The Service Level Agreement 2014 is in place.
Thank you all for taking the time to meet with us to go over the procedures on the Protection of Client Personal Information and Security of Systems.
Let us know if you have new staff that will assist with and are handling clients’ personal information and the Participant Information Form (PIF). Training will be provided.
Good Tips to abide by:
- Only collect the information needed, not more.
- Do not email a Social Insurance Number or a Participant Information Form.
- Do not fax a Social Insurance Number or a Participant Information Form.
- Double envelope, gum-sealed, if transporting PIFs from a controlled area to us; no markings on the outer envelope.
- Password protected screen on your computers.
- Use lock cabinets to store/secure any documents containing clients’ personal information.
- Secure any documents containing clients’ personal information before leaving your desk.
- Destroy documents containing clients’ personal information after six (6) years.
- Keep accessible areas clear of personal information.
- Nightly closing: remove all personal information from desks and store in locked filing cabinets before leaving for the day. Log off computer, lock the doors and secure the premises.
Our Participant Information Form(PIF)! The ‘PIF’ is a living document – ever changing. The most current version is a fillable PDF document dated August 2014. A special ‘HUY CHQA!, THANK YOU!’ to Dana Thorne, of Cowichan Tribes QET for assisting with this – very much appreciated.
THANK YOU to all that submit PIFs completely filled in with the required information. It makes entering into the database time efficient J
National Occupation Code
It is also important for us to know the client’s job/career interest -- basically, their career path and what their training will lead them to be. From this information we are then able determine a National Occupation Code for each client case file that we enter in the database.
Data Gateway Upload Numbers
Our upload numbers for the 2013/2014 fiscal year were fantastically excellent! Thank you for submitting your PIFs and sending in your clients updates. Keep up the good work!!
The tracking reports are on schedule for the end of each month. We really appreciate receiving them back to update and close files.
Section 25 Referrals
The following is an excerpt of information received from Alison Olney, Service Manager, BC Aboriginal Programs of Service Canada.
“The ASETS agreement has delegated the authority to the ASETS agreement holder to “refer” a client to training under Section 25 of the EI Act. This means the ASETS can “approve” a client for training while on EI and not have their benefits impacted. The delegated authority for Section 25 referrals is not included in the SPF agreements.
“Referring” or “approving” a client for training can only be completed by ASETS for ASETS clients and cannot be completed by the ASETS for SPF clients, unless the client is also an ASETS case-managed client.
Counsel to Quit Forms
Along with the delegated authority to “refer” a client to training under Section 25 of the EI Act, ASETS also have the delegated authority to “approve” someone to quit employment in order to attend training. This should only be done in rare and exceptional circumstances and there are a number of considerations to be taken into account before proceeding.
This “Counsel to Quit” can only be completed by ASETS for ASETS clients and cannot be completed by the ASETS for SPF clients, unless they are also an ASETS case-managed client.
If you are “approving” someone to quit employment in order to attend training, this MUST be done prior to the training start date. There is a form for you to complete (copy att’d). This form must be mailed (double enveloped) to the File Management Centre at the address listed above.”
Each client that completes a Participant Information Form to access services from your organization is to be case managed. Service Canada will be looking at this when they perform an Activity Monitor. There is a forms package containing the PIF, funding application, letters of support/denial, employer research forms, Action Plan to Return to Work also known as an Employment Plan, Subsequent Intervention form, Training Application Checklist, Work Gear Checklist, and a follow-up form. Please note that these are a requirement for each client’s file in your office. Service Canada is looking for results. A ‘Result’ is ‘Employed’ or ‘Return to School’. All results must be captured in an upload to Service Canada prior to the 24 th week of the intervention end date or it is lost.
We hope that this information is helpful. If you have any questions, please feel free to phone or email us.
Lana Pagaduan, Accountability Assistant
Alfreda Daniels, Data Entry Clerk
Telephone: (250) 746-0183, Ext 34
Toll Free: 1-888-811-3919