(EOIS-APPR) User Manual for School Boards
Contents
1. If your Board has print functionality a PDF version of the Select Print and select the lf your Board does not have print functionality you will see the message Update applied at the top of the page Result The status of the training agreement is set to Pending on the Training Agreements tab of the Client Record 14 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Training agreement Hours Based Step Action 1 On the Application Summary page select the button Add a Training Agreement 2 On the Add a New Hours based Training Agreement page A document will display on your screen Select Print and select the printer name Three copies of the training agreement will be printed B message Update applied at the top of the page Result The status of the training agreement is set to Pending on the Training Agreements tab of the Client Record Enter the Client SIN if it has not been pre populated Click Search for a Sponsor to select the sponsor to which the clients training agreement will be associated This opens the Search Sponsor page Section 2 2 Select the sponsor and click Return selected sponsor Enter the Start Date of Employment Enter Regular Hours Per Week Click Calculate This is very important as the training agreement hours must be broken down into periods before you can save the information Click Save If your Boa2. Enter the Start Date of Employment Click Save A If your Board has print functionality a PDF version of the document will display on your screen Select Print and select the printer name Three copies of the training agreement will be printed Note If the print function does not work once you select SAVE you may be required to disable your system s pop up blocker Please contact your technical support group for assistance Contact your local Service Delivery office to request the training agreement that did not print B If your Board does not have print functionality you will see the message Update applied at the top of the page Result The status of the training agreement is set to Pending on the Agreements tab To add a New Hours Based Training Agreement Step Action 1 From the home page search for the client 2 Go to the client s Program Participation tab and select the program for which you want to add a training agreement 3 From the What would you like to do drop down menu select the page action Add a new training agreement for the selected program Select the program and click Go 25 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 4 Ss On the Add a New Hours based Training Agreement page e Enter the client s SIN number if it has not been pre populated e Click Search for a Sponsor to se
3. When to use Use this procedure to update the physical location and mailing address for the School board Who can use Service Provider Registration Authority SPRA Step Action From the What would you like to do drop down menu select Update the School Board address and click Go On the Update Schoo Board Address page you can update the School Board physical location and mailing address For each address enter the appropriate postal code and click Look up Address This will open the Postal Code Look up application Click Next once you have added the information to return to the Update School Board Address page Click Save Go back to the School Board General page Under the Administrative Office section you will see the updated School Board address 35 EOIS APPR User Manual for School Boards Version 7 0 April 2014 5 2 Clients Tab 5 2 1 View the Clients Associated with your Board When to use Who can use Use this procedure to view all clients associated with your board This list displays the Client name Client ID Program TA status received in Service Delivery Office date TA TA Status and the associated Service Delivery Office The Client ID is displayed below Client name Selecting the Client ID link will take you directly to the individual Client Record Service Provider Registration Authority SPRA Service Provider Subscriber 5 2 2 Create Client List Wh
4. 2 Go to the client s Schooling tab 3 This page displays details of the client s schooling preferences on hold date Schooling details will appear if the client has been scheduled to class If the client has completed a level of classroom training the results will display 30 EOIS APPR User Manual for School Boards Version 7 0 April 2014 4 6 Reportable Subjects Tab 4 6 1 View Reportable Subjects When to use Use this procedure to view the reportable subjects associated with client s program participation Inputs Signed Application for Ontario Youth Apprenticeship Program Step Action 1 From the Left Navigation Bar search for the client 2 Go to the client s Reportable Subjects tab 3 This page displays details of the reportable subjects associated with the program the client has been registered to The reportable subjects are broken down into the number of levels required for the trade based on the curriculum standard Reportable Subject Status e Required e Exempt e Complete Note The initial status of a reportable subject is Required This status would remain if the client was to attend a class and failed the subject 31 EOIS APPR User Manual for School Boards Version 7 0 April 2014 4 7 Documents Tab 4 7 1 View Documents When to use Use this procedure to view the documents associated with the client s record Inputs Signed Application
5. Based apprenticeship programs At this point the client s record will no longer be visible on the School Board Client tab Note This page action will result in the removal of client s record from the School Board Client tab e Client request client no longer wishes to participate in the OYAP program e Proof of completion of the OYAP program proof of grade 12 Who can use e Service Provider Registration Authority e Service Provider Subscriber Step Action 1 From the left navigation bar search client 2 Go to the client s Program Participation tab 3 From the What would you like to do drop down menu select the page action Update special program outcome for the selected program Select the program you wish to update by using the select box and click Go 4 On the Update Special Program Outcome page use the drop down menu to select Complete or Withdrawn A mandatory date field will appear Date of Graduation can be entered optional field Click Save The message Information saved successfully will appear at the top of the screen Click Program Participation in the location bar to return to that 23 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action tab 5 On the Program Participation tab the outcome displays as follows OYAP Complete o Withdrawn The Status Date for this change will appear to the right lf Date of Gr
6. Inputs e Signed Application for Ontario Youth Apprenticeship Program e Client s documents to verify identity and education o OEN Social Insurance Number Proof of education Proof of age O O O EOIS APPR User Manual for School Boards Version 7 0 April 2014 2 1 Applying a Client to be a Program Participant Step Action 1 From the Home page select link Apply OYAP client to an Apprenticeship program 2 On the Choose a trade occupation page you can select the Trade in which the client is participating by using one of two methods e From the first drop down menu in Option A you can choose the sector The second drop down menu then changes to reflect only those trades that fall within that sector This option is useful if there is a Trade missing from the application form or you do not know the specific trade code e Option B allows you to enter the Trade code directly e g 309A if you know it The special program version will default to Special Program Ontario Youth Apprenticeship Program Click Next Step 3 The OYAP Student Identification page requires data entry of e Ontario Education Number mandatory field e Social insurance number optional field e Client last name mandatory field Click Next Step Note If an exact client match is found in the EOIS APPR two things can happen 1 If the client is participating in a different trade you can proceed and data will be pre popul
7. Provider Registration Authority SPRA Step Action 1 Click the Contact Information link from the School Board Home Page This will open the School Board General tab 2 From the What would you like to do drop down menu select Add a new contact to the School Board and click Go 3 On the Add Contact page enter the contact information and click Save 4 Go back to the School Board General page Under the Contact Information section you will see the new contact information 5 1 2 Update the Selected Contact When to use Use this procedure to add or update the contact information at the School board Who can use The Service Provider Registration Authority SPRA Step Action 1 Click the Contact Information link from the School Board Home Page This will open the School Board General tab 34 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 2 Select the appropriate contact name in the Contact Information section by clicking the check box next to the name 3 From the What would you like to do drop down menu select Update the selected contact and click Go 3 On the Update Contact page update the appropriate contact information Click Save 4 Go back to the School Board General page Under the Contact Information section you will see the updated contact information 5 1 3 Update the School Board Address
8. conveniently update several client records at one time but may be used to update an individual client record Note If you wish to update only one program for a client complete this action from within the client record The same update Withdraw or Complete and Graduation Date will be applied to all clients selected Note This page action will result in the removal of clients records from the School Board Client tab Inputs e Client request e Proof of completion of the OYAP program e g proof of grade 12 Step Action 1 From the Home Page select View the Clients Associated with your Board This will take you to the Client tab of your School Board record 37 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 2 Select the clients or client that you wish to complete or withdraw by clicking in the box to the left of their name 3 From the What would you like to do Menu select Update special program outcome for the selected client s and click Go 4 On the Update Special Program Outcome page use the drop down menu to select Complete or Withdrawn A mandatory date field will appear Date of Graduation can be entered optional field Click Save The message Information saved successfully will appear at the top of the screen Click Program Participation in the location bar to return to that tab 5 On the Program Participation tab the outcome displays as
9. span between the two the Service Provider Subscriber can log into EOIS APPR Inactivate the Selected Service Provider Subscriber Note The subscriber status is set to Inactive if the subscriber has not logged into EOIS APPR for 120 days The Subscriber will receive a warning notice via email at the 90 day mark advising that the PIN will be inactivated Logging in will halt the process Inactivation can also be achieved by following the steps below Step Action 1 From the Home page select the link Service Provider Subscriber View Individual s with Employment Ontario Information System Apprenticeship log in privileges This will take you to the Service Provider Subscriber tab Select the check box beside the Subscriber you wish to inactivate and from the What would you like to do In the drop down menu select the page action Inactivate the selected Service Provider Subscriber Click Go On the Change Status page select the status reason for the inactivation Add any notes that apply Click Save The message Update Applied will display Return to the Service Provider Subscriber tab using the location bar Results Status of the Service Provider Subscriber will now display as Inactive and their PIN is no longer valid 42 EOIS APPR User Manual for School Boards Version 7 0 April 2014 5 4 4 Activate the Selected Service Provider Subscriber Step Act
10. A Registration application the Service Provider Representative and Service Provider Registration Authority records are created in the EOIS APPR by the Service Delivery Office manager This will initiate two emails to the SPRA identifying access codes to the EOIS APPR These emails received 48 hours apart are to be maintained in a confidential and secure manner Note The SPRA status will be set to inactive if the user has not logged into the EOIS APPR for 120 days Who can use Service Provider Registration Authority SPRA View Only Service Provider Subscriber View Only 39 EOIS APPR User Manual for School Boards Version 7 0 April 2014 5 4 Service Provider Subscriber Tab 5 4 1 View the Service Provider Subscriber When to use The Service Provider Subscriber tab will display details about the Service Provider Registration Authority SPRA and the Service Provider Subscribers There may be multiple Subscribers and maintenance of these records is restricted to the SPRA role The Service Provider Registration Authority SPRA is the individual authorized by the Service Delivery office Local Registration Authority to set up access for Service Provider Subscribers as set out in the School Board contract with the Ministry of Training Colleges amp Universities and in accordance with the terms and conditions specified on the SPRA Registration application The Service Provider Subscriber is the individual s authorized by the SPRA to a
11. Boards Version 7 0 April 2014 Step Action Note active program participation status for your Board Enter search criteria from above and select search your board with this birth date Client Phone Number TA when entered will return an exact match TA Status TOSS Trade code if used alone will return all clients associated with your board with this Trade code OCOT Membership ID OCOT Membership Status Client search functionality will return OYAP clients with an Depending on the search criteria selected the results may display more than one record Select the client ID hyperlink for the appropriate client to open the client record 17 EOIS APPR User Manual for School Boards Version 7 0 April 2014 CHAPTER 4 Client Record When to use The client record contains all details of the clients program participation and apprenticeship registration if applicable This chapter details the functionality available in each of the following tabs within the client record e General Program Participation Training Agreements Skills Schooling Reportable Subjects Documents Note Data that is entered into the EOIS APPR will remain in the language in which it was entered even when toggling from English to French French to English within the system Who can use e Service Provider Registration Authority e Service Provider Subscriber 18 EOIS APPR User Manual for School Boards Vers
12. CONT ENE MD 46 EOIS APPR User Manual for School Boards CHAPTER 1 Introduction to the EOIS APPR User Manual Purpose Scope for School Boards The purpose of this User Manual for School boards is to describe how ministry apprenticeship business is performed using the Employment Ontario Information System Apprenticeship EOIS APPR As system related procedures are updated the version number and the issue date will also be updated to reflect the current version Note There is a security feature in the EOIS APPR that will automatically time the system out if there is no activity for 15 minutes It is important to note that your access will allow you to view and utilize specific system functionality within 2 distinct records e School Board Record e Client Record Within each Record there are multiple sections or tabs Note The Client record is a complete profile for one individual client The Client tab within the School Board record displays all clients associated with your board The following procedures are described in this manual Applying an OYAP student as a program participant Adding a training agreement Printing the training agreement Viewing information related to the OYAP client s record Creating a client list Maintaining School Board information e g addresses contact information e Viewing Service Provider Representative Service Provider Registration Authority and Service Provider Subscribe
13. Ministry of Training Colleges and Universities EOIS APPR User Manual for School Boards Version 7 0 April 2014 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Table of Contents CHAPTER 1 Introduction to the EOIS APPR User Manual for School Boards eeee 4 CHAPTER 2 Applying an OYAP Client to an Apprenticeship Program cccceeeeeeeeeeeeeeeees 7 2 1 Applying a Client to be a Program Participant ccceeceeeeeeeeeeeeeeeneeeeeeeees 8 2 2 Sareh for A Sponsor Assia hs ota as Cita a MA eth 2 en AA ot ete 11 2 3 Adding a Training Agreement from the Application Summary Page 14 CHAPTER 3 Search Clients Associated with your Board cccceeeeeeeeseeeneeeeeeeeeeeeeeeeeneaees 16 CHAPTER 4 CHIME CONG ase eich Bite E es teh E ae cael he taal 18 41 General Tabni a tat maces E 19 4 1 1 Update Mailing Address and Contact Information ccccccceeetetteees 19 4 1 2 Update Personal Information scinsscxcsexvowetemecend semoscavsoaotomesonstemsonotomsvenes 20 4 1 3 Add Update Ontario Education Number OEN cccceseeeeeenees 21 4 2 Program Participation Tab ccccccccccccceccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeess 22 4 2 1 View Program Participation Tab sssssssssssssssssssssssssssssssssssssssenes 22 4 2 2 Update Special Program Outcome for the Selected Program 23 4 2 3 Add a New Training Agreement for the S
14. aduation is entered the date will display dd mm yyyy 4 2 3 Add a New Training Agreement for the Selected Program When to use Use this procedure to add a new training agreement if the client is an existing program participant This will create a training agreement in the status of Pending Inputs Signed Application for Ontario Youth Apprenticeship Program Who can use e Service Provider Registration Authority e Service Provider Subscriber To add a new Competency based Training Agreement Step Action 1 From the Left Navigation Bar search for the client 2 Go to the client s Program Participation tab and select the program for which you want to add a training agreement 3 From the What would you like to do drop down menu select Add a new training agreement for the selected program Select the program and click Go 4 On the Add a New Competency based Training Agreement page 24 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action e Enter the Client SIN number if it has not been pre populated e Click Search for a Sponsor to select the sponsor to which the client s training agreement will be associated This opens the Search Sponsor page Section 2 2 Click Search Select the sponsor and click Return selected sponsor You are now back on the Add a New Competency based Training Agreement page with the sponsor s information completed
15. agreement you wish to view in detail by selecting the check box 4 From the What would you like to do drop down menu select View the selected training agreement Click Go 5 This page displays details of the training agreement and sign off information if applicable Select the links at the top of the page to return to the client s Training Agreements tab 28 EOIS APPR User Manual for School Boards Version 7 0 April 2014 4 4 Skills Tab 4 4 1 View Skills When to use program participation Use this procedure to view the skills associated with the client s Inputs Signed Application for Ontario Youth Apprenticeship Program Step Action 1 From the Left Navigation Bar search for the client 2 Go to the client s Skills tab 3 This page displays details of the skills associated with the program the client has been registered to The skill sets associated with the skills can be viewed by selecting the expansion box to the left of each skill If a Training Agreement has been added this page will also display the name of the Sponsor 29 EOIS APPR User Manual for School Boards Version 7 0 April 2014 4 5 Schooling Tab 4 5 1 View Schooling When to use Use this procedure to view the Schooling associated with client s program participation Inputs Signed Application for Ontario Youth Apprenticeship Program Step Action 1 From the Left Navigation Bar search for the client
16. ated on the Personal Information screen which is next in this process OR 2 You cannot proceed and intervention from the local service delivery office will be necessary You will see an error message This client has a record of participating in this program See Appendix A amp B for Logic Trees detailing client search scenarios for both OEN and SIN EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 4 On the top of the Personal Information page there is a note that indicates No information is saved until the application is submitted at the end of the process If there is inactivity on the system for more than 15 minutes the system times out The information you entered will be lost Enter the following e Name and other personal information The applicant s first name and last name will appear on all documents produced by the Ministry The middle name and preferred first name do not they are optional fields The preferred first name field is used if you want to include a name by which the client is known For example you might have a client whose legal first name is Robert but goes by the name Bob Date of birth Social Insurance Number optional Gender Education Level Select the appropriate education level Phone numbers You can enter up to 3 phone numbers for each client From the drop down menu you can select which type of phone number you are entering e
17. ation Authority e Service Provider Subscriber Step Action 1 From the Left Navigation Bar search for the client 2 Select the second tab from the left entitled Program Participation tab 3 This page displays details of the program the client has been applied to The OCOT membership class if applicable can be viewed on this tab 4 There is a link entitled View Summary associated with application This link will display the details of the application that was entered for the OYAP client 5 There is a link entitled View School Board Change History This link will display the history of the boards the client has been associated with This screen could display as blank if the client is only associated with one Board 22 EOIS APPR User Manual for School Boards Version 7 0 4 2 2 April 2014 Update Special Program Outcome for the Selected Program When to use Use this procedure when an active apprentice has completed or Inputs withdrawn from the OYAP program The following instructions apply to an update for one client To update Special Program outcome for several clients at one time refer to Section 5 2 3 This Special program completion is just for the OYAP portion of a Client s program participation and not the base Apprenticeship program Once a clients OYAP outcome has been updated the requirements to continue to participate in the base program will be enforced i e ratio wage periods for Hours
18. ccess the EOIS APPR as set out in the School Board contract with the Ministry of Training Colleges amp Universities and in accordance with the terms and conditions specified on the Service Provider Subscriber Registration form Upon receipt of the Service Provider Subscriber Registration form the Service Provider Subscriber record is created in the EOIS APPR by the SPRA This will initiate two emails to the Subscriber identifying access codes to the EOIS APPR These emails received 48 hours apart are to be maintained in a confidential and secure manner Note The Service Provider Subscriber status will be set to inactive if the user has not logged into the EOIS APPR for 120 days The following page actions on this tab can be accessed by the SPRA The Subscriber has view only functionality Add a new Service Provider Subscriber Inactivate the selected Service Provider Subscriber Activate the selected Service Provider Subscriber Reset PIN for the selected Service Provider Subscriber Update contact information for the selected Service Provider Subscriber 40 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Inputs e Service Provider Subscriber EOIS APPR Registration form e Service Provider Subscriber Administration form EOIS APPR Who can use Service Provider Registration Authority SPRA 5 4 2 To add a new Service Provider Subscriber Note If an existing Subscriber has a name change this is processed as a
19. cific search results are Sponsor ID and phone number If you do not find the sponsor by entering information in one field enter information in the other fields to assist you in your search Enter at least one of the following e Sponsor ID if known This is a 7 digit number and is the most efficient way to search as it will return an exact match e Contact phone number with area code e Sponsor name with a Wildcard You may also want to add the Trade code the client is participating in to limit the search results i e Sponsor name Family Trade 310S This will return all sponsors approved to deliver the trade of Automotive Service Technician in Ontario with a company name that starts with Family e Postal Code of the sponsor e Contact name at the company can also return results if you are unsure of the accurate company name and spelling and spacing Note Some companies are known by one name but the legal name VN is different ee For example Canadian Tire might be legally called Joe Smith Ltd If you have registered apprentices with the same company in previous years you may know the legal company name where the student is working Using wildcards in the search criteria may be helpful as the sponsor name may be entered in the system in a variety of ways i e B R Mechanical if entered as B R Mechanical will not return a result When you search a sponsor you may get the following result No sponso
20. e Service Provider Subscriber tab using the location bar 44 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Appendix A Both OEN and SIN are Entered Match Found No match found Same OEN Same OEN NO YES NO Error Message Match found Next Screen on one identifier Please re No Pre Eill enter data and contact Service Consider as new Delivery Office if this message client appears again Same Last Name O Error Message Match found on one 9 identifier Please re enter data and Same TOSS contact Service Delivery Office if this message appears again YES Error Message This client has a record of participating in this program Same Board YES NO Next Screen Error Message Pre fill Match found Client AOL process is not associated with continues your school board 45 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Appendix B Only OEN is entered No Match Found Match Found Next Scrren No Pre fill Create New Client Same Last Name Error Message Match found on one identifier Same Trade Please re enter data and contact Service Delivery Office if this message appears again Error Message This client has a record of Same School Board pa
21. e required to ensure that correspondence is delivered correctly This information will 19 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action appear in the bottom left corner of the mailing label To change contact information Enter the changes to the e mail address and phone numbers if applicable Click Save 4 Go back to the General tab Note You can view the detailed history of the client s address and name changes by clicking the View history link 4 1 2 Update Personal Information When to use Use this procedure to update a client s personal information including Preferred first name Date of birth Gender Preferred language English or French Education level The Preferred first name field is used to record a name that may not be the client s legal name but is how the client wants to be addressed when contacted Note You will need to contact the Service Delivery office if the clients Last name or First name changes or if it was entered incorrectly Inputs Client request phone in person letter e mail fax Who can use e Service Provider Registration Authority e Service Provider Subscriber 20 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 1 From the Left Navigation Bar search for the client 2 On the clients General tab from the What would you like to do drop down menu select the page action Upda
22. elected Program 24 4 2 44 ACO Update School Name aici seceeesteiceznctioehtoeapitbeeetslaebexabocheaat Hidsee oaks 27 4 3 Training Agreements Tab sa scxeceue saz ctes cet canseset See cte tikes eketoas utes heres eee 28 4 3 1 View Training Agreement ssssssssssssssssssssssssssssssssssssssssssssssssaaaes 28 gA SUNS cl anan assets keiebas Ae saver ekaa E E E NaN aera eS 29 4AT VIEW Skils a danas amas onipendinenanidorioend anaoantunipensbon 29 A CHOON Va wicca cece er te a a manda oan eu nana eter AAEE ASEAN 30 4 5 1 VIEW Schooling oai0cosudecdcnsucncdcwanteddouancncdewanteddowancncdewanteadcwancnedewantecleoaatune 30 4 6 Reportable Subjects Tab 2 2 c c ccc cece ccceccennnseesenectecenencunnenacceeceaeeneeseunnnaccetenes 31 4 6 1 View Reportable SUbjOCHS ccccccccceesccceceeeeeeeeeeennaeeeeeeeeeeseesensaaeees 31 4 7 Documents Tab wise indtiscsaudiuscssadieaesaaeiate aadieeciaviaae aaeieeeiadieeeaeineriatieeaet 32 4 7 1 View DOCUIMCINS wincidsissds tess tdsuds taste tssudes tests lisudds cadens tiisbdsoes 32 CHAPTER 5 SCHOOM BAKA RECO RAA E E canteens 33 MRE GENGlal E 1 e nian tneinatheanaiisinatieanateiiateenadies 34 5 1 1 Add a New Contact to School Board ccccccccccceetseeeeeeeeeeeteeenentneeees 34 5 1 2 Update the Selected COntach iii scat ieciiie oc ae oe eee ae 34 EOIS APPR User Manual for School Boards Version 7 0 April 2014 5 1 3 Update the School Board Address ssssssssssss
23. en to use Who can use Step Use this procedure to create a list of OYAP clients that appear on your Client tab The list will be created in excel format Note If there is no client information to display based on the timing of the request a message will display that indicates There are no OYAP clients associated with your Board Service Provider Registration Authority SPRA Service Provider Subscriber Action 1 On the Home page click View the clients associated with your board 2 On your client tab From the What would you like to do drop down menu select Create client list and click Go Note Depending on the size of the file this process can take a few minutes to complete 36 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 3 A pop up window will appear entitled File Download You have the choice to Open or Save this file 4 If you chose to save the file you will be required to select a location where it is to be saved and click SAVE 5 Once the file has been saved a pop up window will appear which indicates Download Complete You have the following three choices Open Open folder or Close 5 2 3 Update Special Program Outcome When to use Use this procedure to update the outcome of multiple clients participation in the OYAP Special program This update to complete or withdraw is used to
24. follows OYAP Complete or Withdrawn The Status Date for this change will appear to the right If Date of Graduation is entered the date will display dd mm yyyy 38 EOIS APPR User Manual for School Boards Version 7 0 April 2014 5 3 Service Provider Registration Authority SPRA Tab 5 3 1 View the SPRA When to use The SPRA tab will have view only functionality displaying details about the Service Provider Representative and the Service Provider Registration Authorities The School Board will only have one active Service Provider Representative although there can be multiple SPRAs Maintenance of these records is restricted to the Service Delivery Office Manager role The Service Provider Representative is the individual authorized by the School Board Service Provider to approve the SPRA The representative has the authority to bind the Service Provider to the SPRA Terms and Conditions as specified on the registration application The Service Provider Representative is identified on the SPRA registration application The Service Provider Registration Authority SPRA is the individual authorized by the Service Delivery office Local Registration Authority to set up access for Service Provider Subscribers as set out in the School Board contract with the Ministry of Training Colleges amp Universities and in accordance with the terms and conditions specified on the SPRA Registration application Upon receipt of the SPR
25. for Ontario Youth Apprenticeship Program Step Action 1 From the Left Navigation Bar search for the client 2 Go to the client s Documents tab 3 This page displays the breakdown of the documents used to verify program entry and exit requirements for all programs the client is associated with Document Status e Required e Confirmed e Received 32 EOIS APPR User Manual for School Boards Version 7 0 April 2014 CHAPTER 5 School Board Record When to use The School Board record contains the board s access details to the EOIS APPR and a summary list of clients associated to the Board as program participants and registered apprentices This chapter details the functionality available in each of the following tabs within the School Board Record e General e Clients e SPRA Service Provider Registration Authority e Service Provider Subscriber i Note Keep in mind the Clients tab within the School Board YN record displays all clients associated with your board If you are seeking information on a specific client you will find those details in the Client record Who can use e Service Provider Registration Authority SPRA e Service Provider Subscriber 33 EOIS APPR User Manual for School Boards Version 7 0 April 2014 5 1 General Tab 5 1 1 Add a New Contact to School Board When to use Use this procedure to add or update the contact information at the School board Who can use The Service
26. g Bus Cell Home e E mail address Enter if available e Name of School Enter the High School Name e Preferred language If the language preference is English then all information that is mailed by the ministry to the client will be in English Only training agreements are generated in the language in which you are working in the EOIS APPR For example if you are working in the EOIS APPR in French the training agreement will be produced in French e Language section Enter if available e Self Identity Designated Group The collection of self identification data is completely voluntary Enter this information if it is completed on the OYAP program participant application form This information is used for policy analysis and statistical purposes e Residency Status Enter if available e Employment Insurance Status Enter if available e Mailing Address Postal code The default Country is Canada Enter a postal code and click Look up Address You are brought to the Postal Code Look up screen a Canada Post interface This will display the street that corresponds to the postal code that you entered You need to specify the street number apartment or unit as appropriate e The Additional information field can contain any notes that are required to ensure that correspondence is delivered correctly This 9 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action information w
27. g depending on the information you have on file for the sponsor For your search to be successful you must enter at least one of the following criteria e Sponsor name You can use a wild card to help you refine your search For example if you enter Smith then all sponsors with this text at the beginning of their name will be found e g Smith s Carpentry Smithson Welding e Sponsor Enter the sponsor s unique ID number in full This number is automatically assigned to the sponsor by the system when the sponsor is added The match must be exact e Postal code Enter the exact and complete postal code This field is not case sensitive nor does it matter whether you include the space between the two groups of characters e Contact name Enter the name of the contact for the sponsor You can use a wild card to help refine your search e g smi will return Smith Smits etc e Contact phone number Enter the phone number of the contact for the sponsor Area code can be entered as a separate field e Trade Enter the Trade code e g 309A It must be complete and exact Inputs Signed Application for Ontario Youth Apprenticeship Program 11 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 1 Select Search for a Sponsor on the Add a Training Agreement page 2 Searching a Sponsor by a unique identifier will return accurate results The criteria that will return the most spe
28. ill appear in the bottom left corner of the mailing label Click Next Step The Required Documents that have been supplied by the applicant to prove their entry requirements must be checked off Select one of each of the required documents from each set This will set the status of these documents to Confirmed on the client s Documents tab Click Next Step The Confirm Application page allows you to take the time to confirm the information you entered on the application before submitting Once you are satisfied that all the information is correct click Submit as approved Result The Client s Program Participation status is set to Active The Application Summary displays all client information and now also displays a system generated Client ID number This ID number is hyperlinked directly to the client record Note The bottom of this page includes a Button which allows the user to Add a Training Agreement for the client This button will be selected if the training agreement is to be added at this time 10 EOIS APPR User Manual for School Boards Version 7 0 April 2014 2 2 Search for A Sponsor When to use Use this procedure to search for the sponsor when adding a Training Agreement Note This search functionality has been addressed in a separate section to assist the user in determining the most accurate way to find an existing sponsor in EOIS APPR There are several ways of searchin
29. ion 1 From the Home page select the link Service Provider Subscriber View Individual s _ _with Employment Ontario Information System Apprenticeship log in privileges This will take you to the Service Provider Subscriber tab Select the check box beside the Subscriber you wish to activate and from the What would you like to do drop down menu select the page action Activate the selected Service Provider Subscriber Note Ensure the email address is accurate as this activation will generate new system access codes Click Go On the Change Status page add any notes that apply Click Save The message Update Applied will display Return to the Service Provider Subscriber tab using the location bar Results Status of the Service Provider Subscriber will now display as Active Note The PIN will be automatically re set and two emails will be created identifying the EOIS APPR Enrolment and new Private Identification Numbers Once received 48 hour span between the two the Service Provider Subscriber can log into EOIS APPR 5 4 5 Re Set PIN for the Selected Service Provider Subscriber Step 1 Action From the Home page select the link Service Provider Subscriber View Individual s with Employment Ontario Information System Apprenticeship log in privileges This will take you to the Service Provider Subscriber tab 43 EOIS APPR User Manual fo
30. ion 7 0 April 2014 4 1 General Tab 4 1 1 Update Mailing Address and Contact Information When to use Use this procedure to update a clients mailing address and Inputs contact information e mail address and phone numbers The client can have up to three phone numbers in their record e g business home cellular Note A new Apprenticeship Registration ID card will not be automatically issued when a client s address is updated It is not required Client request phone in person letter e mail fax Who can use e Service Provider Registration Authority e Service Provider Subscriber Step Action 1 From the Left Navigation Bar search for the client 2 On the clients General tab from the What would you like to do drop down menu select the page action Update mailing address and contact information and click Go 3 On the Update Mailing Address and Contact Information page make the changes to the client s address e mail address or phone numbers To change address information The default Country is Canada To change a Canadian address enter the new postal code and click Look up Address You are brought to the Postal Code Look up screen a Canada Post interface This will display the street that corresponds to the postal code that you entered You need to specify the street number apartment or unit as appropriate The Additional information field can contain any notes that ar
31. lect the sponsor to which the client s training agreement will be associated This opens the Search Sponsor page Section 2 2 Click Search Select the sponsor and click Return selected sponsor e Enter the Start Date of Employment e Enter Regular Hours Per Week e Click Calculate This is very important as the training agreement hours must be broken down into Periods before you can save the information e Click Save A If your Board has print functionality a PDF version of the document will display on your screen Select Print and select the printer name Three copies of the training agreement will be printed Note If the print function does not work once you select SAVE you may be required to disable your system s pop up blocker Please contact your technical support group for assistance Contact your local Service Delivery office to request the training agreement that did not print B If your Board does not have print functionality you will see the message Update applied at the top of the page Result The status of the Training agreement is set to Pending on the Agreements tab 26 EOIS APPR User Manual for School Boards 4 2 4 Add Update School Name Version 7 0 April 2014 Step Action 1 From the Left Navigation Bar search for the client 2 Go to the client s Program Participation tab 3 From the What would you like to do drop down menu select the page acti
32. new Subscriber All business processes must occur including the completion of a new Service Provider Subscriber Registration form The existing Service Provider Subscriber account must also be inactivated Section 5 4 3 Step Action 1 From the Home page select the link Service Provider Subscriber View Individual s with Employment Ontario Information System Apprenticeship log in privileges This will take you to the Service Provider Subscriber tab 2 From the What would you like to do drop down menu select the page action Add a New Service Provider Subscriber and click Go Note A Service Provider Registration Authority SPRA must display in order to add a Service Provider Subscriber 3 Enter the Service Provider Subscriber s e First name e Last name e Phone number e E mail address e Re enter E mail address Click Save Note Ensure the email address is accurate as this is the address where the EOIS APPR access codes will be sent 4 Go back to the Service Provider Subscriber tab using the location bar Result The new Service Provider Subscriber will be displayed with a status of Active 41 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action 5 4 3 Note This action generates two emails to the Service Provider Subscriber identifying the EOIS APPR Enrolment and Private Identification Numbers Once received 48 hour
33. on Add Update School Name and click Go 4 On the Add Update screen type in the school name Click Save You will receive the message Information saved successfully 5 In the location bar at the top of the screen click on Program Participation to return to that tab The name of school will be displayed directly below the name of the board 27 EOIS APPR User Manual for School Boards Version 7 0 April 2014 4 3 Training Agreements Tab 4 3 1 View Training Agreement When to use Inputs Who can use Use this procedure to view the details of a training agreement after it has been added You can view the Sponsor General Tab by selecting the Sponsor hyperlink on this page To view the progress of a Training Agreement select the hyperlinked status e Pending Initial status set prior to approval e Registered Employment Training Consultant has approved the agreement Note When the status of a Training Agreement is registered the name of the approving Training Consultant will appear on this page To view the details of a Training Agreement you can follow the steps outlined below or select the Program Hours link Signed Application for Ontario Youth Apprenticeship Program e Service Provider Registration Authority e Service Provider Subscriber Step Action 1 From the Left Navigation Bar search for the client 2 Select the Agreements tab 3 Identify the training
34. ool Board This drop down displays all available functionality forthis screen What would you like to do ICreate Client List Show al Select Client name Program 403A General Carpenter Apprenticeship C Practice Peter 2703611 Test Theresa 332A Hairstylist Apprenticeship 2703610 This drop down menu filters to narrow search criteria Status TA SDO Pending OWEN K3108 None None Status Date Rec d Date 17 Jan 2013 None None None EOIS APPR User Manual for School Boards Version 7 0 April 2014 CHAPTER 2 Applying an OYAP Client to an Apprenticeship Program When to use Use this procedure to apply and approve a new client to an Apprenticeship program A client is first added as a program participant If the client will be registered as an apprentice a training agreement is then added VN Note Information regarding OYAP clients who are program participants only will not be transferred to the Ontario College me of Trades OCOT However if a training agreement is also added and registered by MTCU the OYAP client s information will be transferred to OCOT Clients who are active OYAP participants are not required to pay an OCOT membership fee Note Since you will be entering the application on behalf of someone else the client you must obtain a signature on the hard copy of the application form for this personal information to be legally entered into the EOIS APPR
35. r information e Adding a Service Provider Subscriber Version 7 0 April 2014 EOIS APPR User Manual for School Boards Version 7 0 April 2014 How to use Each chapter has an Overview section that includes When to this manual use that describes the purpose of each procedure Each procedure includes How to use the procedure including information to consider before proceeding further Inputs to the procedure if applicable Who can perform the actions Steps and page actions required to perform the procedure If you need For help in using the EOIS APPR system you can refer to help Online Help On each page you can click Help with this page ONe key access to EOIS APPR Help Please refer to the ONe key User Guide If a solution is not available please contact your local Service Delivery office for assistance EOIS APPR User Manual for School Boards This is a typical screen from the EOIS APPR system EOIS APPR SRI QA VERO0017 Jan 16 2013 10 00AM QA AppServer csctqpvsuaws005 DataSource ASAQA WebServer csctqgpvsuaap004 DBServer csctqpvsuadb005 DBSchema ASAQA DBinstance ASASIT Apply online Program Entry Apprenticeship Home Page Logout Each ofthese TABS will direct the user to a different screen to perform functions described inthe manual Version 7 0 April 2014 Related Sites High Sensitivity Help with this Page amp Clients School Board Sample District Sch
36. r School Boards Version 7 0 April 2014 Step Action 2 Select the check box beside the Subscriber that requires a PIN re set and from the What would you like to do drop down menu select the page action Re set PIN for the Selected Service Provider Subscriber Click Go 3 On the Re Set PIN for the Selected Service Provider Subscriber page the message Service Provider Subscriber PIN reset email initiated will appear Result The two emails will be created and sent to the Service Provider Subscriber within 48 hours Once received they can access the EOIS APPR 4 Return to the Service Provider Subscriber tab using the location bar 5 4 6 Update Contact Information for the Selected Service Provider Subscriber Step Action 1 From the Home page select the link Service Provider Subscriber View Individual s __with Employment Ontario Information System Apprenticeship log in privileges This will take you to the Service Provider Subscriber tab 2 Select the check box beside the Subscriber you wish to update and from the What would you like to do drop down menu select the page action Update contact information for the selected Service Provider Subscriber Click Go 3 On the Update Contact Information page update the telephone number or email address Click Save Note The School Board Subscriber name cannot be changed using this action 4 Return to th
37. r s matched your search criteria or you may get a list of sponsors that match some of the search criteria but are not what you were looking for 12 EOIS APPR User Manual for School Boards Version 7 0 April 2014 Step Action This can mean e The sponsor does not exist in our data base e The sponsor name you have entered does not match the sponsor name we have on record If this is the case contact the local Service Delivery office to request assistance 13 EOIS APPR User Manual for School Boards 2 3 Adding a Training Agreement from the Application Summary Page Training Agreement Competency Based Version 7 0 April 2014 Step Action 1 On the Application Summary page select the button Training Agreement Add a New On the Add a New Competency based Training Agreement page A document will display on your screen printer name Three copies of the training agreement will be printed B Enter the Client SIN if it has not been pre populated Click Search for a Sponsor to select the sponsor to which the client s training agreement will be associated This opens the Search Sponsor page Section 2 2 Select the sponsor and click Return selected sponsor You are now back on the Add a New Competency based Training Agreement page with all the information regarding the sponsor completed Enter the Start Date of Employment Click Save
38. rd has print functionality a PDF version of the If your Board does not have print functionality you will see the 15 EOIS APPR User Manual for School Boards Version 7 0 April 2014 CHAPTER 3 Search Clients Associated with your Board When to use Who can use Use this procedure to search for a specific client The client s information will return if the client has an active program participation status and is associated with the Board doing the search Once the clients record is returned the user can view the following tabs for the client General Program participation Training agreements Skills Tab Reportable subjects Documents Provider Registration Authority Service Provider Subscriber Step Action 1 Log on to the EOIS APPR via One key 2 On your Home page open the hyperlink Search the client associated with your Board WN Note This search functionality is also available by using the Search y B B 7 YN Client link on the left navigation bar 3 On the Client Search page you can return the client s record using any of the following parameters Client ID when entered will return an exact match Ontario Education Number OEN when entered will return an exact match Last name allows for wildcard searches First name allows for wildcard searches Date of birth if used alone will return all clients associated with 16 EOIS APPR User Manual for School
39. rticipating in this program Error Message Match found Next Screen This client is not associated Pre ffill with your School Board 46
40. ssssssssssssssssssssssaaes 35 5 2 Clients Tab 20 cc ceececcccccecccecceecceccecceeececceecaueceecueeseececaeccucceeseeceeeaeeseecaeeneeeeeens 36 5 2 1 View the Clients Associated with your BOArd 22 cccceeeeeeeeeeettteeees 36 5 2 2 Create Client LIT earnais ee teak e dot cubisa lant ines a a aE lect 36 5 2 3 Update Special Program Outcome ssssssssssssssssssssssssssssssssssssaaes 37 5 3 Service Provider Registration Authority SPRA Tab cccceceeeeeeeeees 39 5 3 1 View the SPRA cccccccccccccccccecceccsecceceeececceecaeeceesseeseessesaeeseesteeaeessesaees 39 5 4 Service Provider Subscriber Tab 0 cccccccecccecceccceececcecececceecaeececceeeaeeeeeens 40 5 4 1 View the Service Provider Subscriberf 12 cccccceccsecceeeceneceneceneeseneeens 40 5 4 2 To add anew Service Provider SUDSCYIIDEM 1 ccccccceeceneccnecseeeseneeens 41 5 4 3 Inactivate the Selected Service Provider Subscriber 1 1 c00eccreeeee 42 5 4 4 Activate the Selected Service Provider SUDSCYIDEP 12 c10cc00eceneeeee 43 5 4 5 Re Set PIN for the Selected Service Provider Subscriber 0 43 5 4 6 Update Contact Information for the Selected Service Provider RTD IXTEA 8 21 Xap aan ee Mee EO OR TE ONE oe on Ae PN RENE nD ET nT 44 V1 6 812 016 2 A niarainn n Orr ee ee re eee eee ere ere ee 45 FN 8 6 2 010 Ae DET A RT ORE CoDPE NACE OM ESI CODEC OR ECE TE MOOR COREE Et MEH Con
41. te personal information and click Go 3 On the Update Personal Information page make the applicable changes then click Save 4 Go back to the Client General tab where you will see the changes reflected 4 1 3 Add Update Ontario Education Number OEN When to use Use this procedure to add or update a client s Ontario Education Number OEN in one of the following circumstances e OEN was originally entered incorrectly e Client has a legacy record in the system and the OEN number was not previously captured Inputs Proof of OEN number Who can use e Service Provider Registration Authority e Service Provider Subscriber Step Action 1 From the Left Navigation Bar search for the client 2 On the client s General tab from the What would you like to do drop down menu select the page action Add Update OEN and click Go 3 On the Add Update OEN page add or change the OEN then click Save The message Update Applied is displayed at the top of the page 4 Go back to the Client General tab The OEN number will display beside the SIN number 21 EOIS APPR User Manual for School Boards Version 7 0 April 2014 4 2 Program Participation Tab 4 2 1 View Program Participation Tab When to use Use this procedure to view a client s program participation tab Inputs Signed Application for Ontario Youth Apprenticeship Program Who can use e_ Service Provider Registr
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