REPORTING, APPROVAL & MONITORING PROCESS FOR 2019–2020 SCHOOL YEAR

David Armstrong, Project Officer

Tony Pontes, Project Manager

Rev. February 5, 2020

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SCHOOL COLLEGE WORK INITIATIVE REPORTING, APPROVAL & MONITORING PROCESS 2019–2020 SCHOOL YEAR

Table of Contents

1. RPT Financial Services Coordination (FSI) Generic Functions ....................................2

2. Overview ........................................................................................................................3

3. SCWI Reporting, Approvals & Monitoring Process .....................................................4

4. Information, Planning and Symposium Sessions for Liaison Members, RPT

Chairs/Coordinators and RPT Members ........................................................................5

5. Funding Schedule, Reporting Dates & Audits for 2019-2020 .......................................6

6. Requesting Course Codes ..............................................................................................7

7. EDCS Reporting Website 2019-2020 ............................................................................7

8. SCWI Operations ...........................................................................................................7

9. SCWI Information .........................................................................................................8

10. Questions and Answers ..................................................................................................8

11. School College Work Initiative Acronyms ..................................................................10

12. Sample Change, Approval & Monitoring Forms 2019–2020 ......................................11

a) Contract Change Memo (rev.) July 9, 2019 .........................................................12

b) Request for Dual Credit Course Codes, 2019 - 2020...........................................14

c) SCWI Activity/Forum Monitoring Form .............................................................15

d) CODE-SCWI Financial Certificate......................................................................16

e) 2015-16 Sample Approvals Letter .......................................................................18

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1. RPT Financial Services Coordination (FSI) Generic Functions

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SCWI REPORTING, APPROVAL & MONITORING PROCESS FOR 2019 – 2020 SCHOOL YEAR (Accountability, Transparency and Equity )

2. Overview The SCWI monitoring process will result in Regional Planning Teams (RPT) reporting actual participation numbers through the Interim Report to January 31 (semester 1), and actual participation (Semester 2 and Summer) and expenditure amounts in the Final Report to June 30, 2020 (for semester 1, semester 2 and Summer). This will provide an up-to-date report on the status of each school board, college and regional planning team’s expenditures and student participation compared to the RPTs approved funding contract. Regional Planning Teams will report actual expenditures and participation numbers on the EDCS reporting website at https://edcs.tcu.gov.on.ca/Main according to the schedule below.

Actual Expenditures

and Participation Numbers

Interim Report

as of Jan. 31, 2020 Due March 2, 2020

Final Report

as of June 30, 2020 Due July 31, 2020

Actual Budget Expenditures as specified in EDCS Reporting Website from September 1 to June 30, 2020

X

Actual Student Participation Numbers by board and college as specified in the EDCS Reporting Website

X

X

Participation Numbers for all forums and activities specified in the EDCS Reporting Website

X

X

Actual Individual College Expenditures as specified on the College Funding Page on the EDCS Reporting Website

X

Actual Individual School Board Expenditures as specified on the Board Funding Page on the EDCS Reporting Website

X

Dual Credit Student Data Report as specified on the RPT Reporting Website

X X

After SWAC and After Adult Dual Credits (ADCs) Pilot Activity Supplementary Reporting

x x

Note: The Interim Dual Credit Student Data Report is to be completed on the EDCS Website on or before March 2, 2020 and the Final Dual Credit Student Data Report on or before July 31, 2020. The exception is reporting on summer dual credits to be reported by August 14, 2020.

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3. SCWI Reporting, Approvals & Monitoring Process

a) Annually, SCWI sends a Request for Proposals (RFP) to RPTs which details the priorities and requirements for Regional Planning Teams, Activities, Forums and Dual Credit programs for the following school year. The RFP and supporting materials is made available on the SCWI website: http://www.scwi.ca/requirements.php

Webinars on writing proposals can also be found on the SCWI Website (http://www.scwi.ca/requirements.php ).

RPTs will use the EDCS Website to submit their proposals. Proposals are signed off by the RPT Chair. This website is an electronic, user-friendly reporting and tracking system. RPTs are notified of approvals through a contract letter between CODE and the Regional Planning Team. This letter (see attached) outlines the terms and commitments. A copy of the letter is sent to the Regional Planning Team Chair and to the college president(s) and school board directors whose institutions participate in the RPT. Specific details on approvals (e.g., number of participants, approved funding by program, approved RPT funding, etc.) along with notes on approvals are posted to EDCS.

b) RPTs will use the EDCS Website https://edcs.tcu.gov.on.ca/Main to report the Regional Planning Teams actual expenditures and number of specified participants. Regional Planning Teams are required to complete an Interim Report, capturing actual participation data to January 31, 2020 and the Final Report, capturing actual financial and participation data from September 1, 2019 to June 30, 2020. The Board and College Funding pages will be used to report all SCWI funding (dual credit, activities and forums, etc.) that flows to each college and school board from the RPT. RPTs will complete the following -

• Regional Planning Team Expenditures

• Activities and Forums Expenditures and Participants

• Dual Credit Expenditures and Participants

• Board and College Expenditures and Participants

• Dual Credit Student Data Report, Semester 1

• Dual Credit Student Data Report, Semester 2

• Dual Credit Student Data Report, Summer

To obtain a copy of the guide, Completing the Interim and Final Data Reports: A Guide to Reporting Student Data on EDCS refer to the EDCS webpage on the SCWI website at http://www.scwi.ca/edcs.php .

The SCWI Financial Reporting webinars (http://www.scwi.ca/edcs.php ) are useful for Financial Services Institutions and others who are involved with the tracking, invoicing or reporting of SCWI budgets and expenditures.

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• Please direct any questions on reporting in EDCS to Alisha Bhanji at Alisha.Bhanji@ontario.ca.

c) The SCWI 2019–2020 Contract Change Approval Process must be completed

and signed off on the EDCS Reporting Website (https://edcs.tcu.gov.on.ca/Main) by the RPT chair for the purpose of requesting any in-year changes to the RPT’s approved 2019-2020 budget. RPT Chairs must sign off every Contract Change cycle regardless of whether or not changes have been requested. RPT funds may not be moved across the categories nor may funds be transferred from one year to the next. For more information refer to the Contract Changes for 2019-2020 Memorandum, July 9, 2019 included in this document.

• Please direct any questions to David Armstrong (519-389-8259). davidarmstrong@ontariodirectors.ca

d) The SCWI Activity/Forum Monitoring Form will be used to monitor some

activities and forums approved for each RPT. Monitoring will be conducted by the Liaison Team Members. The monitoring will focus on the content of the session. Once the Liaison Member completes the monitoring form, it will be reviewed with the RPT Chair. A copy will be provided to David Armstrong and the RPT Chair. For more information refer to attached sample SCWI Activity/Forum Monitoring Form.

• The SCWI Activity/Forum Monitoring Form must be emailed by the Liaison Team Member to Bill Jack at billjack@rogers.com .

4. Information, Planning and Symposium Sessions for Liaison Members, RPT Chairs/Coordinators and RPT Members

The following meetings and resources will be used to prepare and support the SCWI monitoring process:

• A Summer Institute in-service training session for RPT members regarding SCWI Reporting and the EDCS website was held at the Peel DSB, Mississauga on August 26 and 27, 2019.

• A teleconference meeting for Regional Planning Team Chairs and Coordinators conducted by David Armstrong, Project Officer was conducted on November 7, 2019. Updates by the Ministry of Education (EDU), the Ministry of Labour,Training and Skills Development (MLTSD), Ministry of Colleges and Universities (MCU), and the Council of Ontario Directors of Education’s (CODE) report on the SCWI will be presented.

• Throughout the year, webinars will be held to prepare RPTs to complete proposals, enter Interim and Final Student Data, and how to prepare for and complete the Final Financial Report. More information to follow.

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• The spring RPT Chairs and Coordinators meeting is scheduled for Monday, May 11, 2020 in advance of the spring SCWI Provincial Symposium scheduled for Tuesday, May 12, 2020 (to be determined).

5. Funding Schedule, Reporting Dates & Audits for 2019-2020 a) Funding to the Regional Planning Teams (RPT) for approved proposals will be

dispersed in three amounts as follows: • 50% of approved funding – as early as possible following receipt of overall

SCWI funding by CODE and finalization of the previous year’s accounts - based on the approved amounts on EDCS at that time

• 30% of approved funding – following sign off on the online interim report (due March 2, 2020) – based on the approved amounts on EDCS at that time

• Balance of approved funding up to actual expenditure level following receipt and approval of the Final Report (due July 31st, 2020) including actual student participation numbers and specific final expenditures, and the signed CODE Financial Certificate.

Funding will flow from CODE to the RPT’s Financial Services Institution.

b) The Chief Financial Officer of the FSI must sign-off on the CODE Financial Certificate indicating confirmation that the accounts in the SCWI Final Report are in accordance with the RPT’s FSI records for the Funding Year. This certificate must be signed and faxed (905-845-2044) to Tony Pontes, Project Manager, SCWI. (A sample certificate is included in the Appendix).

c) CODE has conducted audits for a minimum of two regional planning teams each year prior to 2019. Future audits will be conducted as determined by the Project Manager.

Any discrepancies or concerns regarding the status of the region’s SCWI 2019-2020 programs and budgets should be reported to David Armstrong, Project Officer.

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6. Requesting Course Codes a) The Request for Dual Credit Course Code(s) Form 2019-2020 must be

completed by the RPT Chair when requesting new dual credit course code(s) for college-delivered college courses or college-delivered Level 1 apprenticeship in-school training. For more information, refer to the attached sample Request for Dual Credit Course Code(s) Form 2019-2020. The form is available online at http://www.scwi.ca/coursecodes.php

b) The most up to date list of dual credit course codes can be found on the website at http://www.scwi.ca/coursecodes.php . The submission deadlines for 2019-2020 (by 4:00pm) are - i) September 13, 2019 (all new courses for semester 1) ii) November 8, 2019 (all new courses for semester 2) iii) December 12, 2019 (additional new courses for semester 2) iv) March 12, 2020 (additional new courses for Semester 2) v) TBC (additional new courses for summer 2020)

• The completed Request for Dual Credit Course Code(s) Form 2019-2020 must be emailed to Jeff Piro at Jeffrey.Piro@ontario.ca or Lynn Grittani at Lynn.Grittani@Ontario.ca

7. EDCS Reporting Website 2019-2020 Refer to the EDCS website https://edcs.tcu.gov.on.ca/Main for

• Accessing the RPT EDCS Reporting Website

• Entering Student Data

• Entering Financial Data

• Signing Off the Contract Change Cycles, Interim and Final Reports

• Submission of Proposals in Response to the Request for Proposals

• Submission of Contract Changes

• Generating Reports and Extracts

8. SCWI Operations Refer to the website http://www.scwi.ca/ for

• the SCWI Reporting Manual which provides an overview and instructions for the reporting process

• RFP Requirements for 2020-2023 (when released)

• SCWI Resources & Sample Practices

• SCWI Memoranda

• Dual Credit Course Codes

• Ministry Policies

• Symposium Information

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9. SCWI Information The website http://www.gotocollege.ca was designed with students and their parents in mind. It allows them to explore dual credit courses with your local Guidance Counsellor, view videos and download a Ministry fact sheet.

10. Questions and Answers INTERIM AND FINAL FINANCIAL & STUDENT DATA REPORTING PROCESS 2019–2020 SCHOOL YEAR Question 1: What are the dates for submitting the interim and final RPT financial reports?

Answer: The RPT Interim Financial reporting process will result in Regional Planning Teams reporting actual participation numbers on the Interim Report to January 31. The SCWI Final Financial reporting process will result in RPTs reporting actual participation numbers and financial expenditures on the Final Financial Report to June 30, 2020. The Interim and Final Financial reports will provide an up-to-date report on the status of each school board, college and regional planning team’s budget and student participation compared to the region’s approved funding contract. The SCWI Interim and Final Financial reports will be pre-populated with approved numbers, on the EDCS reporting website, according to each RPTs approved contract.

Question 2: What are the due dates for the Interim Report and the Final Report?

Answer: The interim and final reports are due by March 2 and July 31, 2020. When the report is received and approved, a cheque will be distributed to the RPT chair.

Question 3: Who is allowed to request a Contract Change?

Answer: The Chair of the Regional Planning Team is the only person allowed to request a Contract Change. RPT chairs must sign off every contract change cycle regardless if they have made any changes on or before the due date.

Question 4: What is the SCWI Activity/Forum Monitoring Form and who will conduct the onsite monitoring?

Answer: The Activity/Forum Monitoring Form has been developed for the purpose of monitoring a random sample of activities/forums within each region by the Liaison Team Member. Every RPT will have at least one Dual Credit Teacher Forum monitored. All RPTs will be given advanced notice of activities/forums that have been selected for monitoring in the region.

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Question 5: What is the SCWI financial accountability process in the case of an audit?

Answer: The Request for Proposal (RFP) sets out the terms, conditions and financial benchmarks for applying for funds for the School College Work Initiative. Once the Regional Planning Team’s proposal has been approved, a formal contract between SCWI and the Regional Planning Team lays out the terms, conditions and budget. Approvals are communicated in a contract letter to the regional planning team chair. Copies of this letter are also sent to the school board directors and college president(s) whose institutions participate in the RPT. EDCS includes the detail for the specific terms, conditions and budget approved for the RPT. The completed RPTs interim and final financial reports on the SCWI reporting website provide an accurate record on projected versus actual participants; projected versus actual (completed) activities and dual credits; and projected versus actual expenditures. RPTs are required to maintain a record of their expenditures backed up with contract change forms, invoices and receipts to account for their compliance with the original approved conditions of the SCWI contract.

Question 6: How often will Regional Planning Teams be audited?

Answer: A minimum of two regional planning teams were randomly selected by the CODE audit firm each year for an audit prior to 2019 -2020. The Regional Planning Team chairs were provided with advanced notice and audit expectations. Audits were conducted by an independent accounting firm authorized by CODE. Future audits will be conducted when determined by the Project Manager and the CODE auditor.

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11. School College Work Initiative Acronyms

Updated: February 2020 Updated: February 2020

ACRONYMS

ADC Adult Dual Credits

CODE Council of Ontario Directors of Education

COP Committee of Presidents (College)

DC Dual Credit

DSB District School Board

EDCS Enhanced Data Collection System

EOIS-APPR

Employment Ontario Information System - Apprenticeship

EDU Ministry of Education

ETC Employment Training Consultant (MLTSD)

FSI Financial Services Institution

GSN Grant for Student Needs

IEP Individual Education Plan

IPP Individual Pathways Plan

IPRC Identification, Placement, and Review Committee

LT Liaison Team Member

MLTSD Ministry of Labour, Training and Skills Development

OCAS Ontario College Application Service

OnSIS Ontario School Information System

OSSD Ontario Secondary School Diploma

OSR Ontario Student Record

OST Ontario Student Transcript

OUAC Ontario Universities’ Application Centre

OYAP Ontario Youth Apprenticeship Program

PSE Post-Secondary Education

RFP Request for Proposal (for application for SCWI Funds)

RPT Regional Planning Team

RTA Registered Training Agreement

SCWI School-College-Work Initiative

SHSM Specialist High Skills Major

SMS Student Management System

SS Student Success

SWAC School Within a College

MCU Ministry of Colleges and Universities

www.scwi.ca www.gotocollege.ca www.edu.gov.on.ca www.ontario.ca/page/ministry-colleges-universities

ACRONYMS ADC Adult Dual Credits

CODE Council of Ontario Directors of Education

COP Committee of Presidents (College)

DC Dual Credit

DSB District School Board

EDCS Enhanced Data Collection System

EOIS-APPR

Employment Ontario Information System - Apprenticeship

EDU Ministry of Education

ETC Employment Training Consultant (MLTSD)

FSI Financial Services Institution

GSN Grant for Student Needs

IEP Individual Education Plan

IPP Individual Pathways Plan

IPRC Identification, Placement, and Review Committee

LT Liaison Team Member

MLTSD Ministry of Labour, Training and Skills Development

OCAS Ontario College Application Service

OnSIS Ontario School Information System

OSSD Ontario Secondary School Diploma

OSR Ontario Student Record

OST Ontario Student Transcript

OUAC Ontario Universities’ Application Centre

OYAP Ontario Youth Apprenticeship Program

PSE Post-Secondary Education

RFP Request for Proposal (for application for SCWI Funds)

RPT Regional Planning Team

RTA Registered Training Agreement

SCWI School-College-Work Initiative

SHSM Specialist High Skills Major

SMS Student Management System

SS Student Success

SWAC School Within a College

MCU Ministry of Colleges and Universities

www.scwi.ca www.gotocollege.ca www.edu.gov.on.ca www.ontario.ca/page/ministry-colleges-universities

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12. Sample Change, Approval & Monitoring Forms 2019–2020

Attached you will find samples of each of the forms and approval letter listed below.

a) CONTRACT CHANGE MEMO, July 9, 2019 (Revised)

b) REQUEST FOR NEW DUAL CREDIT COURSE CODE(S) FORM

RPT Chairs will forward the completed request form to Jeff Piro, Ministry of Education at Jeffrey.Piro@ontario.ca or Lynn Grittani at Lynn.Grittani@Ontario.ca

c) ACTIVITY/FORUM MONITORING FORM

Each RPT will have a minimum of one Dual Credit Teacher Forum monitored by the Liaison Team Member. Liaison Team Members must e-mail the completed form to Bill Jack at billjack@rogers.com

d) CODE-SCWI FINANCIAL CERTIFICATE

The CFO must sign-off indicating confirmation that the accounts in the SCWI Final Report are in accordance with the RPT’s FSI records for the Funding Year. This form must be signed and faxed (905-845-2044) to Tony Pontes, Executive Director, CODE. e) 2015-16 SAMPLE APPROVALS LETTER

This is a sample of the approval letter sent to each RPT Chair

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a) Contract Change Memo, July 9, 2019

School-College-Work Initiative

Memo To: RPT Chairs and Co-ordinators From: David Armstrong, Project Officer Subject: Contract Changes for 2019-2020

Date: July 9, 2019 REVISED ______________________________________________________________________

As in the past, it is essential that Regional Planning Teams follow an established protocol for SCWI contract changes for 2019-20. This is also a requirement of the contract letter with each RPT.

Contract Change Cycles align with the start of dual credit programs and the timelines for course code requests. The contract change process requires communication between board and college partners and careful tracking of student participant numbers and expenditures compared to approved funding. In order to maintain the focus on maximizing opportunities for students, we need to continue the focus on moving seats and reducing surpluses. RPTs have been using the contract change process very effectively. As a result, more students are participating in programs and more students are in courses in which they are interested. The SCWI team will continue to monitor the schedule in order to ensure that RPTs are achieving the goals of maximizing opportunities for students and reducing (or eliminating) RPTs’ surpluses.

Cycle

EDCS Open for Submissions by RPTs

Deadline for Submissions in EDCS by RPTs (at 1:00pm)

Course Code Requests Due Notes*

1

Jul 12, 2019

Aug 27, 2019

Sep 13, 2019

Please submit requests for new codes for approved college-delivered 2019-20 college course dual credit programs

Summer Institute: Aug 26-27 Semester 1 begins: Sep 3

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Cycle

EDCS Open for Submissions by RPTs

Deadline for Submissions in EDCS by RPTs (at 1:00pm)

Course Code Requests Due Notes*

2 Sep 12, 2019 Oct 16, 2019 Nov 8, 2019

Semester 2 Course Code Requests Thanksgiving: Oct 14 Chairs’ meeting: Nov 7

3 Oct 24, 2019 Nov 27, 2019 Dec 12, 2019

Semester 2 Course Codes Requests Christmas Break: Dec 23 - Jan 3

4 Feb 6, 2020 Mar 4, 2020 Mar 12, 2020

May/June and summer dual credit Course Code Requests March Break: Mar 16 - 20

5 Mar 26, 2020 Apr 22, 2020 May 8, 2020

Summer dual credit Course Code Requests Easter: Apr 10– Apr 13

6 May 21, 2020 Jun 10, 2020 TBC Final adjustments

* dates taken from the EDU school year calendar template and may differ from board to board

• These contract change cycles have been scheduled to occur following both the day 10 count of numbers of students/course/program and the RPT conversations around what movement, if any, is possible.

• Please note that “enveloped funding” for adult dual credits may not be moved into “regular” funding streams and vice versa

• There is a risk if an RPT puts students into programs that have not yet been approved. It is possible that changes will not be approved, so securing approvals prior to the start of programs is critical. If, in rare cases, you need to make changes that do not align with the Contract Change Cycles, you must contact David Armstrong prior to the start of the program in order to get a tentative approval. Only changes between currently approved courses that are funding neutral and that are for the same target group for which the funding was originally approved can be made in this way. These changes will still need to be made in EDCS at the next contract change.

Please direct any questions to David Armstrong (davidarmstrong@ontariodirectorsca 519-389-8259).

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b) Request for Dual Credit Course Codes, 2019 – 2020

Last Updated: August 2019

Request for Dual Credit Course Code(s) 2019-2020 (for College-delivered dual credit courses) *Mandatory Fields

*Date: *College: *College RPT Coordinator:

Submission deadlines (Please submit forms by 4:00pm):

Semester Dates

Semester I – all new courses September 13, 2019

Semester II – all new courses November 8, 2019

Semester II – additional courses December 12, 2019

Semester II – additional courses March 12, 2020

May/June or summer programs 2020 May 8, 2020

Additional new courses for summer 2020 TBC

Refer to the list of Current Dual Credit Course Codes and the list of Existing Course Titles by Subjects and Codes when completing this form to ensure availability of requested college course codes. Please name your file as follows: College Name_1920_DateofRequest (e.g. Mohawk_1920_Sept13) and submit to your RPT Chair. RPT Chair will then forward your request to Jeff Piro (Jeffrey.Piro@ontario.ca). The College Course Name, College Course Code and College Course Description should be as they appear in the college course calendar.

For NEW course code requests, please complete the table below. All fields are *mandatory.

*College Course Name

*College Course Code

*College Course Description *Language of

Instruction E/F

*Hours of Instruction

*Passing Mark

(e.g. 55)

*Proposed Ministry Course Code

For updates/changes/retirements to existing course codes, complete the *mandatory Ministry Course Code column and insert any other changes in the appropriate columns. Use the Notes Area for rationale.

*Ministry Course Code

College Course Code

College Course Description Language of Instruction

E/F

Hours of Instruction

Passing Mark

(e.g. 55) Detail notes

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c) SCWI Activity/Forum Monitoring Form

Date

Activity / Forum Name

Refer to the EDCS website for Activity/Forum Description

-$

Amount

$

$

Rev. 3 Feb. 2015

TOTAL NUMBER OF APPROVED PARTICIPANTS

Other Funding Sources (if applicable)

INSTITUTION

TOTAL NUMBER OF ACTUAL PARTICIPANTS

Relevance or value of activity/forum to participants

Engagement of particpants in the activity/forum or process

Session presentation - format / content

Activity/forum to meet the goals of SCWI (clear pathways to college and apprenticeship)

• the evaluation form used to collect feedback from participants

• a summary of feedback from participants

• sample(s) of promotional information

• photographs

If applicable, attach to the monitoring form the following:

Post-session Evaluation

E-mail this completed form to Bill Jack (billjack@rogers.com) and the RPT Chairperson

RPT Chair Liaison Team Member

Activity / Forum -- SCWI Approved Budget and Number of Participants

Additional comments

TOTAL BUDGET

SCWI Activity/Forum Monitoring Form

RPT Name

If applicable, indicate the effectiveness of the:

Forum for Teachers/Instructors (Secondary, College and Pre-Service)

Category of Activity / Forum

SCWI Forum / Activity #

Minimally Effective Moderately Effective Very Effective Extremely Effective

Minimally Effective Moderately Effective Very Effective Extremely Effective

Minimally Effective Moderately Effective Very Effective Extremely Effective

Minimally Effective Moderately Effective Very Effective Extremely Effective

Minimally Effective Moderately Effective Very Effective Extremely Effective

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d) CODE-SCWI Financial Certificate

17

2

Final Approval 2014-15 $ ____________________ Montant final approuvé – 2014-15 A Total Expenditures for 2014-15 (not to exceed above final approval) $ ____________________ A Dépenses totales – 2014-15 (ne dépassant pas le montant total approuvé)

Less: / Moins :

B CODE payments 1 & 2 2015 ( ) B Versements de CODE 1 et 2 de 2015 A–B Balance left over to be repaid to CODE (if Negative balance) ( ___________________ ) A–B Solde à remettre à CODE (si le solde est négatif)

OR / OU

A–B Final payment due (if Positive balance) $ ____________________ A–B Versement final à percevoir (si le solde est positif) Comments:(eg correction of amounts) Commentaires : (par ex. corrections à apporter aux montants) _________________________

___________________________________________________________________________

___________________________________________________________________________

Name of your Audit Firm Nom de votre cabinet de vérification comptable

___________________________________________________________________________

CERTIFICATION / ATTESTATION We certify that the above report is in accordance with our records. Nous attestons que ce rapport correspond à nos documents comptables.

__________________________________

Chief Financial Officer

Responsable des services financiers

Date ……………………………. 2015 Title/ Titre : _______________________________

Rev. Sept. 8, 2015

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e) 2015-16 Sample Approvals Letter

SCWI

School/College/Work Initiative 1123 Glenashton Drive

Oakville, ON

L6H 5M1

Telephone: 905-845-4254

Fax: 905-845-2044

www.gotocollege.ca

www.alleraucollege.ca

Dear RPT Chair: RE: SCWI 2015-2016 Approvals - Regional Planning Team # 17

Thank you for forwarding the proposal from Regional Planning Team # 17 for 2015-16 of the School College Work Initiative (SCWI) of the Ontario Ministry of Education (EDU) and the Ontario Ministry of Training, Colleges and Universities (TCU). As you know the approvals for 2015-16 were announced some time ago. With this letter we are pleased to confirm your approved funding for RPT Administration, Activities and Dual Credit Programs for 2015-16. Details on approvals, including estimates of TCU Apprenticeship Seat Purchase, can be found on the SCWI Proposal and Approvals website (EDCS): https://www.gsa.gov.on.ca/Main. It is also important to note that the approved figures are subject to change in accordance with the SCWI Change Process. Also, please note that TCU Apprenticeship Seat Purchase allocations are separate from SCWI funding. In summary the total approved amounts for RPT #17 for 2015-16 are as follows:

Funding Area Approved Amount

RPT Administration $

Activities $

Dual Credit Programs $

Total: $

Please return one signed copy of this agreement no later than Friday, May 29, 2015.

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The following notes are important considerations regarding 2015-16 funding.

2. Funding to the Regional Planning Team (RPT) for approved proposals will be

dispersed in three amounts as follows: • 50% of approved funding – as early as possible following receipt of overall

SCWI funding by the Council of Ontario Directors of Education (CODE) • 30% of approved funding – following sign off on the online interim report

(due March 1, 2016) • Balance of approved funding up to actual expenditure level following

receipt and approval of the Final Report (due July 29, 2016) including actual student participation numbers and specific final expenditures

Funding will flow from CODE to the RPT’s financial services institution.

3. The SCWI team will continue to collect data on participation and expenditures for

approved programs using the online EDCS website. Please be aware that this tracking will include the specific funding amounts provided through the Regional Planning Team to each college and school board. Data concerning actual expenditures and participation numbers will be collected in each approved area i.e. RPT Administration, Activities/Forums and Dual Credit Programs. It is expected that the Regional Planning Team will ensure that careful records of expenditures are kept. These records may be subject to audit beyond the usual audit of the RPT’s financial services institution.

4. As part of the monitoring system mentioned above, the Project Team will use the

online EDCS system for the careful tracking of any changes that may occur within approved funding categories. It is expected that RPTs will utilize this protocol before instituting any changes to approved activities/forums or dual credit programs. Details on the 2015-16 contact change process are provided in the memo titled: SCWI Contract Changes for 2015-2016.

5. The timely submission of accurate data, particularly for dual credit programs, is

an important element of the School College Work Initiative. Every effort has been made to streamline the online reporting process used to collect data on the various programs and participants (including activities/forums and dual credit programs). It is expected that appropriate resources including staff time will be allocated to ensure that complete and accurate financial and participant data are submitted in a timely manner.

6. During 2015-16 there will be various SCWI meetings and the Annual Provincial

Symposium in the spring. Participation in these events is an expectation and funding is provided through the RPT Administration budget.

7. During 2015-16, please assist the SCWI Team with the following:

• Reference your RPT number on all communications.

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• Maintain close communication with the SCWI Liaison Team member assigned to your RPT.

• Ensure that your Chair’s and RPT Member’s identity and contact information are accurate and updated as needed in EDCS.

• When appropriate, please forward the actual dates, locations and participant lists for activities/forums to David Armstrong (davidarmstrong@hurontel.on.ca).

• Note that you may be asked to participate in external evaluation of your program or its components.

• Also note that representatives from the Ministry of Education or the Ministry of Training, Colleges and Universities may attend RPT meetings from time to time.

8. For SCWI programs involving First Nation students and/or teachers in federally-

funded schools, approval is contingent upon receiving federal funding for their participation in SCWI programs.

Regional Planning Team Funding RPTs continue to have flexibility regarding the allocation of Regional Planning Team funding to support coordination and expenses directly related to the work of the RPT. Expenditures will need to be reported at year end using the categories found on the SCWI Proposals and Approvals website (EDCS). Forums and Activities Resources, documents, videos, on-line materials and other results of SCWI forums and activities will be made available (e.g. through the Annual Symposium or via www.scwi.ca / www.iject.ca, or if for students/parents, via www.gotocollege.ca / www.alleraucollege.ca ). Dual Credit Programs: Dual Credit Programs are governed by Dual Credit Programs Policy and Program Requirements 2013. This document is available through the SCWI websites or from the Ministry of Education (http://www.edu.gov.on.ca/eng/teachers/studentsuccess/DualCreditPro.pdf ). Course codes for dual credit courses are available through Phil Hedges (phil.hedges@ontario.ca) or Lynn Grittani (lynn.grittani@ontario.ca). Course codes for 2015-16 should be requested for all new college-delivered college courses and college-delivered level 1 apprenticeship programs as soon as possible to ensure that schools have the codes they need to include on student timetables prior to September.

It is a requirement of all dual credit courses that a secondary school teacher be assigned to provide a variety of supports to students. Whether students are

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participating in college-delivered dual credit courses or team-taught courses, secondary school staffing numbers are determined in the same way – through the ratio in the funding formula. The principal assigns a section to the dual credit course, just as for any secondary school course, and assigns students and the dual credit teacher to the section. Unlike for other classes, the assigned teacher need not be a teacher at the school where the students are registered. Dual Credit Programs Policy and Program Requirements, 2013, (Section 1.7, p.9)

Secondary school teacher instructional costs for approved day-school dual credit programs are provided through the Grants for Student Needs (GSN) in the same way as for any credit course. Funding is calculated on the basis of the average of the number of full-time equivalent students reported on October 31 and the number reported on March 31. The GSN funding does not cover instructional costs outside the regular school day. Dual Credit Programs Policy and Program Requirements, 2013 (Section 1.7, p. 9)

Funding for regular, day-school dual credit teachers goes directly to the school board and does not flow through SCWI. Where dual credit programs are delivered at night school or summer school, Dual Credit Teacher time for support and supervision of students in college-delivered courses / apprenticeship programs is funded through SCWI at the Continuing Education rate. Approved funding allocations can be found by program in the approved miscellaneous boxes on the EDCS website. Dual Credit Programs and Apprenticeship Level 1 Seat Purchase. Level 1 Seat Purchase for Dual Credit programs is either funded through your TCU Field Office or through SCWI. If you received TCU Local Area Office approval for OYAP seat purchase, then you should contact the TCU Apprenticeship representative who gave you the seat purchase approval to inform him/her that your project was approved for dual credits. A copy of this letter will be sent to your TCU Area Office Manager. For TCU Seat Purchases you should keep the appropriate TCU Field Office representative informed of your progress, and ensure that there has been no change in the status of your Seat Purchase. If there is such a change from TCU, please inform SCWI promptly through the contract change process. Please note that TCU Seat Purchase funding is separate from the SCWI dual credit budget. Amounts displayed on the SCWI Proposal and Approval website (EDCS) should be considered estimates. Also keep in mind that TCU seat purchase is expressed as a maximum amount based on actual student numbers. This funding will flow directly to the colleges from TCU and will not go to the RPTs. Miscellaneous Funding Requests

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Although SCWI funds cover certification integral to the college or Level 1 apprenticeship course, SCWI funds do not cover:

• Certifications provided to students through Specialist High Skills Major (SHSM) programs

• SHSM - Contextualized Learning Activities • Purchase of computers, operating software or GPS systems • Purchase of capital equipment and facility modifications

Transportation Funding RPTs are encouraged to continue to maximize the transportation allocation while not impacting access to programs especially to rural students or students who may be at a distance from the college. Termination of Agreement If for any reason CODE does not receive the necessary appropriation from the Ministry of Education for any payment that CODE is obligated to make under this Agreement, CODE may terminate this Agreement immediately by giving Notice to the Regional Planning Team. Please note that this communication is being copied to all College Presidents, Directors of Education, TCU Regional Directors and Field Office Managers within the jurisdiction of your RPT. Two copies of this letter are enclosed. Please sign the second copy and return it to the undersigned not later than Friday, May 29, 2015. Please address this to: School College Work Initiative C/o Council of Ontario Directors of Education 1123 Glenashton Drive Oakville, ON L6H 5M1 Congratulations and we look forward to working with you during the coming year. Sincerely,

Frank Kelly David Armstrong Project Manager Project Officer c: College President Director of Education Director of Education TCU Apprenticeship Area Office Manager SCWI Liaison Team

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To be completed by the RPT Chair:

On behalf of RPT #17, I agree with the 2015-2016 budget and terms identified in this

letter.

Signed: _______________________________________________________________

Please Print Name: _____________________________________________________

Date: ________________________________________________________________