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Topics
Personal Leave of Absence Policy
Reinstatement Policy
Transfer Policy
Funding Approval Policy
Professional Development Policy
Accommodations of Applicants with Mental or Physical Disabilities Policy
Internal Review Policy
Application and Intake Policy


NSIA – Personal Leave of Absence Policy

This policy is meant to provide direction for members taking an extended personal leave of absence from their professional position. This personal leave could be for multiple reasons including, but not limited to, parental leave, medical leave, sabbatical etc.
Adhering to these guidelines will maintain a good membership standing with NSIA and will avoid the need to apply for reinstatement to the Institute upon your return to your profession.

1. A formal letter, outlining the reason for the leave and the anticipated return date, is to be submitted to the NSIA office prior to starting your leave, when possible, or, for emergency situations, within 30 days of the start of your leave.
1.1. Please note we do not need details on the reason for your leave of absence, just the overarching explanation and the expected return date.
2. A $50 membership fee is required annually to maintain your membership status while on leave.
3. Upon returning from the leave of absence another formal letter should be submitted to the NSIA office and a prorated membership fee will be charged for the remainder of the calendar year.

**During your personal leave of absence, you are not a practicing Agrologist and are not required to meet PD requirements.


NSIA – Reinstatement Policy

This policy is meant to provide direction for persons who have previously been a member of the Nova Scotia Institute of Agrologists
but are currently removed from the registry and wish to have their status with The Nova Scotia Institute of Agrologists reinstated.

Reinstatement Potential Scenarios – Only the most applicable to each situation is to be followed
1. If a former P.Ag. /A.Ag. has been absent from the profession for greater than five (5) years and wishes to reinstate, the
individual must:
a. Apply as a new member and pay the $50 application fee;
b. If approved by the Membership Committee and Council, the individual must pay the current year’s registration fee,
and
c. Attend the “Professionalism and Ethics” information session.
i. If the individual left as an A.Ag. they will also be required to restart their A.Ag. training program.

2. If a former P.Ag. /A.Ag. is absent from the profession for less than one (1) year and wishes to reinstate to their prior
designation and original program, the individual must:
a. Submit the application form along with the $50 application fee plus a current full year’s registration fee, and
b. Attend the “Professionalism and Ethics” information session.
i. If the individual left as an A.Ag. they will be required to resume their A.Ag. training program.

3. If item 2 does not apply and if a former P.Ag. /A.Ag. left the profession but was practicing agrology any time during the past
one to five (1-5) years since leaving the profession, the individual must:
a. Apply as a new member and pay the $50 application fee,
b. If approved by the Membership Committee and Council, the individual must pay the current full year’s registration
fee plus one additional year’s full registration fee
c. Attend the “Professionalism and Ethics” information session.
i. If the individual left as an A.Ag. they will be required to restart their A.Ag. training program.

4. If a former P.Ag. /A.Ag. was not practicing agrology anytime during the past one to five (1-5) years since leaving the
profession in good standing the individual must:
a. Apply as a new member and pay the $50 application fee,
b. If approved by the Membership Committee and Council, the individual must pay the current full year’s registration
fee, and
c. Attend the “Professionalism and Ethics” information session.
i. If the individual left as an A.Ag. they will be required to restart their A.Ag. training program.

*The Membership Committee and/or Council has the ability to assign additional Professional Development hours to be completed
within twelve (12) months of reinstatement.


NSIA – Transfer Policy

Members have the ability to move between Provincial Institutes under the Canadian Free Trade Agreement.  The following provides information on the transfer process.

Transferring from the Nova Scotia Institute of Agrologists

1. Request must be made in writing either from the member or from the Provincial Institute in question. Email requests are
permitted.
2. A letter will be sent electronically to the Provincial Institute in question, along with any appropriate supporting documents.
The letter will include the following points and be signed by the President:
a. A copy of any approval letter(s) related to the NSIA membership
b. A copy of any transcripts we have on file, or a note that none are on file to be sent
c. A report of the number of PD hours completed in the previous year, or to-date in the current year if applicable
d. The date the Professionalism and Ethics course was completed if applicable
e. The date the individual is considered “in good standing” until
f. Contact information for the individual

Transferring to the Nova Scotia Institute of Agrologists

1. A written letter must be received (email submissions are permitted) from the Institute in questions outlining:
a. The designation and status of the individual
b. A copy of any available documentation relating to their initial application
c. Completion dates of any required courses
2. Contact with the individual must be initiated by Nova Scotia Institute of Agrologists office within 10 business days of receipt
of notice from the Institute in question.


 

NSIA – Funding Approval Policy for the Agrology Club at Dalhousie University’s Faculty of Agriculture

Adhering to these guidelines will maintain a good standing with NSIA and allow for consideration of future annual funding requests.

A formal letter requesting funding is to be delivered to either the NSIA Programs Committee or the NSIA office. This letter should include a budget outlining the intended use of the funds being requested and the dates of the events.
1.1. If specific dates have not been set for certain events estimated times will be accepted, I.E. fall semester, the month of November, etc.

1. Funding will be approved in two portions depending on the dates of the intended events (i.e. by semester) with the second portion approved after the required reporting is received from the first portion.

2. During the first semester of the school year, NSIA Council must be invited to give a presentation to the Agrology Club on what NSIA is.

3. NSIA council requests a letter recapping of the events the funds were used for. This recap should include:
4.1. a description of the activity
4.2. how many attended
4.3. a few pictures

This will allow the NSIA Council to ensure funds are used for Agrology activities and to benefit the Agrology Club.  This report must be received in order to release funds for either the second portion or for the next school year.


NSIA – Professional Development Policy

The NSIA Professional Development Policy is applicable to all P.Ag. members unless exempted under section 10 of the Policy.

2. Categories:
Focus on agrology related education only, and have a narrow range of acceptable training that is directly related to the member’s area(s) of practice:

Category I: Structured Learning (agrology related courses, conferences, workshops, webinars, AGMs, commodity meetings)
Category II: Personal Development (agrology related reading, audio, video)
Category III: Soft Skills (language training, software training, project management, facilitation)

Note: You will need to declare your area(s) of practice and your Professional Development (PD) hours must be reasonably related to those areas.

3. PD Requirements:
Required hours (or credits) of 30 per year (with a minimum of 10 in Category I, Maximum of 5 in Category III) and submit annual reporting.

4. You will be able to receive credits if you attend NSIA sponsored events (Annual Meetings, Semi-Annual Meetings / Workshops / Lunch & Learns, Fall Tour, etc.) or if you attend certain events sponsored by others under Category I.

5. You are responsible for tracking events on the NSIA website or in an excel spreadsheet (provided by NSIA) and have all background information (agendas, readings, programs) available in case of an audit.

6. Reporting Period: January 1 to December 31

7. Submission Date: January 31st

8. Auditing:

a. 10% of total membership in the P.Ag. category will be randomly selected each year to submit paperwork (hardcopy or electronic) to support claimed hours (random audit). Audited  members will have 30 days from an audit request to submit supporting paperwork. Failure to meet this deadline results in a failure to pass the audit.
Note: names go back in the audit hat for subsequent years.

b. Failure to pass the audit (i.e. insufficient paperwork or late submission of paperwork) results in an automatic audit for the next year (i.e. a probation period). Failure to pass the audit in the second-year results in the failure to meet the PD requirements and a subsequent membership review by NSIA Council.

9. Extension/Carryover

a. If members are unable to meet the PD credit requirements in any one year, they can apply to NSIA Council to have a 1-year extension to achieve the full 2 year requirement of 60 credits with  a minimum of 20 hours in Category 1. Any such arrangements would automatically require an audit in the second year. Failure to pass this audit would result in a failure to meet PD requirements and a subsequent membership review by NSIA Council.

10. Exemptions:

a. Members can apply to Council to be excused for one year from acquiring credits in situations such as maternity leave, unemployment, or long-term illness. Exemptions may only occur adherence to the Leave of Absence Policy.


NSIA – Accommodations of Applicants with Mental or Physical Disabilities Policy

Requests for Accommodations
Requests for accommodations are to be made in writing, email accepted. A request for an accommodation must include:
• The nature of the disability;
• The type of accommodation being requested, and;
• Where available, a description of what accommodations the applicant has received in the past.

Types of Accommodations
Nova Scotia Institute of Agrologists is not required to provide the applicant with their preferred type of accommodation. In cases
where the applicant’s specific request cannot be accommodated, the Nova Scotia Institute of Agrologists office will work with the
applicant to determine a reasonable accommodation that will enable the applicant to overcome the discriminatory effect of the
application process.

If the requester and the Nova Scotia Institute of Agrologists office cannot agree on what type of accommodation is appropriate in
any case, the Nova Scotia Institute of Agrologists office will make a determination as to what accommodation, if any, is to be
provided.

Examples of accommodations that can be made include, but are not limited to:
• Assistance in completing application forms,
• Methods of communications that differ from Nova Scotia Institute of Agrologists’ regular processes

Notes related to accommodation request are kept separate from other file materials in order to avoid inappropriate disclosure of
personal health information.


NSIA – Internal Review Policy

Request

Requests to appeal a decision must be made in writing (email acceptable) to the Nova Scotia Institute of Agrologists office within six
(6) months of the initial decision.

Timeline

Any appeal of a decision will be handled on the same intake schedule as applications. This means that any requests for a second
review will be initiated on the intake deadline immediately following the request. Intake deadlines are:
• February 28th
• April 30th
• August 31st
• November 30th

Responses will be sent to the applicant within six (6) weeks of the intake deadline immediately following the request and full
submission of any missing or additional documents.
Correction/Addition of Information

Applicants are permitted to submit any additional documents they feel support their request for a second review. Full document
submission must be made before the review will begin and must be made within the above-mentioned window.

Second Review

No one who acted as a decision maker in respect of a registration decision will act as a decision maker in an internal review. The
Executive Committee, which consists of the President, Past-President and President-Elect, will either complete the second review or
appoint an Ad-hoc Committee of up to three (3) P.Ag.s who were not involved in the initial decision.

A separate member of the NSIA office will review the transcripts provided in comparison with the National Education Standard.

A separate group will complete the Evaluation Sheet for the application and come to a decision on membership.


NSIA – Application and Intake Policy

Application Requirements

The following are required in order to apply to the Nova Scotia Institute of Agrologists (NSIA):

• A completed, signed application form
• A cover letter outlining the applicant’s professional background and experience
• The applicant’s current resume
• Official copies of any transcripts to be evaluated
• The current application fee as listed on the NSIA website

Timeline

There are four intake deadlines annually which are:
• February 28th
• April 30th
• August 31st
• November 30th

Applicants will be notified of a decision on their application within six weeks of the intake deadline immediately following their full
application submission.

Evaluation

An evaluation sheet will be completed for each applicant and made available to the applicant in compliance with the Access to
Records Request Policy.

The Nova Scotia Institute of Agrologists requires that all successful P.Ag. applicants meet the National Education Standard as
developed by Agrologists/Agronomes Canada. This Standard requires the completion of:
• A 120 credit, four-year baccalaureate degree in Agrology is required and must consist of the following course credits:
o Foundational Knowledge Courses = total 24 credits
▪ Natural Science based Agrology degree:
• 15 credits in introductory natural sciences, plus
• 3 credits in Economics, plus
• 3 credits in Mathematics or Statistics, plus
• 3 credits in Communications
OR
▪ Social Science based Agrology degree:
• 15 credits in introductory social sciences, plus
• 3 credits in natural sciences, plus
• 3 credits in Mathematics or Statistics, plus
• 3 credits in Communications
o Agrology Courses = total of 60 credits
▪ 24 credits required to be Senior Level Courses

In addition to Education Requirements, applicants must have a minimum of 3 years work experience in Agriculture (within the last 5
years) to obtain full Professional Agrologist (P.Ag.) status.

• Applicants who do not meet the work experience requirement may be admitted to the Nova Scotia Institute of Agrologists
as an Articling Agrologists (A.Ag.) and must complete the required Articling Agrologist program to obtain full P.Ag. status.
October 2018
• Applicants who use alternative documents (as outlined in the Acceptance of Alternative Information Policy) may be
admitted to the Nova Scotia Institute of Agrologists as an Articling Agrologist (A.Ag.) and must complete the required
Articling Agrologist program to obtain full P.Ag. status.
International Transcripts must receive an official third-party course by course evaluation, at the cost of the applicant, which is to be
submitted to Nova Scotia Institute of Agrologists office for evaluation. The Nova Scotia Institute of Agrologists recommends using
either World Education Services (WES) or International Qualification Assessment Service (IQAS) but does not require use of either.

Response

All responses will be sent to the applicant within six (6) weeks of the intake deadline immediately following their full application
submission.

Notification of Acceptance will include:
o Letter of acceptance outlining:
o Ability to use the P.Ag. designation
o Purpose of NSIA
o “Professionalism and Ethics” information session details
o Welcome message
• A copy of the Professional Development (PD) Policy
• Members Only site overview and login information
• Prorated membership fee for the remainder of the calendar year
• Articling Agrologist guide as applicable

Notice of Denial will include:
• Letter outlining the reason applicant was not accepted
• Requirements to meet the criteria in the future
• Right to appeal the decision as outlined in the Internal Review Policy

60 Research Drive Bible Hill, NS B6L 2R2 (902) 897-NSIA (6742) info@nsagrologists.ca