Employability Assistance for People with Disabilities Operating Manual

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Section 155.1 - Training-on-the-Job

Purpose

The purpose of Training-on-the-Job is to provide wage subsidies to assist employers to train a person with a disability for ongoing employment upon completion of the training period.

Process

The Vocational Counsellor or other designated staff negotiates Training-on-the-Job Agreements with the expectation that following the training period, the employer will hire the Training-on-the-Job participant as a regular employee, provided work performance is satisfactory and meets employer requirements. This could include seasonal employment where there is an expectation that the job will be available the following year (for example, golf courses, landscaping, and horticulture).

Training-on-the-Job establishes an employer-employee relationship. The employer who enters into a Training-on-the-Job Agreement may be reimbursed a portion of the gross wages during a pre-determined training period. The employment may be part-time or full-time.

A written training plan and financial agreement is developed between the Vocational Counsellor and the employer and must be approved prior to the start of the training period.

The initial request for Training-on-the-Job Agreements may be of any duration up to 520 hours with possible extensions up to a maximum of 960 hours within a 52 week time period, or to assist in achieving the required number of hours to qualify for Employment Insurance.

When a Training-on-the-Job Agreement is in place and the participant requires more one-on-one training than is normally expected of an employer, Employment Services may be requested from an Employment and Training Centre to be provided at the employment site. A job coach may be provided instead where an Employment and Training Centre is not available.

Refer to Appendix X for a copy of the Training-on-the-Job Agreement.

Reimbursement Rates to Employers

The reimbursement rate to a private employer generally ranges from 0 to 50 percent of gross wages. All employee benefits, including vacation pay, are excluded from eligibility for reimbursement. Reimbursement to a not-for-profit organization can exceed 50 percent reimbursement. The financial reimbursement rates are as follows:

The maximum hourly reimbursement is the current minimum wage. Where it is necessary to exceed the current minimum wage a contract may be negotiated in terms of a maximum reimbursement equivalent to 960 hours at the prevailing minimum wage rate. Where a rate higher than the minimum wage per hour is requested, no extensions will be considered beyond the limit equivalent to 960 hours at the current minimum wage rate.
Not-for-profit organizations may be reimbursed at more than the 50 percent rate and for more than the minimum wage. However, the total may not exceed the value of 960 hours at the current minimum wage rate. Not-for-profit organizations must have a position available upon completion of the Training-on-the-Job Agreement.
Government departments are not eligible for a wage reimbursement, however, Employment Supports - Services as described in Section 177 may be provided. For purposes of Training-on-the Job Agreements, Crown Corporations, School Divisions, Regional Health Authorities, Towns, and Villages are not considered Government.

In addition to the financial reimbursement to the employer and provision of Employment Supports - Services, the following limited range of goods and services are available to the participant during the first 20 weeks of employment:

Bus transportation or equivalent if needed for up to one month.
Assistive technology or technical aids related to the disability.
Special safety equipment not normally supplied by the employer.
Up to $150.00 for uniforms or special footwear required by the employee and set out by the employer as a condition of employment.
Up to $350.00 for specialized training not provided by the employer.

Job Coaching Provisions within a Training-on-the-Job Agreement

In areas without access to supports from an Employment and Training Centre, job coaches may be provided in conjunction with Training-on-the-Job in accordance with the following guidelines:

The participant requires support beyond that which an employer would be reasonably expected to provide.
The employer must hire the participant at minimum wage or above with reimbursement ranging from 0 percent to 50 percent of gross wages.
The maximum number of hours that a job coach can be provided is 320 over a 20 week period. During this time, the first four weeks may be full-time up to a maximum of 160 hours. The remaining hours may be scheduled on a phase-out basis over the remaining 16 weeks.
Up to 20 hours of the total may be used for preparatory work such as doing on-site job task analysis, developing instructional strategies, meeting with staff at the work place and completing reports.
The rate of reimbursement for the services of a job coach shall range between minimum wage and $15.00 per hour inclusive of all benefits. Therefore, the maximum financial commitment is $4,800.00 per agreement for the services of a job coach.
In situations where the services of a job coach have been provided in addition to a wage subsidy, the total contribution, (for example, job coach plus wage subsidy) is limited to 960 hours at the current minimum wage rate over the maximum timeframe of 12 months.
The payment to the job coach may be on a contractual basis with the job coach, through an Employment and Training Centre, or through the employer.

In all cases, the Training-on-the Job Agreement and Request Forms must be submitted as per the Employability Assistance for People with Disabilities Operating Manual guidelines and procedures.

In areas not served by an Employment and Training Centre, requests must be submitted to the Program for consideration on a case-by-case basis.

Employment and Training Centre’s providing Employment Services/Supports are expected to support Training-on-the-Job from within existing resources in accordance with operating guidelines and procedures.

Application Procedures

The initial request for Training-on-the-Job Agreements may be of any duration up to 520 hours with possible extensions up to a maximum of 960 hours within a 52 week period. The number of hours may also be defined in the request as enough to assist in achieving the required number of hours to qualify for Employment Insurance.

Extensions Beyond One Year

Extensions beyond one year will be considered for approval by the Program, under special circumstances such as:

data provided by the Vocational Counsellor demonstrates sound rationale, continued progress, and continued prospects for regular employment. Reimbursement is reduced to 25 percent of the participant's gross wages for an additional three months.
training has been significantly interrupted by circumstances beyond the participant's control (for example, illness, medication changes, residential changes, family breakdown, etc.). Extensions requested in this situation should be basically the equivalent of the lost time at the original reimbursement rate.
a second Training-on-the-Job Agreement for the participant becomes necessary in the following circumstances:
- company closure or reorganization
- the second Training-on-the-Job period will fall within the originally allocated agreement length of one year
Depending on the situation, an additional six months with a new company or employer, to an overall maximum of 18 months, may be approved in a second Training-on-the-Job Agreement.

Refer to Appendix X for a copy of the Initial Request and Extension forms for Training-on-the-Job Agreements.

Standards

The following standards are applicable to Training-on-the-Job Agreements:

Training-on-the-Job Agreements should be considered only in those situations where there is potential for continuing employment after the training period, including re-occurring seasonal employment.
Assessment information supports the participant's preparedness to handle on-the-job requirements.
The written training plan and estimated expenditures are approved prior to commencement of training.
The training plan outlines:
- tasks to be performed;
- skills to be learned;
- progress or evaluation standards;
- designated trainer/supervisor; and
- type and frequency of monitoring.
Requests for an extension shall include a progress evaluation report and objectives for skill development leading to employment. Extensions beyond one year must be approved by the Program prior to their effective date.

Training-on-the-Job: Supported Employment Projects

Some projects are funded by other levels of government, other provincial departments, or other programs within the department to provide employment services to disadvantaged groups. Where an individual with a disability is enrolled in one of these employment projects, it may also be possible for the individual to benefit from some of the provisions available through vocational training, provided a Vocational Counsellor refers the person to the project.

The Vocational Counsellor refers the participant to a Supported Employment Project and considers the participant an appropriate candidate for Training-on-the-Job, based upon a documented assessment.

An application form and a Training-on-the-Job Agreement are fully completed and submitted for approval prior to the date of the participant starting the Training-on-the-Job.

Additional procedures are the same as for other Training-on-the-Job Agreements. The same standards apply as for other Training-on-the-Job Agreements.

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