Steps To Class Submission – Beginning November 20th, 2011
Beginning November 20th, every Enform class and student will have their details submitted using the new process. A short tutorial, detailing these steps, is available online at www.enform.ca simply follow the Instructor link on the homepage. Please use this tutorial as a guide to running the administrative portion of your Enform classes. The basics of these steps are below.
- After November 29th all instructors will be able to check their own status on-line and will be responsible for ensuring they are valid to teach. Prior to that date you will still need to call and check on your instructor’s certification.
- Online ordering and payment (via credit card) will be available as a new service as of November 29th.
- Each student you teach will need to receive a “Student Data Sheet” at the beginning of each class.
- The instructor must walk all students through the completion of the Student Data Sheet to ensure all the information is gathered.
- The instructor or student must ensure that each sheet contains the Class Name, Class Date and Instructors Name.
- The evaluation form is also part of this Student Data Sheet and must be filled out at the end of each class by each student.
- Any attendance & exam documents particular to each course (those currently used) will be completed as usual.
- The instructor needs to gather all student data sheets, ensure they are complete, together with any documents particular to each class and take a copy of all pages for each form. You are not required to keep a paper copy, a scanned electronic copy is acceptable.
- Send these documents to Enform using the Canada Post Courier label supplied within two days of class completion. (Just drop in the mail and you’re done!)
Click this link to access the New Class Submission Protocol tutorial.
If you require a copy of the Franchisee letter that was mailed out, please click here.
Frequently Asked Questions
When do these changes take effect?
All students and all classes must be submitted following the new protocol beginning on November 20th, 2011.
Do I still need to obtain a class number?
Beginning with classes run after the 20th of November, class numbers are no longer required.
What do I do with my current materials inventory?
Count your manuals and then order that number of Student Data Sheets & one Enform Pre-Paid Courier Label per class by emailing customerservice@enform.ca.
Has there been a change to the timelines that Enform needs the class documents sent?
Yes. Documents MUST be mailed to Enform within 2 days of the class completion. If your class location is remote, please email customerservice@enform.ca to notify us of special circumstances impacting your ability to submit your classes within this timeline as necessary.
What if a student wants the certificate mailed to his employer?
Students are welcome to put their employer’s address on their sheet. The certificate will be mailed to that address.
What if a student has not paid for the class and I want the certificate sent to me so I can collect payment on pickup?
Collecting payment is a common issue that can’t be solved by withholding the certificate. Enform has a long standing policy against withholding certificates for payment of account with 3rd party providers. Students have always been able to order replacement certificates from Enform directly when they are certified. Beginning in early December they will be able to order these on-line much quicker and easier than before and this will be heavily publicized as a new service. Therefore holding them at your end will not help you collect.
What happens if I am short a Student Data Sheet?
Ordering extra Student Data Sheets will help avoid this issue. However, in an emergency, you can download a copy of the form at www.enform.ca. You can print this and have the student complete where absolutely necessary. These copies cannot be scanned into the system, and certification will be delayed as a result. Using a downloaded form must only be where absolutely necessary, in exceptional circumstances.
What if I don’t have an Enform Pre-Paid Courier Label?
You will need to courier your submission to Enform at your cost. You are encouraged to order extra Enform Pre-Paid Courier Labels.
Can I use my own envelope to submit class documents?
Yes, you can use your own envelope. The label itself is the only portion you need to avoid paying the courier costs yourself. Enform will also supply envelopes, and these will be included, as they are now, in your materials order.
What happens if a student incorrectly fills out the Student Data Sheet?
The instructor must ensure that each student completes out a Student Data Sheet completely and correctly. Each class materials order will contain extra Data Sheets to use if one is lost or ruined. Additional student data forms are available for order, separately, both online and from Enrolment Services.
Can I send more than one class in one submission?
Yes, provided they are sent within 2 days of the class completion. You are welcome to use a larger envelope or package and the Enform Pre-Paid Courier label will still work.
Class submissions, (all student data sheets, exams where required, and attendance sheets) must be kept together to identify it as a complete class, particularly if you are sending more than one class in a single package
What if the class documents get lost in the mail?
Although all submissions will now be trackable, loss is still a possibility. You need to take a copy (or scan to file) of each student data form following each class.
What happens if I don’t take a copy of the Student Data Sheets?
If your submission is lost, your students will not be certified. There are several retail outlets that can scan or copy your submissions for a reasonable cost. (Most postal outlets can do this for you).
Can I mail the class submission by regular mail?
No. We are committed to significantly reducing the timeline to getting students their certification. The supplied return Enform Pre-Paid Courier Label, or a trackable courier if you wish to pay for, must be used. The elimination of data-entry on your end means that there will no longer be any electronic duplication of this information.