2014-15 SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
The Site Compliance Visit Self-Assessment Questionnaire is based on the requirements
outlined in the LBS Service Provider Guidelines and LBS agreement. It provides the
Service Delivery Site with the opportunity to demonstrate the processes and activities it
has in place in order to ensure success in meeting requirements and learner objectives.
Consultants will use the questionnaire as a starting point for discussion about your
organization and your program.
Instructions:


Please obtain a copy of the Site Compliance Visit Self-Assessment Questionnaire
from the Employment Ontario Partners’ Gateway (EOPG) website.
Complete and submit to the Ministry by the due date indicated (typically one week
ahead of the site compliance visit).
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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2014-15 SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
Agreement Number and Type
Service Provider Legal Name
SDS Name
SDS ID
Site Address (Physical)
Site Contact Name and Position
Site Contact Telephone Number
Site Contact E-Mail
Name and Position of the Service Delivery Site
staff (manager level or higher) who completed this
form - the Site Compliance Visit Self-Assessment
Questionnaire.
Date when the form was completed
CUSTOMER SERVICE
Agreement Schedule A-13, 17
Guidelines Section 1.2, 1.3, 4.1.3
1
Describe how you seek out and respond to feedback
from clients and learners to improve on customer
service expectations. Provide examples.
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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2
In the event of a planned or emergency closure, please
describe how you will maintain continuity of operations
to support clients and learners.
3
Describe the process of how you ensure that your site’s
information on the Ministry’s Find Employment and
Training Service is always up-to-date.
4
Describe what you have done to make your site and
materials more accessible to Persons with Disabilities.
For more information on your obligations, please refer
to the Section 4.1.3 of the Guidelines. As well please
visit the Ministry of Community and Social Services
website, Making Ontario Accessible.
EMPLOYMENT ONTARIO SELF-SERVICE (EOSS)
Agreement Schedule A-14
Employment Ontario Self-Service Training Resource Guide
5
Describe the process you have in place to ensure
contact is made with a client within one business day of
receiving the client’s online application.
6
Describe any and all circumstances, including the
length of time, when your site has been unavailable to
accept online applications.
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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INFORMATION AND REFERRAL
Agreement Schedule A-7
Guidelines Sections 1.4, 2.2, 3.4, 4.1.5
7
Describe the Information and Referral protocols your
site has in place and show how you comply with
Sections 1.4 and 3.1 of the Guidelines.
8
Describe how you determine if a client would be best
served by another EO, LBS or Community program?
If the client is to be served by the LBS program,
describe how you determine which LBS service
provider best meets the client’s needs?
ASSESSMENT
Agreement Schedule A-3, A-4
Guidelines Section 2.2, 3.1, 3.5
9
Describe the assessment strategies/ tools you use with
Clients and Learners to determine:
 Eligibility and Suitability
 Strengths and Gaps
 Learning Style
 Goal Path
 Competencies Required by the Goal
 Learning Activities
 Milestones
 Culminating Tasks
 Learner Progress
 Readiness to Exit
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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10
Describe how you ensure staff who carry out the
assessments have the appropriate skills and training to
select, administer, interpret and track assessment
results.
11
Describe how you ensure milestones and the
culminating task assessment activities are kept secure
and are used according to the administration
instructions.
12
Describe how you manage the Milestone and
Culminating Task Repository user accounts allocated
to your organization including the authorization and
immediate restriction of access of users.
LEARNER PLAN DEVELOPMENT
Guidelines Section 2.0, 2.2, 3.6 (3.5)
13 Describe how your learner plans are developed and how
you ensure they capture the following:
 goal path,
 background information,
 assessment results,
 competencies required and achieved,
 assessment strategy for incorporating milestones
and culminating task,
 learning activities,
 timelines/program duration,
 estimated time per week learner commits,
 additional supports/referrals required by the
learner, and their results
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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14
Describe how you involve the learner to create and keep
their learner plan up-to-date.
TRAINING SUPPORTS
(NOT APPLICABLE TO E-CHANNEL)
Agreement Schedule A-9
Guidelines Section 4.2.3
15 Describe your policies and procedures for the
disbursement and accountability of Training Support
funds to learners. Include how you determine eligibility,
level of monetary assistance, and the types of supports
paid.
TRAINING
Agreement Schedule A-6
Guidelines Section 3.7, 3.7.1 and 3.9.2
16 Describe what types of instruction are available to
learners: class, independent study, a combination of
both (for e-channel - synchronous, asynchronous, a
combination of both) and how you determine the most
suitable type for the learner.
17
Describe how you ensure your instruction materials and
learning activities are appropriate for adult learners.
18
How do you ensure training is related to the real-life
tasks learners would perform in work, learning, and
community settings? Provide examples.
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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19
How do you involve and motivate learners to keep on
track and persist to meet their goal? Provide examples.
20
In cases where a learner is best served by more than
one LBS provider, describe how you ensure there is no
duplication of services and the learner experience is
seamless and effective.
21
Describe how you help learners access and participate
in education, training, EO services and/or other types of
community services while involved in the LBS Program.
Also include examples of the formal service coordination
relationships you have established.
EXIT AND FOLLOW-UP
Schedule A-8, 15,
Guidelines 2.2, 3.8, 3.9.2, 4.2.2
22 Describe how you ensure follow-up with learners occurs
at Exit, 3, 6 and 12 months and is recorded in the
learner’s file and on EOIS-CaMS.
23
Describe how you evaluate the effectiveness of your
training activities to support learner transitions and how
you use learner feedback to make improvements.
24
Describe your process for ensuring each learner file
includes the following:
 Participant Registration Form
 Learner Plan
 Evidence of Learner Progress
 Training Support documentation (if applicable)
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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
Participant Exit and Follow-Up Form, and
Evidence for decisions (eligibility, suitability,
referrals, service at the site, referrals etc.)
ACCESS TO INFORMATION AND PROTECTION OF PRIVACY
Agreement Article 7.2-7, 9
Guidelines 4.1.4, 4.2.1
25 LBS transfer payment agreements require service
providers to protect the security and integrity of personal
information collected during the delivery of the LBS
program. Describe the measures you have in place to
protect, prevent and detect the unauthorized or
inadvertent collection, use, disclosure, loss, alteration or
destruction of such information. Also, how do you
ensure learners are aware of your privacy policy?
EOIS-CaMS
(NOT APPLICABLE TO E-CHANNEL)
Agreement Article 9.3.h), Schedule A-11
Guidelines 2.3, 3.5, EOIS CaMS Bulletin - CaMS/2013-4
26 Describe how your site demonstrates and ensures that
you have the capacity to effectively use and manage
EOIS-CaMS.
27
Describe how your Service Provider Registration
Authority (SPRA) manages the EOIS-CaMS licences
and user accounts allocated to your organization
including the authorization and immediate restriction of
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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access of users.
28
Describe your process for entering learner data into
EOIS-CaMS including timeframe expectations.
29
Describe how you ensure learner information captured
in CaMS accurately reflects the information captured in
the physical file.
30
Provide two or more examples of how you use EOISCaMS data and EOIS-CaMS Reports to improve service
and outcomes.
E-CHANNEL
(NOT APPLICABLE TO IN-PERSON DELIVERY)
Agreement Schedule A-13
31 Describe how you demonstrate and ensure that you
have the capacity to effectively manage the
administration of e-Channel.
32
Describe how you ensure your CSV file complies with
the Ministry requirements set in the LBS e-Channel
Interim Reporting Service Provider Administration
Guide.
33
Describe how you manage/restrict access to system and
learner data including the immediate restriction of
access of staff who are no longer in the employ of your
organization or no longer require access to the data to
perform their responsibilities.
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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34
Describe how you ensure learner information captured
in your e-Channel records is accurately reflected in your
CSV file submission and Interim Report. Please include
your process for capturing EOSS referrals.
35
Provide two or more examples of how you use learner
data to improve service and outcomes.
VISIBILITY GUIDELINES for LBS SERVICE PROVIDERS
36
Describe how you ensure your LBS program adheres to
the 2007 Visibility Guidelines for agencies contracted to
deliver Employment Ontario services and/or projects (as
it relates to signage, communication products, events,
advertisements, website, etc.).
SITE COMPLIANCE VISIT SELF-ASSESSMENT QUESTIONNAIRE
FOR LBS SERVICE DELIVERY PROVIDERS
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