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Registration and cancellation procedures

Table of contents

2.1 National Capital Region

Full-time group training and Pre-Second Language Evaluation courses on the Offeror's premises (work streams 1 and 2)

Step 1: Learner language assessment

Before registering for language training, learners must determine their language proficiency level. For full-time training, the language proficiency is established by a language assessment done by a private supplier. (It is strongly recommended to use the services of a supplier of work streams 1, 2, 7 or 8).

The language assessment will provide the information required to register the employee in the training:

  • the first step
  • the employee's learning pace
  • the target language proficiency level
  • the steps required to reach the target level

(Please note that the federal institution must incur the costs of the language evaluation and that these fees must not be added to the call-up.

Exceptions for the language assessments:

  • Pre-SLE Consolidation Course: The language assessment is not mandatory for learners who have already taken full-time training required steps and who, subsequent to a unsuccessful attempt at the Test of Oral Proficiency (TOP), wish to register in the Pre-SLE course (for a six (6) week duration)

Step 2: Selection of Offeror and of training session

  • Work stream 1:
    1. To enrol an employee in the first session: After receiving the employee's language assessment, the federal institution will consult the schedule of sessions on Public Works and Government Services Canada's (PWGSC) website to know the designated Offeror responsible for delivering the recommended step at the preferred session. The federal institution will then be able to register the employee with this Offeror
    2. To enrol an employee in subsequent sessions: The Offeror will provide the federal institution, no later than three weeks before the end of the session, with a recommendation report indicating whether the learner should proceed to the next step or repeat the same step. If the recommendation is to proceed to the next step, the federal institution will then be able to register the employee in the next step with the same Offeror. If the report recommends that the employee should repeat the same step, the federal institution will consult the schedule of sessions to know the Offeror identified by PWGSC to deliver the recommended step at the preferred session. The federal institution will then able to register the employee with this Offeror
  • Work stream 2:
    1. To enrol an employee in the first session: After receiving the employee's language assessment, the federal institution will consult the schedule of sessions to know the training dates and the Offeror. The federal institution will then be able to enrol the employee in the preferred session
    2. To enrol an employee in subsequent sessions: The Offeror will provide the federal institution, no later than three weeks before the end of the session, with a recommendation report indicating whether the learner should proceed to the next step or repeat the same step
  • Pre-ELS course:

    The federal institution must consult the schedule of sessions to know the training dates and the Offeror

Step 3: Creation and issuance of call-up

The federal institution will register the employee in the preferred session and at the step recommended in the language assessment (except for Pre-SLE courses), by directly issuing a call-up to the designated Offeror (consult the List of Offerors and hourly rates) (page available on Government of Canada network only). The PWGSC–TPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up.

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level: A, B or C
  • the target language
  • the recommended first step in the learner's or learners' language assessment (for the first registration) or in the recommendation report for subsequent registrations (except for Pre-SLE courses)
  • the start and end dates for each training session, if there are more than one
  • the required accommodations, if applicable
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the language assessment (except for Pre-SLE courses)

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than ten (10) business days before the training start date.

Step 4: Confirmation of group creation

  1. The Offeror must provide the federal institution with written confirmation at least five (5) business days before the start of training, including:
    • The address and room where the training session will be held
    • The confirmation of the training start date
  2. If candidates cannot be placed in a group for whatever reason (supplier capacity reached, insufficient number to form a group, etc.), the Offeror must provide the Standing Offer authority with the names of those candidates when it submits information on the composition of the groups
  3. For stream 1 (including Pre-SLE courses in French): Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing within one (1) business day of receiving the description of the work to be performed (call-up). The federal institution must contact PWGSC by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca to obtain the name of another Offeror to issue a call-up

Step 5: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in full-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for full-time training (PDF, 224KB) (page available on Government of Canada network only)

Training cancellation

For more details on cancellation policy please consult clauses "12 and 13" found at Part A of the standing offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the standing offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: 100% of the initial value of the next session listed in the call-up
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training

    With or without a written notice: 100% of the initial value of the call-up or the number of teaching hours remaining in the call-up (whichever is less)

Part-time group training on the Offeror's premises or at a federal institution (work streams 3A, 3B, 3C, 4, 5 and 6)

Step 1: Evaluation for part-time training

Before registering for language training, learners must determine their language proficiency level. For part-time training, the federal institution will determine the learning level (beginner, intermediate or advanced) based on the learner's self-assessment and/or SLE test results and/or placement test done by a third party.

For the self-assessment, the proficiency level will be based on the results of the questionnaire completed by the learner.

Step 2: Selection of work stream according to target language and training location

The federal institution must determine which work stream will meet its needs, in accordance with the target language (English or French) and the training location.

  • Work stream 3A: Part-time group training in French on the Offeror's premises in the Ottawa–Gatineau downtown area within the following boundaries: Between Wellington Street, Maclaren Street, Bay Street and Elgin Street in Ottawa, Ontario, and between Laurier Street, Sacré–Coeur Boulevard and St-Rédempteur Street in Gatineau, Quebec
  • Work stream 3B: Part-time group training in French on the Offeror's premises in the Outaouais–Quebec area within a 10 km radius from the center of the river behind the library of the Parliament on Wellington Street, Ottawa, Ontario, in the Outaouais, in the province of Quebec
  • Work stream 3C: Part-time group training in French on the Offeror's premises in the East-Ottawa area within a 10 km radius from the center of the river behind the library of the Parliament on Wellington Street, Ottawa, Ontario, on the eastern side of the province of Ontario
  • Work stream 4: Part-time group training in French at a federal institution
  • Work stream 5: Part-time group training in English on the Offeror's premises within the following boundaries: Between Wellington Street, Maclaren Street, Bay Street and Elgin Street in Ottawa, Ontario, and between Laurier Street, Sacré-Coeur Boulevard and St-Rédempteur Street in Gatineau, Quebec
  • Work stream 6: Part-time group training in English at a federal institution

Step 3: Selection of Offeror and of training session

  • Work stream 3A: After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution will consult the schedule of sessions to know the Offeror identified by PWGSC to deliver the appropriate learning level (beginner, intermediate or advanced) at the preferred session

  • Work streams 3B, 3C, et 5: After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution will determine the applicable work stream and consult the schedule of sessions to know the training dates and the Offeror

  • Work stream 4: After receiving the employee's self-assessment or SLE test results or any other placement test done by a third party, the federal institution will contact PWGSC by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca. PWGSC is the only designated authority to determine the Offeror. Call-ups will be issued on a rotational basis among Offerors holding a standing offer for this work stream

    The email to PWGSC must include the following:

    1. the number of learners
    2. number of hours of training per week
    3. number of weeks of training
    4. the applicable work stream, that is work stream 4
    5. the federal institution's name
    6. the name and contact information (telephone number and email address) of the person coordinating the employee's training.
  • Note: if there are changes in the number of hours or weeks of training, or in the number of learners when the call-up is issued, the federal institution must notify PWGSC.
  • Work stream 6: There are no schedules. As groups will take place at the federal institution, they can start at any time. The sessions could be of various durations (number of hours per week and number of weeks) as defined by the federal institution

Step 4: Creation and issuance of call-up

  • Work streams 3A, 3B, 3C, and 5: The federal institution will register the employee in the preferred session by directly issuing a call-up to the Offeror
  • Work stream 4: The federal institution will register the employee by directly issuing a call-up to the Offeror selected by PWGSC. It must also provide the Offeror with the SRCL form found in Annex C of the standing offer to ensure that teaching resources have the required security clearance (Reliability)
  • Work stream 6: The federal institution will register the employee by directly issuing a call-up to the Offeror. It must also provide the Offeror with the SRCL form found in Annex C of the standing offer to ensure that teaching resources have the required security clearance (Reliability)

The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up. (Consult the List of Offerors and hourly rates for supplier's information) (page available on Government of Canada network only)

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level or to maintain: A, B or C
  • the target language
  • the learning level (beginner, intermediate or advanced)
  • the start and end dates for each training session, if there are more than one
  • the day(s) and number of hours of training per week
  • the total number of hours of training required
  • the required accommodations, if applicable
  • the address and room where the training session will be held
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer;
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the self-assessment, of the SLE test results or of any other placement test done by a third party

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than ten (10) business days before the training start date.

Step 5: Confirmation of group creation (work streams 3A, 3B, 3C, 4, 5 and 6)

Note: It is the Offeror's responsibility to form the training groups. However, the federal institution can do their own course loading by placing learners at the same learning level in groups.

  1. The Offeror must provide the federal institution with written confirmation at least five (5) business days before the start of training, including:
    • The address and room where the training session will be held if the services are provided at the Offeror's facilities
    • The confirmation of available dates, day(s) and time(s) for the delivery of services
  2. For work stream 4: Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing within one (1) business day of receiving the description of the work to be performed (call-up). The federal institution must contact PWGSC by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca to obtain the name of another Offeror to issue a call-up

Step 6: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in part-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for part-time training (PDF, 207KB) (page available on Government of Canada network only)

Training cancellation

For more details on cancellation policy please consult clauses "13 and 14" found at Part A of the standing offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the standing offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: 100% of the initial value of the session listed in the call-up
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training

    With or without a written notice: 100% of the initial value of the call-up or the number of teaching hours remaining in the call-up (whichever is less).

Full-time individual training (15-35 hours per week) on the Offeror's premises and at a federal institution (work streams 7 and 8)

Step 1: Learner language assessment

Before registering for language training, learners must determine their language proficiency level.  For full-time training, the language level is established with a language assessment done by a private supplier. (It is strongly recommended to use the services of a supplier of work streams 1, 2, 7 or 8).

The language assessment will provide the information required to register the employee in the training:

  • the target language
  • the target level
  • the starting lesson
  • the number of hours to reach the target level. (Refer to the Canada School of Public Service GCpedia page for an example) (page available on Government of Canada network only)

Exceptions for the language assessment:

  • Supplementary training after unsuccessful attempt at the Test for Oral Proficiency (TOP):
    The language assessment is not mandatory for learners who have just completed language training to achieve levels B or C and who, having not achieved the target linguistic level, must take additional training (generally 3 to 6 weeks). Prior approval must be obtained from the Standing Offer authority. Exemption requests are to be sent by email to the Standing Offer authority at the following address: tpsgc.achatsformationling-langtrainingprocurement.pwgsc@tpsgc-pwgsc.gc.ca Once received, the federal institution must attach the approval to the call-up
  • Please note that when an exemption is granted, the training cannot be extended or renewed without obtaining a language assessment as per the Standing Offer's statement of work requirements

Step 2: Selection of Offeror

  • Work stream 7:

    After receiving the employee's language assessment, the federal institution:

    1. May issue a call-up to one of the Offerors who hold a Standing Offer in the work stream, regardless of their rank if the call-up value is $25,000 or less(consult the List of Offerors and hourly rates) (page available on Government of Canada network only)
    2. Must contact Public Works (PWGSC) by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca if the call-up value is more than $25,000. Only PWGSC is authorized to designate the Offeror that will deliver the services in this instance. Call-ups will be issued on a rotating basis among those holding a Standing Offer for this work stream

      The email to PWGSC must include the following:

      • the name of the learner or learners, if there are more than one
      • the applicable work stream, that is work stream 7
      • the federal institution's name
      • the name and contact information (telephone number and email address) of the person coordinating the employee's training
  • Work stream 8:

    After receiving the employee's language assessment, the federal institution will consult the List of Offerors and hourly rates to know the designated Offeror (page available on Government of Canada network only)

Step 3: Creation and issuance of call-up

The federal institution will register the employee by directly issuing a call-up to the Offeror identified by PWGSC. The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up.

When the training takes place in federal institutions, the SRCL form found in Annex C of the Standing Offer must also be provided to the Offeror to ensure that teaching resources have the required security clearance (Reliability).

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level: A, B or C
  • the target language
  • the recommended first step in the learner's or learners' language assessment
  • the training start and end dates
  • the total number of training hours required
  • the day(s) and number of hours of training per week, if the training is less than 35 hours a week
  • the required accommodations, if applicable
  • the vacation days of the learner or learners, if there are more than one
  • the address and room where the training will be held if the services are provided in the federal institution's facilities
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the language assessment

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than five (5) business days before the training start date.

Step 4: Training confirmation

  1. The Offeror must provide the federal institution with written confirmation at least two (2) business days of receiving the description of work, including:
    • The address and room where the training session will be held if the services are provided at the Offeror's facilities
    • The confirmation of the training start date
  2. For work stream 7: Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing within one (1) business day of receiving the description of the work to be performed (call-up). The federal institution must contact PWGSC by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca to obtain the name of another Offeror to issue a call-up

Step 5: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in full-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for full-time training (PDF, 224KB) (page available on Government of Canada network only)

Training cancellation and/or postponement

For more details on cancellation policy please consult clauses "13 and 14" found at Part A of the Standing Offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the Standing Offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of planned teaching hours, as indicated in the call-up, equivalent to the first 10 business days, up to 70 hours (refer to examples in clause 2.1 of Annex B - Basis of Payment of the Standing Offer)
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of teaching hours equivalent to ten (10) business days of training to a maximum of the initial value of the training for which the learner is registered or the number of teaching hours remaining in the call-up (whichever is less) (refer to examples in clause 2.2 of Annex B - Basis of Payment of the Standing Offer)
  3. Unforseen absences

    The federal institution will pay the Offeror for a learner's unforeseen absences when written notice was given less than 48 hours. These absences cannot be made up at the end of the training unless such an arrangement is approved by the federal institution by way of a call-up amendment. An unforeseen absence is an absence for a maximum of three (3) consecutive working days, no more than once a month, not identified in the call-up

Part-time individual training (less than 15 hours per week) on the Offeror's premises and at a federal institution (work streams 9A, 9B, 9C, 9D and 10)

Step 1: Evaluation for part-time training

Before registering for language training, learners must determine their language proficiency level. For part-time training, the federal institution will determine the learning level (beginner, intermediate or advanced) based on the learner's self-assessment and/or SLE test results and/or placement test done by a third party.

For the self-assessment, the proficiency level will be based on the results of the questionnaire completed by the learner.

Step 2: Selection of work stream according to target language and training location

The federal institution must determine which work stream will meet its needs, in accordance with the target language (English or French) and the training location.

Work stream 9A: Part-time individual training in French on the Offeror's premises or at a federal institution in the Ottawa-Gatineau downtown area within the following boundaries: Between Wellington Street, Maclaren Street, Bay Street and Elgin Street in Ottawa, Ontario, and between Laurier Street, Sacré-Coeur Boulevard and St-Rédempteur Street in Gatineau, Quebec.

Work stream 9B: Part-time individual training in French on the Offeror's premises or at a federal institution in the Outaouais area within a 10 km radius from the center of the river behind the library of the Parliament on Wellington Street, Ottawa, Ontario, in the Outaouais, in the province of Quebec.

Work stream 9C: Part-time individual training in French on the Offeror's premises or at a federal institution in the East-Ottawa area within a 10 km radius from the center of the river behind the library of the Parliament on Wellington Street, Ottawa, Ontario, on the eastern side of the province of Ontario.

Work stream 9D: Part-time individual training in French on the Offeror's premises or at a federal institution in the West-Ottawa area within a 10 km radius from the center of the river behind the library of the Parliament on Wellington Street, Ottawa, Ontario, on the western side of the province of Ontario

Work stream 10: Part-time individual training in English on the Offeror's premises or at a federal institution within the following boundaries: Between Wellington Street, Maclaren Street, Bay Street and Elgin Street in Ottawa, Ontario, and between Laurier Street, Sacré-Coeur Boulevard and St–Rédempteur Street in Gatineau for training on the Offeror's premises.

Step 3: Selection of Offeror

  • Work stream 9A

    After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution:

    • May issue a call-up to one of the Standing Offer holders in this work stream, regardless of their rank if the call-up value is $25,000 or less (consult the List of Offerors and hourly rates) (page available on Government of Canada network only)
    • Must contact Public Works (PWGSC) by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca if the call-up value is more than $25,000. Only PWGSC is authorized to designate the Offeror that will deliver the services in this instance. Call-ups will be issued on a rotating basis among those holding a Standing Offer for this work stream

      The email to PWGSC must include the following:

      • The name of the learner or learners, if there are more than one
      • The applicable work stream, that is work stream 9A
      • The federal institution's name
      • The name and contact information (telephone number and email address) of the person coordinating the employee's training
      • The address where the training will be held
  • Work streams 9B, 9C, 9D and 10

    After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution will determine the applicable work stream and consult the List of Offerors and hourly rates (page available on Government of Canada network only) to know the designated Offeror

Step 4: Creation and issuance of call-up

The federal institution will register the employee by directly issuing a call-up to the Offeror identified by PWGSC. The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up.

When the training takes place in federal institutions, the SRCL form found in Annex C of the Standing Offer must also be provided to the Offeror to ensure that teaching resources have the required security clearance (Reliability).

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level or to maintain: A, B or C
  • the target language
  • the learning level (beginner, intermediate or advanced)
  • the start and end dates for each training session, if there are more than one
  • the total number of hours of training
  • the day(s) and number of hours of training per week
  • the required accommodations, if applicable
  • the address and room where the training session will be held if the services are provided in the federal institution's facilities
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the self-assessment , of the SLE test results or of any other placement test done by a third party

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than five (5) business days before the training start date.

Step 5: Training confirmation

  1. The Offeror must provide the federal institution with written confirmation at least two (2) business days of receiving the description of work, including:
    • The address and room where the training session will be held if the services are provided at the Offeror's facilities
    • The confirmation of available dates, day(s) and time(s) for the delivery of services
  2. For work stream 9A : Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing within one (1) business day of receiving the description of the work to be performed (call-up). The federal institution must contact PWGSC by email at achatsformationlinguistique.languagetrainingprocurement@tpsgc-pwgsc.gc.ca to obtain the name of another Offeror to issue a call-up

Step 6: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in part-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for part-time training (PDF, 207KB) (page available on Government of Canada network only)

Training cancellation and/or postponement

For more details on cancellation policy please consult clauses "13 and 14" found at Part A of the Standing Offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the Standing Offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of planned teaching hours, as indicated in the call-up, equivalent to the first 10 business days, up to the initial value of the call-up (refer to examples in clause 2.1 of Annex B - Basis of Payment of the Standing Offer)
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of planned teaching hours, as indicated in the call-up, for the first 10 business days, up to the initial value of the call-up (refer to examples in clause 2.2 of Annex B - Basis of Payment of the Standing Offer)
  3. Unforseen absences

    The federal institution will pay the Offeror for a learner's unforeseen absences when written notice was given less than 48 hours. These absences cannot be made up at the end of the training unless such an arrangement is approved by the federal institution by way of a call-up amendment. An unforeseen absence is an absence for a maximum of three (3) consecutive working days, no more than once a month, not identified in the call-up

2.2 Other Regions

Full-time group training and Pre-Second Language Evaluation courses on the Offeror's premises (work streams 1 and 2)

Note: Please refer to the work stream summaries to determine the streams applicable to each geographical area.

Step 1: Learner's language evaluation

Before registering for language training, learners must determine their language proficiency level. For full-time training, the language proficiency is established by the contractor via a language assessment. This assessment is developed by the contractor at the request of federal institutions and is mandatory for full-time training.

The language placement test will provide the information required to register the employee in the training:

  • the first step
  • the target language proficiency level
  • the steps required to reach the target level. (Refer to the CSPS GCpedia page for an example) (page available on Government of Canada network only)

Exceptions for the language assessment

  1. The language assessment is not required if a learning plan issued by the CSPS has been completed no more than 2 years prior the registration

  2. Pre-SLE Consolidation Course: The language placement test is not mandatory for learners who have already taken full-time training required steps and who, subsequent to a unsuccessful attempt at the Test of Oral Proficiency (TOP), wish to register in the Pre-SLE course (for a six (6) week duration)

Step 2: Creation and issuance of call-up

After receiving the employee's placement test, the federal institution will consult the schedule of sessions on Public Works and Government Services Canada's (PWGSC) website and register the employee at the preferred session by directly issuing a call-up to the Offeror (consult the List of Offerors and hourly rates) (page available on Government of Canada network only). The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up.

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level: A, B or C
  • the target language
  • the recommended first step in the learner's or learners' language assessment (for the first registration) or in the recommendation report for subsequent registrations (except for Pre-SLE courses)
  • the start and end dates for each training session, if there are more than one
  • the required accommodations, if applicable
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer;
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the language assessment

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than ten (10) business days before the training start date.

Step 3: Confirmation of group creation

Note: It is the Offeror's responsibility to form the training groups. However, the federal institution can do their own course loading by placing learners at the same learning level and starting at the same program step in groups (while ensuring that the maximum number of participants per group is respected).

  1. The Offeror must provide the federal institution with written confirmation at least five (5) business days before the start of training, including:
    • The address and room where the training session will be held
    • The confirmation of the training start date
  2. If candidates cannot be placed in a group for whatever reason (supplier capacity reached, insufficient number to form a group, etc.), the Offeror must provide the Standing Offer authority with the names of those candidates when it submits information on the composition of the groups

Step 4: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in full-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for full-time training (PDF, 224KB) (page available on Government of Canada network only)

Training cancellation

For more details on cancellation policy please consult clauses "14 and 15" found at Part A of the Standing Offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the Standing Offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: 100% of the initial value of the call-up
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training

    With or without a written notice: 100% of the initial value of the call-up.

Part-time group training on the Offeror's premises or at a federal institution (work streams 3, 4, 5 and 6)

Note: Please refer to the work stream summaries to determine the streams applicable to each geographical area.

Step 1: Evaluation for part-time training

Before registering for language training, learners must determine their language proficiency level. For part-time training, the federal institution will determine the learning level (beginner, intermediate or advanced) based on the learner's self-assessment and/or SLE test results and/or placement test done by a third party.

For the self-assessment, the proficiency level will be determined based on the results of the questionnaire completed by the learner.

Step 2: Selection of work stream according to target language and training location

The federal institution must determine which work stream will meet its needs, in accordance with the target language (English or French) and the training location.

  • Work stream 3: Part-time group training in French on the Offeror's premises
  • Work stream 4: Part-time group training in French at a federal institution
  • Work stream 5: Part-time group training in English on the Offeror's premises
  • Work stream 6: Part-time group training in English at a federal institution

Step 3: Selection of Offeror - Only for the Montreal area:

  1. The allocation of work to the Offerors is based on the « first right of refusal » principle. As a result, federal institutions must issue call-ups to the first ranked Offeror. In the event where this Offeror is unable to perform the work, federal institutions may submit the call-up to the Offeror ranked second. Please refer to clause 8.3 of the Standing Offers to know the ranking
  2. If the call-up value is $25,000 or less

    Federal institutions have two options. They can select one of the Offerors according to the first right of refusal work allocation method or issue a call-up to one of the two Offerors, regardless of their ranking

Step 4: Creation and issuance of call-up

  • Work streams 3 and 5: After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution will consult the schedule of sessions on the PWGSC website and register the employee at the preferred session by directly issuing a call-up to the Offeror
  • Work streams 4 and 6: After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution will register the employee by directly issuing a call-up to the Offeror. It must also provide the Offeror with the SRCL form found in Annex D of the standing offer to ensure that teaching resources have the required security clearance (Reliability)

The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up. (Consult the List of Offerors and hourly rates) (page available on Government of Canada network only)

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level or to maintain: A, B or C
  • the target language
  • the learning level (beginner, intermediate or advanced)
  • the start and end dates for each training session, if there are more than one
  • the day(s) and number of hours of training per week
  • the total number of hours of training required
  • the required accommodations, if applicable
  • the address and room where the training session will be held
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the self-assessment, of the SLE test results or of any other placement test done by a third party

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than ten (10) business days before the training start date.

Step 5: Confirmation of group creation (streams 3, 4, 5 and 6)

Note: It is the Offeror's responsibility to form the training groups. However, the federal institution can do their own course loading by placing learners at the same learning level in groups (while ensuring that the maximum number of participants per group is respected).

  1. The Offeror must provide the federal institution with written confirmation at least five (5) business days before the start of training, including:
    • The address and room where the training session will be held
    • The confirmation of the training start date
    • For work streams 4 and 6: The Offeror must also complete and submit a copy of the SRCL form for each proposed teaching resource. (This will allow confirmation that the offeror's resources are in compliance with the security requirements set forth in the standing offer)
  2. If candidates cannot be placed in a group for whatever reason (supplier capacity reached, insufficient number to form a group, etc.), the Offeror must provide the Standing Offer authority with the names of those candidates when it submits information on the composition of the groups
  3. For the Montreal area only:
    Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing and provide them with a list of unprocessed registrations within three (3) business days of receiving the description of the work to be performed (call-up). In this instance, the federal institution can issue a call-up to the second ranked Offeror (consult clause 8.3 of the standing offers)

Step 6: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in part-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for part-time training (PDF, 207KB) (page available on Government of Canada network only)

Training cancellation

For more details on cancellation policy please consult clauses "14 and 15" found at Part A of the standing offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the standing offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of planned teaching hours, as indicated in the call-up, for the first 10 business days, up to the initial value of the call-up
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training

    With or without a written notice: 100% of the initial value of the call-up

Full-time individual training (15-35 hours per week) on the Offeror's premises or at a federal institution (work streams 7A, 7B, 8A and 8B)

Note: Please refer to the work stream summaries to determine the streams applicable to each geographical area.

Step 1: Learner's language evaluation

Before registering for language training, learners must determine their language proficiency level. For full-time training, the language proficiency is established by the contractor via a language assessment. This test is developed by the contractor at the request of federal institutions and is mandatory for full-time training.

The language assessment will provide the information required to register the employee in the training:

  • the target language
  • the target level
  • the starting lesson
  • the number of hours to reach the target level. (Refer to the CSPS GCpedia page for an example) (page available on Government of Canada network only)

Exceptions for the language assessment:

Supplementary training after unsuccessful attempt at the Test for Oral Proficiency (TOP):
The language assessment is not mandatory for learners who have just completed language training to achieve levels B or C and who, having not achieved the target linguistic level, must take additional training (generally 3 to 6 weeks).

Step 2: Selection of work stream according to target language and training location

The federal institution must determine which work stream will meet its needs, in accordance with the target language (English or French) and the training location.

  • Work stream 7A: Full-time individual training in French on the Offeror's premises
  • Work stream 7B: Full-time individual training in French at a federal institution
  • Work stream 8A: Full-time individual training in English on the Offeror's premises
  • Work stream 8B: Full-time individual training in English at a federal institution

Step 3: Selection of Offeror - Only for the Montreal area:

  1. The allocation of work to the Offerors is based on the « first right of refusal » principle. As a result, federal institutions must issue call-ups to the first ranked Offeror. In the event where this Offeror is unable to perform the work, federal institutions may submit the call-up to the Offeror ranked second. Please refer to clause 8.3 of the standing offers to know the ranking
  2. If the call-up value is $25,000 or less:
    Federal institutions have two options. They can select one of the Offerors according to the first right of refusal work allocation method or issue a call-up to one of the two Offerors, regardless of their ranking

Step 4: Creation and issuance of call-up

After receiving the employee's language assessment, the federal institution will register the employee by directly issuing a call-up to the Offeror. The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up. (Consult the List of Offerors and hourly rates) (page available on Government of Canada network only)

When the training takes place in federal institutions (work streams 7B and 8B), the SRCL form found in Annex D of the standing offer must also be provided to the Offeror to ensure that teaching resources have the required security clearance (Reliability).

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level: A, B or C
  • the target language
  • the learning pace
  • the recommended first step in the learner's or learners' language assessment
  • the training start and end dates
  • the total number of training hours required
  • the day(s) and number of hours of training per week, if the training is less than 35 hours a week
  • the required accommodations, if applicable
  • the vacation days of the learner or learners, if there are more than one
  • the address and room where the training will be held if the services are provided in the federal institution's facilities
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the language assessment

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than five (5) business days before the training start date.

Step 5: Training confirmation

  1. The Offeror must provide the federal institution with written confirmation at least two (2) business days of receiving the description of work, including:
    • The address and room where the training session will be held if the services are provided at the Offeror's facilities
    • The confirmation of the training date, availability (days and times) for the delivery of services, or the training start date, if applicable; and
    • For work streams 7B and 8B: A completed copy of the SRCL form for each proposed teaching resource. (This will allow confirmation that the offeror's resources are in compliance with the security requirements set forth in the standing offer)
  2. For the Montreal area only:
    Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing and provide them with a list of unprocessed registrations within three (3) business days of receiving the description of the work to be performed (call-up). In this instance, the federal institution can issue a call-up to the second ranked Offeror (consult clause 8.3 of the standing offers)

Step 6: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in full-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for full-time training (PDF, 224KB) (page available on Government of Canada network only)

Training cancellation and/or postponement

For more details on cancellation policy please consult clauses "14 and 15" found at Part A of the standing offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the standing offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: 100% of the initial value of the call-up
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training

    With or without a written notice: 100% of the initial value of the call-up

  3. Unforseen absences

    The federal institution will pay the Offeror for a learner's unforeseen absences when written notice was given less than 48 hours. These absences cannot be made up at the end of the training unless such an arrangement is approved by the federal institution by way of a call-up amendment. An unforeseen absence is an absence for a maximum of three (3) consecutive working days, no more than once a month, not identified in the call-up

Part-time individual training (less than 15 hours per week) on the Offeror's premises or at a federal institution (work streams 9A, 9B, 10A, and 10B)

Note: Please refer to the work stream summaries to determine the streams applicable to each geographical area.

Step 1: Evaluation for part-time training

Before registering for language training, learners must determine their language proficiency level. For part-time training, the federal institution will determine the learning level (beginner, intermediate or advanced) based on the learner's self-assessment and/or SLE test results and/or placement test done by a third party.

For the self-assessment, the proficiency level will be determined based on the results of the questionnaire completed by the learner.

Step 2: Selection of work stream according to target language and training location

The federal institution must determine which work stream will meet its needs, in accordance with the target language (English or French) and the training location.

  • Work stream 9A: Part-time individual training in French on the Offeror's premises
  • Work stream 9B: Part-time individual training in French at a federal institution
  • Work stream 10A: Part -time individual training in English on the Offeror's premises
  • Work stream 10B: Part -time individual training in English at a federal institution

 Step 3: Selection of Offeror - Only for the Montreal area:

  1. The allocation of work to the Offerors is based on the « first right of refusal » principle. As a result, federal institutions must issue call-ups to the first ranked Offeror. In the event where this Offeror is unable to perform the work, federal institutions may submit the call-up to the Offeror ranked second. Please refer to clause 8.3 of the standing offers to know the ranking
  2. If the call-up value is $25,000 or less:
    Federal institutions have two options. They can select one of the Offerors according to the first right of refusal work allocation method or issue a call-up to one of the two Offerors, regardless of their ranking

Step 4: Creation and issuance of call-up

After receiving the self-assessment or SLE test results or any other placement test done by a third party, the federal institution will register the employee by directly issuing a call-up to the Offeror. The PWGSCTPSGC 942 form, Call-up Against a Standing Offer, or any other electronic document entitled "Call-up Against a Standing Offer" must be used to issue a call-up. (Consult the List of Offerors and hourly rates) (page available on Government of Canada network only)

When the training takes place in federal institutions (work streams 9B and 10B), the SRCL form found in Annex D of the standing offer must also be provided to the Offeror to ensure that teaching resources have the required security clearance (Reliability).

Federal institutions are encouraged to use the registration form created by PWGSC to facilitate the call-up process. This document will help ensure that all the necessary information is provided when issuing the call-up. When federal institutions use this form, they must annex it to the call-up.

The call-up must include:

  • the tombstone (that is: basics financial) information in the field of Call-up form
  • the name of the learner or learners, if there are more than one (a list of the names of the learners can be provided as an Annex)
  • the target level or to maintain: A, B or C
  • the target language
  • the learning level (beginner, intermediate or advanced)
  • the start and end dates of the training session
  • the total number of hours of training
  • the day(s) and number of hours of training per week
  • the required accommodations, if applicable
  • the address and room where the training session will be held if the services are provided in the federal institution's facilities
  • the firm all-inclusive hourly rate and total billable amount, in compliance with Annex B – Basis of Payment of the Standing Offer
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the training coordinator responsible for receiving all deliverables and answering questions related to the employee's training
  • the contact information (name, email address and mailing address, telephone number and name of the Federal Institution) of the person responsible for receiving and paying invoices
  • the authorized signature(s) of the federal institution's Project Authority
  • a copy of the self-assessment , of the SLE test results or of any other placement test done by a third party

The supplier may refuse the call-up if it is non-compliant or incomplete and thus result in the loss of processing priority of the call-up.

The federal institution must issue a call-up to the selected Offeror no later than five (5) business days before the training start date.

Step 5: Training confirmation

  1. The Offeror must provide the federal institution with written confirmation at least two (2) business days of receiving the description of work, including:
    • The address and room where the training session will be held if the services are provided at the Offeror's facilities
    • The confirmation of the training date, availability (days and times) for the delivery of services, or the training start date, if applicable
    • For work streams 9B and 10B: A completed copy of the SRCL form for each proposed teaching resource. (This will allow confirmation that the offeror's resources are in compliance with the security requirements set forth in the standing offer)
  2. For the Montreal area only:
    Should the Offeror prove to be incapable of performing the work because of a lack of capacity, it must notify the federal institution in writing and provide them with a list of unprocessed registrations within three (3) business days of receiving the description of the work to be performed (call-up). In this instance, the federal institution can issue a call-up to the second ranked Offeror (consult clause 8.3 of the standing offers)

Step 6: Pre-training preparation for learners

The Canada School of Public Service provides a learner's kit intended for employees registered in part-time language training. Federal institutions' training coordinators should ensure that all learners receive this kit and review the information before beginning their training.

The kit contains:

  • information on training programs, the approach and materials and administrative aspects
  • advice and techniques for learning a language
  • templates for reports that the supplier will send to the department throughout the training
  • information about the CSPS's satisfaction questionnaire
  • information on the complaint process

Participant kit for part-time training (PDF, 207KB) (page available on Government of Canada network only)

Training cancellation and/or postponement

For more details on cancellation policy please consult clauses "14 and 15" found at Part A of the standing offer and clauses "2.0 and 3.0" of Annex B - Basis of Payment of the standing offer.

The cancellation fees below will be applied for each learner for whom a cancellation or a postponement of training is requested:

  1. Cancellation or postponement prior to commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of planned teaching hours, as indicated in the call-up, for the first 10 business days, up to the initial value of the call-up
    • If the training is postponed, the federal institution will not pay the Contractor any fees or penalties. However, if training is postponed less than 10 business days before the training start date, the cancellation fees for notice of less than 10 business days will apply. The postponement of the training will not change the end date of the training planned in the call-up unless authorized by the federal institution through a call-up amendment
  2. Cancellation following commencement of training
    • Written notice given 10 or more business days: $0
    • Written notice given less than 10 business days: the contractor will be paid the number of planned teaching hours, as indicated in the call-up, for the first 30 business days up to the initial value of the call-up
  3. Unforseen absences

    The federal institution will pay the Offeror for a learner's unforeseen absences when written notice was given less than 48 hours. These absences cannot be made up at the end of the training unless such an arrangement is approved by the federal institution by way of a call-up amendment. An unforeseen absence is an absence for a maximum of three (3) consecutive working days, no more than once a month, not identified in the call-up