Academic & Attendance Policies
Career Programs Attendance Policy
1. Purpose and Overview
This policy sets expectations for attendance, accountability, and minimum instructional hours in compliance with aviation training standards and immigration regulations.
Consistent and professional attendance is essential for aviation training and is a requirement for international students under EQA and IRCC guidelines.
All students are expected to:
Attend all scheduled flights, ground school, and Guided Study Time.
Arrive prepared and on time.
Sign in and out using the CAC Attendance Kiosk (only signed-in hours count).
Submit a Self-Declaration of Absence Form within 7 calendar days of a missed session for absences due to operational reasons.
2. Minimum Weekly Attendance Requirement
15 hours per week minimum attendance is mandatory for Career Program students.
Hours may include:
Dual or solo flight time
Ground school
Guided Study Time
Approved backseat observation flights
Instructor-led review or exam prep sessions
Note: Students failing to meet weekly attendance minimums will be contacted by Student Services and may be subject to warning, probation, or dismissal. International students risk non-compliance with IRCC conditions.
Only time that is signed in and signed out using the CAC Attendance Kiosk will be counted toward the 15-hour weekly minimum.
3. Acceptable Absences (Operational Reasons)
Absences due to the following Operational Reasons will not count against attendance expectations if a Self-Declaration of Absence Form is submitted:
Illness or fatigue
Aircraft maintenance or dispatch cancellations
Instructor unavailability
Adverse weather
Transportation breakdown
Family emergency or bereavement
Students must submit the form within 7 calendar days of the absence. Forms are available online or from Student Services. No adjustments will be accepted after this 7-day deadline.
Students are expected to schedule personal matters outside of training hours whenever possible.
4. Unacceptable Absences (Non-Operational Reasons)
Absences for the following will not be excused:
Vacations or personal travel
Work conflicts
Oversleeping or lateness
Non-urgent appointments
If unsure whether an absence is acceptable, students are encouraged to speak with Student Services in advance. However, repeat non-operational absences will not be excused and may result in progressive discipline per the CAC Dismissal Policy.
5. Late Arrivals and No-Shows
Arrive 30–45 minutes before all flight bookings.
If a student is late, cancels with less than 24 hours’ notice, or does not show up, a No-Show Fee will be charged automatically.
However, No-Show Fees may be waived if the student submits a Self-Declaration of Absence Form and meets the requirements for an acceptable operational reason.
The Self-Declaration of Absence Form must be submitted within 7 calendar days of the missed booking. No fee waivers will be considered after this deadline.
No-show fees must be paid before future flight bookings are confirmed.
Multiple no-shows may result in restricted bookings or disciplinary action.
6. Student Responsibility
All students are expected to manage their schedules professionally.
If you are unwell, fatigued, or unable to attend, use the Self-Declaration of Absence Form.
Instructors and Dispatch must be notified of changes in advance whenever possible.
Questions or issues should be addressed to Student Services.
Use your time wisely — take advantage of Guided Study Time and backseat flights as opportunities to meet weekly minimums.
7. Related Policies
CAC Dismissal Policy (Tier System)
Self-Declaration of Absence Form
Student Code of Conduct
Recreational Pilot Attendance Policy
CAC Attendance Policy – Recreational Learners (Private Pilot)
Scope of Policy
This policy applies to all students enrolled as Recreational Learners (Local Private Pilot) at Canadian Aviation College (CAC). These students are not enrolled in full-time career programs and may progress at a flexible, self-paced schedule.
Recreational Learners are not subject to full-time attendance monitoring but are expected to adhere to booking commitments and safety practices. This policy is enforced to ensure a respectful and professional learning environment.
1. General Attendance Expectations
Recreational Learners are expected to:
Maintain a consistent and professional training schedule.
Arrive fully prepared and on time for all scheduled ground and flight training sessions.
Communicate proactively with Dispatch and Instructors regarding training availability and changes.
2. Cancellations and No-Shows
Permitted Cancellations:
Cancellations made more than 24 hours in advance are permitted for any reason.
Cancellations made within 24 hours require a valid Operational Reason (see below).
No-Show Fee
A No-Show Fee equivalent to the instructor briefing rate and/or aircraft booking time will apply if:
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A student misses a scheduled session without advance notice, or
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Arrives too late for the session to proceed.
Disputes & Explanations
Students may contest a No-Show Fee or explain an absence by submitting a Self-Declaration of Absence Form within 7 calendar days.
3. Operational vs. Non-Operational Reasons
Operational Reasons (permitted for cancellations within 24 hours):
Illness or medical incapacity affecting safety (must be declared using the Self-Declaration Form).
Fatigue beyond Transport Canada limits.
Transportation failure outside student control.
Aircraft maintenance issues or flight cancellations by CAC.
Instructor unavailability or CAC operational changes.
Weather or ATC delays.
Non-Operational Reasons (subject to fee if within 24 hours):
Vacations or personal travel.
Work schedule conflicts (students are responsible for booking around these).
Personal errands or appointments.
Lack of preparation for a scheduled flight or briefing.
4. Late Arrival Policy
Students must arrive 30–45 minutes before their scheduled session.
Arrivals within 15 minutes of the booking time are considered late.
Instructors or Dispatch may cancel the session and apply a No-Show Fee.
5. Professionalism and Safety
Attendance policies reinforce a safety-first culture.
All Recreational Learners are expected to demonstrate professionalism in attendance, punctuality, and communication.
6. Student Responsibility
Students are responsible for managing their bookings, confirming availability, and communicating proactively.
Repeated No-Shows or cancellations may result in booking restrictions or, in rare cases, dismissal.
7. Related Forms (Available on CAC Website – Student Services Section):
Self-Declaration of Absence Form (Fillable PDF)
Attendance Policy Acknowledgement Form (Fillable PDF)
Student Concern Formal Resolution Policy
Grade Appeal Policy
1. Purpose and Scope
This policy outlines the process by which students at Canadian Aviation College (CAC) may formally appeal a grade received in either Ground Training or Flight Training components of their program. CAC is committed to ensuring fair, transparent, and structured grade review processes.
Separate procedures are outlined for:
Ground Training Grade Appeals
Flight Training Grade Appeals
1.1 Grounds for Appeal
Valid grounds for submitting a grade appeal include:
Calculation or administrative error.
Unfair or inconsistent grading practices.
Evidence not considered during the assessment.
Other exceptional circumstances affecting the student’s ability to meet assessment standards.
2. Ground Training Grade Appeals
Attendance and Unsatisfactory Progress
Students failing to meet attendance requirements as per the Attendance Policy are deemed to have unsatisfactory progress and must make up missed sessions at an additional cost before a program completion recommendation or exam eligibility is issued.
At the discretion of the Chief Flight Instructor (CFI) or Senior Educational Administrator (SEA), a student may be permitted to challenge a summative final exam to demonstrate required knowledge, even with an unsatisfactory attendance record.
Ground Training Grade Appeal Process
Informal Discussion: Students should first meet with their primary course instructor to understand the reason for the assigned grade. Students who prefer assistance may request support from Student Services during this discussion.
Formal Appeal to Instructor: If not resolved, students must submit a formal written appeal to the course instructor within 10 business days of receiving the grade, explaining the basis for the appeal.
Instructor Review: The instructor will provide a written response within 7 business days.
Escalation to CFI/SEA: If unresolved, students may escalate the appeal to the CFI or SEA for further investigation.
Final Review: The CFI/SEA will issue a final written decision within 30 calendar days. The decision is final and binding. Copies of the decision will be placed in the student’s academic record.
3. Flight Training Grade Appeals
Unsatisfactory Flight Training Progress:
A grade of "1" on any flight training exercise indicates unsatisfactory progress.
Students must achieve completion standards for each lesson plan.
Flight Training Remediation Procedure
Minor Unsatisfactory Items (3 or fewer):
These may be carried forward and addressed in the next applicable dual training lesson plan.
Major Unsatisfactory Items (more than 3):
The entire lesson plan must be repeated.
The primary instructor must request repeat authorization from the CFI, who will sign the lesson plan to approve.
Flight Training Grade Appeal Process
Initial Discussion: Students should first discuss the grade with their primary flight instructor for clarification. Students who prefer assistance may request support from Student Services during this discussion.
Formal Appeal to CFI/SEA: If the student wishes to appeal formally, they may submit a written appeal directly to the CFI or SEA, detailing the grounds for the appeal.
CFI/SEA Review: The CFI/SEA will conduct a comprehensive review, including a discussion with the student and relevant instructors.
Final Decision:
A formal written response will be provided to the student within 30 calendar days. The decision is final and binding. Copies of the appeal and decision will be retained in the student’s flight training file.
4. Documentation and Records
All grade appeal documentation, correspondence, and final decisions will be retained in the student’s academic record in compliance with Transport Canada record-keeping requirements. Students may request copies of the final appeal decision and related documentation for their personal records.