PARIS ~ Program and Registration Information System Launches Today ~February 4, 2019

Extracted from the PARIS Reference Guide for Applicants/Registrants February 2019 The Ministry of Training, Colleges and Universities

The Program Approval and Registration Information System (PARIS) is a public-facing secure web application used to support the administration of a Private Career College (PCC) under the authority of the Private Career Colleges Act and its regulations.

PARIS is used to complete various applications and perform functions relating to registering and operating a PCC, allowing a user to:

  • Pre-screen a program.
  • Request a Business Name Approval.
  • View an orientation video about the PCC registration process and requirements.
  • Apply for registration to operate a PCC.
  • Obtain third-party program assessments.
  • Make online fee payments by credit card or Interac Online.
  • Post financial security or modify existing financial security.
  • Apply for new program approval.
  • Copy a program from campus to campus.
  • Purchase or franchise a program from a registered PCC.
  • Apply for registration of a new campus.
  • Search for information about your PCC Portfolio.
  • Submit inquiries to the Private Career Colleges Branch (PCCB).
  • View and respond to compliance activities including registration conditions, inspection reports, etc.

Once an application is submitted, a user can also:

  • Check the status of an application.
  • Send updates.
  • Withdraw an application.

Once a certificate of registration has been issued, applicants, now called “registrants” can use PARIS to:

  • Make Training Completion Assurance Fund (TCAF) premium payments.
  • Renew a registration.
  • Submit a change request to update organizational, campus and/or program information including
  • ownership change, change of location, fee increases, etc.

Do need help with PARIS navigation? Email jerry@businessassessmentsolutions.com or text or call Jerry at 905-906-3706

PARIS ~ RESPONDING TO COMPLIANCE ISSUES

PCCs must address all non-compliance issues.

  1. OPEN THE ISSUE

Open the issue: Method 1:

(1) Open the inspection report (see the previous section in the PARIS guide and previous blog post on the inspection process in PARIS).
The Compliance Issue(s) section lists the outstanding compliance issues.
(2) Click select. The Compliance Issue(s) Details page appears

Open the issue: Method 2:

(1) Click inspection.
(2) Click the Search Compliance Issue link.
(3) Click search. The compliance issues appear at the bottom of the page.
(4) Click the blue Compliance Issue ID link. The Compliance Issue(s) Details page appears

2. Respond to the issue:
2.1. Enter the Resolution to Compliance Issue.
2.2. Click save and next. The Supporting Documents page appears.
2.3. You can upload a document to support the issue resolution. See Uploading a Document starting on page 13.
2.4. Click next. The Compliance Issue Summary page appears.

3. You can enter a Comment then click save.

4. When you are finished responding to the inspection report, click submit. A confirmation message appears.

5. Click exit. The status of the changed issue updates to “Under Review” (found in the Waiting for Response section.)

In the previous process when “responding to an inspection report findings”, PCCs responded in writing via mail or email attachment. The current PARIS process of responding to inspection will streamline and enhance the efficiency of documentation.

Do you have a question about navigating PARIS? Email jerry@businessassessmentsolutions.com or text or call Jerry at 905-906-3706.

PARIS ~ THE INSPECTION PROCESS

Part of a PCC registration, a new campus registration, or change of location application review process is an inspection of the premises where the vocational program(s) is to be delivered. This inspection is arranged directly with the applicant/campus administrator ahead of time.

While on site and based on the inspection type, PCC Branch Inspectors assigned to the PCC portfolio complete a thorough review and report on the facility. An inspection checklist is completed and the form is signed electronically by the campus administrator to confirm the completion of a site visit by the inspector.

The PCC is emailed when the inspection report is available for their review and action. If the report identifies any compliance issues, directions, and timelines, the organization must respond to the compliance issues in PARIS. Failure to satisfy the compliance issues may result in the organization registration, campus registration, or change of location application being rejected or refused.

Compliance inspections are also conducted to assess a registered private career college’s compliance with recordkeeping and maintenance requirements set out by the Act; however, this type of inspection is not scheduled or announced beforehand.

Opening an Inspection Report

Opening an inspection report from the email:

  1. You will be emailed a notification if a compliance issue is found during an inspection. Click on the link in the email then log in to PARIS.
  2. From the Ministry Decision section, locate the application with the status: “Inspection Closed”.
  3. Click View. The Inspection Details page appears.
  4. Click View Inspection Report. The Inspection Summary page appears.

Opening an inspection report from PARIS:

  1. Click inspection.
  2. Click the Search Inspection link. The Search By page appears.
  3. Click search. The search results appear below the search criteria.
  4. Click the blue Inspection ID link. The Compliance Inspection Summary page appears.
  5. Click show details.

What’s changed from the previous inspection process?

Once the inspection was complete and the findings prepared, PCCs received an email and attachment of the report from their inspector. The process of accessing all PCC correspondence in PARIS will streamline and keep records of the inspection process.

Extracted from the PARIS Reference Guide for Applicants / Registrants

Ministry of Training, Colleges and Universities

Do you have a question about navigating PARIS. Email jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706

PARIS ~ REVISING SUBMITTED APPLICATIONS

Revising an Application that is “Under Review”

If you want to make a change to an application whose status is “Under Review,” you must submit an inquiry to the Ministry requesting to have a section of an application opened for revision. Indicate which section(s) of the application you want to change as part of the inquiry. For instructions on sending an inquiry about an application, see page 21 in the reference guide.

If the application status is not “Under Review,” edits can be made at any time.

  1. Access the Application Summary page. Only sections with a Revise link are editable.
  2. Click Revise. A message appears.
  • Make the changes then click submit.

Making Revisions Requested by the Ministry

You will be notified by email if the Ministry requires more information or a revision.

  1. Click on the link in the email, then log in to PARIS.
  • From the To-Do section open the application with the “Incomplete” status.
  • The applicable Summary page appears.
  • Click show details. The application expands.
  • The unlocked sections of the application can be identified by a Revise link.

5.1. Click Revise. The section opens.

5.2. Make the change(s).

5.3. It is a good idea to add comments.

5.4. Click the Summary link. The Summary page appears.

5.5. Click submit. A confirmation message appears.

5.6. Click I agree.  A notification is emailed to you.

WHAT’S CHANGED FROM THE PREVIOUS PROCESS IN RICC?

When an application was under review in the RICC system, the school received a list of questions and deficiencies via email.  The RICC system application was placed “in progress,” and schools needed to navigate through all areas of RICC and update the various pieces. Also, the school received a list of outstanding documents required in support of the application; these would need to be sent into the inspector and matched with the RICC application.  The process was a highly labour intensive.  If the subsequent submission did not meet all requirements, a list of remaining deficiencies was recorded and shared with the PCC to continue to update the application.

The process in PARIS directs the school’s attention to the specific areas within the application that require additional information and response.  The remaining pieces of the application are locked enabling school’s to focus on the issues identified directly. 

Extracted from the PARIS Reference Guide for Applicants / Registrants

Ministry of Training, Colleges and Universities

Do you have a question in navigating PARIS? Email jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706.

If you want to make a change to an application whose status is “Under Review,” you must submit an inquiry to the Ministry requesting to have a section of an application opened for revision. Indicate which section(s) of the application you want to change as part of the inquiry. For instructions on sending an inquiry about an application, see page 21 in the reference guide.

If the application status is not “Under Review,” edits can be made at any time.

  1. Access the Application Summary page. Only sections with a Revise link are editable.
  2. Click Revise. A message appears.
  • Make the changes then click submit.

Making Revisions Requested by the Ministry

You will be notified by email if the Ministry requires more information or a revision.

  1. Click on the link in the email, then log in to PARIS.
  • From the To-Do section open the application with the “Incomplete” status.
  • The applicable Summary page appears.
  • Click show details. The application expands.

5.1. Click Revise. The section opens.

5.2. Make the change(s).

5.3. It is a good idea to add comments.

5.4. Click the Summary link. The Summary page appears.

5.5. Click submit. A confirmation message appears.

5.6. Click I agree.  A notification is emailed to you.

Revising an Application that is not “Under Review.”

If the application status is not “Under Review,” edits can be made at any time.

WHAT’S CHANGED FROM THE PREVIOUS PROCESS IN RICC?

When an application was under review in the RICC system, the school received a list of questions and deficiencies via email.  The RICC system application was placed “in progress,” and schools needed to navigate through all areas of RICC and update the various pieces. Also, the school received a list of outstanding documents required in support of the application; these would need to be sent into the inspector and matched with the RICC application.  The process was a highly labour intensive.  If the subsequent submission did not meet all requirements, a list of remaining deficiencies was recorded and shared with the PCC to continue to update the application.

The process in PARIS directs the school’s attention to the specific areas within the application that require additional information and response.  The remaining pieces of the application are locked enabling school’s to directly focus on the issues identified. 

Extracted from the PARIS Reference Guide for Applicants / Registrants

Ministry of Training, Colleges and Universities

Do you have a question in navigating PARIS? Email jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706.

PARIS ~ FEE PAYMENTS

Paying a Fee

Fee payment can be made online via E-transfer or credit card. You can also pay by certified cheque, money order or bank draft. However, these methods of payment will increase processing time.

Paying by Credit Card

 Your credit card information is not stored by the Ministry.

  1. From the Application Fees page, select the page expands.

2. Click continue with E-Transfer/Credit Card. The Order Summary page appears.

3. Select the Credit Card radio button.

4. Click make a payment. The bank link page appears.

This process can take 15 to 45 seconds. Do not stop, click the button again or reload your browser until the process is finished.

5. Enter your credit card information. Be sure to follow the methodology for the entries.

6. Click submit payment. The Payment Receipt page appears.

7. Print a copy of the receipt for your records. Click print.

8. Click complete payment option. The application is moved to the Waiting for Response section in your dashboard.

Paying by E-transfer

 Paying by E-transfer is currently not available.

Paying by Certified Cheque or Bank Draft

  1. Obtain your certified cheque, money order or bank draft from your financial institution. (You will be required to enter information about your payment). The cheque/draft must be made payable to the “Minister of Finance.”

2. From the Application Fees page, select the payment method (Bank Draft, Money Order or Certified Cheque). The page expands.

(Sample certified cheque page)

3. Enter the payment information. If you are paying with multiple cheques, enter all the cheque numbers.

4. Click fee form. Click open. The Application Fee Form appears.

5. Print a copy of the form: From your browser select File > Print > Print.

6. Click submit. A confirmation message appears. Your application moves to the Waiting for Response section.

7. Mail a copy of the fee form and your cheque/money order/ bank draft to the Ministry. See the bottom of the form for the Ministry’s mailing address.

Your application will not be reviewed until the certified cheque/money order /bank draft is received by the Ministry.

WHAT’S CHANGED FROM THE PREVIOUS PROCESS IN RICC?

Previously, upon submission of an application for registration and or program application, the RICC system produced a fee.  School’s were required to submit a certified cheque or money order via mail to the Ministry.  PCCs were unable to pay their submission via a credit card, so their application did not move to the queue for processing until the payment was received. 

In the current process with PARIS, the payment is immediate when using a credit card.   

Extracted from the PARIS Reference Guide for Applicants / Registrants

Ministry of Training, Colleges and Universities

Do you have a question in navigating PARIS? Email jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706.

PARIS ~ REFERENCE GUIDE LINK

On the launch of PARIS February 4, 2019, the reference guide will appear via the following link:

http://www.tcu.gov.on.ca/pepg/audiences/pcc/

“The PARIS Reference Guide explains PARIS functionality in detail for both registrants and applicants. In addition, guidelines embedded in PARIS explain how to submit applications and perform other system functions. ”

Extracted from the Superintendent of Private Career Colleges, Ministry of Training, Colleges and Universities January 28, 2019 memo.

Do you have questions about PARIS? Email jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706.

PARIS ~ WHAT’S NEW WITH UPLOADING DOCUMENTS?

Documents can be uploaded (attached) to an application. If a certain type of document is required for the application, the document type appears in the supporting documents list. You can also upload documents that are not on the list.

 You can attach the following file types: Microsoft Word, Microsoft Excel, image, text, rich text, Adobe PDF.
 If the document size is larger than 10MB, the file must be split into smaller files and uploaded separately.

To upload a Document Listed in the Supporting Documents Table

Uploading a Document Listed in the Supporting Documents Table

  1. Open the application.
  2. Click the Supporting Documents link. The Supporting Documents page appears outlining the document(s) required.
  3. Click Upload. The page expands.
  4. Enter notes in the Description field if required.
  5. Click browse.
  6. Select the file to be uploaded.
  7. Click open.
  8. Click save and return. The Supporting Documents page appears.
  9. Verify that your file has been successfully uploaded to the Supporting Documents list by checking the Status column; it should indicate “Draft”

To upload an Additional Document Not Listed in the Supporting Documents Table

You can upload a document that is not in the supporting documents list.

  1. Open the application.
  2. Click the Supporting Documents link. The Supporting Documents page appears.
  3. Click Upload additional document. The page expands.
  4. Enter the Document Type.
  5. Enter additional information in the Description field.
  6. Click Browse.
  7. Select the file to upload.
  8. Click Open.
  9. Click save. The file name appears in the table at the bottom of the page.

What’s changed from the previous process in RICC?

There was no functionality in the RICC system to upload documentation. Documents were sent to the Ministry, via paper copies as an attachment to the application. The functionality in PARIS to upload the applicable attachments provides for enhanced efficiencies in the process guiding the specific documentation requirements and ensures no required documentation is missed. It greatly serves to streamline the process.

Extracted from PARIS Reference Guide for Applicants / Registrants February 2019

Ministry of Training, Colleges and Universities

Need help with PARIS? Email Jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706.

PARIS ~ WHAT’S NEW WITH DATA ENTRY?

When entering data in PARIS

  • A red asterisk * indicates that a field/document is mandatory.
  • A greyed-out field cannot be edited.
  • Press the [Tab] to move to the next field.
  • The way information is collected varies depending on the field type.
  • Any information can be typed in a free form field.
  • Click the dropdown button and a list of options appears. Click the option required.
  • Click the checkbox to select it; click the checkbox again to deselect it.
  • Click the radio button to select the option.
  • To enter a date, a calendar appears. Click on the date required.
  • When entering numbers, do not insert any decimals, commas or dollar symbols in fields. If a field is not applicable, leave the value as $0.00. Enter a loss with a minus sign (-).
  • A green checkmark in the navigation bar indicates that the section is complete.

What’s changed in data entry from the previous data entry in RICC?

PARIS provides additional help in each of the fields as you enter your data. Many of the features in PARIS are new such as the calendar, and radio buttons from which to select options. The red asterisk is especially important in guiding the required documentation to achieve the green checkmark.

Extracted from: PARIS Reference Guide for
Applicants / Registrants  February 2019

Ministry of Training, Colleges and Universities

Do you have a question on data entry into PARIS?
Email jerry@businessassessmentsolutions.com or text or call Jerry at
905-906-3706

Extracted from: PARIS Reference Guide for Applicants / Registrants  February 2019

Ministry of Training, Colleges and Universities

Do you have a question on data entry into PARIS? Email jerry@businessassessmentsolutions.com or text or call Jerry at 905-906-3706

PARIS ~ WHAT’S NEW WITH THE REGISTRATION PROCESS?

Now that you have undertaken the business name approval process (if applicable), submitted your pre-screening application and received approval from the Superintendent to proceed, and watched the Orientation Video it’s time to move forward with the application process.

PCC Registration Application: The next step is to complete a PCC registration application which includes submitting details for an organization with at least one campus and program.”

Keep in mind:   “If you do not take any action in the system for 30 minutes the session will end. Save your application periodically to reset the time-out period.”

To navigate efficiently in PARIS, it’s important to first understand the page layout and the function of the Dashboard.  

“You can access the dashboard from any page in PARIS just by clicking
Dashboard. 

The Dashboard is organized into sections:

  1. The To-Do section identifies draft applications that have not been submitted to the Ministry. Applications returned by the Ministry for your action also appear in this section.
  2. The Waiting for Response section lists applications you have submitted to the Ministry. The Ministry Decision section lists applications for which the Ministry has released a decision.
  3. Items remain in the Ministry Decision section for 30 days. Items will be available through the search module after that.
  4. The Third Party Decision section appears when third party decisions are made.

The number beside the arrow indicates the number of items in the list.”

How does this vary from the previous application process?

  • All PCC correspondence will live inside of PARIS and be accessed via the to-do list. PCCs will receive email notifications that items requiring attention or action will be in their to-do list.
    • Previous correspondence was sent into the Ministry via attachments (paper or mail).
  • You may navigate in PARIS through the pages and complete the required pages in your choice of order. Your data will be saved (as you click save) but only a check mark will appear when the page fully meets PARIS data standards and is validated.
    • Previously you had to begin the entries in RICC in sequential order of Appendices and enter the program at the beginning each time to navigate to where you left off. PARIS will provide enhanced efficiency in the data entry process.
  • All PCC correspondence lives inside PARIS and is accessed via the to-do list. PCCs will receive email notifications that items requiring attention or action will be in their to-do list.
    • Previous correspondence was mailed or sent into the Ministry via attachments in email format.
  • You may navigate in PARIS through the pages and complete the required pages in your choice of order. Your data is saved (as you click save), but only a check mark appear when the page fully meets PARIS data standards and is validated.

Previously you had to begin the entries in RICC in sequential order of Appendices and enter the program at the beginning each time to navigate to where you left off. PARIS will provide enhanced efficiency in the data entry process

Reference: PARIS Reference Guide for Applicants / Registrants February 2019

Do you have questions about the application process in PARIS? Email jerry@businessassessmentsolutions.com or text or call Jerry at 905-906-3706.

PARIS ~ WHAT’S NEW WITH BUSINESS NAME APPROVAL AND PRE-SCREENING?

When PARIS launches on February 4, 2019, exciting changes in the process of registration and program approval will occur. In the series of posts to follow we will explore some of these positive changes. The first steps involve determining the college name and undertaking the pre-screening.

Business Name Approval: If a business name includes a controlled term of “Institute” or “College” or French equivalent, a business name approval application must be completed to receive Ministry consent. You must produce proof of business name approval as part of the new PCC registration application process.

Pre-screening: An applicant must submit a pre-screening application to determine if a program requires approval and if an applicant’s institution requires registration. If the Ministry determines that a pre-screened program is vocational, an applicant is required to register as a PCC and have the program approved by the Superintendent before advertising and offering the vocational program to the public.

To get started a Private Career College in Ontario must watch the PCC Orientation Video: To register a PCC, a new applicant must view the PCC Registration Orientation Video. Once this is completed, the PCC may proceed forward with the process.”

What’s changed from the previous process?

Previously the Business Name Approval form was completed separately (outside of RICC) and submitted to the Ministry for approval. The pre-screening process was submitted online (if a new application) and through RICC when adding a new program. PCCs looked to the Superintendent to approve the request and receive an email confirmation via attachment for that approval.

Reference Extracted from: PARIS Reference Guide for Applicants / Registrants, February 2019 Ministry of Training, Colleges and Universities.

Do you have questions about PARIS? Email jerry@businessassessmentsolutions.com or call or text Jerry at 905-906-3706.