Job Specification

Purpose of Position :

To develop and maintain effective relations with assigned private career colleges and private institutions to ensure compliance with the Private Career Colleges Act (PCC), the Post-secondary Education Choice and Excellence Act (PSECEA) and Ontario Student Assistance Program (OSAP) requirements under the Ministry of Training, Colleges and Universities Act (MTCU), with a view to protecting consumer interests and contributing to quality private institutional instruction in Ontario.

Duties / Responsibilities :

The Private Institutions Branch manages the administration of provincial programs and policies related to private career colleges and other post secondary, private institutions in Ontario.

Under the direction of the Manager, PCC Compliance, the Program Consultants will administer all the non-financial components of the Private Career Colleges (PCC) Act, the Post-secondary Education Choice and Excellence Act (PSECEA) and the Ontario Student Assistance Program (OSAP) requirements under the Ministry of Training, Colleges and Universities Act (MTCU), by performing the following core duties:

(1) Reviews, analyzes, assesses and recommends approval of private career college and program registrations, re-registrations and other compliance issues under the PCC Act. Prepares a variety of reports, letters, issues notes and briefing materials on assigned private career colleges to support recommendations.

(2) Reviews, analyzes, assesses and recommends compliance of assigned schools and programs with OSAP requirements under the MTCU Act. Liaises with the Standards Officer and Student Support Branch to ensure consistent application of OSAP policies and procedures. Identifies issues and provides information and assistance to officials from private career colleges to meet OSAP requirements, including annual audit process.

(3) Within assigned portfolio, conducts on-site school inspections and visits to ensure compliance with the PCC Act in areas including (but not limited to) programs, facility, instructor qualifications and advertising. Identifies issues and provides information and assistance to officials from private career colleges to meet requirements under the Act. Conducts on-site school inspections and visits to ensure compliance with the Post-secondary Education Choice and Excellence Act (PSECEA) upon request. Liaises with the Program Coordinator to discuss issues and ensure consistent application of the PCC Act.

(4) Develops and maintains effective working relationships with assigned private career colleges, various inter-jurisdictional and regulatory organizations, and other ministries to: gather information; identify issues and needs; provide information, interpretation and clarification; ensure on-going compliance with legislated requirements under the PCC Act and OSAP requirements; ensure consistent practices in compliance and inspection; and promote good practices within the private career colleges sector.

(5) Maintains an up-to-date knowledge of sector issues and trends in order to anticipate, research and analyze issues, and to provide recommendations to management for existing and potential problems related to compliance of private career colleges with the PCC Act and OSAP requirements. Prepares variety of briefing materials to support issues management functions of the branch.

(6) Develops or contributes to the development of policies, procedures and guidelines to ensure and promote the quality of client service related to PCC and OSAP compliance as it relates to private institutions.

(7) Manages student and public complaints concerning the compliance of assigned schools under the PCC Act and OSAP requirements. Reviews, researches and analyzes issues and conducts on-site investigations as required. Mediates resolution and prepares appropriate briefing materials or letters as required.

(8) Liaises and coordinates with colleagues within Private Institutions Branch, Student Support Branch, Legal Services and across the Ministry to research issues and to ensure consistency in issues management, application of policies and procedures, and integration with the governments mandate and business directions for private career colleges.

(9) Investigates, reviews and recommends action to issues relating to non-registered schools and programs and their governance under the PCC Act and PSECEA.

(10) Manages files for assigned schools to ensure all information is accurate, complete and up-to-date. Ensures updated information is entered on regular basis in the database. Liaises with the Registration Officer to ensure integrity of the OSAP and PCC databases.

(11) Participates in team meetings, committees and work groups.

Knowledge :

Thorough knowledge of and ability to interpret and apply the PCC Act and OSAP requirements under the MTCU Act, along with knowledge of the Post-secondary Education Choice & Excellence Act (PSECEA) as it relates to private institutions. Thorough knowledge of current trends and issues in the private career colleges sector along with understanding of the principles of adult education to effectively review and assess curriculum/program information. Thorough knowledge of and ability to interpret and apply government/ministry policies and procedures related to PCC Act, OSAP requirements, Freedom of Information and Protection of Privacy Act (FOIPPA), and school inspections.

Strong research and evaluation skills to conduct inspections, assess findings, and prepare reports and recommendations on relevant aspects of the operation of the PCC and OSAP administration. Ability to use audit and analysis skills to assess compliance issues, analyze OSAP compliance audit reports, and recommend approvals under the PCC Act and OSAP requirements. Strong relationship management and client service skills to establish and maintain effective working relations with variety of private career colleges, students, and internal and external stakeholders. Ability to represent the ministry/government well and establish credible presence in the field. Ability to use risk management skills in the management of assigned portfolios and to determine potential legal and political issues. Strong communication, mediation and conflict resolution skills to deal with sensitive issues and mediate to resolution. Strong report writing skills to prepare comprehensive reports, issues notes, briefing materials, letters of recommendation and general correspondence. Organizational skills along with time management and case management skills, and the ability to prioritize work and meet timeframes. Political acuity, tact and diplomacy, along with ability to deal with sensitive issues while ensuring legislative compliance. Ability to work independently and work as a team to ensure consistent practices. PC proficiency in database management, word processing, Microsoft Outlook and other standard ministry software to enter updates and retrieve information from the database, prepare briefing notes, reports and letters.

Judgement :

Work is performed under the general direction of the Manager, Program Accountability, with technical guidance from the Program Coordinator, and within the legislative requirements of the PCC Act, OSAP requirements under the MTCU Act, and the PSECEA as it relates to private institutions. Position works independently in the field and makes on-site recommendations and/or decisions to senior school officials based on legislative parameters. Judgement is required to: interpret legislation, independently conduct school inspections and assess findings to determine legislative compliance; exercise latitude in decision-making when making recommendations on relevant aspects of the operation of the PCC and OSAP administration and their programs; recommend the registration, re-registration or de-registration of PCCs and their programs under the PCC Act and OSAP requirements; identify issues and recommend changes to policy/program development; mediate and resolve conflicts with and among the PCC, students and the public. A high level of judgement is required to conduct risk assessments, prioritize, plan and coordinate own work to ensure that assigned schools receive appropriate levels of review and inspection; to ensure that follow-up is completed within agreed-upon timeframes; and to ensure urgent and sensitive issues are handled appropriately, with completion of appropriate briefing materials. Tact, initiative and discretion are required to deal with sensitive issues while maintaining confidentiality of information.

Accountability - Programs :

Is accountable for managing relations with assigned schools to ensure compliance with the non-financial administration of the Private Career Colleges Act (PCC) and Ontario Student Assistance Program (OSAP) requirements under the Ministry of Training, Colleges and Universities Act (MTCU). Is accountable for managing student and public complaints related to the compliance of assigned schools. Is accountable for recommending the registration, re-registration and/or de-registration of schools under the acts. Is accountable for the development of operating policies, procedures and guidelines related to school inspections and investigations.

Accountability - Impact of Errors :

Improper administration of the PCC Act and the OSAP requirements and/or improper recommendations made on the PCC and their programs could put students interests at risk and negatively impact the quality of private institutional instruction in Ontario. Errors made by the position could lead to embarrassment for the Ministry and government, hardened relationships with the PCCs, and could lead to charges against the Ministry for regulatory negligence.

Contact - Internal :

Frequently advises and makes recommendations to the Manager, Program Accountability on the status of assigned PCCs and their programs. Frequently liaises and coordinates with colleagues within Private Institutions Branch, Student Support Branch, Legal Services and across the Ministry to research issues, contribute to policy/program development, and to ensure consistency in issues management, application of policies and procedures, and integration with the governments mandate and business directions for private career colleges.

Contact - External :

Frequent contacts with assigned private career colleges to gather information, conduct audits, identify issues and needs, provide information, interpretation and clarification, and ensure on-going compliance with legislated requirements under the PCC Act and OSAP requirements. Frequent contacts with students and public to advise and exchange information with respect to information or complaints under the Acts. Occasional contacts with various inter-jurisdictional and regulatory organizations, and other ministries to promote good practices within the private career colleges sector and to maintain an up-to-date knowledge of sector issues and trends in order to anticipate, research and analyze issues, and to provide recommendations to management for existing and potential problems related to compliance of private career colleges with the PCC Act and OSAP