-
Guidelines for Implementing CLARS Assessment Centres in
Ontario
Draft #19
June 2012
Funded by / Financé par:
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
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Page i
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
TABLE OF CONTENTS PART I –
OVERVIEW.............................................................................................................................1
History of Coordinated Language Assessment and Referral System
(CLARS) in Ontario.....................2 Role of Ontario CLARS
Assessment Centres
........................................................................................3
Adult Language Training in Ontario
........................................................................................................5
The Provincial Programs
....................................................................................................................5
The Federal
Program..........................................................................................................................6
LINC Home
Study...............................................................................................................................6
Summary of
Changes.............................................................................................................................7
PART II – ROLE OF CLARS ASSESSORS
..........................................................................................8
A. Procedures and General Administration 8 Operational
Standards............................................................................................................................9
Assessment Protocol Pathway
.............................................................................................................12
CLARS Assessment Protocols
.............................................................................................................13
Readiness Checklist
.............................................................................................................................40
Assessors
.............................................................................................................................................42
Managing Scheduling of Assessment
Services....................................................................................43
Itinerant Assessment Services
.............................................................................................................45
Requirements for Itinerant Services
.................................................................................................46
Clients with Special Needs
...................................................................................................................49
Managing Complaints
...........................................................................................................................51
Immigration Category Notes
.................................................................................................................54
Immigration Category
Codes................................................................................................................58
Record Keeping – Documentation Retention Timeframe
.....................................................................59
File Retention and Destruction
.........................................................................................................59
Community
Outreach............................................................................................................................60
Marketing and Outreach
...................................................................................................................60
Communications
Protocol.................................................................................................................60
Community Partnerships
......................................................................................................................63
B. Language Skill Assessment Tools 67 Assessment Tools Used in
CLARS
Centres.........................................................................................68
CLB (Canadian Language Benchmarks)
..........................................................................................68
CLBA (Canadian Language Benchmarks Assessment)
...................................................................68
CLBLA (Canadian Language Benchmarks Literacy Assessment)
...................................................68 CLBPT
(Canadian Language Benchmarks Placement Test)
...........................................................68 LPT
(Literacy Placement Tool)
.........................................................................................................69
ELTPA (6-10) (Enhanced Language Training Placement Assessment
(Benchmark 6 -10)) ............69 BTC-NCLC (Batterie de tests de
classement)
..................................................................................70
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Page ii
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
WLA (Workplace Language Assessment)
........................................................................................70
Conditions for Using CLBA or CLBPT
..................................................................................................71
Guiding
Principle...............................................................................................................................71
CLBA Test Instrument Refinement
.......................................................................................................72
Use of Screeners
..............................................................................................................................72
Screening Procedure
........................................................................................................................72
Eligibility for Screener
...........................................................................................................................73
CLBLA - Clarification for Administration
...............................................................................................75
Canadian Language Benchmarks Placement Test (CLBPT)
...............................................................77
CLBPT
Forms.......................................................................................................................................78
Protocol for Assessment for Occupation Specific Courses
..................................................................79
Language Assessment Process for ELT, SLT, OSLT and Bridging
Courses...................................79 C. Client Needs
Assessment and Referral 82 Supporting Clients during the Assessment
Process.............................................................................83
The Language Assessment
..............................................................................................................83
Addressing Client Needs
......................................................................................................................86
Transfers - within the local
area........................................................................................................86
Transfers - from another area in Ontario
..........................................................................................87
Transfers - from outside Ontario (only learners
from).......................................................................87
Childcare Options
.................................................................................................................................88
LINC
Childminding............................................................................................................................88
ESL/FSL
Childminding......................................................................................................................89
Licensed Childcare
...........................................................................................................................89
Full day
Kindergarten........................................................................................................................89
Transportation Assistance
....................................................................................................................90
Types of Course Options
......................................................................................................................91
Blended Courses
..............................................................................................................................91
Guiding Principles for Referral to Courses
...........................................................................................92
Referral for Other Programs
.................................................................................................................93
Literacy and Basic Skills Program
....................................................................................................93
Adult Credit Programs
......................................................................................................................93
Post Secondary
Programs................................................................................................................93
Employment Support Services
.........................................................................................................94
D. Reporting Procedures 95 Reporting to
CIC...................................................................................................................................96
Reporting to
MCI...................................................................................................................................98
History of Assessment Referral and Training System (HARTs)
...........................................................99
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Page iii
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
PART III – RESOURCES
...................................................................................................................100
Website
Resources.............................................................................................................................101
CIC Organizational Chart – Ontario Region
.......................................................................................103
Support/Development Organizations TESL, CCLB,
ORLAC..............................................................104
TESL – Teachers of English as a Second Language Ontario
........................................................104 ORLAC –
Ontario Region Language Advisory Committee
.............................................................106
CCLB – Centre for Canadian Language
Benchmarks....................................................................108
Data Collection and
Confidentiality.....................................................................................................109
Gathering Information in Ontario
....................................................................................................109
Security Requirements Protect Client Data
....................................................................................109
Glossary..............................................................................................................................................111
Frequently Asked
Questions...............................................................................................................119
Appendix A – List of Language Training Courses available in
Ontario...............................................126 Appendix
B – Eligibility Determination
................................................................................................127
Questions and Answers to Clarify Eligibility and Proof of
Eligibility ................................................129
Appendix C – Gathering Preliminary Client Information
.....................................................................133
Appendix D – Available Tools for Formal Language
Assessment......................................................134
Appendix E – General Needs
Assessment.........................................................................................135
Appendix F – Referral to Other Settlement
Services..........................................................................137
Appendix G – Training Options Variations/Options
............................................................................138
Appendix H – Learning Pathway Template
........................................................................................139
Appendix I – Waitlist Protocol
.............................................................................................................141
Appendix J – Referral Guidelines
.......................................................................................................
145
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Page iv
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS
Assessment Centre
Language Training
Provider
HARTs
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Page 1
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
PART I – OVERVIEW History of CLARS in Ontario
...................................................................................................................2
Role of Ontario CLARS Assessment Centres
........................................................................................3
Adult Language Training in Ontario
........................................................................................................5
Summary of
Changes.............................................................................................................................7
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Page 2
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
History of Coordinated Language Assessment and Referral System
(CLARS) in Ontario
In 2005, the federal and provincial ministers responsible for
immigration (Citizenship and Immigration Canada and the Ministry of
Citizenship and Immigration respectively) signed a five year
agreement (Canada Ontario Immigration Agreement – COIA) whose
intent was to: enable and enhance coordination of their immigrant
settlement policies and programs; harmonize approaches and define
common standards; and address gaps in services to immigrants. This
was followed by the COIA strategy and action plan for the two
governments to collaboratively address over the ensuing five year
period (the COIA Strategic Plan). One of the major ensuing
recommendations was for a new coordinated approach to language
assessment and referral based on common standards and protocols and
delivered in a consistent fashion across the province. This vision
of a new common approach was called CLARS. The purpose of CLARS is
to assess the readiness and proficiency level of an adult immigrant
learner in order to place the learner in an appropriate language
training class, whether in a federally funded CIC program (such as
LINC/CLIC) or a provincially funded MCI program (such as ESL/FSL).
In 2009, the CLARS Advisory Committee was created with language
training and assessment experts and representative stakeholders to
provide advice to the government partners on the details of the new
CLARS and how it should be implemented. This committee began
developing elements and policies necessary to implement the
coordinated system of assessment and referral. These elements were
reviewed by consultations with stakeholders (LINC/CLIC, ESL/FSL and
community groups). The CLARS process is currently being piloted in
London, Kitchener/Waterloo/Cambridge, and Kingston/Belleville. To
Be Completed
Pilot projects in communities across the province will test the
efficiency of developed elements of CLARS.
A second round of consultations with stakeholders in various
communities will review the development of the elements.
Orientation and preparation for stakeholders will take
place.
A phased approach to implementation of the new Coordinated
Language Assessment and Referral System will start in 2011.
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Page 3
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Role of Ontario CLARS Assessment Centres CLARS assessment
centres screen clients for eligibility and provide language
assessment and referral services for newcomers to Canada. Assessors
are responsible for verifying program eligibility based on proof of
immigration status and language skills. All eligible clients must
be assessed prior to attending class to ensure proper placement in
language training programs according to the results of the
assessment as stipulated in the CLARS Protocols. Assessors provide
third-party assessment to address the needs of the CLARS client.
The assessment is intended to focus on the needs of the newcomer to
ultimately refer him/her to the language training program best
suited to the language level and needs identified during the
assessment process. The assessor may conduct assessments on an
itinerant basis, traveling to a number of sites in the area.
Specific guidelines are outlined in this document as to when to
offer Itinerant Services. In all but a few exceptional
circumstances, the assessor works for an organization which does
not provide language training or works as a private contractor to
perform assessments and referrals to CIC and MCI funded language
training classes. The assessor may schedule dates and times of
school visits to conduct assessments, as required. In larger
centres, assessments are centralized – clients attend an
appointment for assessment at a site designated for CLARS
assessment. Candidates should be accommodated at their earliest
convenience, and have the option of choosing the school they wish
to attend. In some larger centres, a full time assessor may be
assigned a Training Provider (3-5 Training Providers per assessor).
This ‘primary’ assessor is responsible for maintaining contact with
the schools to ensure that information is communicated clearly and
on a timely basis to the other assessors in the organization. There
is often a ‘secondary’ or ‘back-up’ assessor to cover for illness
or vacation. This first point of contact informs both assessors and
schools of important events and needs. Regardless of the service
delivery model used in your area, it is important to recognize that
the candidate must first be assessed before attending classes. The
History of Assessment Referral and Training system (HARTs) will not
allow a candidate’s name to appear on the class register until the
assessment is completed, the CLB levels are assigned and there is
an available seat in the recommended or chosen class. For the
transition, Canadian Language Benchmark levels for all learners
currently in ESL/FSL classes aligned with CLB will be recognized as
legitimate and accurate. These learners will not require an initial
assessment.
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Page 4
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Of course, communication through telephone, fax and email, as
well as regular visits to the assessment centres by the training
provider and other settlement agencies (and vice versa) should be
encouraged so as to foster a friendly, open atmosphere for the
benefit of the client and, ultimately, the program(s) to which they
are referred. During the referral process, the client is referred
to the most suitable and appropriate training option within the
candidate’s community based on the needs assessment and the
availability of services (e.g., childminding and transportation
assistance). Government Assisted Refugees (GARs) and Privately
Sponsored Refugees (PSRs) must be accorded priority access to
LINC/CLIC Training and related services. In Ontario, Language
Training programs use the History of Assessment Referral and
Training system(s) to schedule appointments, record client
information and assessment results, check for available seats,
update and refer eligible, assessed clients to the most appropriate
training. HARTs is used both by Assessment Centres and Training
Providers to produce MCI and CIC reports required monthly,
quarterly or annually. As part of the Contribution Accountability
Framework (CAF), CIC collects settlement program data through the
internet-based Immigration – Contribution Accountability
Measurement System (iCAMS). In Ontario, CLARS program data
collected by HARTs is provided to CIC via an interface with iCAMS.
The data collected enables CIC to evaluate the program and prepare
its submission to The Treasury Board for the renewal of the terms
and conditions that govern contribution programs such as LINC/CLIC,
OSLT and ELT. All clients must be informed of the need to collect
data according to the regulations outlined in the Access to
Information Act (1985), the Privacy Act (1985) and related federal
legislation and policies.
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Page 5
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Adult Language Training in Ontario Language learners in Ontario
can access language training provided by the both the Federal and
Provincial governments. A variety of programs based on the Canadian
Language Benchmarks framework exist to meet the needs of immigrant
learners. As well, there are a number of other programs that
language learners can access on their learning pathway. CLARS
Assessors must have a much wider knowledge and linkages to the
adult education training community to be able to advise clients.
CLARS Assessors should consider all avenues when making referrals
to learners.
The Provincial Programs The province, through the Ministry of
Citizenship and Immigration (MCI) and the Ministry of Education
(MEDU), offers a variety of adult language training programs
available to refugee claimants, convention refugees, permanent
residents and Canadian Citizens whose first language is neither
English nor French. MCI’s programs include the adult non-credit
English as a Second Language (ESL), French as a Second Language
(FSL), Citizenship and Language (CL) programs, the Specialized
Language Training Pilot Projects all offered through School Boards
across the province. Bridging Training Programs help
internationally trained individuals adapt their education,
experience and skills to the Ontario job market, without
duplicating their previous learning or training. They provide
training and Canadian workplace experience and are offered by
colleges, agencies and settlement organizations. MEDU offers the
Adult Credit program for adults to earn credits towards the Ontario
Secondary School Diploma. While many immigrant learners have
post-secondary education, credit courses offer a further
opportunity to develop advanced English language skills because
they are so language based. Credit courses can act as preparatory
courses for university and college education. In particular, the
Co-op courses in the credit program can provide a valuable
workplace experience for immigrant learners. MEDU also provides ESL
programming in the secondary schools. Each school board designs
their ESL programming differently. Learners are obligated to remain
in school till 18 years of age. Learners 18 to 21 years of age can
decide to stay at the secondary school level with similar-aged
peers or access Adult ESL/FSL or LINC/CLIC training. The Ministry
of Training Colleges and Universities (MTCU) supports Literacy
Basic Skills programs in the province, provided by School Boards,
Colleges and community agencies. Literacy Basic Skills (LBS)
programs focus on skills required for employability and
independence. An emphasis is placed on Reading, Writing, Math and
basic work skills. Adult immigrants may qualify for a LBS Program
if
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Page 6
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
they can speak well and do not have the reading and writing
skills to get a job and cope with daily living.
The Federal Program Citizenship and Immigration Canada offers
language training through the Language Instruction for Newcomers to
Canada (LINC/CLIC) program, the Enhanced Language Training (ELT)
initiative and Occupation Specific Language Training (OSLT).
Program eligibility is verified based on proof of immigration
status (e.g. Permanent Residents, Convention Refugees and Protected
Persons). The following groups may be funded to deliver LINC/CLIC
and ELT: a non-profit group, a non-governmental organization, a
community group, an educational institution (including school
boards, community colleges, and universities), an individual, or a
business. OSLT is exclusively offered through the college
system.
LINC Home Study The LINC Home Study program offers language
training to eligible clients who cannot attend a LINC classroom
program in their area. It is aimed at beginner to intermediate
learners, LINC levels 2 – 7. It is an alternative when classroom
learning isn’t possible or feasible such as when clients have: a
difficult work schedule; their own or family illness to contend
with, very young children to care for, or no easy access to a
classroom program.
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Page 7
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Summary of Changes What is new and what will change?
Pre-CLARS CLARS
Centred on the program and course offer
Learner-centred – learner choice based on best fit for
learner
Separate approaches for assessment & referral for LINC and
ESL
One common approach to assessment and referral for all LT in
Ontario
Centralized Assessment Centres serve only LINC clients
Centralized CLARS Centres serve all ESL/provincial and
LINC/federal clients
Assessment tools/tests vary in standard and application
One standardized set of tools/tests, CLB based, applied by
trained and certified assessors
Learners assessed at LT site and registered at course site on
arrival
Learners directed to CLARS first for language assessment;
register at course site after referral to best fit course(s)
Assessors may also be teaching LT to learners
Assessors are in CLARS Centres and cannot also teach
LT courses promoted through SPO own independent channels
LT courses also, all profiled in central searchable data base in
HARTs (for each community)
LT Providers may manage both LT and assessment activities
LT Providers manage only LT, not assessment (Third Party
principle)
Assessment function co located with LT courses
Assessment function centralized in CLARS, separate from LT
Learners fill courses based on local promotion, word of mouth,
proximity
Providers will receive learners appropriate to their course
positioning, fit to learner needs
Learner can be assessed and registered with first/any LT
Provider contacted (in ESL)
All settlement SPOs (including LT, etc.) on first contact will
direct new first time learners to CLARS
Learners may have different language training and progress
records in different systems
All learners assigned unique identifier and tracked in one
common data base (HARTs)
Courses are described using LINC levels Courses are described by
CLB
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Page 8
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
PART II – ROLE OF CLARS ASSESSORS
A. Procedures and General Administration Operational
Standards............................................................................................................................8
Assessment Protocol Pathway
.............................................................................................................12
CLARS Assessment Protocols
.............................................................................................................13
Readiness Checklist
.............................................................................................................................40
Assessors
.............................................................................................................................................42
Managing Scheduling of Assessment
Services....................................................................................43
Itinerant Assessment Services
.............................................................................................................45
Clients with Special Needs
...................................................................................................................49
Managing Compliants
...........................................................................................................................51
Immigration Category Notes
.................................................................................................................54
Immigration Category
Codes................................................................................................................58
Record Keeping – Documentation Retention
.......................................................................................59
Community
Outreach............................................................................................................................60
CLARS Community Partnerships
.........................................................................................................63
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Page 9
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Operational Standards All clients destined for language training
programs funded by CIC or MCI must be assessed. In all cases the
client must be assessed prior to being placed in a class.
Backdating is not a practice condoned by either language training
funder.
The Assessment and Referral service is delivered by a neutral
party (not a language training provider) ensuring that the services
are client centred whereby the client has complete freedom to
choose and access language instruction wherever s/he prefers
regardless of who is sending the client to the CLARS Centre. CLARS
Co-Location Policy
1. A CLARS Centre cannot be located with an organization that
has a contract to deliver language training (even if language
training courses are not operated in that location).
2. Co-location with language training providers is not allowed
except in exceptional cases, with a valid rationale. For example:
in regions where there is only one language training provider,
co-location may be necessary and desirable.
3. Co-location with settlement or other service agencies (that
do not provide language training but deliver services relevant to
newcomers) is encouraged.
Every effort should be made to provide assessments at a fixed
Centre (in most cases this is the main centre). The conditions can
be better controlled, assessments more efficient, of better quality
and less expensive. An Assessment and Referral provider should
consider the need to establish a satellite fixed centre to meet
demand. A CLARS centre must provide optimum conditions for
assessment services: such as convenient location, accessible
building, space for group administration of test and one-on-one
interview, admin services, telephone and computer. Standards for
service delivery will be tested during the pilot and will include:
An assessment and referral appointment should be available within
two weeks of a client requesting an appointment. Assessors should
be able to handle a workload of five (5) assessments per day. The
CLARS Centre should employ efficient practices with regard to
scheduling and conducting assessments to meet demand. While
staggered appointment times are one method of scheduling
assessments, consideration should be given to booking group
assessments (for Reading and Writing) to maximize available time
and staff. Understandably, the Listening/Speaking component must be
administered one-on-one.
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Page 10
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Assessment and referral services must be provided at times that
reflect the provision of language training courses. (If courses are
offered in the evenings, then assessment and referral services must
be provided in the evenings) Stakeholders of the pilot Community
Partnership would have input based on experience. In specific
instances, Itinerant assessment and referral services can be
provided under specific conditions, as outlined in Part II of this
document. Itinerant assessments should be provided to clients
within 2 weeks. A client cannot start classes prior to being
assessed. All things being equal, assessments should not be
conducted at a Language Provider site. CLARS assessors have a
variety of assessment tools at their disposal. These are listed in
Protocol 4. It should be acknowledged that all approved assessment
tools have merit. Every CLARS Centre should be able to conduct
assessments using all eligible tools. This does not mean every
assessor needs to be trained in all tools; rather that the Centre
can provide the range of service. The two most commonly used tools
are the CLBA and CLBPT. Every assessor must be trained and
certified to conduct either the CLBA or CLBPT. Many clients will be
eligible for both CIC and MCI funded programs. Eligibility is
specifically outlined in Protocols 1, 2 and 3 and further in this
guideline. As outlined in Schedule 1 of a LINC/CLIC provider’s
contribution agreement, GARs and PSRs must be given priority access
to Language Assessment and Referral and LINC/CLIC Training, but in
the spirit of CLARS, should be given all options that meet their
needs. The final decision is theirs to make. Set procedures
established by CIC are in place for clients considering ELT
programs. These programs have a specific employment focus. SLT,
OSLT and some Bridging programs have a similar focus. For all such
programs, clients must meet specific criteria for entrance into
these programs. Clients are interviewed and screened by the
provider. All language training classes (LINC/CLIC, ESL/FSL, OSLT,
SLT, ELT) will be referenced to the Canadian Language Benchmarks
and described as such in HARTs. There are a multitude of class
descriptions for language training (and this is only a partial
list): Literacy class, all skills class, single skill class,
multi-level class, sector-specific employment language training
class, Academic Prep class, Test Prep class, Citizenship Prep
class, Special Interest/needs class, Bilingual class, Pronunciation
class, Conversation. In the context of CLARS, language Is a skill
that can only be effectively taught within a relevant context.
Cultural and communications-related materials and information are
often used to teach language. Many language training courses
address communication soft skills and the influence of culture in
using the language. As long as a course is linked to a CLB level,
it can be included in HARTs for access by CLARS.
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Page 11
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Some School Boards offer blended courses. Such a course consists
of seats funded by both MCI and CIC. Components of a coordinated
language training system (common curriculum, common best practices
and standards, common initial and in-class assessment practices)
minimize any differences in the quality of language training
delivery. Except when the client requires a unique support from one
or the other funder, (transportation assistance,
childcare/childminding) the School Board will determine whether the
client is a CIC client or MCI client for language training
purposes. The client must be given information (verbally and in
writing) on all appropriate classes for which h/she is eligible.
The client will be encouraged to select the training class prior to
leaving the CLARS centre following the assessment. H/she does have
the option to leave without making that decision. H/she can go
directly to the selected provider or another provider that can meet
his/her training needs. H/she must be made aware that some seats
have a limited availability. Further guidelines regarding placement
are described in more detail further in this document. As well,
additional considerations may be established during the pilot to
assist assessors when referring clients. The amount of training
time varies from client to client depending upon background,
circumstances and abilities. The progress of each client is charted
and rated based upon the CLB level descriptors. LTPs should not
amend an initial assessment Benchmark prior to consulting with the
CLARS Centre. Concrete evidence must demonstrate the determination
of other CLB. Rarely, if at all, would a client’s benchmark be
amended more than one level. A rigorous review should be made prior
to considering a re-assessment. Clients are only eligible for a
re-assessment if out of language training for more than six months
or it is over six months from the last assessment and the client
has not attended any language training during that time. The
Benchmark assigned following an initial assessment should be
interpreted as the client is working within the level. It is NOT a
determination that the client has completed the level. The
Benchmark assigned following a time in language training describes
the benchmark which a client is “working in”. It may become
necessary for Language Training providers to establish a common
understanding around language delivery components such as minimum
number of language training hours to fulfill requirements for
Benchmark proficiency and common enrolment practices. Language
training providers must follow guidelines for managing
waitlists.
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Page 12
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Assessment Protocol Pathway
Protocol 9: Data Management (ongoing)
Protocol 10: Evaluation and Performance Measurement
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment Assessment
Training Options
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
Reassessment & Specialized Assessment
LT provider CLARS and LT provider
CLARS Centre
Eligibility Determination & Initial Needs Assessment
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Page 13
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS Assessment Protocols
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Page 14
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS / LT PROVIDER PROTOCOL 1 First Contact
Purpose: To provide a client with basic information about the
language training system and how to access it (including how to
secure an appointment at a CLARS Centre)
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
DETERMINE INTEREST IN LANGUAGE TRAINING
Step 1: To provide client with basic information about the
language training system and how to access it (including how to
secure an appointment at a CLARS Centre)
A client expresses an interest in language training
Should a client not be able to communicate, an interpreter may
be required. See Appendix A – List of Language Training Courses
available in Ontario If the client wants more information, refer to
Appendix B – Eligibility Determination The worker may explain the
eligibility criteria in detail if they are knowledgeable. An
ineligible client should be provided with relevant information
helpful to the client’s needs. Ex: referred to one of the school
boards or colleges that offer fee-for-service assessment and
language training. Information on language assessment centres is
widely available.
Indicate all available options
Inform client about eligibility criteria, and that this will be
explained in more detail to the client when they go to the CLARS
Centre for language assessment.
Explain how to arrange an appointment with the closest CLARS
Centre
If appropriate, schedule an appointment
End
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
-
Page 15
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS / LT PROVIDER PROTOCOL 2 Schedule an Appointment
Purpose: To schedule an appointment for client needs assessment
and eligibility determination for language assessment. There may be
a number of access points for scheduling an appointment with a
CLARS Centre some of which will be connected to a data system where
appointments can be made online.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CONDUCT PRELIMINARY ELIGIBILITY SCREENING
Step 1: Determine eligibility for publicly -funded language
assessment
Yes or unsure No
- If a client's eligibility is unclear, refer to Appendix B –
Eligibility Determination
An ineligible client should be provided with relevant
information helpful to the client’s needs. Ex: referred to one of
the school boards or colleges that offers fee-for-service
assessment and language training.
Is client eligible?
Continue to Step 2
End
Inform client that s/he is ineligible for free language classes
and will not be assessed
If client demands an assessment, provide him/her with the
assessment centre contact information to book his/her own
appointment.
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
-
Page 16
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
GATHER PRELIMINARY INFORMATION
Step 2: Gather client information for the purpose of booking an
appointment to be used by the frontline worker or the CLARS
centre
There is no limit to the number of appointments that can be
scheduled for others (e.g. group members) as long as the names and
contact information are provided. Where there are multiple
accessible CLARS Centres, these should be made known. In remote
areas, clients can travel to the nearest CLARS Centre or wait for
the itinerant assessor to visit their area. Refer to Appendix C –
Gathering Preliminary Client Information for questions related to
booking an appointment.
PROVIDE INFORMATION
Step 3: Inform client/agent of need to present photo
identification Step 4: Explain the needs assessment eligibility and
language assessment process
- A certified copy of immigration documentation is acceptable as
proof of status.
Is client calling to schedule an appointment for self?
Who is the appointment being requested for?
Ask client questions for the purpose of booking an
appointment
Continue to Step 3
Inform the client/agent that s/he must bring original
documentation and photo identification issued by CIC or MCI (such
as a permanent resident (pr) certificate) as appropriate to enable
the assessor to verify and confirm eligibility
Let the client/agent know that the client will undergo an
assessment that may take several hours to complete
Continue to Step 5
Yes No
-
Page 17
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
SCHEDULE AN APPOINTMENT FOR LANGUAGE ASSESSMENT
Step 5: Schedule the appointment for assessment
- Note: It is good practice to clarify with the client whether
or not they intend to bring children to the CLARS Centre during the
assessment time. While some sites accommodate children during the
assessment, this is not always the case. It is distracting for both
the parent and for other clients to have children present during
the assessment.
- Provide information on parking where applicable.
- Advise client to bring eye glasses if needed.
Schedule the client’s appointment at a time (site) that is most
convenient
Provide a written record of the appointment to the client (for
an in-person scheduling), including the assessment centre address
and phone number.
End
-
Page 18
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS PROTOCOL 3 Eligibility Determination and Initial Needs
Assessment
Purpose: To provide a brief initial client needs assessment at
the time of the language assessment appointment at a CLARS Centre
to determine whether:
a) the client is eligible for language assessment (eligibility
determination for which language training program(s) occurs in a
later Protocol); and
b) there is a need for standardized language assessment; and c)
early referral should be provided to a program other than English
(or French) as a second language.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
DETERMINE ELIGIBILITY FOR LANGUAGE ASSESSMENT
Step 1: Immigration status
- This step may be conducted by administrative staff or an
assessor. The intake person must be knowledgeable about all
referral services.
- Check if interpretation services are needed.
- See Appendix B – Eligibility Determination, for further
information on eligibility determination.
- Documents must be shown by clients. A certified copy of
immigration documentation is acceptable.
An ineligible client should be provided with relevant
information helpful to the client’s needs. Ex: referred to one of
the school boards or colleges that offers fee-for-service
assessment and language training.
Inform client that s/he cannot go through assessment Continue
to
Step 2
Advise client to return with documents; reschedule
appointment
End
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
Please show me your documents
Check documents No documents
Ineligible Eligible
-
Page 19
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
Step 2: Official language status
- If French is first language, consider client needs in an
English speaking environment.
- See Appendix B – Eligibility Determination, for further
information on eligibility determination.
Step 3: Age
No
- See Appendix B –
Eligibility Determination, for further information on
eligibility determination.
Inform client that s/he cannot go through assessment; offer
alternatives where applicable
Continue to Step 3
Other than English or French
English or French
Do you have a high school diploma from your country?
Continue to Step 4
End
End
LINC/CLIC eligible
ESL/FSL/SLT
What is your native language / mother tongue / first
language?
Inform client that s/he cannot go through assessment; offer
alternatives where applicable
Are you 18 years old or older?
Yes No
Yes No
-
Page 20
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
Step 4: History of assessment
Check CLARS data management system
See Appendix D – Available Tools for Formal Language Assessment
for a list of language assessment tools. Is there a client
history?
Was language assessment done in the past 6 months?
Continue to Step 5
Does client have other records of recognized language assessment
completed within the past 6 months?
No Yes
Go to Step 9
Yes
Yes
No
No
-
Page 21
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CONDUCT INITIAL NEEDS ASSESSMENT AND PATHWAY MANAGEMENT
Step 5: Language training
Enquire about client’s goals
Is language training your main need?
- Consider: Are the client’s goals settlement, academic,
employment-related or other?
- See Appendix D – Available Tools for Formal Language
Assessment for a list of language assessment tools
- See Appendix E – General Needs Assessment form
- See Appendix H – Learner Pathway template to confirm language
training needs/goals
Step 6: Special Program Needs
Do you have special needs such as visual impairment
or hard of hearing?
Probe to identify need. Begin to complete General Needs
Assessment form.
Are you seeking language training (formal or informal) requiring
standardized assessment for placement?
Do you have other needs beyond language training? Begin to
complete Learner Pathway template.
Continue to Step 6
Continue to Step 6
Continue to Step 7
No
No
Refer to local program availability checklist for additional
services as required
Continue to Step 7
Yes
Go to Step 9
Yes No
Yes
Yes
-
Page 22
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
DETERMINE WHETHER EARLY REFERRAL TO A PROGRAM OTHER THAN ENGLISH
(OR FRENCH) AS A SECOND LANGUAGE IS NEEDED
Step 7: Settlement needs
- See Appendix E – Referral Services for information on
referral
- See Appendix F – Referral Services for information on
referral
Step 8: Other program needs
ENTER RELEVANT DATA INTO THE CLARS DATA MANAGEMENT SYSTEM
Step 9: Register new or returning learner
Additional settlement needs
Other than settlement needs
Continue to Step 8
Continue to Step 9
Enter needs assessment data
Print report for client
End
Yes
What other needs do you have?
Yes Yes
Are you looking for LBS or credit programs?
-
Page 23
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS PROTOCOL 4 Assessment
Purpose: To determine the appropriate tool with which to assess
adult newcomers’ language in English or French; how to conduct the
assessment; and how to analyze and communicate the results to the
adult newcomer.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
SELECTION OF APPROPRIATE ASSESSMENT TOOL
Step 1: Determine most appropriate language assessment tool for
test administration
See Appendix D – Available Tools for Formal Language Assessment
for test selection
Step 2: Determine need for higher level language assessment and
workplace language readiness
See Appendix D – Available Tools for Formal Language Assessment
for test selection
Was client’s last assessment completed within the last six
months?
Does client need a higher level language assessment?
Continue to Step 2
Continue to Step 3
Continue to Step 5
Continue to Step 3
Continue to Step 5
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
Check if client has an existing assessment record
Yes
Yes
Yes
No
No
No
Check if program eligibility requires CLB 6 or higher
Yes No
-
Page 24
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
ADMINISTRATION OF ASSESSMENT TOOL
Step 3: Determine client CLB by administering the appropriate
assessment tool
- See Appendix D – Available Tools for Formal Language
Assessment for test administration
ANALYZE RESULTS AND COMMUNICATE THEM TO CLIENT
Step 4: Analyze CLB assessment results and provide client with
an explanation of the results
Note: A CLBPT flyer is in development to explain CLBPT score
results based on the Can Do descriptors
DATA ENTRY Step 5: Enter client information into CLARS data
management system including the assessment results
Client receives a form with the assessment results and a
description of the CLB level
Enter client information, assessment data and CLB levels;
identify assessment tool
used
Print report for client
End
Administer the appropriate tool following the tool
administration protocols
Continue to Step 4
Score the test
Assign corresponding CLB level
Communicate obtained benchmarks to client and explain the
meaning of the CLB levels
Begin discussion on next steps/options based on obtained CLB
levels
Continue to Step 5
-
Page 25
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS PROTOCOL 5 Training Options
Purpose: To guide discussion between the assessor and client to
identify training options available to the client (within the
Canadian Language Benchmarks levels identified through the
assessment process).
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
REVIEW CLIENT’S LANGUAGE TRAINING AND SETTLEMENT GOALS
Step 1: Review the client’s previously identified goals in light
of his/her language assessment results in order to confirm his/her
goals and help the client build a learner pathway
- A client’s motivation could be to improve daily life; to get a
job; to gain entry into other programs such as ELT, OSLT or bridge
training; and/or to get into post-secondary education
- Note: The client may not have had a detailed LT needs
assessment completed prior to their assessment
- Confirm if there are child care issues or language issues
(e.g., a need for an interpreter)
- See Appendix H – Learning Pathway template to confirm
lanaguage training needs/goals.
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
What is the client’s motivation for taking language
training?
What are the client’s goals? EG: In which type of language
training courses is s/he interested? Why does s/he wish to improve
his/her English or French? What specific competency does s/he want
improved (e.g., L/S/R/W)?
-
Page 26
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
REVIEW CLIENT’S NEEDS OR PREFERENCES
Step 2: Confirm needs/preferences which may impact the client’s
ability to access language training
- It is important to confirm a client’s needs as they may change
over time; and to ensure use of the most appropriate search
parameters in the generation of training options
REVIEW ELIGIBILITY Step 3: Confirm immigration status to
establish training options eligibility
- (See also Appendix B – Eligibility Determination and/or
Protocol 3 – Eligibility Determination (Steps 1-3)
Ask the client about his/her needs and preferences for language
training
Do you have any transportation, child care or accommodation
needs?
How far are you willing to travel to attend classes?
When are you available to participate in a course?
Do you have any constraints (e.g., when to attend, how much time
available, deadlines to be met, etc.)?
Continue to Step 4
Advise client to return with documents; reschedule appointment
End
Please show me your documents
Check documents
Ineligible Eligible
No documents
-
Page 27
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
TRAINING OPTIONS Step 4: Identify relevant training options
- See Appendix F – Training Options List for a list of possible
training criteria
CLOSE TRAINING OPTIONS DISCUSSION
Step 5: Provide hard copy of documentation to client for
acknowledgement of receipt
Enter search parameters based on language assessment and needs
assessment results
Conduct search on CLARS data management system
Share and discuss options with client
Provide the client with assessment result and training options
documents
Get acknowledgement signature confirming client has received
assessment results and training options
Confirm that client can contact CLARS Centre or LT provider to
discuss further options
Provide paperwork to be used by client at LT provider site
options
-
Page 28
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS PROTOCOL 6 Referral
Purpose: To refer a client following assessment (if needed) and
discuss training options. There are four referral situations:
1. Client decides immediately which class and is referred at the
time of assessment. 2. Client takes options away for further
consideration and returns to CLARS Centre for referral. 3. Client
takes options away for further consideration and then goes directly
to a SPO on the list. 4. Client takes options away for further
consideration and then goes to a SPO not on the list.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
FOR REFERRAL SITUATION 1 & 2: R EFERRAL FACE-TO-FACE AT
CLARS CENTRE
1. CLIENT DECIDES IMMEDIATELY WHICH CLASS AND IS REFERRED AT THE
TIME OF ASSESSMENT
Step 1: Determine if space is available in preferred class.
Check CLARS data management system for available seat, and
childminding if required, based on the client’s preferred
options.
Continue to Step 2
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
-
Page 29
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
2. CLIENT TAKES OPTIONS AWAY FOR FURTHER CONSIDERATION AND
RETURNS TO CLARS CENTRE FOR REFERRAL
Step 2: Refer client to class or waitlist.
- See Appendix H: Waitlist Protocols
- Offer other options when
client for ELT, SLT, OSLT or bridging program does not have
required CLB levels.
Enter client as “referral” in data management system.
Seat available?
Continue to Step 3
Classes are available at . Would you like to go there?
Contact program provider with results for follow-up.
Put client on Waitlist for preferred class.
Continue to Step 3
Enter client data if training option is not chosen.
Offer other options.
No Yes
No Yes
-
Page 30
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
Step 3: Give client information about class
Step 4: Give client information about next step
- Specific SPOs may have further specific detail that clients
should know.
- If waitlisted, inform client that the training provider will
call the client when a seat/childminding is available.
- The CLARS data management system will send an automatic notice
to inform the SPO that a client has been referred.
- If a client does not take his/her referral form to a class
site for registration within one week, the SPO will receive an
automatic notice from the CLARS data management system.
Print Class Referral Form or Waitlist Referral Form with map and
site details.
Print Learner Pathway form for client to take away.
Tell client to take Referral Form to class site where
registration and childminding registration will take place.
Continue to Step 4
End
-
Page 31
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
FOR REFERRAL SCENARIO 3 & 4: R EFERRAL REQUESTED FROM
SPO
3. CLIENT TAKES OPTIONS AWAY FOR FURTHER CONSIDERATION AND THEN
GOES DIRECTLY TO A LTP ON THE LIST 4. CLIENT TAKES OPTIONS AWAY FOR
FURTHER CONSIDERATION AND THEN GOES TO A LTP NOT ON THE LIST
Step 1: Determine if class is appropriate for client’s needs and
if so, refer client to class. (NOTE: At this point, the LTP has
already pre-determined that the client is suitable and space is
available as per Protocol 7. The role of the CLARS Centre is now to
confirm suitability and refer the client.)
- The selected SPO could be one of the training options given to
the client or one not suggested.
REFERRAL AFTER ITINERANT ASSESSMENT
Step 1: Refer client to class.
Itinerant assessor discusses other language training options
with client.
Step 2: Give client information about next steps.
Tell client that s/he can contact CLARS Centre at a later date
to explore further language training options.
Review client information
Is the class (desired by the client) appropriate to the client’s
needs and ability?
Yes No
Refer client to class requested by SPO.
Seat available? Contact client to return to CLARS for discussion
of options and referral to appropriate training.
-
Page 32
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
PROTOCOL 7 Receive the Learner
Purpose: To receive a learner at a Language Training Provider
site.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CLIENT HAS ASSESSMENT & REFERRAL SLIP ISSUED BY CLARS
CENTRE
Step 1: Referral matches LTP and site
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Training Options
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
Receive the Learner
CLARS, LT provider & settlement agency
LT provider CLARS and LT providerCLARS centre
Make learner attending in data management
system
Manage learner forms as per LTP protocol
LTP submits request to CLARS for referral
LTP refers directly to course in data system
Confirm learner wishes to remain on waitlist
Learner has been
referred to class
View assessment results and status documents
Learner is on waitlist
Consider priority on waitlist
Seat available?No
Yes
Search for learner in data management system
-
Page 33
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CLIENT HAS ASSESSMENT & REFERRAL SLIP ISSUED BY CLARS
CENTRE
Step 2: Referral matches LTP but different site
To view: Click on Client Ref # and select Current Status Tab
Learner can remain referred to original site if no time conflict.
LTP sends request to CLARS Centre.
Contact original site to inform of transfer, and request
original site to update CLB and withdraw learner
Search for learner in data management system and select
“register”
Contact original site of change of referral.
Refer learner, select appropriate site and course, (or submit
request to CLARS Centre for referral)
Make learner attending in data management system
Manage learner forms as per LTP protocol
Multi-enrol learner
Discuss options with learner
Learner decides to transfer to this site
Learner decides to remain at original site
End
Learner currently attending course
Is there a scheduling conflict?
Yes No
No Yes
View assessment results and status documents
Search for learner in data management system
Inform learner referral is not for this location
Learner decides to transfer to this site
Assist learner to find location
End
-
Page 34
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CLIENT HAS ASSESSMENT & REFERRAL SLIP ISSUED BY CLARS
CENTRE
Step 3: Learner has referral for a different LTP
Submit request to CLARS Centre for referral
Make learner attending in data management system
Manage learner forms as per LTP protocol
Learner interested in courses provided by LTP at this site
Assist learner to find location
End
Learner currently attending course or on waitlist with other
LTP
Inform learner that referral is for different LTP and site
Yes
No
View assessment results and status documents
Search for learner in data management system
Discuss options with learner. Determine if scheduling
conflict.
Learner decides to transfer to this site
Learner decides to remain at current site or on waitlist
End
Send request to CLARS Centre to inform other LTP of learner
request to transfer and update CLB
Submit request to CLARS Centre to refer learner to new
course
-
Page 35
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CLIENT HAS ASSESSMENT & REFERRAL SLIP ISSUED BY CLARS
CENTRE
Step 4: Learner has no referral for LTP or a particular site
Learner has current CLB
View assessment results and status documents
Search for learner in data management ystem
Learner does not have current CLB
Refer learner to CLARS Centre for assessment / re-assessment
End
Learner has been referred to course with LTP
Learner has been referred to a different LTP
Learner did not make course selection following assessment
Go to step 1 or 2 Go to step 3
End End
Seat available?
Submit request to CLARS Centre for referral or consultation
Make learner attending in data management system
Manage learner forms as per LTP protocol
Yes
Refer to CLARS Centre for consultation.
End
No
-
Page 36
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CLIENT HAS ASSESSMENT & REFERRAL SLIP ISSUED BY CLARS
CENTRE
Step 5: Learner has no referral for LTP or a particular site but
has a progress report
View assessment
results and status documents
Search for learner in data management system
Learner’s progress report is outdated. Learner does not have
current CLB
Learner has recent progress report. Learner has current CLB
Refer learner to CLARS Centre for reassessment.
Seat available appropriate to CLB in progress report?
Learner is attending other site / LTP. Go to Step 2 or Step
3
Refer learner directly to course in data management system
Submit request to CLARS Centre for referral
Yes No
Place learner on waitlist
Refer learner to CLARS Centre for consultation
Make learner attending in data management system
Manage learner forms as per LTP protocol
End
End
End
-
Page 37
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
CLIENT HAS ASSESSMENT & REFERRAL SLIP ISSUED BY CLARS
CENTRE
Step 6: Learner appears at site with no reception or
computer
LTP should modify this protocol in collaboration with CLARS
Centre to suit circumstances.
View assessment results and status documents
Referral matches course.
Referral is for other LTP, or same LTP but different site
No assessment documents or referral. Progress report is
outdated. Learner does not have current CLB.
Assist learner to find location
Refer learner to the CLARS Centre or LTP office for assessment,
reassessment and referral
Go to step 1
Seat available? Appropriate level?
Instructor accepts learner and later confirms with data
management system as per LTP protocol
-
Page 38
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
CLARS PROTOCOL 8 Reassessment and Specialized Assessment
Purpose: At the time when a client requests reassessment, to
determine whether:
a) the client is eligible for reassessment or specialized
assessment; and b) the client needs reassessment or specialized
assessment.
Note: This process occurs after an eligibility determination and
initial needs assessment has been completed.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
DETERMINE ELIGIBILITY FOR REASSESSMENT OR SPECIALIZED
ASSESSMENT
Step 1: Determine existence of a previous CLARS assessment
Have you been assessed before?
- The client may answer yes, when in fact they have not had a
CLARS assessment. They may have been tested by an instructor in
class, for example.
Check CLARS data management system
Previous assessment
No previous assessment
Proceed to do an assessment
(See protocol 4 - Assessment)
Continue to Step 2
End
Protocol 1 Protocol 2 Protocol 3 Protocol 4 Protocol 5 Protocol
8
First Contact
Schedule an Appointment
Eligibility Determination & Initial Needs Assessment
Assessment
Reassessment & Specialized Assessment
Protocol 6
Referral
Protocol 7
CLARS, LT provider & settlement agency
LT provider CLARS and LT provider
CLARS centre
Training Options
Receive the Learner
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Page 39
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
SUBJECT OBJECTIVE PROCESS CONSIDERATIONS
Step 2: Determine the need for reassessment or a specialized
assessment
Why do you want a reassessment?
- A client whose benchmark is 6 or higher may request a
specialized assessment.
- The purpose of specialized assessment is to determine: a)
benchmarks higher than 6 for entry to particular programs (e.g.
ELT, bridging); b) readiness for employment.
Check CLARS data management system
In class Not in class
To confirm current benchmarks
To provide documentation of higher benchmarks for employment,
ELT, bridging programs
Explain to client that s/he cannot go through an assessment.
Give the proficiency benchmarks currently listed in database. If
necessary, advise client to ask instructor to update
benchmarks.
If CLB 6 or above, select appropriate tool and proceed to do a
specialized assessment.
Out of class for more than 6 months
Out of class for less than 6 months
Wants to re-enter language training
Proceed with reassessment
Explain to client that they do not qualify for reassessment.
Discuss options for language training.
End End
Wants to re-enter language training
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Page 40
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Readiness Checklist The following checklist may assist you in
preparing for the transition to CLARS.
Readiness Checklist for CLARS Centres Timelines Status
General
Brief key staff in organization about purpose and vision of
CLARS; key language assessment practices; evaluation of existing
practices (senior management, HR, lead assessors, etc.)
Brief assessors and other administrative staff on understanding
of purpose and vision of CLARS; evaluation of and changes to (if
applicable) existing practices
Establish procedures for ongoing communication between staff
& management (internal) re operational plan
Establish procedures for communication between LT provider and
CLARS centre (external) for effective implementation of CLARS
Establish Community Partnership Committee (s) with all
stakeholders
Assess equipment needs (computers, printing, faxes, internet
connection, etc.) at central and satellite sites
Acquire equipment as needed
Develop staffing plan/new job descriptions/changing roles
Distribute Guidelines for CLARS Assessment Centres
Develop training plan for all functions: e.g. CLARS Assessment
Guidelines, new Placement Guidelines, changes in HARTs screens,
Protocols, client eligibility, etc.
Train staff in HARTs according to staffing plan
Migration of existing learners into HARTS – ESL only
LTP’s existing ESL learner data will be migrated into
HARTS-Discuss implications with staff e.g. accepting non-standard
CLB scores within 6 months period etc.
Other? Course Profiles
Establish contact with LT providers to activate courses and
communicate issues with course templates
Establish contact and approval system with funders to
communicate changes to course templates
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Page 41
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Timelines Status
Administration
Develop process for itinerant assessment (if applicable)
Develop procedure and process for non-eligible clients (if
applicable)
Develop site specific best practices/procedures based on
recommendations from pilot sites to address implications of the new
placement guidelines and other issues such as eligibility
criteria.
Develop guidelines re when “change level” should be used and
under what conditions. How much does the assessment centre adjust
to classroom conditions?
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Page 42
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Assessors A CLARS Centre will operate with assessors that have
been trained and qualified to use one of the two primary assessment
tools – CLBA or CLBPT. Over time, the assessors should be trained
to use additional tools, but it is not an expectation that all
assessors be trained on all tools. The CLARS Centre should be able
to provide assessment for all learners. Specific professional
standards for assessors as recommended by the CLARS Advisory
Committee:
- Newly hired CLARS assessors must have TESL Ontario
Accreditation at the time of hiring. - Work experience in the field
of language training and/or settlement is an asset - An
understanding of the Canadian Language Benchmarks and their
application
An individual is exempt from the above requirements if he/she
has
i. worked as a language training assessor within a federally or
provincially funded program for immigrants, is trained and
certified on the CLBA and/or CLBPT, and is and has been actively
using the tools; OR
ii. worked as a language training assessor within a federally or
provincially funded program for immigrants, was trained and
certified on the CLBA or CLBPT, but is not currently using these
tools. Individuals grand-parented under this section of the
guideline will be required to undergo test re-calibration prior to
administering language assessments for CLARS.
iii. In remote and rural communities where the labour resource
base does not easily provide a candidate pool of potential
assessors who are TESL Ontario accredited, exemptions may be
allowed. An application (included in this guideline) to be
considered for exemption must be submitted to the CLARS Governance
Board.
The training of assessors is provided by the Centre of Education
and Training and the Centre for Canadian Language Benchmarks.
Criteria for candidates receiving the training are set by these two
organizations. In general, candidates should demonstrate competency
in adult second language acquisition, assessment in Adult ESL,
cultural sensitivity, interview skills, decision-making skills, and
English language proficiency. More specialized criteria may be
applied to some CLB-referenced assessment tools. While HARTs will
provide up-to-date information on language training programs in the
immediate community, assessors should continually be briefed on the
current status of such programs. During the assessment process,
clients will identify future goals, Thus assessors should be
well-informed about other training and employment preparation
opportunities to which clients could be referred. Realistically,
this could be a case of assessors knowing what agencies provide the
relevant information, rather than expecting assessors to have
intimate knowledge of particular programs.
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Page 43
This document is for use during the CLARS Orientation Phase and
is subject to further refinement and final approval by Citizenship
and Immigration Canada and the Ontario Ministry of Citizenship and
Immigration.
Managing Scheduling of Assessment Services As stated in the
Operational Standards, the CLARS Centre should employ efficient
practices with regard to scheduling and conducting assessments to
meet demand and need. Assessment Centres operating as LINC
Assessment Centres established some Best Practices which CLARS
Centres are encouraged to adopt. It is also important to encourage
discussion within the Community Partnership Committee in mutually
arriving at solutions for specific CLARS Centre practices. Every
effort should be made to operate assessments with the fixed Centre
model (main or satellite), as the conditions can be better
controlled, assessments more efficient, of better quality and less
expensive. A main centre location would offer services on a daily
schedule. A satellite location might offer services on a regular or
irregular schedule – not likely daily. Such a schedule would
reflect the needs arising from density patterns and travel
challenges. (Monday and Thursday OR every Tuesday OR twice a month)
Complying with CLARS Operational Standards, such a satellite
location should not be a language training provider site.
- All clients must be assessed prior to being placed in classes
- Backdating is not a practice condoned by either language training
funder - Assessment and referral services must be provided at times
that reflect the provision of
language training courses. - Assessment and referral services
should be provided within two weeks of request for
assessment - Wait times for appointments should be managed
closely and appointments overbooked
according to the Centre’s no-show rate and time of day - Clients
scheduled for assessment should receive a telephone reminder one
day prior to the
appointment - Itinerant assessment and referral services should
be provided only as outlined in this
document (see next section) - CLARS Centres should develop a
pool of temporary assessors from which to draw upon
during a