EQA 17 Student Files Evaluation
This evaluation examines the Langley Flying School student file system to ensure it is in conformity with the student records requirements of PCTIA.

This PCTIA requirements only apply to students enrolled in the Commercial Pilot, Multi-engine, Instrument, or Instructor Rating programs

To ensure random sampling for this audit, you have been assigned a three letter word and a corresponding three number. The numbers can be negative or positive. This letters and numbers specify the three random student files you are to audit for the purpose of this inspection.

With reference to the list of student files that are listed on the L-drive, the number letters represent the letters of the alphabet, so if you receive the word "Cat", this refers to the first students whose LAST names is listed under the Cs, the As, and the Ts listed in the student files. Now that you have identify this starting position, the numbers represent the corresponding file count from up or down from initial student file. So, if you received 12, -7, -8, you should audit the 12th file listed below the first file that is listed with C (surname). The number -7 corresponds with the second letter, A--you must therefore count up from the first student file listed under the As. Because A is the first letter, for example, you must go to the last file listed in the Zs and count up 7 files to identify the file you audit. The last letter is T and the last corresponding number is -8; therefore, you mist fine the first student file listed under the Ts, and then count up the list to the 8th file preceding this. IMPORTANTLY, you are only to examine vocational students (i.e., students in the CPL, MER, IFR, and IR programs). If your selected file ends up being a PPL student, you must keep going in the direction of the count until you arrive at a student’s file enrolled in a vocational program.

In addition to the above students, you must audit three International Student files; for this, apply the same technique you used if the selected file is not an International Student—that is, after you examination of the first three files, and if they are not an International Student, you must keep going in the direction of the count until you arrive at a student’s file. Remember, though, that you only audit the three International Student files AFTER you have completed your audit for the first three random files selected.

Contact the CFI now for your three letter words and your three number sequences.

Once you have selected the first three student files, and the subsequent three International Student files, , answer the following questions:

Name of person conducting this evaluation:
Your answer
What are the three names of the vocational students whose files are used for this audit?
Your answer
What was the assigned three letter word and three numbers to be used in selecting the files for this audit?
Your answer
Date this evaluation was conducted:
MM
/
DD
/
YYYY
All files in the sample examined have a properly completed student enrollment contract for the course the student is currently enrolled in.
All files in the sample examined contain evidence that the student has met admission requirements.
The admission requirements are as follows: Commercial Pilot Program Private pilot license, valid category 1 medical certificate, completion of grade 12 or equivalent or must qualify as a mature student. Multi-engine Class Rating Program Valid commercial or private pilot licence, valid category 1 or 3 medical certificate, grade 12 graduation or equivalent or mature student. Instrument Rating Program Valid commercial pilot licence, valid category 1 medical certificate, completion of grade 12 or mature student. Instructor Rating Program A valid commercial pilot licence or airline transport licence (aeroplane CAT), a valid class 1 medical certificate, completion of graduation from grad 12 or mature student.
All files in the sample examined contain monthly copies of the student financial records including payment and refund records.
All files in the sample examined contain written recommendations for Transport Canada written examinations and flight tests where applicable.
(Proof of attendance)
All files in the sample examined contain documentation of any disputes, grade appeals, or dismissals, where applicable.
Note: ask the CFI if there are any cases.
International Student Files
What are the three names of the vocational students whose files are used for this audit?
Your answer
All International Student have valid Study Permits issued by Citizenship and Immigration Canada.
Unsatisfactory Findings
An unsatisfactory items is indicated by the "other" response. For each "other" you have indicated, complete a Finding Report, which is linked from the Staff and Administration drop-down menu under Quality Assurance. The webpage like is as follows: https://docs.google.com/forms/d/11ezT56SVopWbL3Yp2zJxemPx6cBB0Nu3RJdq_iI39lg/viewform
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