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Education Programs

January 2015 Page 1

Job Aid How to Prepare an FNIYES Youth Evaluation Master PDF

Before you begin

Adobe® Reader® X (version 10) is required to open and complete this PDF form. All other versions of Adobe® Reader® and other PDF readers (including Adobe® Pro) are not supported. Please verify the version of your Adobe® Reader® before you begin. Save your file using the command File > Save As to a location where the file will be easily retrieved. Remember to save your file often.

Note: Completing a Master Youth Evaluation PDF is only recommended if you have more than 5 Youth Evaluations to submit to AANDC. You can add Youth Evaluations to the master as they are received, i.e. you don’t need to wait until you have received all of your Youth Evaluations before you begin preparing your master PDF.

How to attach and compress a Youth Evaluation Report to a Master PDF

1. Open each individual Youth Evaluation and run the errors and warnings report.

2. Correct the errors before proceeding.

3. Make sure your Youth Evaluations follow a standardized naming convention so that they can be easily identified once attached to the Master Youth Evaluation PDF. e.g. Program Type - Youth Name

4. With the Master Youth Evaluation PDF open, click the button. This button will only be available on the Master PDF.

The Add Files dialogue box will open.

5. Select the Youth Evaluations you want to attach and click Open. You can select one or more at a time.

• To select a consecutive group of files, click the first item, press and hold down the Shift key, and then click the last item.

• To select a non-consecutive files, press and hold down the Ctrl key, and then click each item you want to select.

Tip: You may want to create a Master Youth Evaluation PDF for each FNIYES stream (Co-operative Education, ICT work, Mentored work and Summer work)

A progress bar will appear in the bottom right corner of your PDF. Adding multiple Youth Evaluations at the same time can take some time.

Once complete, the Attachments view will automatically display the added Youth Evaluations.

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January 2015 Page 2

6. Next, click the button.

A progress bar will appear in the bottom right corner of your PDF. Compressing multiple Youth Evaluations at the same time can take some time.

Once complete, the Youth Evaluations will be converted to XML format. To continue to view and/or edit Youth Evaluation data (as if in a PDF), please use the steps in the next section. Please do not open an XML file directly, as data is displayed among XML code with no PDF formatting.

You will also notice that one of the compressed Youth Evaluations will be displayed. This is referred to as the Active Youth Evaluation.

7. Click the Save Active Youth Evaluation/Master PDF button. 8. As you receive more Youth Evaluations, repeat steps #1-7.

How to view/edit a compressed Youth Evaluation

1. Click on the View/Edit compressed Youth Evaluation button.

A list of the attached & compressed Youth Evaluations will be displayed.

2. Select the Youth Evaluation you wish to View/Edit.

The selected Youth Evaluation will be loaded inside the Master PDF. This Youth Evaluation now becomes the active file.

3. If you have made edits to the active Youth Evaluation, go to the first or last page of the PDF and click the button to ensure no errors have been introduced.

4. Once you have completed your changes, click the Save Active Youth Evaluation/Master PDF button. You must save your changes before viewing or editing another Youth Evaluation otherwise your edits will be lost.

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Workflow

Education Programs

January 2015 NCR-#6597983 Page 1

Job Aid How to Submit Protected A and B Documents: Proposal and Report PDFs Purpose This document describes how to submit COMPLETED AANDC Education Program Protected A and B documents: Proposal and Report PDFs.

These PDFs have the following security designations:

Protected A documents contain personal information such as birth date, address, telephone number, specific salary figures etc. If this information were disclosed it could cause embarrassment and be considered a loss of privacy.

Protected B documents contain personal information such as Indian Registry numbers and if disclosed could result in the loss of personal privacy. These documents also include financial information that could result in loss of competitive edge. For example, if your proposal for funding was not transmitted securely another organization could have access to your proposal.

In the top right hand corner of the PDF, you will see the security designation of the PDF you are completing.

The table below outlines the Proposal and Report documents that are Protected A and B:

Protected A Protected B

Cultural Education Centres Program Report Cultural Education Centres Program Proposal

First Nation and Inuit Youth Employment Strategy Report

First Nation and Inuit Youth Employment Strategy Proposal First Nation Student Success Program

Report First Nation Student Success Program Proposal Indspire Report Indspire Proposal

New Paths Program Report New Paths Program Proposal

Post-Secondary Partnerships Program Report

Post-Secondary Partnerships Program Proposal

Invoices for Educational Services Report Annual Post-Secondary Student Register Report

School Evaluation Report Nominal Roll Report

Second Level Services Report

Special Education Report

Protecting your data The most secure method of obtaining and submitting your data is to use the AANDC Services Portal and GCIMS.

AANDC has also provided some Recipients with encrypted USB keys so you can keep your information confidential and secure. AANDC recommends that you use this encrypted USB key which was approved by the Information Management Branch.

Make sure to label the USB key according to the highest information security classification level of the documents stored on it. For example, Nominal Roll information is labeled Protected B.

Education Programs


For information on how to use the encryption features, please refer to the training materials provided with your USB keys or contact AANDC National IT Service Desk (see Contacting AANDC document under the View Instructions button.)

Important: The security measures described here are the recommended minimum. You can apply greater security protection to your data at any time.

Submitting Protected B Proposal PDFs All Proposal PDFs are classified as PROTECTED B.

Use one of the following ways to submit a Proposal PDF to AANDC:

• Submit through GCIMS. This is the recommended method.

• Mail or courier an encrypted USB key with completed PDF to your Regional Office

Note: For Regional contact information see the document Contacting AANDC that is found under the View Instructions button.

Submitting Protected A and B Report PDFs Use one of the following ways to submit a Report PDF to AANDC:

• Submit through the AANDC Services Portal. This is the recommended method.

• Mail or courier an encrypted USB key with completed PDF to your Regional Office.

Classification of Report Portal Encrypted USB

Email

Protected A

Protected B

Note: To learn how to submit a PDF through the Portal, follow the steps in the procedure below.

Submit through the Portal: 1. Log into the AANDC Services Portal at https://services.aadnc-aandc.gc.ca.

2. In the Recipient Report Status service window, select the Fiscal Year and the Status –

All (excluding Accepted and Cancelled). Click Search.

https://services.aadnc-aandc.gc.ca/

AANDC Services Portal


3. Locate the program report PDF you need. Click Submit in the Due/Action column.

4. Click Browse to display Windows Explorer. Select the PDF in your file structure and

click OK.

The file path for the PDF will appear in the Browse field.

5. Click Next to upload the PDF.

A screen will appear showing the additions and deletions if the PDF was updated. This provides a brief outline of the changes from the original submission.

6. Click Next and then click the Validate button.

The Errors and Warning tab will appear.

7. Correct all the errors so you can submit the report PDF.

8. When the report is free of errors, re-upload the new version of the report (see step #4)

and click Submit.

9. A green check mark will appear confirming that your Report has been received by

AANDC.

Aboriginal Affairs and Northern Development Canada

First Nations and Inuit Youth Employment Strategy – Summer Work Experience Program

National Program Guidelines 2014-2015

For information regarding reproduction rights, please contact Public Works and Government Services Canada at: 613-996-6886 or at: [email protected] www.aandc-aadnc.gc.ca 1-800-567-9604 TTY only 1-866-553-0554 English version (PDF) QS-6299-000-EE-A1 Catalogue: R41-13/2013E-PDF ISSN: 2291-4374 © Her Majesty the Queen in Right of Canada, represented by the Minister of Aboriginal Affairs and Northern Development, 2013 This Publication is also available in French under the tilte: Stratégie d’emploi pour les jeunes Inuits et des Premières Nations : Programme Expérience emploi été - Lignes directrices nationales 2014-2015

First Nations and Inuit Summer Work Experience Program National Program Guidelines

Table of Contents

1 Introduction ........................................................................................................................ 1

2 Objectives ........................................................................................................................... 1

3 Outcomes ........................................................................................................................... 1

4 Activities ............................................................................................................................. 1

5 Eligibility Requirements .................................................................................................... 2

6 Proposal Process ............................................................................................................... 2

7 Eligible Expenditures ......................................................................................................... 4

8 Ineligible Expenditures ...................................................................................................... 4

9 Maximum Program Contribution ....................................................................................... 5

10 Monitoring and Accountability .......................................................................................... 5

11 Reporting Requirements ................................................................................................... 5

12 Contact Information ........................................................................................................... 5

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1 Introduction

The First Nations and Inuit Summer Work Experience Program (SWEP) is one of two programs that Aboriginal Affairs and Northern Development Canada (AANDC) administers under the First Nations and Inuit Youth Employment Strategy (FNIYES).

2 Objectives

The SWEP has the following objectives:

• To help youth acquire skills by providing wage subsidies for their summer work experience; • To assist First Nations and Inuit secondary and post-secondary students in preparation for

future entry into the labour market by enabling them to obtain employment experience; and • To help students acquire employability skills, to support them in financing and furthering

their education and to provide students with career and labour market information and assistance in finding summer or short-term employment.

These objectives are consistent with, and support, the overall objectives of the Government of Canada’s YES Summer Work Experience Program.

3 Outcomes

Key expected outcomes/results of the Summer Work Experience Program are:

• Increased awareness of the benefits of education; and • Enhanced employability skills for participating First Nations and Inuit youth.

4 Activities

The activities will support work experience opportunities during the summer months for First Nations and Inuit secondary and post-secondary students.

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5 Eligibility Requirements

5.1 Eligible Recipients Eligible recipients are First Nations and Inuit governments and organizations.

Eligible recipients may then enter into agreements with private sector and non-profit sector employers to access employment opportunities for youth.

5.2 Eligible Participants Eligible participants are:

• First Nation and Inuit secondary and post-secondary students aged 15 to 30 inclusive; • ordinarily resident on reserve or in recognized communities or on community lands; • legally entitled to work in Canada; and • registered as full-time students during the preceding academic year and who intend to

return to school on a full-time basis in the next academic year.

6 Proposal Process

All funding for the FNIYES will be based on approved proposals. Proposals are selected on the basis of meeting program objectives.

Applicants must submit detailed proposals for the activities to be undertaken over the course of the agreement, clearly stating how the proposed activities will further the objectives and expected results of this program.

Eligible proposals must:

• Be in accordance with these program guidelines; • Be gender-balanced; • Outline the activities that support any or all of the above objectives; • Demonstrate that the activities will provide assistance only to eligible participants; • Provide an estimate of eligible costs to be incurred, including any share to be borne by

partners; and • Outline the results to be achieved. Note: The placement must provide a minimum of 80 hours of work.

Submission of Proposals Only complete electronic proposal templates will be considered for assessment.

To access the proposal template, log on to the AANDC Services Portal. If you do not have access to the AANDC Services Portal, contact your regional office, or if you are a national recipient, write to [email protected]. The proposal template is also available on AANDC's website. The proposal template is also available on AANDC's website.

Deadline for Submission of Proposals May 1

Page 2

https://as-sa.aadnc-aandc.gc.ca/vpn/tmindex.html

http://www.aadnc-aandc.gc.ca/eng/1100100033694/1100100033695

mailto:[email protected]




Assessment Criteria All proposals will be assessed by the following criteria:

• Capability: The experience and capacity of the recipient (and identified project leader, where applicable) to manage the implementation of the activities within their proposal successfully and complete the proposed employment initiative in a timely manner;

• Comparability: The extent to which the proposed initiative is comparable with programs and services provided by provincial schools within the locality of the First Nation;

• Implementation Activities: The extent to which the proposal aligns with eligible activities and meets program objectives. The assessment will consider timelines, cost-effectiveness and the degree to which the activities will result in expected outcomes;

• Project Management: How the initiative/project will be managed, including project governance, management of project scope, human resources, risk management, and project monitoring, control and reporting;

• Project Costs: Realistic assessment of estimated total costs and a justification of the level of funding required; and

• Cooperation and Partnerships: with other governments, employers, community-based organizations and interested organizations to encourage strategic partnerships, minimize overlap or duplication and operate in synergy with other related employment, entrepreneurship, economic development and social programs.

Note: Meeting these criteria does not guarantee funding from the First Nations and Inuit Summer Work Experience Program.

Review and Approval of Proposals AANDC regional or headquarters staff will review and approve proposals. A written response will be sent to applicants to confirm whether, or not, their proposal has been approved for funding.

Funding will be available in the form of a one-year Set or Fixed contribution. The results of the General Assessment (GA) of each recipient may impact the recipient’s ability to access certain funding approaches. Information on funding approaches and the GA can be found through the Transfer Payments page on the AANDC website.

Page 3



7 Eligible Expenditures

The recipient will determine the wage rate for participants. It must be at or above the applicable provincial/territorial minimum wage.

Eligible expenditures include:

• Participant wages and mandatory employment-related costs including the gross employee share of CPP, QPP, EI, vacation pay, WCB/CSST (Quebec) and where applicable, health insurance premiums; wage costs per participant will meet or exceed the applicable minimum wage in the province/territory where the work placement occurs;

• Other necessary costs directly related to a work placement, including (but not limited to): criminal record check, required uniforms, personal safety gear (e.g. work boots, safety hats) up to a maximum of $300 per participant;

• Actual cost for special equipment and facilities to accommodate the needs of a disabled individual up to a maximum of $3,000, if applicable;

• Administration costs that must not exceed 10% of the sub-total amount requested before administration costs. The program’s Data Collection Instrument (DCI) will automatically calculate the amount. Eligible administration costs include (but are not limited to): o office/general expenses; o materials; o supplies; o advertising; o communication and printing costs; and o professional services.

Note: Further distribution of funds by AANDC’s funding recipients: When a funding recipient further transfers, to a Third Party, funds that were received under this program, the 10% allowed for administration costs must be divided between the parties, as agreed to between the parties. The total administration costs retained by all parties must not exceed 10% of the sub-total amount requested before administration costs.

8 Ineligible Expenditures

• Infrastructure or equipment purchases (e.g. computers and software); and • Capital costs for construction of a building (other than small repairs or renovations to

support the participation of persons with disabilities) or the purchase of land or buildings.

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9 Maximum Program Contribution

The initiative is nationally and regionally based and proposal-driven.

The non-profit sector is eligible to receive a contribution of up to 100% of the applicable wage, plus mandatory employment-related costs (MERC), while the private sector is eligible to receive up to 50% of the applicable wage only.

Note: Where a participant with disabilities is hired, all employers are eligible to apply for 100% of the wage. A maximum contribution of $3,000 per participant may be available, on an actual cost basis, for special equipment and facilities to accommodate the student's needs.

10 Monitoring and Accountability

AANDC is committed to providing assistance to recipients in order for them to effectively carry out the obligations contained in each funding agreement. Regional offices and other departmental contacts are available to answer questions and provide guidance related to AANDC programs and funding.

To ensure that program terms and conditions and funding criteria are being met, that funds are expended on the intended purposes, and that AANDC's accountability to Parliament is being met, in-office and on-site monitoring and compliance activities will be conducted with all recipients.

11 Reporting Requirements

The reporting requirements are listed in the recipient’s funding agreement. To access the reports (Data Collection Instruments), log on to the AANDC Services Portal. If you do not have access to the AANDC Services Portal, contact your regional office, or if you are a national recipient, write to [email protected]. Reports are also available on AANDC's website.

12 Contact Information

For further program information, please visit the First Nations and Inuit Summer Work Experience Program page.

The regional offices coordinates can be found on the Contact Regional Offices page.

You can also write to:

Education Branch Aboriginal Affairs and Northern Development Canada 10 Wellington Street GATINEAU QC K1A 0H4 Fax number: (819) 934-1478 [email protected]

These National Program Guidelines can be downloaded from AANDC’s website, in the Education section. They can also be accessed through the View Instructions button on the first page of this program's Data Collection Instrument (DCI).

Page 5











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January 2015 Page 1

Job Aid Contacting AANDC Contact your AANDC Regional Office for further information on how to access the forms, how to get access to the AANDC Services Portal and EIS, or if you experience any technical difficulties in completing the forms.

Refer to the list of e-mail addresses and mailing addresses to contact your AANDC Regional Office:

Region Email Address Mailing Address

Alberta [email protected]

Alberta Regional Office 630 Canada Place 9700 Jasper Avenue Edmonton, AB T5J 4G2

Atlantic [email protected] Atlantic Regional Office P.O. Box 160 40 Havelock St. Amherst, NS B4H 3Z3

British Columbia [email protected] British Columbia Regional Office 1138 Melville Street, Suite 600 Vancouver, BC V6E 4S3

Headquarters/NCR [email protected] Education Branch Aboriginal Affairs and Northern Development Canada 10 Wellington Street North Tower Gatineau QC K1A 0H4

Manitoba [email protected]

Manitoba Regional Office 365 Hargrave Street Room 200 Winnipeg, MB R3B 3A3

Northwest Territories

[email protected]

N.W.T. Regional Office P.O. Box 1500 4923 - 52nd Street Yellowknife, NT X1A 3Z4

Nunavut [email protected]

Nunavut Regional Office Qimugjuk Building PO Box 100 Iqaluit, NU X0A 0H0

Ontario [email protected] Toronto Regional Office 25 St. Clair Avenue East, 8th floor Toronto, ON M4T 1M2

Sioux Lookout Business Centre 100 Anemki Place, Suite 101 Fort William First Nation, ON P7J 1A5

Sudbury Business Centre 40 Elm Street, Suite 290 Rainbow Centre, 2nd Floor Sudbury, ON P3C 1S8

Thunder Bay 100 Anemki Place, Suite 101 Fort William First Nation, ON P7J 1A5













AANDC Services Portal

January 2015 Page 2

Region Email Address Mailing Address

Ontario (continued) [email protected] Brantford Business Centre 58 Dalhousie Street, 3rd floor P.O. Box 1960 Brantford, ON N3T 5W5

Québec [email protected] Quebec Regional Office Place Jacques-Cartier Complex Suite 400 320 St. Joseph Street East Québec, QC G1K 9J2

Saskatchewan [email protected]

Saskatchewan Regional Office 1827 Albert Street Regina, SK S4P 2S9

North Central District 110 - 3601 - 5th Avenue East Prince Albert, SK S6V 7V6

South Budget Centre Treaty Four Governance Centre Second Floor, Room 210 P.O. Box 760, 740 Sioux Avenue Fort Qu'Appelle, SK SOG 1S0

Yukon [email protected]

Yukon Regional Office 300 Main Street, Room 415C Whitehorse, YK Y1A 2B5

National IT Service Desk

[email protected] 1-866-795-6465








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January 2015 Page 1

Job Aid How to Obtain Pre-populated Report PDFs Purpose This document describes how to obtain pre-populated report DCIs in PDF format for proposal-based education programs to AANDC. The education programs include:

• Cultural Education Centres • New Paths for Education • First Nation Student Success • Education Partnerships • Post-Secondary Partnership • First Nation and Inuit Youth Employment Strategy • Indspire

Obtaining a Pre-populated Report PDF When you are reporting on funding for proposal-based education programs, the PDF can be pre-populated with data taken directly from the proposal. The pre-population will reduce the reporting burden as all approved activity and budget information will be included in the pre-populated report.

There are two ways to obtain a pre-populated report PDF:

• Download from the AANDC Services Portal • Obtain from your Regional Office

Note: For Regional contact information see the Contacting AANDC document attached to the PDF under the View Instructions button.

Download from the AANDC Services Portal: To get a pre-populated report:

Note: This example features the New Paths for Education Report. Follow the same steps for the other proposal-based program reports.

1. Log onto the AANDC Services Portal at https://services.aadnc-aandc.gc.ca.

2. When the Recipient Report Status service window opens, your organization’s name will

appear in the Recipient line. Select the Fiscal Year and the Status – All (excluding Accepted and Cancelled). Click Search.

https://services.aadnc-aandc.gc.ca/

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January 2015 Page 2

3. In the Recipient Report Status service window locate the program report DCI. Click Submit in the Due/ Actions column.

The Portal will display the report. The Start chevron will be highlighted in yellow.

4. Select the Rollover proposal to report radio button. Then select the Proposal Title radio button.

5. Click Next.

The Validate chevron will be highlighted in yellow.

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January 2015 Page 3

6. Click Master/Sub –report PDF to download a PDF that has each Reporting Organization's information attached as a sub-report to the master PDF.

Important: Downloading an Adobe form may take a few minutes!

Obtain from your Regional Office: Your Regional Office is able to pre-populate the report in the Portal and send you the report PDF before the report is due.

Education Programs

January 2015 FNIYES Report Quick Reference Page 1

Quick Reference First Nation and Inuit Youth Employment Strategy Report

Before you begin


Complete the following information first

Report Identification Verify the fiscal year and reporting period. Enter the same title as the approved proposal.

Organization Identification Answer the question “Are you the Recipient of funds directly from AANDC?”

Yes No

Applies when you are the Recipient or you are completing the report on behalf of the Recipient.

Applies when you received funds from the Recipient (not AANDC)

Recipient No. = your 4 digit Recipient Number (add leading zeros “0” if necessary)

Recipient No. = the 4 digit Recipient Number of the Organization who received funding from AANDC (add leading zeros “0” if necessary)

Recipient Name = your Organization name Recipient Name = Name of the Organization who received funding from AANDC

Organization = the Recipient (You again) Organization = your Organization

Complete all mandatory fields marked with an asterisk (*).

Important: This document shows all the possible sections in the Report form. The form displays only those sections that are relevant to you. If you do not see a section, it is because AANDC does not require that information at this time. Once you have completed the identification sections, click on the Expand All button in order to fully display all sections that must be completed before submission.

Complete the following information at any time

Reporting Organization • The List of Reporting Organizations appears only if you are the Recipient of

funds directly from AANDC and your Organization Type is either a Regional First Nation Organization or Inuit Organization.

• Use this section to list the organizations that are providing you with their Report information in separate PDF forms.

• Select the checkbox to attach a file to this form.

Contact Information • Provide a minimum of one primary contact. • Answer the question “Do you want to specify a secondary contact?”

List of Clients Served • Click Add Client. • Add a client for each First Nation community that received services. • Complete Extent of Service Provided.

Partners (Optional) • To identify a Partner click the Add Partner Organization button and

complete all mandatory fields.

Education Programs


Supporting Documents (Mandatory) • All Youth Evaluations must be added to this section. • To attach a Youth Evaluation or a Youth Evaluation Master PDF click Add

Document and select type Youth Evaluation from the drop down list of Type of Supporting Document.

• Complete all other mandatory fields.

Complete the following information in the order as shown

Step 1: Activities Undertaken and Result Achieved • Update or add Objectives and Activities that match the program proposal

data. If your report has been pre-populated from the proposal the Objectives and Activities will appear automatically.

• Complete all mandatory fields (*).

Step 2: Audience • Add Audience and enter the actual number of audience members reached

for each activity.

Step 3: Expenses (by Objective) • Add Expense Types, Amounts and an Explanation for each Objective.

Step 4: Program Administration Costs • Enter the total Program Administration Costs and provide an Explanation.

Step 5: Costs • Click Calculate to populate the costs summary table. Remember to click

Calculate again if the Expense amounts are updated.

Step 6: View PDF Errors • Go to the top of the first page or the bottom of the last page of your PDF and

click the View PDF Errors button. • Errors will be outlined in red . Fix all PDF Errors to ensure efficient

processing of your proposal.

Step 7: Declaration • Enter the identification details of the person who has reviewed the

information provided in this Report.

What’s New

In order to improve the issue around submitting a large number of Youth Evaluations you will now be able to assemble and compress all Youth Evaluations into a Youth Evaluation Master PDF. All mandatory fields are now all marked with an asterisk*. The View PDF Errors button has been added to all education proposals and reports in order assist you with the review process. This button will generate a report of missing mandatory information. It is highly recommended that you check your proposal/report for missing data before submitting it to AANDC. Administration costs can now be any value (including $0.00) up to 10% of the total program costs.

Things to Remember

The reporting requirements are listed in the recipient’s funding agreement. To access the reports (Data Collection Instruments), log on to the AANDC Services Portal. If you do not have access to the AANDC Services Portal, contact your regional office, or if you are a national recipient, write to [email protected].

In the section Activities Undertaken and Result Achieved, you can now enter an Expense as many times as you like. This will help you organize the details you provide. Describe Work Placements in Activities Undertaken and Result Achieved. Here, you will select the applicable Objective which is a combined list of Summer Work and Skills Link objectives. For work placements, select the activity Coordinate Work Placements and detail each type of job. Use the Audience list to indicate the number of students or youth who either participated in an activity or received a work placement. When you enter Expenses, use the Explanation field to describe in how you arrived at the reported cost for that item.





Education Programs


Frequently Asked Questions

Q: How do I use a PDF form when there are many authors? A: We recommend using a Microsoft Word document to compose the different sections of the report. This way, you can share the word document and compile documents from different authors. You can also format the text as you like and then copy and paste it into the PDF form. For more information on formatting text, see the document How to Use Adobe Forms that is attached to the PDF form. Q: What do I do if the youth leaves the work placement and before completing the Youth Evaluation? A: The Program Administrator should complete the first section of the Youth Evaluation.

Workflow Diagram


First Nations and Inuit Youth Employment Strategy Report

List of Data Fields 2014-2015

Version 1 DCI No. 1898219 CIDM No. 6838350

FNIYES Report List of Data Fields

August 2014 Page i

Table of Contents Overview ......................................................................................................................... 1

Report Identification ........................................................................................................ 1

Organization Identification ............................................................................................... 2

List of Reporting Organizations ....................................................................................... 5

Contacts .......................................................................................................................... 6

Clients Served and Work Placements ............................................................................. 8

Delivery Organization .................................................................................................. 8

Contact Information ..................................................................................................... 8

Client Information ....................................................................................................... 11

Objective .................................................................................................................... 12

Activity ....................................................................................................................... 13

Activities Undertaken and Results Achieved ................................................................. 14

Objective .................................................................................................................... 14

Activity ....................................................................................................................... 15

Audience .................................................................................................................... 16

Expenses ................................................................................................................... 17

Summary of Expenses ............................................................................................... 18

Costs ............................................................................................................................. 19

Partners ......................................................................................................................... 20

Supporting Documents .................................................................................................. 22

Declaration .................................................................................................................... 23


August 2014 Page 1

Overview This document shows all the possible data fields in the First Nations and Inuit Youth Employment Strategy Report form (DCI No.1898219). When you indicate your type of organization, the form displays only those sections that are relevant to you. If you do not see a section, it is because AANDC does not require that information at this time.

Report Identification This section of the form is used for identification and tracking purposes. The fiscal year and reporting period are automatically filled with the relevant information.

Note: The red asterisk ( * ) indicates mandatory fields. You must complete these fields in order to prevent errors when you Validate the DCI in the AANDC Services Portal.

The fields in this section are:

Field Description Action

Fiscal Year * This fiscal year is entered automatically.

Period * The time period on which you are reporting

Select the time period. If there is only one option, it appears automatically.

Title of the approved proposal for which this report is being submitted

* Title of the approved proposal for which this report is being submitted

Enter the official title of the project as entered on the proposal.


August 2014 Page 2

Organization Identification This section is used to identify the organization completing the report and the Recipient who has the reporting requirement with AANDC.

To learn how to search for an Organization Name or Number, see the document How to use Adobe Forms that is attached to the PDF under the View Instructions button.




Are you the RECIPIENT of funds directly from AANDC?

*

This is a Yes or No answer that causes the PDF to display only those sections that are relevant to you.

Select Yes if you receive funding directly from AANDC or if you are preparing a master report for the Recipient.

Select No if you receive funding from an organization other than AANDC.

Recipient No. * The recipient ID number as assigned by AANDC

Important: Make sure to enter a 4-digit number. Add zeroes (0) in front if necessary.

Recipient Name The official name of the Recipient of AANDC funds

Enter the name of the Recipient.

Organization Type * A dropdown list of possible organizations that could complete a report.

Select your type of organization.

If you indicate First Nation Chief and Council, the Organization Name becomes a search field.


August 2014 Page 3


Organization Name * The official name of your organization

Enter or search for the Organization Name.

This field is automatically populated when you enter the Organization No. in the next field.

Organization No. *

The organization's identification number, if available.

This field is only mandatory if the organization has an identification number.

Enter the organization's identification number.

This field is automatically populated when you enter the Organization Name in the previous field.

Telephone No. * The organization's telephone number

Enter the 10-digit telephone number with no spaces, hyphens or parentheses.

This field is automatically formatted.

Extension No. The extension number, if applicable Enter up to 5 digits.

Fax No. The organization's facsimile number

Enter the 10-digit fax number with no spaces, hyphens or parentheses.


E-mail Address The e-mail address of the contact, if available

Enter the e-mail address in the format [email protected].

Web site The home page URL for the organization's web site

Enter the URL in the format www.workplace.ca.


August 2014 Page 4

Mailing Address


Number, Street, Apartment, P.O. Box *

The address or P.O. Box at which the party can be reached by mail.

Enter the civic address, street name; the apartment or suite number, if applicable.

Enter the post office box number, if applicable.

Maximum 75 characters.

City/Town * Enter the municipality.

Province or Territory * Select the province or territory.

Country This field is set to Canada by default.

Postal Code * Enter the postal code in the format A9A 9A9.


August 2014 Page 5

List of Reporting Organizations Use this section to list the organizations that are providing you with their information in separate PDF forms or XML files exported from their SIS.




Reporting Organization Type *

The type of organization that is providing you with their FNIYES information

Defaults to Elementary/Secondary School.

Reporting Organization Name * The official name of the

organization Enter or search for the name of the organization.

Reporting Organization No. * The school number.

If applicable, this field is automatically populated when you enter the Reporting Organization Name in the previous field.

File name Attached

A check box to attach a completed PDF form or XML file that a Reporting Organization has sent to you.

Click this check box to attach a completed form or XML file that a Reporting Organization has sent to you.


August 2014 Page 6

Contacts The Primary Contact is the person who is responsible for the DCI when completed.

The Secondary Contact is the back-up contact in case the Primary Contact is unavailable.




Given Name * The given name or first name Enter the given name.

Family Name * The family name or surname Enter the family name.

Title/Position * The contact's job title or position Enter the job title or position.

Telephone No. * The contact's telephone number




Fax No. The contact's facsimile number, if available






August 2014 Page 7

Mailing Address








Province or Territory Select the province or territory.


Postal Code Enter the postal code in the format A9A 9A9.

Street Address












August 2014 Page 8

Clients Served and Work Placements Delivery Organization

Make sure there is a Delivery Organization for every employer that provided a work placement.



Delivery Organization Type * The type of organization

completing the report

Automatically copied from the Organization Identification section.

Delivery Organization Name * The official name of the

organization

Delivery Organization No. *

The organization's identification number, if available.

This field is only mandatory if the organization has an identification number.

Contact Information





Title/Position * The contact's job title or position Enter the job title or position.


August 2014 Page 9


Telephone No. * The contact's telephone number




Fax No. The contact's facsimile number, if available





Mailing Address












August 2014 Page 10

Street Address












August 2014 Page 11

Client Information

Make sure there is a Client for each community whose youth or students participated in FNIYES.

To learn how to search for a Client Name or Number, see the document How to use Adobe Forms that is attached to the PDF under the View Instructions button.




Client Type * A dropdown list of possible client types

Select a type of client from the list.

If you indicate First Nation Chief and Council, the Client Name becomes a search field.

Client Name * The official name of the client

Enter or search for the Client Name.

This field is automatically populated when you enter the Client No. in the next field.

Client No. * The client's identification number, if applicable

Enter the client's identification number.

This field is automatically populated when you enter the Client Name in the previous field.


August 2014 Page 12

Objective




Objective * A dropdown list of possible objectives

Click the blue plus signs ( + ) to expand each objective section and enter data.

Extent of service provided *

Indicate the extent to which the service was provided as described on the approved proposal.

Select Fully, Partially, or Not at all.

Reason not fully provided

This field is enabled if the Extent of service provided is not Fully met.

This field is mandatory if the Extent of service provided is not Fully.

If applicable, select a reason from the list.

Explanation

A detailed explanation for why the service was not fully provided


Enter a detailed explanation.


August 2014 Page 13

Activity

Note: This section only appears for recipients who provided ICT services.




Activity Type *

For more information see the National Program Guidelines attached to the PDF.

This field defaults to Pay for Internet service provider user fees.

Activity Name *

If the Activity Name is not unique, the FNIYES Report will not pass validation when you upload it into the AANDC Services Portal.

Enter the Activity Name.


Indicate the extent to which the activity was completed as described on the approved proposal.



This field is enabled and mandatory if the Extent Completed is not Fully.


Explanation

A detailed explanation for why the activity was not fully completed.

This field is mandatory if the Extent Completed is not Fully.



August 2014 Page 14

Activities Undertaken and Results Achieved Objective




Objective * A dropdown list of possible objectives

Click the blue plus signs ( + ) to expand each objective section and enter data.


Indicate the extent to which the service was provided as described on the approved proposal.



This field is enabled if the Extent of service provided is not Fully met.



Explanation

A detailed explanation for why the service was not fully provided




August 2014 Page 15

Activity




Activity Type *

A list of possible activities for the Objective.

For more information see the National Program Guidelines attached to the PDF.

Select an Activity from the list.

Activity Name *

If the Activity Name is not unique, the FNIYES Report will not pass validation when you upload it into the AANDC Services Portal.

Enter the Activity Name.

For work placements, the Activity Name should be a job title.

Extent Completed *

Indicate the extent to which the activity was completed as described on the approved proposal.


Reason not fully completed

This field is enabled and mandatory if the Extent Completed is not Fully.


Explanation

A detailed explanation for why the activity was not fully completed.

This field is mandatory if the Extent Completed is not Fully.


Activities Undertaken *

A narrative description of the activities undertaken as compared with what was planned.

Enter a narrative description.


August 2014 Page 16


Results Achieved *

A narrative description of the results achieved as compared with what was planned.

Enter a narrative description.

Audience




Audience Type * A list of possible audience types.

Select an Audience Type from the list.

Target Number Automatically populated from the approved proposal.

Number Reached * The number of individuals reached by this activity

Enter the number of individuals reached.


August 2014 Page 17

Expenses




Expense Type * A list of possible Expense Types. Select an item from the list

Amount Approved Automatically populated from the approved proposal.

Amount Spent * The amount spent on this Activity for this objective Enter the amount spent.

Explanation * An explanation of any variances between the amount approved and spent.

Enter an explanation.

Total Automatically calculated


August 2014 Page 18

Summary of Expenses

This section is a summary of all amounts requested from AADNC by your organization and is where you enter administration costs.




Sub-Total Amount Requested before Administration Costs

A sub-total before administration costs. This field is automatically calculated.

Program Administration Costs * The cost for administration

for this fiscal year.

Enter the cost for administration for this fiscal year. The currency is automatically formatted.

Explanation * A detailed explanation or description for the Administration Cost.

Enter a detailed explanation or description.

Total Requested This field is automatically calculated.

Program Administration Costs (Percentage)

This field displays the cost for administration expressed as a percentage of the FNIYES funding before Administration Costs. It should not exceed 10% of the total cost of the project. This field is automatically calculated.


August 2014 Page 19

Costs This table is automatically populated from the Expenses section.



* A tool to pull objectives and expense types into the summary table

The information that appears in this table appears automatically when you click

the button.

The calucations are drawn from the amounts that are entered in the Expenses section.

The amount for Administration Costs is the amount entered in the Summary of Expenses section.

Expense Type A list of expenses that were provided

Amount Approved Automatically populated from the proposal

Amount Spent The total amount spent; currency automatically formatted

Sub-Total: <Objective> A sub-total of expenses by objective; automatically calculated

Sub-Total before Administration Costs

A sub-total of all expenses before administration costs; automatically calculated

Administration Costs The total amount spent on program administration.

Total

This field displays the total amount spent for the First Nations and Inuit Youth Employment Strategy including Administration Costs; automatically calculated.


August 2014 Page 20


Administration Costs (percentage)

The relative amount of Administration Costs compared to the total of costs for FNIYES activities. It should not exceed 10% of the Sub-Total before Administration Costs; automatically calculated.

Partners A Partner is an organization that you expect to provide or has provided funding or in-kind contributions to the project.




Partner Organization Type *

A dropdown list of possible organizations that could be partners.

Select your type of organization.

If you indicate First Nation Chief and Council, the Organization Name becomes a search field.

Partner Organization Name * The official name of your

partner

Enter or search for the Organization Name.

This field is automatically populated when you enter the Organization No. in the next field.


August 2014 Page 21


Partner Organization No. *

The partner's identification number, if available.

This field is only mandatory if the partner has an identification number.

Enter the organization's identification number.

This field is automatically populated when you enter the Organization Name in the previous field.

In-kind Contributions * A check box to indicate an in-kind contribution

If the partner makes an in-kind contribution, rather than a financial one, select the check box. If you select it, the Amount defaults to $0.00.

Amount The amount expected or received from the partner

Enter the amount. If the amount received was an in-kind contribution and you know its value, you can enter the amount.

The currency is automatically formatted.

Explanation

An explanation to describe the type of in-kind contribution expected or received or the main purpose of the funds received

Enter an explanation.


August 2014 Page 22

Supporting Documents




Type of Supporting Document *

A dropdown list of the types of mandatory documents.

If there are no mandatory documents, the only available item is Other.

Select the type of document.

Name of Supporting Document * The title and file name of the

supporting document

Enter the title and file name of the supporting document.

If this document is not attached to the PDF and will be sent another way, enter the file name and a description.

Method of Submission * A dropdown list of possible submission methods

Select a method.

When you select Attach to PDF, a dialogue appears for you to browse for the file. Select it and click OK to attach it to the PDF.

File Name Attached The file name of the attached document

When you attach a file to the PDF, the file name appears. There is also a check box to indicate that there is a file attached.

This check box appears next to a file name when you successfully attach a file to the PDF. De-select the check box to remove the attached file.


August 2014 Page 23

Declaration






Title/Position * The job title or position Enter the job title or position.

Date * Today's date.

Enter the date in the format yyyy-mm-dd.

Note: You cannot use a slash ( / ) in this field.


First Nations and Inuit Youth Employment Strategy – Skills Link Program

National Program Guidelines 2014-2015

For information regarding reproduction rights, please contact Public Works and Government Services Canada at: 613-996-6886 or at: [email protected] www.aandc-aadnc.gc.ca 1-800-567-9604 TTY only 1-866-553-0554 English version (PDF) QS-6297-000-EE-A1 Catalogue: R1-54/2013E-PDF ISSN: 2291-4358 © Her Majesty the Queen in Right of Canada, represented by the Minister of Aboriginal Affairs and Northern Development, 2013 This Publication is also available in French under the title: Stratégie d’emploi pour les jeunes Inuits et des Premières nations : Programme Connexion compétences - Lignes directrices nationales 2014-2015

First Nations and Inuit Skills Link Program National Program Guidelines

Table of Contents

1 Introduction ........................................................................................................................ 1

2 Objectives ........................................................................................................................... 1

3 Outcomes ........................................................................................................................... 1

4 Activities ............................................................................................................................. 2

5 Eligibility Requirements .................................................................................................... 2

6 Proposal Process ............................................................................................................... 3

7 Eligible Expenditures ......................................................................................................... 5

8 Ineligible Expenditures ...................................................................................................... 6

9 Maximum Program Contribution ....................................................................................... 7

10 Monitoring and Accountability .......................................................................................... 7

11 Reporting Requirements ................................................................................................... 7

12 Contact Information ........................................................................................................... 8

Page i


1 Introduction

The First Nations and Inuit Skills Link Program (SLP) is one of two programs that Aboriginal Affairs and Northern Development Canada (AANDC) administers under the First Nations and Inuit Youth Employment Strategy (FNIYES).

2 Objectives

The SLP has the following objectives:

• To promote the benefits of education as key to labour market participation; • To support the development and enhancement of essential employability skills among First

Nation and Inuit youth (e.g. communication skills, problem solving and working with others); • To introduce youth to a variety of career options; • To help youth acquire skills by providing wage subsidies for mentored work experience; • To support the provision of mentored school-based work and study opportunities (e.g. co-

operative education and internships); and • To help First Nation and Inuit youth overcome barriers to employment.

These objectives are consistent with, and support, the overall objectives of the Government of Canada’s YES Skills Link Program.

3 Outcomes

Key expected outcomes/results of the SLP are:

• Enhanced employability skills for participating First Nation and Inuit youth; • Increased awareness of the benefits of education; • Enhanced ability to make employment-related decisions; • Increased appreciation for science and technology as a viable career/education choice; • Improved attitudes toward the transition from school to work; and • Increased ability of First Nation and Inuit youth to participate in the labour market.

Page 1


4 Activities

The key activities of SLP are:

• Wage subsidies for work placements and mentorship for youth who are not in school to enable them to develop employability skills and support their educational and career development;

• Work experience specifically in the field of Information and Communication Technology (ICT);

• Activities designed to support First Nations and Inuit youth entrepreneurs gain self-employment;

• Training experiences that support youth in acquiring skills needed for work placements; • Career development information, including awareness and support activities like career fairs

and leadership projects; • Career planning and counselling activities; and • Activities that promote science and technology as an educational and/or career choice,

including science camps, computer clubs, and activities that connect science and technology to traditional Aboriginal knowledge.

5 Eligibility Requirements

5.1 Eligible Recipients Eligible recipients are First Nations and Inuit governments and organizations. For co-operative education activities, only First Nation schools or federal schools on reserve may submit proposals through their administering organization.

Eligible recipients may then enter into agreements with private sector and non-profit sector employers to access employment opportunities for youth. Private organizations may be eligible for funding provided that the nature and intent of the activity is non-commercial, not intended to generate profit, and supports FNIYES program priorities and objectives.

5.2 Eligible Participants Eligible participants include First Nations and Inuit youth ordinarily resident on reserve, in recognized communities or on community lands, who are legally entitled to work in Canada. Youth means persons aged 15 to 30 inclusive.

Mentored work placements, including ICT, are for youth who are not in school, unemployed or underemployed.

Co-operative education placements are for students in grades 7 to 12 (secondary 1 to secondary 5), enrolled in and attending a federal or band-operated school.

For career promotion and science and technology activities, youth may be younger than 15 years of age.

Page 2


6 Proposal Process

Proposals are selected on the basis of meeting program objectives.

Applicants must submit detailed proposals for the activities to be undertaken over the course of the agreement, clearly stating how the proposed activities will further the objectives and expected results of this program.

Eligible proposals must:

• Be in accordance with the FNIYES-SLP guidelines; • Be gender-balanced; • Outline the activities that will be undertaken and how they will meet the program’s

objectives; • Outline the results to be achieved; • Provide an estimate of eligible costs to be incurred, including any share to be borne by

partners; and • Mentored work placements, including ICT:

o May not exceed 11 months; o Youth may only participate once in the program; o Participants will be paid a wage rate at or above the applicable provincial/ territorial

minimum wage; o Must be completed by March 31 of the fiscal year in which funding is received; o The non-profit sector is eligible to receive a contribution of up to 100% of the applicable

minimum wage, plus mandatory employment-related costs (MERC), while the private sector is eligible to receive up to 50% of the applicable minimum wage only; and,

o Where a participant with disabilities is hired, all employers are eligible to apply for 100% of the wage and MERC. In addition, a maximum contribution of $3,000 per participant may be available, on an actual cost basis, for special equipment and facilities to accommodate the participant's needs.

Submission of Proposals Only complete electronic proposal templates will be considered for assessment.

To access the proposal template, log on to the AANDC Services Portal. If you do not have access to the AANDC Services Portal, contact your regional office. The proposal template is also available on AANDC's website.

Deadline for Submission of Proposals May 1

Page 3





Assessment Criteria All proposals will be assessed by the following criteria:

• Capability: The experience and capacity of the recipient (and identified project leader, where applicable) to manage the implementation of the activities within their proposal successfully and complete the proposed employment initiative in a timely manner;

• Comparability: The extent to which the proposed initiative is comparable with programs and services provided by provincial schools within the locality of the First Nation;

• Implementation Activities: The extent to which the proposal aligns with eligible activities and meets program objectives. The assessment will consider timelines, cost-effectiveness and the degree to which the activities will result in expected outcomes;

• Project Management: How the initiative/project will be managed, including project governance, management of project scope, human resources, risk management, and project monitoring, control and reporting;

• Project Costs: Realistic assessment of estimated total costs and a justification of the level of funding required; and

• Cooperation and Partnerships: with other governments, employers, community-based organizations and interested organizations to encourage strategic partnerships, minimize overlap or duplication and operate in synergy with other related employment, entrepreneurship, economic development and social programs.

Note: Meeting these criteria does not guarantee funding from the First Nations and Inuit Skills Link Program.

Review and Approval of Proposals The AANDC regional office will review proposals, or the First Nations or Inuit organization managing the program will review and approve proposals from their member First Nations or Inuit communities. A written response will be sent to applicants to confirm whether, or not, their proposal has been approved for funding.

Funding will be available in the form of a one-year Set or Fixed contribution. The results of the General Assessment (GA) of each recipient may impact the recipient’s ability to access certain funding approaches. Information on funding approaches and the GA can be found through the Transfer Payments page on the AANDC website.

Page 4



7 Eligible Expenditures

7.1 For Mentored Work Placements, including ICT • Participant wages and mandatory employment-related costs including the gross employee

share of CPP, QPP, EI, vacation pay, WCB/CSST (Quebec) and where applicable, health insurance premiums. Wage costs per participant will meet or exceed the applicable minimum wage in the province/territory where the work placement occurs;

• Training experiences that support the acquisition of skills required for work placements may be included;

• Other necessary costs directly related to a proposed work placement including, but not limited to, criminal record check, required uniforms, and personal safety gear (e.g. work boots, safety hats, etc.) up to a maximum of $300 per participant;

• Actual costs for special equipment and facilities to accommodate the needs of a disabled participant, up to a maximum of $3,000 per participant;

• Participant costs such as living expenses, travel, room and board; and • Dependent care for participants (documentation is required including a description of the

type of arrangements available in the community if applicable).

7.2 For Co-operative Education Placements and Internships • Salaries and employee benefits for teachers, co-op/internship coordinators, career

counsellors and other staff directly related to FNIYES program delivery not already covered by existing programs, such as the AANDC elementary/secondary education or band support/tribal council funding;

• Other necessary costs directly related to a work placement including, but not limited to, criminal record check, required uniforms, personal safety gear (e.g. work boots, safety hats) up to a maximum of $300 per participant;

• Actual costs for special equipment and facilities to accommodate the needs of a disabled individual, up to a maximum of $3,000 per participant;

• Staff training on co-operative education and internships; • Other incidental co-op and internship placement costs including insurance for students

during their co-op or internship placement; • Items such as safety equipment or uniforms required by the workplace for the students; • Travel for co-op coordinators/teachers to meet employers; and • Participant costs such as living expenses, travel costs and room and board.

Page 5


7.3 For Career Promotion and Science and Technology Activities • Facility rental; • Materials produced exclusively for students to promote specific careers, subjects, fields of

study for (e.g. testimonials, biographies, etc.) but not including general program advertising; • Honoraria and speaker fees; • Transportation; and • Admission and event fees for students and chaperones.

7.4 Eligible Costs for All Activities Administration Costs: Administration costs must not exceed 10% of the sub-total amount requested before administration costs. The program’s Data Collection Instrument (DCI) will automatically calculate the amount. Eligible administration costs include (but are not limited to):

• office/general expenses; • materials; • supplies; • advertising; • communication and printing costs; and • professional services.

Further distribution of funds by AANDC’s funding recipients: When a funding recipient further transfers, to a Third Party, funds that were received under this program, the 10% allowed for administration costs must be divided between the parties, as agreed to between the parties. The total administration costs retained by all parties must not exceed 10% of the sub-total amount requested before administration costs.

8 Ineligible Expenditures

• All programs: o Office infrastructure or equipment purchases (e.g. computers and software); and o Capital costs for the construction of a building (other than small repairs or renovations to

support the participation of persons with disabilities) or the purchase of land or buildings. • Career Promotion and Awareness, and Science and Technology activities:

o Salaries; and o Training.

• Co-op education placements: o Salaries or wages for students; and o Dependent Care / Daycare.

Page 6


9 Maximum Program Contribution

The initiative is regionally based and proposal-driven.

The non-profit sector is eligible to receive a contribution of up to 100% of the applicable wage, plus mandatory employment-related costs (MERC), while the private sector is eligible to receive up to 50% of the applicable wage only.

Note: Where a participant with disabilities is hired, all employers are eligible to apply for 100% of the wage. A maximum contribution of $3,000 per participant may be available, on an actual cost basis, for special equipment and facilities to accommodate the student's needs.

10 Monitoring and Accountability

AANDC is committed to providing assistance to recipients in order for them to effectively carry out the obligations contained in each funding agreement. Regional offices and other departmental contacts are available to answer questions and provide guidance related to AANDC programs and funding.

To ensure that program terms and conditions and funding criteria are being met, that funds are expended on the intended purposes, and that AANDC's accountability to Parliament is being met, in-office and on-site monitoring and compliance activities will be conducted with all recipients.

11 Reporting Requirements

The reporting requirements are listed in the recipient’s funding agreement. To access the reports (Data Collection Instruments), log on to the AANDC Services Portal. If you do not have access to the AANDC Services Portal, contact your regional office. Reports are also available on AANDC's website.

Data Collection Tools for Community Use ONLY: Do NOT submit the following forms to AANDC but keep them on file at the community level for evaluation purposes.

• CAREER PROMOTION AND AWARENESS ACTIVITY - SESSION EVALUATION This form is to be used to gather information and feedback from youth who participate in career promotion and awareness activities as part of the SLP. The form will gather data needed by their First Nation or Inuit community to report on performance and demonstrate that program objectives are being met.

• SCIENCE & TECHNOLOGY ACTIVITY – GRADES 5 & UP SESSION EVALUATION This form is to be used to gather information and feedback from the youth in grades 5 and up who participate in science and technology activities as part of the SLP. The form will gather data needed by their First Nation or Inuit community to report on performance and demonstrate that program objectives are being met.

Page 7





12 Contact Information

For further program information, please visit the First Nations and Inuit Skills Link Program page.

The regional offices coordinates can be found on the Contact Regional Offices page.

You can also write to:

Education Branch Aboriginal Affairs and Northern Development Canada 10 Wellington Street GATINEAU QC K1A 0H4 Fax number: (819) 934-1478 [email protected]

These National Program Guidelines can be downloaded from AANDC’s website, in the Education section. They can also be accessed through the View Instructions button on the first page of this program's Data Collection Instrument (DCI).

Page 8

http://www.aadnc-aandc.gc.ca/eng/1100100033627





First Nation and Inuit Youth Employment Strategy

Report Instructions 2014-2015

Version 2 CIDM No. : 6148898 DCI No.: 1898219

First Nations and Inuit Youth Employment Strategy Report Instructions

December 2014 Page i

Table of Contents General Information ......................................................................................................... 1

Data Collection Instrument Identification ..................................................................... 1

Purpose ....................................................................................................................... 1

Due Date ..................................................................................................................... 1

What's New .................................................................................................................. 1

Before You Begin ............................................................................................................ 2

Opening the form ......................................................................................................... 2

Saving the PDF form ................................................................................................... 2

Finding User Documentation ....................................................................................... 3

Setting up the report ........................................................................................................ 5

Identifying the DCI ....................................................................................................... 5

Getting Started ............................................................................................................ 5

Managing the List of Reporting Organizations ................................................................ 7

When to add a Reporting Organization ........................................................................ 7

Entering Contacts ............................................................................................................ 9

Primary Contact Information ........................................................................................ 9

Secondary Contact Information ................................................................................. 10

Reporting on FNIYES Activities ..................................................................................... 11

Multiple authors ......................................................................................................... 11

To report on Science and Technology and Career Promotion and Awareness activities ..................................................................................................................... 12

To report on Work Placements .................................................................................. 15

Entering Program Administration Costs ..................................................................... 18

Calculating Costs .......................................................................................................... 19

Entering Partners .......................................................................................................... 20

Attaching Supporting Documents .................................................................................. 21

Managing Supporting Documents.............................................................................. 21

Removing Attachments .............................................................................................. 25

How to Check Mandatory Information ........................................................................... 26

Recognizing Mandatory Fields .................................................................................. 26

Recognizing Errors .................................................................................................... 26

Recognizing Warnings ............................................................................................... 26


December 2014 Page ii

Finding Errors ............................................................................................................ 27

Entering the Declaration ................................................................................................ 28


December 2014 Page 1

General Information Data Collection Instrument Identification

• DCI Name: First Nations and Inuit Youth Employment Strategy Report • DCI Number: 1898219 • Fiscal Year: 2014-2015 • Security Classification: Protected A, when completed.

Purpose

This report supports several purposes within the overall accountability and administration of the program as a whole. It forms part of the reporting requirements for Human Resources and Skills Development Canada (HRSDC) and is necessary to support accountability, ongoing performance measurement and program review.

The First Nations and Inuit Youth Employment Strategy Report only displays sections and options that are relevant to you. For example, an IT-RMO can report on ICT Work Placements.

All Recipients can report on Mentored Work and Co-op Education placements.

Note that all Recipients can report on Science and Technology or Career Promotion and Awareness activities.

Due Date

The FNIYES Report is due March 31, annually.

What's New

There have been some improvements to the 2014-2015 First Nations and Inuit Youth Employment Strategy Report form.

Mandatory fields

The FNIYES Report PDF has all mandatory fields marked with an asterisk ( * ).

For more information, see How to Check Mandatory Information.

User documentation

The documents that are included in the PDF under the View Instructions button have been redesigned to better respond to your needs.

For more information, see Finding User Documentation.

http://www5.hrsdc.gc.ca/noc/english/noc/2011/OccupationIndex.aspx

http://www5.hrsdc.gc.ca/noc/english/noc/2011/OccupationIndex.aspx



Before You Begin Opening the form This form is in PDF format. To view, complete and print your PDF form, you will need Adobe® Reader®, version 10. A free copy of Adobe Reader is available at: http://www.adobe.com. If you experience any problems viewing, completing or printing your form, please contact your AANDC Regional Office.

To find out what version of Adobe Reader you are using, click the Help button in the toolbar. If you see Adobe Reader X, you have version 10.

Important: If you use Adobe Acrobat® Pro or any other PDF reader, the form will not function as designed.

Saving the PDF form There are many ways you can obtain a FNIYES Report PDF such as receiving one from your AANDC Regional Office or downloading one from the AANDC Services Portal.

For more information, see the document How to Obtain a Pre-populated Report PDF that is found under the View Instructions button.

No matter how you receive it, you must save the PDF on your local drive BEFORE you begin working on it.

When you open the file and begin entering data, save regularly. Follow the usual procedure for your operating system and the requirements of your workplace.

To save the PDF form: 1. Click File > Save As > PDF

2. Navigate to the folder where you would like to save your report. If necessary, document the file path of this location to ensure your file can be easily retrieved.

3. Make sure to name the file according to AANDC requirements, including:

• 4-digit Recipient Number (add leading zeros if necessary) • Your Organization name • Name of Report • Fiscal Year

e.g. 0286-Keeseekoowenin_FNIYES_2014-2015:

4. Click OK to save.

http://www.adobe.com/



Please contact your AANDC Regional office if you are experiencing unexpected results. For a list of contact numbers, see the document Contacting AAANDC that is found under the View Instructions button.

The regional offices coordinates can also be found on the Regional Offices page on the AANDC website at http://www.aadnc-aandc.gc.ca/eng/1100100016936/1100100016940.

Finding User Documentation

If you require further assistance in completing a form, the PDF has embedded user documentation. The documents attached to the PDF form are: • Instructions: a user guide of the tasks and processes for completing the form • List of Data Fields: a set of tables that describe every field in the form and the relevant

data • Quick Reference: brief instructions and a workflow diagram designed for visual learners

and as a refresher for those who are already familiar with the PDF form • How to Obtain a Pre-populated Report PDF: instructions on how to get a Report DCI in

PDF format • How to Submit Protected A and Protected B PDFs: instructions on how to send a

completed report or proposal PDF to AANDC • How to Submit Youth Evaluations for FNIYES: instructions on how to send completed

FNIYES Youth Evaluation PDFs to AANDC • How to Use Adobe Forms: instructions on the common features and functions of AANDC

PDF forms • National Program Guidelines: the official AANDC guidelines for this program • Contacting AANDC: a list of e-mail addresses and mailing addresses for all the AANDC

Regional Offices • User Feedback Survey: a satisfaction survey

For your convenience, the FNIYES Report DCI also has the Youth Evaluation form attached. The Youth Evaluation form has the following user documents attached: • Instructions: a user guide of the tasks and processes for completing the form • Job Classification Quick Reference: a list of jobs grouped under Job Classifications to

help select the one that best represents the job the student had




To find user documents:

1. Go to the first page of the PDF and click the button. A pop-up window will appear.

2. Select a topic from the list and click OK.

A PDF document will open where you can find the information you are looking for.

Submitting the User Feedback Survey:

1. Click the button. Select User Feedback Survey from the pop-up window and click OK.

2. Save the survey to a local drive and complete it.

3. Click the button at the top of the form. Your system will attach the completed survey to an e-mail addressed to [email protected].

4. Complete and send the e-mail as usual.




Setting up the report Identifying the DCI

If you are using a pre-populated PDF, the fiscal year and reporting period are automatically filled with the relevant information. You cannot change this information in the PDF.

In the First Nations and Inuit Youth Employment Strategy report, the reporting period is Annual.

Tip: To learn how to find an Organization Name or Number, see the document How to Use Adobe Forms that is found under the View Instructions button.

Getting Started

In the Organization Identification section, you indicate whether you are a RECIPIENT of funds directly from AANDC.

When you make your selection, the PDF immediately displays the sections that are relevant to you.

Important: Make sure to enter the correct Recipient Number and Organization Type before you begin entering data. If you need to change your organization information, the PDF will reconfigure and you could lose work that you may have done in other sections.

Tip: For more information on data requirements, see the List of Data Fields found under the View Instructions button.

To complete the DCI identification fields:

Important: Make sure you have saved the PDF to a local drive before you begin.

1. In the Report Identification section, make sure the Fiscal Year is 2014-2015. If it is not, contact your Regional Office to obtain the current form.

2. In the Organization Identification section, answer the question: Are you the RECIPIENT of funds directly from AANDC? and complete the fields as follows:



Yes No

Yes indicates that you receive funding directly from AANDC or you are preparing a master report as the Recipient.

No indicates you receive funding from an organization other than AANDC.

Recipient No.: enter your 4-digit Recipient Number.

Recipient No.: enter the 4 digit Recipient Number of the Organization who received the funding from AANDC.

Important: Make sure the Recipient Number has 4 digits. Add zeroes in front if necessary.

Recipient Name: enter your organization name.

Recipient Name: enter the name of the organization that received funding from AANDC.

Organization Type: select your type of organization from the list.

Organization Type: select your type of organization from the list.

Organization Name: enter your organization name again.

Organization Name: enter your organization name.

Tip: To learn how to find an Organization Name or Number, see the document How to Use Adobe Forms that is found under the View Instructions button.

Organization No.: enter your organization number.

Organization No.: enter your organization number.

Tip: when you enter the Organization No., the Organization Name appears automatically.

Enter the remaining contact information and mailing address of your organization.

The Telephone No. is mandatory.

The remaining contact information and mailing address fields are not applicable.

3. Save the PDF.



Managing the List of Reporting Organizations The List of Reporting Organizations appears only if you are a Recipient of funds directly from AANDC and your Organization Type is allowed to deliver funds to a Delivery Organization.

Use this section to list the organizations that are providing you with their FNIYES information in separate PDF forms. You cannot attach other file formats.

Note: Do not use this section to attach FNIYES Youth Evaluation Reports. Instead, use the Supporting Documents section.

When to add a Reporting Organization

Include Reporting Organizations if: • your Organization distributed funds to other organizations (e.g. FNRMO to communities) • you asked individual Schools to fill in a Report on the services they provided

Identify each organization that completed a separate FNIYES Report and attach or submit them together with this Report.

To add a Reporting Organization: 1. Click Add Reporting Organization to add a new row to the list.

2. Select the Reporting Organization Type from the list.

3. Enter or search for the Reporting Organization Name.

Note: If applicable, the Reporting Organization No. is automatically populated with the band or school number when you enter the Reporting Organization Name in the previous field.

4. Save the PDF.



To attach a sub-report:

Important: Before you attach the sub-reports, make sure the Recipient Number and Recipient Name are correct. This is important for uploading your information to the AANDC Services Portal.

1. Select a File Name Attached check box to open a Browse window.

2. Select the file you want to attach. Click Open. The file name appears to indicate that you have successfully attached it.

To remove a sub-report: 1. Deselect the check box next to a file name

A confirmation message appears.

2. Click Yes. The entire row is removed from the list.

To remove a Reporting Organization: 1. Click the X at the end of a row to remove a Reporting Organization from the list.

Important: When you remove a Reporting Organization, you also remove the related information.



Entering Contacts The Primary Contact is the person who AANDC would contact for general questions regarding the FNIYES Report.

The Secondary Contact is the back-up in case the Primary Contact is unavailable.

Important: You must enter at least one contact.

Primary Contact Information

If the contact information in your FNIYES Report PDF was pre-populated, verify the information and update as required.

If you are using a blank form, complete the Primary Contact information.

To enter or update Contact Information: 1. Enter the Given Name, Family Name and Title/Position.

2. Enter the Telephone No. and, if applicable, enter the Extension No., Fax No. and E-mail Address.

3. Enter the Mailing Address and the Street Address. To learn more about completing the address fields, see the document List of Data Fields that is attached to the PDF.

Tip: If the Mailing address and Street Address are the same, select the check box to copy information into the related fields.

4. Save the PDF.



Secondary Contact Information

Use this section to enter information about the back-up contact at your organization. It has the same fields as Primary Contact Information.

If the contact information in your FNIYES Report PDF was pre-populated, verify the information and update as required.

If you are using a blank form, complete the Secondary Contact information.

To add a Secondary Contact: 1. Select the applicable Secondary Contact radio button.

• Select Yes to enable the contact section. • Select No to indicate no other contacts and remove the section from the form.



Reporting on FNIYES Activities If you are using a pre-populated PDF, look at the activities and expenses that were included from your approved proposal and provide updates.

Multiple authors

If there are many authors for this information, it is recommended that you compose your text in a word processor such as MS Word and copy it into the form when it is complete.

Using a word processor will allow you to format the text as you like and paste it into the fields. Remember that you can also format text fields directly in the PDF at any time. For more information, see the document How to Use Adobe Forms in the user documentation attached to the PDF.

You cannot delete Objectives and Activities from the PDF report that came from proposal data in EIS. If you make changes to Objectives or Activities during the year, contact your AANDC Regional Office; you might need to submit an updated proposal. You can add Activities if required.

Use the Extent completed to update the status of each Activity that was included in your approved proposal.

When you enter Expenses, use the Explanation field to describe in detail how you arrived at the cost for that item.

Note : ces dépenses ne s'appliquent qu'aux montants reçus d'AADNC. Pour entrer des montants qui parviennent des partenaires, voir la section Partenaires.

Note: Although you can upload a draft FNIYES Report PDF into the AANDC Services Portal with no expenses, you must enter expenses in order to submit the final Report to AANDC.

Note: If a community (client) has participated in Science and Technology or Career Promotion and Awareness activities and youths or students have also taken work placements, you only add the community (Add Client) once.



To report on Science and Technology and Career Promotion and Awareness activities

In the Clients Served section, enter the communities that participated in Science and Technology and Career Promotion and Awareness activities. This is a simple list of all participating communities in any activity.

In the Activities Undertaken and Results Achieved section, report on Science and Technology and Career Promotion and Awareness by listing the related activities and expenses.

To report on activities under the Science and Technology or Career Promotion and Awareness objectives, there are two parts:

1. Enter the communities (clients) who participated in the activities in the Clients Served section.

2. Enter the objective and related activities and expenses in the Activities Undertaken and Results Achieved section.

To enter participating communities: 1. Go to the Clients Served section.

Your Delivery Organization information is automatically copied from the Organization Identification section.

2. Click the blue plus sign ( + ) to expand your Delivery Organization and display the Client Information section.

3. Select the Client Type from the dropdown list.

The Client Type is the type of community that participated, such as First Nation or Inuit. Some Delivery Organizations have only one Client Type, in which case it appears by default.

4. The Client Name is the name of the community. Search for and enter a Client Name and Client No.

5. When you indicate the Extent of service provided, you are referring to the extent to which the client participated as planned in the activity. Select Fully, Partially or Not at all.

Note: Reason not fully completed, and Explanation are only enabled when the activity is NOT fully completed.



6. If applicable, select the Reason not fully provided and enter an Explanation. If the service was Fully provided, these fields are disabled.

7. Save the PDF.

To add more participating communities, click Add Client. Repeat steps 3 and 4.

To enter objectives and activities:

Make sure you enter the same Objectives and Activites as described in the proposal.

1. Go to the Activities Undertaken and Results Achieved section and click Add Objective.

2. From the Objective dropdown list, select Science and Technology or Career Promotion and Awareness. The Expenses section takes on the name of the objective. This is a reminder that expenses apply to the whole objective and not to individual activities.

3. Click Add Activity.

The Activity fields appear.

4. Select an Activity Type.

When you select an activity, the objective can no longer be changed.



5. Enter an Activity Name and complete the activity fields. The Activity fields include:

• Extent Completed, Reason not fully completed, and a brief Explanation


• Activities Undertaken and Results Achieved • Audience Type and Number Reached

6. Click Add Expense. An expense row appears.

7. Select an Expense Type.

The Amount Spent and Explanation fields are enabled.

8. Enter the Amount Spent. The Total is automatically calculated and is displayed in the Expenses and next to the Objective name. This means you can still see the total Amount Spent when you collapse the Objective section.

9. Enter an Explanation of any variances between the amount approved and spent.

10. Save the PDF.

To add more activities, repeat steps 3 to 9.



To report on Work Placements

Use the Clients Served section to list communities whose youth participated in work placements. This is a simple list of all participating communities in any work placement.

Use the Activities Undertaken and Results Achieved section to report on work placement funding.

Important: Use the Supporting Documents section to attach FNIYES Youth Evaluations.

Make sure you enter the same Objectives (Mentored Work, ICT Work, Summer Work, or Co-operative Education Work) and Activites (job titles) as described in the proposal.

To report on work placements, there are three (3) parts:

1. Enter the communities (clients) who participated in the activities in the Clients Served section.

2. Enter the objective and related activities and expenses in the Activities Undertaken and Results Achieved section. Enter descriptions of the work placements and amounts spent to pay for them. Enter the number of youth or students in the Audience list.

Tip: The total number of students in this section should be the same as the number of FNIYES Youth Evaluation reports attached in the Supporting Documents section.

3. Attach FNIYES Youth Evaluation forms in the Supporting Documents section.

To enter participating communities: 1. Go to the Clients Served section.

Your Delivery Organization information is automatically copied from the Organization Identification section.

2. Click the blue plus sign ( + ) to expand your Delivery Organization and display the Client Information section.



3. Select the Client Type from the dropdown list. The Client Type is the type of community that participated, such as First Nation or Inuit. Some Delivery Organizations have only one Client Type, in which case it appears by default.

4. The Client Name is the name of the community. Search for and enter a Client Name and Client No.

5. When you indicate the Extent of service provided, you are referring to the extent to which the client participated as planned in the activity. Select Fully, Partially or Not at all.


6. If applicable, select the Reason not fully provided and enter an Explanation. If the service was Fully provided, these fields are disabled.

7. Save the PDF.

To add more participating communities, click Add Client. Repeat steps 3 and 4.

To report on work placement funding

Go to the Activities Undertaken and Results Achieved section to report on work placement funding.

1. Click the blue plus sign ( + ) next to the Delivery Organization Type to expand the Objective section.

2. Click Add Objective.

3. Select the Objective Co-operative Education, Mentored Work, Summer Work, or ICT Work The Expenses section takes on the name of the objective. This is a reminder that expenses apply to the whole objective and not to individual activities.

Important: DO NOT select Science and Technology or Career Promotion and Awareness.



4. Click Add Activity. Select an Activity Type. When you select an activity, the objective can no longer be changed.

5. Enter an Activity Name and complete the activity fields including:

• Extent Completed, Reason not fully completed, and Explanation • Activities Undertaken and Results Achieved

Important: Make sure all your Activities are listed before you enter Expenses. Although expenses are costed against objectives, the list of available Expenses is determined by the Activities that you add.

6. Click Add Expense. An expense row appears.

7. Select an Expense Type.

The Amount Spent and Explanation fields are enabled.

8. Enter the Amount Spent. The Total is automatically calculated and is displayed in the Expenses and next to the Objective name. This means you can still see the total Amount Spent when you collapse the Objective section.

9. Enter an Explanation of any variances between the amount approved and spent.

10. Save the PDF.

To attach FNIYES Youth Evaluation Reports

Go to the Supporting Documents section to attach Youth Evaluations.

1. In the Supporting Documents section, click Add Document. A new row appears in the list.



2. Select Youth Evaluation from the Type of Supporting Document dropdown list.

3. Enter a description in the Name of Supporting Document. For example, include the recipient name, student's name, and their job title.

4. Select Attach to PDF from the Method of Submission dropdown list. A browse window appears.

5. Find the file you want to attach and select it. Click Open. The File Name Attached displays the file name.

6. Save the PDF.

Entering Program Administration Costs

This section summarizes all amounts requested from AANDC by your organization. This is where you enter administration costs.

To enter Administration Costs: 1. Enter the total Administration Costs for the project.

The amount is automatically formatted. The Program Administration Costs (percentage) is automatically calculated.

Note: The Program Administration Costs should not exceed 10% of the total cost of the project.

2. Enter an Explanation.

Note: The Explanation is mandatory.

3. Save the PDF.



Calculating Costs Click Calculate to display the Objectives and Expenses that you indicated in the Activities Undertaken and Results Achieved section.

To generate a Costs summary:

The Costs summary is blank when you begin.

1. Click Calculate. The form looks in the Activities Undertaken and Results Achieved section and displays a separate list of expenses for each Objective. It pulls together all the related Expense types and Amounts and displays them under the Objective.

Tip: Click Calculate every time you make a change in the Activities Undertaken and Results Achieved section and again just before you enter the Declaration.



Entering Partners A Partner is an organization that you expect to provide or has provided funding or in-kind contributions to the project.

An in-kind contribution is non-monetary. It can be in the form of goods or services such as equipment, labour, etc.

Be sure to include all other Government of Canada funding that is not from AANDC.

You can add as many Partners as required.

To add a Partner: 1. Click Add Partner Organization to add a new row to the list.

2. Select the Partner Organization Type from the list.

3. Enter or search for the Partner Organization Name.

Note: If applicable, the Partner Organization No. is automatically populated with the band or school number when you enter the Partner Organization Name in the previous field.

4. If the partner makes an In-kind Contribution, rather than a financial one, select the check box. If you select it, the Amount defaults to $0.00.

5. Enter the Amount expected or received from the partner. If the amount received was an in-kind contribution and you know its value, you can enter the amount. The currency is automatically formatted.

6. Enter an Explanation to describe the type of in-kind contribution expected or received or the main purpose of the funds received.

7. Save the PDF.

To remove a Partner:

Important: When you remove a Partner, you also remove the related information.

1. Click the X at the end of a row. A confirmation message appears.

2. Click Yes. The entire row is removed from the list.



Attaching Supporting Documents If you are submitting supporting documents, you need to list them on the PDF form. All documents MUST be submitted electronically.

Tip: The number of FNIYES Youth Evaluation reports that you attach should be the same as the total number of students and youth in the Audience section.

In the Method of Submission field, you can choose to: • Attach files directly to this form or upload files directly in EIS. This is the recommended

method. • Save the file to an encrypted USB key and send it by mail or courier or hand-deliver it. If

you choose to send a USB key, make sure it is correctly labelled and that proper security is applied.

• E-mail files to your AANDC Regional Office.

Managing Supporting Documents

You can attach any file format such as PDF, XML, MS Word, MS Excel, etc.

To attach a document:

Use this procedure to attach documents directly to the form.

1. In the Supporting Documents section, click Add Document. A new row appears in the list.

2. Select a Type of Supporting Document from the dropdown list.

3. Enter the Name of Supporting Document.



4. Select Attach to PDF or Upload in EIS from the Method of Submission dropdown list. A browse window appears.

5. Find the file you want to attach and select it. Click Open.

• If the file is in PDF format, the File Name Attached displays Open File. • If the file is in any other format, the File Name Attached displays the file name.

Note: If the file size is greater than 5MB, a message appears to let you know. Click OK.

6. Save the PDF.

To indicate supporting documents sent on USB key:

Use this procedure for documents that you will submit by postal mail.

AANDC has provided some Recipients with encrypted USB keys so you can keep your information confidential and secure. AANDC recommends that you use this encrypted USB key which was approved by the Information Management Branch.

When you send documents on a USB key, make sure it is accompanied by sufficient identification, including a cover letter with recipient name and number, the name of the Report and contact information.



1. Click Add Document to add a new row to the list.


3. Enter the Name of Supporting Document including the Recipient name and file name.

4. Select Sent by mail from the Method of Submission dropdown list.

5. The File Name Attached field remains blank. Save the PDF.

To indicate a supporting document sent by e-mail:

Use this procedure for documents that you will submit by e-mail. You cannot use the Adobe attachments feature to view these files.

Important: If you choose to send a document by e-mail, make sure you have taken information security into consideration. If the information should be protected, select a more secure method.

1. Click Add Document to add a new row to the list.


3. Enter the Name of Supporting Document including the Recipient name and file name.

4. Select Sent by e-mail from the Method of Submission dropdown list.

5. The File Name Attached field remains blank. Save the PDF.



To view a PDF attached to the form: 1. Click the blue Open File link to display the document in Adobe Reader.

To view files in any format:

1. Click the paperclip icon in Adobe Reader. A list of all attachments appears, including the user documents you would find under the View Instructions button.

2. Double-click the file name of the document you want to display.

If a confirmation message appears, click OK.



Removing Attachments

This section describes how to remove attachments from a PDF.

To remove supporting documents that were added in error or that need to be replaced with an updated version:

1. Click the check box next to the file name.

The document is removed from the PDF. The Type and Name of Supporting Document remain in the list.

2. Select Method of Submission again to replace the file.

To remove the entire row from the list: 1. Click the blue X at the end of the row.

The document is removed from the PDF and the row no longer appears in the list.



How to Check Mandatory Information Recognizing Mandatory Fields

There are two ways to recognize mandatory fields: • there is an asterisk ( * ) before the field label • you can click View PDF Errors to obtain an error report and highlight missing mandatory

information

It is highly recommended that you check your FNIYES Report for missing data before sending it to AANDC.

Tip: Click View PDF Errors just prior to entering the Declaration to make sure your Report is complete.

Recognizing Errors

Incorrect or incomplete mandatory fields generate Errors.

Use the View PDF Errors button to review the FNIYES Report PDF and generate a report of missing mandatory information.

There are two ways to recognize errors:

A field is framed with a red box to indicate the individual error.

A collapsed section is highlighted in red to indicate that you need to expand it to display errors within.

Recognizing Warnings

Incorrect or incomplete recommended fields generate Warnings which appear as pop-up messages. For example, if you enter an incorrect date, this message appears:



Finding Errors

Recipients and Regional Office staff can speed up the process for reviewing data and making corrections by completing fields that are mandatory and recommended before uploading the PDF.

To check for errors (missing mandatory information): 1. Go to the first page of your draft FNIYES Report PDF form and click the

button. The PDF Field Error Report appears and displays a list of fields that are missing mandatory information.

2. Select an error in the list. Click the Go to Field button. The error report disappears and the PDF displays the page where the error is found.

The field that contains the error is framed in red.

3. Fix the error and any others on the page.

4. Save the FNIYES Report PDF.

To print the PDF Field Error Report: 1. Click the View as PDF button.

The PDF Field Error Report appears as a PDF file. The list of missing mandatory information is plain text. You can save the file to a local drive or print it.

To close the PDF Field Error Report: 1. Click the Return to PDF button.

The PDF Field Error Report disappears. The FNIYES Report PDF remains open and the missing mandatory information is still framed in red.



Entering the Declaration This is the final step to completing the FNIYES Report.

Tip: Before you enter the Declaration, click View PDF Errors and make sure there are no Errors remaining.

Enter identification details of the person who has reviewed the information provided in the First Nations and Inuit Youth Employment Strategy Report and who confirms that it is accurate to the best of their knowledge.

To learn how to send your FNIYES Report to AANDC, see the document How to Submit Protected A and Protected B PDFs that is found under the View Instructions button.

To enter the Declaration: 1. Enter the Family Name, Given Name and Title/Position.

2. Enter today's Date.

3. Save the PDF.

Education Programs

January 2015 FNIYES Youth Evaluation Quick Reference Page 1

Quick Reference First Nation and Inuit Youth Employment Strategy Youth Evaluation Report

Before you begin


Workflow Diagram

Education Programs

January 2015 FNIYES Youth Evaluation Quick Reference Page 2

What’s New

All mandatory fields are now all marked with an asterisk*. The View PDF Errors button has been added to all education proposals and reports in order assist you with the review process. This button will generate a report of missing mandatory information. It is highly recommended that you check your proposal/report for missing data before submitting it to AANDC.

Things to Remember

Success Stories / Suggestions: Describe the most positive aspects of your placement and your ideas for what could be done to improve the placement or the program. Please refrain from providing detailed personal information in your comments in order to protect the confidentiality of individuals involved. Declaration: The person who completed the form should provide their name in this section. If it is the youth, enter the youth’s name and the date it was completed; the Title is not needed. If it is the Program Administrator, enter the name of the Program Administrator, their job title and the date it was completed.

Frequently Asked Questions

Q: Can I fill the evaluation form in by hand and fax it to the Program Administrator? A: No, the form must be completed electronically and provided to the Program Administrator in electronic format. You can send it to the Administrator by e-mail or on a CD, DVD, or USB key. Q: What do I do if the youth leaves the work placement and before completing the Youth Evaluation? A: The Program Administrator should complete the first section of the Youth Evaluation.


First Nation and Inuit Youth Employment Strategy Youth Evaluation

Instructions 2014-2015

Version 2 DCI No. 434342 CIDM No. 6941906

First Nation and Inuit Youth Employment Strategy Youth Evaluation Report Instructions


General Information Data Collection Instrument Identification

• DCI Name: First Nations and Inuit Youth Employment Strategy - Youth Evaluation Report • DCI Number: 434342 (Report) • Fiscal Year: 2014-2015 • Security Classification: Protected A when completed.

View Instructions

This form is in PDF format. To view, complete and print your PDF form, you will need Adobe® Reader®, version 10. A free copy of Adobe Reader is available at: http://www.adobe.com. If you experience any problems viewing, completing or printing your form, please contact your AANDC Regional Office.



If you require further assistance in completing a form, the DCI has embedded user

documentation that you can access by clicking on the button on the first page of every form.

The documents attached to the DCI are: • How to complete this form • Job Classification Reference Guide • Workflow Quick Reference Diagram


First Nations and Inuit Youth Employment Strategy Youth Evaluation Instructions


To find user documents:

1. Go to the first page of the DCI and click the button. A Java Window will appear.

2. Select a topic from the list and click OK. A PDF document will open where you can find the information you are looking for.

Work Placement Profile AANDC requires different information depending on who is completing the form and what sort of job placement you're reporting on. When you enter information on the first page, the form automatically changes to display only the sections you need to fill in.

Important: Make sure to select the correct radio button before you begin entering other data. If you need to change Who is filling in this form? or Work Placement, the PDF will reconfigure and you could lose work that you may have done in other sections.

Who is filling in this form? 1. Select the radio button that indicates whether you are the :

• Youth who received the placement, or • Program Administrator

Work Placement 1. Select the Type of Work Placement radio button that applies:

• Co-operative Education Placement • ICT Work Placement • Mentored Work Placement • Summer Work Placement

2. Enter details of the work placement: • Job Title • For the Start Date of Placement, enter the date of the first day of the job placement

in the format yyyy-mm-dd • For the End Date of Placement, enter the date of the last day of the job placement in

the format yyyy-mm-dd • For Employer Name, enter the full name of the employer (or the name of

the company).



3. Enter whether the job placement was completed as planned: • If it did, select Fully • If it did not, select Partially. If you select Partially, you must select one of the reasons

at If you did not complete your placement, indicate why

4. Enter the number of hours worked during the entire placement in How many hours in total did you work?

5. From the Job Classification list, select the closest classification or category for the job or for a similar job.

Tip: If you need help with the Job Classification list, click the View Instructions button and open the Job Classification Reference Guide.

6. To answer whether the job was located on reserve or not, select Yes or No.

Youth Contact Information The Primary Contact is the youth who participated in the job placement.

Do not enter a Secondary Contact.

Primary Contact Information

1. Enter the Given Name, Family Name, Identity and Title/Position. 2. Enter the youth's birthday; use the format yyyy-mm-dd. 3. Enter the Telephone No., then (optionally) the Extension No., Fax No. and E-

mail Address. 4. Enter the Mailing Address.

5. Save the PDF.



Personal Profile This section describes the youth who held the job placement.

1. Select the Official Language spoken at the youth's home. 2. Select the youth's Gender. 3. Enter the youth's Identity. 4. Select (Yes/No) to indicate whether the youth has a disability, and whether the

employer can claim expenses for accommodating special needs. 5. Select the highest level of education completed.

Note: The next two questions only appear for youths who participated in an ICT Work Placement or Mentored Work Placement.

6. Select (Underemployed/Unemployed) for the youth's employment status at the start of the program.

7. If the youth was in receipt of employment insurance in the beginning of the work placement, select Yes. If not, select, No.

Note: The next question applies to all youths.

8. Depending on the Type of Work Placement selected on page 1 of the DCI, you can select more than one answer (check boxes) or only one answer (radio button): • Co-operative Education Placement and Summer Work Placement:

What were your goals at the start of the placement? Check all that apply. • ICT Work Placement and Mentored Work Placement

What was your goal at the start of the placement? Select only one answer.



Job Placement Evaluation

Important: These sections/questions only appear for youths completing the report.

Skills and Knowledge Gained

1. Select one or many skills that you gained or developed during your time on the job placement in the list for What employability skills do you feel you developed during this work placement? Check all that apply.

2. Enter the name of a certificate received for If you received a certificate as a result of your work placement.

Note: The next question about a high-school credit only appears for youths filling out the form who also participated in a Co-op Education placement.

3. Select Yes or No for Did you receive a high school credit for your co-operative education placement?

Personal Reflection

1. Carefully read the list of questions and think about your experiences during the job placement.

2. Select Absolutely, Somewhat, or Not at all to describe how you feel about each one.

Status after Your Work Placement

Note: This section is only for youths who participated in an ICT Work Placement or Mentored Work Placement.

1. Select your current employment status for What is your status now that the work placement is over?

2. If you selected Returning to school in the previous question, select a level of education for If returning to school, what level of study will you be pursuing?



Success Stories / Suggestions

1. Think about the job placement, and then type how you feel about it, using these two questions to guide you: • What were the most positive aspects of your placement? • What could be done to improve your placement and/or the program?

Entering the Declaration This is the final step to completing the FNIYES Youth Evaluation Report.

Enter identification details of the person who has reviewed the information provided in the First Nations and Inuit Youth Employment Strategy - Youth Evaluation Report and who confirms that it is accurate to the best of their knowledge.

To learn how to send your FNIYES Youth Evaluation Report to AANDC, see the document How to Submit Proposal and Report DCIs that is found under the View Instructions button.

To enter the Declaration:

1. Enter the Family Name, Given Name and Title/Position. 2. Enter today's Date. 3. Save the PDF.

Education Programs

December 2014 FNIYES Youth Evaluation Page 1

Job Aid Job Classification 2014-2015 Refer to the lists below to help you select the Job Classification. The list of Job Classifications uses very general terms. If you do not see your exact job title, use your judgment to choose the one that best represents the job you had.

Art, Culture, Recreation, and Sport Sales and Service • lifeguard • camp leader • camp counsellor • youth centre worker • guide • library • museum worker • Cultural Centre • events worker • traditional artisans

• retail worker • community store worker • shelf stocker • cashier • tourism • waiter • library • customer service • housekeeping

Business, Finance, and Administration Trades and Labourers • admin assistant • file clerk • office support • receptionist • policy analyst • daycare worker • teacher assistant • home visits • workshops • library • elder/senior helper • traditional language - translator,

recording

• house painter • carpenter • construction • public works • mechanic • housing • general labourer • equipment operator

Health, Sciences, and Research Manufacturing and Utilities

• health services • homecare • lab assistant • dental assistant • health care assistant • anthropologist • researcher • traditional plants & medicines

• assembly line worker • hydro worker • water treatment worker • waste management

IT, technology & Communications Natural Resources and Agriculture • IT support • media • communications

• pasture riders • community gardens • fisheries & oceans • farm worker • forestry • tree planters • wildlife worker • guide


Data Collection Instruments for Education Programs

How to use Adobe Forms

Version 1 CIDM No. 7112372

Data Collection Instruments for Education Programs How to Use Adobe Forms

December 2014 Page i

Table of Contents Introduction ......................................................................................................................... 1

Before You Begin ................................................................................................................ 1

Saving and Naming PDF Forms ...................................................................................... 2

Completing Adobe Forms .................................................................................................... 3

Using Common Form Elements ....................................................................................... 3

Understanding Blue Highlights ........................................................................................ 5

Advancing Pages ............................................................................................................. 6

Formatting Text................................................................................................................ 7

Printing Forms ..................................................................................................................... 9

Searching for Organization Names ................................................................................... 10

How to Check Mandatory Information ............................................................................... 12

Recognizing Mandatory Fields ...................................................................................... 12

Recognizing Errors ........................................................................................................ 12

Recognizing Warnings ................................................................................................... 12

Finding Errors ................................................................................................................ 13

Reducing the file size of the PDF ...................................................................................... 14



Introduction The Data Collection Instruments (DCIs) for AANDC First Nation Education Programs have been designed for integration with the AANDC Services Portal. The DCIs are PDF smart forms that reduce the work burden by modernizing and streamlining the process for entering the data.

This document describes how the PDF forms work and how to enter data into them.

Before You Begin This form is in PDF format. To view, complete and print your PDF form, you will need Adobe® Reader®, version 10. A free copy of Adobe Reader is available at: http://www.adobe.com. If you experience any problems viewing, completing or printing your form, please contact your AANDC Regional Office.






Saving and Naming PDF Forms

There are many ways you can obtain a PDF. No matter how you receive it, you must save the PDF BEFORE you begin working on it.

When you open the file and begin entering data, save regularly. Follow the usual procedure for your operating system and the requirements of your workplace.

To save the PDF form: 1. Click File > Save As > PDF

2. Navigate to the folder where you would like to save your report. If necessary, document the file path of this location to ensure your file can be easily retrieved.

3. Make sure to name the file according to AANDC requirements, including:

• 4-digit Recipient Number (add leading zeros if necessary) • Your Organization name • Name of Report • Fiscal Year

e.g. 0286-Keeseekoowenin_PSE_2015-2016

4. Click OK to save.

Please contact your AANDC Regional office if you are experiencing unexpected results. For a list of contact numbers, see the document Contacting AAANDC that is found under the View Instructions button.

The regional offices coordinates can also be found on the Regional Offices page on the AANDC website http://www.aadnc-aandc.gc.ca/eng/1100100016936/1100100016940.




Completing Adobe Forms Using Common Form Elements

This table briefly describes common features in a PDF form and how to use them.

Form Element Description Instruction

Dropdown list and scroll bar for selecting pre-determined input data

Click the down arrow to see the list.

Click the up or down arrow to scroll or click+drag the slider in the scroll bar.

Click an item in the list to select it.

Check boxes are used for selecting multiple options.

Select the boxes that apply. You can select more than one.

Radio buttons are used for selecting single options.

Click the radio button that applies.

A tool to display a list of all the documents you need to help you complete and submit the DCIs.

This button is only available on the first page of the form.

For more information, see Finding User Documentation.

and

A tool to toggle between displaying all the fields in the DCI and hiding some large sections.

Tip: If you notice that some sections of the form are not behaving as expected, click this button. Expanding and Collapsing will cause the form to refresh.





A tool to perform a preliminary verification of your data entry.

Note: This tool is only available on selected forms.

Click to verify that all the mandatory fields contain data.

If a field is incomplete, it will be highlighted with a red frame.

Note: This tool does not assess the quality of the data; it only checks that the fields have been entered.

See How to Check Mandatory Information.

A tool to print all the information in the DCI, including what is found in the collapsed sections of the form


For more information, see Printing Forms.

Add <Item>

When you see blue text that says Add, click it to increase the number of items; for example a row in a table.

Click to display a new section of the form and enter details.

Note: Make sure there are no empty records when you upload the PDF into EIS. This could cause an Error.

X

The DCI allows you to remove fields and rows as needed. When you see a blue X, click it to delete the row or section.

Click to remove this record from the form.

Important: Be very careful when you use this feature. There is no Undo.




+

A blue plus sign ( + ) in the form means that there are additional, related fields that need to be completed.

Click to show details and view and edit the fields.

– A blue minus sign ( – ) in the form means that you can hide details from view.

Click to hide details.

The symbol changes to a blue plus sign ( + ).

Understanding Blue Highlights

The DCI forms use an Adobe Reader feature that highlights active fields. To turn highlights on

and off, click the button in the top, right-hand corner of Adobe Reader.

If a field is highlighted in blue, it is an active field and you can enter information into it. Click in the blue area to place the cursor in the field and enter information. To continue, press Tab or click the next field.

If you see that a field is white (not highlighted), it is either disabled or auto-completed and you cannot enter anything into it. For example:

In the Contact Information section, when you indicate that a street address is the same as the mailing address, the information is copied to the Street Address fields which then become disabled.



Advancing Pages

The pages of the form only advance when you make them do so. They do not automatically advance when you complete the fields on a page.

To view the distinct pages of the form as a continuous scroll, set the View options in Adobe Reader as follows:

1. From the View menu, select Page Display.

2. Click Enable Scrolling.

3. Click Show Gaps Between Pages.

To navigate the pages:

1. Click the Page Up or Page Down arrows in the Adobe Reader toolbar.

2. Use the scrollbar on the right-hand side of Adobe Reader.

Note: The Page Up and Page Down keys on the keyboard do not work in AANDC DCI forms.



Formatting Text

Narrative fields where you enter descriptions and explanations can have custom formatting applied to them. For example, you may want to change the default font in the PDF form (Times New Roman) to Arial, format the text in bold or italics, or create numbered or bulleted lists.

To create the formatting you want, either compose the text in another application and copy it into the PDF, or enter the text into the form and format it using Adobe Reader features.

To paste pre-formatted text in PDF forms: 1. Compose your text in another application such as MS Word and format it as required.

2. Highlight and copy the text.

3. Go to the section of the PDF you want to complete.

4. Paste the text.

Note: If the formatting does not copy over exactly as it was originally, use Adobe Reader formatting features to correct it.

To format text using Adobe Reader features: 1. Enter text in a field and select the text that you want to format.

2. Right-click the mouse to display the following pop-up menu.

Note: If this pop-up menu does not appear, the formatting features are not available for this field.

3. Select Text Style to access basic formatting tools, then select a formatting control. Alternatively, select Hyperlink from the pop-up menu to access a wide range of formatting controls such as you would find in a word processor.



4. To modify text, click the Font tab.

5. To modify alignment, indents and spacing, click the Paragraph tab.

6. Make changes as required and click Close.

7. Save the PDF form.



Printing Forms There are three ways to print a PDF form. You can print the entire document including all details, print a summary of the DCI, or print a single page of the form.

To print all details

When you Print Details, you include all the information in the form, even sections that are collapsed. For very large documents, remember to print double-sided.

1. Go to the first page of the DCI.

2. Click the button. The system Print dialogue appears.

3. Print as usual.

To print a summary

A summary is the visible information in the form, that is, all the sections that you have expanded and that you can view.

1. In Adobe Reader, select the File / Print menu item or click the Print icon . The system Print dialogue appears.

2. Print as usual.

To print a single page

Make sure to display the form as a series of pages (using the Show Gaps Between Pages). For more information, see Advancing Pages.

1. Go to the page you want to print.

2. Select the File / Print menu item or click the Print icon . The system Print dialogue appears.

3. Select the Current Page radio button and print as usual.



Searching for Organization Names In order to maintain information that needs to be spelled accurately, the PDF uses long lists that you can search. The Annual Register of Post-Secondary Education Students Report PDF allows you to search for and enter the names of the following types of information:

To perform a search: 1. Click a search field, such as Organization Name.

2. Enter any sequence of letters that is part of the name you are searching for. You do not need to know the first word or letter of the name; any part of it will do. A list of names that contain the same sequence of letters will appear.

Note: If the list of search results is long and you do not immediately see the name you're looking for, click the list to enable a scroll bar.

3. Use the mouse to scroll through the list and click the name that you need. The name field displays that name and, if there is an associated ID number, that number appears automatically in the Organization No. (number) field.

4. On the keyboard, press the Tab key.

If you use the mouse, click on the name before you click another field. The organization name is now entered and you can continue.



Using only the keyboard:

As you type and the field displays a list of search results (see step 2 in the procedure above), you can move the cursor into the list without using the mouse:

1. Press and hold the Ctrl key, and then press and release the space bar (Ctrl+space).

2. Release the Ctrl key.

3. The cursor is now in the list; use the up/down arrow keys to select the name that you need.

4. Press the Tab key to leave the Organization Name field and to enter your selection. Note: you can also use the mouse to click outside the field.

Alternatively

You can also enter a name by first entering an Organization No. When you leave the field, the corresponding Organization Name will appear.

To enter an organization name based on its identification number: 1. Click the Organization No. field.

2. Enter a valid ID number such as a Band No. or Inuit Community No. .

3. Using the keyboard, press either the Tab key or use the mouse to click outside the number field. This also enters the organization's name in the Organization Name field and you can continue.

For more information about entering data, see the document How to use Adobe Forms that is attached to the PDF.



How to Check Mandatory Information Recognizing Mandatory Fields

There are two ways to recognize mandatory fields: • there is an asterisk ( * ) before the field label • you can click View PDF Errors to obtain an error report and highlight missing mandatory

information

It is highly recommended that you check your PDF for missing data before sending it to AANDC.

Tip: Click View PDF Errors just prior to entering the Declaration to make sure your Report is complete.

Recognizing Errors

Incorrect or incomplete mandatory fields generate Errors.

Use the View PDF Errors button to review the PDF and generate a report of missing mandatory information.

There are two ways to recognize errors:

A field is framed with a red box to indicate the individual error.

A collapsed section is highlighted in red to indicate that you need to expand it to display errors within.

Recognizing Warnings

Incorrect or incomplete recommended fields generate Warnings which appear as pop-up messages. For example, if you enter an incorrect date, this message appears:



Finding Errors

Recipients and Regional Office staff can speed up the process for reviewing data and making corrections by completing fields that are mandatory and recommended before uploading the PDF.

To check for errors (missing mandatory information):

1. Go to the first page of your PDF form and click the button. The PDF Field Error Report appears and displays a list of fields that are missing mandatory information.

2. Select an error in the list. Click the button. The error report disappears and the PDF displays the page where the error is found.

The field that contains the error is framed in red.

3. Fix the error and any others on the page.

4. Save the PDF.

To print the PDF Field Error Report:

1. Click the button. The PDF Field Error Report appears as a PDF file. The list of missing mandatory information is plain text. You can save the file to a local drive or print it.

To close the PDF Field Error Report:

1. Click the button. The PDF Field Error Report disappears. The PDF remains open and the missing mandatory information is still framed in red.



Reducing the file size of the PDF Sometimes a PDF that you are preparing to send to AANDC is a large file size. One way to minimize file size is to remove the User Documentation that you no longer need.

Important: If the PDF exceeds 10MB, a confirmation message appears. Click OK.

If you have many sub-reports attached to your master report, removing user documentation can make a big difference in the size of the file that you send to AANDC.

To remove files that are attached to the form:

1. Click the paperclip icon in Adobe Reader. A list of all attachments appears, including the user documents you would find under the View Instructions button.

2. Select a file from the list and press Delete on your keyboard.

Be careful not to select a sub-report or a supporting document. A confirmation message appears.

3. Click Yes.

The document is removed from the form.

4. Repeat as required.