Admissions Disclosure

Like many organizations, The National Center for Outdoor & Adventure Education (NCOAE) operates using policies and procedures that guide our executive and administrative staff, instructors, students and approved partners in the pursuit of organizational and administrative objectives. Here are some of the Admissions Disclosures that you – our prospective students and course participants – need to know about. For a complete set of disclosures, please contact us.

Testing Accommodation Disclosure

If a student that meets the eligibility requirement for enrollment in a National Center for Outdoor & Adventure Education (NCOAE) course communicates to NCOAE Student Services during the enrollment process that they have, and can show proof of, a documented disability, then reasonable equitable accommodation for testing can be made.

Common accommodations include:

• Extended time for written testing
• Oral reading of the written test to the student by the instructor
• A separate quiet place outside the classroom for testing
• Increased print size of examinations

Other reasonable and equitable considerations that support the objectives of the course in which the student is enrolled, can be made on an individual basis.

Course Completion Data Disclosure

NCOAE annually conducts an evaluation phase requiring NCOAE staff to complete an assessment and prepare a report for the completion rate for the previous work year. This data identifies both Certificate of Completion and Certificate courses.

Definitions: Completion of a Certificate of Completion course means that the student participated and met the requirements for attendance.

Completion of a Certificate of Completion course means that the student successfully passed the standards of written and practical testing as well as met the requirements for attendance.

Students are identified as withdrawing failing or passing.

Student Grievance Disclosure

It is a mutual goal of The National Center for Outdoor & Adventure Education (NCOAE) and it’s affiliates to ensure that quality educational coursework is provided. When students identify problems, NCOAE will make every attempt to find a fair and reasonable solution through our internal complaint procedure. In the event that the student is not able to resolve their complaint(s) directly with available NCOAE instructional staff, the student has the right and is encouraged to take the following steps:

1. Complaints should be submitted in writing and mailed to the NCOAE office. Complaints received by phone will be documented, but the complainant will be requested to submit the complaint in writing.
2. The letter of complaint must contain the following information:
   • Title, location, and dates of NCOAE coursework
   • Names of instructional staff
   • A detailed description of the alleged problem(s)
   • The approximate date(s) the problem(s) occurred
   • The names and titles/positions of all individual(s) involved in the problem(s), including administrators, instructional staff and other students
   • A list of what was previously done to resolve the complaint
   • The name, email address, telephone number and mailing address of the complainant. If the complainant specifically requests anonymity be maintained, National Center for Outdoor & Adventure Education will not reveal his or her name during the internal investigation
   • The status of the complainant with The National Center for Outdoor & Adventure Education (current/ former student, etc.)

In addition to the complaint, copies of any relevant supporting documentation should be sent with the complaint (enrollment agreement, course schedule, previous communication between The National Center for Outdoor & Adventure Education and the student, etc.)

All materials must be sent to:
The National Center for Outdoor & Adventure Education
Attn.: Complaint Review Committee
9809 River Road
Wilmington, North Carolina 28412
Email: Info@NCOAE.org

Complainants will receive notification from the National Center for Outdoor & Adventure Education within 15 days of receipt of the required materials.

Student Record Retention and Access Policy

National Center for Outdoor & Adventure Education students can have access to financial records, grading records, attendance and tardy records as well as complete transcripts by request without expense to the student. Requests can come in the form of phone, in person, email or regular mail.

Requests should be made to the Student Services Coordinator. Student records are kept in the database indefinitely. Paper records are kept for seven years. Replacement certification cards managed by the National Center for Outdoor & Adventure Education office are available for $5.00 per card along with a self-addressed envelope with request by mail.

The National Center for Outdoor & Adventure Education
Attn: Record Requests
9809 River Road
Wilmington North Carolina 28412 USA
Email: Info@NCOAE.org (Subject Line: Record request)

Confidentiality of Student Records Policy

The National Center for Outdoor & Adventure Education (NCOAE) student records are stored electronically and in paper form. Direct management of student records is managed and organized by instructors. Instructors are provided traveling file systems that are kept secure in the possession of the instructional staff during coursework. Post-course electronic records are entered into an electronic database to be stored indefinitely, and paper records are stored in long-term storage for seven (7) years. The database access to student records is password protected with entry allowed for approved NCOAE staff only. Long-term paper storage is secured at NCOAE headquarters.

Requests for records must be managed directly by the NCOAE student.

Records are only released to students who formally request records in person, via email, phone or regular mail.

Records may be viewed or provided directly to the student making the request.

The National Center for Outdoor & Adventure Education does not share student records with third parties other than approved organizations.

Attendance Disclosure

Attendance: Students are required to attend all class sessions and field exercises. Students may request no more than 10 percent of the course hours of excused absence. Review of missed curriculum or examinations is the student’s responsibility. Absences, either unexcused or exceeding 10 percent of the course hours excused, are grounds for dismissal from the course with no refunds of tuition or course costs.

Course Completion: Students must successfully complete and demonstrate proficiency in the following areas:

Didactic: Minimum requirement for successful course completion is full participation in the course. If a written examination is administered, students must score 80 percent or higher to be eligible for certification in all but NCOAE courses. NCOAE courses require a score of 70 percent or higher to qualify for certification.

Skills: Skills will be demonstrated and practiced during practical skills sessions and scenarios throughout the course. Students must demonstrate proficiency at the level of their training to be eligible for certification.

Drug and Alcohol Policy-This is a ZERO TOLERANCE POLICY
Controlled substances and alcoholic beverages are NOT permitted on NCOAE premises at any time or during any NCOAE course. Violation of this policy will result in IMMEDIATE expulsion with no fee or tuition reimbursement.

Self Withdrawal
Any student choosing to withdraw from the course prior to course completion accepts that no refunds of tuition will be awarded.

Course Failure
In the event of course failure, the student must contact the NCOAE office to discuss remediation and to schedule a retest. Remediation and retest policies shall be those of the training affiliate of this course.

Instructional Disclosure on Monitoring Students and Grading (for medical training and certification courses only)
At each medical training course start, information on student evaluation criteria, during and at course end, are outlined and highlighted verbally by course instructors. In addition, appropriate conduct is addressed. This information is made available to students through the “For Prospective Students” document.

Instructional staff must be available at the appropriate instructor/student ratio during practical exercises. Individual and group feedback is balanced throughout the course. Students are encouraged to ask for assistance and feedback. Instructors are available during lunch breaks, during class breaks and before and after class each day for individual student contact.

Students who are identified as performing poorly or below standard are addressed in private directly to share concern and assess the student’s for needed support. As needed action plans and follow up are created with one or both of the course instructors. Students who need additional support are identified early in coursework in order for support to be meaningful.

Written Exams

All National Center for Outdoor & Adventure Education EMT classes will be graded using the following system:

• 100-97 A+
• 96-93 A
• 92-90 A-
• 89-87 B+
• 86-83 B
• 82-80 B-
• 79-77 C+
• 76-73 C
• 72-70 C-

Practical Exams

• Students have the opportunity to pass one practical exam with two attempts but must pass a second practical exam on the first attempt. Practical exams are graded on a pass/fail basis.
• A grade will be issued based upon the results of both written and practical assessments.
• Demonstration of skills competence throughout the course and successful completion of the practical skills exam could raise or lower the grade up to five (5) points.

Failing Grades

• A student who fails one component of final testing (written OR practical) will be issued a D. No certification will be issued.
• A student who fails both components of final testing (written AND practical) will be issued an F. No certification will be issued.
• A student who does not complete the course will be issued an Incomplete (I).

Grade Recording

• Applicable courses will be recorded on behalf of written test scores/certification of completion.
• NCOAE records tardiness and absences and hours missed, which may have an impact on final grades. Tardy is defined as greater than 15 minutes of initial course/class start time; Absence is defined as time missed without prior instructor or administrator approval.
• A block of absentee time may be approved in advance at instructor discretion for issues such as sickness, doctor appointment, etc.
• A letter grade will be issued by NCOAE, based on results of both written and practical assessments.
• Final grades are determined by performance on a combination of written and practical exams.
• NCOAE reserves the right to use Pass or Fail grading for courses without written exams.

For a complete set of Admissions-related disclosures, please contact NCOAE headquarters using our online Contact Form.