Applicants: Frequently Asked Questions

1. Who do I contact to find out what activities are subject to the Post-secondary Education Choice and Excellence Act, 2000?
2. Why does the Board have three categories of handbooks and guidelines??
3. How do I determine whether my organization is public or private?
4. What are the differences for private versus public organizations in the PEQAB review process?
5. What are the costs associated with an application and review?
6. How are the assessors selected?
7. Is there a review for each application?
8. Can organizations nominate assessors?
9. Can an application be modified during the review process?
10. Can the secretariat review a draft of an application?
11. Can an applicant withdraw an application?
12. What happens if an applicant withdraws an application?
13. How long will the Board’s review process take?
14. Is there a site visit for each review?
15. Do applicants have an opportunity to respond to a quality assessment report?
16. What is the role of the PEQAB secretariat with respect to potential applicants?
17. What is the role of the PEQAB secretariat with respect to applicants?
18. What do we do if we believe an assessor has a conflict of interest?

1. Who do I contact to find out what activities are subject to the Post-secondary Education Choice and Excellence Act, 2000?

Inquiries about the Post-secondary Education Choice and Excellence Act, 2000 and its regulations, the activities subject to the Act and the Minister’s requirements should be directed to the Universities Unit of the Ministry of Training, Colleges and Universities (Email: PostsecondaryAccountability@ontario.ca, Mailing Address: Mowat Block, 900 Bay Street, Toronto, Ontario, M7A 1L2 Canada). Return to FAQs

2. Why does the Board have three categories of handbooks and guidelines?

The Board has three sets of handbooks and submission guidelines for:
1. Ontario Colleges of Applied Arts and Technology (CAATs);
2. other public institutions; and
3. private institutions.
While there is substantial consistency among the three sets of documents, they reflect different requirements among the three categories of institutions set out in the Post-secondary Education Choice and Excellence Act, 2000 and Regulations made under the Act. In addition CAATs are subject to policy directives from the Minister. Return to FAQs

3. How do I determine whether my organization is public or private?

The Universities Unit, at the Ministry of Training, Colleges and Universities is responsible for administering the Act and determining, as per the Act, whether an organization is considered to be private institution in Ontario. Colleges of Applied Arts and Technology are established under the Ontario Colleges of Applied Arts and Technology Act, 2002. For information on whether your organization is public or private, please contact the Universities Unit at the Ministry of Training, Colleges and Universities (Email: PostsecondaryAccountability@ontario.ca, Mailing Address: Mowat Block, 900 Bay Street, Toronto, Ontario, M7A 1L2 Canada). Return to FAQs

4. What are the differences for private versus public organizations in the PEQAB review process?

In addition to a program review, which all applicants are subject to, all private organizations must undergo an organization review. The purpose of the organization review is to assess the applicant’s organizational character, financial viability and student protection policies and practices against 8 standards (e.g., to meet the Administrative Capacity Standard, applicants must show that they have “the legal characteristics, governance structure and administrative capacity necessary to organize and manage a competent institution of higher learning”). The organization review takes place before the program review. If an organization is not successful at the organization review stage, it will not proceed to the program review. Return to FAQs

5. What are the costs associated with an application and review?

The application fee for each consent application is $5,000, payable in the form of a certified cheque in Canadian currency to the "Minister of Finance, Ontario". The check must be included with your application.

In addition to the application fee, applicants have to cover the review costs incurred. Before final consideration by the Board, all applications for consent to offer degree programs undergo a program review by a Quality Assessment Panel appointed by the Board. Additionally, all private organizations are subject to an organization review by an Organization Review Committee, also appointed by the Board.

The cost for the review varies with each application, depending on the number of reviewers, the length and complexity of the review and associated travel, accommodation, meeting or communication costs and whether the applicant’s response to the quality assessment panel report requires further assessment. In general, the assessment costs for the program quality assessment range from $9,000 and $12,000. The costs for an organizational review, which is required for all private institutions, will not normally exceed $7,500. Return to FAQs

6. How are the assessors selected?

In its Handbooks, the Board has articulated criteria for quality assessors and selects all quality assessors based on these criteria. The Board will strive to name Quality Assessment Panels (QAPs) that reflect an appropriate mix of academic/professional credentials and experience related to the field and it has the ability and expertise to identify suitable candidates. Applicants may nominate up to three qualified persons from whom the Board may choose one or more to serve on the QAP. The Board has sole discretion, however, to select all quality assessors for an application, without regard to the applicant’s nominees. There are clearly identified conflict of interest guidelines provided by PEQAB, to which applicants and quality assessors must adhere. Return to FAQs

7. Is there a review for each application?

Yes. The quality of each application will normally be assessed by a panel of quality assessors. The nature and complexity of the application will determine the number and nature of credentials, skills and background of quality assessors. When an applicant is seeking consent to offer a degree program, or consent renewal for a degree program the panel will normally consist of two to three members including the panel chair. The Board will select all quality assessors. In a small number on situations the Board might not require the advice of expert assessors in order to make a recommendation to the Minster. Return to FAQs

8. Can organizations nominate assessors?

Yes. Applicants may nominate up to three qualified persons from whom the Board may choose one or more to serve on the Quality Assessment Panel (QAP). The Board has sole discretion, however, to select all quality assessors to review an application, without regard to the applicant’s nominees. Criteria for assessors (which can also be found in the Handbooks) are as follows. Quality assessors must:

• be committed to the principles and practices of quality assurance in postsecondary education;
• be recognized by their peers for having a broad outlook, an open mind and sound judgment;
• be free of any conflict of interest, in accordance with the Board’s policy on conflict of interest for quality assessors; and
• have demonstrated skills in oral and written communication, preferably including experience writing formal reports to deadlines.

The Board will seek to select highly qualified QAP members who possess:

• an advanced academic credential related to the subject area under review (normally at the terminal level in the field);
• required or desired professional credentials and/or related work experience of substantial depth and range;
• relevant academic experience such as administration, teaching, curriculum design and/or quality assessment experience (e.g., as appraisers for accrediting bodies or as reviewers of degree programs); and
• a record of active scholarship, normally having achieved the rank of associate or full professor.

Return to FAQs

9. Can an application be modified during the review process?

Yes. During the course of an assessment an applicant may modify its application so long as the Quality Assessment Panel and the PEQAB secretariat are aware of any changes. Note that changes will likely lead to a longer review period. Return to FAQs

10. Can the secretariat review a draft of an application?

Yes, the secretariat can review a draft application for completeness but not for quality. Return to FAQs

11. Can an applicant withdraw an application?

Yes. In the event that an applicant wishes to withdraw an application during the review process, the applicant must send written notice to the Minister, with a copy to the Board, requesting that the application be withdrawn. Return to FAQs

12. What happens if an applicant withdraws an application?

Regardless of whether an applicant withdraws, the Board will post all applications on its website and report on the status of each application. In addition, all materials and reports received in relation to an application may be subject to the Freedom of Information and Protection of Privacy Act. Return to FAQs

13. How long will the Board’s review process take?

The length of the Board’s review will vary depending on the complexity and completeness of each application. A review of an application from a public organization is generally completed within about 6 months. A review of an application from a private organization, which requires the assessment of both the organization and the proposed program, is generally completed within about 10 months. Return to FAQs

14. Is there a site visit for each review?

In most cases, Quality Assessment Panels are expected to undertake site visits where they can test the validity of claims made in applications and secure further information from meeting with appropriate individuals, usually including faculty, students, staff, and administrators, and sometimes members of the governing board or program advisory committee. In some cases, the Board considers a desk review by assessors to be sufficient. Return to FAQs

15. Do applicants have an opportunity to respond to a quality assessment report?

Yes. Applicants will have an opportunity to comment on the Quality Assessment/ Organization Review Panel report on their application. Return to FAQs

16. What is the role of the PEQAB secretariat with respect to potential applicants?

The PEQAB secretariat may clarify PEQAB criteria or processes to potential applicants who are in the process of developing an application.

If the secretariat is contacted by organizations that are considering applying for Ministerial consent, secretariat staff will direct these organizations to the appropriate materials and provide information about the Board’s roles, processes, and policies. Secretariat staff, together with staff from the Universities Unit, who are responsible for the administration and enforcement of the Post-secondary Education Choice and Excellence Act, 2000 and other public policy issues related to degree granting, may meet with potential applicants.

The secretariat can review a draft application for completeness but not for quality. Return to FAQs

17. What is the role of the PEQAB secretariat with respect to applicants?

PEQAB secretariat staff are available to all applicants to clarify PEQAB criteria or processes.

Once an application is referred to the Board, PEQAB staff determine if the application is consistent with PEQAB’s guidelines for submission. The secretariat does not comment on the quality of applications.

The primary role of secretariat staff is to provide the Board with clear, complete information about the applicant and the application. If there is any ambiguity about what the applicant intends to deliver, PEQAB staff will seek clarification from the applicant.

In some cases during the review for completeness and clarity of the application, staff might believe that some aspects of the submission are unlikely to meet the Board’s standards and/or benchmarks (i.e., proposed faculty possess only bachelor degrees). The secretariat does not inform the applicant of potentially weak parts of its submission or suggest that they be addressed in a particular way. If the applicant’s intention is clear, no further information will be sought from the applicant with respect to the benchmark/standard. Secretariat staff are not involved in the review process unless asked to clarify the Board’s requirements, expectations or directions.

Although secretariat staff will be aware of Board recommendations and discussions, they do not divulge these to the applicant or any other party. Secretariat staff will notify applicants of the status of their applications and Board requirements such as deadlines for applications to be included on Board agendas. Once the PEQAB review is completed, the secretariat notifies the applicant that the PEQAB process is complete (i.e., that the Board’s recommendation has been communicated to the Minister) and identifies the ministry staff responsible for managing the application through the remainder of the consent process. Return to FAQs

18. What do we do if we believe an assessor has a conflict of interest?

PEQAB has clearly identified conflict of interest guidelines to which applicants and members of quality assessment panels must adhere.

The secretariat circulates to the applicant the names of the panel member(s) approved by the Board to assess the program. It is assumed that the applicant notifies the secretariat immediately if a possible conflict of interest (COI) exists. The onus is on the applicant to identify a COI or potential COI with any member of the panel. If the applicant identifies a COI, the secretariat will review the applicant’s evidence, and if the secretariat:

• determines that no conflict of interest exists, the review continues;
• determines that a conflict of interest exists, it informs the assessor of the conflict, removes him/her from the panel, and recruits an alternative assessor; and
• is unsure as to whether or not a conflict of interest exists, it may request additional information from the applicant.

The final determination on whether an actual or potential conflict of interest rests with the Board. Return to FAQs