Termination Decision Model
Policy and Procedures
The termination model is based on two separate processes. Firstly, we have a recommendation for termination at
the end of the application process where participants may not agree with our recommendation. Secondly, we
have a process in place to ensure clients follow the criteria and their obligations and responsibilities as per their
signed contract with the Ministry of Training Colleges and Universities (MTCU) and the Participation Agreement
with VDMA Training and Consulting Inc. The following procedures need to be taken into consideration prior to
determining a decision to recommend termination of participation of the client in the Self-Employment Benefit
Program.
A) Review of data, notes and general communication
a. Application process
b. Training phase – Phase I
c. Business Plan submission
d. Consultation and Implementation – Phase II
B) Notifications to the client
e. Application process
f. Training phase – Phase I
g. Business Plan submission
h. Consultation and Implementation – Phase II
C) Specific Infractions and Non-compliance Matrix
A) Review of data, notes and general communication
i.
Specific forms and data during the application process will identify the suitability and eligibility of the
applicant. The rationale from the Advisory Committee and the scores from the application and interview
process determine the recommendation of termination of the application and thus entrance into the
Program. An overall score less than 65% makes the application subject to non-recommendation and thus
termination of the application process.
ii.
During the training phase, instructors will maintain a general log book on the participation, overall
attitude, code of conduct and progress of each client, while consultation notes during the consultation
phase will indicate also the business development and implementation requirements of the client. In
addition, specific follow up items, whether verbal or in writing, which was communicated during either
phase will be noted and reviewed in the client’s file.
iii.
Notes and reviews concerning this policy relates to infractions as per the signed Participation Agreement
and attached appendices which the client has signed and declared to have read and agreed to adhere to
in order to maintain participation in the Program.
iv.
This Termination Decision Model and its Policies and Procedures are an integral part of the Participation
Agreement.
B) Notifications to the client
It is our policy and belief that open communication and transparency is important. Therefore, we will do
our utmost to communicate and work with the client to resolve the various issues of non-compliance to their
participation, prior to determining recommendation for termination. To create therefore organizational
boundaries around this policy, we will notify, where appropriate, the following modes of communication in order
to notify the client:
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Termination Decision Model
Policy and Procedures
i.
ii.
iii.
iv.
v.
By Telephone, leaving a telephone message and by Email;
This is to convey to the client to get in touch with us the same or next day in order to discuss the
issue(s) or infraction(s).
By Telephone or a called meeting at VDMA’s office.
Both consultant and client will discuss and resolve pertinent issue(s) of non-compliance or infraction
to the Agreement. A specific timeline will be stipulated to have the issue resolved for the client to be
compliant once again to the Agreement.
VDMA will follow up by an email confirming the nature of the call or conversation and its agreed
outcome.
The rationale of non-recommendation into the program is documented and conveyed to the
participant by telephone and regular mail. In the event the client does not agree with the
recommendation, we refer the applicant to our Internal Complaint Process and a mediator will be
assigned to have the issue resolved. Simultaneously, the client will be referred back to the
Employment Service Provider to ensure other interventions can be considered, with a possible
referral to another OSEB coordinator.
A notice of intent to recommend for termination will be sent by encrypted email to the client and also
with registered mail. Copy of this letter will be send to MTCU for further action.
C) Specific Infractions and Non-compliance
Infraction / Non-compliant issue
Work less than 35 hours per week
Non-compliance on completion of assigned benchmarks
Lack of PARTICIPATION – See Training and Consulting Protocol
No attendance without prior notice
Missed attendance or appointments after two incidents
Cancelled appointments and no shows without prior notice
Two cancelled appointments with no appropriate notice – 48 hours
No appropriate notice concerning holidays and outside province travel
Avoidance on notices concerning behavioural issues
Complete change of business concept from initial business proposal.
Business Plan not submitted
Incomplete Business Plan
Revised business plan not completed
Non-compliance to municipal laws
Non-compliance to federal laws
Non-compliance to provincial laws
No business Insurance and appropriate coverage to mitigate risk
Monthly reports not submitted on or before deadline after second notice
Quarterly Report not submitted on or before deadline after second notice
Breach of Ethical Conduct – see business etiquette training protocol
Perceived or no perceived conflict of interest issues
Breach of Confidentiality / Privacy issues.
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