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Correspondence October 2014

Please carefully read the following information concerning series EN578-093429 NCR Language Training Standing Offers.

Next sessions

Given that the Christmas vacation period is coming (and, yes, it will be here soon), please plan and send your Call-Ups Against the Standing Offer as soon as possible. The following are the start dates for the next group training sessions:

  • Work Stream 1 – Full-time group training in French on the Offeror's premises:
    • Short Program: December 1, 2014 (Cut-off date: November 14);
    • Long Program: December 15, 2014 (Cut-off date: November 28);
    • Pre-SLE: January 5, 2015 (Cut-off date: December 9);
  • Work Stream 2 – Full-time group training in English on the Offeror's premises:
    • January 5, 2015 (Cut-off date: December 9);
  • Work Streams 3A, 3B, 3C, 3D and 5 – Part-time group training in French and English on the Offeror's premises: January 5, 2015 (Cut-off date: December 9).

Regional Standing Offers (other than the NCR)

Two out of five regions other than the NCR have finished establishing regional standing offers (Pacific and West). If you have any questions, please consult the list of contacts below for each region.

Full-time and part-time individual and group training

We would like to remind you that if the learner is not available certain days of the week for language training, you should specify that in the call-up. Otherwise, you will be required to pay the applicable cancellation fees if the schedule chosen by the Offeror is not suitable for the learner.

To facilitate the task for Identified Users, we are designing a harmonized registration form which will be made available on our website. We will send you a copy of this form shortly.

Learning plan

We have noticed that some departments do not use Standing Offer Serial Number EN578-093429 for full-time training to avoid paying the costs for learning plans. Remember that the costs only apply to non-statutory needs (when it is mandatory to attain certain language levels to meet a position's requirements within a prescribed time period). In addition, we would like to remind you that you do not receive a learning plan further to a simple evaluation, which is what the suppliers provide. The evaluation includes a comprehensive assessment of written comprehension and oral and written expression. The evaluation also determines the exact step of the program where the learner should start his or her language training. It also determines if the individual has a slow, regular or quick learning pace. Finally, it determines the number of hours of training that the learner needs according to his or her own learning pace to reach the target level.

Call-ups

Please ensure that call-ups include a contract number (in addition to the standing offer number) and, if it is a call-up amendment, you must also include the amendment number (for example 1, 2, 3, etc.).

Absences

In all Work Streams, one of the deliverables requires that the teaching resource fill out an attendance report and submit it on a monthly basis to the project authority (the person identified in the call-up as the person in charge of training). Absences, even partial (late arrivals and early departures), must be indicated in this report. We have heard that some learners ask the teaching resources not to disclose their absences. The people responsible for official languages or any other persons responsible for training should remind learners that the workplace code of ethics also applies in a training situation. Suppliers are responsible for immediately advising the project authority identified on the call-up when the learner has more than three full or partial absences during the session.

Breaks during training

Training hours do not include breaks and lunch. For example, if the learners are registered for full-time or part-time group training of three hours per session, their schedule should be from 8:45 a.m. to 12 noon and/or 1 p.m. to 4:15 p.m. with a 15-minute break.

The time allowed for breaks should be as follows. Every two consecutive hours, the Offeror will schedule a 15-minute break. After a second period of two consecutive hours, the Offeror will give learners a 30-to-60 minute meal break (one hour for full-time groups). If the training exceeds four hours and resumes immediately after the meal break, an additional break will be provided after the third two-hour period.

Standing Offer EN578-093429/021/ZF (Work Stream 3A) on behalf of H-KIN

We would like to inform you that this supplier now accepts payment by direct deposit.

Several sessions on the same call-up

We would like to remind you to be careful when including several sessions on your call-up. Always indicate the start date and the end date of each session so you can avoid paying exorbitant fees in case of cancellation.

For example:

A call-up is issued for the following sessions:

  • Session 1: From September 29, 2014, to November 28, 2014, for a total of "X" hours, "X" weeks
    Session 2: From December 1, 2014, to February 6, 2015, for a total of "X" hours, "X" weeks
    Session 3: From February 9, 2015, to April 10, 2015, for a total of "X" hours, "X" weeks.

In case of cancellation, you must give advance notice of at least 10 business days prior to the start of the next session to avoid paying cancellation fees.

Complaints

Please note that if you or your employees taking training make a complaint to the CSPS or PWGSC, this complaint will be transmitted to the Offeror, who will be informed of the Learner's name. This will allow all the stakeholders to verify the situation and correct it, if necessary.

Website (Official languages training services of Canada)

Many people print our website to be able to refer to it quickly. However, our website is regularly updated. It is thus important to always use the latest version online when setting up new call-ups to avoid problems.

The regional standing offers (Pacific, Western, Ontario, Quebec and Atlantic regions) will be added to the Website this fall. We will notify you when it is finalized.

List of offerors and hourly rates per learner (for the NCR only - Regions will follow this fall).

Attached is the latest version (September 23, 2014) of the list of offerors and hourly rates per learner. This version will be available shortly on our website on the following page: List of Offerors and hourly rates.