Photos courtesy of John Murvin Vicaire Indian and Northern Affairs Post Secondary Student Support Program Listuguj Education Directorate 1 Riverside West Listuguj, QC G0C 2R0 Phone: 418.788.2248 Toll free: 1.800.463.0906 Fax: 418.788.5980 Guidelines www.listugujeducation.com
Appendix I Sample Students can access this program and other related information at: www.listugujeducation.com
Appendix H TABLE OF CONTENTS Objectives... 4 Definitions... 5 Eligibility... 8 Student Priority Categories... 10 Sample Types of Support- Full Time Students... 11 Part Time Students... 13 Private Tutoring... 13 Limit of Assistance... 14 Student Responsibilities... 17 Student Information System... 20 Post Secondary Student Contract... 20 University and College Entrance Preparation (UCEP)... 21 Post Secondary Student Contract... 21 Listuguj Mission Statement... Appendix A Student Preparation for Post Secondary Education... Appendix B Post Secondary Student Contract... Appendix C Textbook Form... Appendix D Living Allowance Rates... Appendix E Authorization for Release Of Information... Appendix F Consent to Release Information... Appendix G Financial Assistance Application Form... Appendix H Direct Deposit Agreement Form... Appendix I
OBJECTIVES Appendix G The primary objective of the Indian and Northern Affairs Post Secondary Student Support Program is to assist eligible registered band members to gain access to post secondary education, to graduate with the skills and competencies needed to pursue individual careers and to contribute to the achievement of Mi gmaq self-government. A Mission and Values statement further elaborates on the objectives of the Listuguj Post Secondary Education Program. (see Appendix A) The program is intended to provide financial assistance to eligible registered band members towards the costs of their post secondary education. This program policy outlines: The criteria to be met by students in order to qualify for financial assistance; The types and maximum levels of allowance available through this program; The maximum duration of assistance that may be provided by the Listuguj Education Directorate while a student attends a post secondary education program; The role of the Listuguj Education Directorate in preparing students for post secondary studies (See Appendix B) This program shall serve as the operating guidelines for the Listuguj Education Directorate while administering this program. The policies and procedures contained in this manual replace the Listuguj Education Post Secondary Program dated September 1, 2003. Sample May be subject to change Page 4
Appendix F DEFINITIONS In this program policy, Academic Year as defined by the post secondary institution, but will not be less than eight (8) months in duration. Application Fees means cost for applicable fees associated with applying to a post secondary institution. Once sponsorship is approved, the student must supply original receipts for reimbursement. Sample Approved Post Secondary Institution are degree, diploma and certificate granting institutions, which are recognized by a province and include educational institutions affiliated with, or delivering accredited post secondary programs by arrangement with a post secondary institution. Dependent means any other Mi gmaq who is dependent upon the student as defined by Revenue Canada and who does not receive income in excess of the level of income allowed for a dependent spouse by Revenue Canada. Eligible Student means a registered band member of Listuguj who meets all admission requirements of the post secondary institution, and the funding application requirements of the Listuguj Post Secondary Education Program. Full -Time Students are students who are admitted to an undergraduate or college program and are enrolled in four (4) or more full time courses per semester. Indian and Northern Affairs Canada (INAC) means the document outlining the Post Secondary Student Support Program Regional Guide. Page 5
Appendix E Listuguj Education Directorate (LED) means the body that implements the post secondary education policy as set forth by the Listuguj Mi gmaq Government through its Post Secondary Education Program. Listuguj Mi gmaq Government (LMG) means the body that adopts the post secondary education policy set forth and delegates the Education Directorate through its Listuguj Post Secondary Education Program to implement such policies. Living Allowance means a contribution to assist the student to maintain a basic standard of living, while attending a post secondary institution. Mandatory Registration Fees as indicated in the institution s calendar, including student activity fees and special testing fees. Mature Student means a person who does not meet all the normal academic admissions requirements of the post secondary institution and has been away from full-time studies for a minimum of two years and is 21 years of age or more. Mi gmaq means a person whose name is registered on the Listuguj First Nation members band list. Part-Time Students are students who are admitted to an undergraduate or college program and are enrolled in less than four (4) full time or equivalent courses per semester. Post-Secondary Education means a program of studies offered by a recognized post secondary institution for which completion of secondary school or equivalent is required for admission. Page 6
Appendix D Program of Studies includes all post secondary programs greater than one academic year in duration leading to a certificate, diploma or degree. Semester refers to a part of the academic year, as defined by the post secondary institution. Semesters usually cover the periods from September to December, January to April, and May to August. Transcript Fees means for application and enrollment purposes. Sample Subsidized Tuition Rates is the amount that Indian Affairs provides to First Nations students attending post secondary institutes within Canada. Page 7
ELIGIBILITY Appendix C 1. To be eligible to apply for assistance under this program policy, the applicant must meet the following criteria: 1.1 Must be a registered Mi gmaq band member of the Listuguj Mi gmaq and must have been a resident of Canada during the previous 12 consecutive months. Should there be any question on the place of residence, the student will be required to provide a notarized statement or other approved documentation that demonstrates the duration and place of residency; 1.2 Must have met post secondary entrance requirements and be enrolled or accepted to be enrolled prior to June 30th as a full or part time student; 1.3 Must provide the Listuguj Post Secondary Manager with the request for financial assistance form and supporting documentation by June 30th for fall semester and November 15th for winter semester for review. Failure to meet this deadline will result in the application being deferred for the following semester, and conditional to Section 2. Sample 1.4 Must demonstrate that other means of financial assistance are not available; Page 8
Appendix B 1.5 Must have read, understood and agreed to the Indian and Northern Affairs Post Secondary Student Support Program Guidelines. Each student will be given a copy of this policy and must sign a student contract agreeing to abide by this policy. (Appendix C) Guidelines 2. Financial assistance will be provided within the limits of funds allocated to the Listuguj Mi gmaq Government by Indian and Northern Affairs Canada as defined by the guidelines of both the Listuguj Mi gmaq Government (LMG) and Indian and Northern Affairs (INAC). Applicants will be deferred if the number of eligible applicants exceeds the annual approved budget. Page 9
STUDENT PRIORITY CATEGORIES Appendix A Approval of applications may be based on the priority categories listed below. These apply to full-time and part-time students. Priority Category One (1) Listuguj Mi gmaq members who were enrolled in post secondary studies or graduated from high school or a college entrance preparation program in the preceding academic year and who are continuing in a post secondary program of studies. This includes the student who completes an undergraduate degree and continues on to an advanced degree program of studies without a break in studies. It also includes the student who completes a community college program and continues on to an undergraduate program without a break in studies. Priority Category Two (2) Students whose application for assistance was deferred for lack of funds and who are reapplying for assistance. Priority Category Three (3) Other post secondary students, and students enrolled in university and college entrance preparation programs. Within this priority category, the Listuguj Education Directorate may rank particular programs of study based on local demand. The priorities must be based on consultation between the Listuguj Mi gmaq Government and the Indian and Northern Affairs Canada. Page 10
TYPES OF SUPPORT Full Time Students 1. Tuition Support includes a student s fees for application, registration, and tuition based on dollars provided by the Department of Indian and Northern Affairs (INAC). 1.1 Students attending Canadian public institutions will be funded by the normal rate allotted by INAC; 1.2 Students attending private or foreign post secondary institutions will be funded at a rate not exceeding INAC s established maximum levels; 1.3 Students enrolled in a foreign institution will only be funded should no comparable program be available at an institution in Canada; 2. The cost of books and supplies, which are listed as required by the post secondary institution must be accompanied by proof of course registration and copies of the course outline also referred to as a course syllabus. (Appendix D). The administering office may provide up to $500 for books and supplies. An amount in excess of $500 may be approved if a student demonstrates a need by submitting copies of the course outline and the prices charges by the Institution s book store or supplier. Page 11
UNIVERSITY AND COLLEGE ENTRANCE PREPARATION 3. Living Allowance is provided to full-time students at a rate not exceeding Indian and Northern Affairs currently established maximum levels. (Appendix E). Living Allowance support is distributed to students on a monthly basis to cover such things as food, shelter, daily transportation, rental and miscellaneous expenses. 4. Extraordinary costs may include full payment of return travel costs in the case of urgent circumstances such as: serious sickness or death in the immediate family parents, parent-in-laws, grandparents, brother, sister, brother/sister in laws and children of the student or the student s spouse). These will be defined and funded on a discretionary basis in accordance with the LMG personnel policy.. The University and College Entrance Preparation program must be offered by a Canadian post secondary institution and must state that the student can attain the academic level for University or College entrance within the period of one academic year and that the student will be accepted at a regular University or College program upon successful completion of the U.C.E.P. program. UCEP Students registered as full-time at a U.C.E.P. program will receive support for a total period of time not to exceed two(2)semesters. Students registered as part-time will be supported for tuition, registration, books and supplies as required by the institution. At the end of the second semester of the U.C.E.P. program, students are responsible in attaining the pre-requisites for entry into credit programs. POST SECONDARY STUDENT CONTRACT Students who receive funding will be asked to read and sign a contract. The signed contract is confirmation that the student has reviewed the guidelines and is in agreement to the terms and conditions set out in the guidelines. The original will be returned to the Post Secondary Manager and placed in the students files. A copy will then be forwarded to the student. Page 12 Page 21
STUDENT INFORMATION SYSTEM The Post Secondary Manager is responsible for maintaining a student registry. The information contained should include the student s name, the institution attended, the program of study, the support provided, the degree/ diploma/certificate obtained and any additional information that may be required from time to time. All data collected will remain confidential and used solely for the purpose of administering the Post Secondary guidelines during the course of the student s academic career. Part Time Students Students who are admitted to an undergraduate or college program and are enrolled in fewer than four (4) full time or equivalent courses per semester. In this case, only tuition fees, books, will be authorized. Part-time studies must lead to a diploma or certificate from a recognized public Canadian Institution. Private Tutoring All tutoring cost will be the responsibility of the student. Page 20 Page 13
LIMITS OF ASSISTANCE 1. Assistance will be provided to eligible students attending approved institutions. Level 1 Community College, UCEP/ CEGEP Level 2 Undergraduate Degree Program Level 3 Graduate Degree Programs - M.D., Master or Doctoral Community College and UCEP/ CEGEP diploma or certificate programs that require completion of secondary school or equivalent as a prerequisite for that program (Max of 30 months.) Undergraduate degree program (max of 32 months); An additional undergraduate degree program which has as a prerequisite e.g., a B.Ed requires a first undergraduate degree. Includes all advanced or professional degree programs established as graduate degree programs by the post secondary institutions. (Max 40 months) 2. The duration of assistance for Levels 1, 2 and 3 will be the official length of the program as defined by the post secondary institution. 3. Assistance will be provided to enable a student to obtain only one diploma at each level, unless a first degree at a given level is a prerequisite for admission on another program at the same level. Note: It is important to realize here that the amount of time one may have previously spent at a given level must be taken into consideration when determining the duration of the support that individual is entitled to at that level. 10. Students who fail to meet the deadlines for application for funding and requirements and criteria for eligibility will be informed in writing of the decision and the reasons for ineligibility. 11. Students who fail to meet all of their responsibilities will have payments withheld until requirements are met. The Post Secondary Manager will produce annual schedule of payment dates. The Education Directorate reserves the right to adjust this schedule. 12 In order to be eligible for continued financial support, students must maintain a satisfactory academic standing during each semester in accordance with the post secondary institution s minimum grade point requirements. The same conditions apply for payment of part-time students. 13. Students have a responsibility to themselves and to the community of Listuguj to utilize these non-repayable post secondary grants as a means of obtaining a diploma or degree within post secondary institution prescribed time frames. 14. Students are responsible for moving expenses. 15. Students who do not pass courses sponsored by the LED will not be sponsored again for the same course. It will become the students own financial responsibility should they want to take the course again. 16. Students are encouraged to apply for scholarships and awards. Page 14 Page 19
5 Students who add courses will be eligible to have the tuition, books and special equipment paid for provided that the Education Directorate has granted prior approval. 6. A plan of action will be requested by the Post Secondary Manager for those students who drop courses that are necessary for a degree within the prescribed period of time. 7. Students who withdraw from a program of study will not be eligible for financial support for the following fall or winter semester. If the student resumes at the same level of studies, they will Failure to provide the be advised in writing of the period original academic of support, which will be counted towards completion at that level. transcripts within the 8. Students who withdraw after the institutions deadline are responsible for repayment of tuition and other associated costs to the Listuguj Mi gmaq Government. stipulated designated times may result in having the students allowances withheld. 9. Applications for student financial assistance (Appendix H) must be submitted by June 30th for September enrollment and November 15th for January enrollment. Applications received after these dates will be deferred to the following semester. Assessment of all supporting documents and verification of financial support will be confirmed by August and December of each calendar year. Incomplete application and supporting documents will initiate a letter from the Post Secondary Manager requesting additional information along with a final date for receipt of documentation. 4. Students enrolled in Levels 1 and 2 will be assisted for up to one additional academic year per level if such extension of the student s program is approved in writing by authorities of the institution and Chief and Council. 5. Distance Education Students do not receive an allowance; only tuition and text are covered. 6. Assistance may be provided to students to take two Level 2 programs of studies, however, only one additional year of assistance will be provided for Level 2. 7. Assistance may be provided to students enrolled in Level 3 up to one additional academic year for medical or personal reasons depending on the case at hand. 8. Students may be eligible for an additional year of funding to complete professional certification. Example: LLB articling, MD - internship. 9. Assistance may be provided to students in Level 1 studies after dropping out of Level 2 studies after one year completion. If a student resumes Level 2 studies, the previous time spent at Level 2 will be counted for support purposes. 10. Students who have completed a Level 2 program, with or without assistance from this program, are ineligible for Level 1 program assistance. Students who have completed a Level 3 program, with or without support from this program, are ineligible for Level 1 or Level 2 program assistance. Page 18 Page 15
11. Assistance may be provided to students who require special clothing and/or equipment for internships. Documentation from an immediate supervisor or academic advisor must be provided to verify the necessity and the cost of such items. 12. Assistance may be provided to students eligible to receive funding for inter-session courses if they have dependent children enrolled in school. In this case, as the student is earning credit hours, he/she is expected to complete their studies prior to the ending of the official length of the program. 13. Funding for inter-session will not be provided without a written recommendation from a professor, instructor or advisor stating that studies are necessary for Assistance may be provided to students who require special clothing and/or equipment. Documented proof from supervisor or academic advisor must be submitted. the successful completion of the program within the prescribed period of time as defined by the post secondary institution or if allowed to complete studies sooner. 14. No advances will be paid under any circumstances. STUDENT RESPONSIBILITIES 1. Students may apply to a post secondary institution of their choice within Canada. Conditional and final acceptance from a post secondary institution does not guarantee that the Education Directorate will automatically approve financial assistance. 2. Students must register for courses as required by the post secondary institution and provide a copy of a course registration form and course outline indicating books (Appendix D) required to the Post Secondary Manager. The Post Secondary Manager will make payment arrangements. 3. Authorization For Release of Information form (Appendix F) and Consent to Release Information form (Appendix G) must be signed prior to the start of the academic semester. Tuition payments and living allowances may be withheld if verification of registration and the post secondary file access permission form are not submitted. 4. Students who drop or add courses must notify the Post Secondary Manager immediately. Course selection is extremely important and students may be required to reimburse the Listuguj Mi gmaq Government if courses drop below the minimum course requirement of the post secondary institution. It is the responsibility of the student to inform the Post Secondary Manager of any changes that may occur. An example, changes in course schedule, withdrawals, number of hours attending per week, etc. Page 16 Page 17