Business Processes

Published Date: June 02, 2016
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Eligibility Determination and Benefits Calculation

Change in Circumstances

E11. Cancellations, No-Shows, Withdrawals, and Early Completion

Description

If a learner’s income support application has been processed but they do not start training, or they start training and withdraw before completing, or successfully complete training early, Mobius has to be updated. The following four processes describe the steps involved in updating Mobius when a learner:
  1. Cancels training prior to commencement; or 
  2. No-show; or 
  3. Withdraws from training; or 
  4. Successfully completes training early

  1. Cancels training prior to commencement - advance notice of non-attendance and no payments made.

    Training Provider

    Email Learner Income Support Office (LISO) at HS.CSACSDWDNOSHOW@gov.ab.ca   advising learner will not be attending training. Due to FOIP, one email per learner will be accepted. LISO will send email back to training provider if more than one learner is identified.

    Email to include the following details:

    • Learner’s Name
    • Learner’s Address
    • Learner’s Birthdate
    • Reference Identification (if known)
    • Reason for Withdrawal
    • Date of Last Day Attended and/or Never Attended. 

    Learner

    Learner gives advance notice to LISO of withdrawal from training program prior to commencement and provides required details to support withdrawal cause.

    Withdrawal details can be received by telephone, letter, and/or Change in Circumstance form.  

    LISO   

    • To modify/apply Training Benefit Evidence to record ‘Withdrawal - Cancelled’ prior to training start date
    • The appropriate Attend plan item is updated with the actual start and end training dates. The Outcome is changed to “Not Attained”, and if applicable a Good Cause is selected. 
    • A Note will be added to address the reason for a withdrawal and state that a training benefit or Income Support payment has not been made.
    • If learner provided reason (and details) of Employment for non-attendance, updates Employment record.
    • Modifies Education record including entering “learner cancelled training prior to commencement” in Comments
    • If Client Funding Type is Employment Insurance (EI), the Claim Status is ‘active’ and Claim Type is ‘regular’, modifies training program information on Employment Insurance Status screen (use first day of training for both start and end dates) and enters change reason.
    • Modifies/applies Training Benefit Evidence 
    • Manually generates Funding Decision (FD) letter
    • LISO notifies Mobius to change referral status to ‘Withdrawn’   

    Mobius

    Referral status changed to ‘Withdrawn’; decommits seat/allocation.  

  2. No Show - no show for training and payment has been made.   

    Training Provider    

    Email Learner Income Support Office (LISO) at HS.CSACSDWDNOSHOW@gov.ab.ca advising learner is a No-show for training. Due to FOIP, one email per learner will be accepted. LISO will send email back to training provider if more than one learner is identified.    

    Email to include the following details:

    • Learner’s Name 
    • Learner’s Address
    • Learner’s Birthdate
    • Reference Identification (if known)
    • Reason for Withdrawal
    • Date of Last Day Attended and/or Never Attended  

    Learner

    Learner informs LISO of ‘No-show’ status from training program and provides required details to support withdrawal cause.
    Withdrawal details can be received by telephone, letter, and/or Change in Circumstance form.

    LISO 

    • Modify/apply Training Benefit Evidence to record ‘Withdrawal – No-show’ 
      The appropriate Attend plan item is updated with the actual start and end dates. The Outcome is changed to “Not Attained”, and if applicable a Good Cause is selected. 
    • A Note will be added to address the reason for a withdrawal and state a training benefit or Income Support payment has been made.
    • Modifies Education record including start/end dates (use first day of training for both) and enters “No show” in Comments.
    • If Client Funding Type is EI, the Claim Status is ‘active’ and Claim Type is ‘regular’, modifies training program information on Employment Insurance Status screen (use first day of training for both start and end dates) and enters change reason
    • Manually generates FD letter
    • LISO notifies Mobius to change referral status to ‘Withdrawn’

    Mobius

    Referral status changed to ‘Withdrawn’.

  3. Withdrawals - withdraws from training.

    Training Providers

    Email Learner Income Support Office (LISO) at HS.CSACSDWDNOSHOW@gov.ab.ca to advise learner has/been withdrawn from training program. Due to FOIP, one email per learner will be accepted. LISO will send email back to training provider if more than one learner is identified.

    Email to include the following details:

    • Learner’s Name 
    • Learner’s Address
    • Learner’s Birthdate
    • Reference Identification (if known)
    • Reason for Withdrawal
    • Date of Last Day Attended and/or Never Attended

    Learner

    Learner informs LISO of ‘Withdrawal’ status from training program and provides required details to support withdrawal cause.
    Withdrawal details can be received by telephone, letter, and/or Change in Circumstance form.

    LISO

    • Modify/apply Training Benefit Evidence to record ‘Withdrawal’
    • The appropriate Attend plan item is updated with the actual start and end dates. The Outcome is changed to “Not Attained”, and if applicable a Good Cause is selected. A Note will be added to address the reason for a withdrawal and state a training benefit or Income Support payment has been made.  
    • Modifies Education record including actual end date and “Withdrawal” in Comments. 
    • If Client Funding Type is EI, the Claim Status is ‘active’ and Claim Type is ‘regular’, modifies training program information on Employment Insurance Status screen (enter withdrawal date for program end date) and enters change reason
    • Modifies/applies Training Benefit Evidence. 
    • Manually generates FD letter 
    • LISO notifies Mobius to change referral status to ‘Withdrawn’

    Mobius

    Referral status changed to “Withdrawn”.

  4. Early Completion – successfully completed the training session prior to the expected end-date.

    Training Provider

    Email Learner Income Support Office (LISO) at HS.CSACSDWDNOSHOW@gov.ab.ca    advising learner has completed training program prior to expected end-date.  Due to FOIP, one email per learner will be accepted. LISO will send email back to training provider if more than one learner is identified.

    Email to include the following details:

    • Learner’s Name 
    • Learner’s Address
    • Learner’s Birthdate
    • Reference Identification (if known)
    • Reason for Withdrawal
    • Last Day of Attendance and/or Never Attended
Learner

Learner informs LISO of ‘Early Completion’ status from training program and provides required details to support withdrawal cause.

Withdrawal details can be received by telephone, letter, and/or Change in Circumstance form

LISO will contact Training Provider to confirm learner’s successful early completion.

LISO

  • Modify/apply Training Benefit Evidence to record ‘Early Completion’ 
  • The appropriate Attend plan item is updated with the actual start and end dates. The Outcome is changed to “Attained”. A Note will be added to the Service Plan Homepage to address the reason for Early Completion. 
  • Modifies Education record including actual end date and indicates “Early Completion” in Comments. 
  • If Client Funding Type is EI, the Claim Status is ‘active’ and Claim Type is ‘regular’, modifies training program information on Employment Insurance Status screen (enter Early Completion date for program end date) and enters change reason.
  • Manually generates FD letter.
  • LISO notifies Mobius to change referral status to ‘Withdrawn – Early Completion

Mobius

Referral status is changed to “Withdrawn”

Business Rules/Criteria/Standards

If referral status is Referred, Pending or Waitlisted can be cancelled through the Cancel Referral Function. Subject Heading of ‘Withdrawal- Early Completion’ should be used for the Note on the Service Plan Homepage.