Agent Information Manual
WINNIPEG, MANITOBA, CANADA
Greetings from The University of Winnipeg! Dear Agent, Thank you for representing The University of Winnipeg. This manual has been created to provide you with all of the information necessary for you, as our Agent, to: 1. Assist students in applying to the University 2. Request commission payments, and understand how they are processed 3. Understand The University of Winnipeg’s policies and procedures for Agents
The University of Winnipeg 515 Portage Avenue Winnipeg, MB R3B 2E9
CANADA
Table of Contents Undergraduate
Contact Information Students Applying to Undergraduate Studies After an Application Has Been Submitted After a Student Has Applied Commission Procedure & Policies
English Language Program
Contact Information Students Applying to ELP After a Student Has Applied Important Program Policies Commission Procedure & Policies
The University of Winnipeg Collegiate (High School)
Contact Information Students Applying to The Collegiate After a Student Has Applied Commission Procedure & Policies
Professional, Applied & Continuing Education (PACE)
Contact Information Students Applying to PACE After a Student Has Applied Important Program Policies Commission Procedure & Policies
Other Notes, Comments & Expectations
Incoming Visits & Outgoing Missions
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Undergraduate
Agent Information Manual
Undergraduate
Contact Information Please contact Student Recruitment & Institutional Relations for the following: •
• • • •
Information for Students about Programs and Applying to The University of Winnipeg Publication Requests Commission Payments Incoming Visits and Outgoing Missions Agent Agreement Renewals
Telephone: 204.786.9844 Fax: 204.779.3443 Email: r.hall@uwinnipeg.ca
Please contact International Student Services for the following: • • • •
International Health Insurance Airport Pick-up Student Orientation Information Academic Advising
Telephone: 204.786.9469 Email: iss@uwinnipeg.ca Please contact the International Admissions Office for the following: •
Status of Application Inquiries
Phone: 204.258.2949 Fax: 204.786.8656 Email: international.admissions@uwinnipeg.ca
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Undergraduate
Agent Information Manual
The University of Winnipeg Undergraduate Studies The University of Winnipeg is a dynamic campus. A downtown hub connecting people from diverse cultures, The University of Winnipeg offers high-quality undergraduate programs including several that are unique in Western Canada. Our small class sizes, our dedicated team of professors, and our support staff members help to nurture the leaders of tomorrow.
Students Applying to The University of Winnipeg Undergraduate Studies Application Checklist 1. Completed online international application form: uwinnipeg.ca/apply 2. Application fee of $100CAD. 3. Proof of English Language Proficiency: uwinnipeg.ca/eng-lang-req 4. All official academic records and notarized English translations.
When to Apply Please encourage students to apply at least 4–5 months before they wish to start school. This allows time for the application to be processed and considers processing times for study permits and visas. Students have the option of starting in one of the following three terms: Fall–September Winter–January Spring–May
After an Application is Submitted Application Review Once a student has filled out the online application, International Undergraduate Admissions will send the student an acknowledgement email. The student’s application will be processed only after all items in the checklist have been received. There may be additional documents requested. International Admissions will let the student know what other documents might be required in the Letter of Acknowledgement. Post-Review Once the student’s application has been reviewed, International Admissions will send an email detailing the student’s admission status. If admitted, International Admissions will follow this up with an acceptance package containing an Official Letter of Acceptance, immigration letter, information on health insurance, and other materials. All acceptance packages are sent via courier, so please have the student include a complete delivery
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Undergraduate
address and telephone number on the application. If a student has been denied admission, International Admissions will return official documents upon request.
After a Student Has Applied Housing Students apply separately for housing. The Housing office will notify the student of residence placement in early summer. When the student receives a letter of acceptance from the Housing office, they must respond to the offer and pay a non-refundable security deposit to hold a space. To apply for housing, and to ask other questions, the student can contact the Housing department directly: uwincampuslife.wordpress.com Study Visas & Study Permits In order to receive a Study Permit, the student will have to submit proof of financial ability to live and study in Canada at the Canadian Embassy, High Commission, or Consulate in their home country. We will include a letter of estimated costs to study at The University of Winnipeg in the Acceptance Package. Information on embassy locations and requirements can be found on the Government of Canada website international.gc.ca Students Accessing Their Information Online University of Winnipeg students have online access to their financial accounts, university email, and course registration through WebAdvisor. Students will receive username and password information with their acknowledgement email which will allow access to WebAdvisor. Students should log on to check their UWinnipeg email often, as updates will be sent to that account.
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Agent Information Manual
Registering For Courses Accepted students will be emailed a date and time to register for courses. Using their username and password, students will register on WebAdvisor (our online registration system). Students should prepare for registration by selecting courses they may want to take by consulting the Course Calendar at uwinnipeg.ca/academic-calendar If students need additional help picking their courses or making a timetable, they can contact International Student Services to speak with an advisor: iss@uwinnipeg.ca Arriving On Campus Students are encouraged to arrive in Winnipeg early to attend the mandatory International Orientation, which generally takes place a few days before classes begin. For more information on Orientation, contact the International Office: uwinnipeg.ca/intl-orientation or ISS@uwinnipeg.ca If students would like to be greeted upon arrival at the airport, they can contact International Student Services at: ISS@uwinnipeg.ca Health Insurance All international Students must have Health Insurance. For an explanation of The University of Winnipeg’s options, please visit uwinnipeg.ca/iss
Undergraduate
Commission Procedure & Policies Commission payments are calculated as a percentage of the tuition paid by a student. This is exclusive of any and all other fees and incidentals the student may pay to the university. Tuition amounts can be found here: uwinnipeg.ca/tuition under the headings of ‘Arts, Business, Education and Kinesiology Fees—International Students’ and ‘Science Tuition Fees— International Students’. This list is updated every school year. For commission eligibility, the following conditions must be met: a) The Agency must have a current, non-expired agreement with The University of Winnipeg b) The student must hold full-time status for the requested term (at least 9 credit hours) c) The student must have no financial holds on their file d)The student must have the Agency listed in their file Process for Requesting Commission Payment 1. Email a listing of students and their student numbers or dates of birth to Raelene Hall r.hall@uwinnipeg.ca in the Student Recruitment Office.
Agent Information Manual
3. Recruitment will email a commission spreadsheet with a breakdown of students’ credit hours, tuition fees paid, and commission calculation. a) If student is not eligible, there will be a note next to their file with the reason. 4. The Agent will review the spreadsheet, and respond with any questions or concerns that arise. If all is correct and in order, the Agent will email a company invoice to Recruitment with the following information contained within: a) Company name/logo b) Date c) Student name(s), student ID number(s), term(s) d) Total commission requested e) Mailing address if Agent is in Canada. Banking information if Agent is outside Canada. 5. Recruitment will review the invoice and forward to Financial Services. Agent will be informed by e-mail when this is done; payment can be expected to be received in approximately one month. 6. If payment is not received within one month, Agent is to contact Recruitment.
2. Recruitment will wait until the add/ drop dates for that term have passed, and then assess the students’ files.
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English Language Program (ELP)
English Language Program (ELP)
Contact Information Please contact English Language Program for the following: • • • •
Information for Students about ELP Programs and Applying Publication Requests Commission Payments Homestay and ELP Residence Inquiries
Telephone: 204.982.1703 Fax: 204.982.1707 Email: ELP@uwinnipeg.ca
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Agent Information Manual
English Language Program (ELP)
Agent Information Manual
English Language Program (ELP) The University of Winnipeg English Language Program offers Academic and General English Programs, Intensive English Programs, a Canadian Work Experience Program, TESL Certification, and Customized Programs.
Students Applying to ELP For students applying to an ELP program only
For students applying for the Canadian Work Experience Program and English as a Second Language Teacher Certificate Program
Application Checklist
Application Checklist
1. Completed English Language Program application form with fees and deposit.
1. Completed online application.
2. The student must include a $100CAD non-refundable application fee payable to The University of Winnipeg. 3. At the time of application, the student must also include a $500CAD non-refundable registration deposit (for each term that the student intends to enroll). The registration deposit is non-refundable; however, it can be transferred to another term only upon a minimum one (1) week advanced notice, and only be transferred a maximum of two (2) terms. Otherwise, the registration deposit will be forfeited.
2. Proof of English Language Proficiency. TOEFL iBT: 61 IELTS: 5.5 overall TOEIC: 700 English as a Second Language Teacher Certificate Program: TOEFL iBT: 80 overall (minimum 20 in each area) IELTS: 6.5 overall CanTEST: Listening, Reading, Writing 5; Speaking 4.5 Canadian high school graduate: 70% in grade 12 English* Completion of an undergraduate degree from an English speaking university*
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English Language Program (ELP)
Completion of The University of Winnipeg Academic English Program A5 level *at the discretion of the ESLTCP Program Coordinator 3. Official academic records. a. Students participating in a program with a language requirement must submit original language test scores. Copies will not be accepted. All international students must also apply for Housing/Homestay Students are encouraged to apply for UWinnipeg housing as soon as possible if they will be using this service. Note: from August 25–May 1 spaces for short-term students may not be available. In late May, June and July, spaces are made available through the Hostel Program. Students can apply for UWinnipeg homestay at least one month before the program start date. They must include a $200CAD non-refundable homestay placement fee. Students will be placed with a family for 90 days. The fee for the 90-day period is $2,025CAD and is non-refundable (shorter programs will have different prices and regulations).
After a Student has Applied The English Language Program Registration Office will send students an Official Letter of Acceptance and a registration statement once we receive all items including the application form,
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Agent Information Manual
application fee, registration deposits, original documents (if required), homestay application, and homestay placement fee. Homestay The Homestay Coordinator will request specific information for arrival and departure, such as the student’s flight number, time and airline (if this is not already indicated on the homestay application form). Once all information is complete, the student will be matched with an English-speaking family. The Homestay Coordinator will send the student a brief family profile about two weeks prior to arrival. The family will meet the student at the Winnipeg James Richardson International Airport upon arrival. Study Visa & Study Permit Depending on the student’s length of stay in Canada, he or she may require a Study Permit. In order to receive a Study Permit, the student will have to submit proof of financial ability to live and study in Canada to the Canadian Embassy, High Commission, or Consulate in their home country. The English Language Program will include a registration statement with the Official Letter of Acceptance to help the student estimate costs to study at The University of Winnipeg English Language Program. Information on embassy locations and requirements can be found on the Government of Canada website international.gc.ca Orientation & Placement Testing All students are required to participate in Orientation at the start of the program. Students in all programs will participate in an English assessment test to determine their program level.
English Language Program (ELP)
Agent Information Manual
Important Program Policies
Commission Procedure & Policies
Official Letter of Acceptance After the ELP department receives the application form, application fees and registration deposit, we will send an Official Letter of Acceptance for each session the student has paid a deposit for.
Process for Requesting Commission Payment
Study Permit If planning to study for less than six months in Canada, students do not require a Study Permit. If the student plans to study more than six months, they must apply for a Study Permit. Please consult your nearest Canadian Consulate or Embassy. Refund Policy The Application Fee, Homestay Placement Fee, and Registration Deposit are non-refundable. The remaining tuition fee is non-refundable after the application deadline. The Homestay Fees are non-refundable after the student has moved in with the host family, or after the program has begun. No refunds and transfers will be processed after the application deadline. Students who are denied a visa will be refunded all fees minus the nonrefundable application fee of $100CAD and a $50CAD Administration fee. Official documentation must be provided. Health Insurance All international students must purchase health insurance through The University of Winnipeg.
1. Agent to email w.abendschoen@uwinnipeg.ca or r.ingram@uwinnipeg.ca or fax an invoice to 204.982.1707 The invoice must include: a) Company name/logo b) Date c) Student name(s), student ID number(s), term(s) d) Total commission requested e) Mailing address if Agent is in Canada. Banking information if Agent is outside Canada. 2. ELP will review the invoice and forward to Financial Services. Agent will be informed by email when this is done and when payment can be expected to be received (two to three weeks). 3. If payment is not received within three weeks, Agent is to contact ELP. Note: The following information must be submitted to ELP before the first commission payment can be processed: a) Name of Student/Agent b) Name of bank c) Name on bank account d) Address of bank e) Transit number f) Account number g) Swift number h) Bank account holder’s address
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The University of Winnipeg Collegiate (High School)
Agent Information Manual
The University of Winnipeg Collegiate (High School)
Contact Information Please contact The Collegiate for the following: Information for Students About Collegiate Programs and Applying • Publication Requests • Commission Payments •
Telephone: 204.786.9221 Fax: 204.775.1942 Email: collegiate@uwinnipeg.ca
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The University of Winnipeg Collegiate (High School)
Agent Information Manual
The University of Winnipeg Collegiate (High School) As a private high school within The University of Winnipeg, The Collegiate offers Grade 9 to 12 high school programs that provide a seamless transition to post-secondary education.
Students Applying to The Collegiate Application Checklist 1. Completed international application form. 2. Non-refundable application fee of $150CAD. 3. Official academic records. 4. Submission of results from a recognized English assessment test.
After a Student has Applied Offer of Acceptance Successful applicants will be notified by email with an Offer of Acceptance letter. Upon receipt of the Offer of Acceptance letter, a full tuition payment is required. Official Letter of Acceptance Upon receipt of tuition fees, the Collegiate will issue an Official Letter of Acceptance, tuition receipt and notarized Custodian Declaration. These documents are to be submitted by the student to the Canadian High Commission. Interview with International Student Advisor A personal interview with the International Student Advisor is required prior to registration. The results of the interview and assessment(s) will be used to confirm grade level placement and registration.
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The University of Winnipeg Collegiate (High School)
Refund Policies A full tuition payment of $12,500CAD is required prior to receiving an Official Letter of Acceptance used for immigration purposes. In the event of a refusal of a Study Permit, all monies will be refunded back to the payee less a $100CAD Administration fee. Proof of refusal of a Study Permit will be required prior to issuing a refund. The tuition deposit of $2500CAD will not be refunded if a student chooses not to attend after receiving his/her Official Letter of Acceptance for any reason other than a refused Study Permit.
Commission Procedure & Policies Commission payments are calculated as a percentage of the tuition paid by a student; this is exclusive of any and all other fees and incidentals the student may pay to The Collegiate or to The University of Winnipeg. For commission eligibility, the following conditions must be met: a) The Agency must have a current, non-expired agreement with The University of Winnipeg b) The student must have completed two academic terms (e.g. Fall/ Winter; Winter/Spring; Spring/Summer; Summer/Fall) c) The student must have no financial holds (textbooks, library, athletic fees, etc.)
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Agent Information Manual
Process for Requesting Commission Payment 1.Agent to email Kristine Khan at kr.khan@uwinnipeg.ca or fax an invoice to 204.775.1942 The invoice must include: a) Company name/logo b) Date c) Student name(s), student ID number(s), term(s) d) Total commission requested e) Mailing address if Agent is in Canada; Banking information if Agent is outside Canada. Note: The following information must be submitted to The Collegiate before the first commission payment can be processed: a) Name of Student/Agent b) Name of bank c) Name on bank account d) Address of bank e) Transit number f) Account number g) Swift number h) Bank account holder’s address 2. The Collegiate will review the invoice and forward to Financial Services. Agent will be informed by email when this is done; receipt of payment can be expected in approximately three weeks 3. If payment is not received within three weeks, Agent is to contact The Collegiate.
Professional, Applied & Continuing Education (PACE)
Agent Information Manual
Professional, Applied and Continuing Education (PACE)
Contact Information Please contact PACE for the following: • • •
Information for Students About PACE Programs and Applying Marketing Material and Fact Sheet Requests Community Payments
Telephone: 204.988.7557 Fax: 204.944.0115 Email: g.hamm@uwinnipeg.ca
Please contact PACE Registration Office for the following: •
International Health Insurance for PACE students
Telephone: 204.982.6633 Fax: 204.944.0115 Email: n.pauls@uwinnipeg.ca
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Professional, Applied & Continuing Education (PACE)
Agent Information Manual
Professional, Applied and Continuing Education (PACE) UWPACE offers a variety of industry-focused, job-ready and general interest courses, as well as certificate and diploma programs aimed at enhancing employability and earning potential.
Students Applying to PACE Full-Time Program Application Checklist
Canadian High School Graduation 70% in grade 12 English*
1. Complete the Full-Time PACE Program Application form with fees and deposit.
Graduation from an undergraduate degree from an English-speaking University*
a. You must include a $100CAD non-refundable application fee payable to The University of Winnipeg. 2. Provide proof of English Language Proficiency when applying from a country that is not exempt from the English language requirement. IELTS: 6.5 overall (minimum score of 6.0 in writing and reading categories)
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Completion of the University of Winnipeg Academic English Program A5 level 3. Official academic records a. Students participating in a program with a language requirement must submit original language test scores. Copies will not be accepted. 4. Two (2) written references
TOEFL: 550 (paper-based), 213 (computer-based) or 80 (internet-based)
5. CV
CANTEST: Listening, Writing, Reading, 4.5
7. Copy of passport
6. Statement of Purpose
Professional, Applied & Continuing Education (PACE)
When submitting the student’s application package, please include a cover letter with the following information: a) Company name/logo b) Date c) Student name(s), Internal Reference ID number(s), Date of Birth, Program(s), Intake Start Date d) Company contact person If submitting the application electronically, please include the Student name(s), internal reference ID number(s), and program name in the subject line of the email and attach an electronic copy of the application package with a cover letter as the lead document.
After a Student has Applied Official Letter of Acceptance Once PACE receives (1) the application form, (2) the non-refundable application fee, and (3) payment for half the cost of the program fees, the University will issue an Official Letter of Acceptance which students will use for immigration purposes. The other half of the program fees must be paid on or before the first day of class to retain a seat in the program. Study Visa or Study Permit If the student is planning to study for more than 6 months then you must apply for a study permit. Please have the student consult the nearest Canadian Consulate or Embassy.
Agent Information Manual
Health Insurance All international students must purchase health insurance through The University of Winnipeg.
Important Program Policies Letter of Acceptance After PACE receives the application form and application fees, the University will issue an Official Letter of Acceptance. The application fee is non-refundable. Payment of half of the program fees is required before the University will issue an Official Letter of Acceptance used for immigration purposes. The other half of the program fees must be paid on or before the first day of class to retain a seat in the program. Study Permit If you are planning to study for more than 6 months then you must apply for a study permit. Please consult your nearest Canadian Consulate or Embassy. Refund Policy In the event of a refusal of a Study Permit, all monies will be refunded back to the payee less the $500CAD registration deposit and the $100CAD application fee. Proof of refusal of a Study Permit must be provided prior to the issue of a refund. If the student chooses not to attend a full-time PACE program after receiving an Official Letter of Acceptance and prior to the start of the program, for any other reason other than a refused Study Permit, a tuition deposit of $1,000CAD will not be refunded. If the student chooses to
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Professional, Applied & Continuing Education (PACE)
withdraw from a full-time PACE program and submits the Program Withdrawal Request form before the end of the second week of study in the program, 50% of the total program fees will be refunded. No refunds are available after this time. Health Insurance All international students must purchase health insurance through The University of Winnipeg.
Commission Procedure & Policies Process for Requesting Commission Payment 1. Agent to email g.hamm@uwinnipeg.ca or fax 204.944.0115 an invoice. The invoice must include: a) Company name/logo b) Date c) Student name(s), student ID number(s), term(s) d) Total commission requested e) Mailing address if Agent is in Canada. Banking information if Agent is outside Canada. 2. PACE will review the invoice and forward to Financial Services. PACE will inform the Agent with an approximate date when the payment will be issued (10 days to two weeks). 3. If payment is not received within two weeks, the Agent should contact PACE directly.
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Agent Information Manual
Note: The following information must be submitted to PACE before the first commission payment can be processed: a. Name of student/Agent b. Name of bank c. Name on bank account d. Address of bank e. Transit number f. Account number g. Swift number h. Bank account holder’s address
Other Notes, Comments & Expectations
Agent Information Manual
Other Notes, Comments & Expectations Incoming Visits & Outgoing Missions If the student is planning to visit The University of Winnipeg, please contact the Student Recruitment office to assist with making arrangements. We can suggest who to meet, where to stay, and help arrange campus tours, etc.
Student Recruitment Officers and various members of the UWinnipeg community travel abroad. When they are in your area, one of these travellers may contact you for a meeting to discuss markets, meet counsellors, conduct information sessions, and visit your offices.
We hope that all Agents will provide counseling to students, including a pre-departure orientation which prepares them for cultural and lifestyle differences; and after-care once students have departed, including contacting students directly to see if any problems have arisen. We feel that this is an important part of an Agency’s role in assisting the student to be successful at the University.
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uwinnipeg.ca