Training & Payment Policies

To receive a full refund, written notice of cancellation must be sent to ccaa.finance@uwo.ca at least seven (7) days prior to the session start date. An email delivery receipt must be obtained as proof of notice.

For fully online and hybrid sessions, the session start date is listed in the workshop description and begins when participants are scheduled to receive access to the online learning system (OWL) via email from the CCAA. If this email is not received on the specified start date, participants should check their junk or spam folders. If still not found, contact the CCAA immediately to request the email be resent. Failure to receive the access email on the scheduled date will not be considered valid grounds for a refund.

Cancellations made fewer than seven (7) days prior to the session start date are eligible for a partial refund, equal to the registration fee paid (including applicable taxes) less a 30% administrative fee.

Refunds are not available for unattended or partially attended sessions. However, a participant may designate a replacement attendee in advance by notifying the CCAA in writing prior to the start of the session. Only the original registrant or their approved replacement may attend; sessions cannot be shared between multiple individuals.

The CCAA reserves the right to cancel a session due to inclement weather, low enrollment, or other unforeseen circumstances. In such cases, registrants will be notified and offered a rescheduled session. If the new date is not suitable, a full refund will be issued.

Non-refundable items include course materials, exercise class materials, certification, shipping, and other administrative fees. Materials with manufacturing defects will be replaced at no additional cost.

All CCAA courses are offered in English unless otherwise noted in the session description. Participants may submit a request to the Education Coordinator via email at ccaa.courses@uwo.ca if they wish to have a translator accompany them to training at their own expense.

Policy on Mentorship Exemption for Experienced Candidates

At the Canadian Centre for Activity and Aging (CCAA), we recognize that some candidates bring extensive experience and relevant education that aligns with the competencies required for SFIC certification. To acknowledge their expertise while maintaining certification standards, the following exemption policy applies:

Eligibility for Exemption:

• Candidates may be exempt from all mentorship requirements if they meet the following criteria:
  • Certification in standing group fitness (aerobics) through a nationally or internationally recognized certification body (i.e. Can-Fit-Pro, ACE Fitness, Canadian Fitness Education Services).
  • A minimum of one (1) year or 50 hours of experience in land-based (standing) adult (18+) group fitness instruction.
  • Optional: A formal education background in a health-related field that includes a practical field component involving standing group exercise leadership (e.g., Fitness and Health Promotion, Rec Therapy, Kinesiology, Physiotherapy, or equivalent).

Verification Process:

• Candidates seeking exemption must submit:
  • Proof of their standing group fitness (aerobics) educational training (e.g., degree, diploma, or certification).
  • Documentation of at least 1 year or 50 hours of group fitness instruction experience (e.g., letter of reference from a program supervisor or an experienced program participant if you are self-employed).

Final Evaluation Requirement:

• While mentorship hours are waived, exempted candidates must still successfully complete the final video evaluation to demonstrate competency in SFIC certification requirements. Review the practical evaluation rubric.
• Failure to meet these competencies means you have to begin the traditional mentorship process.

By implementing this exemption policy, the CCAA ensures that highly qualified individuals can streamline their certification process while maintaining the high standards of the SFIC program.

Requests for exemption or questions can be submitted to ccaa.certification@uwo.ca.

The CCAA reserves the right to withhold certification from any candidate who does not meet the minimum requirements outlined in the practical evaluation rubric.

Policy on External Mentorship for Candidates

At the Canadian Centre for Activity and Aging, candidate success is prioritized by providing high-quality post-SFIC mentorship that aligns with the course’s certification standards. To ensure consistency and effectiveness, mentorship is delivered by instructors who have been SFIC-certified for at least one year.

To expand mentorship opportunities for candidates progressing through the certification process while ensuring consistency in meeting evaluation requirements, the CCAA has established the following policy for mentorship provided by individuals certified through organizations other than the CCAA.

Preferred Mentorship:

• Mentors should ideally hold SFIC certifications, as they are most familiar with the format and competencies necessary for candidates to successfully complete the video evaluation.

Use of External Mentors:

• With prior approval from the CCAA, candidates may earn up to six (6) direct mentorship hours by working with certified seniors’ fitness instructors not trained through the CCAA (i.e. VON instructors). The potential mentor’s programs must be reviewed by the CCAA and be found to share significant similarities with the CCAA model.
• Candidates are encouraged to share the SFIC marking guide with the non-SFIC mentors to enhance alignment with evaluation expectations.
• Candidates must document their mentorship hours in their mentorship logs, clearly indicating whether each session was led by an SFIC mentor or another instructor mentor.

Final Evaluation Requirement:

• As candidates approach the completion of their required 18 hours of direct, indirect and peer mentorship, only an SFIC-certified mentor can supervise and sign off on the candidate's final full class (i.e., the candidate leads the entire session) prior to the evaluation recording and submission.
• This ensures the candidate receives comprehensive feedback aligned with SFIC competencies, maximizing their chances of success.

By following this policy, candidates will receive effective mentorship while maintaining the integrity and quality of SFIC certification process.

The CCAA reserves the right to withhold certification from any candidate who does not meet the minimum requirements outlined in the practical evaluation rubric.

Mentor Recognition and Awards

At the Canadian Centre for Activity and Aging (CCAA), we value the dedication of mentors who contribute to the development of new instructors. To recognize their commitment, mentors who meet the following criteria are eligible for a reward.

Rewards and Eligibility:

• First 8 mentorship hours → Earn 4 CECs toward certification renewal.
• Next 8 mentorship hours (for a total of 16 hours) → Receive one complimentary registration for an SFIC refresher workshop.
  • All 16 hours required for this tier must be completed within the mentor’s two-year certification period and involve mentoring at least two (2) candidates.

Tracking and Verification:

• Mentors must document mentorship hours including candidate name(s) and session details using the Mentorship Tracking Log.
• Logs must be submitted to the CCAA for verification upon reaching the required hours for each reward tier.

By providing these incentives, the CCAA aims to support and encourage experienced mentors while ensuring the continued development of new high-quality SFIC instructors.

Policy on Virtual-Only Mentorship

Purpose

This policy provides guidelines for Fitness Instructor Course (SFIC) candidates who are completing their mentorship and teaching requirements entirely through virtual delivery.

Virtual Mentorship Overview

SFIC candidates may complete their required mentorship hours entirely through virtual delivery, under the supervision of a qualified Virtual Mentor. This model supports candidates who are geographically remote or have access limitations.

Virtual Mentor Requirements

• Must be an experienced, certified SFIC Trainer in good standing
• Must be approved to mentor virtually by the CCAA
• Must be available to observe and provide feedback during the candidate’s virtual session

Virtual Teaching Session Guidelines

• The candidate must teach a 1-hour virtual fitness class to either:
  • Current SFIC candidates, or
  • Recent SFIC graduates (within 12 months)
• The class must reflect the principles, structure, and safety standards of the SFIC curriculum
• A minimum of 3 active participants is required, visible during the session
• The instructor must be fully visible on screen throughout the class

Evaluation Options

• Option A – Standard Mentorship Pathway
  • The candidate completes the required number of mentorship hours virtually
  • After completion, the candidate may submit a recorded 1-hour class as part of their assessment
• Option B – Exceptional Performance Pathway
  • If the 1-hour virtual class is delivered under live mentorship and is of exceptional quality (meeting all SFIC Rubric criteria), it may be evaluated immediately by an experienced SFIC Trainer
  • If it meets or exceeds the minimum certification standards, it may be accepted in place of additional mentorship hours

Note: Determination of “exceptional” quality rests solely with the reviewing Trainer and must align with the official SFIC evaluation rubric.

Requests for approval or questions can be submitted to ccaa.certification@uwo.ca.

ONLY Seniors’ Fitness Instructor Course (SFIC) Trainers or Evaluators can conduct your practical evaluation in-person or via video.

No. Becoming a certified senior fitness instructor may be enforced through your employer as a condition of employment/volunteering for teaching classes. But there is no law that states an instructor must be certified in order to teach senior fitness.

If you are unable to complete certification or renewal requirements for any reason within the allotted timeframe for these processes, a one-time extension of up to a maximum of 3 months may be given at the discretion of the Certification Coordinator. To request an extension, you must send a request via email to the Certification Coordinator at ccaa.certification@uwo.ca. 

Regardless of circumstances, if the certification requirements are not met by the end of the extension period, you will be required to retake the course in which you are certified, at which point you will receive another 12 months to fulfill the certification requirements. If the renewal requirements are not met by the end of the extension period, you may request a certification reinstatement.

Note: An administration fee of $50 + applicable taxes applies to all extensions.