Admission & Policy

Admission - Policy - Fees - Financial Assistance

Applicants are considered on the basis of individual merit without regard to gender, sexual orientation, age, religion, creed, race, or national or ethnic origin. This policy applies to admissions, employment, financial aid, and all other matters within the College.
1. A personal interview with the College Director / Administrator may be necessary prior to acceptance. The current minimum qualifications are two years of post-secondary education or equivalent.
2. Applicants must provide the College with a copy of their official transcript from their post-secondary education institution(s).
3. Applicants must complete and submit the College admissions application form and indicate how they plan to cover their tuition during their attendance in the program (financial aid, savings, or other sources.)
4. New applicants or returning students, who have interrupted their studies for more than one academic year must pay a non-refundable $100.00 application fee for admission to the Diploma / Certificate Program(s), or a $20.00 fee for admission to the Continuing Education Program.
5. The applicants should sign both copies of the Contract and return them to the College along with a 20% tuition deposit and all post-dated checks according to the tuition payment schedule stated in the Student Contract within 10 days of receipt in order to complete the registration.
6. Payment may be made by Cash, Debit Card, or Bank Draft (payable to ICTCM of Vancouver).
7. Late registration may result in an additional fee of $20.00.
Additional regulations for International Students:
1. International Students are requested to provide valid Student Visa to the College and update the Visa information before it expires.
2. International Students are requested to pay the full amount of the tuition upon signing the Student Contract.
3. International Students are requested to sign an minimum of one year Student Contract upon registration.
4. International Students are requested to enroll in a minimum of 20 credits of courses per academic year.
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Transfer Credits
- The College accepts up to 600 hours (equivalent to one academic year in ICTCMV) of transferable credits for the Diploma Programs. However, there are exceptions to this general rule under special circumstances.
  1. Applicants intending to apply for credit transfer must submit a credit transfer form request in writing along with the official transcript(s), course outline(s), and hours of training in each subject upon applying for admission to the College. The College will then determine if a transcript is official and which of the courses are acceptable for transfer.
  2. Coursework taken at another institution while / after attending ICTCMV is not transferable.
  3. A student should apply for credit transfer before the Program begins. A student who applies for credit transfer after the Program starts will be considered as withdrawing from the course.
  4. Please attach an administration fee of $100.00 per course when applying for transfer credits. If the application for transfer credits is rejected, there will be a refund for the $100.00 paid.
  5. Once the application for the transfer credit is approved, the student is not allowed to attend the class.
  6. A student may audit the course by paying the full tuition of that course.
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Academic
1. Students are requested to complete the Program within six years.
2. A 100% full-time student is a student taking 20 hours (or over) of class per week.
3. A Part-time student is a student taking less than 12 hours of class per week per semester (14 weeks). The tuition will follow the current rate. For example, Student enrolled before January 2002 is paying tuition by a set fee ($7600.00 per academic year). If the student enrolls less than 12 hours per week for a minimum of 14 weeks’ semester, the tuition calculation will be $187.50 per one credit.
4. Each student must attend classes regularly with a minimum of 80% attendance in order to write the midterm and final examination(s).
5. A student must achieve a minimum grade of 60% in order to pass a course.
6. Adding and withdrawing from courses:
  - Students may add or withdraw from a course by submitting a written notice to the College.
  - When a student withdraws from a course, the student is subject to the refund policy, and no grade will be awarded for the course involved.
7. Withdrawal from the program:
8. Students who discontinue their studies must notify the ICTCMV Office in writing immediately as outlined under the refund policy (please refer to the Student Contract).
9. Up to a one-year leave of absence may be granted, beyond that, the student must apply for re-admission.
10. Students who withdraw from all courses or who fail to register for the following academic year and without notifying the College will be considered to have withdrawn from the Program. These students must apply for re-admission.
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Clinic
1. All students taking Clinic related course(s) are required to complete the registration with CTCMA of B.C. and have valid insurance coverage, provided through the College. Students who fail to do so will not be covered under the Insurance Policy and would therefore be legally liable.
2. Student treatment of patients or each other, in or out of their registered clinic course, without the supervisors confirmation, will null and void their insurance and they will be legally liable.
3. All herbal prescriptions to be used by student clinic patients must be filled in the College dispensary. Otherwise malpractice insurance will be null and void.
4. Before you start
  1. All students attending the Clinic must wear white lab coats with individual nametags secured on a visible location on the coat. You will not be allowed into the Clinic if you do not have your lab coat on.
  2. Appearance and cleanness are very important, dress appropriately. Shorts and mini skirts are not recommended. Hair has to be well groomed, hands and nails cleaned. Please, no open toe sandals, wear socks if you decide to wear sandals such as Birkenstocks.
  3. Please be conscious of your cologne or perfume; keep it down to the minimal as this can cause an allergic reaction to the patient.
  4. Be professional, no running in the hall at anytime especially during clinical hours. You will be a TCM doctor; patients do not appreciate child-like behaviors from a professional.
  5. Students are responsible for retrieving the patients’ files and placing them back into the file cabinet each time. Please do not remove the files from the Clinic.
  6. Do not give treatment to the patient or each other without supervisor’s confirmation. At no time are you allowed to give treatment to anyone outside your registered clinic related course.
5. Keeping a timely schedule
  1. Keep track of time and know when your next patient is due to arrive. The receptionist will not inform the group to avoid disrupting the consultation process. Have one of the students sit near the door so he or she can check the arrival of the next patient with minimal disturbance.
  2. Watch your time; do not have the patients wait too long. If you are running behind schedule, have either yourself or another student come out of the consultation room to inform the patient of the delay.
  3. An average acupuncture treatment is about 40 minutes from the time of needle insertion to final completion.
  4. Remember, the clinic closes at 1:00 P.M. or 6:00 P.M., Mondays to Fridays. Make sure your patient leaves at or before the clinic closes.
6. Confidentiality
  1. Do not disclose the patient’s conditions to other patients, especially when the patients know each other. Otherwise you will loose credibility your patients and colleges.
  2. Discuss your patient’s condition with him or her in the privacy of a room without other people listening in on your conversation
  3. Patient files should be regarded as the most important document. Always make sure the files are placed properly when in use. Never leave your patient files lying around or take the files home.
  4. It may help to create two folders, one for incoming patients, one for outgoing patients for that particular clinic day. At the end of the clinic, make sure you have all of the patient files back in the file cabinet in the correct alphabetical order. If your patient files are found outside of the filing cabinets after the clinic has finished, you will be penalized severely by your clinical supervisor.
7. Attendance and Tardiness
  1. Your attendance on every one of your clinic days is not only a matter of showing the level of your personal responsibility but also a major part of your grade.
  2. Clinic starts at 2:00 P.M. or 9:00A.M. sharp! Your supervising doctor will grade you on punctuality and attendance. For each two times you are late in the clinic, you will be counted as absent for one clinic session. If you leave early it will be considered as being late and the above will apply.
  3. If you must be absent on one of your clinic days, inform the college ASAP, so we can arrange another student to fill-in for you.
8. Grades
  1. The supervisor will grade your attendance. This applies to all students in the clinic.
    1. Attendance means your full 4-hour attendance on your clinic days.
    2. If you leave early, or arrive late for the Clinic, your attendance will be graded down as above.
  2. There will be two separate examinations in the Clinic for the students taking all practicum courses.
    1. These exams will constitute a major part of your clinical grade.
    2. You will be tested for your practical skills including detailed patient’s information taken, consultation, diagnosis, acupuncture (point location, number of patient and other acupuncture related assessments), herbal prescription, and other related clinical assessments.
    3. These exams will be given to the individuals, unannounced. However, you will be given the approximate dates of these exams.
    4. The first exam will be conducted on or about the 7th week of clinic; the second exam will be set on or about the last week of the Clinic.
    5. The best way to prepare for these exams is to make a strong effort to learn and apply your knowledge in the Clinic.
9. Inform your Patients
  1. Inform your new patients about the general consultation procedure in our T.C.M. clinic, so your patients will feel more relaxed.
  2. At the end of the consultation, if the patient proceeds to have an acupuncture treatment, be sure to let him or her understand that there is an acupuncture fee of $25.00 per treatment or $90.00 for a package of 6 treatments. Herbal remedies are about $20.00 for 70grams (about 1 week). If the patient tells you that he or she does not have the money with him or her that day, please check with your supervisor who may ask the person to come back for the treatment or herbs at another time.
  3. Make sure you let your patient know who you are; your full name and who your supervising doctor is. Give your patient a business card with your full name written on it (we have student practitioner business cards at the front desk.).
  4. Inform your patients when they should return. Check the appointment book first to see if you do have openings on that particular date, this is to avoid the receptionist interrupting during your next consultation for confirmation. We highly recommend that you confirm your patient’s appointment on the day before.
10. Herb preparation
  1. An authorized person (Janet Shao) prepares all Herb remedies. In case you are requested by your supervisor to do it yourself, please communicate with the person who is in charge of the herb room. Always wash your hands before and after the herbal preparation. Remember you are handling medicine.
  2. Clean up the herb room once you are finished. The herb table should be free of powder or pellets. All herb jars should be placed back on the appropriate shelves.
  3. Write prescriptions clearly and understandably. For example, include; date, patient’s name; formula name, herb name, dosage, before or after meals, and sleep; mark down a clear line between separate formulas; and make sure your supervisor’s signature is included.
  4. Make sure your patient knows exactly how or when to take each herb combination in the prescription.
11. Acupuncture treatment
  1. Follow the clean needle technique protocol to avoid transmitting infectious diseases and to avoid causing infection through needling!
    1. Clean the surface of your working area (e.g. treatment table).
    2. Wash your hands.
    3. Lay out clean paper towels.
    4. Place treatment instruments and equipment on the clean field.
    5. A container for used needles, sterile gloves (in cases where a patient has an infectious disease), clean paper towels, and the antibacterial soap should always be readily available and next to the clean field.
    6. Wash your hands again for half a minute with the antibacterial soap and dry your hands with a paper towel.
    7. Clean your hands with an alcohol swab.
    8. Use alcohol swabs to clean acupuncture points.
    9. Maintain clean procedures at all times while handling needles prior to insertion.
    10. Insert needle cleanly, without contaminating the needle shaft by contact with any unclean surfaces, including your fingers.
    11. Manipulate the needle without allowing your fingers to touch the shaft of the needle.
    12. Remove the needle carefully and cleanly.
    13. After treatment, place used needles and all other body fluid and bloodstained waste in a clearly marked impervious container, which will be disposed of by a professional biowaste company appropriately.
    14. Wash hands thoroughly.
  2. At the end of the day
    1. Return all unused acupuncture needles, clean all instruments and equipments right after use such as cups, seven star needle’s body etc., and return all instruments and equipments back to the front desk at the end of the clinic day.
    2. Check the treatment rooms before you leave. Make sure the treatment tables are tidy and the moxa or candle fire is extinguished.
    3. MOST IMPORTANTLY, file your patients’ files back into the file cabinet correctly.
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Dismissal
- A student may be dismissed on one of the following grounds:
  1. Failure to pay tuition according to the payment schedule under the contract.
  2. Repeated cheating in exams/quizs.
  3. Persistent disturbances / aggressive behavior, foul language, or violent behavior on campus.
  4. Loitering or using skate boards and such in the building’s corridor or hallways, or demonstrating disrespect to other clients or professionals in the building.
  5. Failure in over 50% of courses.
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All disputes between students and the College must be communicated and discussed thoroughly to find resolution. Unresolved disputes may be referred to a special three-member committee with one student representative chosen by the student body and one faculty member with no personal association with the College and one representing the College, in order to insure a fair and impartial resolution.
1. Put your complaint in writing to the individuals designated by the institution. They will request submissions from all involved parties, including witnesses; they will conduct an investigation and set up a meeting within 24 hours of the written complaint. The designated persons will provide a written decision to all parties within 48 hours of the written complaint. If this doesn’t work…
2. Repeat step one with a higher authority (the principal and chief executive) within the institution over the next 48 hours. If no resolution is forthcoming…
3. The student may contact an outside source (i.e. B.B.B) and file a complaint within 48 hours after step two. The complaint will be investigated; the results of the investigation will be reported to the school and the student. The outside source will assist both parties to settle the matter. If this process is not successful in resolving the dispute, then the parties will appoint an outside mediator/arbitrator within 48 hours after Step Two.
  1. If the student includes an outside source without following the Resolution of Dispute guidelines, misuses, or abuses this privilege, or does not attempt a resolution by discussion and promote communication first, then the Resolution of Dispute does not apply and the College will use its discretion as to the scope of resolution needed.
Dated January 1, 2009. This document may be revised periodically as necessary. Please refer to the Library for updated copy or contact the Office for your own copy.
Students who are absent during a formal examination for serious medical reasons will be required to produce a medical certificate signed by a duly licensed health practitioner.
The certificate must be written by the health practitioner on his or her own letterhead and it must be specific and detailed with respect to:
1. the dates of illness;
2. the date the student was seen by the practitioner;
3. the condition under which the student was receiving care;
4. a statement outlining the impact of the student’s ability to write the formal examination.
5. The certificate is to show that the examination was missed due to medical reasons.
Students who cheat in any examination including a quiz may result in the following consequences:
1. First time, the student will be notified by an official warning.
2. Second time, the student will be notified that he or she has failed the course.
3. Third time, the student will be notified that he or she is dismissed from the program

Course evaluation and grading are as follows:

A=	90% - 100%	P=	Pass
B=	80% - 89%	T=	Transfer
C=	70% - 79%	I=	Incomplete
D=	60% - 69%	IP=	In progress
F=	59% and Below	NC/O=	Not compulsory, Optional

Note: Clinical observation, clinical practice, and other clinical-orientated courses are graded by “Pass” or “Fail”

Students are legally and personally responsible for any misconduct that occurs on campus and in the common areas of the building(s) where the College is located.
Students are solely responsible for their safety inside and outside the campus.
International Students are solely responsible for, and should have, medical insurance.
Student statistics and demographics may be shared with the Government and/or Health related Institutions.
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Refund Policy

The College's refund policy follows the guidelines established by the Private Post-Secondary Education Commission of British Columbia. Please visit www.pctia.bc.ca for more information or contact our ICTCM of Vancouver.

Refunds in cases of withdrawal or dismissal.

Other Policies or Regulations
- Please see Student Booklet under Student Services of other policy details.

Fees

Application: $100.00
Transfer Credit: $100.00 per course and a maximum of $500.00
CTCMA
- Application fee: $26.00
- Initial application fee: $79.00
- Criminal Record Check: $35.00
Insurance: $100.00 per year for clinical practice
Student Service: $30.00 per term
Student Record Archives: $3.50 per term
For other fees please refer to Student Booklet

Financial Assistance
- financial assistance may be available. Those who require financial assistance should apply for registration as early as possible. Please contact the College for further information. You can also visit Student Aid BC at www.studentaidbc.ca for more information.

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