|January||Employers must complete the application form online at www.youngcanadaworks.ca|
|February 1||Deadline for summer position applications within Heritage Organization|
|May to June||Letters of intent, Contract and Staffing Reports [completion instructions - PDF] sent to approved applicants|
|Mid-June||Employers must return letter of intent and contract to CLA|
|July||Employer Staffing Report must be completed online|
|July - August||Random phone and on-site monitoring of employers|
|August||First installment sent to employers who have completed Staffing Report|
|August - September||Employer & Student End of Work Term Report completed online within 30 days of student end date|
|Sept - Nov||Final installments sent to employers who have returned Employer
& Student End of Work term Report & who have completed their
Final Report YCW- HO Employer FAQ
The YCW program uses contributions, as opposed to grants, as its funding instrument. See the table below for a summary of the differences.
|Formal agreement||Letter of award|
|Reporting essential||No reporting|
|Expenditures verifiable||Expenditure not verifiable|
|Subject to audit||Not subject to audit|
All the forms that you have to complete for YCW are done in your YCW online account. You must print, sign and submit the forms completed from your YCW account by sending them to the CLA office so that they can be processed as quickly as possible. The forms can be sent by fax, however for legal reasons the original of any form that requires a signature must also be sent to CLA by the end of your contract. For your convenience you should keep a copy of any originals that you send to CLA.
The letter of intent is sent to employers to inform them that they have been approved for funding so that they can begin the recruitment process. This letter must be signed and returned to CLA in order to confirm their participation in the YCW program. If you will be significantly delayed in reaching a decision let CLA know. If you decide not to accept the funding, inform CLA right away so that the funds can be redistributed.
After the letter of intent is returned, CLA sends out your contribution contract. This contract details how your contribution will be disbursed, the summer placement/s you are to create and your obligations as an employer. Attached to the contract are the 'Terms and Conditions of contract between employer and organization'. As an employer it is your responsibility to read this document as it is an integral part of the contract that you sign. If you do not abide by the terms of the contract your contribution may be cancelled or reduced - it is your responsibility to know and follow the rules of the program. If you are not sure if something follows program guidelines contact the YCW Program Coodinator.
Recruiting students is the responsibility of employers. Advertisement of position/s and searching for candidate/s is left to the employer's discretion. Students hired must be eligible for the program.
A transportation allowance is available for students who relocate from their place of permanent residence in order to accept a summer placement. Please contact the YCW Program Coordinator for more information.
This report is completed online. Once you hire a student you must fill this out and return it to CLA in order to receive your first installment (75% of the total YCW contribution). For assistance in completing a staffing report, please refer to the Employer Staffing Report - Steps to Follow document available here in pdf format.
Please note the following when filling out the report:
For a student to be eligible to work under the YCW program, they must answer be able to answer "yes" to 'You are 30 years of age or under', 'You are a Canadian Citizen or permanent resident and legally allowed to work in Canada' and "no" to 'Do you have another full-time job'.
The End of Work Term Report is completed online and is used to verify financial information. The End of Work Term Report must be returned within 30 days of the project's end date. Upon receipt the final 25% of the YCW contribution will be disbursed. Please note the following when filling out the financial section of the report.
The Success Story at the end of the report is where you get to tell your personal story of how YCW helped your library and your student. The information may be used in Heritage Canada publications and/or CLA publications. If you had a great experience with YCW we would love to share it with the library community, so write us your story, send us your pictures, your articles, etc.
If after your contract begins you cannot adhere to it, e.g. you are paying the student a higher/lower wage, the student quits, the student has to work more/less hours per week or more/less total work days, etc., let CLA know without delay, see 'Terms and conditions of contract', sec. 3(g). Note that the student must work consecutive weeks, e.g. they cannot take extended time off, see 'Terms and conditions', sec. 2(c). We will assess your situation and amend your contract so that it can be followed. Waiting to the end of your contract before notifying CLA of any discrepancies can result in your YCW contribution having to be repaid, see 'Terms and conditions of contract', sec. 12.
To meet accountability standards, CLA is required to monitor its YCW projects. Monitoring is the random selection of employers to ensure that the information they have submitted to us is correct and that they are following program guidelines. During the summer we telephone or conduct on-site visits to confirm information such as salary, work description, etc. with employers and students. Following the 'Terms and conditions of contract', section 3(e), the CLA can request financial documents in order to verify the information you have provided us with.