetlem First Nation money for previous or present education sponsorship, payment of debt is required before being considered for further funding.
3.3 If a student has been previously funded, an official transcript of records pertaining to the period of time funds was received is required.
3.4 A determination is made by a calculation of the student training months used to date and training months remaining to ascertain continued funding support.
3.5 Certification of good academic standing is required from continuing students, students graduating from secondary school. The Education Division must receive students' academic transcripts to authorize funding. Students with failing marks, incomplete courses or failure to write a final exam will be reviewed for any further funding.
3.6 If students' academic records indicate a history of not completing courses or programs, their application will not be considered until all other applications have been reviewed and there are remaining funds available in the current fiscal year. Approval of an application under these circumstances will involve a remedial plan with a probationary period.
3.7 Students must meet the admission requirements of the academic institution he or she plans to attend and a letter must be sent from an advisor or counselor of that institution stating that the student has met the academic requirements for admission.
4.0 Program Funding Eligibility
4.1 College Preparatory Program
The program will enable students to attain the required academic level for entrance into a certificate, diploma and degree program.
Students who need to upgrade their education to be accepted into a post- secondary institution program are eligible for funding, and must demonstrate that after their College preparatory studies they will have the prerequisites needed for entry into their Post-Secondary program.
To be eligible for program funding in the College Preparatory Program students are required to have previously attained a minimum of five (5) one-year courses at the Grade 11 level (or equivalent).
Students applying for the College Preparatory Program must not be eligible for DIAND nominal roll funding. Students must be 19 years of age or older. Students applying under the College Preparatory Program is for academic upgrading for courses such as: English 11/12, academic Math 11/12, and Sciences, i.e. Biology 11/12, Physics 11/12, or Chemistry 11/12.
The College Preparatory Program will provide funding for tuition, books and supplies for up to two semesters for both full-time and part-time students at the closest public post secondary institution from the student's residence.
College Preparatory full-time students are eligible for living allowance as outlined for full- time post-secondary students.
College Preparatory part-time students are not eligible for a living allowance.
If a student chooses to attend an institution further away from their own residence, the student must cover the extra cost for travel and transportation.
4.2 Colleges and Universities
The length of the intended course of studies determines length of period for funding, as follows:
Length of Program Maximum Length of Sponsorship
1-year Certificate 12 months or 3 terms or semesters
2 years Diploma 24 months or 6 terms or semesters
4 years Degree 40 months or 10 terms or semesters
5 years Degree 48 months or 12 terms or semesters
Masters Degree 24 months beyond undergraduate degree
Doctoral Degree 24 months' semesters beyond masters degree
Students who require funding for courses to complete a diploma or degree program beyond the maximum allowable time will not receive full sponsorship. The maximum length of sponsorship already covers the reasonable time to complete the courses, especially for part time students. In most cases, the actual costs for tuition and books for those courses will be paid for.
5.0 Priority Eligibility
5.1 Priority List
A priority list is established each year to assist the Education Division in determining whom receives funding. The priority list will be established on the following basis for full time students:
First Priority Continuing Post-Secondary Students who have attended school on a full-time basis and have successfully completed all required courses each year.
Second Priority Grade 12 Graduating Students:
· Students who have graduated from secondary school in the current year with a Dogwood Certificate.
· Students who have completed twelve years of education in the public school system and are eligible to attend a post-secondary institution.
· Students who have equivalent training or education (i.e. GED)
Third Priority Students who have started to pay for their own education. These funds, which have been spent to date, will not be reimbursable.
Fourth Priority Students who have previously been sponsored for attendance to a post-secondary institution but for academic or personal reasons had to interrupt their education for a period of more than one semester.
Fifth Priority Mature students, who may or may not have completed high school, are at least 19 years of age or older and wish to return to full-time studies.
Sixth Priority is continuing part-time students.
Seventh Priority New part-time students.
Education allowances are intended for full-time students; this may limit the program's ability to completely fund part-time students. Part-time students may be funded for tuition, books, including supplies and travel.
Part-time students are not eligible for living allowances.
First Time Applicants
5.2. Academic Requirements
For students applying for sponsorship for the first time, it is important that High School Grade Point Average (GPA) is as high as possible. This may be a determining factor when the final decision is made regarding who will receive sponsorship.
5.3 Letter of Acceptance
New students must have a letter of acceptance from the post-secondary institution for which they are planning to attend to be considered for sponsorship.
5.4 Continuing Students
5.4.1 Academic Success
Academic success is factored into the approval process on an annual basis. Students with high scholastic standing are granted a higher position on the priority list. Other students in the same category are included, keeping in mind that students with full course loads are rated higher than those students who are enrolled as part-time students in less than a full course load.
5.4.2 Academic Probation
Post-secondary institutions have specific requirements for academic marks based on the student's Grade Point Average (GPA). Students will be placed on academic probation if their marks are below C+ or they drop a course. They will remain on probation until their marks have improved to an acceptable level.
Students on probation will be required to improve their GPA in the next term of academic studies. If a student does not improve their GPA, they may be discontinued from full-time or part-time sponsorship. During the probationary period the student will mutually agree with a recommended remedial plan to aid in improving their GPA to an acceptable post-secondary institution academic level.
If a student withdraws while on academic probation without a valid reason/ or fails, the student will be required to reimburse the SN Education Department for that year's funds. The student must notify in writing to the SN Education Division if and when withdrawal is intended.
5.5 Waiting List
A waiting list will be made each year beginning June 1. Students whose names are on the waiting list will be notified of their position. The waiting list is affected by varying factors, such as the number of returning students, number of graduating students, student success, and the level of funding allocation contributed by Band into the Post-Secondary Education Program.
6.0 Types of Sponsorship
6.1 To qualify for full-time Student Status, a student must be registered for a full course load according to the existing requirements of post-secondary institution.
6.2 To qualify for part-time Student Status, a student must be registered in at least one (1) course with a minimum of three (3) credit hours. The course(s) must be among those outlined in the student's Letter of Intent.
6.3 Out-of-Province Canadian Sponsorship provides for tuition equal to fees for the same program at the closest public institution to your normal residence. Costs above this amount become the student's responsibility to cover.
6.4 Private Institutions Sponsorship provides for tuition equal to the fees for a similar program at the closet Canadian public institution. Costs above this amount become the student's responsibility to cover.
6.5 International Sponsorship provides for tuition fees equal to the fees for a similar program at the closest Canadian public institution. Costs above this amount become the student's responsibility to cover.
7.0 Levels of Funding
7.1 Tuition Fees
Kwikwetlem First Nation will normally pay tuition costs according to post-secondary Canadian institution for qualified students subject to the availability of funds. Students are encouraged to attend the closest post-secondary institution that offers their intended course of study, or their tuition costs may not be fully covered.
7.2 Living Allowance
A living allowance is designed for full-time students who require financial assistance. This includes students who have little or limited other means of support. Allowances are normally only be provided up to a maximum of eight months in any given calendar year.
Some programs may run 12 months in a year these will be assessed individually. Spring and summer programs are assessed on an individual basis. Funding months will be counted for students attending full-time or part-time spring and summer semesters.
The following is the monthly level of support provided for living expenses:
Student Status Monthly Level of Support
1. Full-time Student
Single student living with parents $ 425.00
Single student 900.00
Married with working spouse 900.00
One additional dependent 1,075.00
Two dependents 1,280.00
Three dependents, 1,485.00
Each additional dependent add 55.00
Married with dependent spouse $ 1,185.00
One additional dependent 1,300.00
Two dependents 1,480.00
Three dependents 1,650.00
Single parent with 1 dependent $ 1,300.00
Single parent with 2 dependents 1,480.00
Single parent with 3 dependents 1,650.00
Each additional dependent add 55.00
7.2.2 Part-time Students
Part-time students and students attending Spring and Summer sessions are eligible for tuition, books, school supplies and travel sponsorship only.
Students attending summer session are also eligible for tuition, books and living allowance when carrying a full course load. Two courses in spring and summer sessions are considered a full load in some universities.
7.3 Book Allowance and School Supplies
Book allowance is provided for both full-time and part time students in the following amounts:
School Term: Fall Winter Spring Summer
Full-time student: $ 500.00 $ 500.00 $ 500.00 $ 500.00
Note: Many institutes will include book and manuals in the tuition quote. Therefore, the school supplies will be $100 per semester.
Part-time student: Actual Amounts
Requests from students enrolled in "specialized" programs that require more expensive books, supplies, and/or equipment will be considered on an individual need basis. If any student has legitimate books and supplies expenses over and above the amount provided, they are to submit all receipts for books and supplies purchased to the Education staff in the following term. Depending on funding availability, some or all of the additional expenses may be reimbursed.
7.4 Tutoring
Students requiring tutoring in any of the courses leading to the completion of the intended course of studies, they are to employ the services of a qualified tutor, pay them their fee, and submit all receipts to the Education Division for reimbursement. Students may also, after receiving approval from the Education staff, choose to employ the services of a tutor and have the tutor invoice the concerned Band directly.
7.5 Travel
Students who must travel a distance of more than 100 kilometers, and are living away from their normal place of residence, are eligible, twice a year, for reimbursement of travel costs to and from the closest public post-secondary institution. Students must include their travel costs in their application for funding. Reimbursable travel expenses will normally be the lowest priority for funding
7.6 Other Costs
Requests for funding other than the above will be considered on an individual need basis, subject to the availability of funds. These funding requests may be limited to:
7.6.1 Special Clothing and Equipment required for some programs. A letter from the school detailing the costs is required and students must include this cost in their application.
7.6.2 Contingency Funding, which is financial support provided to students for costs related to emergency situations. Emergency situations eligible for contingency funding include individual or family illness, accident or bereavement.
7.6.3 Graduation Costs will be provided up to $300.00 for diploma, degree, masters and doctoral degree students.
7.6.4 Practicum Costs, required for some programs. A letter from the school detailing the practicum outline and costs required and student must include this cost in their application.
8.0 Scholarship and Bursary Awards
The scholarships and bursary awards are encouraging students to engage in studies that directly contribute to enhancing their education.
Bursaries will be available to full-time continuing students based on need, and students will be eligible for scholarships at the completion of each year of full-time studies. Only students with a passing GPA are eligible to apply.
9.0 Master's/Doctoral Study Incentive Awards
An incentive award of $1,500.00 will be granted to students enrolled in a Master's or Doctoral degree program. The award will be granted at the end of the 1st year of successful completion of each program. No application is required for this.
10.0 Funding Appeal Process
Each student has the right to appeal any decision regarding funding issues and financial sponsorship. The procedures below will be followed in this regard.
11.1 The first step in the appeal process is discussion with Post-Secondary Education Coordinator and/or Education Manager in an attempt to resolve any dispute with regards to the Education Policy.
11.2 If the appeal is not dealt with to the satisfaction of the student, the Band Administrator will deal with the appeal process. A student wishing to appeal the decision of the Post-Secondary Education Coordinator and/or Education Manager will submit their appeal in writing to the Band Administrator, providing a full explanation of the reason for their appeal. The Band Administrator will address those concerns and attempt to come to some resolution with the student and the Education staff.
12.0 Application Procedures
13.1 How to Apply
Obtain an "Application Package" by contacting the Education Department. The package includes forms that must be completed and returned to the Education Division on a specified date.
13.2 Application Deadline
The deadlines for assured funding are as follows:
School Start Date Application Deadline
September June 1
January October 1
Summer Session March 1
13.3 Application Package
A completed Application Package includes the following:
1. Education Plan
The potential student must show commitment to clear educational goals by providing the Education Division with a Letter of Intent that outlines definite plans for the next two `academic years. The letter of intent should include current level of education, intended course of studies and the length of time it will take to reach individual goals.
2. Application for Funding
It is essential that all required information is included on the form. If students do not provide current address and telephone number, they may experience delays receiving their funding. Once the application has been approved and sponsorship is confirmed.
Once students have received sponsorship and are attending classes, they will receive another application package each year in March for the upcoming year. Every student will be required to re-apply for sponsorship each year.
Applications will normally be approved approximately 4 to 6 weeks prior to the commencement of classes in each term. It is important to send in applications as soon as possible.
3. Student Funding Contract
The contract outlines the student's commitments and responsibilities with regards to funding provided. Please read this document carefully, sign it, and submit it to the Education Department. If this document is not submitted, your application will not be approved. NO EXCEPTIONS.
