Policies & Procedures

By registering and paying for any IDEA Training Collaborative sessions, you confirm that the individual(s) registered have read and understood the Policies & Procedures and Terms & Conditions. IDEA Training Collaborative is not responsible for individuals who have not reviewed these documents.

It is the responsibility of those completing the registration form to ensure all names, email addresses, and contact information are correct. Once registered, all participants are subject to IDEA Training Collaborative’s Policies & Procedures and Terms & Conditions, including administrative fees for registration changes. The following Policies & Procedures apply to Instructor-Led, Self-Paced and Agency Training sessions: 
Accessibility

Overview 

The purpose of this document is to outline our Accessibility policy framework and provide detail of the practices, measures, and processes that IDEA Training Collaborative (collectively, “IDEA TC”) has developed to assist individuals with physical or developmental disabilities.  

We believe that treating people with disabilities in a manner that allows them to maintain their dignity and independence is paramount to our values. As an organization, we respect and will uphold the requirements set forth in the Accessibility for Ontarians with Disabilities Act (2005) and the Integrated Accessibility Standards Regulation (IASR).  

We understand that we have a responsibility to ensure that our spaces are safe and welcoming for all individuals. We deliver on this responsibility by removing and preventing barriers to accessibility, and upholding our commitment to fostering an inclusive, diverse, equitable and accessible environment for all persons with disabilities.  

Scope 

In accordance with Ontario’s accessibility laws, this policy details the practices, procedures and programs that the organization provides as well as the processes by which the organization will meet the requirements of the Act. Consistent with the values of respect, integrity, integration and equality, we will ensure persons with disabilities are welcomed within the organization.  

Application: This policy extends to all employees, including full-time, part-time, temporary and contract staff, as well as other outside parties involved with the operations of the organization. This policy applies to every level of our organization and to every aspect of the workplace environment including recruitment, selection, promotion, transfers, training, salaries, benefits and termination.  

Definitions 

“Our” and “We”, refers to: 

“IDEA Training Collaborative” and “IDEA TC.”  

“Disability”, as defined in AODA, refers to:  

  1. Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or device, 

  1. A condition of mental impairment or a developmental disability, 

  1. A learning disability, or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language, 

  2. A mental disorder, or 

  3. An injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.  

“Service Animal”, refers to:  
An animal is a service animal for a person with a disability if: 

  • It is readily apparent that the animal is used by the person of reasons relating to his or her disability, as a result of visual indicators such as the vest or harness worn by the animal. 

  • The person provides a letter from a regulated health professional1 confirming that the person requires the animal for reasons relating to the disability.  

“Support Person”, refers to:  

As defined in the Customer Service Standards, a support person in relation to a person with a disability, another person who accompanies him or her to help with communication, mobility, personal care, medical needs or access to goods and services. 

“Barrier”, refers to: 

As defined by the AODA, anything that prevents persons with a disability from fully participating in all aspects of society because of their disability. This includes: 

  • Physical barriers
  • Architectural barriers
  • Informational or communication barriers
  • Attitudinal barriers
  • Policy/practice/procedural barriers 

Customer Service  

The organization is committed to excellence in ensuring that we provide customers/participants/visitors with disabilities with equal opportunity, dignity, and independence. To support this, we offer the following: 

  • Assistive Devices: The organization recognizes various assistive devices.  
  • Service Animals: We welcome people with disabilities and their service animals. Services animals are allowed in any area of our premises that are open to the public.  
  • Support Person(s): A person with a disability who is accompanied by a support person will be allowed to have that person accompany them while accessing our services provided that they wear a visitors name tag, where applicable.  

Information and Communications  

Alternate Formatting 

The organization will communicate with people with disabilities in manners that take into account their disability and respect their independence. When asked, we will provide information about our services, as well as our policies and procedures in accessible formats or with communication support(s). These formats could include (but are not limited to): 

  • Reading written information to a person directly. 
  • Large print. 
  • Text transcripts of audio or visual information. 
  • Handwritten notes instead of spoken word. 

Digital Accessibility 

The organization will provide a website and other digital features that are accessible to all users. Our website accessibility features include: 

  • Easy navigation with headers to help define page organization. 
  • Images with alternate text for use with screen reader software. 
  • Keyboard accessible navigation and forms.  

Employment 

Accessibility is integrated into IDEA Training Collaborative’s employment-related practices as follows: 

Recruitment, Assessment, and Selection Process 

We will notify employees, the public, and job applicants about the availability of accommodation for applicants with disabilities in the recruitment process through a notice that will be attached to our job postings/listings. In addition, we will: 

  • Ensure that any job applicants self-identifying as requiring accommodation in the recruitment process are consulted with to determine their individual accommodation needs.  
  • Ensure the current hiring processes (tests, assessments, interview rooms) are barrier-free and that accessibility support may be provided (upon request). 
  • Ensure our employment policies and procedures reflect our commitment to an accessible workplace that will uplift and retain employees with disabilities.  

Training and Awareness

The organization ensures training is provided to staff, volunteers, and those who provide services on the organization’s behalf on the standards set by provincial legislation regarding accessibility as well as any aspect of local human rights legislation relating to person(s) with disabilities. Training includes:  

  • A review of the purposes of the AODA and IASR requirements.  
  • Provided before or as soon as person commences job duties  
  • Instructions on how to communicate and interact with people with various types of disabilities who: 
  • Use assistive device.  
  • Require the assistance of a service animal.  
  • Require the use of a support person. 
  • Instructions on what to do if a person with a disability is having difficulty accessing our services.  

Workplace Accommodations 

Employees with disabilities will be informed of the resources available to them as well as be provided with reasonable workplace accommodations to enable them to perform their responsibilities effectively.  

Return to Work from Disability-Related Leave 

Our process for the development of a return-to-work process for employees with disabilities who have been absent due to their disability and require accommodations to return to work will: 

  • Outline the steps we will take to facilitate the employee’ s return to work.  
  • Use their individual accommodation plan (where it exists) as part of the process.  

Design of Public Spaces 

The organization will meet the accessibility standards for the design of public spaces in our current workspaces as well as when making any major modifications. Our spaces include: 

  • Elevators: Elevators are located within the office to allow for easy access with buttons at an accessible height.  
  • Restrooms: Restrooms are accessible with wide doors, grab bars, and enough space to accommodate mobility devices.  
  • Signage: The pathway to the office as well as the office floorplan is 
  • Parking:  

Notices of Temporary Disruption 

Where applicable, IDEA TC will ensure procedures for preventative and emergency maintenance of the accessible elements in public spaces, as required, as well as procedures for dealing with temporary disruptions when accessible elements that are required are not in working order. This will include posting signs to explain the disruption and/or setting up alternative temporary accessible elements. 

Availability of Documents 

The organization will: 

  • Provide this document in an accessible format or with communication support on request. 
  • Ensure its feedback process is accessible to people with disabilities by providing or arranging for accessible formats and communication supports, on request.  
  • Respond to all requests for documentation within a reasonable time period.  

Feedback Process 

This policy has been developed to break down barriers and increase accessibility for persons with disabilities. The organization welcomes questions and/or feedback on how we provide accessible customer service. Feedback will help us identify any unidentified barriers and respond to concerns. Visitors can ask questions about the policy or provide feedback by: 

  • Sending us a private message through the “contact us” function on our website at www.ideatraning.org. 
  • Speaking to a manager onsite.  

Review 

This policy will be reviewed and updated at least every five (5) years to align with changes in legislation or operational needs.  

 

Purpose  

This policy is intended to establish clear expectations regarding accountability between our training center and our clients. While we strive to offer high-quality training and support, it is important to note that each agency is responsible for managing its own internal processes.  

Application: This policy extends to all clients, partner organizations, and any third parties engaged in business with IDEA Training Collaborative. 

Scope  

IDEA Training Collaborative is committed to providing effective training programs and professional development opportunities. However, we must clarify that we are not responsible for compensating or resolving issues that arise due to challenges within your organization’s operations. Any issues or inefficiencies that originate within your organization should be addressed internally.  

Policy  

Internal Responsibility  

Each organization and participant are responsible for ensuring that their internal processes are in place to support successful training outcomes. This includes timely completion of pre-course requirements, accurate communication of participant needs, and adherence to scheduled sessions.  

If your team faces challenges that may impact training or participation, we ask that you notify the IDEA TC staff as early as possible to find a solution suitable for all.   

No External Compensation for Internal Issues  

In fairness to all parties, we cannot offer financial compensation, rescheduling, or other accommodations for delays, cancellations, or issues that arise due to internal challenges within your organization. It is essential that your team is prepared for the training session as agreed upon.  

Collaboration and Support  

While we are unable to take responsibility for operational shortcomings outside of our organization, we are always open to working together to provide support or improve processes where possible.   

Urgent Requests and Additional Administrative Costs  

Should you require an urgent response or expedited support—such as last-minute changes to training dates, urgent requests for additional resources, or special accommodations—additional administrative fees may apply. These fees will be assessed at the discretion of management, based on the urgency and complexity of the request, and we will provide an estimate before proceeding.   

Purpose 

IDEA Training Collaborative is committed to providing a respectful and inclusive environment free from harassment and discrimination, where all individuals – participants, visitors, and stakeholders – are treated with dignity and can engage in safe space.  

Under the Ontario Human Rights Code, every person has the right to freedom from harassment and discrimination. Harassment and discrimination will not be tolerated, condoned, or ignored.  

Application: The freedom from harassment and discrimination extends to all participants and visitors involved in our trainings and programs, as well as any individuals interacting with the organization. It covers all interactions within the organizations premises, whether in person, online, or through other means of communication.  

Objectives 

The objectives of this policy are to ensure all participants and visitors understand our standards and to define the types of behaviour that constitute harassment and/or discrimination, which are strictly prohibited.  

Protected Grounds 

  • Age 
  • Creed 
  • Religion 
  • Sex 
  • Gender identity  
  • Family status  
  • Marital status 
  • Disability 
  • Race 
  • Ancestry 
  • Place of origin 
  • Ethnic origin 
  • Citizenship 
  • Colour  
  • Record of offences 
  • Association or relationship with a person identified by one of the above grounds 

Definitions of Prohibited Behaviour  

“Discrimination:” Any form of unequal treatment based on a protected ground, whether imposing extra burdens or denying benefits. It may be intentional or unintentional. It may involve direct actions that are discriminatory on their face, or it may involve rules, practices or procedures that appear neutral, but have the effect of disadvantaging certain groups of people. 

“Harassment:” A course of comments or actions that are known, or ought to reasonably to be known, to be unwelcome. It can involve words or actions that are known or should be known to be offensive, embarrassing, humiliating, demeaning, or unwelcome.  

Prohibited Behaviour 

  • Any form of sexual harassment, including touching, petting, pinching, kissing, unwelcome sexual flirtations, advances, requests, or invitations and leering or other suggestive gestures. 
  • The display of visual sexual material that is offensive, or which one ought to know, is offensive.  
  • Bullying.  
  • Demeaning and/or belittling comments 
  • Nicknames, remarks, jokes or innuendos related to an individual’s race, sex, disability, sexual orientation, creed, age, or any other ground.  
  • Obscene remarks or gestures.  
  • Display or circulation of offensive pictures, graffiti or materials, whether in print form or via e-mail or other electronic means.  
  • Singling out an individual for humiliating or demeaning teasing or jokes because they are a member of a protected group.  
  • Comments ridiculing an individual because of characteristics that are related to grounds of discrimination.  
  • Creating a poisoned environment thorough comments or conduct (including comments or conduct that are condoned or allowed to continue when brought to the attention of management). The comments or conduct may not be directed at a specific individual, and may be from any individual, regardless of position or status. A single comment or action, if sufficiently serious may create a poisoned environment. 

Expectations and Consequences 

Any individual who violated this policy may be: 

  • Asked to leave the premises immediately.  
  • Restricted from participating in future activities. 

Purpose 

At IDEA Training Collaborative, we are committed to creating meaningful experiences that embrance diversity, inclusion, and equity. These values guide our practices and interactions with all individuals who engage with our services.  

Scope 

This policy describes the processes and procedures at our organization that exemplify diversity and inclusion as well as our commitment to our employees and the community of which we strive to provide equitable services to.  

Application: The freedom from racism and oppression extends to all participants and visitors involved in our trainings and programs, as well as any individuals interacting with the organization. It covers all interactions within the organization’s premises, whether in person, online, or through other means of communication.  

Definitions of Terms 

For the purposes of this policy, these terms have the following meaning: 

  “Anti-Racism:” The process of recognizing, confronting, and challenging racism in its various forms (ie: institutional, interpersonal, etc.,) and taking action to prevent its harms.  

“Anti-Oppression:” The process of identifying and removing structures and practices that perpetuate inequality of various aspects such as race, gender, religion, class, and others.  

“Race:” A term used to classify people based on physical characteristics (phenotype) such as skin colour, facial features, etc.  

“Intersectionality:” A term used to describe the analytical framework for understanding how certain characteristics of one’s social, political, and cultural identity intersect to create different and overlapping experiences of discrimination and oppression. Taking an “intersectional” approach involves analyzing experiences through multiple lenses instead of focusing on one factor to find solutions that address all the layers of inequality that an individual or group face.  

Guiding Principles  

The organization has established a set of guiding principles to ensure clarity, consistency, and accountability within the Organization.  

Proactive: We acknowledge the existence of racial inequities and actively work to eliminate barriers through our programs, language, and policies.  

Intersectional: We recognize that oppression is multifaceted, and we are committed to addressing discrimination through a lens that considers all aspects of identity. 

Accountability: We hold ourselves accountable to continuous learning and feedback, ensuring that our policies and practices reflect anti-racist and anti-oppressive values.  

Expectations for Participants and Visitors 

Respect: All individuals are expected to treat each other with respect and dignity, regardless of race, ethnicity, cultural background, or other identity markers.  

Education and Awareness: Participants and visitors are encouraged to engage with the organization’s efforts in anti-racism and anti-oppression through learning opportunities and respectful dialogue.  

Program Development and Governance 

  • When designing or reviewing programs, services, and policies, the organization will apply intersectional, anti-oppressive, and anti-racist frameworks to ensure inclusivity and equity.  
  • The organization will identify and work to remove barriers that prevent individuals from underrepresented communities from fully participating in our programs and services.  
  • The organization will develop and offer training and opportunities that reflect the diverse experiences, needs, and identities of participants, ensuring accessibility and cultural relevance.   

Conclusion 

Our commitment to anti-racism and anti-oppression is integral to our mission of being a diverse and equitable organization. By adhering to this policy, it allows for all individuals regardless of their race or background to feel empowered, supported, and valued in all our programs and services.  

 

 

Overview

At IDEA Training Collaborative, we strive to provide a professional and effective learning environment for all participants. This policy outlines our expectations regarding attendance for both in-person and online training sessions, including specific provisions for two-day workshops. By adhering to these guidelines, we ensure that all participants are able to fully engage in the training experience and receive the certifications they deserve.

Late Arrival

  • Participants who arrive thirty (30) or more minutes after the course’s scheduled start time will not be permitted access to the training session.

  • This policy applies to both in-person and online training sessions. Late arrivals disrupt the course flow and the overall learning experience.

Early Departure

  • Participants who depart thirty (30) or more minutes prior to the course’s scheduled end time will not be provided with a course certificate.

  • To be eligible for a course certificate, participants must remain present for the entire duration of the session.

Breaks and Lunch

  • Returning late from breaks or lunch will be treated as a late arrival and may affect your eligibility for certification.

  • Participants should also avoid continually exiting or entering the session, as this disrupts the learning environment for everyone.

Online Training Specifics

  • For online sessions, participants must keep their camera on for 90% of the training session to be considered present. Failure to meet this requirement will result in the participant being marked absent unless prior arrangements are made with IDEA Training Collaborative staff and the instructor before the session.

  • Zoom Attendance Reports: IDEA Training Collaborative has access to detailed Zoom attendance reports, which track how long participants were logged in, how many times they logged in and out, and whether their camera was on for the required duration.

  • Correct Zoom Names: Participants are responsible for ensuring that their Zoom names are correct to match their registered names. Inaccurate names may lead to attendance issues.

Sign-In Sheet (In-Person)

  • In-Person Sessions: Attendance will also be tracked using a sign-in sheet. It is the participant’s responsibility to ensure they sign in upon arrival. Failure to sign in may result in being marked absent for the session.

Non-Negotiable Timing and Requirements

  • The above attendance policies are non-negotiable and will be enforced to maintain a focused and efficient training environment for all participants.

Two-Day Workshops

For participants attending the following two-day certificate workshops:

  • CPI Nonviolent Crisis Intervention

  • Understanding and Managing Aggressive Behaviour (U.M.A.B.) Two or Three Day Workshop

  • Standard First Aid, CPR (Level C) and AED Two Day Workshop

  • Trauma-Informed Crisis Intervention

  • Applied Suicide Intervention Skills Training (A.S.I.S.T.)

  • Mental Health First Aid

If an emergency situation arises (e.g., illness, work emergency) and a participant is unable to complete the second day of a two-day workshop, they may be allowed to return to complete the second day at a later time, provided the instructor is agreeable and the arrangement works within the framework of the workshop.

  • Approval Required: Rescheduling must be approved by both the instructor and the IDEA Training Collaborative Manager.

  • Confirmation of Emergency: Confirmation of the emergency situation may be requested from the participant’s agency or supervisor.

  • Completion Deadline: The participant must complete the second day of training within two (2) months from the original workshop date. If the second day is not completed within this time frame, the participant will be required to re-take the complete workshop at full cost.

 

This policy does not apply to participants who arrive late or leave early from a full or half-day workshop. If a participant is refused admittance by the instructor or does not meet the attendance requirements, they will be required to re-take the entire workshop to receive a certificate.

 

By attending, you acknowledge and agree to the attendance policies outlined above.
We appreciate your understanding and cooperation in ensuring a productive and respectful learning experience.

Objective:

The objective of this policy is to ensure that participants are adequately prepared for live in-person or online sessions through the completion of self-paced learning modules in a blended learning environment. This approach aims to maximize the effectiveness of both asynchronous and synchronous learning components, ensuring a smooth transition between self-paced and live interactions while maintaining a high standard of engagement and educational outcomes.

 

  1. Completion of Self-Paced Learning:
    Participants must complete all self-paced modules or activities at least 24 business hours prior to the scheduled live in-person session. This ensures that participants have the necessary foundational knowledge to engage meaningfully during the live session.

  2. Mandatory Attendance for Live Online Sessions:
    In blended learning formats that include both live online and live in-person sessions, participants are required to attend the live online session prior to the live in-person session. This guarantees that participants are prepared with the context and knowledge necessary to participate effectively in the subsequent live in-person session.

  3. Verification of Completion:
    Participants must demonstrate completion of self-paced modules or attendance at the live online session through means such as quizzes, assessments, or participation tracking. This ensures that the completion of required learning activities is appropriately monitored and verified.

  4. Consequences for Non-Compliance:
    If participants fail to meet the completion requirements for self-paced learning or fail to attend the live online session, they may be subject to rescheduling or delayed participation. Participants who need to reschedule due to non-compliance will be required to pay a $70 administrative fee.

  5. Exceptions:
    Exceptions to this policy may be made in cases of emergency or extenuating circumstances, subject to approval by the course facilitator or program administrator. This allows flexibility in certain situations, ensuring that participants can still engage with the course when unforeseen issues arise.

  6. Technical Requirements and Support:
    Participants must have access to the necessary technology to complete the self-paced modules and attend live online sessions. Support will be provided for those experiencing technical difficulties.

  7. Communication of Deadlines:
    Participants will be reminded of deadlines for completing self-paced learning and attending live sessions through email or the course management system. This ensures clear communication and helps participants stay on track with course requirements.

  8. Feedback and Program Evaluation:
    Feedback on the blended learning format will be collected from participants to evaluate the effectiveness of the policy and the learning experience. This ensures continuous improvement of the program based on participant experiences and feedback.

Overview 

At IDEA Training Collaborative, we are committed to recognizing and celebrating the accomplishments of participants who complete our courses. Upon successful completion of a course, participants will receive a certificate of achievement.  

Application: This policy extends to all persons who receive certificates for completing any training or certification programs offered by the organization.  

Issuance 

Certificates will be issued within 14 business days of the course completion date. The certificate will reflect the name of the course, the participants name, and the completion date.  

Validity of Certificates 

The following are the standard validity periods for the certifications awarded: 

  • Toronto Shelter Standards: Valid for 1 year from date of completion.  
  • CPI Nonviolent Crisis Intervention: Valid for 1 year from date of completion. 
  • Standard First Aid, CPR & AED: Valid for 3 years from date of completion. 
  • Applied Suicide Intervention Skills Training (ASIST): Valid for 3 years from date of completion.  
  • Understanding and Managing Aggressive Behaviour (UMAB): Valid for 1 year from date of completion.  
  • Mental Health First Aid: Valid for 3 years from date of completion. 

In addition, other courses such as one/two-day workshops, certificates are valid for up to 5 years from the completion date. After this period, participants may be required to complete a refresher course or additional training to ensure their skills and knowledge remain updated.  

Renewal Requirements 

If a certificate expires, the individual will no longer be considered certified for that course. To maintain certification, individuals must complete the relevant refresher course or re-certification training before the expiration date. Renewal requirements include: 

  • Successful completion of the required training program 
  • Submission or proof of certification renewal  

Fraudulent Activity 

Creating, altering, or distributing a false certificate of achievement for a course that has not been completed is strictly prohibited and will be considered an act of fraud. Any individual found to be engaging in such behaviour will be subject to disciplinary action, which may include disqualification from future course, revocation of any earned certificates, and possible legal action.  

We take the integrity of our certification process seriously and expect all participants to abide by this policy.  

 

Purpose 

The purpose of this policy is to ensure that all participants in our training courses have the necessary computer skills to effectively engage with course content, complete tasks, and participate in any online components of courses.  

Application: This policy extends to all individuals seeking to enroll in any of our training courses offered at IDEA Training Collaborative.  

Computer Navigation Requirements 

To participate in our courses, participants must have basic proficiency in using computers and common software tools. The following skills are required: 

  • Using a keyboard and mouse 
  • Selecting, copying, pasting text
  • Send and receiving email
  • Saving and retrieving files in different formats (.docx, .pdf, .pptx., etc.)
  • Using text editor (i.e. changing fonts, inserting links)
  • Browsing for files to attached and upload
  • Accessing the Internet using a web browser
     

By enrolling in our courses, participants agree that they meet the necessary computer proficiency requirements listed above.  

Email Account and Training Portal Access

  • Email Account Requirement: Participants must have access to a valid email account.
  • Email Login Requirement: Participants must be able to use their email account as a login to access the Training Portal.
  • Training Portal Navigation: Participants must be able to navigate the Training Portal independently, without significant assistance. This includes the ability to log in, access course materials, complete tasks, and track progress.
  • Account Management: Participants must be able to manage their own Training Portal account, including creating an account with a password requirement, resetting passwords as needed, and ensuring their login credentials remain up to date.

Communication Tools 

Participants must be comfortable using Microsoft Teams and Zoom, as these are the primary platforms we use for communication and live online sessions. However, other platforms or tools may be needed, depending on the course content or activities.  

 

Overview 

IDEA Training Collaborative (formerly Toronto Hostels Training Centre, THTC) holds confidentiality as a critical aspect of the training environment for both classroom and live online sessions. By attending and participating in any of our training programs, participants agree to the following terms:

Confidentiality

All discussions, case examples (whether clinical or organizational), and comments made by participants during training sessions, whether in-person or online, are considered strictly confidential. Under no circumstances will the information shared in these communications be discussed or disclosed to any third party unless suspected abuses are disclosed.

Prohibited Recording

Recording, taping, and photographing during any classroom or online training sessions is strictly prohibited. Participants are not permitted to record, capture images, or document any part of the training without express written permission from IDEA Training Collaborative.

Waiver Requirement

All participants must complete a Toronto Hostels Training Centre Waiver (now applicable under IDEA Training Collaborative) before attending the following training sessions:

  • CPI Nonviolent Crisis Intervention
  • Understanding and Managing Aggressive Behaviour (U.M.A.B.) (Two or Three-Day Course)
  • Trauma-Informed Crisis Intervention
  • Standard First Aid, CPR (Level C) and AED (Two-Day Training)
  • Standard First Aid, CPR (Level C) and AED Recertification Course
  • Emergency First Aid and CPR

Suspected Abuses

In the event that suspected abuses are disclosed during any training session, the IDEA Training Collaborative Policies will be strictly followed. The matter will be escalated appropriately in accordance with established procedures.

Overview 

The materials, collateral, and information detailed on the IDEA Training Collaborative (formerly Toronto Hostels Training Centre, THTC) websites are protected by Canadian copyright laws.

Permitted Use

You are entitled to view and make copies of the information for personal and/or non-commercial use only, provided that:

  • You do not delete, obstruct, or alter any copyright, trademark, or other proprietary notices.

  • You provide full ownership credit to IDEA Training Collaborative (formerly THTC).

You may not sell, modify, republish, reproduce, display, publicly perform, distribute, or otherwise use any substantial part of the information in any manner, including electronic reproduction by uploading, downloading, or accessing the content on the Internet or any local or international computer system, without prior written permission from IDEA Training Collaborative or the appropriate copyright holder.

Permission to Use Content

If IDEA Training Collaborative grants permission to use any content from its websites, you must include an acknowledgement of the source whenever the material or information is copied or published, whether online or offline.

Legal Action for Infringement

Any infringement of IDEA Training Collaborative’s rights will result in appropriate legal action. IDEA Training Collaborative disclaims any and all liability for any consequences arising from the unauthorized reproduction or use of content from the IDEA Training Collaborative websites.

Purpose  

The purpose of this policy is to ensure that all participants in our training courses have the necessary English language proficiency to fully engage with the course material, participate in discussions, and complete quizzes/tasks. While we do not require formal testing, the following guidelines can help participants self-evaluate.   

Application: This policy extends to all individuals seeking to enroll in any of our training courses offered at IDEA Training Collaborative.   

Requirements  

To participate in our courses, participants should have a level of proficiency that allows them to effectively function in each of the following four language skills:  

Reading: Participants must be able to understand, interpret, and comprehend course content. This includes handouts, case-studies, written instructions, and key information of course materials.   

Writing: Participants must be able to complete written tasks, provide clear responses in course activities, and engage in email communication or forum discussions in an understandable manner.   

Speaking: Participants must be able to engage in verbal communication and participate in group discussion. This includes asking and answering questions, expressing ideas, and taking part in discussions with participants and instructors.  

Listening: Participants must be able to understand the English language in a variety of contexts including listening to instructional material, group discussions, and following along with task instructions.   

We appreciate your commitment to meeting these expectations. While we offer a supportive environment, it is important that all learners meet the required language standards for the course(s) to ensure all participants can benefit from course materials.   

Overview

At IDEA Training Collaborative, we aim to create a comfortable, efficient, and focused environment for all participants during training sessions. To ensure that everyone has an enjoyable and productive experience, we have established guidelines regarding food and beverage consumption. These guidelines cover the use of our onsite kitchenette, the provision of food for specific events, and expectations for managing dietary needs and preferences. We appreciate your cooperation in adhering to these policies.

1. No Provided Beverages or Lunch (Except for Certain Events):
The Training Collaborative does not generally provide beverages or lunch during classroom training sessions. However, there may be certain events where food is provided. Participants will be made aware of these circumstances in advance.

2. Onsite Kitchenette:
A kitchenette is available on-site for participants to use. The kitchenette includes a microwave for reheating food, a fridge for storing items, and a water station for personal bottle water refills. We encourage participants to bring reusable water bottles to help reduce waste.

3. Food and Beverage Consumption:
Water and other beverages are welcome to be consumed during training sessions to keep participants hydrated. However, we kindly request that food be consumed only during designated breaks to minimize distractions and maintain a focused learning environment.

4. Strong-Smelling Food and Beverages:
To ensure a comfortable atmosphere for everyone, we kindly request that participants refrain from bringing strong-smelling foods or beverages that could be disruptive or unpleasant in a shared space.

5. Special Dietary Needs:
While we do not provide meals or snacks (except for certain events), we are happy to accommodate specific dietary needs when possible. However, we cannot guarantee that food provided by the Training Collaborative is free from allergens or specific ingredients. We recommend that participants with strong dietary requirements or food allergies bring their own meals so they know where the food originated. Please inform us in advance if you have any special dietary needs or concerns.

6. Organization-Arranged Food for Agency Trainings:
For organizations hosting agency-specific trainings, you are welcome to make your own arrangements for food procurement and delivery. Please note that you will be responsible for all aspects of the process, including placing orders, managing payments, coordinating delivery, handling clean-up, and ensuring that all required materials (such as napkins, cutlery, cups, etc.) are provided for the participants.

Thank you for your understanding and cooperation.

Overview  

The purpose of this policy is to ensure a safe and healthy environment for all individuals engaging with our organization. This policy aligns with the legislative requirements set out in the Occupational Health and Safety Act (OHSA) (1990) and outlined the responsibilities of participants, visitors, and facilitators in maintaining safety standards.  

Application: The policy applies to all participants, visitors, and external stakeholders involved in the organizations operations as well as training programs.  

Principles 

Organizational Commitment 

The organization is committed to maintaining an occupational health and safety system that complies with legislative requirements and best practices. Facilitators are responsible for the development, implementation, and maintenance of the organization’s health and safety standards.  

Participant and Visitor Responsibility 

All participants and visitors are expected to conduct themselves in a manner that promotes a safe and respectful environment. This includes following health and safety guidelines and reporting any hazards or unsafe conditions to organizational staff immediately.  

Emergency Procedures 

In the event of an emergency, staff and facilitators will take the necessary steps to manage the situation. The following hierarchy will determine the acting facilitator responsible for managing the emergency: 

Executive Director → Director → Manager → Coordinator 

If the designated facilitator is unavailable, the next person in the hierarchy will assume responsibility until the emergency is resolved. 

Fire Safety 

  • Fire Extinguishers: Located at [insert location].  
  • Smoke Detectors: Installed throughout the premises and checked regularly. 
  • Evacuation Plan: Posted in visible areas. Participants and visitors are expected to follow the instructions of facilitators in case of an evacuation. 

 

Severe and Inclement Weather 

In cases of extreme weather conditions or natural disasters, the organization may temporarily close for safety precautions.  

  • If a closure is necessary, participants will be notified as soon as possible to minimize inconvenience and unnecessary travel.  
  • A notice will be posted on our website notifying visitors of an office closure.  

Use of Surveillance Cameras 

To enhance safety and security, the organization has installed surveillance cameras in designated areas. 

  • Cameras are used solely for security purposes and to protect the assets of the organization.  
  • Footage is securely stored, and access is restricted to authorized personnel only.  

Overview  

IDEA Training Collaborative is committed to providing a drug and alcohol-free institution. The purpose of this policy is to establish a healthy, safe, and supportive environment that is free from the effects of any impairing substances for all visitors. 

Application: This policy extends to all individuals participating in training at our organization, as well as visitors involved in its operations.  

Definitions  

“Impairment” or “being impaired,” refers to when an employee’s physical or mental abilities, or faculties, while at work have been detrimentally affected using substances.   

Policy  

Participants and visitors are strictly prohibited from attending training sessions or engaging in any activities on our premises while impaired by drugs, alcohol, or any substances that may cause impairment. The use, possession, transfer, or sale of any illegal substances on our premises are prohibited. 

Any participant or visitor who is deemed impaired will not be allowed to remain on the premises. If, in the opinion of management, the individual is considered impaired, they will be required to leave by taxi or another safe means of transportation.  

Consequences 

Violation of this policy may result in removal from the premises and restrictions on future participation. If a participant or visitor is involved in the use, possession, transfer, or sale of a substance in violation of this policy, we will notify the appropriate authorities.  

 NOTE: The organization recognizes that drug, alcohol, or addictions to other illegal substances can qualify as “disability” for purposes of human rights legislation.  

Overview

At IDEA Training Collaborative, we recognize that unforeseen circumstances, including inclement weather, can impact your ability to attend scheduled training sessions. Our goal is to ensure a seamless and flexible learning experience, even during challenging conditions. This policy outlines how we handle weather-related disruptions, including school board and post-secondary institution closures, as well as the consideration of public transit delays and clean-up efforts following inclement weather. Additionally, we are committed to offering alternative learning options, such as switching to live online classes when necessary.

  1. Inclement Weather:
    Our decision to reschedule or adjust classes due to inclement weather will be based on the current or impending weather conditions in the city of Toronto. We closely monitor weather reports to determine if any weather-related disruptions could impact the safety of our students and instructors.

  2. School Board and Post-Secondary Institution Closures:
    We will take into account any closures or disruptions in surrounding school boards and post-secondary institutions due to weather or other unforeseen circumstances. If a school board within our region (or closely surrounding regions) announces a closure, we will waive any rescheduling fees for affected participants.

  3. Post-Inclement Weather Conditions:
    We understand that even after inclement weather has passed, there may still be challenges in attending class due to clean-up efforts, hazardous conditions, or public transit delays. If these conditions are significant enough to affect attendance or safety, we will consider rescheduling or switching classes to live online sessions.

  4. Switching to Live Online Classes:
    When possible, IDEA Training Collaborative will consider switching live in-person classes to live online sessions to ensure that learning can continue uninterrupted. We will notify participants in advance if such a switch is necessary due to inclement weather or unforeseen circumstances.

  5. Rescheduling Fees:
    If a class needs to be rescheduled due to inclement weather or other unforeseen circumstances, we will waive all initial rescheduling fees for participants who are unable to attend the newly scheduled class.

  6. Communication:
    All communication regarding changes to scheduled classes due to inclement weather or unforeseen circumstances will be sent via email to affected participants. We will also post updates on our website and/or social media channels. However, email will be the primary mode of communication.

We encourage all participants to check for updates on the status of their class prior to attending in the event of adverse weather or other emergencies. Our priority is the safety and convenience of our students and instructors.

Thank you for your understanding.

Overview

The IDEA Training Collaborative strives to provide an optimal learning experience by maintaining a manageable class size. This policy outlines the ideal participant capacity for both online and in-person instructor-led courses, the procedure for handling larger agency training sessions, and our approach to course availability.

Course Capacity

  • Ideal Course Size: Our courses are designed to accommodate between 15 to 30 participants for the best learning outcomes. This size ensures personalized attention, effective group discussions, and smooth interaction between instructors and participants.
  • Online Courses:
    • The ideal maximum capacity for online instructor-led courses is 30 participants. This ensures the online experience remains interactive and manageable for both instructors and participants.
  • In-Person Courses:
    • The capacity for in-person instructor-led courses depends on the training room size.
    • At IDEA Training Collaborative, our training rooms are designed to comfortably seat 20 to 30 participants, depending on the room setup and layout.

Agency Training Sessions

  • For agency training sessions, the ideal participant capacity is the same as for our standard courses, 15 to 30 participants.
  • Administrative Charge for Large Groups:
    • If the participant number exceeds 30 participants, an administrative charge of $30 per person will apply to the excess participants. This charge covers additional administrative costs and resources required to support larger groups.

Waitlist Policy

  • No Waitlist: Please note that IDEA Training Collaborative does not maintain a waitlist for our courses.
  • If a course is full, participants must register for the next available session or explore alternative options.

General Terms

  • We encourage organizations to register within the ideal participant range to ensure that the course remains effective and manageable for both the instructor and participants.
  • In the event of a large group (over 30 participants), additional arrangements may be required, and the administrative charge will apply.

We appreciate your understanding and cooperation in ensuring that our courses remain an effective learning environment for all participants.

Overview  

This document outlines the behavioural expectations and professional etiquette required from participants who enroll in training at IDEA Training Collaborative (“IDEA TC”). By participating in training, participants agree to uphold the standards listed in this policy throughout their training.   

Behaviour Expectations  

Participants are expected to:  

  • Arrive on time for all training. All training sessions are from 9:30am – 4:30pm, unless otherwise noted.   
  • Be respectful, considerate, and collaborative when speaking and listening.   
  • Keep camera on for 90% of the call, excluding the short time away for bathroom breaks, eating, or urgent phone calls.   
  • Actively participate in training.   

NOTE: Participants who miss more than 30 minutes of any training are NOT eligible to receive a certificate.   

Professional Etiquette   

  • Avoid Disruptions: Limit background noise (ie: TV noise, radio, pet noises, etc). Enter the session on time and keep microphone muted when not speaking to avoid audio interference.   
  • Choose an Appropriate Workspace: Try to find a quiet and professional space to join the session from. Utilize backgrounds to maintain privacy and professionalism wherever needed.   
  • No Pictures: Participants are prohibited from taking pictures of course content slides and other participants.   
  • No Link Sharing: Only paid registered participants are allowed in the meeting. Participants must not share the meeting link or password with other parties who have not paid for the course.  

Inappropriate Activity and Unacceptable Behaviour  

Unacceptable behaviour by participants will not be tolerated. Anyone asked to stop unacceptable behaviour is expected to comply immediately. If anyone engages in unacceptable behaviour, the host/organizer may take any action they deem appropriate including removal from meeting and future IDEA TC events.   

Unacceptable activity/behaviour is constituted of, but not limited to:   

  • Inappropriate comments toward others, including (but not limited to) mocking or making comments related to one’s appearance, sexuality, gender identity and expression, disability, status.   
  • Sexual comments or behaviour toward other participants.   
  • Negative, demeaning, or intimidating comments toward other participants (verbal and typed in chat)   

Offences of any of the above noted behaviours will lead to the permanent removal of the participant from any future IDEA TC training opportunities.   

Compliance with Policies, Rules and Guidelines  

This code of conduct outlines the standards and expectations for all participants that enrol in our training programs at IDEA Training Collaborative (“IDEA TC”). Our goal is to create a positive, respectful, and productive learning environment that benefits everyone involved.  

As a participant, you are expected to engage with integrity, professionalism, and respect for other participants, the instructors, as well as the organization.  

All participants are expected to familiarize themselves with the provisions outlined in this Code and ensure their conduct complies with the policies outlined.  

Behaviour Expectations 

  • Arrive on time for all training sessions. Our training sessions typically run from 9:30 AM to 4:30 PM, unless otherwise noted. 
  • Show respect for others by being considerate and collaborative during discussions, both in speaking and listening. 
  • Actively engage in the training and contribute to the learning experience. 
  • Maintain professionalism and appropriate conduct throughout the training sessions. 

Respect for Training Materials and Assets 

Participants must respect and protect the organization’s training materials, intellectual property, and other assets. All training resources, including manuals, software, and course content, are proprietary and must not be used or distributed outside the scope of training.  

Anti-Racism and Anti-Oppression  

We promote inclusion and diversity within our organization as well as training. Our organization is committed to creating a safe, discrimination free environment, and adhering to laws that protect against discrimination and promote human rights. Participants are expected to uphold these values and engage in respectful behaviour at all times. For more information on how we uphold this commitment, please review our Anti-Racism and Anti-Oppression Policy.  

Harassment and Discrimination 

Harassment, discrimination, and any form of inappropriate behaviour are strictly prohibited during training sessions. This policy applies to interactions with other participants, instructors, and anyone associated with the organization. For more information on reporting procedures, participants are encouraged to review our Harassment and Discrimination Policy.  

Smoke Free Environment 

The organization maintains a smoke-free environment in compliance with local and provincial legislation. Smoking is not permitted within our training sessions or on the premises.  

Health and Safety 

The organization is committed to providing a safe and healthy learning environment for all participants. We adhere to applicable health and safety standards and guidelines. For more information, we encourage participants to review our Health and Safety Policy to understand the standards and procedures in place.  

Witnessing Inappropriate Behaviour  

Participants who feel uncomfortable or witness inappropriate behaviour during any live in-person or online meeting sessions should immediately contact the host/organizer to report their concerns.   

If the issue persists or the host/organizer is unaware and evidence is needed, participants should take screenshots or make note of the details of the incident and reach out to management for further assistance. For more information about our complaints process, please see our Complaints Policy and Process found on our website.   

Acknowledgement  

All participants are required to sign an acknowledgment of receipt of this Code of Conduct upon registering for any training program offered at IDEA TC. Adherence to this code is essential for continued participation in IDEA TC training.  

Overview  

This document is designed to provide a clear process for participants to raise concerns about any aspect of our training programs at IDEA Training Collaborative (“IDEA TC”). Participants are asked to report any offensive, disrespectful, abusive, and/or unsafe behaviour, actions, or comments.   

Instructor Responsibility  

Instructors are initially responsible for professionally managing such behaviour(s) during a training session. Should the behaviour become unmanageable, instructors are requested to either leave the training with the participant for a conversation and/or ask for support from a staff member of IDEA TC.   

The instructor and/or staff member will address the behaviour and determine if the participant can return to training.   

If the participant re-engages in the behaviour or acts in other inappropriate behaviour, they will be removed from the training. The instructor will be required to submit a complaint report regarding the participant within 48 hours to management whereby an investigation will take place to determine an appropriate outcome.    

Participant-Participant Reporting Process  

The manager, upon receipt of a complaint or allegation from a participant regarding misconduct from another participant, will contact both the complainant and instructor to gather further information.   

Should the nature of the complaint be deemed egregious and/or there are multiple complaints by participants, it may result in the participant being permanently banned from all future trainings at the organization.   

Participant-Instructor Reporting Process  

The manager, upon receipt of a complaint or allegation from a participant regarding misconduct from an instructor, will contact both the complainant and instructor to gather further information.   

Should the nature of the complaint be deemed egregious and/or there are multiple complaints by participants, it may result in the instructor being temporarily or permanently banned from providing training at the organization.   

Investigation Procedure   

  1. Discussion With Complainant: The manager will have a discussion with the complainant(s) concerning the facts underlying his or her allegation(s).   
  1. Discussion with Instructor: The manager will have a discussion with the instructor to gather their response to the allegations.    
  1. Records: The investigation will be documented, and the record will consist of detailed notes of all discussions with complainant(s) and instructor(s) and all other information relevant to the investigation.   
  1. Action: The results of the investigation will be contained in a written report and communicated to the required people involved (participants/instructor). If the investigation corroborates the complaint(s), then the organization will take appropriate disciplinary action against the offending person(s). The nature and extent of any disciplinary or remedial action shall be at the discretion of management. If the investigation does not corroborate the complaint(s), then the complainant(s) and the respondent(s) will be advised in writing, and the matter will be closed.   

 

Overview 

This policy outlines the payments terms and conditions regarding the accepted payment methods and fees associated with IDEA Training Collaborative.  

The organization will not be held financially responsible and will not provide refunds for overpayments. It is the responsibility of registrants to be aware of all fees selected, and of discounts to which they may be entitled to.  

Fee Structure 

  • Training Fees: The fees for each training program will be communicated on the program’s registration page and other marketing materials. Fees are determined based on the costs of delivering the program, including instructor fees, materials, and venue costs. 

Payment Methods

  1. Direct Deposit: To pay via direct deposit, please email [email protected] for the direct deposit form. Once you have this information, you can initiate the payment through your bank or payment platform, which will electronically transfer the funds to the IDEA TC‘s account. Direct deposits may only be made by registered organizations.
  2. Credit Card: Payments can be online through our payment poral (“Stripe”) or in person at our office. We accept all major credit cards, excluding American Express, due to related fees. 
  3. Interac: Payments can be made in-person at our office.  
  4. Certified Cheque: The organization accepts cheques only from registered organizations, not personal. Cheques must be made payable to IDEA Training Collaborative and include invoice number or course name in the memo line for proper processing.  
  5. E-Transfer: Payments can be made via e-transfer. E-transfers must include invoice number or course name in the message field for proper processing.  

Receipts

  1. Direct Deposit: IDEA Training Collaborative does not issue receipts for direct deposit payments. However, upon initiating a direct deposit, you will receive a confirmation from your bank or payment platform. We advise you to retain this confirmation as proof of payment.
  2. Credit Card: An electronic receipt will be sent immediately after a credit card payment is processed through our online payment portal (“Stripe”). For credit card payments made in person at our office, a receipt will also be provided immediately after the transaction is processed.
  3. Interac: A receipt will be provided immediately after payment is processed for Interac payments made in person at our office.
  4. Certified Cheque: A receipt will be issued once the cheque payment has been processed and deposited. The receipt will be emailed to the organization representative listed in our Training Portal.
  5. E-Transfer: A receipt will be emailed once the e-transfer payment is confirmed. Please ensure that you include the invoice number or course name in the message field to ensure proper processing.

Fee Adjustments 

  • Frequency of Changes: Fees for training programs may be reviewed and adjusted periodically to reflect changes in costs related to program delivery, including instructor fees, materials, venue costs, and administrative expenses. 
  • Notification of Changes: If there is a change in the fees for any upcoming training program, participants will be notified at least 30 days in advance of the new fee structure. Notification will be made via email and/or posted on the program registration page. 
  • Transition Period: In cases where fees are increased, participants who have already registered for a program at the previous rate will not be required to pay the higher fee. The previously published rate will apply to existing registrations. 

Tax-Deductible Donations 

As a nonprofit, we rely on donations to further our mission. If you would like to support our programs, please visit our donation page [insert link] for more details. Donations may be tax-deductible according to your local tax laws. 

Rescheduling and Cancellation Policy

Rescheduling Terms and Conditions

  • All courses are final sale and non-refundable.
  • Rescheduling requests must be submitted in writing at least five (5) business days prior to the scheduled start date of an instructor-led training session.
  • We do not accept rescheduling requests received after the scheduled training date. 
  • A non-refundable administrative fee of $15 CAD per course will apply to all rescheduling requests.
  • If approved, rescheduling will be processed within thirty (30) days of the rescheduling request approval.
  • By enrolling in our courses, you acknowledge and agree to the terms outlined above.

Late Rescheduling Requests

  • Requests submitted after the five (5) business day window will be considered on a case-by-case basis. Please note that rescheduling may not be possible, and participants may be subject to loss of training access, depending on the circumstances.
  • Participants who do not attend a training session and do not provide a rescheduling notice will not be considered for a rescheduling request.

Exceptions

  • We understand that unforeseen circumstances can prevent attendance at a scheduled training session. While we generally adhere to the five (5) business day notice requirement, exceptions may be made in extenuating circumstances at the discretion of the coordinator.

Rescheduling Request Details

The request should include the following information:

  • Full name of participant
  • Scheduled session details (date, time, course title)
  • Reason for rescheduling request
  • Preferred alternative dates (if applicable)

The coordinator will review the rescheduling request and, where possible, will provide confirmation of the new training date.

Note: Rescheduling is subject to availability and may involve additional fees if applicable.

Course Cancellation

  • IDEA Training Collaborative reserves the right to cancel any scheduled training course. If a course is cancelled due to insufficient participation, registered participants will be notified.
  • In the event of a course cancellation, participants will have the option to:
    • Be automatically rescheduled for the next available session of the same course, or
    • Choose an alternative course, based on availability.

By enrolling, you acknowledge the possibility of course cancellation and agree to the terms for rescheduling or alternative course options.

Recipients of Ontario Works (OW) or Ontario Disability Support Program (ODSP) Educational Funding 

  1. Purpose

This policy outlines the process by which recipients of Ontario Works (OW) or Ontario Disability Support Program (ODSP) can receive a quote for educational funding, which can be submitted to their caseworker for reimbursement or direct payment. The goal is to ensure that eligible participants can access financial support for educational programs while following the appropriate guidelines set by OW and ODSP. 

  1. Eligibility

This policy applies to individuals who are receiving financial support through Ontario Works (OW) or Ontario Disability Support Program (ODSP) and are enrolled in eligible educational programs or training services provided by IDEA Training Collaborative. 

  1. Quote for Educational Funding
  • Quote Issuance: Upon request, IDEA Training Collaborative will provide participants with a formal quote for the cost of the training program or course they wish to attend. The quote will include: 
  • Participant’s name 
  • Program title and description 
  • Total cost of the course or program (including any fees, materials, etc.) 
  • Dates of the course or training 
  • Quote Purpose: The quote is intended for submission to the participant’s OW or ODSP caseworker to request approval and funding for the training. It will allow caseworkers to process the necessary payments or transfers for the participant’s educational support. 
  1. Submission to Caseworkers
  • Providing the Quote: After receiving the quote from IDEA Training Collaborative, participants can submit it to their OW or ODSP caseworker to request funding for their educational program. 
  • Required Documentation: The caseworker may request additional documentation from the participant to support their funding request. Participants should be prepared to provide any necessary supporting documents (e.g., proof of enrollment, payment confirmation, etc.). 
  1. Responsibility of Recipients

It is the recipient’s responsibility to ensure that their caseworker receives the quote and any other required documents promptly. IDEA Training Collaborative will not directly submit the quote or related documentation to OW or ODSP caseworkers on behalf of the participants. 

  1. Payment Processing

Once the caseworker approves the funding, the caseworker will arrange for the funds to be deposited into the participant’s account. The participant is then responsible for making payment to IDEA Training Collaborative for the training, based on the quote provided. 

  1. Understanding the Policy

By enrolling in a training program with IDEA Training Collaborative, you acknowledge and agree to the terms outlined in this policy. If you have any questions regarding the quote or submission process, please contact us at [email protected].  

Overview

At IDEA Training Collaborative, we have streamlined our registration process through the IDEA Training Portal. This policy outlines the procedures for registration, access to course materials, and expectations for both organizations and individuals. All participants must be registered through the portal and must adhere to IDEA’s policies and procedures once registration is complete.

Registration Process

  • Training Portal: Registration now takes place through the IDEA Training Portal. All participants must create an account within the portal to access both self-paced and Instructor-led courses.

  • Account Types: There are two types of accounts within the portal:

    • Organization Accounts: For registered organizations, allowing their representatives to manage and approve registrations for employees.

    • Individual Accounts: For participants who are registering on their own behalf.

Organization Registration Policy

  • Organization Representatives: Only organization representatives are permitted to submit and approve registrations within the portal. This ensures that registration is completed by individuals with the authority to manage training within their organization.

  • Frontline Staff: Frontline staff may submit a registration request, but it must be approved by an organization representative before it is finalized.

  • Registration Finalization: Once the registration is approved and finalized through the portal, participants (learners) will receive access to course materials and will be bound by all of IDEA’s policies, procedures, and terms & conditions.

Individual Registration Policy

  • Self-Registration: Individuals may register directly for courses through the portal by creating and managing their own account.

  • Access to Course Materials: After successful registration, participants will gain access to all relevant course materials, both self-paced and Instructor-led.

Agency Training Sessions Registration Policy

  • Agency Representatives’ Administrative Access: Agency representatives will be granted limited administrative access to the Training Portal. This access will allow them to manage and upload all registrants for agency-specific training sessions.

  • Responsibility for Registrations: Agency representatives are responsible for ensuring that all registrants are properly uploaded into the portal for agency training sessions. They must manage the registration process for their team or organization, including ensuring that participant information is accurate and up to date.

General Terms and Conditions

  • By completing registration through the IDEA Training Portal, all participants (whether individuals or through an organization) agree to adhere to IDEA Training Collaborative’s policies, procedures, and terms & conditions.

  • It is the responsibility of the organization representatives, agency representatives, and individual participants to ensure that their account information is accurate and up to date.

We appreciate your cooperation in following these guidelines to ensure smooth registration and access to training materials.

Overview:

IDEA Training Collaborative (IDEA TC) is committed to maintaining transparent and accurate records regarding all training sessions offered to participants. As part of our funding and accountability requirements, we are mandated to report training statistics to our funders, which may include job title, program name, organization name, and other relevant data.

Reporting Requirements

  1. Data Collection:
    IDEA TC collects the following data from participants in all training sessions for reporting purposes:

    • Job Title

    • Program Name

    • Organization Name

    • Training Session Information (dates, courses, attendance, etc.)

  2. Mandated Reporting to Funders:
    IDEA TC is required to provide training statistics to our funders. These reports may include the collected data mentioned above, and will be used for evaluation, tracking, and ensuring that the training programs align with funding requirements.

Access to Training Records

  1. Organization Representatives’ Access to Training Records:

    • If you are registered for training under an organization, your organization representative(s) (e.g., Human Resources representative, director, manager, supervisor) will have access to your training records.

    • These representatives may view and track your training history, completion status, and certification records for organizational reporting and compliance purposes.

  2. Confidentiality and Privacy:

    • While organization representatives have access to training records for participants within their organization, IDEA TC ensures that all participant data is handled confidentially and shared only with authorized personnel within the organization or required funders.

Data Use and Protection

  1. Purpose of Data Collection:

    • The data we collect is used strictly for funding and program reporting purposes, and to help us assess and improve the quality of our training programs.

  2. Data Security:

    • IDEA TC ensures that all collected data is stored securely and protected from unauthorized access, in compliance with relevant privacy regulations and policies.

Conclusion

This policy outlines the necessary reporting and documentation practices that ensure IDEA TC meets its funding and organizational requirements while maintaining participant privacy. By participating in training through IDEA TC, you acknowledge that your training information may be shared with your organization representative(s) and included in mandated reports to our funders.

Overview:

This policy is designed to ensure that shelter staff who are employed or funded by the Toronto Shelter and Support Services (TSSS) portfolio, including support staff, administrative staff, food service staff, and other roles, have access to discounted training opportunities. The goal is to enhance the quality of service delivery, improve skills, and provide ongoing professional development to ensure safe, effective, and equitable care for shelter residents.

Eligibility for Training

  1. Who is eligible?

    • Shelter staff working in directly-operated shelters and purchase-of-service shelters under the TSSS portfolio.

  2. Training Access

    • All eligible shelter staff can access free and discounted training courses offered by IDEA Training Collaborative as part of their professional development.

Training Courses Available

Shelter staff can access the following courses:

  1. Free Courses

    • Toronto Shelter Standards

    • Communicable Diseases

  2. Paid Courses (Discounted Rate for Shelter Staff)

    • Customer Service – $55.00

    • Ethical Boundaries – $55.00

    • Harm Reduction Training – $55.00

    • Mental Health Part 1 – $55.00

Guidelines for Using Discounted Training Rates

  1. Discounted Rates for Shelter Staff Only

    • The discounted rates are exclusively available to staff working within shelter programs funded by TSSS.

    • Non-shelter staff (e.g., staff working in administrative roles or other departments) are not eligible for the discounted rates and will need to pay the full price for courses.

  2. Correct Use of Discounted Rates

    • Organizations found using the discounted rates for non-shelter staff (those not directly working in shelter programs) will face corrective actions, which may include:

      • Full cost recovery for any unauthorized use of discounted rates

      • Administrative fees depending on the number of non-shelter staff who utilized the discounted rates

      • Restriction from accessing future training for the organization involved

Important Policy Reminders

  1. Eligibility Verification

    • All participants must confirm they are employed or funded by TSSS. Verification may be required for organizations using the discounted rates.

  2. Non-Shelter Staff

    • Non-shelter staff who wish to attend these trainings will need to pay the full price and must do so through the appropriate channels as per the standard rates for courses.

  3. Retributive Action for Misuse

    • If it is discovered that discounted training rates are being used for non-shelter staff or other unauthorized individuals, IDEA Training Collaborative reserves the right to enforce retributive actions, including collection of fees, administrative penalties, and possible suspension of future training privileges.

Overview 

 This policy outlines the procedures and options available to participants if IDEA Training Collaborative needs to cancel or reschedule a training session. This policy ensures transparency by providing clear expectations regarding refunds, transfers, and communication in the event of changes to scheduled programs, helping to maintain a positive experience for all participants.

Cancellation by IDEA Training Collaborative

In the event that IDEA Training Collaborative cancels a training session, participants will be notified as soon as possible. You will be given the following options: 

  • Full Refund: A full refund will be issued to all registered participants. 
  • Transfer: Participants may choose to transfer their enrollment to another available session at no additional cost. 
  1. Rescheduling by IDEA Training Collaborative

If a training session is rescheduled due to unforeseen circumstances (such as instructor unavailability, venue issues, etc.), registered participants will be notified with the new session date. Participants can choose to: 

  • Attend the Rescheduled Session: No additional fees will be charged to attend the new session. 
  • Transfer: If the new session date does not work, participants may choose to transfer to another available session. 
  1. Communication of Changes

In the event of a cancellation or rescheduling, we will contact all registered participants as soon as possible. The timeline for contacting registrants may vary depending on the nature of the issue but will always be done as promptly as possible. 

  1. Understanding the Policy

By enrolling in any training program, you acknowledge and agree to the terms outlined in this Training Session Cancellation and Rescheduling Policy. If you have any questions, please contact us at [email protected] 

All participants are subject to the General Policies & Procedures and Terms & Conditions of IDEA Training Collaborative. The following Policies & Procedures apply specifically to the various modes of training offered by IDEA TC:

Instructor-Led Courses

Self-Paced Courses

Agency Training

No Refund Policy

For live instructor-led courses, including both online and in-person formats, the following policies apply:

  1. No Refunds
    As with all training services, payments for instructor-led courses are non-refundable.

  2. Transfers
    If you are unable to attend a live instructor-led session, you may request to transfer to a different session for a $20 administrative fee. Transfer requests must be made 7 business days prior to the start of the original session.

  3. Absences
    No make-up sessions will be provided for missed classes, but you may transfer to another session if the conditions above are met.

No Refund Policy

For self-paced, on-demand courses, the following policies apply:

  1. No Refunds
    Payments for self-paced courses are non-refundable.

  2. Access
    Once you enroll, you will gain immediate access to the course materials, and access will remain available for the duration specified in your enrollment agreement.

  3. Extensions
    If you need an extension beyond the allotted time for completing your course, you may request one, subject to availability 

Agency Representative Responsibilities

Overview:
The Agency Representative plays a critical role in ensuring the successful coordination and execution of training sessions offered by IDEA Training Collaborative. This policy outlines the specific responsibilities of the Agency Representative, including logistical coordination, communication with staff, and compliance with training requirements.

Policy Clauses:

  1. Authority to Sign Agreement:
    If the Agency Representative is not the signatory for the agency, they are responsible for forwarding the agreement to an authorized individual within the agency who has the authority to sign. The Agency Representative must ensure the signed agreement is returned to IDEA Training Collaborative before the training session.

  2. Attendance List:
    The Agency Representative is responsible for providing IDEA Training Collaborative with an attendance list at least three (3) business days prior to the training session. This ensures that IDEA Training Collaborative can prepare for the training session, including the necessary preparation for participant engagement.

  3. Ensuring Participants Have Access to Training Materials:
    The Agency Representative is responsible for ensuring that all participants have access to the IDEA Training Portal, where they can access course materials and Zoom links for live online learning. This ensures that participants are well-prepared and can fully engage in the training.

  4. Onsite Training at IDEA Training Collaborative:
    If the training is occurring at the IDEA Training Collaborative, the Agency Representative is responsible for ensuring that staff are provided with the location and time of the training session(s).

  5. Offsite Training Locations:
    If the training is occurring at an offsite location, the Agency Representative is responsible for ensuring that staff are informed of the location and time of the training session(s). The offsite location must meet the following equipment requirements:

    • A flip chart with paper and markers (or an appropriate alternative for the instructor to display course material).
    • An LCD projector and/or large screen to display the course slideshow.
    • Alternate rooms for breakout sessions (for specific trainings like A.S.I.S.T., Standard First Aid, CPR & AED, Mental Health First Aid, CPI Nonviolent Crisis Intervention).

  6. Sign-In Requirement:
    All staff must sign in upon arrival at the training session. The Agency Representative is responsible for ensuring the sign-in sheet is completed and returned to the instructor. Upon completion of the session, the sign-in form is to be submitted to IDEA Training Collaborative for certificate issuance.

  7. Payment Coordination:
    The Agency Representative is responsible for coordinating the payment of the training, including the deposit and the outstanding balance (the total cost of the training minus the deposit). This ensures that financial obligations are met in a timely manner.

Agency Training Process

  1. Fill Out Agency Training Request Form:
    The agency representative completes the Agency Training Request Form to initiate the training process.

  2. Finalize Session and Dates:
    After reviewing the training request, the agency and IDEA Training Collaborative finalize the session details and schedule dates.

  3. IDEA Sends Quote and Deposit Request:
    IDEA Training Collaborative sends a detailed quote to the agency, including a request for a 25% non-refundable deposit to secure the session.

  4. Deposit Payment and Agreement Sent:
    Upon receipt of the deposit, IDEA Training Collaborative sends the training agreement to the agency for review and signature.

  5. Signed Agreement Returned:
    Once the agreement is signed by the authorized agency representative, the process moves forward.

  6. Attendance List and Access to Training Portal:
    The Agency Representative submits the attendance list to IDEA Training Collaborative. IDEA then provides all participants with access to the IDEA Training Portal, where they can access course materials and Zoom links (for live online sessions).

  7. Completion of Training:

    • For In-Person Training: Participants sign in upon arrival, and the sign-in sheet is completed.
    • For Live Online Sessions: IDEA will track attendance through the Zoom report and instructor confirmation.

  8. Submission of Attendance:
    The completed sign-in sheet (for in-person sessions) or the Zoom report/Instructor attendance (for live online sessions) is submitted to IDEA Training Collaborative to verify participation.

  9. Final Invoice Issued:
    Once attendance is confirmed, IDEA Training Collaborative sends the final invoice to the agency, reflecting the remaining balance after the deposit.

  10. Payment of Final Invoice:
    The agency pays the final invoice.

  11. Access to Certificate of Achievement:
    Upon receipt of the final payment, participants gain access to their Certificate of Achievement via the IDEA Training Portal. The Agency Representative is also granted access to these certificates as an admin for the organization.

This process ensures that the agency and IDEA Training Collaborative work collaboratively to deliver an organized and efficient training experience, with clear steps for scheduling, payment, and certification.

Overview

Organizations must submit the Agency Training Request Form through our website at least 6 weeks before the desired training date. This ensures adequate time for scheduling and preparation. Late submissions may result in limited availability or additional administrative fees. Early submissions are encouraged for the best training experience.

To ensure proper planning and coordination of training sessions, organizations are required to submit a completed Agency Training Request Form through our website at least 6 weeks in advance of the desired training date. This lead time allows us to allocate resources, prepare materials, and schedule trainers to ensure a smooth and effective training experience.

Submission Requirements:

  • Form Submission Deadline: Training request forms must be submitted no later than 6 weeks prior to the desired training date.
  • Late Submissions: Any requests submitted after this deadline may result in limited availability or the imposition of additional administrative fees.

We encourage organizations to submit their training requests as early as possible to ensure the best possible outcome for all participants.

Extra Administrative Fees for Short-Notice Requests

If an organization requests training for their team with less than 4 weeks’ notice, an extra administrative fee will apply, in addition to the standard administrative fee. The extra fee depends on the urgency of the request:

  • 3-4 Weeks’ Notice: An extra $100  administrative fee will be applied to the total training cost, on top of the standard administrative fee.
  • 2-3 Weeks’ Notice: An extra $200 administrative fee will be applied to the total training cost, on top of the standard administrative fee.
  • Less Than 2 Weeks’ Notice: An extra $350 administrative fee will be applied to the total training cost, on top of the standard administrative fee.

These increased fees are necessary to accommodate expedited scheduling, resource allocation, and other administrative adjustments required for short-notice training requests.

We recommend organizations plan training requests as early as possible to ensure the best outcomes for both the organization and the participants.

Overview

IDEA Training Collaborative has established a clear policy regarding changes and cancellations to ensure smooth planning and coordination of training sessions. This policy is designed to ensure that both agencies and IDEA Training Collaborative can effectively manage and respond to scheduling changes while maintaining a high level of service.

  1. Training Mode Change: Agencies must provide at least five (5) business days’ written notice if they wish to switch the mode of training (e.g., from live online to live in-person or vice versa).
  2. Deposit Requirement: If the required deposit is not received prior to the training session, IDEA Training Collaborative reserves the right to cancel the session.
  3. Cancellation Notice: Agencies are required to give at least seven (7) business days’ written notice for any cancellation. Failure to meet this notice period will result in the full cost of the session being charged to the agency.
  4. Instructor Unavailability: In the event that an instructor is unavailable due to illness, emergency, or other unforeseen circumstances, IDEA Training Collaborative will notify the agency as early as possible and work with the agency to reschedule the session.

Overview: 

This policy outlines the requirements for deposits and final invoices associated with training sessions provided by IDEA Training Collaborative. It aims to ensure clarity regarding payment expectations, timelines, and the financial responsibilities of the agency in relation to the training services provided.

Policy Clauses:

  1. Deposit Requirement:
    A 25% non-refundable deposit is required to secure a training session with IDEA Training Collaborative. This deposit must be paid upon receipt of the quote and will confirm the training session dates. The deposit is non-refundable and will be applied toward the total cost of the training session.

  2. Final Invoice Issuance:
    Upon completion of the training session, IDEA Training Collaborative will issue a final invoice for the remaining balance. The invoice will reflect the total cost of the training, less the 25% deposit already paid.

  3. Final Payment:
    The agency is responsible for paying the final invoice within 30 days of the invoice date. Failure to make payment within this time frame may result in access restrictions to course certificates or additional fees, as outlined in the agreement.

  4. Invoice Adjustments:
    Any adjustments to the final invoice, such as changes in the number of participants or additional services requested after the initial quote, will be reflected in the final invoice. The agency will be informed of such adjustments prior to final billing.

  5. Payment Methods:
    Payments for both deposits and final invoices can be made through the payment methods specified in the agreement or invoice. These may include bank transfer, credit card, or other accepted forms of payment.

  6. Access to Certificates:
    After the final invoice has been fully paid, participants will gain access to their Certificate of Achievement via the IDEA Training Portal. The Agency Representative will also be granted access to these certificates as an administrator for the organization.

  7. Late Payment Fees:
    If the final payment is not received within the designated 30-day period, a late payment fee may be applied, and the agency’s access to training materials and certificates will be withheld until payment is received in full.

For agency or group training sessions, the following policies apply:

  1. Transfers
    Up to five (5) transfers are included in the agency training fee at no additional charge. A $20 administrative fee will apply for each additional transfer request beyond the 5 included transfers. Transfer requests must be made at least seven (7) business days prior to the scheduled session.

  2. Rescheduling
    Rescheduling of agency training sessions is at the discretion of the agency and will incur a $500 rescheduling fee. Requests for rescheduling must be made at least 7 business days prior to the session.

  3. No Refunds
    As with other training modes, payments for agency sessions are non-refundable.

Overview 

The training fees for programs offered by IDEA Training Collaborative are designed to cover all aspects of the training process, ensuring participants receive high-quality, comprehensive learning experiences. These fees are divided into specific categories, each of which supports various components of the training, from instructor compensation to logistics and materials.

  1.  

Fee Categories:

  1. Instructor Fee:
    The instructor fee is determined based on the specific training topic and the rate charged by the instructor to IDEA Training Collaborative.

  2. Administrative Fee:
    This fee covers a variety of administrative tasks, including but not limited to:

    • Locating and hiring instructors for the designated training.
    • Acting as a liaison between the agency and the instructor(s) to ensure the training content and learning objectives align with the agency’s needs.
    • Coordinating and registering training participants.
    • Distributing training links and any necessary materials.

Fee Structure:

General Administrative Fees:
The administrative fees are scaled based on the number of participants in the training session. The structure is as follows:

  • 1-19 participants: $500 administrative fee
  • 20-30 participants: $750 administrative fee
  • For each participant over 30: An additional $30 per person will be charged.

Crisis Prevention Institute (CPI) Charges:
For training sessions conducted by the Crisis Prevention Institute (CPI), the following charges will apply:

  • $70 per person administrative fee

  1. Course Material Fee:
    This fee covers the cost of course handouts (if applicable), attendance records (provided in the month following the training along with an invoice), and course certificates. The fee varies depending on the training topic.

  2. Room Rental Fee:
    This fee covers the cost of renting the venue for live in-person training, either at the IDEA Training Collaborative or a location provided by an IDEA Training Collaborative community partner.

  3. Other Fees:
    These are additional costs not covered by the above-mentioned fees. These may include but are not limited to:

    • Instructor travel costs
    • Instructor accommodation costs
    • IDEA Training Collaborative Membership fee
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