In order to avoid balances due, we recommend choosing the tuition or bursary option that provides $600 in PO# funds. Please also note our [Terms and Conditions as well as Cancellation Fee Schedule](https://sophie.onlineschool.ca/books/information-for-families/page/lg-terms-and-conditions-cancellation-fees-information).
#### How do Grad Credits work with CC+ Courses? For CC+ courses, Gr. 10-12 Students receive a credit towards each 4 credit course they take at CC, or toward each 2 credit course. The CC+ course fees appear in Encom as each student is added to the class and are automatically adjusted to take into consideration the applicable grad course resource credits so that only the balance shown is what is due to be paid.[ Visual example](https://docs.google.com/document/d/1--KYyFfk3mkF2-PZwG75YcqcPjsjuirn8JtfaabG13Q/view) of how it will appear in Encom. The balance due will be assessed to available family Encom funds or processed to the credit card used in the application. #### I’ve applied for enrollment with HCOS, and I want my child to attend CC. Now what? We appreciate your patience as your enrollment is being processed by HCOS. CC Campus Leads will reach out to families as space allows, following completion of the HCOS enrollment process. #### What production will Ignite Theatre or Sparks put on next? Please check out [ignitetheatre.ca](https://ignitetheatre.ca/) for the grand reveal! #### If my child wants to be involved in Ignite Theatre, what type of commitment is involved? Ignite Theatre is a Community Connections Plus with family project-based learning on a grand scale with[ parent responsibilities outlined here](https://drive.google.com/file/d/1GQRgsEUR9fEqyN9xsUm9Vir916GZU9i4/view?usp=sharing). One parent from each family is expected to put in[ volunteer hours throughout the year](https://ignitetheatre.ca/wp-content/uploads/sites/34/2021/12/Ignite-Theatre-Year-Long-PVJ.pdf) AND during our Theatre Week which is the weekend leading into Victoria Day and that full week. Parental involvement is CRUCIAL to the success and excellence of our production. Sparks CC is our recreational performing arts track, where students in grades 2 to 7 can explore the basics of musical theatre without substantial parent volunteer responsibility. ##### Are cancellation options different for CCs and Longer-term Offerings? Yes, while most Learning camps are non-refundable, CCs and some longer-term Learning Camps may have a graduated cancellation fee schedule noted in an application. # FAQ Navigating the LG Website “Participate Now” Offerings Page Learning Groups has a [new website](https://learninggroups.ca/) this year! All of our current offerings are listed on the “Participate Now” page and are labeled to show the status of an application. Each offering will have a label on top as seen below: **APPLICATION OPEN:** Indicates that the opportunity is ready for applications. Click “Learn More” and then on “Details & Apply” to fill out an application. [](https://sophie.onlineschool.ca/uploads/images/gallery/2022-09/image-1664213938381.png) **APPLICATION CLOSED:** Indicates that the event is full OR the deadline has passed. Click on “Learn More” and it will either indicate “Application Full” or “Application Closed” depending on the status. [](https://sophie.onlineschool.ca/uploads/images/gallery/2022-09/image-1664213965385.png) **COMING SOON:** Indicates that we are in the process of finalizing some details for this opportunity, and that the Application will be open shortly. [](https://sophie.onlineschool.ca/uploads/images/gallery/2022-09/image-1664214016755.png) # Cvent Transaction Notifications The purpose of this page is to clarify payment transaction notifications you may receive. Cvent is the external software HCOS Learning Groups uses to process event applications. Depending on the payment method selected in an LG application, or funds available via Encom or credit card, you may receive a notification email such as presented in the scenarios below. Cvent is good in many ways but does have limitations for which it hasn’t developed an alternative yet. Cvent generates auto-payment emails using the Coordinator’s name so it seems to come from the coordinator, not the LG office.Please refer any questions to
Communicating with your support teacher about curriculum resources is a great way to ensure that you have a solid plan for getting your kids engaged in learning.
#### **Agree on Homeschool Co-op Rules** Every family has different ideas about how to best run a homeschool Co-op. It is best to agree on some rules right from the beginning. Think about: - Can parents leave during class or do they need to stay? - What happens if there are behavior problems? - How much notice is needed to cancel a class? - How will inclement weather be handled? - Who is ultimately in charge of the Co-op? - If there is a fee, what is the refund policy? Thinking through some of these issues can help prevent problems in the long run.For most Co-ops, having no fees except for field trips or basic supplies is a great option. Resources can be shared or purchased by each individual family. This keeps the Co-op experience uncomplicated. However, many successful Co-ops have run with up-front fees. It takes excellent communication and organization to set it up.
#### **Set a Schedule** Once you have a location selected, teachers have been chosen, and classes planned, you need to set a schedule. Plan at least a semester at a time so people can make plans. Setting the schedule for a small Co-op involves sitting down with a calendar and marking off the dates you will have Co-op classes. Note any holidays so you don’t need to reschedule those classes later.Then choose the times your Co-op will run (eg 10am - 12pm or 1pm-2pm etc). Send the dates and times to all of the homeschool families so they can plan accordingly. Finally, fill in your times with what you will be doing (eg. Group playing at jungle gym 10am - 10:30am, walk in the park 10:30-11am, Art 11am - 11:30am, Bible study 11:30am - 12pm) Setting up the schedule for a larger Co-op is a little bit more work simply because there are more classes. To set up the schedule for a large Co-op, we recommend using [google calendar](http://calendar.google.com). This lets teachers add their classes to the calendar. Parents can view the calendar from their computer or phone. If one of your homeschool Co-op goals is socialization, be sure to schedule some field trips and park days too. Some field trips (eg. museums, science centres) require advance planning, so it is good to get them on the calendar early. # Types of Learning Groups Opportunities To see a summary of our LG opportunities including Learning Camps, [Year at a Glance](https://docs.google.com/spreadsheets/d/1vCqja1Gu_FSBoRDBaddrgkWYyRUn2bz0ZunPtWMq0JU/edit?pref=2&pli=1#gid=1470151211) has tabs across the bottom for virtual and all the areas, in which events are organized by city. We invite you to review below the particulars for each type of opportunity we offer location information, as well as information on how using the [waiting pool link and how to apply CC and CC+](https://sophie.onlineschool.ca/link/5479#bkmrk-cc-and-cc%2B-waiting-p).| **Learning Groups** **Opportunity** | **Description** | **Family Role** |
| [**Learning Camps (LC)**](https://sophie.onlineschool.ca/link/5479#bkmrk-learning-camps) | - Short-term group event - Single-day learning experiences i.e. Aquarium, Science World Field Trip - Weekly class over 1 or 2 terms - Monthly, year-long class - Short-term weekly class i.e. writing - Workshops - Camp Bob, or Rocketry - Virtual (usually via Zoom) or Face to Face | - Share learning experiences i.e. pictures, poster, outline, handout, pre and post activities in weekly communication and/or teacher portfolio visit. - Parent accompaniment usually preferred |
| [**Community Connection (CC)**](https://sophie.onlineschool.ca/link/5479#bkmrk-community-connection) (Significant offering, but NOT full courses) | - Times and duration may vary, but typically a half or full day once a week - 12 -24 weeks - Blend of homeschool and campus flavours - Teacher led classes - Primarily certified teachers with some community/ parent instructors - Homework is sometimes or often assigned depending on the location | - Although primarily drop-off, some parental involvement - Share learning experiences i.e. pictures, poster, outline, handout, pre and post activities in weekly communication and/or portfolio visit to support teacher - Provide CC teacher’s class summaries to support teacher |
| [**Community Connection Plus (CC+)**](https://sophie.onlineschool.ca/link/5479#bkmrk-community-connection-0) Offers Complete courses | - One full day a week - 30 weeks - Hybrid and face to face classes - HCOS instructors wholly responsible for subject areas taught - Teacher on record and listed in Encom as course teacher (like Online course) - Often 3-4 courses (eg. perhaps S.S., Science, PE, Fine Arts) | - Parent drop off - Parent volunteers are welcome - HCOS teachers cover entire courses, teaching, evaluating and reporting on students - Homework is often assigned and required to fully complete the course |
Note: students must be enrolled with HCOS before using the CC waiting pool link. New to HCOS students, please *complete* the enrollment process first, the waiting pool link will be included in your HCOS acceptance letter.
- To promote success we encourage students to participate in a short-term Learning Camp prior to a longer-term event. Learning Camp options can be found at[ https://learninggroups.ca](https://learninggroups.ca). - HCOS Inclusive Education students are welcome to apply. Acceptance will be evaluated on a case-by- case basis after a conversation with the support teacher and family to ensure necessary support levels are available on-site. Application to an HCOS CC and CC+ is a separate process in addition to enrolling at HCOS. When location application links become available in the Spring, current students are offered the first opportunity to return, then the Campus Lead will reach out to families on the waiting pool to fill remaining seats. ### **Reporting** #### **Reporting to Support Teacher for Learning Camps and CC** Save and share activities and work completed in relation to the LG event and also share photos of your child participating. Many LG experiences, assignments, projects, and/or activities span more than one subject area. Notice and report on content/competencies outside of CC subject area i.e. social skills in group, oral presentation skills, artistic or dramatic skills, work habits in using time purposefully, etc. Students may have been provided a term summary at CC; a few CCs have a Facebook page, a blog or send out a weekly summary email. #### **Reporting at CC+** The CC+ teachers are HCOS teachers who cover entire courses, teaching, evaluating and reporting on students. Students often complete homework and submit to the CC+ teacher for evaluation. PE courses at CC+ involve students also doing # Community Opportunities This page is a central database of community opportunities that families might like to investigate. We are not endorsing these opportunities but rather sharing information as to possible resources available. Thank you. --- ##### **BC Rock and Gem show** Home-school families or groups are welcome to attend the BC Rock and Gem show in Chilliwack again this year if they would like a field trip opportunity! [https://www.bclapidary.com/bc-gem-show.php](https://www.bclapidary.com/bc-gem-show.php) **Admission will be free** for all education groups, including Home-school families, **on Friday, April 10th.** **Please come after 1:00 pm,** as we have many bus loads of classes from different school districts already coming in the morning. Just **identify yourselves** as a Home school family or group at the front door and students, plus their parents/caregivers/supervisors will be admitted free of charge. ##### **Valley Tennis Academy, Abbotsford** We are launching a 12-week homeschool spring group lesson program beginning March 30, offered on weekday mornings and afternoons and designed specifically for homeschool students. The program provides structured physical activity, skill development, positive social interaction, and character development in a safe and encouraging environment. For more information and to register, see [here.](https://valleytennisacademy.ca/home-school-programs/) ##### **Parks Canada and Exploring by the Seat of Your Pants** 📣 **Calling all teachers and educators!!!** 📣 From Monday March 2 through Thursday March 5, join **Parks Canada and Exploring by the Seat of Your Pants** for an exciting new online learning series sharing the nature and history of Coastal BC! 🌊🐾🍁 Learn more and register here! 👉 [https://exploringbytheseat.com/lessons/parkscanadabc/](https://exploringbytheseat.com/lessons/parkscanadabc/) ##### **Elevate Aviations ACE Tour** Multiple cities across BC and Canada More information can be found [here](https://www.elevateaviation.ca/programs/ace-on-tour/?v=3978d1f1b618). Elevate Aviation is now in its 10th year of inspiring youth across Canada through ACE On Tour (previously the Cross Country Tour). In 2025 alone, we visited 20 cities and reached over 1,000 youth with this inspirational program. Each full-day event features dynamic guest speakers, lunch, and a behind-the-scenes tour of the local aviation community. Best of all, these events are offered at NO COST to participants or schools. (January) Registration is not yet available, please check starting in February. There is also a newsletter sign-up at the bottom of the above linked page to stay informed. ##### **Home Learners Camping Opportunity** 4th Annual Home Learners Camping Trip: May 4th-8th, 2026 (4 nights) **Camp Hope** - 61855 Lougheed HWY, Hope, BC A chance to meet other home learning families from around the Province and maybe even beyond. Explore a place you may know already or discover an area of our Province that holds so much wonder. There will be lots of down time for families to make use of the grassy field, casual play and bonfire time. Participation in any of the events is completely optional. The trips are quite simple - book an accommodation, pay a small registration fee, bring your family and be prepared for your kids to have a blast and you, the parent, to have a few moments of free time. The event is open to all - whether you are a registered or enrolled family, whether you are neurodiverse or neurotypical, whether you are young or younger at heart. There is no religious affiliation at this event, no structured learning and the whole goal is to be inclusive and for everyone to have fun! For details and sign-up, please see [this online form](https://forms.gle/DRzwbpmN6Z4bzspL9). ##### **Vernon Gymnastix is now offering Hybrid Homeschool Classes** Ninja & Gymnastics Program is a 7-week session running on **Mondays from 12:00 PM to 1:00 PM, starting November 10 and ending December 22.** Classes are divided into two age groups: Ages 6–8 and Ages 9 and up This program combines the best of gymnastics and ninja parkour, providing a fun and active way for homeschoolers to build strength, agility, coordination, and confidence. 1-1935 11th Ave, Vernon BC V1T 9A9Information may slightly vary between Learning Camps and Community Connections. Please review information contained in each application.
### LG Application Terms and Conditions The event fee is non-refundable or on a graduated scale for extended events, because we have made commitments to paying our facility and teachers, bought supplies, etc. as we've planned for the event. \*individual offerings may include any pertinent additions **Learning Group (LG) Code of Conduct and Cancellation Policy:** - I acknowledge that I have read and agree to adhere to the[ HCOS Code of Conduct](https://sophie.onlineschool.ca/books/hcos-policies/page/hcos-code-of-conduct) and[ HCOS Policies and Procedures](https://sophie.onlineschool.ca/books/hcos-policies) throughout my/our participation in this event. - Reminder to communicate with your teacher and/ or school that you have applied to participate in this LG activity. - Fees are based upon school affiliation at time of application and parents are responsible to ensure sufficient funds are available. - Parents are responsible to ensure sufficient funds are available. Upon submission of application for this event, Learning Group fees are non-refundable. Alternate arrangements and exchange of monies may be made to have another student take your child's place, provided adequate notice, approval, space permits. Please consult with the event coordinator. - I authorize the Learning Group coordinator and/or instructor to administer first aid and/ or attend to medical emergencies if required. - To best support all students in a group setting appropriately, I authorize the Learning Group coordinator and/or instructor to contact my support teacher. - Please note: It is very important during the application process to disclose all pertinent information about areas your student may need additional supports. If additional information is later discovered that was withheld during the application process, HCOS may not be able to offer the required supports and your student may be asked to leave the program. - Acknowledgement of Risk: HCOS does not require nor endorse students participating in activities with increased levels of risk to fulfill course requirements, nor does the school assume any liability for injury or death while engaged in course activities. Therefore if a student chooses to participate, they acknowledge and understand the nature of the activity and the level of risk involved. Families must ensure that they have appropriate insurance to cover student participation, as HCOS does not provide insurance coverage for students. ### Cancellation Fee Schedule- CCs and long term eventsLearning Camp fees are non-refundable unless specified in the application.
Please note, this is an example only. The applicable version to your family is part of your CC or Extended Learning Camp application and part of the auto-email you receive after clicking ‘submit’.
\***Once I submit the application, I understand that the Community Connections cancellation/ refund policy is as follows:** • Non-refundable application fee: **$175** of your total per student fees charged is considered an application fee and is non-refundable and payable by credit card. • Cancellation Refund Schedule: Please note the graduated fee schedule should the coordinator receive notice of cancellation or withdrawal. o **July 1** to Application Deadline: **$225** total per student will be charged for notice prior to the application deadline. o Application Deadline to start date: **$275** total per student will be charged for notice prior to the start date. o Start Date to Dec.15: 50% of the fees are refundable for notice provided prior to Dec.15, after which non-refundable. o Term 2 and Term 3 student additions: Application and pro-rated event fees are payable in full and are non-refundable. # Personal Digital Device Usage Policy #### Rationale As a school, HCOS strives to help students be responsible and discerning digital citizens, embracing God’s unique purpose for their lives. The purpose of this policy is to create an environment where students are able to focus on learning and developing digital literacy skills without the distractions created by personal digital devices. #### Definitions **Personal Digital Devices (PDD)** - any personal electronic device that can be used to communicate or to access the internet, including, but not limited to, a cell phone, smart watch or tablet. **Digital Citizenship:** Digital citizenship is the ability to navigate our digital environments in a way that is safe and responsible and to actively and respectfully engage in these spaces. **Digital Literacy:** Digital literacy is the ability to access, manage, understand, integrate, communicate, evaluate and create information safely and appropriately through digital technologies. #### Policy To ensure an environment that encourages learning, HCOS will require students to observe the following restrictions while on-site during school hours: - All Personal Digital Devices must remain in a student’s backpack and in silent mode while at Learning Groups events. - Any emergency communication will be directed through the Coordinator. #### Exceptions - Teachers may, at their discretion, allow the use of PDD as needed for instructional purposes. - Access to a PDD for medical reasons may, after discussion between the school and parent, be allowed as deemed necessary. #### Disciplinary Steps - If a student is using a PDD during an LG activity, the student will be asked to give it to a staff member, and it can be picked up by the student at the end of the day from the Coordinator or Teacher. - In cases of repeated confiscations, parents may be contacted, and further disciplinary action may be taken #### Release of Liability HCOS takes no responsibility for loss or damage to cell phones, iPods and any other electronic device. Parents send cell phones to school at their own risk. # Medical Alerts at Learning Groups Student safety and well-being while attending any Learning Group opportunity is important to us. This page provides information to families about what they can expect when medical alerts are noted on an LG application form. HCOS student medical alert information is now maintained in Encom and can be updated by parents as needed (at a minimum, we request an annual review). You are encouraged to be proactive and complete the Medical Alert Plan in Encom; if your child signs up for a Learning Groups opportunity, the information will be reviewed, and the LG Office may reach out for any further information required. Students from other schools will be requested to complete an online form. It is important to remember that Learning Groups personnel do not know your child as well as you do, and will be part of a larger group instead of you and your child(ren) at home. All LG activities vary, and depending on the scope and nature of the offering and the medical alert involved, you may be requested to remain on-site to support your child.
**Minor Allergies**- unless there are questions or comments to indicate otherwise, the information provided within the online application is what will be provided to LG personnel. Examples may include: seasonal allergies where no medication is required, Celiac, etc. **Medical Conditions**- a Medical Alert Plan will be requested to ensure personnel is aware of symptoms to watch for, and any emergency action to take. In the case of seizures, a support plan will be part of the Medical Alert Plan form. Examples may include: a seizure disorder where the condition is under control, migraines, a heart condition, etc. **Serious Medical Alerts or Life-Threatening Allergies**- a Medical Alert form will be requested so that personnel can be aware and we can ensure appropriate support is provided, both to avoid a situation becoming an emergency and how to deal with one in the event an emergency arises. Additional support documents may be required, including a Permission to Administer Medicine form (must be completed by a physician). Examples may include: Diabetes, anaphylactic allergic responseImportant: If an EPI-PEN has been prescribed, this is considered life-threatening regardless of frequency of use. As per the HCOS Anaphylaxis policy, A Permission to Administer Medicine Form will be required to be on file in order to drop your child off at a Learning Groups opportunity.
### Encom Medical Alert Module HCOS-enrolled and Heritage-Registered students will see the new Medical Alert Plan icon on their home page for each student when logging into Encom. Based on the status of the form, there may be a coloured shape to indicate that a form has been requested and submitted, documents are still to be added, or completed.If the green check mark is not showing, there are still outstanding pieces. Please watch for emails from
It is our protocol that LG personnel cannot administer any medication unless a Permission to Administer Medicine form, completed by a physician, is on file. Emergency Medication must be single-dose, auto-injector. Oral antihistamines will not be administered by school personnel.
#### **Examples:** ##### **1.** **Medical Condition: Other** - food allergies - apples **Step 1:** \_\_\_\_ (name of child) can have evidence of a reaction by touching the allergen, make sure the desk is well cleaned, and that food is not shared. This is usually hives and is not anaphylaxis. **Step 2:** If \_\_\_\_\_\_(name of child is very uncomfortable, please call parent to come and respond to their medical needs. ##### **2. Medical Condition: Other** **Step 1** Student is **mildly** allergic to grass, cats and dairy. Student usually takes a Benadryl before class (at home) when allergy season is in full swing. **Step 2** \_\_\_\_\_\_(name of child) will start coughing, sneezing and get red, itchy eyes when he/she is having an allergic reaction. Taking an antihistamine will usually clear up his/ her symptoms, \_\_\_\_\_\_\_ will have Bendaryl and will **self-administer.** **Step 3** ﾠIf the antihistamine does not work, \_\_\_\_\_\_(name of child) has a puffer (can self-administer) that he/ she takes to clear up his symptoms. **Step 4** If the student is still struggling, please call \_\_\_\_\_\_\_ (name of parent or guardian) to come and respond to their medical needs. ##### **3.** **Medical Condition: Anaphylaxis** Allergy: nuts Complete action steps with information on what to look for and each step, *in addition to the Anaphylaxis Support Plan.* - If \_\_\_(name of child) starts wheezing, administer epinephrine. - Call 911 and then a parent or guardian. ##### **4.** **Medical** **Condition: Diabetes** Please print and complete this [Diabetes Support Plan](https://www2.gov.bc.ca/assets/gov/education/administration/kindergarten-to-grade-12/healthyschools/diabetes/diabetes_support_plan.pdf). Once complete, please email it to [medical@onlineschool.ca. ](mailto:medical@onlineschool.ca)Upon receipt, we will upload it to the Encom Medical Alert Plan. Any further information you would like to add to this form can be outlined in the Action Steps (examples provided). **Step 1** Please see the uploaded Diabetes Support Plan for this student and follow the steps as outlined. **Step 2** Treat hypoglycemia by administering fast-acting glucose provided in the medical kit. Call the parent or guardian to treat hyperglycemia. **Step 3** In case of severe hypoglycemia resulting in seizure or loss of consciousness, administer (per Permission to Administer form, not insulin) and call 911. Accompany or follow the ambulance taking child to the hospital, contact parents and follow up as needed. ##### **5.** **Seizures** Please print and complete the [Seizure Support Plan](https://www.bcchildrens.ca/sites/g/files/qpdaav156/files/2025-01/Seizure-action-plan-and-medical-alert-information-care-and-protocol-form.pdf) (parent completes the orange section and forwards to their physician to complete their section in green). Once complete, please email it to [medical@onlineschool.ca. ](mailto:medical@onlineschool.ca)Upon receipt, we will complete the school section in blue and upload it to the Encom Medical Alert Plan. **Step 1**: Please see the uploaded Seizure Action Plan for this student and follow the steps as outlined. ##### **6. Asthma (of all levels of severity)** **Step 1** If \_\_\_\_ (child name) is experiencing shortness of breath or starting to look flushed (add any symptoms to watch for) administer \_\_\_\_\_ and observe. Student can self-administer/ will need assistance. **Step 2** If breathing is not resolving within 5 minutes, call parent to attend to \_\_\_\_ (child name)’s medical needs. **Step 3** In the occasion that \_\_\_\_ (child name) is experiencing severe issues breathing, call 911 and then parent. # HCOS Athletics This page provides parents with information on the next steps if an HCOS student is interested in competitive sport opportunities. #### Why Sports? **Sports build more than skills, they build:** - Character - Confidence - Leaders - Connection - Belonging - Resilience - Joy … and every student deserves that opportunity.Check out [https://athletics.onlineschool.ca](https://athletics.onlineschool.ca) for schedules, sports seasons and more!
#### How Does It Work? See the [Athletics flowchart](https://docs.google.com/drawings/d/1p1rlrgWk6f7sQfebGOF72bk6LfO_tmi8KMCfBeZDxgY/view) for more information #### Team Sports **Step 1** A parent or HCOS Teacher talks with the child to ask about whether they are interested in sports. **Step 2** The student connects with a nearby school willing to host them. **Step 3** That school sends a BCSS Online Learning/Alternate School Form to our [Athletic Coordinator](mailto:justin.giesbrecht@flex.academy), who will handle the BC School Sports process to make it official. #### Individual Sports Students can join the BCSS STARS (BC School Sports) program by connecting with our Athletic Coordinator. By visiting the [https://athletics.onlineschool.ca](https://athletics.onlineschool.ca) parents (or students with their parents’ approval) can register their interest for the student to participate in their sport of choice. All Fees and costs will be the family’s responsibility. # Learning Groups Applications - How To This page walks through how to complete an application for a learning group activity using Uppli, our new event management system.We are continuing to develop and refine the program, as we gradually increase the number of Learning Group applications created on this platform instead of our existing platform. Please reach out to
Important - Students will need to log out of their Encom account in order to ensure the correct parent account login is made.
If your children are not enrolled or registered with HCOS but are General Community students, **click on Register**, and fill in your name, email and desired password.\*You must use your Encom parent account to enable the student account information to pre-populate.
 **HCOS Parents:** When registering for Uppli, using your Encom login information, you can authorize Encom to integrate student data (pre-populate various fields). This can be revoked at any time (will show in your Uppli Profile):   **General Community parents:** Upon registering an account for the first time, you will receive an email to **verify your email address.**   ##### HCOS Families To speed up the application process, we have integrated Encom and Uppli to allow information to flow between the two. The benefit of this connection is that multiple (not all) information fields will be pre-filled, saving parents the need to fill them in manually. - Students must be actively enrolled or registered at HCOS for the connection to work. When registering in Uppli, use the Login with Encom option to ensure your account is linked. - If you are unsure which email address is on file, please reach out toAt this time, fields that are set up to be pre-populated from Encom include: - Student Grade, Educational Support Name and Email (Academic Advisor, Case Manager or Support Teacher, in this order of availability) - Any Medical Alert on file (for on-site awareness) - yes/no - Any Legal Alert on file - yes/no - Parent or Guardian Name, Email, Phone Number and City of Residence
##### General Community At this time, the Uppli account does not pre-populate application information. #### Signing up for an LG OpportunityBefore your first application, create your Uppli account. You then need to click on the application link separately. You are not redirected back if you went from a specific application to creating your Uppli account.
It is important to read and complete Learning Group applications correctly; cancellation fee and refund policies vary for each type of opportunity, and the listed ‘Terms and Conditions’ apply.
1. When you open the application link, the information page provides details of the learning opportunity. Please review your calendar to avoid scheduling conflicts. 2. Click on **Apply Now.** 1. HCOS Parents - Please ensure you click the **Connect to Encom** option to have student information pre-populated. 2. General Community Parents - Log in using your email and password set up for your Uppli account.  Please note: the application program sees each new email address as a new user. - If you are an HCOS student (registered or enrolled), **please choose the Encom sign-in option** each time you sign your family up. - If you are a General Community family, please use the **same email address i**n Uppli for each learning camp.
You can then start your application, choosing which applicant you want to sign up first.  HCOS families with an Encom connection, after choosing “Add Main Applicant” will see the choice of connected participants at the top of the application form. - If the information is pre-populated, there will still be an opportunity to edit it. - A red notice for specific questions will indicate any fields that are not filled out correctly, where information is missing or in an incorrect format. Please make corrections in order to proceed.
Once you have signed up your first participant, click “Click Save Main Applicant”. You can “Add Another Applicant” at the bottom of the page, which will open up another participant application form for the next student (or guest).  When you have added all the participants you wish to apply for, click on “Continue”. You will be provided the opportunity to review your information for each applicant and make any necessary changes. NOTE that once you press Submit or proceed to payment, you will not be able to further edit, but will need to cancel and start over.  For Learning Camps and Community Connections requiring payment, once answers are reviewed and edited, you can press “Continue to payment”. For Free Learning camps: Upon pressing Submit, you will see a note indicating that the form has been successfully submitted. You will also receive an email notification of the submitted application, with the Learning Camp information.  For LG applications created on Uppli, we are pleased to now offer expanded payment options, including credit cards and credit card debit cards.Please note that credit card information does not remain on file. If funds are not available in Encom to fully cover fees and a balance is outstanding, an invoice will be sent for payment.
##### Payment Where there is a fee attached to the event as a whole or to sessions, the payment page will provide information per applicant.  When an available payment option, if you wish to use your PO# or IE Funds, where available, you can check off this option. Any eligible participants will then show “Fully pay by PO#”. The amount will show as ‘pending’ until it is processed by the Learning Groups Office. - PO# or IE funds can be used for students enrolled with HCOS and one chaperoning adult **per family.**  For additional participants who are not being covered by PO or IE funds, an out-of-pocket payment will be required at the time of application. - HCOS Enrolled students who make a partial payment out of pocket, will have any remaining balance processed to available PO Encom/IE school funds, or invoiced to them, if a balance still remains. - Case-by-case exceptions will be noted for large fee events. ie: overnight trips – a partial out-of-pocket fee will be due at time of application, with the balance remaining processed to available PO Encom/IE funds, or invoiced to them, if a balance still remains.  Upon proceeding to checkout, you will be taken to the payment checkout page. If you have a debit card set up to use with online transactions, you can use it as a payment method (it does need expiry date an CVC number to proceed)  Upon completion of payment, you will see a note indicating that the form has been successfully submitted and you will receive an email notification of the submitted application with information about the learning opportunity. The Learning Group opportunities that you have signed up for can be viewed under “My Events”. - Information about applied students in each event is a future feature. - They will be visible until the LG Office archives an event or a withdrawal is processed.Reminder - Submitted applications are not guaranteed seats. A Learning Camp Coordinator or CC Campus Lead will be in touch to provide acceptance and further opportunity-specific information. If we are unable to accommodate your student(s), a full refund will be issued after the deadline.
  ##### Reminders: - Signing up for a Learning Groups Opportunity is an application; you will be contacted to confirm your acceptance (usually after the posted deadline). - HCOS priority is provided; if space permits, General Community students may also be accepted. If we are not able to accommodate your participation, a full refund will be provided. ##### Dashboard By visiting your Uppli account dashboard, you will be able to see: - Events that your family has applied to - Where there may be payments that have not been completed or are still pending, a pending payment may be due to: - HCOS PO#/ IE funds may not have been processed for the specific event (this is normally done following an event deadline) - You may not have enough Encom funds to cover the full balance, and payment by invoice will be required. - The original credit card payment did not process correctly 